The DataBus OLE - Meeting Minutes April 7, 2003


Home \| Features \| DMA® Info \| About	Vol 28 Issue 1 June 2003

DMA® Trustee Meeting Minutes April 7, 2003

By Carol Ewing, Secretary, DMA®

Call to Order

by Lisa Singh at 7:12 PM.

Trustees present: Don Corbet, Gary Mullins, Gary Turner, Leah Day, Carol Ewing, Millard Mier, Lisa Singh.

Visitors present: Dave Lundy, George Ewing, Paul Bullock, Jim Rowe, Peter Hess, Ed Davidson, Jim Hendrix.

Recognition of visitors:

Reading/Acceptance of past minutes

Motion to accept March, 2003 minutes made by Millard Mier. Gary Mullins 2nd. Motion passed with yes 6, no 0, abstain 0.

Officer Reports:

President-Lisa Singh. Lisa attended the Affiliate Societies Council (ASC) meeting and DMA® was accepted as a member. We need to fill out application and send fees. We are required to have at least one representative at each of their meetings. Services are standardized address and telephone number and may pick up mail from box outside Kettering Center office, monthly meeting room (first come, first serve), phone answering & information services, separate business listing of ASC number in Ameritech Business white pages for $30 a year. A fee is charged for reservations for general meetings & reservation check-in lists and email it for our special meetings. An organization must not be directly involved in any form of employment contract matters on behalf of its members. They asked for list of officers, copy of by-laws and names of our representatives.

Vice-President-Gary Mullins. no report.

Secretary-Carol Ewing. She requested personal information for D & O insurance. She needs a response when she asks. She is not getting any committee reports prior to board meeting.

Treasurer-John Friedenbach. John sent financial report by email. Motion was made by Don Corbet to accept John's recommendation to withdraw $25,000.00 for this quarter from Smith Barney account, 2nd by Gary Mullins. Motion passed with yes-6, no-0, abstain-0. There was a discussion on DMA® Corporate resolutions on required signatures for money handling. The officers will discuss issue of bonding all officers and discuss it next month. Science Fair Bonds are being processed for winners. We got a letter from IRS that we do not owe anything now. Carolann Lemen resigned as DMA® Treasurer, accepted by Lisa Singh. Motion was made by Gary Turner and 2nd Leah Day to make John Friedenbach acting treasurer. Motion passed yes-6, no-0, abstain-0.

Committee Report:

OTAP-Randy Young. Randy sent his report by email. All but two trustees read it so they then read it. OTAP had a relatively successful Computerfest®. Randy visited TAPIN, the Cincinnati recycling center. There was a misunderstanding on them testing equipment at Computerfest® but was resolved. The policy of TAPIN and other groups coming to show will be discussed at the next Computerfest® meeting on April 13.

Randy is looking forward to devoting more time and effort to OTAP.

Membership-Carol Ewing. Had over 900 members at general meeting. Some did not renew in March so we dropped to 892. Membership is 798 full, 46 associates, 46 students and 2 lifetimes. At the March meeting we had 10 guests, 2 new and 29 full and 1 associate renewal. Four of the Science Fair winners joined as students. There is an issue of people not paying new dues and what to do with the 2 month referral credits. The trustees want the members notified that the dues have increased and ask to send the $10 balance and the 2 month credit is applied. Membership discount benefits were extended from MacDepot, Fairborn Camera, CompUSA and PC-Club. We have a new discount from Click Camera. Marion's Piazza fundraiser got $32.40 from March. Some members do not understand they do not get a % off their bill, DMA® gets a % off of the total of all DMA® people spend. The coupon required when ordering is in The DataBus and at the general meetings.

Heartland - Peter Hess. Peter handed out a cost break down sheet and brochure. He recommended a separate account be set up. Attendance was 30 last year, this year with cancellation was 15. He would like to be liaison for user groups to be Computerfest® ticket sellers for fall show. An officer from Columbus user group offered on-line registration for next spring and method to accept credit card payments, DMA® would only have to pay bank fees. Heartland had a complimentary booth at Computerfest® and handed out brochures. Peter will email his long report to all trustees. He read part of the report that said Heartland is not considered an asset to DMA®, Computerfest or the user group community. He is willing to be an advisor or consultant for next year's conference. Peter said he is not resigning, he is choosing not to renew his contract for an indefinite period of time.

