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Advisory Board Minutes - August 2005


Approved September 3, 2005

CALL TO ORDER & AGENDA
August 2005 SESSION

(2 Aug 2005) The August, 2005 meeting of The USGenWeb Advisory Board is called to
order.

AGENDA
August 2005 Meeting

1. Call to Order
2. Election Results
3. Grievance Procedures Committee Discussion
4. Minutes
5. Special Project Representatives
6. Special Elections Notice
7. Run Off Election Notice
8. Special Election Request
9. Special Representative Appointment
10. Recognition of FGS Membership
11. Temporary Voting Problem
12. Resignation of George Waller
13. Run Off Election Results
14. Adjournment


NATION ELECTION 2005 - RESULTS

(2 Aug 2005) Forwarded from the EC:

National Coordinator.

Davenport 208 41.683
Hall 116 23.246
Carpenter 102 20.441
Kelly 73 14.629
499 100.000%

499 votes cast. USGenWeb Election committee declares runoff between Linda Davenport and Sherri Hall.

Representative at Large
St. Clair 227 45.951
Mills 191 38.664
Barnum 76 15.385
494 100.000%

494 votes cast. USGenWeb Election committee declares runoff between Mike St. Clair and Betsy Mills.

NENC CC
Sweeney 46 31.081
Scism 38 25.676
Oliver 27 18.243
Hestand 19 12.838
Mead 18 12.162
148 100.000

148 votes cast. USGenWeb Election committee declares runoff between Robert Sweeney and Jeff Scism.

NENC SC
Waller 8 61.538
Burow 5 38.462
13 100.000

13 votes cast. USGenWeb Election committee declares George Waller the winner.

NWPL CC
De Groote-Johnson 53 60.227
Kilgore 35 39.773
88 100.000

88 votes cast. USGenWeb Election committee declares Karen De Groote-Johnson the winner.

NWPL SC
Maynez 4 44.444
Mendenhall 3 33.333
Bony 2 22.222
9 100.000

9 votes cast. USGenWeb Election committee declares runoff between Sundee Maynez and Jason Mendenhall.

SEMA CC
Shepard 68 34.872
Smoot 57 29.231
Pack 42 21.538
Tabor 21 10.769
Simpson 7 3.590
195 100.000

195 votes cast. USGenWeb Election committee declares runoff between Suzanne Shepard and Fred Smoot.

SPAR
Enfinger 70 100.000

70 votes cast. Ran unopposed. USGenWeb Election committee declares Cyndie Enfinger winner.

SWSC CC
Wood 65 45.139
Holt 53 36.806
Allen 26 18.056
144 100.000

144 votes cast. USGenWeb Election committee declares runoff between Bettie Wood and Trey Holt.

Bylaws - http://www.usgenweb.com/volunteers/notice.shtml

Yes 344 68.254
No 160 31.746
504 100.000

504 votes cast. ARTICLE XVI. AMENDMENT TO BYLAWS Section 4. Voting on any proposed amendment to the bylaws shall be during the annual voting period of July 1-July 31 and a two-thirds (2/3) majority, of the members voting within that time frame, is required for the amendment to pass. Bylaw amendment passes.

Logo

The USGenWeb Project Logo Contest. 8. All eligible entries will be placed before a vote of USGenWeb members during the regular elections period in July, 2005. The top vote-getter will be USGenWeb's main
Official Logo. The next three top vote-getting designs (or less if there are not three additional entries) will be the Official Alternate Logos. In the event of a tie, the Advisory Board will vote to break the tie. The decision of
the Advisory Board will be final. There is no monetary compensation for this contest.

AB5 58 http://www.usgenweb.com/logos/images/usgenweb.gif
AA7 43 http://www.usgenweb.com/logos/images/USGenWeb02.gif
AD8 42 http://www.usgenweb.com/logos/images/USGW07_small.jpg
AA2 40 http://www.usgenweb.com/logos/images/USGenWeb05.jpg
[complete results of logo ballot will be available on
USGenWeb Project website within 24 hrs.]

