Minutes
OACRAO Executive
Committee
Concurrent with Program Planning
Meeting
February 16, 2001 10:45 A.M. - 12:15
P.M.
Location: Mount Carmel School of
Nursing, Columbus
Committee
Members Present: Richard Carpenter, President; Byron Thorsen,
Past President and Chair of LAC; Martha Hicks, President-Elect; Mindy Starcher,
VP/Workshops; Bob Myers, VP/Program; Sharon Purvis, Treasurer; Becky McOmber,
Secretary
Guests
Present: Connie Goodman and
Cheryl Gloege, Co-Chairs, LAC; Michael George, Chair, Scholarship Committee
President
Richard Carpenter opened the meeting.
1. Report of the Secretary:
- Becky distributed copies of
minutes from the Executive Committee meeting on 12/15/00 and thanked Bob Myers
for taking and preparing the minutes.
- The minutes were reviewed.
- The minutes were approved as
submitted.
- Printed OACRAO directories were distributed to those
in attendance. The remainder will be
mailed.
2. LAC Committee
- Connie reported that the LAC had
met twice already and that the group had made good progress on next year’s
annual meeting.
- Connie and Cheryl shared two
handouts; one with the proposed budget for the annual meeting and one with proposed
web site information.
- A discussion ensued regarding
issues related to the proposed budget. In
developing the budget, LAC had assumed that vendors would be invited for one
day (Thursday) only. This met with
agreement. It also was discussed whether
corporate membership would be offered to vendors or whether vendors would be
allowed to become corporate members with one price of $350.00. It was agreed that LAC would advertise to
vendors a $350.00 corporate membership for one year that would include
attendance at the annual conference and a $100.00 corporate membership that
would not include attendance at the annual conference.
- Positive comments were received
about the proposed web site. LAC shared
that most communication to the membership of OACRAO about the conference would
be electronic. LAC proposed making the
registration booklet smaller. This
proposal met with agreement.
- LAC requested that the cost of the
conference remain at $160.00, which is the same as the cost for the Great Lakes
2000 meeting. It was reinforced to LAC
that there was not a need to make money from the annual meeting. LAC noted that the cost of single-day
registration was raised in order to discourage single day attendance.
- A discussion about the
entertainment and its scheduled times followed. It was decided that, at a minimum, an informal gathering with
food was needed for Wednesday evening.
- Ideas for the kinds of mentoring that
could take place at the meeting were discussed. It was agreed that Wednesday evening was a good time for new
members to be met and welcomed.
3. Newsletter
- A discussion about the many recent
requests for removal from the listproc were discussed, particularly in light of
the fact that LAC had planned to use electronic means as the vehicle for communications
about the annual meeting.
- It was decided that the Secretary
would send an e-mail to the list indicating that database members would receive
an electronic copy of the newsletter and initial conference information, but
that those deleted from the listproc would not receive any e-mail updates.
4. Treasurer’s Report
- Sharon shared three fiscal
reports: an Itemized OACRAO Fiscal Report for the Scholarship Fund, the 2000
OACRAO Fiscal Report Summary, and the Itemized OACRAO Fiscal Report for 1/1/2000
through 12/31/2000.
- Sharon reported that the Audit
Committee met on 2/2/01and had approved all fiscal reports that were presented
during the audit meeting.
- Sharon asked what to do with the
CD that is maturing in April. By moved
to increase the CD by an amount determined by the Treasurer that would provide
for sufficient cash flow for operating expenses each month, an amount of at
least $20,000.00 or to have an additional CD that would mature at a different
time. Discussion followed, and it was
agreed that Sharon would work with the bank and bring information to the March
meeting. The motion was not seconded.
- Sharon reported that she had
discussed the issue of incorporating with Brad Myers. Brad is checking with legal advisors at OSU and will return information
to Sharon.
- Sharon shared the current balance
of the OACRAO account, and a motion was made to approve the fiscal reports. The motion was seconded and passed
unanimously.
- A discussion about the timing of
the annual membership drive was discussed.
It was decided that the membership information would be mailed earlier
in the fall this year, with a goal of having the membership information updated
and returned earlier. This would help
in identifying new members sooner before the annual meeting. It was decided that an identification of new
members would be solicited two times each year: when the printed directories
are distributed and during the collection of dues and members lists. It was agreed that the dues letters would be
sent in July rather than later in the year.
The Secretary will provide the Treasurer with the membership lists the
first week in July.
- An issue was raised about whether
the Financial Aid Office of each scholarship recipient needed to be notified of
the scholarship award.
- Several related issues of the
Scholarship Committee were discussed.
Michael George shared that one of the goals of the Scholarship Committee
was to award a scholarship to a student from each of the five regions of the
state. A discussion continued from the
last meeting related to accepting donation to the Scholarship Fund from
vendors. It was agree to continue to
wait to make the decision until this issue is discussed with a financial
expert. Mindy volunteered to ask Gene Schuster
about the issue.
5. President Elect Report
- No report.
6.
Vice
President for Program Report
- The Vice President presented the
issue of the timing of the annual meeting.
He asked whether the first week of December might be a better time. It was decided that he would compile information
from the committees and report later.
- Bob asked about the format of the
annual meeting and if it should be the same as prior years. He discussed a concern about the attendance
at Friday morning meetings. A suggestion
was made to offer one popular session by itself on Friday morning. No motion was made.
7. Vice President for Workshops
- Mindy shared information about a
possible Registrar 101 workshop to be presented by Brad Myers, Dave Sauter, Jim
Noe, Roberta Sikula, and Gene Schuster as a two-day workshop for a regional
area. It was shared that AACRAO is
designing a scheduling module for Registrar 101 and the suggestion was made
that they consider developing other modules, as well.
- Mindy shared two other workshop
ideas: one for support staff that could cover stress relief and other personal
issues and one for residency officers.
- Mindy made suggestions related to
other topics. She suggested developing
a schedule with the locations of future annual meetings determined further in
advance. She also suggested reviewing
the committee structure with emphasis on the length of service for members of
the Executive Committee, on the role of the Publications and Publicity
Committee and whether the committee could serve as editor(s) of the Newsletter,
and on the Membership and Mentoring Committee and whether the committee should
be a program committee.
8. Past President
- By noted that the Publicity and
Publications Committee needs a chair.
- He asked that anyone needing to
have a resolution prepared should let him know.
- He mentioned that it is not too
early to be thinking of nominations for officers.
9. Other items
- The retreat is scheduled for March
11, 12, and 13. A list of suggestions
for items to bring was distributed.
- A suggestion was made to consider
soliciting committee members earlier.
Discussion included sending committee membership requests with the
annual dues solicitation. No motion was
made.
The
committee adjourned to lunch and to a follow-up meeting with members of the
program planning committees.
Respectfully
submitted,
Rebecca
K. McOmber, Secretary
03/05/2001
Approved
03/11/2001