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Advisory Board Minutes - October 2006

 

CALL TO ORDER & AGENDA
OCTOBER 2006 SESSION

October 4, 2006 The October Meeting was opened by NC

AGENDA

Motion 06-18
Motion 06-18a
NC Designates Larry Flesher Acting NC
Vote On Motion 06-18 As Amended
EC Report 3rd Quarter
Motion 06-19
Motion 06-19 Withdrawn
Adjournment


MOTION 06-18

October 5, 2006

Motion to amend Motion 06-18 made by Greta Thompson 2nd made by Karen De Groote-Johnson:
I move the following be added to the USGenWeb Standing Procedures:

PERMISSION TO USE A USGenWeb LOGO

In the event a request for permission to use one of the USGenWeb Logos in a publication is received, the NC shall notify the AB of his/her intent to accept or reject the request. Unless an objection is registered the NC's decision will stand.

(NC) Motion to amend by substitution made by Greta and 2nd by Karen is numbered 06-18a and is now open for discussion. If you have no discussion please signify such.


MOTION 06-18A

October 10, 2006

(NC) As there has been no additional discussion on the motion, discussion is closed.

Please vote on Motion 06-18a Amendment to motion 06-18 made by Greta and 2nd by Karen. If you agree with the motion please signify with Yes, if you disagree please signify with No. Voting will continue until Thursday, October 12th, 8:00 a.m. CT, unless concluded earlier.

Motion 06-18a amends Motion 06-18 to read:

I move the following be added to the USGenWeb Standing Procedures:

PERMISSION TO USE A USGenWeb LOGO

In the event a request for permission to use one of the USGenWeb Logos in a publication is received, the NC shall notify the AB of his/her intent to accept or reject the request. Unless an objection is registered the NC's decision will stand.

(October 12, 2006)

(NC) With 12 members voting "Yes", 1 members voting "No", and 1 members not voting, Motion 06-18a has passed.

Members voting "YES":
Larry, Karen, Suzanne, Greta, Linda, George, Sundee, Jan, Bettie, Alice, Cyndie, and Phyllis

Members voting "NO":
Paul

Members not voting/excused:
Mike (traveling off-line)

The main motion now reads:

"I move the following be added to the USGenWeb Standing Procedures:

PERMISSION TO USE A USGenWeb LOGO

In the event a request for permission to use one of the USGenWeb Logos in a publication is received, the NC shall notify the AB of his/her intent to accept or reject the request. Unless an objection is registered the NC's decision will stand."


Is there any additional discussion on this motion before it is called for a vote?


NC DESIGNATES LARRY FLESHER ACTING NC

October 13, 2006

(NC) Due to a work related situation, I will be flying to the west coast this afternoon and will probably not have internet access over this weekend.

As the RAL is currently out of the quorum, I am designating Larry Flesher, SW/SC SC Rep as acting NC.


VOTE ON MOTION 06-18 AS AMENDED

October 14, 2006

(Larry Flesher, Acting NC) Motion 06-18 now (as amended) reads:

Please cast your vote on this motion, responding with YES if you are in favor, and NO if you are against. Voting will continue until 5:35 p.m. Central Time Monday November 16th, unless completed earlier.

"I move the following be added to the USGenWeb Standing Procedures:


PERMISSION TO USE A USGenWeb LOGO

In the event a request for permission to use one of the USGenWeb Logos in a publication is received, the NC shall notify the AB of his/her intent to accept or reject the request. Unless an objection is registered the NC's decision will stand."

October 17, 2006

(NC) With 11 members voting "Yes", 1 members voting "No", 1 member abstaining, and 1 member not voting, Motion 06-18 has passed.

Members voting "YES":
Larry, Karen, Suzanne, Greta, Linda, George, Sundee, Jan, Alice, Cyndie, and Phyllis

Member voting "NO":
Paul

Member abstaining:
Bettie

Members not voting/excused:
Mike (traveling off-line)

The motion as passed is as follows:

PERMISSION TO USE A USGenWeb LOGO

In the event a request for permission to use one of the USGenWeb Logos in a publication is received, the NC shall notify the AB of his/her intent to accept or reject the request. Unless an objection is registered the NC's decision will stand."

The webmaster will be advised to add this to the current Standing Procedures of the USGenWeb Project.


