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Advisory Board Minutes - December 2009

 

LINKS TO MINUTES
December 2009 Session
December 2009 Session Opened
Minutes
Motion 2009/10-09: To amend title "webmaster" to "website manager"
Motion 2009/10-10: Motion to Appoint the NENC CC Representative
Motion 2009/10-11 Motion to Implement a Standard Numbering System for All Documents on the USGenWeb National Site
Motion 2009/10-12: Amend the Standard Rules,Section XI, Section 1 & 2 (as formerly numbered)
Motion 2009/10-13 - Amend motion 2009/10-10
Discussion opened on ABCHAT dealing with the charge for the Guidelines Committee.
Motion 2009/10-14 - Approval of the EC Slate of Volunteers
Announcements: USGenWeb Project Newsletter Suspension
Announcements: Confidentiality of BOARD-EXEC broken and Requests to be unsubscribed from BOARD-EXEC
Adjournment

SESSION OPEN 1 December 2009 By the NC

Approval of Minutes December 9

The November 2009 Minutes have been posted for review to the national website at http://usgenweb.org/business/AB-11-2009.shtml. If there is no objection or corrections the minutes will stand approved December 12, 8:00 p.m.

Sherri Bradley
National Coordinator
USGenWeb Project

December 13
Having heard no objection, the November minutes are approved as currently posted and are available at http://usgenweb.org/business/AB-11-2009.shtml.

Sherri Bradley

Motion 10-09: To amend title "webmaster" to "website manager" December 2 Continued from Nov. 2009

Presented by Denise Wells and seconded by Ann Allen Geoghegan and dated 2 December 2009, the motion reads:

I move we approve, by general consent, the following changes to the Standard Rules, Section XI: That the title “webmaster” be changed to “website manager” in all instances in this section and that Section 2 be amended to have the call for volunteers go out the last two weeks of August instead of September each year.

December 3

A withdrawal was presented by Denise Wells and seconded by Ann Allen Geoghegan and dated 3 December 2009.

Because the motion and second have been withdrawn, the motion to amend made by W. David Samuelsen, which had not been seconded, is no longer applicable since it was an addition to the previously stated motion. This motion is declared closed.
Motion 10-09A: To amend title "webmaster" to "website manager" December 3
Presented by Denise Wells and seconded by Ann Allen Geoghegan, 'Amend the Standard Rules for the Recruitment of a Website Manager for the National Site' and dated 3 December 2009, the motion reads:

I move we approve, by general consent, the following changes to the Standard Rules, Section XI:

That the title "webmaster" be changed to "website manager" in all instances in this section and that Section 2 be amended to have the call for volunteers go out the last two weeks of August instead of September each year. The slate of volunteers for this position received prior to September 1 of each year will then be provided to the newly seated Advisory Board upon taking seat for their consideration.”

December 10

Having heard no objections, motion 2009/10-09A is declared closed. Further discussion on final wording will occur on the ABCHAT mail list until a final consensus is reached. Withdrawal of this motion clears BOARD for other agenda items. Sherri Bradley

Motion 2009/10-10 Motion to Appoint the NENC CC Representative. Continued from Nov. 2009 December 10 Continued from Nov. 2009

Presented by Cyndie Enfinger and seconded by Ann Allen Geoghean, the motion reads "I move to appoint, by general consent, Pauli Smith as the NENC CountyCoordinator Advisory Board Representative to complete the current termending 8/31/2011.

Are there any objections to this motion? by Sherri Bradley

December 12
By requirement of general consent and having heard no objection, this motion is passed. Pauli Smith is appointed to fill the vacant NENC CC Representative position on the Advisory Board. by Sherri Bradley

December 12

With Pauli's appointment to fill the NENC CC Representative seat, I've subscribed her to BOARD, BOARD-EXEC, USGENWEB-ALL (ABCHAT) and the State Coordinator's mail list.

The Board-Exec list is a confidential list. All postings to Board-Exec are required to remain confidential. It will be a list that we use for personnel issues.

Pauli, if you agree that you will honor the confidentiality of Board-Exec, please signify by responding with "Agree". If you do not feel that you can honor the confidentiality of Board Exec, please signify by responding with "Disagree".