Information regarding run-offs will be available as soon as possible.

The USGenWeb Project Election committee wishes to thank all who have participated and extend a very special thank you to Larry Stephens.

Sincerely,
Tina S. Vickery, Chair of the
USGenWeb Project Election Committee


MOTION 05-13 - FORMATION OFGRIEVANCE COMMITTEE PROCEDURES COMMITTEE

(2 Aug 2005) Moved by Don Kelly:

“I move that a committee be formed for the purpose of drafting a proposed set of procedures to handle grievances submitted by USGenWeb members. The proposed procedures may not conflict with The USGenWeb Project Bylaws. The committee will be comprised of six USGenWeb Members In Good Standing, two of whom are current members of the Advisory Board, and four of whom are neither current Advisory Board members nor Advisory Board members-elect.

”The NC will issue a call for volunteers willing to serve and will then submit a prospective slate of committee members to the AB. The Advisory Board will vote on whether to approve the slate in its entirety by a
simple majority yes-or-no vote. If the slate is rejected, the NC will submit another slate for approval in the same manner. This process will continue until a slate of committee members has been approved.

”The committee will choose a chairperson from among themselves. They will meet on a private, unarchived mailing list. They will also be subscribed to a second list, which will be opened up so that any member
who wishes to subscribe can make suggestions to the committee and so that the committee can discuss ideas for the grievance procedures with the membership.

”The committee will submit a complete set of proposed grievance procedures no later than six weeks after being seated. The Advisory Board will vote on whether to adopt the procedures in their entirety by a yes-or-no vote, with a 2/3 majority required for passage.”

(4 Aug 2005) Seconded by Darilee Bednar

(4 Aug 2005) Motion numbered 05-13, and opened for discussion.

(07 Aug 2005) - Motion to Amend by substitution, by Scott Burow:

"I move that the current grievance procedures committee continue to be seated, and that those AB members having resigned or who are no longer on the AB be replaced with volunteers from the AB. The committee would be expanded to 15 members, to be chosen by the current committee members from volunteers from the project membership in good standing, with the slate approved by the AB, and that future vacancies in the committee be similarly filled by project volunteers until the committee achieves membership of no more than 5 AB members and up to 10 non-AB members.

”Further, that an email list be established for use of the committee, and that the list discussions be archived and permanently open to all project members. That during the discussion of grievance procedures, the list may be moderated during specific discussion by the committee members, but shall be open for posting by all subscribers at all other times.

”The committee will submit a complete set of proposed grievance procedures no later than ninety days after being seated. The AB will vote on whether to adopt the procedures in their entirety by a yes-or-no vote, with a 2/3 majority required for passage."

(7 Aug 2005) Amendment seconded by Jan Cortez

(8 Aug 2005) Amendment by substitution recognized by NC, and opened for discussion.

(10 Aug 2005) Point of Order by Scott Burow on the basis that debating the merits of the amendment at this point is premature, and that debate should revolve around whether to amend.

(11 Aug 2005) NC Rules in favor of Point of Order. Allows further time for discussion at request of Cyndie Enfinger in order to allow more time to hear from her constituents.

(12 Aug 2005) - Call for vote by NC. Yes to approve the amendment; No to reject the amendment

YES: Scott Burrow, Angie Rayfield, Linda Blum-Barton, Jan Cortez, David Morgan, Bettie Wood, Cyndie Enfinger, Larry Flesher
NO: Betsy Mills, Don Kelly, Teri Brown
ABSTAIN:
NOT VOTING: Denise Woodside, Gail Meyer-Kilgore, Darilee Bednar

With 8 YES votes, 3 NO votes, 0 Abstentions, and 3 members NOT VOTING, the amendment by substitution to Motion 05-13 passed.