GEMAIR,Inc.-John Friedenbach. He provided financial report. They met with CNR today and are trying to get in to a lot of non-profits. They are offering email access only for $4.95 a month. They signed up with ICG as an authorized partner, a voice over IP services. He reminded the board he is leaving as President. A joint committee with DMA® has not started and Lisa wants to use the joint email alias for correspondence. She will send email to start process.

Publications-Ed Davidson. They are still looking for a full time editor, and need someone to sell advertising. They are trying to cut costs, could go from 32 pages to 28 pages. They are printing about 100-150 over membership count. He decided he did not want any board action to increase printing due to membership increase until the Publication Committee reports. Carol Ewing would like some for guests and new members at general meetings. He suggested DMA® be promoted as a fun group. They have major articles from The DataBus on-line.

Programs-Lisa Singh. We still need a program director. April-Microsoft, May-tba, June-Intel, July-tba, Aug-Gene Barlow.

Computerfest-Randy Young. Randy sent report by email. Lisa read it for the record. Highlights of this show was: School program with Hubble was a success, new staff binders, use of yahoo groups email, new staff members and management chart, IT/Networking committee made up of Northern SIG members, ad agency success, early ticket & poster delivery, great web page. Insurance coverage for Fall 2003 sent to Hara. After payment in Sept they will confirm coverage to Hara for 2004 shows and confirm with DMA® by phone. This will be done yearly. He feels major changes are needed for future shows. The wrap meeting is April 13 and expects to close books soon so audit, stated in by-laws, can be done. He thanked DMA® for the opportunity to be Show Chairman, Spring 2003. Lisa handed out some reports on Computerfest® data. We will be discussing a Computerfest® SPC chairman before next meeting.

Motion was made by Millard Mier to go into executive session. Gary Turner 2nd. Motion passed with yes-6, no-0, abstain-0. Executive Session ended at 9:30 PM.

Lisa Singh called for a ten-minute break. Break over 9:45 P.M.

Old Business:

Publications Committee-Don Corbet. They had two meetings, handed out two-page report. He asked the board for directions. The newsletter is a membership information publication. We should clean up newsletter as information tool, cut costs then let the tactical marketing people tell us what we need. We need organizational and professional types of corporate members. Ed and George only want to produce one newsletter. Four goals are to cut cost, increase value to reader, maintain award-winning newsletter, meet and exceed purpose of newsletter objectives. He suggested we make some changes and review monthly for three months then review for a quarter then an annual review. There was a very long discussion on this and we will revisit this next month.

Volunteer of the month-Lisa Singh. Randy Young was nominated and approved for the month of May. Millard will make the monthly certificates.

ASC-Lisa Singh. This was covered in the President report.

SG contract-Gary Turner. Committee will have a meeting April 14, 2003 at 10:30 AM at GEMAIR office to start reviewing the contract. Taping presentations at general meetings was discussed. Don Corbet said SG tapes every presentation he does as part of D.L.Corbet & Assoc., LLC. We need to think about this in connection with SG contract and in the future.

Fundraising-Lisa Singh. Lisa handed out sheet with ideas of capital fundraiser, geek auction. She did not get any volunteers for this committee.

SPC Retreat-Lisa Singh. Board retreat will be May 3, 2003 from 10 A.M. to 5 P.M. Lisa will find room availability.

Science Fair-Millard Mier. Millard sent an email report. We awarded 1st, 2nd, 3rd place in grades 10-12 and 1st in grades 7-9. All four winners joined as student members at the March meeting. He has ideas on future awards, planning and promotional procedures.

New Business:

Door Prize April 2003-Leah Day. Lisa will bring Microsoft Mindshare items for the door prizes.

Nomination Committee-Lisa Singh. Lisa named George Ewing as chairman with board approval. Millard Mier volunteered to be on committee. There is a set procedure that must be followed per by-laws.

George Ewing asked to talk. He said DMA® states we support Channel 16 and they need volunteers for auction April 7-12. The Certification SIG needs a cabinet for storage to start a lending library and floor space for cabinet. Lisa will talk to OTAP and building manager before next meeting and we will review the building usage policy.

Good of the Order:

Don-good attendance at his presentation

Millard-meeting is too long

Carol-meeting too long, time limit discussions

Leah-good meeting, E.S. should be last item on agenda

Gary M-nothing

Gary T-meeting double what it should be, need to manage time better

Lisa-need discussions because we do not discuss on email and reports are not emailed prior to meetings, possibly more SPC meetings.

Adjournment.

Motion was made by Millard Mier to adjourn. 2nd by Gary T. Motion passed yes-6, no-0, abstain-0.

Meeting adjourned at 11:15 P.M.

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