Committee Members PRESENT: Byron Thorsen, President Elect; Dick Carpenter, Vice President/Program; Martha Hicks, Vice-President/Workshops; Bob Myers, Secretary; Allen Cole, Treasurer; Brad Myers, Past President. Committee Members ABSENT: Lorinda Bishop, President. Others PRESENT: Deb Benton and Jane Pidcock, LAC Co-Chairs.
President’s Report - Brad Myers conducted the meeting in Lorinda’s absence.
AACRAO AWARD - Brad reported that AACRAO would present an award to OACARO during the AACRAO meeting in Charlotte, for our web site. We will be receiving $500 and free registration for one at the AACRAO conference. Accepting the award will be Deb Benton and Bill Jones, of Ohio University, and Lorinda, for OACRAO. Deb will get the free registration award. Bill supported this committee’s suggestion to donate the $500 to the OACRAO scholarship fund. Deb will make a presentation of the web site at Charlotte.
‘01 ANNUAL MEETING – It was decided to have the 2001 annual meeting in the Columbus region, in keeping with the tradition of having the meetings revolve from the southern part of the state, to the northern, then to the central region, etc. Possible LAC chairs was discussed.
CHARLOTTE RECEPTION – It was decided to spend no more than $700 for the reception with the Illinois, Indiana and Michigan members during the ’99 AACRAO annual meeting in Charlotte.
Y2K CONFERENCE – The question of how to fund and/or split any profits from the 2000 conference among the three states was discussed. It was recommended to split the costs/profits evenly. A planning group will meet in Charlotte.
AACRAO REP’ – Brad announced that Tom Bilger, Ball State U. Registrar, will be our AACRAO Representative this year. Tom agreed to do a presentation if we wanted him to.
Vice President/Workshops Report – Martha Hicks
TECHNICAL WORKSHOP - scheduled for March 24th has 6 registrations. The presenter, from Columbus State, charges $25/hr and plans to spend 3 hours presenting. Martha noted that it wouldn’t take many participants to break even.
SUMMER / FALL WORKSHOPS - Martha distributed a handout, which included potential summer/fall conference workshops. (See attached, "Vice President of Workshops Executive Committee Meeting Report, March 18, 1999.") Subjects were discussed at length. Four fall workshop possibilities include, Affirmative Action, Government Relations (including Sunshine Law), Ohio Learning Network and Beyond Y2K. Summer workshops should be firmed up by the end of April.
INSTITUTIONAL RESEARCH / DATA MANAGEMENT COMMITTEE – There was a lengthy discussion about a workshop for institutional research for enrollment management. Dick also reported that the Data Management committee chair indicated that his committee feels that the other committees are providing much of their same, or similar, subject material. Executive Committee discussed the purpose and direction of the data management committee, with the consensus that the DM committee is needed and that much subject matter should be available.
Vice President/Program – Dick Carpenter
PROGRAM THEME – Dick read a list of proposals for the program theme. The committee quickly ruled out themes like, "head for the hills", "swing into the millennium", and anything with "Y2K" in it. Bob and Jane suggested a modification of an old Athens Chamber of Commerce theme, "Athens, Absolutely", to "OACRAO in Athens, Absolutely." Jane also suggested that some "one-liners", incorporating the ending, "absolutely" be used throughout the brochures and other publications.
SESSION TIME CHANGES – Deb suggested starting the pre-conference workshops a little earlier than in the past, because it was assumed that most attendees would drive in the night before. This would allow for built-in time for the shuttle service. So, instead of starting at 10AM, start at 9:30AM. There was some concern about this action precluding some people from attending as it might force them to spend more on overnight lodging. It was decided to cut the FERPA update back 15 minutes, to a half-hour presentation, move the 45 minute Town Meeting from Wednesday to 5PM Thursday, which would bump the Thursday Dinner to 7PM. All this would effectively allow for needed shuttle time, and lighten a rather heavy Wednesday schedule.
HOPE SCHOLARSHIP - By asked if there was any demand for a session or workshop on the Hope Scholarship implementation. Brad noted that it really takes effect the year after this.
LAC Report – Deb Benton
KEYNOTE SPEAKER - Deb reported that Bill Jones asked Jim Grobe, Ohio University football coach, to be the plenary session speaker.
OFFICE OF PUBLIC OCCASIONS - Deb also reported that OU’s Office of Public Occasions is being utilized to assist with the arrangements for OACRAO. They indicated that they would "work with us" when Deb first reported that their normal charge was prohibitive. Deb asked the committee if this was a problem. Dick noted that without knowing the percentage the committee can’t really object.
SPIRIT NIGHT - Jane reported that Wednesday is being programmed as, "spirit day, or spirit night", starting off with Coach Grobe giving a motivational speech, dress will be casual with dinner at Baker Center. The evening entertainment may include the Singing Men of Ohio, doing a medley of old college songs. Afterward, people can go down to the lower level of Baker Center for bowling, billiards, Ping-Pong, etc.
EVENING OF ELEGANCE – For the second night it was hoped that we could use the historic facilities on the Ridges part of Athens Campus, to include: Lin Hall, with it’s Kennedy Art Museum and the Auditorium. It was to be billed as "An Evening of Elegance", but the museum has nothing scheduled at that time and to make it even worse, would be in the process of tearing down an exhibit. So, alternatives are being reviewed.
A TASTE OF ATHENS – Events such as, "A Taste of Athens", similar to the concept of "A Taste of Columbus", with a variety of food dishes, served finger-food style and a variety of dancing exhibitions have been discussed. Providing dinner is being looked at for both nights. An organized "Court Street Shuffle", which is similar to a pub-crawl, is also being discussed as another alternative.
PING REC’ CENTER – The Ping Recreation Center will be available for OACRAO participants and paid for with annual meeting funds.
Secretary’s Report – Bob Myers
Bob distributed copies of the last minutes. The minutes were reviewed and approved without change.
Treasurer’s Report – Allen Cole
REPORT APPROVED - Allen distributed copies of the Treasurer’s Report and addressed some of the highlights. The report was approved without change.
MEMBERSHIP AND MENTORING COMMITTEE - Brad noted that the M&M Committee will contact each of the institutions that have had their memberships dropped to encourage them to reconsider joining and try to get feedback if they don’t wish to re-join.
SCHOLARSHIP FUND – There was some discussion of how the Scholarship funds and carry-over are indicated and if they are earmarked. By asked if Scholarship funds belong to the Scholarship Committee. Brad noted it’s a sub-account, not a separate account—strictly a bookkeeping matter. It’s all part of the total (OACRAO) budget.
Other Business – Brad
Brad asked anyone felt there was a need to have a meeting of Exec’ during AACRAO. No one thought that it would be necessary, but if anyone changed their mind it would be easy to contact one another via e-mail.