EC REPORT 3RD QUARTER

October 17, 2006

JULY

Voting was delayed six days due to a technical problem out of the control of the EC. Passwords were mailed on July 6, for voting beginning 7 July. Voting was scheduled to continue through August 4th.

There were 80 bounces from the 1948 password mailings. Many were what the EC terms "chronic" bounces, i.e. members who had bounced previously on two or more occasions. Two members reported receiving two passwords, and one member received several duplicate password notes. The errors were quickly corrected.

Due to a coding problem, voters in the NENC region experienced problems when voting for the two CC rep seats. The code was corrected on Monday after the election started. The votes cast before the error was corrected were not recorded, for those who received the error message. Those members were instructed to return to the ballot and vote again. No double votes were included in the totals.

July 11 - The membership list containing 2207 names was prepared for the July Newsletter. There were 91 bounces, the vast majority considered "chronic" bounces, wherein the same members have repeatedly bounced.

AUGUST

Aug 4 - Voting ended. Notice was placed on the EC website that results would be released between August 7-12. The results came in and were released on August 10.

National Coordinator
One Year Term Ending 31 August 2007
Total Votes 374
The EC declares a Run-Off between candidates Scott Burow and Bill Oliver

Scott Burow......186 - 49.733 %
Paulette Carpenter... 80 - 21.39 %
Bill Oliver....... 108 - 28.877%
---------------

Representative At Large
To complete Two Year Term Ending 8/31/2007

Total Votes 371
The EC declares a Run-Off between candidates Michael A. Peterson and Fred Smoot

Bobbie Dunn......... 88 - 23.720%
Michael A. Peterson....149 - 40.162%
Fred Smoot........134 - 36.118%
-----------------

NENC County Coordinator Representative
Two Year Term Ending 8/31/2008

Total Votes - 108
The EC declares Alice Allen Winner

Alice Allen...........67 - 62.037%
Jeff Scism ........41 - 37.963 %
----------

NENC County Coordinator Representative
To Complete Two Year Term Ending 8/31/2007

Total Votes - 111
The EC declares Jan Cortez Winner

Debra Beheler......52 - 46.847%
Jan Cortez.......59 - 53.153%
--------------

NWPL County Coordinator Representative
Two Year Term Ending 8/31/2008

Total Votes - 79
The EC declares Greta Thompson winner

Jason Mendenhall ...21 - 26.582%
Greta Thompson.....58 - 73.418%
-------------

SEMA State Coordinator Representative
Two Year Term Ending 8/31/2008

Total Votes - 13
The EC declares a Run-Off between candidates Freddie Spradlin, Paul Buckley, and Mari Byers

Darrel Bell...........1 - 7.692%
Paul Buckley.....3 - 23.077%
Mari Byers........3 - 23.077%
Heather DeGeorge..2 - 15.385%
Freddie Spradlin.....4 - 30.769%
--------------

SEMA County Coordinator Representative
Two Year Term Ending 8/31/2008

Total votes 149
The EC declares Linda Blum-Barton Winner

Donna Allen ...............59 - 39.597%
Linda Blum-Barton ... 90 - 60.403%
------------

SWSC State Coordinator Representative
Two Year Term Ending 8/31/2008

Unopposed - The EC declares Larry Flesher Winner

SWSC_SC
Larry Flesher - 14
-------------

SWSC County Coordinator Representative
Two Year Term Ending 8/31/2008

Total Votes - 104
The EC declares Phyllis Rippee Winner

Don Kelly.........37 - 35.577%
Phyllis Rippee......67 - 64.423%
-----------

August 14 - The membership list containing 2160 names was prepared for the August newsletter, mailed on August 21. There were 69 bounces These bounces were not worked due to the password mailings which were sent out at the same time.

August 20 - Passwords for the Run-Off election were mailed on the 20th and 21st. There were 71 bounces. Voting began on August 22, and continued through August 28th.

August 29 - Run off results were announced:

National Coordinator
One Year Term Ending 31 August 2007

Total Votes 330
The EC declares Scott Burrow Winner

Scott Burow......210.. 63.6364%
Bill Oliver....... 120.. 36.3636%
-----------------
Representative At Large
To complete Two Year Term Ending 8/31/2007

Total Votes 327
The EC declares Michael A. Peterson Winner

Michael A. Peterson....225...68.8073%
Fred Smoot........102.. 31.1927%

-----------------

SEMA State Coordinator Representative
Two Year Term Ending 8/31/2008

Total Votes - 13
The EC declares Paul Buckley Winner

Paul Buckley.....7.. 53.8462%
Mari Byers........2.. 15.3846 %
Freddie Spradlin.....4.. 30.7692%

SEPTEMBER

September 1 - Incoming NC Scott Burow was subscribed to the EC List.