(15 Aug 2005) Motion 05-13 now reads:

"I move that the current grievance procedures committee continue to be seated, and that those AB members having resigned or who are no longer on the AB be replaced with volunteers from the AB. The committee would be expanded to 15 members, to be chosen by the current committee members from volunteers from the project membership in good standing, with the slate approved by the AB, and that future vacancies in the committee be similarly filled by project volunteers until the committee achieves membership of no more than 5 AB members and up to 10 non-AB members.

”Further, that an email list be established for use of the committee, and that the list discussions be archived and permanently open to all project members. That during the discussion of grievance procedures, the list may be moderated during specific discussion by the committee members, but shall be open for posting by all subscribers at all other times.

”The committee will submit a complete set of proposed grievance procedures no later than ninety days after being seated. The AB will vote on whether to adopt the procedures in their entirety by a yes-or-no vote, with a 2/3 majority required for passage."

(15 Aug 2005) Discussion opened, by NC

(15 Aug 2005) Motion for Division of the Question, by Don Kelly

(15 Aug 2005) Objection to the Motion for Division, by David Morgan

(16 Aug 2005) Move to Close Debate, by Scott Burow

(16 Aug 2005) Objection to Move to Close Debate prior to ruling on Move to Divide, by Don Kelly

(16 Aug 2005) Move to Close Debate seconded by Bettie Wood

(16 Aug 2005) Request by Scott Burow to withdraw his Motion to Close Debate.

(17 Aug 2005) Ruling by NC:
“Don's request does not need a second, and also does not need the permission of Scott. The decision belongs to the chair, but is then subject to appeal by moving that the motion be divided by the assembly.
“However, I find that the parts of Scott's amendment cannot stand alone if other parts would NOT be passed, and therefore the question cannot be divided.”
Request to Withdraw accepted.

(18 Aug 2005) Request by Scott Burow for unanimous consent to again amend Motion 05-13 to read:

"I move that the current grievance procedures committee continue to be seated, and that those AB members having resigned or who are no longer on the AB not be replaced. The committee would be chosen by the current committee members from volunteers from the project membership in good standing, with the slate approved by the AB, and that future vacancies in the committee be similarly filled by project volunteers until the committee achieves membership of no more than 2 AB members and up to 7 non-AB members, but no less that 5 non-AB members. The full committee shall elect their own chair or co-chairs upon being seated.

”Further, that an email list be established for use of the committee, and that the list discussions be archived and permanently open to all project members. That during the discussion of grievance procedures, the list may be moderated during specific discussion by the committee members, but shall be open for posting by all subscribers at all other times.

”The committee will submit a complete set of proposed grievance procedures no later than sixty days after being seated, with an option to request additional time should it be needed. The AB will vote on whether to adopt the procedures in their entirety by a yes-or-no vote, with a simple majority required for passage."

(19 Aug 2005) Objection to Amendment, for cause, by Don Kelly

(20 Aug 2004) Question Called, by Angie Rayfield

(21 Aug 2005) Call for vote to accept amendment, by NC

YES: David Morgan, Cyndie Enfinger, Jan Cortez, Larry Flesher, Linda Blum-Barton, Bettie Wood, Angie Rayfield, Scott Burow, Gail Meyer Kilgore, Teri Brown, Betsy Mills, Darilee Bednar,
NO: Don Kelly
ABSTAIN: None
NOT VOTING: Denise Woodside

With 12 YES votes, 1 NO vote, 0 ABSTENSIONS, and 1 NOT VOTING, the Amendment passed.

(23 Aug 2005) Motion 05-13 now reads:

"I move that the current grievance procedures committee continue to be seated, and that those AB members having resigned or who are no longer on the AB not be replaced. The committee would be chosen by the current committee members from volunteers from the project membership in good standing, with the slate approved by the AB, and that future vacancies in the committee be similarly filled by project volunteers until the committee achieves membership of no more than 2 AB members and up to 7 non-AB members, but no less that 5 non-AB members. The full committee shall elect their own chair or co-chairs upon being seated.

