08/07/2000 ALHN Board Meeting Log (Time=MDT) Board members present: Kathy Leigh, President (KathyL) Norm Vance, Vice-President (NVance) Barb Lavin, Secretary (Barb) Lesley Moss, Director (Lesley) Debi Kendrick, Director (DebiK) Annette Peebles, Director (apeebles) Members present: Deb Axtman (Deb) Carole Hammett (CaroleH) Jim Houpe (Jim) Fred Kunchick (OilKing) Nate Zipfel (Nate) Session Start: Mon Aug 07 18:02:30 2000 [18:02] *** Now talking in #alhn [18:11] hello everyone I would like tobring the meeting to order [18:11] Hi deb how are you [18:11] fine thx [18:12] barb..they are waiting for debi k [18:12] I would like to begin by first asking the Board members to say here and who they are [18:12] Here, Norm Vance [18:12] Kathy and I have decided to start [18:12] her Lesley Moss [18:12] Here, Barb Lavin [18:12] Kathy Leigh, here [18:12] Here, Annette Peebles [18:13] ok I know we have guests. Welcome and now I am handing the gavel to our president [18:13] Thanks Barb. [18:13] Welcome everyone. [18:13] I would first like to congratulate Annette and Debi for their election to the Board. [18:14] Debi isn't here but maybe she will make it soon. [18:14] Welcome Annette. [18:14] Hi, thank you [18:14] Barb, should we have the minutes from the last meeting? [18:15] [18:15] We held elections for our officiers [18:16] Kathy Leighis the President Norm Vance Viced President and Eveline Crocker Treas. [18:16] It was decided to move begin a new by-laws committe - with Lesley Moss as the head of the committee [18:18] MAdame President I would like to ask to have the minutes be approved as posted [18:18] Any corrections or additions? [18:18] Second the motion [18:18] Minutes have been approved as posted. [18:19] Next item on the agenda is the Bylaws Committee Report. [18:19] Lesley? [18:20] The Bylaws List has been opened for discussion and is functioning as a committee [18:20] There have been no complaints to date of allowing the list to act [18:20] as the committee [18:21] The list ahs been fairly active and we have had 7 new sunscribers to the list more [18:21] Debi is having trouble getting into this meeting, trying to help... Deb, could you help her, too? [18:21] subscribers 23 member to date and 2 pending [18:22] done [18:22] That's great Lesley. [18:23] On to Old Business. [18:23] Tabled from the last meeting was the discussion on whether to have a biannual meeting or just a yearly meeting. [18:24] Any discussion on this subject? [18:24] madame president may I speak? [18:25] You have the floor Barb. [18:25] isn't the purpose of the meeting to see whatALHN is doing or am I confused? [18:27] I believe it's just that, what ALHN has accomplished the previous period. [18:27] if the purpose is to give a report of the status of ALHN then I believe all we need is an annual meeting [18:27] Does it not also correspond with expiration of Board members? [18:27] as the secretary one report is preferable LOL [18:28] I believe so [18:28] I believe so. We will need to select new directors. [18:28] well actually we don't expire just our board [18:28] Any other discussion? [18:29] YES [18:29] ok [18:29] if we have an annual meeting then it could be a "state of the union" type thing [18:29] *** DebiK (FetherTail@AC84FE29.ipt.aol.com) has joined #alhn [18:29] *** Barb sets mode: +o DebiK [18:29] hello debi [18:29] Thanks Carole, Sorry I'm late [18:29] Welcome Debi. [18:29] *** Oilking (~kunchick@ip77.moorestown6.nj.pub-ip.psi.net) has joined #alhn [18:30] Hi Barb, Kathy [18:30] oilking who are you? [18:30] Hi Fred [18:31] Carole, would you answer this question in regard to Idaho law? [18:31] Re meetings, Kathy? [18:31] yes, Carole, sorry. [18:32] The Act requires at least an annual membership meeting (more often only if it's in the bylaws or board or members call for a special meeting) [18:32] Since ALHN was incorporated on Jan 12, 2000, the next (first annual) meeting must be held no later than Jan 11, 2001 [18:32] end [18:32] Thanks Carole [18:33] madame president may I move we hold our annual meeting on Jan 10,2000 [18:33] 2001? [18:33] sorry yes [18:34] Any seconds to Barb's motion to hold the annual meeting on Jan 10, 2001? [18:34] i second the