Minutes of the Board of Directors for the USGenWeb Census Project

Meeting held October 16, 2001 via Internet using mIRC beginning at 8:58PM EDT and
ending at 10:08PM EDT.

Present:
    Ellen Horner, Vice President
    Sandy Onbey, Secretary/Treasurer
    April Phillips
    Connie Burkett
    Sue Soden

A quorum being set, the meeting was called to order by Sandy Onbey acting as
President Pro-Tem in the absence of President, Wayne Duncan and announcement of
intended early departure by Vice-President Ellen Horner.

Officer, board, or standing committee reports: None

Special orders addressed: None

Minutes of the October 9, 2001 meeting have not yet been prepared and will therefore
be reviewed at a later date.

Old Business:

  BUTTONS:

    An announcement was made by Sue Soden she had created the new AHLN Button and
    that all of the buttons were now ready for use. Since all Present approved of the
    buttons; they were uploaded to the website.

    The next task at hand is for the SCs that do not update their own pages to make a
    list of files that are complete but not proofread and also files that are
    partials that are not proofread.

  STATE COORDINATOR HTML PAGE:

    It was agreed that Melinda needed to be informed of all MAC assignments and that
    Connie's name should also appear after Melinda's in the MAC section. It will help
    Connie to know which ones are going to be done on MACs since the MACs that have
    Excel (newer versions) can Save As PC format.

  WAIVERS and AGREEMENTS:

    It was decided to send an email to each of the transcribers who have files on-
    line asking them to submit just one waiver with a list of their transcriptions if
    they agree to the waiver.

    It was also agreed that each state coordinator could do this easier than having a
    committee to do it. They would be asked to start by submitting a waiver form
    listing their own files first

    A suggestion was made that the SCs could add a column to their Database marked
    "Contacted" and an "X" could be placed there as a means of keeping track of those
    contacted.

    It was also mentioned that many of the SCs had not yet returned their Agreement
    forms and that we need to wait on the waiver contacts until the agreements and
    the waivers were all received from them first. This will show that the SCs agree
    with the operations and they can then be asked to contact the transcribers.

    It was agree that we can go ahead and send the message to the Census-L List at
    rootweb.com since there are a lot of old transcribers there and the Census list
    at us-census.org about the new form and ask those people to fill them out now.
    These waivers would be kept in the same folder with the files.

New Business:

  RESCHEDULING MEETINGS:

    A request that the Board of Directors change the frequency of the meetings to
    every other week was discussed. It was decided that we would meet in the future
    on every other week on Monday nights at 8:00 PM EDT to alternate with the State
    Coordinator's meetings.

    Motion #2002-11 was made by Ellen Horner and seconded by Sue Soden to change the
    meetings of the USGW Census Project Board of Directors to Monday night on every
    other week, alternating with the USGW Census Project State Coordinator's meeting
    currently being held at that time. The motion was passed with five (5) ayes and
    two "no vote" due to absentee members.

  STATE COORDINATOR DESCRIPTION PAGE

    It was stated that in the discussion of the state coordinator's description page
    last week that the page was agreed upon, however, a vote would be necessary since
    it is to be an official page for these coordinators.

    Motion #2002-12 to accept the web page at
    http://www.us-census.org/cphome/description/sc.html as the Posted Policies and
    Procedures for the State Coordinators of the USGenWeb Census Project was made by
    Sue Soden and seconded by Connie Burkett. The motion carried by five (5) ayes and
    two "no vote" due to absentee members.

    In further discussion on this subject, it was decided that we need a webmaster
    for the State Coordinators who don't maintain their own pages. Someone dedicated
    to html work only. Suggestions were made and it was decided to table this
    discussion until the next meeting thereby giving us an opportunity to scout for
    someone to fill this position. We could also put out inquiries on the lists for
    someone qualifies to fill this position.

The meeting was adjourned by Sandy Onbey acting President Pro-Tem at 10:08PM EDT to
reconvene on October 29, 2001 at 8:00 PM EDT

Items for next Board Meeting:

1. Status of communication with PTO on Service Mark
2. Status of possible applicants to fill webmaster position