”Further, that an email list be established for use of the committee, and that the list discussions be archived and permanently open to all project members. That during the discussion of grievance procedures, the list may be moderated during specific discussion by the committee members, but shall be open for posting by all subscribers at all other times.

”The committee will submit a complete set of proposed grievance procedures no later than sixty days after being seated, with an option to request additional time should it be needed. The AB will vote on whether to adopt the procedures in their entirety by a yes-or-no vote, with a simple majority required for passage."

(23 Aug 2003) Request to Call the Question, by Scott Burrow

(24 Aug 2005) Call for vote, by NC

YES: Jan Cortez, Scott Burow, Bettie Wood, David Morgan, Linda Blum-Barton, Cyndie Enfinger, Larry Flesher, Angie Rayfield
NO: Betsy Mills, Don Kelly,
ABSTAIN: None
NOT VOTING: Denise Woodside, Gail Meyer Kilgore, Darilee Bednar, Teri Brown

With 8 YES votes, 2 NO votes, 0 ABSTENTIONS, and 4 NOT VOTING, Motion 05-13 as amended passed.

[Note from Recording Secretary - NC reported results as 9 YES votes, and 3 NOT VOTING. Recording Secretary unable to locate the 9th YES vote, and will accept correction. The vote discrepancy does not alter the outcome of the motion.]


JULY 2005 MINUTES By general consent, the minutes of the July meetings of the Advisory Board were approved as written.

MOTION - CONSIDERATION OF CONTINUED SEATING OF TWO SPECIAL PROJECT REPRESENTATIVES

(3 Aug 2005) Moved by David Morgan:

“I move that the two special project representatives be allowed to serve their full terms. If they should resign before the end of their terms, the positions will not be filled.

”I also move that the new position of Special Projects representative not be filled until the next scheduled election in 2006.”

(3 Aug 2005)

Motion ruled out of order by the NC:

“As much as I would like to let this motion through, and as much as I would have liked to have seen a provision for Cyndie and Kathi to both finish out their terms of office, I'm afraid that there is no ‘leg to
stand on’ from a parliamentary standpoint. Bylaws are the rock upon which any organization stands, and an elected body simply does not have the power to circumvent them through a motion. So, unfortunately, this
motion must be called out of order.”

NC will contact the EC about arranging a special election to fill the new Special Projects Representative seat, and calls for discussion on how the AB allow Cyndie Enfinger and Kathi Jones-Hudson to continue on in their present positions until end of term.


NOTICE FROM THE EC REGARDING SPECIAL ELECTIONS

(3 Aug 2005)
To the USGenWeb Project Advisory Board:

Below are the applicable sections of the USGenWeb Project Election Committee Procedures as they relate to "other appropriate elections".

B. II. c. closed the registration period for the National elections 30 days prior to its start continuing through its
completion, which is inclusive of run-off elections. B. II. c. ii. dictates that for polls and other appropriate
elections a registration period of not less than two weeks be provided.

Inclusion of this special election in conjunction with the run-offs can not be accomplished.

The USGenWeb Election Committee respectfully requests that the Standing Election Procedures be strictly adhered to in this matter.

Sincerely,
Tina S. Vickery, Chair
USGenWeb Project Election Committee

ref: http://www.rootsweb.ancestry.com/~usgwelections/procedures.html


MOTION - SUSPENSION OF DISCUSSION

(4 Aug 2005) Moved by Angie Rayfield

“I move that all discussions other than filling of the Special Project Representative seat be tabled until September 6, 2005.”

Motion ruled out of order by the NC due to Motion 05-13 currently on the table.


MOTION - CALL FOR SPECIAL ELECTION

(4 Aug 2005) Moved by Darilee Bednar:

“I move that a special election be called for seating a new Rep for special projects. “

(4 Aug 2005) Seconded by David Morgan

(4 Aug 2005) Motion withdrawn by Darilee Bednar citing redundancy, as the NC has already contacted the EC about a special election.


