RMOUG Minutes 12-20-2001
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 December 20, 2001 at 6:09 p.m. at via conference call, Colorado.
I. QUORUM. A quorum was declared present based on the presence via conference call of the following Directors:
Also in attendance:
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).
The Board decided that the budget assessment for Training Days based on 30 vendor booths and 850 attendees was a pretty good number. TD 2002 is close to making budget for vendor booths and ahead of pace from TD 2001 at this time for paid attendees.
The Board is hoping the trend of having most people register before the late registration stays true this year. Two years ago we had about 300 people register the last week and on the first day of Training Days. Last year we had more early and regular registrations because the late registration fee went up so much. This year we have about 80 registrations on-line. Heidi has also been getting more calls than usual in December about membership. The Board feels that more people will be willing to do training close to home rather than fly somewhere after the Sept. 11, 2001 terrorist attacks. YCC also felt that Training Days might be a good opportunity for unemployed people to network.
So far this year, a lot more Vendor Booths have been signed up, but not paid for. Elizabeth will find out why the booths have not been paid yet. It is possible that YCC doesn’t consider Purchase Orders as receiving payment until the checks come in.
IOUG-A has approved a $2000 grant for Training Days. Gary Dodge also feels that the $5000 from Oracle for sponsorships is an accurate amount. He has not said whether or not Oracle would like to spend the money on Training or on the reception.
Tim Gorman raised the issue of whether or not we need to make a profit off of Training Days for 2002. With the current budget, TD should make a $2,000 profit over break-even. While there aren’t many other avenues to increase revenues for the remaining of the year, there are places that we can reduce costs. Meeting costs can be reduced by borrowing projectors and not giving handouts. Other areas to cut expenditures at meetings are through the mailings. Postage is around $450, flyer copies are around $250, and Heidi’s time is around $300. There is the potential to save about $1000 in meeting costs.
Eliminating the bound Proceedings will save $10,000. However, the Agenda Flyer mentions Conference Proceedings – bound and on CD-ROM, as one of the registration benefits. The bound Proceedings are valuable to a significant percentage of attendees, especially during the conference. The trend has been to eliminate paper. Passwords and Web Space was talked about. Debra Addeo said that the current web site could give one password for Training Days, but could not give out individual ones. Right now we do not have enough space to put the proceedings on the web.
Cutting back on food by giving out boxed lunches the 2nd day was discussed. It would possibly save $4.00 per person. Food will change the price a little, but not a whole lot. YCC’s charge is also per attendant.
Advertising for Training Days was also discussed. We need to put more e-mails out on the RMOUG list server as well as send out e-mails to other User Groups. YCC has sent out e-mails to major Oracle User Groups.
Because a decision on the Bound Proceedings needs to be made now, the Board decided to look at other areas to cut expenses, like the CD-ROM Proceedings and doing a box lunch on the last day. Elizabeth will find out when the CD deadline will be.
The Board agreed to not cut the Bound Proceedings. They will make a decision on the CDs and food at a later date.
III. NEXT MEETING. The next meeting of the Board of Directors will be held on January 08, 2002, at 4:30 p.m., at Mincom
There being no further business, the meeting was duly adjourned.