Minutes of the Board of Directors for the USGenWeb Census Project

Meeting held May 5, 2003 via Internet using mIRC beginning at 8:34 PM EDT and
ending at 9:16 PM EDT.

Present:
    Wayne Duncan
    Sue Soden
    Ellen Horner
    April Phillips
    Connie Burkett
    Linda Talbott

A quorum being set, the meeting was called to order by Vice-President, Ellen Horner.

Officer, board, or standing committee reports: None

Special orders addressed: None

Minutes of the April 2003 meeting as sent electronically have been received by all
present and there being no discussion or corrections are accepted as sent.

Old Business:

 SERVICE MARK:
  Wayne received an e-mail from Mr. Carmack / Geneweb stating that he has agreed in
  principle to issue us a letter of "no argument."  Wayne has e-mailed the USPTO
  attorney to get the exact requirements on what our next step should be and is
  awaiting her response. He is going to contact her via phone tomorrow to verify
  that all we need is a notarized letter. A copy of the letter from Mr. Carmack was
  sent to all the Board members via the cp-board list.

        For the record, a copy of the letter follows:
        -----Original Message-----
        From: condie_carmack@agilent.com [mailto:condie_carmack@agilent.com]
        Sent: Tuesday, April 29, 2003 5:21 PM
        To: rwduncan@cox.net
        Subject: USGENWEB


        Dear Wayne-

        Sorry not to have gotten back to you sooner.

        I have looked at the Service Mark and I don't see a problem. It is was not
        my intension to exclude genealogical sites. Before I can give my ultimate
        blessing, I have to check with a business associate who I have cross
        licensed the Service Mark to make sure he has no objections.

        You probably can get a hold of me easier if at the numbers and email below.

        Good luck and let me know what I need to do next to allow the Service Mark
        by the PTO.

        Cheers,
        Condie Carmack

        Think outside the bun.
        Condie E. Carmack, Ph.D.
        3500 Deer Creek Road MS25U-7
        Palo Alto, CA 94304
        '(650) 485-4039 (direct)
        6(650) 485-8519 (fax)
        *(650) 814-8440 (*new cell phone)
        *condie_carmack@agilent.com
        *http://www.agilent.com/chem/dna

 ELECTION PROCESS:
  In discussion, it was felt that putting the project's election procedures on a
  web page would make the once-a-year process run much smoother. Some suggestions
  to be shown on the page were:
       (1) That two people should receive all nominations
       (2) A page showing the acceptance or refusal of each nominee
       (3) Each nominee should receive a reply showing that their e-mail
           was received
       (4) Replies to 'Election Judge' when balloting information is sent
           out.

 CONVERSION PROGRAM:
  Connie mentioned that she had received a second letter from Phil Breshear and
  had replied. She is still waiting for further contact from him. It was suggested
  that we send a reminder to him if we don't hear from him soon since he is a very
  busy person.

ORIGINAL INCORPORATION PAPERS:
  It was decided that the originals of the Incorporation papers for our Census
  Project would be sent to Ron Eason since he is our agent in Michigan, with copies
  sent to Sue Soden and Connie Burkett.

New Business:

 WAYNE DUNCAN:
  Wayne announced that he would be leaving the project after our Board Meeting;
  however, we were able to convince him to stay involved and keep his position as
  a File Manager and he will also remain a State Coordinator as well, so we won't
  loose him entirely. He feels that he will not have the time to commit to the
  project that he feels it deserves with his new teaching position at the local
  college and trying to finish the requirements for his Master's Degree. He will
  also see the Service Mark through since he has been the main contact person and
  all of our communication with the USPTO has been through him.


 STATE COORDINATOR LIASON:
  Sue Soden will be taking over the responsibilities of Liaison

The meeting was adjourned by Wayne Duncan at 9:16 PM to reconvene on June 2, 2003
at 9:00 PM EDT.

Agenda for next Board Meeting:

1. Update on Service/Work Mark Status

2. Election Process:
    a. Scheduling of selection of New Board Officers
    b. Web page to document election procedures for future years

3. Update on conversion program.

5. Welcome new Board Members

6. Sandra Sterling as new State Coordinator?

7. Updating Meeting Minutes/Motion webpage

8. Setting date for Annual Membership Meeting