Minutes

OACRAO Executive Committee

May 7, 2001 10:00 A.M. - 3:30 P.M.

Location: Home of Martha Hicks, Columbus

Committee Members Present: Richard Carpenter, Martha Hicks, Becky McOmber, Bob Myers, Sharon Purvis, Mindy Starcher, Byron Thorsen

Guests Present: Connie Goodman and Cheryl Gloege, Co-Chairs, LAC

President Richard Carpenter opened the meeting after the members of the committee shared a delicious breakfast prepared by Martha. A break during the meeting provided time for a wonderful lunch, again prepared by Martha, and a delicious dessert that Mindy made from a family recipe. Thanks to Martha for her hospitality and to Mindy and Martha for their excellent cooking.

Items of Business

1. Secretary

- Becky distributed copies of minutes from the Executive Committee meeting on 003/11/01 and thanked Bob Myers for taking and preparing the minutes.

- Becky asked if all had reviewed the draft copy that was distributed electronically. All had; there was a motion, second, and unanimous approval of the minutes.

- Becky distributed updated committee lists and asked for other corrections.

- Becky announced that the OACRAO database had been updated with changes solicited when the new directories were distributed and that the web directory had either been, or would be soon, updated with the changes.

2. LAC

- Connie shared the logo that had been developed for the fall annual meeting.

- Connie asked if vendors need to pay for a booth in order to present a session. The issue was discussed at length. During the discussion, it was shared that all paying vendors are to become corporate members this year and that the vendor fee is $350.00. The discussion resulted in Mindy moving that vendors be able to present a session without charge by invitation only. Becky seconded the motion, and it passed.

- Connie announced that the opening speaker will be Dennis Hicks from Indiana University/ East Richmond. The topic will be “The Evolving Role of the Profession,” and there will be no charge for the presentation.

- It was announced that a contract has been arranged for a Mystery Dinner for Thursday evening, and plans are being made with the president of Longaberger Baskets for the closing session. Connie and Cheryl announced that they are open to suggestions for the closing speaker, due to this person’s schedule not being confirmed and being subject to last-minute changes.

- There was discussion about whether a commuter room was needed. Connie shared information about the physical arrangements of the hotel and that an extra meeting room was being held. It was decided the extra room should be used for a commuter room.

- Connie announced that the current LAC would work with next year’s LAC and serve as a resource for advice on such things as contracts with the hotel.

- It was shared that the hotel manager has changed and that agreements that were made with the former manager, but not put in the contract, are not being honored. An example is the pricing of meals.

- It was announced that space for the Executive Committee dinner meeting has been reserved. It was agreed that OACRAO will fund the meal and that it would be held in the hotel.

3. Treasurer

- Sharon announced that the CD had matured and had been renewed.

- Sharon presented three reports: a month-by-month summary of OACRAO assets for 2001, an operating account summary for March 2001, and an operating account summary for April 2001.

- Sharon announced that $500.00 had been moved to the Scholarship Fund and that, overall, the organization is in very good shape.

- Richard submitted to Sharon copies of additional bills from GL2000 totaling approximately $450.00. The bills represented additional costs submitted late by Michigan.

- It was announced that the cost for the retreat was $770.91 which included $82.83 for planning, $436.08 for travel, and $252.00 for food and lodging.

4. President-Elect

- Martha shared proposed changes to the Constitution related to responsibilities of the Executive Committee.

- Mindy shared proposed changes to the Constitution related to responsibilities of the Operational Committees.

- Each change was described and the reasons for its proposal were discussed. During the discussion, additional changes were made to the proposals

- It was agreed that committee lists should include the names of the Executive Committee liaisons. Becky will update the current committee listing.

- It was decided that the membership of the organization should be made aware of the proposed changes prior to their attendance at the annual meeting and that ways to communicate the suggested changes would be determined at the next Executive Committee meeting.

5. Past President

- By shared the issue of identifying resolutions and received several suggestions from the committee; including the names of those who would be retiring soon, Dave Sauter for coordinating conference registrations, and departing officers.

- Mindy indicated that she has ordered plaques in the past and will provide information about ordering them to By.

- By led a discussion about nominations for officers. Information will be shared with the Nominations Committee during the summer. A call for nominations will go out in the next newsletter. Richard read an announcement that he had prepared for the newsletter and will add a call for names of those who are retiring.

6. Vice-President for Workshops

- Mindy presented a handout of information about upcoming workshops that will be included in the newsletter.

- She shared information about the upcoming workshops including: Residency Officer Update to be held in June, Support Staff Day to be held in August and that is intended for those who don’t attend annual meetings of OACRAO, and REG 101 to be held in June.

-Mindy shared her experiences working with AACRAO officers in setting up the REG 101 workshop.

- Mindy shared potential pre-conference workshop topics, including: a presentation by Chris Munoz and Liquid Matrix Co. regarding admissions web sites; customer service at a distance with the Ohio Learning Network; and OBR audits and records retention.

- Mindy shared ideas for the future, including: REG 201 and Dave Sauter presenting the history of OACRAO.

7. Vice President for Programs

- Bob led a discussion about vendor presentations to be held at the annual meeting. There are three vendors that want to present, and Bob asked if the approval of the Executive Committee was needed in order to finalize the presentations. It was agreed that Bob should continue to make arrangements without approval for each session.

- It was shared that the sessions will be one hour in length.

- Bob shared literature about the Corporate Comic, Bob Ross. He shared the cost for a presentation, which was determined to be too expensive.

- The schedule for the conference was reviewed and slightly updated.

8. President

- Richard led a discussion about the incorporation of the organization and its non-profit status. - Martha shared a summary of her conversation with Brad Myers, information from Kansas ACRAO, and information from the AACRAO Articles of Incorporation.

- It was shared that Brad will talk with the tax experts at OSU and that he suggested a meeting to develop a plan for OACRAO’s incorporation. The plan would be presented to the membership at this fall’s meeting. Sharon, Dick, and Martha agreed that they would meet with Brad this summer.

- Martha shared that it is ok for OACRAO to accept charitable donations to the Scholarship Fund from businesses provided the business gets no financial benefit from OACRAO. It was determined that the next step related to accepting donations toward the Scholarship Fund from ScripSafe is for the Scholarship Committee to contact the company.

- Richard shared that the LAC members had been appointed for the Cleveland and Dayton meetings.

- He announced it was likely that there would be another tri-state meeting in 2004.

- He announced the dates for the next retreat, which are January 20 – 22, 2002.

- He led a discussion regarding timing of meetings of committee chairs and vice-chairs. A timeline for meetings was determined:

Friday morning breakfast meeting for Executive Committee members and new committee chairs and vice-chairs to be held at the annual meeting;

December transition meeting for outgoing and incoming officers;

January retreat;

February program planning meeting; and

April/May follow-up meeting for committee chairs, vice-chairs, and those involved in program planning.

9. Other issues

- Becky raised a question about members of organizations from other states becoming members of OACRAO. It was determined that the constitution does not allow this to happen currently. The committee agreed this is an issue that would warrant further thought, given the increase in distance education and related issues.

- It was agreed that Brad would be invited to the next meeting so that discussions could be held about the use of parliamentary procedure at Executive Committee meetings.

10. Next meeting

- It was agreed that the next meeting would be either July 9 or 16.

11. Adjournment

- The meeting adjourned at 3:30.

Respectfully submitted,

Rebecca K. McOmber, Secretary

05/10/2001

Approved 07/16/01