After the call to order, the first item on the agenda was the treasurers report. Perry Otis, GAUG Treasurer, reported that the Users Group started the year with a balance of $25,896.38. During the year GAUG received a total of $7,707.00 in the form of Conference Registration fees and Membership Dues. Expenses for the year totaled $17,822.22, for a net drop of $10,115.22. The Users Group is expecting more revenues in the form of 2001 Conference Registration fees which will offset the loss.
Following the treasurers report Perry Otis and Tim LaBorie discussed membership information update. Last year the it was decided that the membership database, which is badly out of date, needs to be updated. During the year this got pushed to the side and did not get accomplished. Perry asked what infomation the members thought would be useful in the database. It was decided that the database would include: Library name, address, website, GeoWeb address (if the library has GeoWeb), and a main point of contact that would in most cases be the Systems Librarian. Tim said that he should be able to get a form posted on gaug.org, so that members could supply that information.
Tim asked if there were suggestions for Website or changes that users would like to see. Other than the improved membership information database mentioned above, there were no suggestions. The issue of the need to continue printing and distributing the Newsletter in printed form was discussed. The consensus from the discussion was that electronic distribution via the Web site would reach everyone and allow users to print their own paper copies if they want them. Tim asked for volunteers to contribute to the Newsletter by writing reports on meetings and workshops at the Conference.
Roger Gifford reported that the Security Workshop held on April 3 was a great success. Last year we discussed the possibility of having regional security workshops, but this proved difficult to work out, so it was decided to have one at
GAUG.
Kay Hershey gave a report on the progress that has been made toward official non-profit status for GAUG. A lawyer has been consulted to determine what needs to be done to achieve this status. The lawyer reported that GAUG needs to have Articles of Organization and a board of directors in order to become tax exempt. The lawyer drew up proposed Articles of Organization for us to review. Other requirements are for GAUG to fill out a rather lengthy form and obtain an Employer Identification Number, which the Users Group already has.
At the end of the meeting planning for next year's conference. Everard Robinson of Oxford University volunteered to host the meeting next year, with the added incentive of combining it with the UK GAUG, and possibly French libraries. However, he wasn't certain that he would have time to reserve the necessary facilities before they were booked up by other conferences. The board asked the other members to consider hosting and let us know at the next meeting on the 7th if they would like to volunteer.
The final item on the agenda was new officers for the coming year. Perry Otis volunteered to run for re-election as Secretary/Treasurer, Tim LaBorie volunteered to continue as the newsletter editor, and the other members were asked to consider running for Vice President/President elect.
Business Meeting
April 7, 2001
At the brief business meeting on April 7th, it was announced that Greg Whitney would be running for Vice President/President elect. The site for GAUG 2002 was also discussed. While many members were interested in idea of going to Oxford, it is uncertain how many would be able to afford the trip and also, it was still not certain that Oxford will be able to host the meeting. Some alternate sites that we would like to consider are Toronto and Philadelphia, but no other offer was made.