motion [18:34] All those in favor? [18:34] aye [18:34] aye [18:34] aye [18:34] aye [18:34] aye [18:35] aye [18:36] It's unanimous that the Annual meeting of ALHN, Inc will be held on Jan 10, 2001. [18:36] Ok, New Business. [18:36] Board Minutes and Log [18:37] again may I ahve the floor? [18:37] Barb, you may. [18:37] I think we should have both [18:37] Myreasoning is simple some people will want to see the whole meeting [18:37] and some will only want to skim. [18:38] It's no extra workto post the log. [18:38] However, the problem comes in when someone asks to not [18:38] have the log posted - or if there is a problem [18:38] as in my puter was disconnected [18:38] I think if we are topost the log [18:39] we need to say upfront the log willbe posted [18:39] so we don't have anyone saying anything which they don't want [18:39] made public. [18:39] end [18:39] Any other discussion? [18:39] If everyone knows the log will be posted, then they will be more careful in what they say, knowing it will be posted.... I agree [18:40] Does anyone want to make a motion? [18:40] I realize it's not sop but who said we are standard [18:40] I agree too ... we may have to remind people [18:40] I agree with Barb, they everyone should know up front the log's going to be posted [18:40] may ai say something else? [18:40] Go ahead Barb [18:41] a suggestion has been made we begin a constant meeting [18:41] that is we have an ongoing meeting where we post and answer [18:41] like a board list? [18:41] yes something like that [18:41] rather then a meeting as suchif I remember right [18:42] I move that henceforth all logs of board meetings be posted [18:42] ionly members who can post to the board listwould be the board [18:42] it would be the minutes [18:42] We have a motion on the floor [18:42] Any seconds? [18:42] I second the motion [18:42] We have a motion and a second. [18:43] All those in favor of posting logs of board meetings please say aye. [18:43] aye [18:43] madame president I'd like to move the board consider this and decide by the next meeting [18:43] aye [18:43] aye [18:44] aye [18:44] aye [18:44] aye [18:45] By unanimous vote, the board has decided to post logs of all board meetings. [18:46] I believe Barb also made a motion, would you repost it? [18:46] sure [18:47] I would like to move we consider a board list which would take the place of the minutes and log completely. I further move we consider this and decide in the next meeting [18:48] Any seconds to this motion of a board list being moved to the next meeting? [18:48] second [18:49] All those in favor? [18:49] aye [18:49] aye [18:49] aye [18:49] nay....we should just put the discussion od a list on the agenda [18:50] all opposed? [18:50] nay.... agreed, discussion at next meeting [18:51] Norm are you voting yes to postpone to next meeting? [18:51] yes [18:52] The vote is unanimous to move the board list discussion to the next meeting. [18:52] Next item [18:52] Appointed and elected positions. [18:52] Norm, I believe this is your area. [18:53] whose? [18:53] When ALHN was incorporated, there were position assigned including States Webmaster, Topics Webmaster, Two list moderators, Public Relations. [18:55] These positions were unfilled due to lack of board members. [18:55] These positions are to be voted upon by the membership. [18:56] I think Ring Master should be in there, too, right?? [18:56] madame president may I speak if norm is done? [18:57] Barb, yes you may. [18:57] according to the pre-amble section D I believe [18:57] the list are to be maintained by the board [18:57] We filled two of these positions in emergency conditions by board appointment, which was wrong but necessary at the time, I feel it is time to correct that error [18:58] since the pre-amble was member approved we should be taking the list moderators OFF the above list [18:58] also since we have multiple ALHN lists board approved and unapproved [18:59] we need to decide which ones we are discussing [18:59] IMO the voters list and the main list should be maintained by the baord [18:59] that leaves the other lists [19:00] alhn- help [19:00] and alhn-S&I [19:00] as well as alhn-all [19:01] the alhn voters