RMOUG Minutes 3-25-2003
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 March 25, 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 Stanley Yellott
Stanley Yellott reported that the newsletter is not going to get out in a timely fashion for the annual RMOUG Board of Directors Call for Candidates. Stan will give Heidi the information to get a mailing done. Stamps on a postcard are only $.23 instead of $.37, and we can get four postcards from one sheet of cardstock. Those interested in running for the Board of Directors must submit a short campaign statement and biographical sketch to Stanley Yellott by April 15, 2003.
Stan also reviewed the Board policy about not letting any membership information, including a list of companies who have corporate memberships, out. The Board agreed with this policy.
Stan has sent University Scholarships letters out to five schools: Metro State College, Regis University, University of Northern Colorado, University of Denver, and University of Southern Colorado. He has heard back from Metro and the University of Southern Colorado. If the other three universities do not respond, then Stan has the discretion to give the other awards to the ones who have responded, and possibly even to a graduating Pine Creek student who is going to college. Denise Gardiner has submitted an article about Training Days for the Pine Creek students.
For the outreach programs, the Northern RMOUG group would like to hold another meeting. USC in Pueblo also expressed interest in starting up a Southern RMOUG chapter.
B. Report by Jenny McGurk
Jenny McGurk reported that there is approximately $63,000 in checking and $84,000 in savings after purchasing the web server equipment. There are still $30,000 in outstanding bills for Training Days. Elizabeth Boss said that there should be about $37,000 due for Training Days bills. Jenny also wanted to know if the non-member rate to Training Days included a free membership, or if $75 of the rate goes towards membership. The $75 goes towards membership. Everyone paid the same rate for Training Days. Those who paid a non-member rate received a membership, or Heidi credited the payment for their current membership.
Heidi sent out 101 invoices for membership renewals due at the end of April. The May invoices will be more complicated because it will include all the memberships who joined last year between Jan 1 and March 18, and then all the memberships that were paid in May.
Jenny would like to start projecting the budget for next year. Any Board Members who have projected expenses need to let her know about them before the April 8th Board Meeting.
C. Report by Ron Bich
Ron Bich reported that the SSL certificate is coming up for renewal, and due to the increased volume on the server for membership, he felt it would be better for buy a new SSL certificate for the new server.
For the new server status, the web server file systems have been created. They are working on getting Apache going and will have an FTP for Chip and Ron soon. The e-mails are being created and the Board should be seeing information on how to set them up soon. There will be three Administrator Accounts: MailAdmin@rmoug.org–Full Administration Heidi can do the passwords;
ListAdmin@rmoug.org– List Administration;
email@example.com –List Adminisntration (external requests) and the public will be able to subscribe.
So far, Stan would like to set up the following Individual Accounts
Admin@rmoug.org Administrative Assistant
VicePresident@rmoug.org Vice President
MembershipDir@rmoug.org Director of Membership
EducationDir@rmoug.org Director of Education
ProgramsDir@rmoug.org Director of Programs
TrainingDaysDir@rmoug.org Director of Training Days
NewsletterDir@rmoug.org Director of Newsletter
ISDir@rmoug.org Director of IS
VendorsDir@rmoug.org Director of Vendor Relations
SIGSDir@rmoug.org Director of Special Interest Groups
OracleRep@rmoug.org Oracle Liaison
The following List servers will be available:
Announce@rmoug.org General Announcements, Restricted(1)
BoardOfDirectors@rmoug.org Board of Directors, Open/anyone post
Board@rmoug.org Board of Directors Restricted
Misc@rmoug.org Miscellaneous List server Open to everyone
Techies@rmoug.org Technical Open to everyone
Right now Stan is trying to discover how to make the list servers strip off the attachments. Mincom does have virus checking and a mail sweeper. The on-screen maintenance is not very friendly. Stan would like to flag the messages for reply to the list on the Techies, and to sender-only on the misc.
Ron would like to remind everyone to send any changes to the web site to both him and Chip because he will be working in Idaho Falls, Idaho and he’s not sure how long it will take to get his e-mail services going again.
D. Report by Allison Leech
Allison Leech reported that the next General Meeting is scheduled for the Friday before Memorial Day. Since people plan vacations for that weekend, the Board considered moving it to May 16th or May 30th, or keep the meeting on May 25th, only make it shorter. The meeting has to be in may because that is the meeting where the Board of Directors is voted on. It was decided to hold the meeting on May 30th. All bills need to be paid up front so they stay within this fiscal year.
Topics for this meeting were discussed, and the Board felt that having a Developer agenda would be beneficial. It was decided that the meeting format would be decided after finding hot how many abstracts are available. Tim is working on getting the abstracts. The General Business portion needs to be a few minutes for the Board of Director Elections. If we do two sessions at one, it might not be cost effective is we go to a hotel. Jenny would like to find a free facility, either Oracle or Coors. Abstracts will be due April 11th with the selection process on April 18th. Heidi would like to have all the information by April 25th so she can get the Agenda together. She would like to send e-mails notifications to everyone, with snail mail being sent to members whose e-mails are not in the database.
E. Report by Gary Dodge
Gary Dodge reported that he was really late in getting Oracle sponsorship for Training Days 2003. He would like to get proposals to Oracle before April 1st for Training Days 2004 corporate sponsorships.
III. NEXT MEETING. The next meeting of the Board of Directors will be held on April 8, 2003 at 4:30 at SageLogix.
There being no further business, the meeting was duly adjourned.