RMOUG Minutes 4-9-2002

 MINUTES OF THE

BOARD OF DIRECTORS MEETING

OF

ROCKY MOUNTAIN ORACLE USERS GROUP

 

A regular meeting of the Board of Directors of the above corporation was held on April 09, 2002 at 4:10 p.m. at Englewood, Colorado.

 

I.  QUORUM.  A quorum was declared present based on the presence of the following Directors:

 

Stanley Yellott

Jenny McGurk

Rich Baca

Debra Addeo

Rick Hata

Tim Gorman

 

Via conference call:

Elizabeth Boss

Bill Schwartzkopf

Allison Leech

 

Also in attendance:

Ron Bich

Heidi Kuhn

 

 

 

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).

 

II. REPORTS.

 

A.  Report by Rich Baca.

Rich Baca reported that the Board Position Task Force met and came up with new Board Positions and their responsibilities:

 

President:  In charge of User Group’s external management/communications/and promotions including Universities, IOUG-A, and other Public Relations.

Vice President:  In charge of Volunteer Management, Board Management, and RMOUG Awards.

Secretary:  In charge of Minutes, and Board List Server Moderation and Historian.

Treasurer:  In charge of Administration Management, Budget, and Accounting.

Director of Membership:  In charge of Recruiting and Retaining members.

Education Director:  In charge of technical content for newsletters, quarterly meeting, TD, and website.

Program Director:  In charge of Quarterly Programs

Newsletter Director:  In charge of Newsletter

Vendor Relations Director:  Single Point of Contact for Marketing, Advertising, and Sponsorship

Director of Information Services:  In charge of Web Site Management

Director of Training Days:  In charge of Training Days

Director of Special Interest Groups:  Define charter and figure out what is going to be involved.

Oracle Liaison:  Non-voting Board Member

Members at Large:  Non-voting Board Member

Past President:  Non-voting Board Member as an advisory capacity only for one year and only necessary if the President steps down from the Board of Directors.

 

All position titles other than the four required by the By-Laws are now Directors.  The next step is to have a preliminary position description written for the May Board Meeting.

 

B.  Report by Stan Yellott.

Stan Yellott reported that he has bios from Tim, Jenny, and himself.  Others who have shown an interest in running include Ron Bich, Rick Hata, Rich Baca, Elizabeth Boss, and Allison Leech.  Debra said that she would run again if there are not enough people to fill all twelve positions.  Stan has to have the bios by April 15th.  The election mailing has to go out soon.

 

Stan also reported that the invoices are getting ready to hit the mail on April 15, 2002 with the current rate and the increased rate starting May 16, 2002 on them.  He also has 100 Newsletters to take to IOUG-A Live the week of April 15th.

 

 

C.  Report by Rick Hata.

Rick Hata reported that there were a lot of snafus in the last issue of the newsletter, the three most important ones being the wrong ad on the inside back cover, the date for IOUG-A wrong on the front cover, and the newsletter came out late for the IOUG-A advertisement.  It was suggested that a deadline be put into place for critical ads so there is a specific date to work around.  Rick will also send Heidi copies of the contracts so she can get the advertising bills out.  As for not charging IOUG-A for the ad, it was decided to defer a decision on that until we find out what happened to the money from the Nov. 2001 meeting grant.

 

D.  Report by Tim Gorman.

Tim Gorman reported that he received a varied set of subjects for the next meeting’s agenda.  It was decided to move one of the top four topics to the August General Meeting.  Tim is also going to talk to SoftPro to see if they are still interested in having a bookstore at the May 17th meeting even if the location would be in the back room by the pool area.  The meeting mailing should go out with the election as soon as possible after the bios are prepared.

 

A discussion ensued about no longer providing handouts for the meetings.  It was talked about making the handouts available on the web a week before the meeting.  Right now, the website could handle having one password that could be sent with the mailings and with the meeting registration replies that Heidi sends out.  Due to the complicated nature, it was decided to hold off on making a decision about handouts to the next BOD meeting.

 

Tim is still waiting to hear from AITP about holding the November meeting at the Tivoli.  He is looking into having the August meeting at DU’s Sturm Hall at Evans and University.

 

For the C&TS show on May 2nd, RMOUG will have a panel from 10:30 until 12:30.  Stan, Tim, Rich, Bill, Rick, and Allison all said they will plan on being there if at all possible.

 

E.  Report by Debra Addeo.

Debra Addeo reported she needs to know where we stand before deciding upon buying a server or deciding upon a new hosting service.  Right now we are juggling space for the web site, but we are okay.  It was decided to form a task group to do a requirement analysis for web hosting and services.  Once an RFP is in place we can send out requirements to the list servers and others.

 

F.  Report by Jenny McGurk.

Jenny McGurk reported that there is about $36,000 left in checking until the Membership money starts to come in.  She has also been approached about credit card service charges.  The Board decided to defer pursuing the credit card reduction until we get a better handle on what type of credit card charges we are paying.  Jenny has been trying to contact Barb Nadorff about the possibility of doing Quarterly downloads.  It was decided to talk to the auditors and see if they have a better solution to handling our needs.  We need to get a bookkeeper that does the tracking and then decide upon the software to do it in.

 

Jenny also handed out a budget that is tailored to the different Board Positions and their responsibilities.  Advertising and Sponsorships will probably remain the same.  The Board talked about adding $3000 to the budget for a server and hosting for the second quarter.

 

 

III.  ADOPTION OF DOCUMENTS/PLANS.

 

A.  The motion to remove Training Days presentations off the website before the Golf Tournament information is posted was adopted by a majority vote of the Directors.

 

IV.  NEXT MEETING.  The next meeting of the Board of Directors will be held on Thursday, May 9, 2002, at 4:30 p.m., at Mincom in Englewood, CO

 

There being no further business, the meeting was duly adjourned.

 

 

 

_______________________________________

Rich Baca

Secretary