Called to Order: 7:05 PM
Attending: Lisa Leifels, Richard Corzo, Bill Saturno, Bert Goff, Jim Scheef, Bruce Preston, Richard Teasdale
Guests: Charles Bovaird, Annette van Ommeren
Minutes of Last Meeting: Accepted
Balance on hand x/x/14 |
$3300.72
|
INCOME | |
Dues | $371.49 |
Total Income | $371.49 |
EXPENSES | |
Banking | $27.95 |
Insurance | $901.00 |
General Meeting | $84.94 |
Meetup Fee | $72.00 |
Newsletter Postage | $42.70 |
Newsletter Printing | $78.00 |
Renewal Postcard Postage & Supplies | $9.86 |
Resource Center Phone/Internet/Supplies | $114.10 |
Total Expenses | $269.09 |
Balance on hand 7/31/14 | $3,403.12 |
Bank Balance | $3,232.76 |
PayPal Balance | $170.36 |
Confirmed Balance | $3,408.12 |
Announcements
o We now have created a program committee consisting of Dick, Bruce, Lisa, and Andy. Anyone who wishes to participate may do so. Meetings are conducted via a Skype conference call.
Some topics considered by the committee:
a) “Smart Home” – integrated entertainment, environmental control, security etc. This would probably be presented by a vendor, we would ask for an ‘industry level’ overview rather than a focused sales pitch.
b) “Internet of Things” – Steve Posick – he is involved in the development of standards for interfaces etc. We would ask for a consumer overview rather than a developer-oriented presentation.
o Lisa will survey committee members to find acceptable date and distribute time/date. She will wait upon Dick’s return from vacation.
o Program Committee notes to be distributed to the board.
o Generic business cards are available to anyone who will at any time be evangelizing DACS. This includes Board and other active members.
o APCUG has started releasing the results of the annual Newsletter and Website contest. DACS.doc received 1st place. Website awards have not yet been announced as of 8/6.
Old Business
- Discussion re: Suggestions for 25th year celebratory events and preparation. We found it unclear as to what Dick considers to be “Day 1” – incorporation? Bylaws, predecessor groups such as DOG? We need to know this to decide what to include. Bruce suggested preparing a “Timeline” showing industry dates such as various milestones in the industry (OS releases, major hardware and software product releases etc.) and DACS milestones. Bill suggested a commemorative DVD consisting of the newsletters going back as far as we have available. This may require some extensive scanning for pre-website newsletters.
- We need to list all of DACS assets and replacement costs. Verify or reestablish. Charlie agreed to do it by mid-October.
- Discussion of revenue producing options.
o “Amazon Smile” click-through program for non-profits, etc. – Bert Goff has filed forms with Amazon.
o Microsoft Matching Gifts program for non-profits – Bert needs more info from Dick.
- We are a 501c3 non-profit organization and as such we can accept tax deductible contributions of cash or property. We do not need to have a formal form to give to those who make donations. We just need to acknowledge cash or material donations, and for material we do not need to include an evaluation.
- Insurance premium investigation – Bert, Jim and Charlie have reviewed, According to Jim’s research including asking an agent handling another organization, we are paying minimum premium for the minimum coverage to the only underwriter offering coverage for our type of organization. If Dick knows of an alternate source we need him to identify it.
- Discussion of newsletter advertizing rates: Bill Saturno believes that because of lower membership it would be a challenge to sell ads based upon membership counts. He has distributed notes to board focusing not upon ‘how many’, but rather ‘who’ we are reaching. To address this community which contains a qualified audience he proposed a single package of web, newsletter and pre-meeting slide show. We also suggested inclusion of counter-top signage at greeter’s table (Andy did some great signage for the recent Danbury event,) which might include samples or promotional materials. There was a brief discussion of offering corporate membership rather than individual membership. We want to promote sponsorship rather than just offering just a plain ad. Annette pointed out that since the website looks different depending upon device (PC, tablet, phone, etc.) that offering prominent placement of a display ad will not work.
- CiviCRM is now at current release level.
- Jim still has a problem with CiviCRM cron jobs. Some jobs require Drupal user 0 (zero) but it is not evident how to create such as user and what its properties must be. To get around this it might be best to just drop Drupal and go with WordPress. Jim will complete installation of CiviCRM on the WordPress site.
- We do not have integrated registration process that would control visitors’ access restricted areas of our site. It was agreed that this can’t be done until the CiviCRM modules are functional complete.
