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Advisory Board Minutes - July 2005


Approved August 10, 2005

CALL TO ORDER & AGENDA
JULY 2005 SESSION

(6 July 2005) The July 2005 meeting of The USGenWeb Advisory Board was called to order by National Coordinator Shari Handley.

AGENDA - July 2005 Meeting

Actions Taken:

  1. MOTION 05-12 - REVISES EXISTING GRIEVANCE PROCEDURE COMMITTEE
  2. ERROR IN ELECTION NOTICE IDENTIFIED
  3. CLARIFICATION IN LOGO VOTING
  4. NEW MEMBER SURVIVAL GUIDE
  5. APPROVAL OF MINUTES
  6. CHANGE OF EC CHAIR TO READ ONLY STATUS ON BOARD-L
  7. JULY ADJOURNMENT

Announced Agenda:

  1. Call to Order
  2. Reading, Correction, Approval, or Disposition of Minutes
  3. Grievance Procedure Drafting Committee
  4. Logo Contest Voting - Discussion
  5. New Business
    1. Family History Month Committee
    2. Evaluation of Special Projects (discussion)
    3. State web sites checkup (discussion)
    4. EC Procedure Change? - Eligibility Verification (general discussion)
    5. Other new business (if necessary)
  6. Announcements
  7. Adjournment

Shari Handley
National Coordinator
The USGenWeb Project


MOTION 05-12
PROPOSES CHANGES IN THE GRIEVANCE PROCEDURE COMMITTEE

(1 July 2005)

This is the continuation of a discussion that began in June. Near the end of the month Shari Handley, National Coordinator, ruled this motion out of order. Discussion of it continued as July began.

(9 July 2005)

Angie Rayfield challenged the ruling of the chair and requested that the board overturn it. Shari Handley, National Coordinator, called for a vote to either overturn or uphold her ruling.

(12 July 2005)

Shari Handley, National Coordinator, announced that with 11 votes to overturn and 4 members not voting, the ruling was overturned. (One additional vote to overturn was received shortly after the announcement, for Larry Flesher, and is included in the listing below):

Voting to Overturn: Angie Rayfield, Bettie Wood, Darilee Bednar, David Morgan, Don Kelly, Gail Kilgore, Jan Cortez, Larry Flesher, Kathi Jones-Hudson, Linda Blum-Barton, Scott Burow, Teri Brown

Not Voting: Betsey Mills, Cyndie Enfinger, Denise Woodside

(13 July 2005)

Shari Handley, National Coordinator, numbered this motion as 05-12 and opened it for discussion. It reads: ". . . . that the current grievance procedures committee (members: Betsy Mills, Angie Rayfield, Jan Cortez, Denise Woodside, Don Kelly) be enlarged to add 5 members, to be chosen from volunteers from the project membership, with the slate approved by the Advisory Board, and that any future vacancies in the procedures committee be filled by project volunteers. Further, that the National Coordinator request a permanent e-mail list be set up for the use of the grievance procedures committee, to be turned over to the future Grievance Committee for their use when procedures are in place. The list discussions will be archived, and permanently open to all project members on a read-only basis; during the discussion of grievance procedures, the list may be opened for posting by all subscribers by majority vote of the procedures committee."

(14 July 2005)

Don Kelly, State Coordinator Representative for the NW/P Region, proposed an amendment to this motion which was seconded by Betsey Mills, Representative at Large. Shari Handley, National Coordinator, numbered this amendment as 05-12A and opened it for discussion. It reads:

". . . that the current Grievance Procedure Committee be officially dismissed with thanks. The National Coordinator shall form a new Grievance Procedure Committee to be composed of seven volunteers, two (2) from the Advisory Board and five (5) from the general membership. Replacements for vacancies on this committee will maintain 5-2 balance and a mailing list will be provided."

(23 July 2005)

A vote was called for on the amended motion 05-12A by Shari Handley, National Coordinator.

(26 July 2005)

Shari Handley, National Coordinator, announced that the vote had failed: yes - 2, no - 9, not voting - 4 and declared that discussion could continue now on the original motion.

Voting Yes: Betsy Mills, Don Kelly

Voting No: Angie Rayfield, Bettie Wood, Darilee Bednar, David Morgan, Gail Kilgore, Jan Cortez, Larry Flesher, Linda Blum-Barton, Scott Burow

Not Voting: Cyndie Enfinger, Denise Woodside, Kathi Jones-Hudson, Teri Brown

(28 July 2005)

A vote was called for on motion 05-12 by Shari Handley, National Coordinator.

(30 July 2005)

Shari Handley, National Coordinator, announced that the vote had failed and declared that any further votes would be counted if cast before 1 p.m. tomorrow. The final results were: yes - 3, no - 9, not voting - 4

Voting Yes: Angie Rayfield, Darilee Bednar, Linda Blum-Barton

Voting No: Betsey Mills, Cyndie Enfinger, David Morgan, Don Kelly, Kathi Jones-Hudson, Larry Flesher, Scott Burow, Teri Brown

Not Voting: Bettie Wood, Denise Woodside, Gail Kilgore, Jan Cortez


ERROR IN ELECTION NOTICE WAS IDENTIFIED

(1 July 2005)It was announced by Tina Vickery, Election Committee Chair, that the election number received by project members for the USGenWeb election just beginning was incorrect. The correct election number was identified as 9.


CLARIFICATION IN LOGO VOTING

(3 July 2005) A clarification about voting on the Logos currently just beginning was announced by Tina Vickery, Election Committee Chair. Members were instructed to omit the "-" or hyphen when selecting their choice for a project logo.


NEW MEMBER SURVIVAL GUIDE

(4 July 2005)

Bettie Wood, County Coordinator Representative for the SW/SC Region, proposed on behalf of her region that a member communication page be provide at the National Website for the benefit of new coordinators.

(11 July 2005)

National Coordinator Shari Handley announced the availability of a "New Member Survival Guide" with information of use to new and established members. It can be found online at http://www.usgenweb.org/volunteers/newvolunteer.shtml and contains information about project structure, operation, bylaws, procedures, guidelines, elections, mailing lists, and resources.


APPROVAL OF MINUTES

(7 July 2005)

By general consent, the minutes of the June meeting of the Advisory Board were approved as written.


CHANGE OF EC CHAIR TO READ ONLY STATUS ON BOARD-L LIST

(18 July 2005)

Tina Vickery, Election Committee Chair, asked that she be moved to read-only status on the BOARD-L mailing list to eliminate that as a possible source of divisiveness within the board and the project.


JULY ADJOURNMENT

(31 July 2005)

Shari Handley, National Coordinator, announced that the meeting would be adjourned at the conclusion of the vote on motion 05-12, with the August meeting of the Advisory Board to be convened on 1 August 2005. There were no objections.


The full text of all BOARD-L messages can be viewed in the threaded list archives for this list, located at http://archiver.rootsweb.ancestry.com/th/index/BOARD/

Mike St. Clair, Recording Secretary

Please remember that minutes are a record of actions proposed and taken at the meeting, NOT all the detail about what was said by members or guests. If you have any questions or comments about the minutes, please write to Mike St. Clair.

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