RMOUG Minutes 7-14-2003
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 July 14, 2003 at 4:35 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).
II. ELECTION OF OFFICERS. The following Officers were Elected:
Name: Peggy King
Office: Director of Training Days
Name: Wayne McGurk
Office: Director of Programs
Name: Robin Reed
Office: Director of Vendor Relations
A. Report by Tim Gorman.
Tim Gorman reported that Allison Leech resigned from the Board of Directors. Along with Diane Ambrose’s resignation, that means there are currently 5 open positions: Director of Training Days, Director of Programs, Director of Vendor Relations, Director of Education, and Director of Membership. The core areas of focus for RMOUG are Training Days, General Meetings (Programs), and the Newsletter. To concentrate our efforts on keeping these areas strong, the Board put together a time-line of events that will happen over the next year.
August – The General Meeting will be held August 22. The Newsletter should go out about two weeks prior to the meeting and articles for the next newsletter are due about two weeks after the meeting.
September – Training Days 2004 Call for Presentations should go out.
October – Training Days 2004 due date for Call for Presentations.
November – Training Days 2004 Paper Selection. General Meeting. Fall Newsletter. Scheduling Training Days 2004
February – Training Days February 11-12 at the Denver Convention Center. Winter Newsletter.
May – General Meeting.
Tim also reported that other items not on the time line include the Doug Faughnan Award which is usually presented at Training Days, the IOUG-A Award, the Scholarships to University Students, and the need to solicit members. We also need to think about awards for the retiring Board Members for the August meeting. Membership and Vendor Drives were also mentioned as possible events to be planned.
Your Conference Connection has suffered the loss of one of their staff members named Marsha. Tim Gorman will send a sympathy card from the Board.
Since there are still two open Board positions, the Board felt it would be prudent to try and recruit more members. Also, if any Board Member would like to set up a side meeting to go over their new positions, they should feel free to do so.
B. Report Rick Hata.
Rick Hata reported that he would like to run structured meetings and keep to the times. To do this he would like to get statuses from Board Members one week before the Board Meeting so that we can keep the meeting a working meeting rather than a status report.
C. Report by Peggy King
Peggy King reported that she has accepted the position of Director of Training Days 2004. The Board talked about different aspects of running Training Days 2004 and how volunteers are needed to help. Since there is so much involved, the Board felt it would be good to hold a Training Days 2004 planning meeting on Tuesday, July 22 from 4:30 t0 6:00 at Sagelogix. Peggy will decide how she would like to run this and what she would like from the rest of the Board. The meeting will cover information like the YCC Contract and budget numbers as well as scheduling and forming a committee.
The Denver Convention Center Contract was signed by Tim Gorman and Heidi will FedEx it to Debra Watson on Tuesday, July 15th.
D. Report by Wayne McGurk
Wayne McGurk reported that he would like to propose the following time schedule for the August 22nd General Meeting.
7:30–8:30 Board of Director’s Meeting
8:15-9:00 Continental Breakfast
9:00-9:15 General Session
9:15-10:30 1st Presentation
10:45-12:00 2nd Presentation
12:00 – 1:00 Lunch Break
1:00-2:15 3rd Presentation
2:30-3:45 4th Presentation
Due to the change in the Director of Programs position, the Board felt it would be wise to keep to a four presentation day rather than trying to do the breakout sessions. Other thoughts included doing a brown-bag and Oracle Speaks time or also doing a roundtable discussion. Wayne will see what type of response he gets from the Call for Presentations for the August 22nd meeting.
July 15th – Call for Presentations go out to membership
July 25th – Building/Catering decided upon
July 25th – Abstracts for Meeting due
Aug 1 – Selection process and notification
Aug 6 – Send Agenda out to membership
Aug 12-Presentations to for posting on RMOUG Web Site
August 15 – Post presentations on web site
Wayne would like a selection committee to meeting and go over the abstracts. He, Tim, Dan, Rick, and Peggy all agreed to help.
E. Report by Ron Bich
Ron Bich reported that he has asked Mincom to put the production live. He talked about how the list servers are currently only set up to add one person at a time. If we are unable to find a script to bulk load the e-mails, then Dan, Ron, Tim, Jeff, and Chip will help Heidi load them. Ron will check with Stan about doing a bulk load.
Ron reported that the Web Site and the E-mail and List Server implementations have been done. He is working on upgrading the site to W3C standards. Other areas he is working on include a volunteer network and the Administration. He has tested the e-mail and list servers and would like everyone to test their own. He is hoping to get all the lists going so we can discontinue using FatCity.
IV. ADOPTION OF DOCUMENTS/PLANS. The following motion to accept the following Information System Policies with rewording of Item #9 was passed by a majority vote of the Directors.
A. The motion to leave the Director of Membership and Director of Education open at this time was adopted by a majority vote of the Directors.
B. The motion to release e-mail information for putting in the Announcement List Server if needed was adopted by a majority vote of the Directors.
V. NEXT MEETING. The next meeting of the Board of Directors will be held on August 22, 7:30 am at the General Meeting location.
There being no further business, the meeting was duly adjourned.