Agree. Pauli Smith

Motion 2009/10-11 Motion to Implement a Standard Numbering System for All Documents on the USGenWeb National Site December 17 Continued from Nov. 2009
Presented by Jeff Kemp and seconded by Les Shockey, the motion reads:

I move we approve, by general consent, the implementation of Outline Formatting for all Project documents on the National site. Specifically, the numbering format of all documents will be as follows (for however many levels needed):

I.
II.
III.
A.
B.
C.
1.
2.
3.
a.
b.
c.
i.
ii.
iii.
(1).
(2).
(3).
(a).
(b).
(c).
(i).
(ii).
(iii).

Are there any objections to this motion? Sherri Bradley.

December 20

By requirement of general consent and having heard no objection, this motion is passed. Jeff, as website manager of the USGenWeb Nation Project, please make the required adjustments in the numbering format of the Project's documents. Sherri Bradley

Motion 2009/10-12: Amend the Standard Rules, Section XI, Appointment of the Webmaster, Section 1 & 2 (as formerly numbered) December 20 Continued from Nov. 2009

Discussion to amend the Standard Rules, Section XI, Appointment of the Webmaster to put out the call for volunteers the last two weeks of August instead of September.

This item was added at the beginning of this term because they way the rule is written the AB can't even solicit volunteers until the last two weeks of September, putting the appointment of the webmaster at least a month into the new year. Moving the call to the last two weeks of August will mean that the new AB will have a pool of interested volunteers to choose from at the beginning of the term so the webmaster can be appointed when other appointments are made.
Presented by Denise wells and seconded by Larry Flesher, the motion reads "I move we approve, by general consent, the following changes to the Standard Rules, Section XI, Section 1: That the title “webmaster” be revised to “website manager” in all instances in this section; and, 2. That the title “assistant webmaster” be revised to “assistant website manager” in all instances in this section. Additionally, Section 2 of Section XI, should be amended to read as follows: Selection of the Website Manager - The USGenWeb Advisory Board (AB) shall issue a call to the Project at the beginning of the last two weeks of August, each year, for volunteers to fill the position of Website Manager. The slate of applicants for this position, received by the current AB prior to the expiration of their term on September 1 of each year, shall be provided to the newly seated Advisory Board for their consideration. Therefore, the first two sections (as currently numbered) of Standard Rules XI shall be amended to read as follows: SECTION XI: Motion 2009/10-09A: ‘Website Manager Qualifications’ NATIONAL WEBSITE MAINTENANCE & WEBSITE MANAGER QUALIFICATIONS & DUTIES: Section 1: The USGenWeb Advisory Board (AB) will appoint the website manager and an assistant website manager, if any, from the Project membership applications, to maintain the USGenWeb National website. The website manager and assistant, if any, serve as trusted technical assistants to the Advisory Board. In addition, one AB member will be appointed to work with and act as a liaison between the AB and the website manager and any website manager assistant to ensure that the National site is in compliance with the Project by-laws and that the duties outlined in this document are fulfilled. The National Coordinator (NC) will also work with the website manager and any website manager assistant to ensure that their responsibility for day-to-day operational management of the project site is fulfilled. Section 2: Selection of the Website Manager - The USGenWeb Advisory Board (AB) shall issue a call to the Project at the beginning of the last two weeks of August, each year, for volunteers to fill the position of Website Manager. The slate of applicants for this position, received by the current AB prior to the expiration of their term on September 1 of each year, shall be provided to the newly seated Advisory Board for their consideration.”

December 22

By requirement of general consent and having heard no objection, this motion is declared passed. Jeff, as website manager of the USGenWeb Nation Project, please make the required adjustments in the wording of the portion of the Standard Rules dealing with the selection of a web site manager for the USGenWeb Project National website. Sherri Bradley

Motion 2009/10-13 - Amend motion 2009/10-10 December 20
I have been notified of an error in the date of Motion 2009/10-10. To be in accordance with the following standard rule, the end date should have been 2010. Sherri Bradley.

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.

December 22
Presented by Cyndie Enfinger and seconded by Tina Vickery, the motion reads "I move to amend, by general consent, motion 2009/10-10 to correct the ending date of the term to 2010 to comply with the standard rules.

Are there any objections to this motion?

