RMOUG Minutes 3-4-2004
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 4, 2004 4:36 p.m. at Englewood, Colorado.
I. QUORUM. A quorum was declared present based on the presence 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).
A. Report by Tim Gorman.
Tim Gorman reported that he has a stack of NDA’s ready to sign and send to Heidi for the records. Ron has been working on the website and we hope to get back the secure server functionality soon. There is a meeting with the new bookkeeper scheduled for 4:00 p.m. on March 5th. Any Board Member who would like is invited to attend. Eminiance Management Services is located at 6655 West Jewell Avenue, Suite 203, Lakewood, CO 80232.
For elections, anyone interested in running for the Board of Directors for the RMOUG fiscal year June 1, 2004 through May 31, 2005 needs to send Tim an e-mail with a bio and campaign statement. This includes current Board Members.
Other items for discussion was RMOUG purchasing an anti-virus subscription. Currently, Heidi is running McAfee. We will look into others. Also, Dan Fink needs technical, DBA, and Developer articles for the Newsletter.
B. Report Wayne McGurk.
Wayne McGurk reported that the next General Meeting is scheduled to May 21st. Since it is election time and we need to make a change to the by-laws, we need a facility that seats at least 150. Possibilities include: Sun Microsystems, Holiday Inn at Belleview and Quebec, the Oracle Building, and the Cable Center. The Oracle Building might not be large enough to hold 150. Rick and Wayne will contact each other about the Cable Center.
Wayne would like to get out the call for presentations before March 12th. The format will be five presentations, two in the morning, a Lunch and Learn session, and two in the afternoon. Wayne would like Board Members to be available for backup presentations. The topics for the meeting will be decided upon after we receive the kinds of presentations submitted. Wayne also said that the boxed lunches went over very well in November. There is a possibility that Leslie with Oracle will buy them for the May meeting.
C. Report by Ron Bich.
Ron Bich reported that the RMOUG Announcement asking for volunteers has worked very well. He has four volunteers set up and another two who are interested in helping. He needs to set up a team lead for the Unix Administration. Oonce Ron gets the volunteer support group stable, then RMOUG can start looking at the project requests and experimental environments.
The Training Days 2004 presentations were posted on line after Training Days.
Right now RMOUG has a standard edition Oracle license, which means that it cannot be connected to the Internet. We have a two year license of allowing up to four people to be connected. Hopefully the new 10g license will go down in price so that we will be able to get the database on-line.
Ron thinks that the web environment is getting close to being ready for each Board Member to maintain their own web page content and/or processing.
Ron is waiting for the Unix group to get set up so we can have an independent security audit of the website. Once the outside audit is done then we will work on getting the on-line secure web forms back up.
D. Report by Chip Briggs
Chip Briggs reported there is going to be a meeting with the new bookkeeper. At the meeting we will go over what information he needs along with the types of financial reports RMOUG can expect to get. The Board is interested in the last monthly summary, categories, and expenses. On a summary level we want to know where the money went for Training Days.
Right now there are four Board Members who can sign checks. With the new voucher checks there is room for two signatures, which makes RMOUG more in compliance with the By-Laws. Chip wants to make sure the documentation about approvals are written on the voucher part of the checks.
E. Report by Peggy King
Peggy King reported that there were 314 evaluations turned in for Training Days 2004.
39% above average
1% below average
14% no response
Peggy also reported that YCC has gone through three bookkeepers in the last few months. Therefore, we’ve had to really work hard to find out where we are. RMOUG needs to go through the YCC documentation very carefully to make sure things are accurate. From YCC we need timely/accurate reports, accurate reconciliation, and supporting documentation. RMOUG needs to insist upon better controls of the checks and balances.
YCC also needs to invoice the sponsors. Tim will get them Sagelogix and SoftPro information. Rick will get them the Oracle information.
Peggy feels that Training Days ’04 should end up within $5,000 of a $38,000 revenue. There were 884 registered attendees, of which 101 were comps. Therefore, 783 were paid. Our target was 600 attendees, so we did very well. There were more standard and late registrations this year than in previous years. Most of the expenses are in. The management and credit card fees might change slightly.
Peggy will work up a pie chart for members that includes: Facilities, Food, Proceedings/handouts, management fees, and overhead. The recap will go in the Vol. 43 Newsletter that comes out in August/September.
There are 16 more presentations that need to go on the web. Peggy will give the presenters a two week deadline. After that she will not keep bothering them further. Thank You notes have been sent to the speakers.
Since we have a surplus Peggy would like to do more advertising with IOUG-A Select, ODTUG, and Oracle Magazine for Training Days 2005. She will check into pricing and ad deadlines.
We will keep the Ram logo for Training Days 2005. Peggy would like to wrap everything up for Training Days 2004 by mid-April. Then the first planning meeting for Training Days 2005 will be held May 20th.
Peggy and Tim will be flying out to meet with YCC in April. Please let them know of any additional issues that Board feels needs to be addressed. The next contract with YCC needs to specify that YCC has 90 days to report finances or RMOUG will have the right to request an independent audit.
III. ADOPTION OF DOCUMENTS/PLANS.
A. The motion to mail a postcard instead of a full flyer to the membership about elections, the May 21st General Meeting, and By-Law changes was adopted by a majority vote of the Directors. Details will be posted on the RMOUG website.
B. The motion to request an Audit if YCC does not have their finances accountable for Training Days 2004 by May 1, 2004 was adopted by a majority vote of the Directors.
IV. NEXT MEETING. The next meeting of the Board of Directors will be held on April 7, 2004, at 4:30, at a place to be determined.
There being no further business, the meeting was duly adjourned.