NOTICE FROM THE EC REGARDING RUN-OFF ELECTION

**Please forward to all appropriate USGenWeb Project lists**

The Election Committee have the preparations for the Run-off USGenWeb Project 2005 National Election almost complete. Passwords will be mailed over the next few days to all registered voters in the USGenWeb Project.

Voting will begin August 11, 2005 (12:01 am) and will end August 25, 2005 (11:59 pm) CST.

Information about the candidates can be found at:
http://www.rootsweb.ancestry.com/~usgwelections/national-2005/candidates-index.html

We encourage all to participate in the USGenWeb Project 2005 Run-off Election!

Sincerely,
Tina S. Vickery, Chair
USGenWeb Project Election Committee
http://www.rootsweb.ancestry.com/~usgwelections/


EC APPROVAL REQUEST REGARDING SPECIAL ELECTION

(6 August 2005)

“We have been directed to conduct a Special Election dictated by the passage of Bylaw Amendment
http://www.usgenweb.com/volunteers/notice.shtml

”This will necessitate a period of registration, nomination and voting. The USGenWeb Project Election Committee Standing Procedures dictate a period of not less than two weeks for registration.

”Special Elections of this nature are uncharted territory for the USGenWeb Project.

”The USGenWeb Project Election Committee requests Advisory Board approval of the following time-frame:

”-- two (2) week period for registration [required];
-- one (1) week period for nominations;
-- one (1) week period for preparation/campaign for nominees;
-- two (2) week period for voting.

”Sincerely,
Tina S. Vickery, Chair
USGenWeb Project Election Committee”

(7 Aug 2005) Scheduled accepted without objection, per acting NC Betsy Mills


MOTION 05-14 - SPECIAL REPRESENTATIVE APPOINTMENT

(5 Aug 2005)

Nomination by Bettie Wood:

“I would like to nominate Cyndie Enfinger to fill the seat created by the bylaw's amendment.”

(6 Aug 2005) Numbered as a Motion, and request for General Consent by the NC.

(6 Aug 2005) Objection by David Morgan due to expressed interest in appointment by USGenWeb Member Charles Barnum.

(7 Aug 2005) - Call for vote by NC; YES to appoint Cyndie Enfinger, NO to reject the appointment

(7 Aug 2005) Request to withdraw motion by Bettie Wood.
(9 Aug 2005) Request denied by NC citing that two members (Darilee Bednar and David Morgan) had already voted before the request was made.

YES: Darilee Bednar, David Morgan, Betsy Mills, Teri Brown, Don Kelly, Larry Flesher, Scott Burow, Linda Blum-Barton
NO:
ABSTAIN: Bettie Wood
NOT VOTING: Kathi Jones-Hudson, Jan Cortez, Denise Woodside, Gail Meyer-Kilgore

With 8 members voting YES, 0 members voting NO, 1 ABSTENTION, and 4 members NOT VOTING, the motion passed.


THANK YOU TO DEPARTING AB MEMBER

(9 Aug 2005)

Issued by the NC to member Kathi Jones-Hudson


FORMAL RECOGNITION OF USGW PARTICIPATION IN FGS CONVENTION 2005

(10 Aug 2005)

Requested by Darilee Bednar.

(11 Aug 2005) Statement by the NC:

“This is something that falls under ‘day to day administration’, and so I will confirm the co-chairpersons for the USGenWeb booth at FGS 2005 in Salt Lake City as W. David Samuelson and Mike St. Clair. David had contacted me some time ago, and I gave him the go-ahead to spearhead the effort, as it is good for our project to have a presence at these conferences.

”A need for funding is an inherent part of putting together a display booth, and it makes sense to ask fellow volunteers if they would be willing to support the effort with a monetary donation. However, any such requests should be carefully worded to avoid sounding like "strong-arm" tactics. A friendly note explaining what is being done and asking for support is sufficient.”

