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Posted: 09/24/2003
1. Discussed the post mortem on Summer Conference
2. Discussed that there might be some outstanding invoices for attendees, but vendors are in order
3. ACTION ITEM - RONDA - Discussed that Ronda will present paperwork to OAUG for re-funding while she is at OAUG. Mark stated that all fees are already paid and that SCOUG will not incur any expenses.
4. Discussed best dates to strategically have the houston conference next spring - Seemed to be that late April or early May would be the best timing to avoid spring break as well as the summer vacation conflicts
5. ACTION ITEM - MARK - will do a call for Conference committee volunteers
6. ACTION ITEM - KAT - will check with Marriott on rates (site of past conference)
7. All agreed that picking a date now, lets things fall into place for vendor sponsorships and other announcements
8. Discussed that there should be a competition or short list for a few players to get our best price
9. ACTION ITEM - MIKE - will follow up with Dallas Users group to discuss use of member maintenance functionality on web
10. ACTION ITEM - discussed that we might need to put the issue of our by-laws to bed and have them officially finalized. Mark will check into this
11. ACTION ITEM - Pam - can you put together some ideas on how we could potentially modify our by laws to pull funds back underneath scoug? (ie - how long can they remain, what notice to we give them, etc etc). Whole issue of funds allocated to locals but not used puts SCOUG in a bind.
12. IRS - Tax filing. Pam continues to work with the IRS for past tax return filing for 2002.
13. John Stoddart is requesting reimbursement of money paid to IRS directly. Requesting receipts or cancelled checks from John.
Katherine Ward
Secretary
Posted: 09/24/2003
A conference call was held 7/25/03.
An update was given on the conference cost and the reimbursing process from OAUG.
Mark and Ronda will be going to OAUG in September and will give a short presentation about SCOUG.
The board was approached about providing a poll in the next eMag from a vendor. The vendor wanted to charge SCOUG for the poll. The board did not approve the request for a poll that we would be charged for. The board did agree to have our own poll in the next eMag.
The next item discussed was election of new board members and what the bylaws called for. Mark will read the by-laws and let us know.
The remainder of the meeting was on the next issue of the eMag.
Katherine Ward
Secretary
Posted: 04/04/2003
Since Feb 13th, the Board Members have been holding Conference Calls on the following dates: 2/21, 3/21,3/28 and 4/4/03.
Topics and Updates below:
Membership/Emagazine
Mike Zesch has joined the board as the Membership Chairperson and has kicked off the Emagazine Initiative. This group has had conference calls and we are encouraging local user groups to participate and seeking volunteers.
The Membership database has been transferred to Jenny Roach who is working with Mike to update the current database. Mike and Jenny will be working on incorrect email address to clean up the Membership Database. The website membership application forms have been changed to reflect Jenny's address.
The Emagazine first release will be May 21st, with article deadline May 7th.
Formation of SCOAUG Website and Organization
Ronda Ellis has updated the SCOAUG website. Ronda stated that the SCOUG resides under IOUG and SCOAUG resides under OAUG. SCOAUG is considered a liaison between both groups and assist with coordination between the two.
Financials
Pam Yokley has secured the bank account and is reconciling each local user group's financials and will be communicating to each their balances and our web site will be updated.
Training Days
Ronda is trying to secure a hotel in the Dallas area. Mark is compiling a list of duties/responsibilities that will be used for volunteers in respect to various Chairpersons that will be needed for the Training Days. Mark is maintaining a list of various organizations that are interested in participating. Ronda is gathering information for various presentations. The tentative date for the Training Days is June 9th.
Katherine Ward
Secretary
Date: February 13th
Attendees: Pam Yokley; Ronda Ellis, Mark Clark and Katherine Ward
The first order of business was the Membership Appointed position. Mike Zesch was nominated and approved to be the new Membership/Publicity Chair. Mark will notify Mike.
New duties/responsibilities:
The next item of business was the Emagazine solicitation for committee members. An email was sent to the local chapters asking for volunteers. Mike should follow-up with Ronda by February 21st and if no responses send another email blast for volunteers.