December 24
By requirement of general consent and having heard no objection, this motion is declared passed. Sherri Bradley, NC

Discussion dealing with the setting of the charge for the CC Guidelines Committee. December 23
Discussion of the Purpose for the CC Guidelines Committee -Open on ABCHAT

For the record, the discussion of the purpose of the CC Guidelines Committee
has been opened on ABCHAT at
http://archiver.rootsweb.ancestry.com/th/read/USGENWEB-ALL/2009-12/126154613

The discussion will continue on ABCHAT to develop and agree on the charge to be given to the CC/SC Guidelines Committee

Motion 2009/10-14 Approval of the EC Slate of Volunteers. December 29

May I hear a motion to confirm the following slate of Election Committee volunteers? Sherri Bradley.

Originally presented by Tina Vickery , the motion read "I move to appoint the following individuals to the USGenWeb Project Election Committee for the terms indicated below: ". Before the motion was recognized by the Chair, a discrepancy in the term dates was discovered so the slate was returned to the EC for correction of the term limits.

The slate of volunteers for the Election Committee was returned to the Chair by the EC Chair(wo)man and presented to the Board.

December 30

Presented by David Samuelsen and seconded by Les Shockey, the motion reads "I move we adopt the slate (EC volunteers) with the corrected ending dates for the terms (listed below)."

Christina Palmer- Christina_palmer@ymail.com SWSC (Southwest/South Central)- 1 year replacement Arizona, Arkansas, California, Hawaii, Kansas, Louisiana. Term ending December 31, 2010

Mary Hatton- hatton2009@gmail.com- SEMA - 1 year replacement Alabama, Florida, Georgia, Mississippi, New Jersey, South Carolina, Tennessee. Term ending December 31, 2010

Lynn McCleary- rsmccleary@mschlink.com NWPL - 2 year term Montana , Nebraska , North Dakota , Oregon , Washington , Wyoming . Term ending 31 December 2011

Dave Dinham - ddinham@kc.rr.com NENC (Northeast/North Central)- 2 year term
Connecticut , Indiana , Maine , Massachusetts , New Hampshire , New York , Wisconsin . Term ending December 31, 2011

Terri Buster- backwardbranch@gmail.com SEMA – 2 year term D.C., Delaware, Kentucky, Maryland, North Carolina, Virginia, West Virginia. Term ending December 31, 2011.

The EC Procedures state:

2. Formation of the Subcommittee: From the list of volunteers, the EC shall select new or replacement members for the EC. This list of volunteers shall then be submitted to the Advisory Board for approval and confirmation. The Advisory Board shall not be allowed to "pick and choose" any individual committee member. Should the Advisory Board disapprove the slate of members in its entirety, the process shall be repeated."

Is there any discussion or objection to the slate presented? If there are no objections, the slate will stand approved 2 January 2010 at 9 a.m. E.S.T.

Announcement: December 20
USGenWeb Project Newsletter Suspension

Motion 2008/09-18, passed 11 June 2009, appointed Mike St. Clair and Phyllis Rippee as co-editors of the USGenWeb Project Newsletter. After due consideration of input received from Project members, Mike has notified the Board that he didn't feel there was sufficient interest/support within the Project members to support a newsletter at this point and they've resigned.

The past issues of the project's newsletter will remain online and accessible to all. Until there is someone that steps forward that is committed to producing the newsletter on a regular schedule, the newsletter is suspended.

Announcement: Confidentiality of BOARD-EXEC broken and Requests to be unsubscribed from BOARD-EXEC December 16
For the record: I received a report today that some comments and/or messages posted on the BOARD-EXEC mail list have been sent to non-Advisory Board project members by W. David Samuelsen. Documentation of the comments that were shared inappropriately was provided.

At the beginning of each year's Advisory Board term, every AB member is required to agree to maintain the confidentiality of the BOARD-EXEC mail list. Because he has failed to maintain the confidentiality of the BOARD-EXEC mailing list, Mr. Samuelsen has been unsubscribed from the list for the remainder of this AB's term.

He will still be a fully recognized Advisory Board member and will maintain subscriptions to both the BOARD and ABCHAT mail lists and be able to participate in the Project's business on both of those mail lists.

December 17

For the record, I wish to be unsubbed from the Board Exec list. Gail Kilgore

December 18

Gail Kilgore was unsubscribed from the BOARD-EXEC mailing list as requested. Sherri Bradley

December 19

Colleen Pustola was unsubscribed from the BOARD-EXEC mailing list as requested. Sherri Bradley

Recessed/Adjournment Sherri Bradley recessed the December meeting on December 24-26, 2009 for the Christmas break.. The December meeting was adjourned January 7, 2010.

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

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 Greta Thompson, Secretary.

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