Committee Members PRESENT: Lorinda Bishop, President; Dick Carpenter, Vice President/Program; Martha Hicks, Vice-President/Workshops; Bob Myers/Secretary; Allen Cole, Treasurer; Brad Myers, Past President. Committee Members ABSENT: Byron Thorsen, President Elect. Others PRESENT: Jane Pidcock, LAC Co-Chair; Kate Carey, representing Ohio Learning Network.

OLN SUMMARY PRESENTED - Ms. Carey first gave a summary of OLN history, including the facts that the agency was one year old created by the Board of Regents and originally named "Tech Link" but inherited their present name from Ohio University. OLN is a central clearinghouse for distance education courses.

HANDOUTS - She distributed two handouts: "OLN Policy Issues" and a draft copy of, "Ohio Learning Network Memorandum of Understanding, May 1, 1999."

REASON FOR COMING - She explained that the BOR’s Policy Planning Board (consisting primarily of university provosts) recommended that OLN go to "Registrar and financial aid folks" for feedback on the memorandum of understanding.

REQUEST - The Executive Committee was asked to review the memorandum of understanding and make recommendations.

REPRESENTATIVES NEEDED - Kate asked for representatives to attend a meeting of registrars, financial aid and admission directors, in August. She asked for "quick problem solvers".

PRESIDENT’S RECOMMENDATION - Lorinda recommended that OACRAO be proactive with OLN.

REP’S TO BE PICKED - It was decided to ask certain members to represent OACRAO at the August meeting.

DICK, LORINDA & BRAD - Dick Carpenter was already involved with OLN and wished to continue. He noted that he was the only registrar. Lorinda and Brad both expressed a desire to be involved.

ADMISSIONS REP - Martha would come up with a recommendation for an admissions rep’.

MEETING COORDINATION - Brad will arrange for rep’s to be at the August meeting.

HANDOUTS - Martha submitted two handouts, "OACRAO 1999 Summer Workshop Series, "SOMETHING FOR EVERYONE" and, "OACRAO Workshops Update, Executive Meeting – July 6, 1999".

RELAXATION WORKSHOP - She was disappointed in relatively low turnout for Relaxation workshop.

WEB SITE REGISTRATION that Deb Benton created is appreciated. However, a couple of registrants received confirmation without generating a report to Martha.

TWO "BEYOND Y2K’S - She explained that the summer "Beyond Y2K" is a "think tank" type workshop, while the fall Y2K is follow-up summary.

FALL WORKSHOPS - Martha reported that for fall workshops, only possible presenters have been identified to date. Four subjects are being looked at. (see blue handout)

HANDOUT - Photocopies of the annual meeting program web site were distributed to the committee and are attached to these minutes.

AIE COMMITTEE NON FUNCTIONAL - Dick began by saying that the Admissions and International Education Committee is "almost non-functional". He said he had "nothing in" for this part of the program, and that the committee was down to consisting of only the chair, Carolyn Starr Stephen and the vice chair, Louise Ditchey. Brad asked the executive committee to help identify people to assist Carolyn and Louise on the committee in preparation for the fall conference, as well as any presenters/sessions for the AIE track. Bob said that he could see if Philip Henry, of The Queen’s University of Belfast, was still interested in making a presentation at OACRAO. Henry made an offer to committee members during an informal meeting at the AACRAO conference in Charlotte. Lorinda reminded all that OACRAO could not afford to pay travel expenses but that maybe lodging could be provided. Bob would follow-up on this.

PROGRAM HELP - Possible AIE committee members were suggested and Exec’ members instructed to pursue contacts and coordinate with Dick.

Treasurer’s Report – Allen Cole

HANDOUTS - Two handouts were distributed to the committee and included as an attachment in these minutes: "1998 OACRAO Scholarship Fiscal Report" and "Itemized OACRAO Fiscal Report 1/1/99 Through 6/25/99."

INTEREST REVENUES - Allen noted the line item "interest correction/adjustment" amount was possible due to Sharon’s (previous Treasurer) diligence.

WALK THRU - Allen "walked through" the reports with the committee.

CD’S - A decision to rollover the CD’s was made.

NON PROFIT STATUS - A brief discussion of OACRAO’s non-profit status, vs. AACRAO’s new incorporation status. Brad agreed to look into this more a report back the pro’s and con’s of both.

TAXES FILED - Sharon filed the taxes for last year.

MILEAGE DECISION - Allen noted that current mileage reimbursement is at $0.275 and he questioned whether this should be updated. A motion was made to change to $0.30, effective July 7^th, 1999. The motion was seconded and passed unanimously.

SHIRT SALES - The denim shirt sales were discussed and Jane Pidcock updated the members.

SCHOLARSHIP ACCOUNTING - The Scholarship carryover amount (p.2) was discussed and it was agreed that the inherited format for showing the annual scholarship donation ($1,000 last year) needs to be improved. The $1,000 donation was not indicated as being earmarked for two of the three scholarship awards, which incorrectly resulted in the report showing scholarship net expenses. Allen will make modifications in the future to reflect that monies are transferred from the general fund to the scholarship fund, as revenues. It was recognized that when the scholarship committee was initially formed, it only had expense accounts established and no format for scholarship revenues have been put into place, even though revenues have been coming for some time now.

