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Advisory Board Minutes - August 2003



Approved 3 September 2003

Call to Order

August Session (8/4/03) The August Meeting of the Advisory Board of The USGenWeb Project was called to order by National Coordinator Isaiah Harrison. The posted agenda was as follows:

Approval of minutes
Please review the Minutes for July posted at http://www.usgenweb.com/official/03-07minutes.htm. I will ask for general consent to approve the minutes. If you have an objection please be prepared to make it specific so that it can be dealt with effectively.
Old Business
Follow-up on Publicity/Promotions
Committee Reports
Elections
By-Laws Revision
MNGS
Newsletter
New business
Challenge to the Election
Review of Election Committee procedures pertaining to eligibility to run for office. (To begin at the conclusion of the election.)
Announcements, "good and welfare"
Adjournment

FUTURE BUSINESS:

December: Final vote on approval of FGS Special Project

REMEMBER: Items may be added to the agenda at any time by forwarding them to the Chair. Please indicate whether your item is a Discussion Item or an actual Motion. If it is a Motion, please include the full text.

Approval of Minutes

(8/6/03) By general consent, the minutes of the July 2003 meeting of the Advisory Board were approved as written.

Motion

Election Challenge Rejection (8/6/03) NW/P CC Representative Darilee Bednar presented the following motion:

"I move that the Advisory Board reject the challenge to the election results as it has no foundation in the USGenWeb bylaws or in parliamentary law. "

The motion was numbered 03-16. Discussion ensued.

The motion passed with 10 "yes" votes, 3 "no" votes, no abstentions, and 2 members not voting. (8/9/03)

Those voting YES: Vicki Shaffer, Pam Reid, Tina Vickery, Robert Bremer, Don Kelly, Darilee Bednar, Gail Meyer Kilgore, Angie Rayfield, Larry Flesher, Jana Black

Those voting NO: Jan Cortez, Tim Stowell, Phyllis Rippee

Those abstaining: none

Those not voting: Teresa Lindquist, Heather DeGeorge


Additional Comments:

The election challenge was rejected.



Discussion Items The following are discussion items from this meeting of the Advisory Board which aren't covered in the "Motions" or "Other Business" areas of the minutes. Refer to the threaded list archives for details on the discussions which took place.


Other Business

2003 Election Results (8/4/03) NE/NC SC Representative Tina Vickery posted the following correspondence.:

----- Original Message -----
From: "Ellen Pack" e.j.pack@natchezbelle.org
To: "Tina S Vickery" tsvickery@adelphia.net
Sent: Monday, August 04, 2003 10:09 PM
Subject: USGenWeb National 2003 Election Results
-----------

To all USGenWeb Members:

Please forward to all USGenWeb Members and appropriate mail lists.

This is an Announce-only mailing. Please do not reply. You are receiving this Announcement because you are a member of the USGenWeb Project. If you are no longer a Project member, please contact the USGenWeb Election Committee immediately via Marti Graham (marti4@cox.net).

Results of the National 2003 Election, July 1 - 31, 2003:

National Coordinator
Total Votes: 499

Richard Harrison - 150 30.1%
Tim Stowell - 114 22.8%
Ron Eason - 89 17.8%
Jim Powell - 78 15.6%
Bill Oliver - 68 13.6%

Run-off between Richard Harrison and Tim Stowell
---

Representative At Large
Total Votes: 425

Shari Handley - 141 33.2%
Angie Rayfield - 113 26.6%
Jason Mendenhall - 88 20.7%
Ellen Rohr - 83 19.5%

Run-off between Shari Handley and Angie Rayfield
--

Archives Representative
Total Votes: 61

Cyndie Enfinger - 22 36.1%
Ken Johnson - 21 34.4%
Maggie Stewart-Zimmerman - 18 29.5%

