JavaMUG Board Meeting February 11, 2004

TIME AND LOCATION

ATTENDEES

BOARD MEETING CALLED TO ORDER

  • A quorum of board members was determined to be present. Six of eight board members were present.
  • Called to order at 9:07 by Daniel Brookshier, president.

REGULAR MEETING.

  • Approximately 52 people. This was good considering the rainy weather conditions.

Stephen Davidson remarks.

  • Need J2EE SIG replacement. Trying to find replacement chairs two people might volunteer but not firm yet.
  • Stephen's problem is he cannot guarantee he will be in town.
  • Mahender is also stepping down. He is going to night school now and does not have time.
  • Here tonight to ask for help.
  • Stephanie Smith suggested to talk to Doug Warren's Web Services SIG and possibly combine the two.
  • Daniel Brookshier suggested a more casual forum like a Talk\Drink J2EE. This reduces the person's load regarding presentations and speakers.
  • Stephen said Delphis used to be sponsor; speakers, site, and food.
  • Daniel Brookshier suggested meeting on a quarterly basis. Others thought this was too infrequent.
  • ACTION. Stephen will send JavaMUG an email seeking assistance.

BOARD NAME BADGES

  • David Dietz, CopyMax has provided temporary laminated plastic name badges. These are free (and thank goodness not the final badge) because the regular order was delayed.
  • David Dietz, gave receipt to Stephanie Smith
  • Badges should be available at next month's meeting. The badges will no longer have the year on them.

PROCEDURES

  • Daniel Brookshier, Stephanie Smith has a set of procedures.
  • Jean Johnson, created a document for handover procudures for periodic activity, then mentioned audit procedures.
  • Jean Johnson, audit committee, understand concern for lack of details like bank numbers in the audit.
  • Jean Johnson, deliver as series of manuals
  • Jean Johnson, utilize standard HTML and setup sample templates.
  • Jean Johnson, up to individual committees to fill out detail. Example Education Committee would have perhaps five points which they would fill out.
  • Jean Johnson, Stephanie Smith has done a great job on procedures, thank you very much.
  • Stephanie Smith, passed out receipt books. Copies to Stephanie, Daniel Brookshier, and Barbara DeVries.
  • Daniel Brookshier, wants a backup person for all committees.
  • Jean Johnson, contact her if anything appears to be missing from procedures
  • Stephanie Smith, will add items from last Summer [fruits of extensive Bylaws discussions].

TREASURER'S REPORT

  • Stephanie Smith, Balance $7,413.29 as of 02/05/2004

AUDIT COMMITTEE REPORT (Special Committee) (Preliminary audit report)

  • Audit committee: Stephanie Smith, Stuart Yarus, and David Deitz.
  • Stuart Yarus read a statement replying to some email notes earlier in the week.
  • Stuart Yarus, started with Stephanie's note that mentioned using Roberts Rules of Order audit(RR) as a template for the audit.
  • Stuart Yarus, RR Audit report. Not the case. No method of doing audit was discussed.
  • Stuart Yarus, brought records to audit committee meeting
  • Stuart Yarus, $300 for three American Express gift checks were purchased April 2003.
  • Stuart Yarus, Paper trail of checks is via Quicken.
  • Stuart Yarus, Receipts and invoices were turned over other audit committee members (David Dietz & Stpehanie Smith).
  • Stuart Yarus commented we're not truly a heavy duty [nonprofit] org right now.
  • Stuart Yarus mentioned checks #1625 and #41101.
  • Dan Kern-Ekins, why this discussion here and now?
  • Daniel Brookshier, this was not a complete audit because a full report wsa presented before a full audit.
  • Alex Ferrer thought it was an interium audit report.
  • Stephanie Smith wondered why new checks were ordered mid year 2003 and were the old checks destroyed?
  • Stuart Yarus replied that the bank had been taken over resulting in a name change and new checks.
  • Stephanie Smith asked when everyone was available for a final report.
  • Daniel Brookshire, this should be an audit, not a report card on how we did either goood or bad.
  • Glen Grimes, going forward we need procedures.
  • Daniel Brookshier, yes work up procedures but not as part of the final audit report.
  • Stuart Yarus, audit committee will consider RR format for audit.
  • Dan Kern-Ekins, audit committee certainly has lots of things to consider.
  • ACTION Audit committee will meet again and produce report. Date to be determined.

DEVELOPMENT COMMITTEE REPORT

  • Members: Barbara DeVries, Jim Burke, Jean Johnson.
  • Parent committee of the Electronic Communications Committee
  • no report

EDUCATION COMMITTEE REPORT

  • Members: Glen Grimes (Chairperson), Jean Johnson, and Jim Burke
  • Glen Grimes reported on Education Committee Meeting. We agreed on a philoslophy. Will provide two major training events each year then one shorter one in different format, for example, a weekend boot camp. Seek to supplement what other educational instutions offer.
  • Daniel Brookshier, suggested an education survey to see what training needs exist.

ELECTRONIC COMMUNICATIONS COMMITTEE REPORT

  • Members: Willis Griffin, Greg Helton, Raju Nallaparaju, and Randy Wiseman
  • Electronic Communications is a sub-committee of the Development Committee
  • Daniel Brookshier, electronic communications has projects
  • Daniel Brookshier, currently updating web pages
  • Stuart Yarus, current email list is ecartis based. Use 'who' cmd to view.
  • Daniel Brookshier, backups for committee functions
  • Jean Johnson had sent a note about backups however several board members did not recieve it. She will resend.

MEMBERSHIP COMMITTEE REPORT

  • Members: Jim Burke
  • ACTION Jim Burke, will work on building web based signup.

PROGRAM COMMITTEE REPORT

  • Members: Alex Ferrer and Erik Wieburst.
  • Alex Ferrer, emailed all possible speakers in Dallas. Suggestions for speakers welcomed.
  • Daniel Brookshier, send email to board when you have a confirmed list.