The fourth action item was a review of the SCOUG web site. It was agreed that the acting Webmaster should remove the Business Solutions section at this time. The other item addressed was the officers only section, Mark will communicate to the local officers to please send us the most current officers list and the contact for the change of the passwords. The remaining action items on the website are to ensure that Pam Yokley receives the bills for the website and Mark will work with Dara on domain name and consolidation.
The next item for discussion was a follow-up on a white paper database. Ronda contacted OAUG and they said that was left up to the regional with the remarks that white papers should not be sales and marketing material. Ronda and Mike will need to work together as a benefit to membership and establish rules for publication. Ronda is waiting on information regarding disclaimers.
The Financial information should be turned over by next week to Pam and in the meantime Pam will be sending an email to the local presidents regarding monies collected and deposited.
The final item discussed with the upcoming conference. Mark will merger a word document and email with ideas for committee positions. Pam and Mark will review the feasibility of having the event at a user site to reduce hotel cost.
The next meeting will be February 21st at 3:00 pm. The topic at that time will be the conference and Mike should attend this conference call as well.
****Items in bold are actions items.
Katherine Ward
Secretary
Meeting was held January 31st at 10:30 AM
In attendance:
Larry Settles, Pam Yokley, Ronda Ellis, Mark Clark and Katherine Ward.
The first topic of discussion were appointed positions:
The Membership Chair person is currently Larry Settles, he described the current duties, of the position and the Board discussed ideas on enhancing this position. The Board agreed to each forward Mark their ideas on the Membership Chair position along with ideas on what SCOUG membership benefits would be to a member. The discussion will resume at the next board meeting on the appointment of a chair.
The board unanimously voted to elect Jenny Roach as the membership coordinator and Mark will notify Jackie Collins.
Dara, please change the website and the applications for membership.
The next item the board addressed was that of Magazine Editor. The board agreed that Mark would contact the current editor that we will seek nominations from the local users group for an Emagazine editor/committee. Ronda agreed to follow-up on disclaimers, guidelines and a paper database. Mark will also follow-up on with Dara on an alias email box for communications. Katherine will communicate to the president of the local groups that we are seeking volunteers for the Emagazine committee.
Webmaster discussion was postponed due to Dara being unavailable, Katherine will try to establish a phone after her go live and report back to the board.
The next item on the agenda for the Board was a discussion on the Conference. The board suggested appointed John Stoddart chairman and the establishment of various committees. The proposed committees are Presentation/Equipment Chair, Vendor/Sponsor Chair and a paper selection committee, along with a Registration chair. Katherine will work on a list of duties/responsibilities for these positions and distribute to the board. Katherine will get in touch with John Stoddart to see what plans he has already made and ask him to communicate to the board. The board is concerned about the financial impact/limitations.
The Panhandle Group financials and contact information were discussed next Pam will follow up with John on the financials. Mark, what was your action item?
Mark will forward the Charter to each member for review.
The publication of the Balance Sheet and P/L were discussed. Pam will follow up with John to understand the documents that were forwarded along with obtaining receipts from our last conference for Ronda.
The final item was scheduling the next conference call for Feb 13th at 10:30AM
Item in bold are action items
Meeting was held January 24th at 11:00 AM
In attendance:
Dara Vaughn, John Stoddart, Ronda Ellis, Pam Yokley, Mark Clark, Katherine Ward.
The Board Meeting opened with a presentation of SCOUG Financials given by John Stoddart. John reviewed the balances for both the local and regional user groups as of 12/31/02. John stated he would publish the balance sheet on the SCOUG web site as well as sending each officer an email attachment.
A motion was entered and approved by the board to change the fiscal year from May 31st to December 31st. This will coincide with the membership year, January 1st to December 31st.
The membership report was give by Dara for Larry which stated that all renewal invoices were distributed at the beginning of the year, of which 25% of those have been returned.
Action Items:
New SCOUG officers are:
Action Items:
John Stoddart stated he would put on Oracle User Group in Dallas May 12 & 13th. No objections from the Board.
The final item was scheduling the next conference call for next Friday, Jan 31st at 10:30 CST.
Katherine Ward
SCOUG Secretary
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Last modified on Friday, April 4, 2003