A Michigan Nonprofit Public Benefit Corporation
Membership Meetings, Actions, and Resolutions
Minutes of the Annual Meeting of the Membership of the USGenWeb Census Project Meeting held June 20, 2003 via Internet using mIRC beginning at 8:53 PM EST and ending at 10:00 PM EST. Present: Wayne Duncan Sue Soden Ellen Horner April Phillips Connie Burkett Myra Chambers Ron Eason No quorum being required, the meeting was called to order by Wayne Duncan. There were no reports from officers, board, or standing committees. There were no Special orders addressed. There being no Annual Meeting held in 2002, the reading of the minutes of the June, 2001 Annual Meeting were dispensed with in the absence of the Secretary. The mIRC log will serve as a recording of this meeting until an edited version is presented by the Secretary. There being no physical assets, there is no financial report to be given. Wayne Duncan reported that the Domain registration has been paid and is current through March 2004. Sue Soden reported that the Domain hosting fee has been paid and is current through March 2004. Old Business: SERVICE MARK: Wayne Duncan reported that the request for a letter of no contention had not yet been acted upon by Mr. Carmack and that he has had no success in contacting him via e-mail. A suggestion to send a letter via certified postal mail was agreed upon. This letter will include a statement that they can sign, have notarized, and return in a stamped self-addressed envelope in order to make the task easier for them. New Business: ELECTION: The election of the Board of Directors and the Project Coordinator for the 2003-2004 term has been completed. As the recipient of all ballots, Wayne Duncan attested that the election was held fairly and properly in accordance with our bylaws. The new officers and the Project Coordinator will begin their terms on July 1, 2003. There being no discussion concerning the election, Motion 2003-02 to accept the results of the National Election for the Census Project Board of Directors and National Census Project Coordinator was made by Wayne Duncan and seconded by Sue Soden. The motion was carried with 6 aye and 0 nay votes. Thank You’s: Ron Eason extended a BIG thank you to the outgoing officers and those that are returning for their contribution and dedication to “Your” Project. Myra Chambers also extended thanks for confidence placed in her and promised to do her best. Sue Soden extended thanks to Wayne Duncan, Connie Burkett and all the rest of the staff members for the many hours and hard work they contributed to the Project during her tenure as Project Coordinator. Wayne Duncan extended thanks to everyone for all their hard work and patience during his tenure as President of the Board of Directors as this was his final meeting as a member of the Board. He will still remain with the Project in other capacities though. Project Staff Retreat: Mention was made of the retreat in Nashville, TN and that Wayne Duncan, Connie Burkett, Sue Soden, Ellen Horner, Sandy Sterling, are planning on being there. Ron Eason is hoping to attend also along with his wife (it is their anniversary); April Phillips and Myra Chambers will not be able to attend, regretfully. There being no further discussion of any business the meeting was adjourned by Wayne Duncan at 10:00 PM to reconvene in June 2004 at a specific date, time and place to be set closer to that time.
Minutes of the Meeting of the USGenWeb Census Project Meeting held 19 Feb 2001 via Internet using mIRC Beginning 19:07 CST and ending 20:55 CST Present: Wayne Duncan, President; Ron Eason, Vice-President; Veda Mendoza, Secretary/Treasurer; Ellen Horner, Membership Secretary; Connie Burkett; April Phillips; Lil Marlau; Sandy Onbey; Margaret Steen; Patricia Scott Wayne Duncan called the State Coordinator Meeting to order. There was an agreement to dispense with Robert's Rules of Order with the exception of the need for a motion or a vote. The minutes for the state coordinator meetings held February 5th and 12th, 2001 were approved as previously sent by email. Wayne Duncan discussed the "Web Grab" letter and his response was approved. He will send the response asap. Ron Eason discussed the upload reports and the mail list housed on Yahoo. A motion was made to "Move the mail list currently housed on Yahoo to USGenNet. The motion was numbered SC 2001-02. The motion passed with 7 ayes and 2 abstains. The mail list CensusUpLoad will be moved to USGenNet. We agreed to send the uploads to the Census-Assist list. This will be reassessed in two weeks to determine if we will continue with this form of notification. A pro addressed for using this method was the ease for FM's not having to send to each individual State Coordinator. A con addressed was the the increase in the mail received from Census-Assist. It was agreed that The USGenWeb Census Project would host a topic night on GenForum. We discussed that this could be a general coverage of our project, how we get volunteers, how files are processed and possibly other nights could be more specific if this works. We also agreed that we would try to have it on a Monday or Thursday as this night is already devoted to the project and our meeting on that night would be brief. A motion was made and carried to adjourn the meeting. Wayne Duncan adjourned the meeting.