Runoff - Cyndie Enfinger and Ken Johnson
--

Tombstone Representative

Pam Reid - 14 100%

Unopposed - The Election Committee Hereby Declares Pam Reid Winner
--

NorthEast/North Central SC Representative
Total Votes: 8

Richard Howland - 5 62.5%
Marcia Kuehl - 3 37.5%

The Election Committee Hereby Declares Richard Howland Winner.
--

NorthEast/North Central CC Rep
Total Votes: 116

Barbara Lavin - 41 35.3%
Teri Brown - 39 33.6%
Scott Burow - 36 31.0%

Run-Off between Barbara Lavin and Teri Brown
--

NorthWest Plains SC Representative

Don Kelly - 6 100%

Unopposed - The Election Committee Hereby Declares Don Kelly Winner.
--

Northwest Plains CC Representative - Two Seats Available
Total Votes: 165

Gail Meyer Kilgore - 60 36.4%
Darilee Bednar - 55 33.3%
Sandra Newman Sanchez - 50 30.3%

The Election Committee Hereby Declares:
Gail Meyer Kilgore Winner - Two year Term
Darilee Bednar Winner - One Year Term
--

SouthEast/Mid-Atlantic SC Representative

Christine Goff - 12 100%

Unopposed - The Election Committee Hereby Declares Christine Goff Winner
--

SouthEast/Mid-Atlantic CC Representative - Two Positions Available
Total Votes: 308

Denise Woodside - 83 26.9%
Linda Blum-Barton - 77 25.0%
Heather Jones DeGeorge - 72 23.4%
Tom Parker - 46 14.9%
Ron Dailey - 30 9.7%

The Election Committee Hereby Declares:
Denise Woodside - Two Year Term
Linda Blum-Barton - One Year Term
--

Southwest/South Central CC Representative
Total Votes: 129

Bettie Wood - 53 41.1%
Roger Swafford - 35 27.1%
Bunny Freeman - 23 17.8%
Jeff Scism - 18 14.0%

Run-Off - Bettie Wood and Roger Swafford.

Information about the run-offs will be announced soon.

The Election Committee would like to thank all who participated, and to extend a special thank you to Larry Stephens for his invaluable assistance in operating the voting software.

Thank you,

The USGenWeb Election Committee

NC Harrison announced that these election results would serve as this month's EC Report.

Other Business

Bylaws Revision Committee Report (8/5/03) National Coordinator Isaiah Harrison posted the following correspondence:

The Bylaws Revision Committee (BRC) is currently reviewing the "State Projects" article.

The general trend of proposals thus far indicate a restructuring of the article to make it more consistent with the Local Projects article. Such as XXGenWeb state page requirements in one section. Then address State Coordinator and Assistants in another section etcetera. Members are encouraged to send questions or suggestions related to articles under consideration to committee members. The committee website is available at http://home.mchsi.com/~sagitta56/

Roger Swafford

Other Business

Election Challenge (8/6/03) National Coordinator Isaiah Harrison made the following announcement:

A challenge has been filed concerning the USGenWeb election Results posted Monday. This is a serious enough matter to be moved to the head of our schedule. The challenge was sent to AB members yesterday and I will forward it here in a separate email.

I have asked our Parliamentarian, Roger Swafford, for an opinion and received the following:
The challenge takes a very narrowly focused viewpoint of interpretation regarding the bylaws. There seems to be no consideration of original intent related to why the elections were held. To declare the seats vacant would not serve the best interest of the project.

Sturgis was adopted by action of the AB. Including the name of a parliamentary text in bylaws is strongly recommended but not mandatory. Any generally accepted parliamentary text supports use of run-off elections. Our long established practice of holding run-offs between the two candidates with the most votes has "in effect" become a rule.

The challenge has no foundation in bylaws or parliamentary law.
That being the case, may I please hear a motion that the Advisory Board rejects the challenge to the election results as it has no foundation in the USGenWeb bylaws or in parliamentary law.

Once the motion has been stated, there will be an opportunity for discussion.

-Isaiah

Isaiah Harrison
National Coordinator
The USGenWeb Project

Other Business

Text of Election Challenge (8/6/03) National Coordinator Isaiah Harrison posted the following correspondence.:

I am challenging the validity of the election results as posted. (I am not challenging that I LOST the election, I am challenging the legality of Run-offs and other points as specified herein)
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

The following positions should be declared VACANT because no one individual recieved 50%+1 (Majority) of all votes cast, AND Run-off elections are not specified by USGenWeb Project Bylaws, and are prohibited because they would fall outside of the SPECIFIC VOTING PERIOD.

