The USGenWeb Project Bylaws
Revised 2004
Adopted _________
ARTICLE I. NAME
The name of this organization shall be "The
USGenWeb Project." The name, "The USGenWeb Project," and
"The XXGenWeb Project" (where XX is the two-letter postal code
abbreviation for each state) are service marks and reserved exclusively for The
USGenWeb Project and any websites representing The USGenWeb Project.
ARTICLE II. STATUS
AND PURPOSE
Section 1. The USGenWeb Project, as a group of volunteers
participating in a not-for-profit organization, is an
"Unincorporated Non-Profit Association."
Section 2. The purpose of the association shall be to gather genealogical and historical information for free online
access by researchers and other interested parties.
Section 3. This purpose shall be accomplished by presenting websites which shall
be central repositories of historical and genealogical research data, donated
either by the website coordinator or other contributors. In presenting this
information, the foundation of the association shall be at the local websites
(county, township, parish, town, etc.) which shall be linked to the state
websites which shall be linked to the national website. The USGenWeb Project
shall also provide access to authorized
special projects.
ARTICLE III. MEMBERSHIP
Section 1. Members of The USGenWeb Project are
those individuals of "good standing" within The USGenWeb Project who
maintain a website (county, township, parish, town, etc.) as part of an
XXGenWeb, or who function as file managers for a part of an authorized Special
Project.
Section 2. Members shall maintain "good standing" status, which
includes but is not limited to, the following requirements; responding to
email in a timely manner, actively supporting researchers, maintaining websites
with appropriate content, working to promote The USGenWeb Project public
image and respecting the rights and opinions of other members.
Section 3. The USGenWeb Project is an equal opportunity organization and will
not tolerate discrimination in any form on the basis of race, color, religion,
sex, national origin, age, marital status, disability, or sexual orientation.
Article IV Composition of Advisory Board
The Advisory Board membership shall consist of the National Coordinator, one
Representative at Large, one State Coordinator Representative, one Special
Projects Representative and eight (8) Local Coordinator Regional
Representatives. All shall have voting privileges except the National
Coordinator who shall vote only when the vote determines the outcome of an issue. The
following regions shall elect one Local Coordinator
Representative;
North East - Maine, New Hampshire, Vermont, Massachusetts, Connecticut, Rhode
Island, New York;
Mid-Atlantic - Pennsylvania, New Jersey, Delaware, Maryland, West
Virginia, Virginia, North Carolina, D.C.;
South East - Kentucky, Tennessee, South Carolina, Georgia, Alabama,
Mississippi, Florida;
Great Lakes - Ohio, Michigan, Wisconsin, Illinois, Indiana, Minnesota;
Plains - Iowa, Missouri, Kansas, Nebraska, North Dakota, South
Dakota;
South West - Arkansas, Louisiana, Texas, Oklahoma, New Mexico, Arizona;
Rocky Mt. - Montana, Idaho, Wyoming, Colorado, Utah, Nevada;
Pacific - Alaska, Washington, Oregon, California, Hawaii
Regions
Map
ARTICLE V DUTIES AND
QUALIFICATIONS OF THE ADVISORY BOARD
Section 1. The Advisory Board shall perform the duties prescribed by these
Bylaws, by the parliamentary authority, and by adopted standing rules and
policies.
Section 2. The National Coordinator (NC) is the principal administrative officer
of The USGenWeb Project with decision authority subject to approval of the
Advisory Board. The NC serves as the public representative for the project and
presides at all meetings of the Advisory Board. The NC shall serve as an ex
officio member of all committees and maintain the national organizational e-mail
lists and any appropriate national sub-lists. The NC shall appoint a Recording
Secretary and Parliamentarian to the Advisory Board to serve for the term of the
NC or until relieved. The NC is authorized to appoint "special
committees" deemed necessary or when directed by the Advisory Board.
The appointment of "special committees" shall be subject to confirmation by the Advisory
Board. A simple majority vote of the AB shall confirm the appointment.
Section 3. The Advisory Board is responsible for promptly addressing and
resolving national issues, intervening in state issues only upon breach of
USGenWeb bylaws. Duties of the Advisory Board include appointing a
Webmaster to maintain the national website, appointing and overseeing all
standing committees including, but not limited to an Election Committee and a
Grievance Committee, and appointing special committees as necessary.
Section 4. It shall be the responsibility of the Webmaster and the Advisory
Board to ensure that the national website is in compliance with the stated
bylaws of The USGenWeb Project.
Section 5. The Advisory Board is authorized to remove links from the national
website, as appropriate, to websites which fail to comply with the bylaws, rules
or policies of The USGenWeb Project or to websites which display inappropriate
content. Coordinators of non-compliant websites shall be given a 14 day
"Notice to Comply". During the 14 days covered by this notice,
the coordinator may request extension, subject to approval of the Advisory
Board.