Minutes of the Meeting of the USGenWeb Census Project Meeting held 12 Feb 2001 via Internet using mIRC Beginning 19:17 CST and ending 21:01 CST Present: Wayne Duncan, President; Veda Mendoza, Secretary/Treasurer; Connie Burkett; April Phillips; Sandy Onbey; Sandra Sanchez; Margaret Steen; Marlau; Jeri Shangle Wayne Duncan called the State Coordinator Meeting to order. There was an agreement to dispense with Robert's Rules of Order with the exception of the need for a motion or a vote. No minutes were presented at this meeting. Veda Mendoza announced that the minutes for this meeting and for the meeting held 05 Feb 2001 would be presented at the next meeting. Connie Burkett reported on the FTP problems that had been occurring. The problem, at this time is being resolved by altering the number of anonymous sign-ons being allowed. USGenNet plans to have unlimited access within the next few months. The team concept was discussed. Most coordinators report that they have their "buttons" fixed on their pages for the censuses that are on-line. Many of the pages appropriate for teams are also being uploaded or have been uploaded. April Phillips gave hints on how to get the word out for teams and possible areas of recruitment that we may be missing. April Phillips also noted that the Genealogy Forum is also interested in having us do a topic night or two. This is possibly a good thing for a couple of us to do or as a single night topic on our state or a specific county in our state. April Phillips discussed some of the problems that have been happening with proofreaders (proofers). She presented several options for solving the problem of proofers not being contacted or of transcribers contacting proofers who are no longer interested in proofing. We all agreed that April's combined approach would be agreeable. Sandra Ornby agreed to act as a backup for April for the proofreader email. Veda Mendoza agreed to continue to take the minutes for the State Coordinator (SC) meetings but offered to allow any other SC the job. All present declined. Veda Mendoza will continue to act as secretary for the SC meetings. Jeri Shangle announced that the Donated Resources page is set up and that she will be maintaining this page. Sandy Sanchez suggested that we put something on the transcriber page if there is a resource available for that county. Wayne Duncan adjourned the meeting.
Minutes of the Meeting of the USGenWeb Census Project Meeting held 05 Feb 2001 via Internet using mIRC Beginning 19:49 CST and ending 20:04 CST Present: Wayne Duncan, President Ron Eason, Vice-President Veda Mendoza, Secretary/Treasurer Ellen Horner, Membership Secretary Connie Burkett April Phillips Sandy Onbey Sandra Sanchez Wayne Duncan called the State Coordinator Meeting to order. There was an agreement to dispense with Robert's Rules of Order with the exception of the need for a motion or a vote. The minutes from the State Coordinator Meeting held January 29, 2001 were approved as presented. A motion was made by Wayne Duncan to postpone all presentations until the meeting on February 12, 2001. (This motion was made to allow members to attend the GenealogyForum mIRC meeting being held at the same time.) Veda Mendoza seconded the motion. The motion carried unanimously. Wayne Duncan adjourned the meeting.
