RMOUG Minutes 6-19-2001

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 June 19, 2001 at 4:47 p.m. at Englewood, Colorado.

 

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

 

Stanley Yellott

Melinda Hackstaff

Bill Schwartzkopf

Elizabeth Boss

Debra Addeo

Rick Hata

Rich Baca

Tim Gorman

Allison Leech

Jenny McGurk

Mark Molnar

Michael Del Toro (via conference call)

 

Also in attendance:

Gary Dodge

Mike Morneau

Heidi Kuhn

Troy Pedrett

Jessica Rice

 

 

The following corporate actions were taken by appropriate motions duly made, seconded, and adopted by the unanimous vote of the Directors entitled to vote (unless a higher voting approval is stated).

 

II.  ELECTION OF OFFICERS.  The following Officers were elected:

 

Name:            Stanley Yellott

Office:            President

 

Name:                        Mark Molnar

Office:                        Vice-President

 

Name:                        Rich Baca

Office:                        Secretary

 

Name:                        Jenny McGurk

Office:                        Treasurer

 

Name:                        Tim Gorman

Office:                        Programs Chair

 

Name:                        Rick Hata

Office:                        Newsletter Chair

 

Name:                        Elizabeth Boss

Office:                        Training Days Chair

 

Name:                        Allison Leech

Office:                        University Liaison

 

Name:                        Debra Addeo

Office:                        Web Chair

 

Name:                        Dan Filkins

Office:                        Membership Chair

 

Name:                        Melinda Hackstaff

Office:                        Vendor Chair

 

Name:                        Bill Schwartzkopf

Office:                        User Group Liaison

 

III. REPORTS.

 

A.  Report by Michael Del Toro.

Michael Del Toro reported that the annual Golf Tournament will be held Friday, August  17th at the Applewood Golf Course.  He would like to get a list of vendors for sponsorship.  Right now he has four vendors and would like to limit it to ten.  Tim will re-send the vendor list and copy it to Bill Schwartzkopf.  Everything so far has been taken care of and paid for.  Michael does need more volunteers to help.  He would like the mailing to go out the 1st or 2nd week in July.  Tim Gorman is helping with Vendors.  The cost will be around $60 to $65 per person and will include a bucket of range balls, golf, golf cart, and BBQ.  Michael will pass on the International Oracle Users Group contact information to the new liaison.

 

B.  Report by Mike Morneau.

Mike Morneau reported that the Pikes Peak Oracle Users Group would like to become a southern chapter of RMOUG.  PPOUG feels that it is hard to have presenters for 5 or 6 people who attend their general meetings.  If associated with RMOUG they might get more interest and participation.  They do not want to loose their autonomy, however.  The RMOUG Board will consider the options and let PPOUG know.

 

C.  Report by Stanley Yellott.

Stanley Yellott reported that Doug Faughnan passed away early Monday morning.  Rich Baca will attend the funeral.  Heidi Kuhn will take a Honey Baked Ham or Turkey to the family on Saturday, June 23rd.  RMOUG will contribute $100 to the Bear Valley Church in Doug’s memory.  Rich Baca will head up a committee to determine a longer term tribute to all Doug has done for RMOUG.

 

Stan also discussed the Membership RFP.  The two main concerns are: 1) dealing with a local company versus a long distance company, and 2) costs: current membership fees are not enough to cover overall administration fees.  RMOUG has only raised their fees once, and that was from $35 to $50 at least seven years ago.

 

The Board discussed the Pros and Cons of Business Word and Your Conference Connection (YCC).  Business Word is local, but they have not done other user groups and the database would be converted to Quickfill.  The Board was concerned about the membership data going into Quickfill in case we need to get it back.  YCC is in North Carolina.  The pros for using YCC include:  familiarity, they do other users groups, they will provide an 800#, they do Training Days and know RMOUG well, and the database would be converted to Access.  Cons for YCC are that RMOUG might have too much invested in YCC and YCC has often had difficulty getting us timely reports.

 

The Board would like to negotiate a one year contract with YCC that include:  1) annual renewable contract based on performance, 2) dump of database on a regular basis, the extracted information needs to be in a good format, 3) checks and balances, 4) ability to question, and 5) allowing RMOUG to conduct an audit at will.  Mark Molnar will negotiate the contract with YCC and bring the contract back to the Board for final approval.

 

Invoices will go out June 20, 2001 for the current membership year.  The cover letter includes a paragraph on updates made on the invoice and sent with payment so there will be a good paper trail.

 

New Board members need to send their bios to Debra for the website.

 

D.  Report by Debra Addeo.

Debra Addeo reported that the Convention Center contract for Training Days 2002 is basically the same as last year’s with the exception of them not making a mistake with omitting a charge for the A-200 rooms.  The fee has gone from $13,000 to $16,000.  Debra will sign the Convention Center Contract and deliver it with the check on Friday.

 

The contract with YCC has three major changes.  The first is using a mailing house to do the mailings, which saves RMOUG a lot of money.  The second is allowing registration on the web using YCC’s secured server on their own web site so information can go directly into their database.  The third is incorporating accounting information penalties if YCC does not report information in a timely manner.  The Board would like to include an indemnity clause about the credit cards on the secured server.  Debra will also contact Barb Nadorff to see what accounting information she wants and how to work out an agreement on penalties.  Debra will work on the contract with Elizabeth Boss.

 

Gary Dodge has not received any word on the Oracle gifts because it was the end of the fiscal year.  With the new fiscal year underway he will get information soon.

 

IV.  ADOPTION OF DOCUMENTS/PLANS.

 

A.  The motion to accept YCC’s proposal for one year at the current rate or a negotiated better rate with a clause about timeliness and other certain deliverables was adopted by a majority vote of the Directors.  The Board will need to approve the final contract.

 

V.  MEETING ONE PRESENTATION.

 

Troy Pedrett and Jessica Rice presented a demonstration on how to use the Meeting One Internet – Enhanced teleconferencing services.

 

VI.  NEXT MEETING.  The next meeting of the Board of Directors will be held on July 17, 2001, at 4:45 p.m., at Dimension Data in Englewood, Colorado.

 

There being no further business, the meeting was duly adjourned at 7:02 p.m.

 

 

 

_______________________________________

Rich Baca

Secretary