Section 6. The Advisory Board shall be responsible for administering
internet domains registered to The USGenWeb Project.
Section 7. In the case of a vacancy in the office of National Coordinator, a
special election shall be completed within 60 days to seat a National
Coordinator for the remaining term of office. The Representative at Large
shall serve as Acting National Coordinator until the special election is
completed. In the event that the Representative at Large is unavailable or
otherwise unable to serve in this capacity, the Advisory Board shall choose an
Acting National Coordinator from among its membership.
Section 8. In the event a board member is unable to complete his/her term. The
Advisory Board will appoint a replacement within 21 days to serve until the next scheduled
election.
Section 9. Nominees for National Coordinator and Representative at Large shall
have the following qualifications: at least one year (the twelve months
immediately preceding an election) of continuous service and current activity as
a member in good standing, and eligibility to vote within The USGenWeb Project.
Qualifications of nominees for State Coordinator Representative, Local
Coordinator Representative, and Special Project Representative are the same with
the addition that their service shall have been as a State Coordinator, Local
Coordinator, or one of the various positions associated with the Special
Projects, respectively.
Section 10. Any elected Advisory Board member may be removed from office
for cause by 2/3 majority action of the AB, or, by a recall vote initiated by
petition of constituents (if 100 votes elected, 51 petitioners shall cause a
recall vote). Cause for removal by the AB is limited to continued, gross, and
willful neglect of the duties of office. Causes for removal by constituents may
include, but is not limited to, the following offenses: dereliction of
duty, excessive failure to participate in Advisory Board votes, ethics
violations, and behavior unbecoming an Advisory Board member. The petition
must be posted on the BOARD-L mailing list at least thirty (30) days before the
vote takes place. Any vote to remove an officer must be preceded by a
presentation of facts showing cause for removal and shall allow for rebuttal by
the officer in question before the vote takes place.
ARTICLE VI. ELECTION PROCEDURES
Section 1. A standing Election Committee (EC) shall be appointed by
the Advisory Board to conduct national-level elections and other referenda in
accordance with Standing Election Procedures and these bylaws. The Election
Committee shall also conduct state-level elections or referenda upon request.
Section 2. It shall be the responsibility of the Elections Committee to announce
those positions for which nominations are needed.
Section 3. Nominations shall be received June 1 through June 14 from prospective
constituents of the nominee. A list of candidates, with hyperlinks to
available individual campaign pages, shall be posted to the EC website before
the voting period begins. The voting period shall be July 14 through July 31.
Terms of office shall begin on September 1. In the event a member is nominated
for more than one position, the nominee shall notify the EC Chair for which
office they wish to declare their candidacy.
Section 4. A majority of those members voting shall elect. No member shall hold
more than one voting office at any one time. Unopposed candidates for election
shall be announced the winner by acclamation by the EC Chair. In the event of
multiple candidates for the same office and no majority is achieved the two
candidates with the greatest number of votes shall be candidates in a run-off
election.
Section 5. All members of the Advisory Board, with the exception of the National
Coordinator, shall be elected to two-year terms. The National Coordinator shall
be elected to a one-year term.
Section 6. All members as defined in Article III
of these bylaws shall have the right to vote.
Section 7. For elections of regional County Coordinator Representatives, each
member shall have one vote in each region in which they maintain one or more
eligible county or local sites. For elections of State Coordinator
Representative, each member holding the position of State Coordinator or
Assistant State Coordinator shall have one vote. For elections of Special
Projects Representative, each member holding the position of File Manager within
one or more eligible Special Project shall have one vote. Each member shall have
one vote for the offices of National Coordinator and Representative-at-Large.
ARTICLE VII. ADVISORY BOARD
PROCEDURES
Section 1. A majority of the current voting members of the Advisory Board
shall constitute a quorum.
Section 2. The vote requirements for motions to be adopted shall be in
accordance with the parliamentary authority, except as
specified in these bylaws. In all cases determination shall be made by the legal
votes cast.
Section 3. The Advisory Board shall utilize "roll
call votes". Members are responsible for expeditiously responding to
vote calls. The duration of voting time for motions shall be a minimum of 24
hours. The maximum duration shall be at the discretion of the presiding officer,
except that the voting period shall not exceed 72 hours.
Section 4. Voting records of the Advisory Board shall be posted publicly.
ARTICLE VIII.
STANDARDS FOR WEBSITES/MEMBERS
Section 1. All USGenWeb web sites
shall display an official USGenWeb logo prominently, on the home or index page,
in such a way that the entire image is visible without scrolling down on a
standard browser screen. The USGenWeb logo used shall be at least 100
pixels by 100 pixels in size.
