RMOUG Minutes 4-21-2005
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 April 21, 2005 at 4:50 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 Bill Schwartzkopf.
Bill Schwartzkopf reported that it is time to submit applications for the IOUG Awards for Newsletter and WebSite. Ron Bich reported that he already submitted the web site.
B. Report by Allison Leech.
Allison Leech reported that she sent off scholarship queries via e-mail to Regis University, University of Northern Colorado, University College/University of Denver, Colorado State University-Pueblo, Metropolitan State College of Denver, and Pine Creek High School. So far she has received two responses; one from Jay Lightfoot with UNC, and one from Metro. RMOUG has also received an email about scholarships for RMOUG member’s children. Currently, it is the University’s responsibility to create requirements and chose a candidate to fill those. It was decided that the Board would further review the process. To be considered, the candidate would need to send a statement of intent and a brief bio. RMOUG also talked about the need for SSN numbers and reporting on 1099s. It was decided to ask the bookkeeper for further information.
Allison further reported that the May 20th RMOUG General Meeting will be held at the Science Auditorium in the Science Building on the Lowell Campus. Kent Graziano will be doing a single presentation that stops for lunch. He needs a phone line to access Denver Public School’s data center. It was decided that the Board should do a site visit so we know what is needed for set-up and also find out about parking. Allison would like the agenda to go out via e-mail on each Wednesday starting April 27th.
C. Report by Peggy King.
Peggy King reported that the YCC income for Training Days 2005 is $232,313.50. Their registration shows $710 overage right now. Peggy compared YCC’s and her financial information and where they are off, and then Heidi’s numbers and where those differ. Peggy feels that the profit of $1655.42 is close to finalized. When Heidi fixes the coding for some checks, then we should be close to matching. She will then see if YCC wants to match our books. Next year, we will attempt to keep the categories coded the same so it will be easier to match. All in all, we were able to match much better than last year.
The Speaker Evaluations are going out today or tomorrow. On May 17th at 3:00 p.m. Peggy and YCC will hold a Conference Call to re-cap Training Days 2005. Any Board Member who would like can call in.
The re-cap Meeting will be held May 12th at 4:30 p.m. at Peggy’s house. Board Members and committee members are welcome to attend. Peggy would like to finalize and formalize the sponsorship process. She would also like to put together a formal plan on timelines and how RMOUG wants them handled.
D. Report by Chip Briggs.
Chip Briggs reported that RMOUG is currently over where we were from last year. There are about $10,000 in memberships that will be deposited for April. We are also expecting another large membership deposit in May. We should have a better feel for membership income at the May 20th Meeting, but Heidi is worried that it is still going down. Upcoming expenses include the Quarterly Meeting, Scholarships, and a possible Newsletter. There is not a possibility of having two newsletters out before the Fiscal Year End, so our expenses are down.
Heidi will send the updated QuickBooks file to Chip once the TD 2005 expenses have been re-coded and the April deposit made.
E. Report by Ron Bich.
Ron Bich reported that the RMOUG IS system has a Current Status of
a. public web site maintained by volunteer group.
b. Linux OS and system software maintained by Linux volunteers
c. Problem tracking software available
Database server- idle
The Future IS Plans for 2005/2005 include:
a. start building members only web site
b. install tomcat for using jsp
c. setup a volunteer online sign-up list
a. install Oracle and implement current membership system
b. perform security auditing and update as necessary
c. determine scope of Oracle usage
The Board talked about other IS needs and possible purchases, and possibly upgrading Linux to 3.0 and Red Hat.
F. Report by Tim Gorman
Tim Gorman reported that he met with RMOUG’s Advisory Council. It is a not so-hidden goal to bring back old RMOUG Board Members. It is also a forward facing movement as a resource for the current Board of Directors to ask questions. Tim met with them a few weeks ago to talk about the elections. He would like to set them up with e-mails. RMOUG would like to rely on them heavily for expertise, but lightly on their time.
Tim has a meeting set up with the bookkeeper to go over the 501(c)3 finalization and application. He could not make the meeting and rescheduled for tomorrow, April 22, at 4:30. Heidi will double-check the time and let Chip and Tim know.
Tim also reported that we do not have 12 candidates for Board Elections yet. If that is the case, we will announce them during the General Business section of the May 20th meeting, then vote them in without holding a formal ballot election.
A. The following motion to approve the awarding of $3500 in Scholarships in the amount of $500 per person as designated by RMOUG’s Board upon responses received was approved by a majority vote of the Board of Directors.
IV. NEXT MEETING. The next meeting of the Board of Directors will be held on May 20, 2005 at 8:00 a.m. at the RMOUG General Meeting held at Regis University.
There being no further business, the meeting was duly adjourned.