Minutes of the Meeting of the USGenWeb Census Project Meeting held 29 January 2001 via Internet using mIRC Beginning 19:15 CST and ending 21:30 CST Present: Wayne Duncan, President Ron Eason, Vice-President Veda Mendoza, Secretary/Treasurer Ellen Horner, Membership Secretary Sue Soden Sandy Onbey Connie Burkett Sandra Sanchez Jeri Shangle Annette Peebles April Phillips Patricia Scott Marlau Wayne Duncan called the Special Meeting to order. There was an agreement to dispense with Robert's Rules of Order with the exception of the need for a motion or a vote. The minutes from the Special Meeting held January 22, 2001 were approved as presented. OLD BUSINESS: The agreement that will need to be signed by all volunteers was discussed. It is agreed that the items covered should include the state database, any web pages developed for the project, any graphics developed for the project, any instructions or training developed for the project, the master inventory and specific research done on behalf of the project. A statement of the transcribers' rights shall also be included. Ron Eason has taken this for action. Sue Soden reported that she would begin working on the census source donation pages as soon as possible. A discussion was held related to the team concept for transcribing census records of large counties. April Phillips discussed her activities with her teams. Connie Burkett will send a spreadsheet she developed that has a listing of scanned images. It was agreed that each State Coordinator (SC) would update their pages with the image buttons. We further agreed that we could encourage an expanded index for census images online before a full transcription. This would also be a consideration for a team effort. Jeri Shangle reported that she had been getting volunteers because of a question to the NY-Kings county list. As a result, Sandy Onbey will work on a press release about the project and team transcriptions to be sent to other list. The proofreader situation was discussed. It was agreed that there needs to be more information given transcribers about proofreaders. We agreed to check our censuses online and ask for volunteers willing proof those that are not proofed already. NEW BUSINESS: We discussed whether to include the email address of transcribers and proofreaders on our uploaded transcriptions. The pros and cons were discussed and recapped. Patricia Scott made a motion to exclude the email address on transcriptions. Ellen Horner seconded the motion. The motion was numbered SC-Meeting 2001-01. The motion carried unanimously. Updating assignment pages was discussed. Wayne Duncan adjourned the meeting.
Minutes of the Special Meeting of the USGenWeb Census Project Meeting held 22 January 2001 via Internet using mIRC Beginning 19:23 CST and ending 20:50 CST Present: Wayne Duncan, President Ron Eason, Vice-President Veda Mendoza, Secretary/Treasurer Ellen Horner, Membership Secretary Sue Soden Connie Burkett Jeri Shangle April Phillips Marlau Sandy Onbey Sandra Sanchez Donna Fares Patricia Scott Wayne Duncan called the Special Meeting to order. There was an agreement to dispense with Robert's Rules of Order with the exception of the need for a motion or a vote. The first topic was the new Bylaws recently passed. There were no questions related to the Bylaws. The website for the Bylaws was published http://www.us-census.org/cphome/bylaws.htm. Wayne Duncan reported that there had been no official change in our status with USGenWeb as far as he could tell. The time for future meetings was determined to be Mondays at 8 EST, 7 CST. Connie Burkett discussed the team concept for transcribing large censuses. Permission was given to use the team page she developed for Marion Co., WV to set up team pages for other states. Sue Soden reported that she had been asked to create a new web page to list donated source material. This would be a list of records owned by others who are willing to provide them to transcribers. Ideas were presented for the content of the volunteer (staff) agreement that will be required of all volunteers of the project. The transcription copyright will remain with the transcribers. The agreement will cover items developed for the project use. Suggestions received for inclusion in the agreement were: state assignment databases maintained by State or Assistant State Coordinators, web pages developed for the project including graphics, instructions pages developed to train transcribers or proofers, specific research on behalf of the project, and transcriber rights. April Phillips discussed the Topic Night discussions being set up on another genealogy channel. She proposed that we should consider leading one of the topic nights to get our project before others interested in genealogy. There was no definitive action taken related to this discussion. There was general discussion about the problem of transcribers being listed as volunteers for the CP and for ACP but submitting the files to ACP. A general agreement was reached that we would request a copy when this happens. Veda Mendoza reported that she would be attending the GenTech Conference in Mesquite. Wayne Duncan adjourned the meeting at 20:50 CST.
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