Results of the National 2003 Election, July 1 - 31, 2003:

National Coordinator- NO Individual recieved 50%+1 of the votes.

Representative At Large- NO Individual recieved 50%+1 of the votes.

Archives Representative- NO Individual recieved 50%+1 of the votes.

NorthEast/North Central CC Rep- NO Individual recieved 50%+1 of the votes.

Northwest Plains CC Representative - Two Seats Available- NO Individual recieved 50%+1 of the votes.

SouthEast/Mid-Atlantic CC Representative - Two Positions Available- NO Individual recieved 50%+1 of the votes.

Southwest/South Central CC Representative- NO Individual recieved 50%+1 of the votes.

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

Re: Election results, a series of "Run-Off" elections have been declared for those where the leading vote getter did not get 50% or more of the votes cast.

Such run-off elections are illegal under the USGenWeb Project Bylaws as in effect on 1 July 2003, when the election commenced.

Specifically:

Under ARTICLE VII. ELECTION PROCEDURES

"Section 4. A majority of those members voting shall elect. No member shall hold more than one voting office at any one time..."

This section requires any "winning" candidate to have recieved at least 50%+1 of the cast votes for that race. (Says NOTHING about run-offs or ties, nor about how many positions are available to fill, each electee must have 50%+1 (majority) of cast votes to be a valid election).
--
ARTICLE VII. ELECTION PROCEDURES

"Section 3. Nominations shall be received during the first two weeks of June. A list of candidates shall be posted to the national website on or before the voting period begins on July 1, with profiles/bios to be posted on July 1. The voting period shall be July 1 through July 31."

The bylaws do not stipulate a run-off, nor a specific timeframe or procedure for conducting one, any voting OUTSIDE of the specified voting period (The voting period shall be July 1 through July 31) is unlawful under the bylaws.

The only SPECIFIC special election allowed by the BYLAWS is to seat a permanent NC if the post is held by an Advisory Board appointed Pro-Tem.

NO allowance for voting OUTSIDE this period is authorized. (If the voting doesn't carry in the voting period, it is like the election didn't occur, the position becomes VACANT, NO-ONE was elected.)

ARTICLE VI: DUTIES/QUALIFICATIONS OF ADVISORY BOARD states:

"Section 8. In the event a board member is unable to complete his/her term, the Advisory Board will appoint a replacement to serve until the next scheduled election."

If NO-ONE has been elected to fill the beginning terms, and the outgoing Member is fulfilling their term, then the ADVISORY BOARD cannot appoint a person to fill that vacancy, the BYLAWS conditions have NOT been met (The office is vacant).

ARTICLE VI: DUTIES/QUALIFICATIONS OF ADVISORY BOARD

"Section 1. The Advisory Board shall perform the duties prescribed by these Bylaws, and by accepted parliamentary procedures."

UNLESS the "Accepted Parliamentary Procedures" are specified, they are non-existant. (People have said "Sturgis" and "Roberts" but they have to be NAMED in the Bylaws to be "Accepted". If they are not specically named in the bylaws they are not "accepted". (Because the Bylaws state they have to be accepted, a BYLAWS Amendment would be necessary to set the standard, or to change it.) NO set standards, then the BYLAWS are the default, as written, in other words NO Run-offs, the Offices are vacant, because no-one recieved 50%+1 of the cast votes, and no authority exists to either fill the vacancies, have "run-off" elections, or do anything else except wait for July 2004 to fill the vacancies...and hope for someone to get 50%+1 of the cast votes, because NEW Amended Bylaws cannot be implemented until AFTER that election, by the existing bylaws.)

