RMOUG Minutes 1-20-2003
MINUTES OF THE
BOARD OF DIRECTORS MEETING
ROCKY MOUNTAIN ORACLE USERS GROUP
A regular meeting of the Board of Directors of the above corporation was held on January 20, 2003 at 4:30 p.m. at Englewood, Colorado.
I. QUORUM. A quorum was declared present based on the presence of the following Directors:
Also in attendance:
Michael Fons (via teleconference)
The following corporate actions were taken by appropriate motions duly made, seconded, and adopted by the majority vote of the Directors entitled to vote (unless a higher voting approval is stated).
A. Report by Elizabeth Boss
Elizabeth Boss reported that the Taste Testing for Training Days 2003 will be held next Friday January 24th at 12:00 at the Denver Convention Center. Anyone interested in attending needs to e-mail Elizabeth. The food prices are higher this year than they have been in the past.
The IOUG-A Sponsorship might be difficult to get this year. Stan will take on the responsibility of applying for and following through on the Sponsorship.
The registrations to date are:
132 registrations @210
14 registrations @285
5 registrations @105
1 registration @142.5
74 registrations @0
For a total of 226 registrations. Cash collected to date is $16, 882.50. PO’s to date are $10,245.00 Outstanding Checks to date are $5250.00.
There are currently 2 sponsorships sold. The reception sponsorship is exclusive to XIOtech Corporation. Quest Software is sponsoring the Conference Bags. The sponsorships are negotiable and we can provide half sponsorships. Sponsorships available include; Name Badge Holders, Participant T-Shirts, Water Bottles, Conference Notepad, Beverage Service, Conference Proceedings – Print Version, Company Profile or Ad in the Conference Proceedings CD, Conference Pen, Name Badge Inserts, and Conference Breaks.
On the conference bags and T-shirts, YCC is looking for a new vendor because they feel the prices are high for the quality provided.
For the Board Shirts, it was decided to use a local company so we can order 1 or 2 shirts as needed.
100% of the Vendor Tracks are sold. Elizabeth suggested that we increase the price next year. Sponsorship and Vendor money is looking good. Right now, we are at 14% of registration; however the majority of registrations come the last few days before the early registration cut-off date. Early registration ends January 28th.
All e-mails for Training Days will come through YCC for marketing purposes. The next e-mail will include IOUG-A members in a one-time only use agreement. The third postcard for Training Days will be mailed on Feb. 5th.
The paper deadline was January 15th. Nineteen speakers and 23 presentations have not been turned in. Presentation slides are due Feb. 24th.
One $50 Softpro Gift Certificate will be given to each speaker. The Gift Certificates cost us $35 each.
Elizabeth would like to have a new speaker preparation meeting on March 4th. She will coordinate an appropriate time.
Denise Gardiner with Pine Creek High School in Colorado Springs would like to bring 17 Highschool Students to Training Days. They are looking for sponsorship and will be charged the member Early Registration amount.
B. Report by Ron Bich
Ron Bich reported that he hopes everyone had a chance to go over the Mincom IS Contract. The initial cost of the Hardware is $8,884.00. The Initial Cost of the Oracle Software is $1900.50 with a yearly maintenance of $418. The initial cost for the Imail Server Software with Anti-Virus protection for 250 users is $1397.00 with a yearly maintenance fee of $598. The total 3 year cost will be $14213.50.
Jenny McGurk suggested that we purchase the equipment outright from our existing funds rather than using Mincom’s available financing.
C. Report by Diane Ambrose and Stan Yellott
Diane Ambrose and Stan Yellott reported that the meeting attendance at General Meetings has been going down. They felt it is important to find out why it is declining. Membership has been staying steady for the last few months. YCC non-member registrations should be coming in. March 18, 2002 was the date when all memberships began to be good for one full year. The membership brochure needs to be updated and RMOUG needs to concentrate on marketing.
The New Mexico Oracle Users Group has contacted us and we will be sending them some newsletters. Other users groups we need to approach are the Utah Oracle Users Group and the Tri-State Oracle Users Group.
Stan Yellott also reported that he has received an IOUG-A Marketing Packet, a Banner Ad for their group, and a Power Point Slide presentation. RMOUG would like to trade Banner Ads for Training Days.
Stan also reported that the Board needs to be looking for new Board Members. Next year Elizabeth Boss would like to mentor someone to take over for Training Days 2005.
D. Report by Jenny McGurk.
Jenny McGurk reported that it has been difficult to get approval for prompt payment of invoices. YCC has a penalty for late payments. The Board agreed that for invoices like YCC and the Denver Convention Center in which there is a contractual agreement there is no need for a 2nd approval as long as the payment is pursuant to the contract and Elizabeth Boss approves them. All other invoices will continue to be faxed to the RMOUG number.
Currently there is $33, 800 in checking with $14,700 in outstanding payables. This gives us a balance of $19,700. There is 1800 in deposits from December for a balance of $20,900.
E. Report by Tim Gorman and Gary Dodge
Tim Gorman reported that he and Gary Dodge have several ideas to benefit both RMOUG and Oracle. They would like to have flyers at the Ed Center at Oracle. Other places to put flyers include:
Oracle Education Center
Colorado Technical University
Oracle Sales Engineers
Metro State College of Denver
University of Denver
University of Northern Colorado
In addition, RMOUG Business cards would be nice to have. They do not need names or titles, just the phone number and website plus a few bullets. Heidi will call EPS Digital and get a quote for how much they would cost.
Due to a big Re-organization and Oracle, Gary feels that it is going to be tough to get Sponsorship commitments. RMOUG has received all the 2002 Training Days Sponsorship money from Oracle ($2000 check #1523629 on Oct 15, 2002, $1000 Check #1492286 and $1000 Check #1492924 both on January 24, 2002).
RMOUG would like to make better contact with Oracle. Possibilities include having open discussions with a Lunch and Learn. Board members will meet with some people from Oracle to discuss the possibilities of Mini-seminars. The meeting will be scheduled for Feb. 4th.
III. ADOPTION OF DOCUMENTS/PLANS.
A. The motion to approve the Information Systems contract with Mincom with additional hardware being purchased from RMOUG’s existing funds was adopted by a majority vote of the Directors.
B. The motion to pay Stan Yellott for the Meeting One expenses and also the RMOUG equipment has been adopted by a majority vote of the Directors.
IV. NEXT MEETING. The next meeting of the Board of Directors will be held on February 18, 2003, at 4:30, at Mincom.
There being no further business, the meeting was duly adjourned.