Minutes of the Board of Directors for the USGenWeb Census Project

Meeting held August 28th, 2001 via Internet using mIRC beginning at 9:21 PM EDT
and ending at (Time) EDT.

Present:
     Sandy Onbey, Secretary/Treasurer
     Sue Soden
     April Phillips
     Jeri Shangle

A quorum being set, the meeting was called to order by Sandy Onbey,
President Pro-Tem.

Officer, board, or standing committee reports: None presented

Special orders addressed: None presented

No minutes of the August 22, 2001 meeting having been written and sent as
yet, the reading of the minutes was dispensed with for this meeting.

Old Business:
     The election to replace Veda Mendoza as a member of the Board of
     Directors. A current update is not available until we hear from Wayne
     Duncan. To date the following nominations have been made: Connie
     Burkett, Margaret Steen, and Patricia Scott. We are unaware as yet if
     any have accepted the nominations.

   Evaluation of Online UNPROOFREAD files:
     Sue mentioned that she had not yet had time to do an evaluation of the
     files. Sandy stated that most of the Virginia transcribers had been
     contacted so those files were in pretty good shape. April Phillips,
     Proofreader Coordinator, concurred that all but one or two were fine.
     Sue stated she could skip Virginia then.

   Final Draft of the Volunteer Agreements:
     Sandy asked if everyone had gotten the copies Wayne sent out of the
     final draft on the Agreements. Many had not, so Sandy said she would
     send out copies before the next meeting so we could approve/disapprove
     the draft and get them finished and entered into the minutes and then
     posted online.

   Proofreaders:
     A discussion about the submission form and how to tell when someone
     needs a proofreader from the unproofread files. Sandy offered to
     attempt to draft a new submission form with a waiver in it for future
     use in the event a file is submitted unproofread. Sue suggested that
     the State or County Coordinator contact the transcriber for
     information as to whether they have a proofreader lined up or would
     like us to find one for them.

     Sandy mentioned that she had thought about writing a short newsletter
     to keep her transcribers posted of any new happenings. Sue suggested
     she get in touch with April as she had a good system for contacting
     groups now. Jeri mentioned that both her new SC recruits were
     contacting their current transcribers. Sue mentioned that some states
     had not been checked in a long time and we may have several assigned
     buttons with inactive transcribers. This needs to be updated as soon
     as possible.

New Business:

   Welcome Letter:
     Sandy asked about redesigning the welcome letter. Sue asked Jeri to
     send everyone copies of her new letter and it could be discussed at
     the SC meeting. We could then get a standard updated version for
     everyone to us.

   Reminders:
     April asked about the reminders for the SC meetings. Sandy said she
     had forgotten about it but would try to do better. April offered to
     help.

   Project Public Relations Officer:
     Sue announced the resignation of Lil Marlau as Public Relations
     Officer. It was suggested that we ask for volunteers from the SC
     meeting. Sue suggested that we think about it and could offer more
     suggestions next week and discuss it further. It was agreed. It was
     felt that the position should be offered to our established SCs first.
     Wayne is writing up a job description for this position.

     Sandy Onbey made the motion that we accept the resignation of Lil
     Marlau as Public Relations Officer. April Phillips seconded the
     motion. Motion #2002-4 was carried with 4 ayes and 2 no votes. (one
     Board Position being currently vacant).

Sandy Onbey adjourned the meeting at 10:00 PM EDT to reconvene on September
4, 2001 at 9:00 PM EDT

Items for next Board Meeting:
     Volunteer Agreements: Finalize
     Status on Board member replacement
     Public Relations person