Rocky Mountain Oracle Users Group
P.O. Box 10142
Scottsdale, AZ 85271-0142
[email protected]
www.rmoug.org
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
December 20, 2016 6:00 p.m. MDT via a conference call.
I. QUORUM: Tim Gorman called the meeting to order at 6:06pm and a quorum was
declared present based on the presence of the following members:
Art Marshall
John Jeunnette
John Peterson
Kellyn Pot’Vin-Gorman
Mark James
Tim Gorman
Peggy King
Bill Padfield
Apurva Panidhar - Absent
Komal Goyal - Absent
Ann Horton - Absent
Chris Chase – Absent
Peggy King, RMOUG Administrative Director will act as the meeting scribe for the
Secretary.
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).
Call to Order
6:05 pm MDT
PRESIDENT – Tim Gorman
We still have a vacant Secretary Board position is still open, if interested please contact
Tim Gorman.
SECRETARY – Tim Gorman
The minutes for November were distributed to the Board no modifications to them. Need
to clean up DropBox – review retention Policy for Document Retention.
Rocky Mountain Oracle Users Group
P.O. Box 10142
Scottsdale, AZ 85271-0142
[email protected]
www.rmoug.org
Tim Gorman: Motion to accept the November Board Minutes and post to website
John Peterson: Seconded the motion
Motion Carries: Unanimous approval by the Directors entitled to vote
TREASUER REPORT – John Jeunnette
We have money in the bank and paid our bills. Comparison of last year to this year, we
continue to lose money, but expenses are down.
John Jeunnette: Motion to accept November Treasurer’s Report.
Tim Gorman: Seconded the motion
Motion Carries: Unanimous approval by the Directors entitled to vote
SOCIAL MEDIA – Apurva Pandihar (absent)
Sent the Social Media reports. Seeing more activity on our Facebook page, Tim
Gorman has seen more activity. Kellyn Pot’Vin-Gorman mentioned that all you going to
see on Facebook is posts directly posted to Facebook.
Our followers have held steady on Twitter. It would be good to increase our online social
media presence and part of that is a defense mechanism so that Oracle doesn’t
overlook us.
SCHOLARSHIP DIRECTOR – Mark James
December 15th was the deadline for the WIT Annual Award and Stan Yellott
Scholarship. We have had one candidate for Stan Yellott Scholarship, he is candidate
we awarded money to back in June, he reapplied in September and we decided not to
award him anything at that point. The biggest issue is that his transacripts don’t show
any forward progress and recommend we hold off until some forward progress is made
in school.
WIT Annual Award – Here again we had a partial applicant from a high school student,
transcripts did not come in time and a projected start date August 2017.
We do have a candidate that is good standing for the WIT scholarship. Everything looks
good, transcripts, GPA, application statement. Recommend to consider them for a
$1,000 WIT award for 2016.
New framework documents for both WIT and SYS to clarify how we would handle high
school students and applicants return for additional scholarships.
Mark James: Motion to award WIT scholarship for Sara Ayaz for a $1000
Kellyn Pot’Vin-Gorman: Seconded the motion
Motion Carries: Unanimous approval by the Directors entitled to vote
Rocky Mountain Oracle Users Group
P.O. Box 10142
Scottsdale, AZ 85271-0142
[email protected]
www.rmoug.org
Tim Gorman: Motion to accept the new framework documents for Stan Yellott
Scholarship and the WIT Scholarship and post them to separate pages on
website with separate links
John Peterson: Seconded the motion
Motion Carries: Unanimous approval by the Directors entitled to vote
Mark James will forward documents to Art Marshall to post to website.
In our previous frameworks we indicate we are giving a free Training Days registration
to our scholarship receipients. For 2016, we have awarded 9 scholarship and 6 live in
Colorado. Mark James plans on emailing them all that they have that benefit and
RMOUG is not covering any travel costs. The pass includes the conference registration,
conference meals, and events, recognition on Thursday. Mark James can work with Jill
and YCC to get them registered and tracked correctly.
TRAINING DAYS – Kellyn Pot’Vin-Gorman
The majority of costs for the Event – is $165,000, which is 75% of the overall cost. We
can’t keep people to come year after year and our membership is aging out. We can’t
afford the Colorado Convention Center any longer. The Colorado Convention Center
came to us in mid-December and wanted us to sign the deal now for 2018, we have
discussed this with the committee and RMOUG can no longer afford Convention Center
and we need to start looking at other options. We have hit the threshold for the Training
Days registration fees and don’t have room to raise the fee.
Historical notes - in 1996, there were no other venues that could handle our conference.