LAC Report – Jane Pidcock

EXEC SHIRTS - Jane collected member shirt sizes for ordering the annual meeting shirts, which are dark green this year.

REG PACKETS - Timing of printing and mailing of registration packets was discussed, in addition to the timing of the next exec’ meeting.

LAC MEMBERSHIP - Jane reported that some members of LAC have dropped out for various reasons.

LOGO - After some trademark issues were resolved they now have a logo established.

FIVE VENDORS are committed and agree to sponsor receptions.

PADFOLIOS - One of the vendors; in addition to our regular book bags, is providing "Padfolios".

SPECIAL OCCASIONS ROLE - Discussion of OU’s Office of Special Occasions role in registration, check payment procedures, etc.

SCHEDULE CONTENT - Discussion of contents of large schedule booklet mailed in packet and the brochure schedule at conference.

President’s Report – Lorinda Bishop

CONFERON DISAPPOINTED - Lorinda reported that a CONFERON rep’ was upset that we didn’t contract with them for the Y2000 Conference. Discussion of pros and cons of this type of conference assistance followed.

PREVIOUS MINUTES APPROVED - Copies of the minutes from the prior (March 18^th) Executive Committee meeting were distributed to committee members and attached to these minutes. Minutes were approved with one spelling correction noted.

LETTER TO HONARARY MEMBERS APPROVED - Copies of a draft letter to honorary members, along with a list of Lifetime Honorary Members and their addresses, were passed out for review and attached to these minutes. The draft letter, asking for updated addresses of recipients and other known members not listed, was approved for mailing.

HANDOUT - Bob also submitted copies of a summary of the Publications and Publicity Committee meeting, held at Ohio University May 19, 1999.

TRAVEL DONATION APPROVED - He passed along Becky McOmber’s question of whether she could donate her P&P travel reimbursement monies to the Scholarship Committee. Discussion followed about the actual logistics / accounting of the monies. All approved and were pleased with the idea.

WEB SITE REVIEWED - Bob reported that the OACRAO web site was reviewed, page by page, by the P&P Committee and suggestions for improvements submitted.

LOGO - The OACRAO logo was identified as needing "cleaned-up". Becky would pursue a PMT copy with BG’s staff.

MINUTES ON WEB NOT APPROVED - P&P suggested that their minutes, and all committees’ minutes, should possibly be placed on the web site, according to Bob. Exec’ discussed this and decided against it, due mostly to the inequity of committee minutes or the lack of.

URL ADDED TO LETTERHEAD - The OACARO stationary was discussed, in that a recommendation for adding the URL was made by P&P Committee. Location, font size, etc. was decided upon. (Bob later made the addition and emailed copies to exec’ members and all approved.)

FERPA BROCHURE - Prototype copies of a draft FERPA Brochure, put together by Connie Goodman, Newsletter Editor, were distributed to P&P members at the May meeting. They were instructed to review it and make suggestions by July 1^st. Copies were also given to exec’ members and a discussion of the purpose of the brochure followed.

REVISED LISTSERV APPROVED - A membership listserv was discussed. P&P suggested that the current "OhioReg" name be changed to "OACRAO-L", to emphasize that it’s not just for registrars, but for admissions also. A long discussion of the pro’s and con’s of separate (registrar / admissions) listservs produced no consensus or decisions. Bob said that Becky contacted Amy Hammett, of Case Western U., who maintains the present listserv, and that Amy agreed to maintain the revised listserv. Membership would automatically subscribe people to the new listserv. There would be no more subscribing option, to keep it to OACRAO membership only. The old listserv participation dwindled due to a low profile and lack of promotion, it was concluded. P&P would fill this void. The Secretary would send membership updates to the listserv manager (Amy). With exec’ approval, Becky would announce (by email) the revitalized listserv service. The decision was made to "go for it".

WEB MASTER ASSISTANCE APPROVED - A request for financial assistance, for student help for the Web Master, Deb Benton, was discussed at great length. It was recognized and agreed upon that assistance of some kind(s) for the web master is both necessary and encouraged by both P&P and Exec’ committees. The manner and amount of assistance was difficult to qualify by both committees also. It was recognized that Deb worked on her web master responsibilities mostly after office (student help) hours. She too indicated to Bob that she wasn’t sure how to keep a student worker employed on OACARO work, on a regular scheduled basis, if at all. Brad made a proposal that seemed to be the best solution for this new area of OACARO responsibility. The essence of the proposal was that OACARO would fund that portion, or those hours, of a regular student workers time, devoted to web master and related OACRAO work. The web master would track the time spent. Payment could be by an account or by reimbursements. In addition, while the generosity of Deb and Tony Benton and Bill Jones and OU were also recognized, it was suggested that a portion of the web master’s time, when excessive, should be compensated also. No decision on how to qualify when time spent in a volunteered position, such as web master, becomes eligible for compensation.