list should be maintained bu=y thesec and pres [19:01] and the alhn main list at the very min the pres [19:01] Those probably shouldn't carry the alhn name, unless the board approved them as alhn lists [19:01] end [19:01] LOL [19:01] the alhn - all was approved I believe at one time [19:01] Anyone else have anything to add? [19:02] Carole HA would know more [19:03] Carole would you like to bring give us some history on this? [19:03] if we have 2 list sthen what do we do withthe other 3? [19:03] IMO, the ALHN-membership-voting list is not a list per se (more) [19:04] I agree that the M-V list should be moderated by Pres. and Sec. We don't have 3 others, do we? [19:04] but a membership roster, voting procedure and for membership announcements (more) [19:04] I am sorry we have 7 lists [19:04] The Idaho act (and the bylaws, in compliance with the Act) require the Secretary to maintain records, including membership roster. [19:05] the 7th is the by-laws [19:05] Likewise, the ALHN_bylaws list is actually a committee "meeting place" rather than a mailing list in traditional sense. [19:05] The only pre-incorporation lists were ALHN (webmasters) and ALHN-L (open to all researchers) (more) [19:06] The ALHN-L list has been shut down since February. [19:06] I dont know what ALHN-all is? [19:07] sorry that;s the list I was referring to which Roxi shut down [19:07] we also have the SC list [19:08] By ALHN-all, you meant ALHN-L list, which was shut down in late February. (more) [19:08] If no one has requested that that list be started up again, perhaps that could go to bylaws committee for discussion? [19:08] yes [19:09] sorry yes to I wasreferring to that lsit [19:09] So, what to do about the other lists??? [19:09] Technically, the ALHN-SC, ALHN-Help and ALHN-S&I shouldn't have been created without permission (membership?) due to the fact that they are using a trade-marked name of the corp, but I don't know how fussy the board or membership (more) [19:10] want to be *so long as* the "technical" list owners are willing to declare those lists "unofficial" and also that they are ALHN Inc.'s, not personal lists? [19:10] ARe we including individual state ALHN state lists here too? [19:10] Again, maybe this could be discussed by bylaws? (Just a thought) [19:10] No, Debi. States are independent. [19:10] just making sure [19:11] It would only be ALHN national level lists. [19:11] I move we send this to bylaws for discussion and report back next meeting. [19:11] A motion is on the floor. [19:11] Any seconds? [19:12] second [19:12] All those in favor of sending this to the Bylaws list say aye. [19:12] aye [19:12] aye [19:12] aye [19:12] aye [19:12] *** Deb has quit IRC (Leaving) [19:13] aye [19:13] Just to clarify that we are talking about the mailing lists correct? [19:13] That was my motion [19:13] as ikn the "unofficial" [19:14] Ok. [19:14] Any opposed? [19:14] correct Norm? [19:14] wait I need clarification [19:14] That's okay Barb [19:15] are you referring to ALL lists or the unofficial lists? [19:15] as in all 8 [19:16] I was referring to the unofficial lists primarily [19:16] ok thanks [19:16] that what i seconded [19:16] do I need to recall the vote? [19:16] and I reaffirm my aye [19:16] no, I don't think so [19:17] reaffirm my aye [19:17] reaffirm my aye :) [19:17] reaffirm my age [19:17] Any opposed. [19:17] reaffirm my aye [19:17] rotf thanks debi [19:18] It is voted that the mailing list discussion be sent to the Bylaws Committe. [19:18] your welcome Barb [19:19] That leaves webmasters positions, and these are to be voted by the membership [19:19] And Ring Master [19:19] Any discussion? [19:19] IMO we need to hold off on the ring master tillafter our exec meeting [19:20] and P R [19:20] I move we have a main webmaster, a States webmaster, and a topics webmaster [19:20] Ialso think we should have the other 2 web masters [19:20] be board postions [19:21] Well, precedent has been established that they weren't necessarily to be board members. [19:21] actually i beg to differ with you [19:21] The current Emergency Preamble to the bylaws state that the board may only elect its officers and form committees. [19:21] And Annette is Fam. Album