RMOUG Minutes 7-15-2008
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 15, 2008.
I. QUORUM. A quorum was declared present based on the presence of the following Directors:
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 that she has received the budget from YCC and they have proposed that we raise the registration rates. The Board talked about the rate changes and felt that we should keep the early rate the same and perhaps raise the standard and late registration fees. The Board also discussed ways to cut costs on other areas such as on t-shirts, bags, and the Speaker/Volunteer Reception.
The Board also felt that it might be good to hold YCC accountable for staying on-budget. YCC will receive $40 per participant up to 600, then $45 per attendee. For sponsorships less than $10,000, they will receive 15%, for over $10,000 they will receive 30%. For Vendor Boothes, YCC receives 15% for the first ten, and then 30% for over ten. The Board discussed what will happen if we receive our non-profit status. They felt it would make the booths/sponsorships different since it will be a tax write-off. Vendor incentives and Sponsorships will need to be an addendum until after we find out what our non-profit status will be.
For the Training Days postcards, Peggy has some “Colorado Mountain” pictures that we can use for the logo. The Board also discussed ideas for topics and decided to go with less categories in the hope that we can get a broader range of topics and hopefully branch out to other user groups.
B. Report by Ron Bich.
Ron Rich reported that the Board Members need to make sure their signatures are current on the NDA and Conflict of Interest Policy.
Ron also reported that he would like to do a search for other user groups and send flyers of RMOUG activities for their meetings. He would like everyone to let Allison and Niklas know of any user groups that they can contact for SIG Meetings and workshops. The Board discussed whether or not we should actively solicit IBM and Microsoft for Training Days presentations. They would like to brainstorm on what we think is a good course of action.
Ron also discussed the possible non-profit status and how that will influence our group. We need to find out things like are membership dues tax-deductible or not. We also decided to talk to Jane with Oracle to see what effect that will have from Oracle concerning sponsorship. If Heidi has not heard back from the IRS by August 20th, then she should call Michael Condon.
For the next Board Meeting, we need to have the Conflict of Interest, NDA’s, word from the IRS, more information on the YCC contract, send YCC photos of Board Members, and a proposed budget for Training Days for the Board to go over and decide where to make budget cuts. The Board also thought it might be a good idea to look at the Pepsi Center for 2010 or other facilities.
The Board also brought to Ron’s attention that the branded email accounts like Treasurer@rmoug.org or email@example.com often do not go through. The Board thought it might be a good idea to check into the Google Suite of emails and how they work. The Board wondered if Barbara might be able to compare the different calendar integration of Data 393 and Google Calendar and whether or not we would be better served to go with Google.
Ron also talked about how he and Peggy will share the TrainingDaysDir@rmoug.org email account. They will leave the messages on the server and automatically cc the TD account for any replies that are made.
III. NEXT MEETING. The next meeting of the Board of Directors will be held August 21st at 7:30 a.m. at the USDA/Forest Service facilities on 6th and Simms before the Quarterly Educational Workshop.
There being no further business, the meeting was duly adjourned.