Section 2. USGenWeb web sites may show only a single project affiliation - that
of The USGenWeb Project. If a coordinator chooses also to host a local, state or
special topic site with another organization, it must have a separate home or
index page.
Section 3 All USGenWeb web sites shall display the following disclaimer on the
home or index page: "Links to external web sites are being provided as a
convenience and for informational purposes only; they do not constitute an
endorsement or approval of any of the products, services or opinions contained
in any external web site."
Section 4. Solicitation of funds on a USGenWeb affiliated web site is
prohibited. It is permissible, however, to provide a link to a
non-USGenWeb affiliated personal web site where genealogical services or
materials are offered for sale. It is also permissible to acknowledge any
entities who host or provide server space at no cost and to include a link to
that entity's web site. If a coordinator lists materials or services for
sale or hire by third parties, such as genealogical societies or commercial
interests, the home or index page may include a link to the listing, but the
materials and services themselves may not be listed on the home or index page.
Any such listing of materials or services for sale or hire by third parties
should include a disclaimer on the listing page saying that The USGenWeb Project
and the site coordinator make no warrantee as to the contents or accuracy of any
of the materials for sale by these third parties, nor the expertise of any
professional researchers listed.
ARTICLE IX. COPYRIGHT
Section 1. Members of The USGenWeb Project shall comply with
copyright laws of the United States (title 17, U.S. Code).
ARTICLE X. LOCAL PROJECTS
Section 1. Each state organization shall provide local websites which
reflect whatever divisional structure is appropriate for that state.
Section 2. Local Project Coordinators shall be appointed by the State
Coordinator in accordance with national and state bylaws, rules and policies. In making Local
Coordinator
appointments, consideration should be given to knowledge and interest
in genealogy in the area, technical ability, and existing workload. Local
Project Coordinators are authorized to nominate one Local Project Co-Coordinator
and as many Assistant Coordinators as desired for appointment by the State
Coordinator. State Coordinators may reject nominees only for valid
cause. Local Projects are limited to one Local Project Coordinator and one
Local Project Co-Coordinator, if desired, who will each have full voting rights
within The USGenWeb Project. Assistant Local Project Coordinators shall not have
national voting
rights. All Local Coordinators shall be subscribed to the state mailing list.
Section 3. The local website shall be created and maintained in accordance to
all national and state bylaws, rules and policies. The website should include on the home
page, a direct link to the state and national projects; an easily accessible
area devoted to researcher's queries, the name(s) of the coordinator(s) with
current email link(s), and any additional requirements specified by the state
organization. Contents of the website should be updated at least quarterly
and reviewed under the supervision of the state coordinator.
Section 4. If a Local Coordinator can no longer perform their duties for
any reason, (including, but not limited to, abandonment of the site, resignation
or dismissal for valid cause), content of the website submitted by contributors
shall remain with the website, unless the contributor(s) otherwise request.
ARTICLE XI. STATE PROJECTS
Section 1. The state web site shall include direct links to the
state's local and state-level special project sites, The USGenWeb Project
national site, The USGenWeb Archives (Digital Library) and other USGenWeb
Special Projects' national home pages, and The USGenWeb Archives (Digital
Library) and other USGenWeb Special Projects' table of contents pages for the
individual state. In addition, each state web site shall provide links
to information for current and prospective local coordinators, including but not
limited to any state bylaws, rules and/or
policies, official national and
state logos, and The USGenWeb Project Bylaws, Rules and Policies, and Copyright
Information pages.
Section 2. Each state shall have a State Coordinator (SC) elected by majority of
state members voting. A State Coordinator may not serve more than 36 consecutive
months unless re-elected. Each state shall hold an election for State
Coordinator every 36 months, or sooner if specified by adopted state bylaws/rules. Each state shall have a
Assistant State Coordinator (ASC) appointed by the State Coordinator or elected
by the state membership pursuant to adopted state bylaws or rules. The State Coordinator, as primary administrative officer of the
state project may appoint additional ASC's
as
necessary to assist in administration of the state project. Assistant
State Coordinators who are "appointees" are not eligible to be a
candidate for the national office of State Coordinator
Representative.
Section 3. State projects are required to comply with all USGenWeb Project
bylaws, rules, and policies. State projects are encouraged to adopt
additional bylaws, rules or policies, as appropriate for their state, provided
they do not conflict with national bylaws, rules or policies.
Section 4. State Coordinators must
remain subscribed to the State Coordinator's mailing list. State
Coordinator duties include, but are not limited to, oversight and maintenance of
the state web site, administering the state mailing list for Local Coordinators,
maintaining an up-to-date roster of names and email addresses of the state's
Local Coordinators and state-level Special Project Coordinators and providing
this list to the Election Committee promptly when requested, supervision of the
development and implementation of state procedures for the periodic review of
component websites of the state project, and promptly forwarding messages
pertaining to USGenWeb Project business to the state mailing list for Local
Coordinators when requested to do so by the Advisory Board Chair or the Chair of
an appointed committee.