(Starting from scratch with NEW Bylaws won't work either if the existing Board is elected under the current ones, the new ones would only be in effect after the existing Board is replaced, cancelling the Bylaws removes the Board's authority under law to do ANY business. A REVISION is equal to an Amendment, and that means after 2004.)

~~~For reference:

ARTICLE VII. ELECTION PROCEDURES

Section 1. A subcommittee to oversee elections shall be appointed by the Advisory Board. The Elections Subcommittee shall consist of Advisory Board members and volunteers from the members of The USGenWeb Project.

Section 2. It shall be the responsibility of the Elections Subcommittee to announce those positions for which nominations are needed.

Section 3. Nominations shall be received during the first two weeks of June. A list of candidates shall be posted to the national website on or before the voting period begins on July 1, with profiles/bios to be posted on July 1. The voting period shall be July 1 through July 31. Terms of office shall begin on September 1. In the event a member is nominated for more than one position, the nominee shall notify the Elections Subcommittee for which office they wish to declare their candidacy.

Section 4. A majority of those members voting shall elect. No member shall hold more than one voting office at any one time.

Section 5. All members of the Advisory Board, with the exception of the the National Coordinator, shall be elected to two-year terms. The National Coordinator shall be elected to a one-year term.

Section 6. All members of The USGenWeb Project, excluding Look-Up Volunteers and Transcribers,shall be eligible to vote.
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

Jeff Scism

Other Business - Family Group Sheets Project Report (8/23/03) National Coordinator Isaiah Harrison posted the following correspondence:

Since we started the USFGS Project, about a month ago, we have moved to a new site

http://www.rootsweb.ancestry.com/~usfgs/

We now have all states online & available for use.

We made some guidelines:
http://www.rootsweb.ancestry.com/~usfgs/guide.html

These also include "guiding lines" for states that wish to make this a special state project.
There are now 6 states that have done so already: Arizona, Iowa, Michigan, Mississippi, Oklahoma, Texas (was already a SP before we started).

We also have a mail "work" list to ask questions, make suggestions, etc.

The submission form coding has been changed a little so that a copy of each fgs that is submitted will be sent back to the submitter. They can then take/submit this to another state (without having to type another). Also they can take it to any county site and submit it there, if they wish. This gives the submitter full control of where there fgs is going, and also gives the CC an opportunity to receive more info for their pages, if they choose to do so.
While we can't force documnetation, a volunteer created a page "How to Create a Well Documented Group Sheet" http://www.rootsweb.ancestry.com/~usfgs/newmexico/sources.htm.
We have 22 fabulous and enthusiastic volunteers, with one just recently becoming a member of USGenWeb.

I tried to work it where every volunteer got at least one state of their choice. There is also a couple of folks on "waiting/wish list". Some of the volunteers have "advertised", and although some have not, the family group sheets come in any way. One volunteer made us a suggestion box (at the moment this is just for the volunteers, as we still have a few kinks here & there) Another volunteer made up a volunteer help page for all of us.

A guest book has been set up & many positive things have been written: http://www.rootsweb.ancestry.com/~usfgs/guestbook/posted_guest.htm
We are currently trying to get a search engine that will search all the states. There should be one there this week but not sure if it remain a freebie. At any rate, each state has a search engine on it.

We have approximately 11,739 hits on our home page.

Here is a break down of what each state has so far:

Alabama--382 fgs, 10,747 hits
Alaska--0 fgs, 50 hits
Arizona--5 fgs, 558 hits
Arkansas--496 fgs, 1,237 hits
California--62 fgs, 805 hits
Colorado--22 fgs, 451 hits
Connecticut--0 fgs, unknown hits
