CTUG Regular Executive Board Meeting

November 14, 2003 - Minutes

Attendees:

Javid Quadri
Randall Becker
Dick Bird
Philippe Olivieri
Marc Lafontaine
Alvin Wong
John Lee
Pio Gomes
Denis Cormier

Regrets:

Marlon Henry

Meeting Duration:

11:40PM – 12:15PM

Meeting Location:

Conference Call

Old Business:

1. Previous meeting approval
   • Approval moved by Alvin, seconded by Philippe
2. Webmaster
   • Web master - handover to Randall Becker – in progress
   • ACTION ITEM: Randall to report on progress of website handover and updates
     • Javid reported that there were many problems with the website, specifically the registration process. Javid was working with Joseph, Alvin and Randall to resolve the issues. The problems were related to the online credit card payment. These problems included being unable to decrypt messages based on the key provided by CanHost and the loss of messages. As the registration process was tied to the credit card payment, all registrations were lost.
     • Randall reported that he would be able to work on the web site and would attempt to address the issues following the meeting. It was agreed that a deadline would be set after which online credit card payment would not be offered and the old (functioning) system of registration would be used. The technical session was only 10 days away, so time was of the essence.
     • Randall asked if a French version of the website would be beneficial. It was agreed that Marc would work with Randall on developing the French version.
3. November Technical Session
   1. Current Numbers
      • As a result of the website problems, no registrations had been accepted. It was required to have people reregister for the session once the website registration process was in place.
      • Emails have been sent out. Additional emails will be sent out once the registration process is finalized.
   2. Telephone Calling to Promote Session
      • Javid asked for volunteers to participate in calling members directly in the event that the registration process went slowly. Philippe volunteered to participate. John indicated that he could contact members at the TSX, and could possibly do some calling. Marc and Denis indicated that they would contact key members in organisations in Montreal to spread the word about the session.
   3. Session Details – Toronto (Who is attending, Who does what, etc.)
      • Javid and Alvin indicated that they would be at the venue at 7:30am. The registration process would commence at 8:00am.
   4. Session Details – Montreal (Who is attending, Who does what, etc.)
      • Angelo D’Amore of HP and Marc would be hosting the session. (It was doubtful as to whether Denis could make it.)
      • It was agreed that a receipt book would be purchased and that written receipts would be issued. If there was an objection, then an official CTUG invoice would be issued after the fact.
      • The Montreal session was to be cash only.
      • The venue and the food were arranged. Angelo would forward the cost of the event to the board so that payment could be delivered on the day of the session.
4. Location for next Spring Conference
   • ACTION ITEM: Continue investigating alternatives.
     • Javid reported that he has been in contact with the Metro Toronto Convention Centre. A site visit would be arranged following the technical session on Security.

New Business

1. Next Meeting
   • December 5th 2003
   • Conference Call
2. Meeting Adjourned
   • Moved by Dick, seconded by Pio
   • Adjourned at 12:15 PM
   • Minutes taken by: Javid Quadri