master before coming on board [19:22] Monica was webmaster, not on the board [19:22] it wasn't one of the orginal web master postions [19:22] Norm? [19:22] yes [19:22] the orginal board members all held the postions [19:22] of topic etc. [19:23] family album was started by Roxi [19:23] BEFORE roxi was on the board [19:23] when Monica was appointed by the board [19:23] That was done in an emergency situation, we didn't have a webmaster, and we needed one, so the board appointed a webmaster [19:23] it was because we were over loaded [19:23] yes [19:24] it would ,make sense aboiut ANnetet [19:24] Same with Ring Master, emergency appointment [19:24] who by the way has done a fabulous job [19:24] Family Album was started so that everyone could know each other a little better [19:24] yes [19:24] madame president may I speak? [19:24] and it was started by ROXI PRE_BOARD [19:24] Yes, Lesley [19:25] Ialso don't see Eveline's appoiuntment as Emergency [19:25] The Preamble doesn't permit webmasters to necessarily be board members. [19:25] Ifdaho law requires that the secretary maintain the the records of alhn (more) [19:26] nor does it say they don't have to be [19:26] I think we should delegate all web page duties other than states and [19:26] topics to the Secretary. [19:26] since the main pages are maintain the alhn records in a sense [19:27] Carole can you help on this with web paged editor and webmaster? [19:28] may I speak since I maintain them? [19:28] sure Barb [19:28] while I understand the reasoning behinf=d splitting them [19:28] 'up. The maintenance of them is also ALHN record keeping [19:29] perhpas if we had a co-web master for the pages so if the duties [19:29] of the secretary were say [19:29] to overwhelming he'she [19:29] may be able to keep the "off" pages updated [19:30] thatis the states and the topics NOT the main [19:30] there are days when NITHING happens on the topics and states [19:30] and days when there is alot [19:31] sorry NITHING=NOTHING [19:31] IAccording to the incorp [19:31] papers ALL these postions were board [19:31] accordinf to ID law [19:32] if in the event the [19:32] By-laws do not cover this [19:32] the pre-incorp prevsils [19:33] Exactly Barb, board only has a few responsibilities, the rest are membership vote duties [19:33] but all these pages were maintained by the board norm' [19:33] which means the board is to get them [19:33] not the members [19:34] on the pre-incorp papers [19:34] ALL of these postions were BOARD [19:34] maintained [19:34] The pages belong to the members, not the board [19:34] Carole, can you jump in here? [19:34] Will I get bitten? [19:34] [19:34] No, I promise. [19:34] DEPENDS [19:34] [19:34] on whether you have food or not [19:35] I rescind my previous motion temporarily madame Pres. [19:35] previous motion? [19:35] I move we have a main webmaster, a States webmaster, and a topics webmaster [19:35] Now rescinded [19:35] IMO, The preamble is very clear that all pre-inc. positions are membership-elected. [19:36] ok so noted Norm. [19:36] The only way to not hold elections for topics and state webmaster positions would be (more) [19:36] if the members were to vote to merge those positions (more) [19:37] They are not inc. positions; i.e., they existed pre-inc. and moreover, they are not listed by name in either Articles or Bylaws. [19:37] Re the Web Page Editor position (more) [19:38] This is a post-inc. position (in the bylaws), but not the same as webmaster (more) [19:38] web page editor? [19:38] It is described in bylaws as "inform interested parties of the corporation's activities." [19:39] If you will excuse my bringing another organization into the discussion (more) [19:39] hunh? [19:39] at USGenNet, the Web Page editor was originally a separate position (held by Fred, but not because he was President) and treated as if it was same as webmaster BUT [19:40] *** Deb (axtman@ip-64-38-157-147.dialup.seanet.com) has joined #alhn [19:40] the Secretary is required by the Act to maintain, store and publish all corporate records and so he and I were constantly "tripping over" each other on the website (more) [19:41] We finally just agreed it was easier to turn over