- Set up a “sandbox” on BlueHost consisting of CiviCRM/WordPress. Transfer a copy of the current CiviCRM/Drupal membership data to test with and determine how to integrate with dacs.org. Team: Jim, Andy.
New Business
1. Public Relations push
o Web site – share links with other sites including SCORE, Hackerspace, Candlewood Camera Club, area libraries, WestConn, John Patrick’s website, other General Meeting presenters’ websites, other user groups, etc. Bill suggests writing a form letter inviting such sites to cross link. Annette pointed out that it should be a personalized e-mail so that it isn’t viewed as spam. Bill will compose.
o Press release mailing status – Did newspapers print our GM press releases? Radio? Bruce: Nothing in Ridgefield Press or Danbury News-Times. Charlie confirmed nothing in News-Times. Richard T. and Jim will ask various members to report observance of press releases in their local media. We want to concentrate on the weeklies. Press releases should be timed to be the issue prior to the General Meeting so instead of “For Immediate Release” it should be worded something like “For publication prior to <meeting date>.
o Social media sites? – MeetUp appears to be the best mechanism in use at present, we have 90+ followers.
o Charlie reports that in Danbury the printed DACS.DOCs are circulated to staff within the library and some extra copies are available for handout. The announcement (cover illustration poster) gets placed on board located by the exit to parking lot along with others, but is considerably more visible than the former location in the basement. Other libraries handle our materials differently. 16 libraries within 25 miles get the material. Unknown is – Are we getting a return on investment? Charlie has occasionally had people say they saw it at the library. Charlie would like to find out from the libraries:
o Do they know that they are getting the newsletter?
o What do they do with it? e.g. put on the reference shelf?
o Is our monthly meeting poster place in view?
o What media would best server the library’s patrons? – Newsletter, poster, link on their site to us?
- Marketing and promotion
o Revision of pamphlet – add QR code, change of Treasurer information, delete Access and Drupal SIG, update directions to meeting location (hospital has opened garage and new main entrance etc. Include GPS address?) Changes will be provided to Annette.
o Design 6-month membership certificate – unassigned.
o Obtain quotes and arrange for printing – unassigned.
- We discussed soliciting relevant area retailers to offer 6 month free DACS membership coupons with purchases over an agreed upon amount. In general if our understanding of this plan is correct, the board considers getting a retailer to pay us to offer a coupon may be a ‘long shot’.
- We discussed soliciting relevant area retailers to sponsor General Meeting by offering raffle items in exchange for recognition at the General Meeting, in both DACS.DOC and website. Suggested table-top sign with “drop in sleeve” where we could put appropriate announcement, i.e. “This presentation has been sponsored by XXXX” where we have pre-made slide in with appropriate artwork etc. ready to drop in.
- Analyze Tuesday’s GM
o Attendance (Sign-Ins): Members 22 Guests 3 and at least 1 who didn’t sign in.
o Results from Meeting Evaluation tickets – Lisa will give slips to Dick for analysis.
- Determination of membership status (ref 8/3/14 email to Board members.) There appears to be a discontinuity as to the membership status as used by Charlie’s MS Access database and that in the CiviCRM tables. A discussion followed as to the determination as to when a membership actually starts when payment is ‘early in the month’ or ‘later in the month’ with consequent confusion as to when the membership ends. For example, from Charlie: Join Aug.15, 2014, membership start is Sept. 1st, expires Aug. 31, 2015. But if the join date is earlier, then it might start Aug. 1st 2014 and end July 31st 2015. Added to this is the ‘grace period’ If we drop them at 3 months and they rejoin at 5, he retains original membership start date and considers it to be a ‘late payment’. If extended break in non-membership, then he resets the starting date. It was decided that that it needs to be documented and discussed by the membership committee with a definition that will work with both MS Access and CiviCRM to smooth the transition to CiviCRM.
- Brief discussion of upcoming General Meetings
o September: Constant Contact, Preview: Lisa, Review: Richard Teasdale
o October: needs confirmation by presenter – Orienteering Preview: Bill Saturno, Review: Richard C will approach a member who hikes frequently.
o Fall back – Bruce has an ‘in the can’ presentation available on topic of codes, ciphers, encryption, secure communication, VPN, and use of a proxy server for security or anonymity. He needs to come up with a suitable ‘catchy’ title.
- New SIG possibility: Previous presenter Anand needed to know the process for starting a “Cloud Computing” SIG. Richard has told him how to propose the creation of a SIG. Once he writes a proposal we will announce the proposal at a general meeting.
Adjourned: 9:25 PM