Section 5. The state project has authority and responsibility to remove links to
websites which fail to comply with national or state adopted bylaws, rules and
policies. Notice must be given and ample time to comply must be allowed as
circumstances warrant. Local Coordinator(s) may request an extension of time to
comply subject to approval by the state authority.
Section 6. If a State Coordinator is unable to perform his/her duties, the
Assistant State Coordinator, or other support team, shall serve until an
election can take place within 60 days. A majority shall elect.
Section 7. State Coordinators and Assistant State Coordinators are subject to
removal for valid cause; by vote of the Advisory Board, or by majority vote of
the Local Coordinators within the state subsequent to a recall petition
submitted to and approved by the Advisory Board.
ARTICLE
XII. SPECIAL PROJECTS
Section 1. Special projects which support the purpose and goals of The
USGenWeb Project may apply to the USGenWeb Advisory Board for approval as an
official USGenWeb Special Project.
Section 2. The name of the special project shall be The USGenWeb ______ Project.
Section 3. The members of each officially-approved USGenWeb Special Project
shall together elect one Special Projects Representative to serve as a member of
The USGenWeb Project Advisory Board.
Section 4. Each official Special Project shall have a Coordinator (SPC) to
oversee its operations. The founding SPC shall hold that office until such
time as he or she steps down or is otherwise unable to continue. Thereafter, a
new SPC shall be elected by a majority of that Special Project's members every
36 months, or sooner if specified in the Special Project's bylaws/rules.
The SPC, as primary administrative officer of the project may appoint one or
more Assistant Special Project Coordinator(s) (ASPC) as necessary to assist in
administration of the Special Project.
Section 5. Special Project Coordinators and Assistants are subject to removal
for valid cause; by vote of the Advisory Board, or by majority vote of the
members within the special project subsequent to a recall petition submitted to
and approved by the Advisory Board.
Section 6. If a Special Project Coordinator (SPC) is unable to perform
his/her duties, an Assistant SPC, or other support team, shall serve until an
election can take place within 60 days. A majority shall elect.
ARTICLE
XIII. GRIEVANCE PROCEDURES AND APPEAL PROCESS
Section 1. All members of The USGenWeb Project have the right to submit a
grievance or appeal to the Advisory Board. The Advisory Board, as the governing
body of the project, has authority to resolve grievances or appeals as the
situation warrants.
Section 2. Grievances should be submitted to the National Coordinator, the
Regional Representative, or the Representative at Large.
ARTICLE
XIV. PARLIAMENTARY AUTHORITY
The USGenWeb Project shall be governed by the current edition of "The
Standard Code of Parliamentary Procedure" in all cases not provided for in
the law, bylaws or adopted rules.
ARTICLE
XV. AMENDMENT TO BYLAWS
Section 1. These Bylaws may be amended by the membership of the USGenWeb
Project through a majority vote by members who vote on the
proposed amendment to the bylaw.
Section 2. Members of any XXGenWeb may submit an amendment proposal (in proper
format with desired wording) to their State Coordinator for review and
presentation to the XXGenWeb membership by referendum. A majority vote of approval
shall cause the proposal to be forwarded to the Advisory Board to be posted on
the national website and notice to be sent to the membership via appropriate
email lists.
Section 3. Proposed amendments from state projects must be posted for display on
the national website (with attribution of the state sponsor and date ) not later
than 1 June. To qualify for placement on the annual election ballot proposed
amendments must have an additional four (4) states as co-sponsors. State
projects may co-sponsor an amendment proposal by majority of legal votes
cast by its members to support the amendment.
Section 4. Voting on proposed amendments to the bylaws shall occur during the
annual voting period concurrent with voting in the annual election. A majority of members voting within that time frame is required to adopt.
Section 5. In the case of an urgent matter affecting the operations of The
USGenWeb Project, the Advisory Board may amend the bylaws by 2/3 majority vote.
Amendments adopted by the Advisory Board must be ratified by majority vote
of the membership during the voting period of the regularly scheduled election.
Section 6. Amendment proposals of XXGenWeb's posted on the national website
which do not obtain the required co-sponsors shall be removed on 1 June annually
and may not again be proposed without modification. Amendment proposals which
fail to be adopted by the membership may remain posted on the national website
for 1 year and placed on the ballot a second time provided additional
co-sponsors or modification is made to those proposals. Any amendment proposal
that fails to be adopted after appearing on the ballot twice shall not be
reconsidered.