Request by the NC to the webmaster to put a notice up on the national site about FGS 2005.


NOTICES FROM THE EC REGARDING TEMPORARY VOTING PROBLEM IN RUN-OFF ELECTION

(11 Aug 2005)

**Please forward to all appropriate USGenWeb Project lists**

The Election Committee has become aware that there is an issue with the National Voting form. We will update the Project as soon as the issue is resolved. Thank you for your patience. The Election
Committee apologizes for any inconvenience this has caused.

Sincerely,
Tina S. Vickery, Chair
USGenWeb Project Election Committee
http://www.rootsweb.ancestry.com/~usgwelections/

(11 Aug 2005)
**Please forward to all appropriate USGenWeb Project lists**

The difficulties with the USGenWeb Project 2005 National Run-off Election forms have been corrected.

If you not received a password, please contact your Election Committee representative or Tina Vickery, tsvickery@adelphia.net as soon as possible. http://www.rootsweb.ancestry.com/~usgwelections/current.html

Information about the candidates can be found at:
http://www.rootsweb.ancestry.com/~usgwelections/national-2005/candidates-index.html

We encourage all to participate in the USGenWeb Project 2005 Run-off Election!

Sincerely,
Tina S. Vickery, Chair
USGenWeb Project Election Committee
http://www.rootsweb.ancestry.com/~usgwelections/


RESIGNATION OF REPRESENTATIVE-ELECT GEORGE WALLER

(26 Aug 2005) - Notice by the NC of the resignation of NENC-SC Rep-elect George Waller due to health concerns.

(26 Aug 2005) NC - Call for discussion regarding how the seat should be filled.

(27 Aug 2005) Notice by the NC of George Waller’s decision to rescind his resignation, and be available to take office 1 Sep 2005.


RUN-OFF ELECTION RESULTS - NATIONAL ELECTION 2005

(27 Aug 2005)

**Please forward to all USGenWeb Project lists.**

National Coordinator. 8/31/2006.
Davenport 247 ( 58.255%)
Hall 177 ( 41.745%)
424 (100.000%)
424 votes cast. The USGenWeb Election Committee declares Linda Davenport the winner.

Representative at Large. 8/31/2007.
St. Clair 260 ( 61.905%)
Mills 160 ( 38.095%)
420 (100.000%)
420 votes cast. The USGenWeb Election Committee declares Mike St. Clair the winner.

Northeast/North Central Region. County Coordinator Representative. 8/31/2007.
Scism 67 ( 54.032%)
Sweeney 57 ( 45.968%)
124 (100.000%)
124 votes cast. The USGenWeb Election Committee declares Jeff Scism the winner.

Northwest/Plains Region. State Coordinator Representative. 8/31/2007.
Maynez 5 ( 55.556%)
Mendenhall 4 ( 44.444%)
9 (100.000%)
9 votes cast. The USGenWeb Election Committee declares Sundee Maynez the winner.

Southeast/Mid-Atlantic Region. County Coordinator Representative. 8/31/2007.
Shepard 105 ( 62.500%)
Smoot 63 ( 37.500%)
168 (100.000%)
168 votes cast. The USGenWeb Election Committee declares Suzanne Shepard the winner.

Southwest/South Central Region. County Coordinator Representative. 8/31/2007.
Wood 72 ( 53.333%)
Holt 63 ( 46.667%)
135 (100.000%)
135 votes cast. The USGenWeb Election Committee declares Bettie Wood the winner.

The USGenWeb Project Election Committee wishes to thank all who have participated and extends a very special thank you to Larry Stephens.

Sincerely,

Tina S. Vickery,
Chair of the USGenWeb Project Election Committee


ADJOURNMENT

(27 Aug 2005)

August meeting adjourned.


 

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/

Ellen Pack, 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 Ellen Pack .

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