RMOUG Minutes 4-8-2004
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 April 8, 2004 4:40 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 Peggy King.
Peggy King reported she and Tim Gorman have visited with YCC to go over finances for Training Days 2004. YCC is working on re-entering all the information. The summary report to date is the overall projection in within the ballpark of what Peggy had projected. Peggy identified double-billings which turned out to be double postings. The $10,000 deposit turned out to be a mis-posting. Peggy and Tim felt YCC is moving in the right direction to clear up the books. Now there are not any large discrepancies. YCC’s goal is to close out Training Days 2004 by April 20, 2004. They want to finish everything before they send us the corrected information. This is well in line with the May 1st deadline that RMOUG’s Board has decided upon. There has been $194,000 deposited to date. There are still additional deposits coming in. To date, the overview summary estimates a $25,000 – $30,000 profit.
The Board wanted to know if YCC has documented a procedure to follow so if there is another staff turnover we will not run into this problem again. For the contract next year, Peggy would like to streamline the reporting and reviewing. She will be outlining better checks and balances. YCC will be going electronic with all sources, so we need to think about a system to name the documents.
For Training Days 2005, Peggy talked about the new speaker selection process. RMOUG does not require speakers to write papers. Next year, the papers/presentations will either make the deadline or they don’t. The Track Coordinators can ask about the papers and presentations, but RMOUG is not requiring them. Peggy would like to do an informal survey of the speakers to see if we are on the right track for what fits them best. The survey will be less than three questions and will come from the Board. Next year we will have two types of volunteers at Training Days, Room Monitors and Registration. The Track Coordinators will be part of the TD 05 Committee.
John Jeunette has developed a new web-based abstract and selection process that streamlines the excel spreadsheets. The TD 05 planning committee will meet at the end of May and John will demo it. It will save a lot of time. The Training Days 2005 Kickoff Meeting will be held June 3rd at 4:30 at SageLogix.
Peggy would also like to expand our registration. She suggested having a merchant account with real-time reporting.
The standards template for softcopy of the proceedings is not needed, but it is for the bound proceedings. We will probably eliminate the bound proceedings, but will have a master available at the conference is someone wants to pay the fee for Sir Speedy to copy it on an order by order basis and only through RMOUG.
Next year, students will receive a 50% discount to Training Days.
B. Report Tim Gorman.
Tim Gorman reported that he received a message from CSU-Pueblo asking about scholarships. The Board had decided to triage the scholarships to concentrate on our core activities of Training Days, Newsletter, and General Meetings. Since there is an interest shown, the Board felt it would be a good idea to still offer it. A discussion ensued about the best way to award the scholarship. They decided to offer it upon request this year.
Tim will look into how the school’s financial institutions are set up. Then RMOUG will decide upon a time frame for future years.
The faculty will be in charge of recommending three scholarship recipients. A total of five scholarships will be awarded. Next year we will award at least one per college depending upon the degree of participation from the colleges. If the college does not reply, we can offer the scholarships to ones who do. In that case there can be more than one per University.
C. Report by Wayne McGurk.
Wayne McGurk reported that the next General Meeting is scheduled to May 21st and will be held at the Oracle Building. He is going to ask Leslie Ponzini of Oracle to sponsor lunch for the Lunch and Learn, or to at least sponsor breakfast. To date, Wayne has an abstract from Dan Young on DataGuard, a couple of presentations from Wiley Techology on Java, and Ron Bich will do a joint presentation on the RMOUG IS system. Wayne would like to send out a reminder Call for Presentations. The deadline for abstracts is April 23rd. The selection committee will meet off-site at an eatery to decide by April 30th. Presentations are due May 14th. We need A/V for the Oracle Building. Wayne will see if Gary can test to see if Oracle has their A/V fixed.
D. Report by Ron Bich
Ron Bich reported that George Loewenthal is now the Unix Team Lead. He is working on system security. The Audit Report showed 45 vulnerabilities. There are a lot of upgrading with Apache and SSL. George is working with Mincom to upgrade. Currently three of the problem areas are fixed and an additional ten are close to being fixed. George is hoping to get everything resolved in the next month.
Michael Fons is leading the maintenance and writing documentations for the web site. For the nominations page, Tim will be in charge of content and layout.
III. ADOPTION OF DOCUMENTS/PLANS.
A. The motion to revive the scholarship program upon request in the amount of $500 per scholarship was adopted by a majority vote of the Directors. There will be up to, but not to exceed, five scholarships per year.
B. The motion to have George Loewenthal as a Board Member at Large for the remainder of the 2003-2004 Fiscal Year was adopted by a majority vote of the Directors.
IV. NEXT MEETING. The next meeting of the Board of Directors will be held on May 21 at 7:00 a.m. at the Oracle Building.
There being no further business, the meeting was duly adjourned.