Web Page Editor to me since the majority of the pages were Secretary's job. [19:41] Come our USGenNet annual meeting in November, we plan to ask the membership to abolish web page editor and just add those duties to secretary. [19:41] BUT, IMO, those are the pages Lesley described, all *but* topics and state. [19:42] Am I making sense or do I have everyone confused? [19:42] I agree with that [19:42] I'm lost [19:42] LOL [19:43] i agree with that I see the maintaince of the everything BUT the States and Topics as record keeping [19:43] PS I am not including Family Album, of course (that's already separate pre-inc.) [19:43] I agree on this [19:43] I think the webpage master for the national pages needs to stay with the secretary [19:43] as in with Lesley [19:44] it should be added to the secretary duties [19:44] So Carole, if I may Madame President, what would you suggest for terminology for States and Topics -- webmaster, webpage editor, or ?? [19:44] If I might make a suggestion? [19:44] sure Carole. [19:45] In answer to Norm, States and Topics Webmasters were and are and will be unless there is an amendment to the bylaws (IMO) [19:45] will be? [19:45] Okay [19:45] They will continue to exist and need to be filled unless there is a membership vote to abolish them. [19:45] (States and Topics) [19:46] And voted upon by the membership [19:46] My suggestion is that if they are going to continue to exist (more) [19:46] but do they need members voting them? [19:46] that each position be given it's own account on the ALHN.Org domain (Ex: http://www.alhn.org/topics/) [19:46] so that the States and Topics webmasters don't trip over each other or the Secretary [19:47] Excellent idea Carole [19:47] whose feet are huge [19:47] ??? [19:47] my feet are huge to trip over [19:47] [19:47] [19:47] IMO, Barb, the States and Topics Webmaster positions must be filled by nominations/elections of the membership (more) [19:47] do they postions have to voted on [19:48] without restriction as to whether they have to be board members (they weren't board members pre-inc.) [19:48] ok [19:48] so we have to put it to the members then [19:49] asking for nominations etc? [19:49] This is "technically" true of the Web Page Editor, too, but I would hope that Bylaws and members would agree that this should be "fixed" in bylaws so I would suggest Board move that position to bottom priority re filling. [19:49] carole? [19:49] I hereby move that we put to the membership nominations and a vote to fill the States Webmaster and Topics Webmaster positions, and that separate accounts be set up at USGenNet for them. [19:49] wait I have a quetion [19:50] Permission to speak also? [19:50] Additional: And they do not need be board members. [19:50] i stillhave my question [19:51] I would suggest that Norm not include the additional re board members (not needed) in his motion and that he change USGenNet to ALHN.Org (unless he wants them on the wrong domain ). [19:51] and add a date? [19:51] i still have my question [19:51] Barb? [19:51] carle whatis a web page edito? [19:52] sorry editor [19:52] LOL [19:52] It's you, Barb. [19:52] fat fingers [19:52] so what is a national web master? [19:52] It's in the Bylaws, Article II, Web Page [19:52] so what's the difference? [19:53] That's the position that I suggest be made bottom priority and ask the members to vote on whether it should be abolished as a separate position and its duties be the Secretary's [19:53] I hereby move that we put to the membership nominations and a vote to fill the States Webmaster and Topics Webmaster positions, and that separate accounts be set up at ALHN.org for them. [19:53] Only if the members vote to keep it as a separate position would it need to be filled. [19:53] wait norm i am not done [19:54] ok now I am lost [19:54] they are 3 seperate duties? [19:54] that's my take on it [19:54] Web Page Editor is not same as States and Topics, but practically totally overlaps Secretary [19:55] I am sorry it must be a blonde hair day [19:55] Because the duties are practically all the Secretary's (by law and bylaws), there's not much left for Web Page Editor [19:55] what exactlyis a web page editor? [19:55]