RMOUG Minutes 1-8-2002
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 08, 2002 at 4:30 p.m. at Parker, Colorado.
I. QUORUM. A quorum was declared present based on the presence of the following Directors:
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 yesterday, January 7, 2002, was the deadline for the pre-registration rate for Training Days 2002. There were 535 paid registrations and YCC is still running credit cards. Of those, there are 348 member, 44 non-members, and 144 Purchase Orders which are not specified as members or non-members until payment is received. The Board would like information on how many are new to Training Days and how many are returns from last year. The concern is that the budget is for 850 participants, but it was counting on only 200 pre-registrations. With the high number of pre-registrations, we might end up short if there are not more regular and late registrations. Stan made a special note that the numbers are looking good so far.
Elizabeth is happy to report that the final food decisions do not need to be made until five days before Training Days. This will give us some time to decide whether or not to cut out the Continental Breakfasts or offering Boxed Lunches on the second day. After the five day cutoff there is a 25% charge for changes.
Currently there are 31 booths sold, plus one booth for SoftPro. Each booth is normally $800, and SoftPro is getting a space large enough for 2, so it is worth $1600. Elizabeth will see if the owner of SoftPro would be willing to give us the Gift Certificates for free. If not, she will see what kind of deal he is willing to offer us.
For the $4000 sponsorship money from Oracle, Gary Dodge said that the managers offering pledges did not appear to have any problem spending the money on the reception. It was decided to publish in the program that Oracle is sponsoring the reception. At the moment there are no free alcoholic drinks, but a cash bar will be available.
For Training Days 2004, RMOUG would like to start getting dates ready. The Convention Center cannot sign a contract until 18 months prior to the event, but they can put us on a schedule. The Convention Center will send the information to YCC.
B. Report by Jenny McGurk.
Jenny McGurk reported that she has not yet transferred the $10,000 from the money market account to checking. She has been calling before writing checks to make sure there is enough in the checking account to cover them. She will hold off transferring the money as long as possible.
Jenny did not get the Bookkeeper’s report until today because it took a while to track down, therefore, she hasn’t had a chance to go over the report in detail. There is a net loss of $20,000 for the first six months of the fiscal year. This is due to higher expenses and Training Days 2002 expenses being paid earlier this year. The Board felt that we might need to look at the contract with the bookkeeper to make sure the treasurer gets the report a week before the meeting.
We are still trying to work out the bugs in the new bill payment process. It was decided that all vendors will fax a copy to the RMOUG Fax Number (801) 697-4388. The originals will go to the PO Box and Heidi will forward them to the Treasurer. Jenny will look into setting up the RMOUG Phone number to be paid directly from the checking account.
C. Report by Allison Leech.
Allison Leech reported that the AITP challenge will be held next Tuesday, January 15th, at Dave and Busters for their 50th Anniversary. Teams will have competitions in the game room. This is a chance to network and have fun. For sponsoring door prizes, AITP will allow RMOUG to set out literature on a table and also will allow someone from RMOUG a few moments to speak. Different types of door prizes were discussed. Registration for the event is due Friday, February 4th. Allison will register herself and Stan. Heidi will get Newsletters, Brochures, and Training Days information ready to hand out.
D. Report by Tim Gorman.
Tim Gorman reported that Fabian Pascal has very good credentials. It might be good to have him at a special event not tied to Training Days or a General Meeting. The Board should look at his reviews and thinking about sponsoring something like “Dinner with Fabian” type event.
The next meeting is in May. Tim Gorman is going to contact AITP and find out whether the meeting time might be a conflict with finals or graduation. The fallback meeting space could be Coors.
E. Report by Stan Yellott.
Stan Yellott reported that talked about the requirements for e-mail voting. He also talked about the RMOUG list server going from $100 a year to $40 a month. The Board needs to research alternatives. In the mean-time we will continue with FatCity on a month-to-month basis. Heidi will inquire about allowing attachments for the Board’s list server. This is probably a good time to resurrect the RFP for e-mails and also include the List Server as well. Sponsorships might be a good idea.
F. Report by Rich Baca.
Rich Baca reported that the turnout at the Golf Tournament last year was lower than expected. He felt that going to a nicer Golf Course would help attendance. At Deer Creek Golf Course, the price will only be $15 more if we move the tournament to a Thursday rather than a Friday. Rich feels that golfers will pay for the nicer course. The Board agreed that August is a better month than September for the Golf Tournament. Mark Molnar and Rich Baca will work out the logistics of who will take over the planning of the golf tournament.
Rich also reported that he will be ordering a plaque to recognize Doug Faughnan at Training Days. He will also do a plaque for Darren Hadley.
G. Report by Debra Addeo.
Debra Addeo reported that she would like to think about doing a web-site RFP. She is concerned that the web site is not on an RMOUG computer and that others share the computer with RMOUG and she doesn’t know what kind of access they have. The good thing about our current web-site is that it’s free. She will put together a task force to develop an RFP. The idea of linking with e-mail and list servers was discussed.
III. ADOPTION OF DOCUMENTS/PLANS.
A. The motion to sponsor two non-member registrations for Training Days 2002 for Sponsorships to the AITP Challenge adopted by a majority vote of the Directors.
B. The motion to hold e-mail motions needs a minimum of four
responses. To pass, a majority, or a minimum of three, needs to be
yes. The motion must include expiration date for the end of voting
period. The Board must follow proper parliamentary procedures,
consisting of a motion, followed by a second, followed by a request
for discussion. The motion must be directly distributed to all e-mail
addresses as posted on the RMOUG website for the Board of Directors.
Adopted by a majority vote of the Directors.
IV. NEXT MEETING. The next meeting of the Board of Directors will be held on February 05, 2002, at 4:30, at Dimension Data at 9110 E Nichols in Englewood
There being no further business, the meeting was duly adjourned.