Minutes of the Board of Directors for the USGenWeb Census Project Meeting held September 25, 2001 via Internet using mIRC beginning at 9:14 PM EDT and ending at 11:33PM EDT. Present: Wayne Duncan (arrived late and was unable to remain for full meeting) Sue Soden Ellen Horner April Phillips Jeri Shangle Sandy Onbey A quorum being set, the meeting was called to order by Vice-President Ellen Horner acting as President Pro-tem. Officer, board, or standing committee reports: None Special orders addressed: None Minutes of the September 4, September 11, and September 18, 2001 meetings as sent electronically have been received by all present but were not addressed at this time. The minutes will be approved at a future meeting. Old Business: VACANT SEAT ON BOARD OF DIRECTORS: The nominations to fill the vacant seat on the Board of Directors are: Margaret Steen, Pat Scott, and Connie Burkett. Ellen Horner sent a list of eligible voters to the members of the Board of Directors for review and updating and then redistributed the list after corrections were made. Motion #2002-5 that Wayne Duncan set up the voting procedures and booth for this election was made by Sandy Onbey and seconded by Sue Soden. The motion was carried with five (5) aye votes, two (2) "no vote" due to an absentee member and one vacant position on the Board. APPOINTED/ELECTED VOLUNTEER AGREEMENTS After discussion and corrections were made on the following agreement the following format was agreed upon for the APPOINTED VOLUNTEER AGREEMENT. ***************************************************************************** Welcome to the USGenWeb Census Project. You have been appointed {by the Board of Directors} to serve as a Volunteer for an ambitious genealogical project. As a new Volunteer, our Bylaws require that you submit an electronic agreement of understanding, explained as follows: "ARTICLE IV. Section 3. Agreement. All appointed or elected Volunteers shall be required to submit an electronic agreement to abide by the Act, Articles, Bylaws, and all established and posted policies and procedures, including that all graphics and web pages designed, developed, or maintained for the Census Project by said Volunteers shall be the property of the Census Project." http://www.us-census.org/cphome/bylaws.htm#volunteers Your appointment will include working directly with transcribers. The requirements for this job are posted at... http://www.us-census.org/cphome/description/sc.html APPOINTED VOLUNTEER AGREEMENT I agree to abide by the Act, Articles, Bylaws, all policies and procedures established and posted, and all policies and procedures established and posted in the future regarding the Census Project. As an appointed Volunteer, I further agree: (1) that any information or product associated with the Census Project, including specifically, but not limited to the individual state assignment databases and proofreader database, master transcriber database, email lists, passwords, and domain names, will remain the property of the Census Project; and (2) that all graphics and web pages designed, developed, or maintained by me for the Census Project shall be the property of the Census Project, and, further, (3) that any research conducted by me related to or on behalf of the Census Project, including any product(s) derived from such research, exclusive of any personally copyrighted transcription material or personal genealogical research becomes the property of the Census Project Signed by me this _________day of________________2001 ***************************************************************************** Motion 2002-6 to accept the above state Appointed Volunteer Agreement was made by Sue Soden and seconded by Sandy Onbey. The motion carried with five (5) aye votes, two (2) "no vote" due to an absentee member and one vacant position on the Board. At this point Jeri Shangle had to leave and requested that Sue Soden accept her proxy vote. Sue accepted. After discussion and corrections were made on the following agreement the following format was agreed upon for the ELECTED VOLUNTEER AGREEMENT. ***************************************************************************** Welcome to the USGenWeb Census Project. You have been elected by the voting membership of the Project to serve as a {position title, ie. Board of Directors member, etc.} for an ambitious genealogical project. As a new Volunteer, our Bylaws require that you submit an electronic agreement of understanding, explained as follows: "ARTICLE IV. Section 3. Agreement. All appointed or elected Volunteers shall be required to submit an electronic agreement to abide by the Act, Articles, Bylaws, and all established and posted policies and procedures, including that all graphics and web pages designed, developed, or maintained for the Census Project by said Volunteers shall be the property of the Census Project." http://www.us-census.org/cphome/bylaws.htm#volunteers ELECTED VOLUNTEER AGREEMENT I agree to abide by the Act, Articles, Bylaws, all policies and procedures established and posted, and all policies and procedures established and posted in the future regarding the Census Project. As an elected Volunteer, I further agree: (1) that any information or product associated with the Census Project, including specifically, but not limited to the individual state assignment databases and proofreader database, master transcriber database, email lists, passwords, and domain names, will remain the property of the Census Project; and (2) that all graphics and web pages designed, developed, or maintained by me for the Census Project shall be the property of the Census Project, and, further (3) that any research conducted by me related to or on behalf of the Census Project, including any product(s) derived from such research, exclusive of any personally copyrighted transcription material or personal genealogical research becomes the property of the Census Project. Signed by me this _________day of________________2001 ***************************************************************************** Motion #2002-7 to accept the above stated Elected Volunteer Agreement was made by Sue Soden and seconded by April Phillips. Motion carried with five (5) aye votes, two (2) "no vote" due to an absentee member and one vacant position on the Board. ***************************************************************************** CENSUS TRANSCRIPTION SUBMISSION FORM: After discussion and corrections were made on the submission form the following format was agreed upon... Census Transcription Submission Form IF THIS TRANSCRIPTION HAS NOT BEEN PROOFREAD PLEASE READ AND SIGN THE WAIVER AT THE END OF THIS FORM. 1. Census Year Transcribed: __________ 2. State or Title of transcription: __________________________________ 3. County, Tribe, Military Year/Volume, or Puerto Rican Municipio: _________________________________________________________________ 4. District, Township, City, or Jurisdiction: ________________________ 5. Entire County or other transcription (see#3) is: (Partial/Complete) 6. Does this submission complete your transcription assignment? Yes/No 7. This is a "Team" effort: (Yes/No) 8. If item 7 is YES -- "Team" Leader's name: __________________________ 9. Transcriber's name: ________________________________ 10. Transcriber's email: _____________________________ (FOR INTERNAL USE ONLY - Not included in posting on website) 11. Proofreader's name: ________________________________ 12. Proofreader's email: _______________________________ (FOR INTERNAL USE ONLY - Not included in posting on website) 13. Text message included with transcription: (Yes/No) 14. Microfilm #: ______________ 15. Source: _______________ WAIVER: As holder of the copyright on this work, if contact with me is lost for any reason, the USGenWeb Proofreader Coordinator is hereby given my consent to assign a proofreader. After the proofread version of the transcription has been submitted, a USGenWeb Census Project File Manager will be assigned to make any justifiable corrections. If contact is re- established with me, I reserve the right to review the corrections, if any, to my original transcription and request any adjustments I deem necessary be made. Signed: ____________________________________________ ***************************************************************************** Motion #2002-8 to accept the submission form as corrected was made by Sandy Onbey and seconded by Sue Soden. The motion passed with four (4) aye votes, three (3) no vote due to absentee members and one vacant position on the Board. New Business: ASSIGNMENTS: A discussion was held regarding reporting assignments. It was decided that due to the late hour, we would continue the discussion at the next Board meeting. Ellen Horner adjourned the meeting at 11:33 PM EDT to reconvene on October 2, 2001 at 9:00 PM EDT. Items for next Board Meeting: 1. Discussion of assignment reporting.