Minutes of the Board of Directors for the USGenWeb Census Project Meeting held 21 August 2001 via Internet using mIRC beginning at 20:31 EDT and ending at 10:01 PM EDT. Present: Wayne Duncan, President (came in later in meeting) Ellen Horner, Vice President Sandy Onbey, Secretary/Treasurer Sue Soden April Phillips Jeri Shangle A quorum being set, the meeting was called to order by Vice-President, Ellen Horner, acting as President Pro-tem until the arrival of President Wayne Duncan. Wayne arrived at 9:07 PM and lost connection at Officer, board, or standing committee reports: None Special orders addressed: None There being no minutes for the meeting of 15 August 2001 due to cancel- lation, the minutes of the 08 August 2001 meeting as sent electronical- ly have been received by all present and there being no discussion or corrections are accepted as sent. Old Business: Native American Pages: Sue Soden announced that she is almost done with designing and Loading the Native American pages. She wanted to get the new version up Before adding volunteer names. Sue also said that she would contact Jim regarding updating the Sign-up page to also include Native American and asked Sandy for suggestions on how it should be set up. Jim was busy right now moving the mailing lists and setting up new accounts since Carole is so sick. Until this can be set up, Sue will add a comment on the pages to send the sign-up requests directly to Sandy. Sandy asked for opinions on the letter to announce the new Native American Census pages and was told it looked fine. She will start sending it out as soon as possible. Meeting Time: It was agreed to by all that we start our Board meetings at 9:00 PM EDT instead of 8:00 PM EDT in order to make it easier for Wayne Duncan, as our President, to attend since he has had a change in his work schedule. Volunteer Agreements: Wayne was to rewrite the final draft for presentation. We had not heard from him about them as yet. New Business: Unproofread Files: April brought up the problem we are having with files that are online and unproofread. So far, she has 177 unproofed files online. Attempts to contact the transcriber are not always successful due to a change in their e-mail usually with no other way to reach them. We need to set up some kind of immediate procedure that can be used to handle these files when the transcriber cannot be found. It has always been the project's policy to upload proofread files. It was suggested that a waiver of some type be used where the transcriber could designate the file manager or proofreader coordinator to appoint someone to correct the file since we cannot legally do so without their permission. This would also provide us with protection as well. Another suggestion was adding a time limit/restriction and at the end of that time the CP could take some type of action. Another suggestion was having two files or subfolders for those files. One for the original unproofread version, one for the proofread. However, it was mentioned that doing this might violate the copyright since it is the same format. Connie thought that as long as we let the not proofread message there in ALL UPPERCASE to get the researchers attention we can go with the unproofread if we have legal concerns. Sue requested a list of the really bad files from April to evaluate. Sue Soden made a motion that we add a waiver to the submission form. Sandy Onbey seconded the motion. Motion #2002-1 passed with 5 ayes and 2 no-votes. Resignation: Sandy Onbey made a motion that we accept the resignation of Veda Mendoza. The motion was seconded by Sue Soden. Motion #2002-2 passed with 4 ayes and 3 no-vote. Sue mentioned that Connie has volunteered to cover Ohio until a new SC volunteer is found. Sue Soden made a motion that we call for nominations from the voting members to fill the vacant board seat. April Phillips seconded the motion. Motion # 2002-3 No vote was taken. Sue asked that Ellen post a message on Cens-Asst tomorrow about Veda's resignation and the need for nominations. They will be sent to Sue and Wayne so that there are two people getting them. New State Coordinators: Jeri Shangle announced that she has two new potential state coordinators to introduce. Linda Talbott, who would be taking the state of Michigan; and Cathy Joynt Labath, who would be taking the state of Iowa. Jeri said that Cathy had requested we give her a little time as she was waiting on some test results that could have an impact on her decision. Arrangements are already in the works to provide them both with the necessary state databases, templates, form letters, getting them subbed to the lists, etcetera. Sandy Suggested that Jeri let Wayne know so that he could introduce the ladies. Sue suggested that Jeri teach them what they needed to know as what ever she did had always worked. Jeri asked if it was okay to invite them to the Monday night state Coordinator's meeting and was told a definite yes. The meeting was adjourned by Ellen Horner at 10:01 PM EDT to reconvene on August 28, 2001 at 8:00 PM EDT. Items for next Board Meeting: Report from Sue on Unproofread files Introduction of new state coordinators.