Delaware--0 fgs, 1,235 hits
District of Columbia--0 fgs, 41 hits
Florida--27 fgs, 408 hits
Georgia--1614 fgs, 69,046 hits
Hawaii--0 fgs, 35
Idaho--1 fgs, 291 hits
Illinois--116 fgs, 1,229 hits
Indiana--12 fgs, unknown hits
Iowa--283 fgs, 4,485 hits
Kansas--420 fgs, 4,264 hits
Kentucky--94 fgs, 2,132 hits
Louisiana--58 fgs, 926 hits
Maine--19 fgs, 497 hits
Maryland--23 fgs, unknown hits
Massachusetts--27 fgs, 555 hits
Michigan--205 fgs, 2,408 hits
Minnesota--19 fgs, 396 hits
Mississippi--31 fgs, 1,576 hits
Missouri--105 fgs, unknown hits
Montana--2 fgs, 86 htis
Nebraska--16 fgs, 230 hits
Nevada--about 13 fgs, 201 hits
New Hampshire--12 fgs, 342 hits
New Jersey--11 fgs, 31 hits
New Mexico--16 fgs, 251 hits
New York--25 fgs, unknown hits
North Carolina--29 fgs, 421 hits
North Dakota--2 fgs, unknown hits
Ohio--114 fgs, 1,670 hits
Oklahoma--61 fgs, 1,753 hits
Oregon--14 fgs, 249 hits
Pennsylvania--15 fgs, 3,083 hits
Rhode Island--0 fgs, 1,236 hits
South Carolina--9 fgs, 467 hits
South Dakota--7 fgs, 247 hits
Tennessee--61 fgs, 866 hits
Texas--over 1300 fgs, unknown hits
Utah--11 fgs, 1,517 hits
Vermont--30 fgs, 790 hits
Virginia--1 fgs, 935 hits
Washington--0? fgs1,237 hits
West Virginia--37 fgs, 708 hits
Wisconsin--9 fgs, 215 hits
Wyoming--0 fgs, 55 hits

Just thought you all would like to know that we've been not only busy, but quite productive!

Bettie Wood <><

Other Business

Newsletter Report (8/23/03) National Coordinator Isaiah Harrison posted the following correspondence:

I can do a rough draft of my concept...

1. Online magazine... with a focus to making it the printable size of an 8 1/2 by ll sheet of paper... I was thinking that perhaps some it could be suitable to be copied as handouts...

2. Asking the State Coordinators to announce each issue to State list... We would encourage CC's to register to a mailing list for speedy announcement.

3. Format to be big banner . front page main article of genealogy interests and 2-3 articles that would be linked to off front page. There would be standard links to the events calendar, the board minutes, who's who page

4. I would like to see it issued twice a month...

5. Guest writers welcomed and encouraged...

6. I am aiming that the first newsletter could be an introduction to the newly elected board.

This is tenative and open for imput...

Thank you
Darilee Bednar

Other Business

2003 Run-Off Election Results (8/25/03) NE/NC SC Representative Tina Vickery posted the following correspondence:

From: Ellen Pack
Sent: Monday, August 25, 2003 5:57 PM
Subject: Announcement - Results Run-Off Election 2003

To all USGenWeb Members:

This is an Announce-only mailing. Please forward to all USGenWeb Members and appropriate mail lists.

Results of the Run-Off Portion of the National 2003 Election, August 8 - 22, 2003:

483 Valid votes received.

National Coordinator
Total Votes: 468
Richard Harrison - 273
Tim Stowell - 195
The Election Committee hereby declares Richard Harrison winner.

---

Representative At Large
Total Votes: 395
Shari Handley - 232
Angie Rayfield - 163
The Election Committee hereby declares Shari Handley winner.

---

Archives Representative
Total Votes: 56
Cyndie Enfinger - 35
Ken Johnson - 21
The Election Committee hereby declares Cyndie Enfinger winner.

---

NorthEast/North Central CC Rep
Total Votes: 105
Teri Brown - 63
Barbara Lavin - 42
The Election Committee hereby declares Teri Brown winner.

---

Southwest/South Central CC Representative
Total Votes: 120
Roger Swafford - 41
Bettie Wood - 79
The Election Committee hereby declares Bettie Wood winner.

---

The Election Committee hereby closes the National 2003 Election. The Committee would like to thank all who participated, and to extend a special thank you to Larry Stephens for his invaluable assistance in operating the voting software.

Thank you,
The USGenWeb Election Committee

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/

Angie Rayfield
Recording Secretary

Please remember that minutes are a record of what was done at the meeting, NOT what was said by members or guests. If you have any questions or comments about the minutes, please feel free to write to carolinaroots@inmyattic.com.

 

 

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