September 4 - Former NC Linda Haas Davenport was unsubscribed from the EC List. A total of 65 members and former members were removed from the registered and membership lists due to chronic bounces. Approximately 100 additional post-election updates were handled over the next several days.

September 4 - Citing time limitations due to job and school, D. Joshua Taylor resigned from the EC.

Preparations were made to begin fourth quarter updates.

Respectfully submitted,
The USGenWeb Election Committee


MOTION 06-19

October 19, 2006

(NC) The next item on the agenda is a call for the acceptance of the current standing procedures.

The current standing procedures (less the new one adopted in motion 06-18 which has not been posted yet) are listed at:

http://www.usgenweb.org/volunteers/procedures.shtml

The chair would call for a motion to accept the current standing procedures.

(Phyllis Rippee, 2nd by Karen De Groot-Johnson)I move that the Advisory Board accept the current standing procedures listed at: http://www.usgenweb.org/volunteers/procedures.shtml plus the most recent procedure adopted in motion 06-18.

October 19, 2006

(Phyllis Rippee) Point of Order raised.
Mr. NC,

I rise to a point of order. You have a formally made motion and second on the floor. That means that you are required to acknowledge it, give it a number and call for discussion of it here. Not move it to another chamber for informal discussion.

(NC)
Phyllis:

This is one of those areas where electronic meetings such as ours doesn't work well. Time zones and computer accessibility during the day are limited for some. Often the call for a motion isn't even seen by some members until after the motion and second have been made. This restricts the opportunity for some to bring ideas forward, such as Mike's suggestion on the procedures, if we tie ourselves too tightly to strict PP.

The idea was to give the board an opportunity to discuss this idea before being locked into a motion that would have to be formally amended or withdrawn once recognized and numbered.

That being said, your point is well taken that procedurally it is incorrect.

Therefore, the motion made by Phyllis and seconded by Karen is numbered 06-19 and is now open for discussion. If you have no discussion, please signify by stating that you have no discussion.

Motion 06-19 as made is as follows:

I move that the Advisory Board accept the current standing procedures listed at: http://www.usgenweb.org/volunteers/procedures.shtml plus the most recent procedure adopted in motion 06-18.

October 20, 2006

(Phyllis Rippee) Because the motion was called for by the NC, I made it. The RAL has suggested that a committee be formed to review and revise the current standing procedures. Perhaps it could be added that the committee might even recommend some others.

Because of the flaws in the current procedures, I believe that this committee should be appointed and given its charge by the NC, but will not make that belief a motion.

Therefore, based on the above, I respectfully request that I be allowed to withdraw motion 06-19.

(NC) Phyllis has requested to withdraw her motion, currently numbered 06-19.

Is there any objection to the request to withdraw?


MOTION 06-19 WITHDRAWN

October 22, 2006

(NC) Having given sufficient time for objections to be raised to the withdrawal of Motion 06-19, and the chair having received no objections, Motion 06-19 is withdrawn.

It is my understanding from the discussions that it is the intent that the chair appoint a committee to review the current standing procedures (which have been listed as temporary) and to make recommendations as to alterations and additions so to make them both functional and consistant with By-law and proper Parliamentary Procedure and to return those recommendations to the board for review and/or implementation. As I indicated in my October 6 discussion on motion 06-18a, the creation of a set of permanent procedures to replace the temporary Standing Procedures is something that I hoped to accomplish this term.

I will make appointments to that committee and announce them after discussing its parameters and function with the volunteers.

I have also been advised by our webmaster that the current standing procedures have been updated on the National site after the vote on 06-18.


ADJOURNMENT

October 31, 2006

(NC) The September minutes have been corrected as to the error brought up by Alice. Unless there are any other corrections, they will be approved as amended.

(Larry Flesher) I move that the October 2006 meeting be adjourned. 2nd by Mike Peterson

(NC) It has been moved by Larry and seconded by mike that the October meeting be adjourned. Unless there be objection made, we will adjourn.

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/

Donna Allen, 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 Donna Allen.

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