A few years ago, the Conference Center sent us a letter; stating we were in the lower
end of customers and we should look for other options. We are too small a conference
for their facility. We need to be open to new options if not we have about five years if the
costs remain the same. First we need a new venue. We need to start thinking outside of
the box and look a new company to manage the conference to make it more
competitive. We need new ideas, we don’t need 10 rooms, and new ideas for vendors.
We are going to have to do a lot of the footwork and asking people to get answers.
We are rethinking the conference, 60 to 100 rooms for a peak. We know we have 100
speakers, we may need to have 100 to 200 rooms. This may change based on the new
location for the conference. We do have historical data to help make some other
changes to the conference.
First, we need to figure out our next location. We may have to the end of February to
secure our next location. The only decision we have to make right now is --Yes or No to
the convention center. Maybe a change in location can help make the conference fit
easily in a 3 days. We have done very well in mid-February and should keep the date,
members get the event quality they are looking for.
Rocky Mountain Oracle Users Group
P.O. Box 10142
Scottsdale, AZ 85271-0142
[email protected]
www.rmoug.org
Several hotels have been built and can host us. Additional to Wesminster, there is the
medical center area, and the new Gaylord Resort – but potentially 2019. Stapleton area,
but it is really run down. There are a lot of options and we need to do some
investigations. We are looking to make this cost effective for our members and help
RMOUG survive for the long haul. We need to conduct this search and need to look at
the basic structure of the conference. It has been 10 years that we have been a 501c3
and we need to look at building in profit for RMOUG to run the rest of the organization
for the year.
John Peterson agrees to move from the convention center. Some options, the Denver
Athletic Club can handle 300-400 size conference, the Omni in Westminster/Broomfield
area and Inverness has shuttles to light-rail. Aurora – light rail opening up soon.
COAUG and RMUG may help boost the attendance.
Tim Gorman - Motion not go the Colorado Convention Center February 5 – 7, 2018
John Peterson – seconded the Motion that we do not go to the Colorado
Convention Center for 2018
Motion Carries: Unanimous approval by the Directors entitled to vote
John Jeunnette – posted in chat a link for the Lowry Center
Set up a spread sheet on the DropBox and any suggestions please feel it out.
Need to get moving on this decision and get the survey out as soon as possible. All
need to be looking at options and add them to the spreadsheet.
Tim Gorman: Other status of Training Days 2017 - we have 6 exhibitors and 1 sponsor.
Oracle had pulled out and Kellyn Pot’Vin-Gorman had posted to her own website and it
was noticed within a day. Oracle approached us to agreed to replace the sponsorship
that had been canceled. Still down the other sponsor and looking to replace them. We
are up slightly in registrations from last year – 160 registered so far.
The other thing is the Oracle Cloud Day, we had a phone call with Oracle Field
Marketing last night. We have not had an Oracle Field Marketing person from Oracle
for at least two and half years; our last Field Marketing person was Natasha Conden.
The new Field marketing person got blind sided, unfortunately, when she called in
November to let us know they have scheduled a Cloud Day at the end of January – 11
days before RMOUG Training Days. We asked them to move the date, but at this point
they have over 350 people – it is a free event. They are still going to have an event that
will have over 150 people. At last night’s meeting, we basically let them know how
unhappy we were and they are offering ways to make it a win win. They did make offers
that we can do at this Cloud Day – booth space, speaking slot, and we can include
information on the follow-up to the event. And a possible link on the registration page for
Cloud Day. The IOUG we have complained enough that they are letting us know about
events.
Rocky Mountain Oracle Users Group
P.O. Box 10142
Scottsdale, AZ 85271-0142
[email protected]
www.rmoug.org
January 26, 2017 at the Grand Hyatt on California Street – Tim Gorman can go for a
few hours. Kellyn Pot’Vin-Gorman – offered to attend for us and can also do things for
her work. Bill Padfield is going and maybe he can help.
NEWSLETTER – Tim Gorman
Newsletter going to printer this week. We need to get the mailing list. Just sent a
number out – 451 current active, 273 expired and 275 inactive. Get mail list to Tim
Gorman by Friday and next newsletter by April.
NEW BUSINESS – Purchased a storage device for RMOUG. Action items for next
month and get a spreadsheet posted to DropBox for location ideas.
IV. NEXT MEETING.
The next board meeting will be the 3rd Tuesday of January 2017 (details to be
determined).
Tim Gorman: Motioned to adjourn the meeting at 7:37pm.
John Peterson: Seconded this motion
Motion Carries: Unanimous approval by the Directors entitled to vote
There will be no further business, as this meeting was duly adjourned.
Secretary Representative