Minutes
OACRAO Executive
Committee
July 16, 2001 10:00 A.M. - 3:30
P.M.
Location: Pontifical College
Josephinum, Columbus
Committee
Members Present: Dick Carpenter, Martha Hicks, Becky McOmber,
Bob Myers, Sharon Purvis, Mindy Starcher, Byron Thorsen
Guests
Present: Dave Sauter, Historian; Connie Goodman and
Cheryl Gloege, Co-Chairs, LAC
President
Dick Carpenter opened the meeting with an announcement of a change in the agenda.
1.
Historian
- Dave presented a background on the
role of the OACRAO Historian, which was filled in the past by Fr. Clarence
DeRuntz. Dave shared that he had
received 13 boxes of information from Sharon Ackridge and that he has gone
through the materials. The boxes
contain newsletters, memoranda, directories, etc. Dave sought advice on what to do with the materials. A discussion regarding imaging vs.
microfilming followed.
- A discussion about the possibility
of having a “home” location and address for the organization ensued. All agreed that OSU would be an obvious location,
provided the OSU Registrar’s Office would be willing to allow space for storage
and use of their equipment to image.
Mindy will check on the cost of imaging. Dave will check with the librarian at WSU for information
regarding the Ohio Historical Society and whether that organization would be
able to assist with filming and/or keeping records.
- Dave asked if a session related to
OACRAO history should be presented at this fall’s annual meeting. Mindy shared her ideas about a session: that
it could be part of the new member track, that the chair of the Membership and
Mentoring Committee is interested in having a session like this included, and
that it would be a good wrap-up session for Friday. Bob commented that we are losing the institutional memory of the
organization and the need for the history to be shared. Bob noted, however, that there is no track where
it would fit as a session and that the new member session is too short. He announced that currently there are no
slots open but that one might open up.
- Mindy suggested an article in the
next newsletter might include the history of the Membership and Mentoring
Committee.
- Dave suggested purchasing binders
for the storage of the documents. He is
willing to organize the documents and put them into binders. Dave asked that any documents or records
that other have be sent to him for storage.
He agreed to create a display for the annual conference. The Executive Committee agreed to reimburse
Dave for the cost of binders and storage materials.
- Dave shared comments on the 2003
conference and his work with the Dayton Convention Center.
2. Secretary
- Becky distributed copies of
minutes from the Executive Committee meeting on 05/07/01 which had been
distributed and reviewed previously via e-mail. There were no corrections.
A motion to accept the minutes was followed by a second and a successful
vote to approve.
- Becky distributed updated committee lists and asked
for other corrections. There were three
corrections and a continuing vacant chair position. By agreed to recruit a chair for the Publicity and Publications
Committee.
- There was discussion about the results of a call for
nominations for officer positions. Dick
agreed to prepare and send an e-mail request for additional nominations.
- It was decided that Brad would be invited to a later
meeting to review parliamentary procedures.
3. LAC
- Connie presented an updated regarding
the vendors. She shared that there are
not as many this year, that Jostens is donating mugs, that Credentials, Inc. is
donating name tag holders, and that Performance Printing is provided discounted
prices.
- Cheryl shared the logo and showed
a sample of the member gift of a calculator.
- Connie shared a technology needs
form and that there will be a technology room available with a photocopier and
an expert who will provide assistance.
The expert will be provided a paid registration.
- Connie and Cheryl gave the
following updates: Dennis Hicks, from
IU East, will be the opening speaker and will present on the evolution of our
profession. The price for meals has
been renegotiated. There will be a form
requesting the need for signage. Dave
and his staff are ready to handle the registration forms.
- Bob announced that he is working
on finding a closing speaker.
- There was discussion about whether
or not information about the proposed changes to the constitution should be
sent in the registration packets in mid-September. The Constitution Committee still needs to meet and send the final
recommendations to the Executive Committee for approval. It was suggested and agreed that the
proposed changes be shared with the membership in the registration materials
and in the next newsletter.
- Connie and Cheryl asked about
having a “no-meals” type of registration at a different cost. It was agreed not to offer this type of
registration.
4. Treasurer
- Sharon provided copies of a
monthly summary of OACRAO assets and announced that she was ready to send the
combined mailing regarding dues and updates to directory information. There was discussion about the length of
time of non-payment before an institution would be eliminated from the database
and directory. The discussion did not
result in a decision.
- A motion to reimburse the
Scholarship Committee $69.96 for easels and storage containers for use at
annual conferences was seconded and passed.
- Discussion followed about the
vendor membership dues. Becky noted
that the Secretary would need a list of vendor members for the new directory.
- A motion to accept the treasurer’s
report was seconded and passed.
5. President-Elect
- Martha shared that she, Sharon,
Brad, and Dick will meet this Thursday to review documents related to incorporation
and that the goal was to have this done by the annual meeting. Presentation of the incorporation materials at
the annual meeting was discussed.
6. Vice President - Programs
-Bob shared an update on the program
which is coming together well. The
Records track is a bit behind, but that area should catch up soon. Individual session issues were discussed,
including the Thursday vendor session.
After checking with Stamats Communications, Inc. to see if they charge
for presentations, Mindy and Martha will decide which presentation will be
given and if it should be a pre-conference workshop.
- Bob shared that the next stop in
is to assign meeting rooms.
- Mindy requested that information
for the pocket program be ready by a couple of weeks prior to the conference.
- Bob will prepare evaluation forms
and will provide them to LAC.
- Connie will e-mail an updated copy
of the conference timetable to the Executive Committee.
7.
Vice
President – Workshops
- Mindy shared information about the
summer workshops. She turned in money
for the residency workshop; announced that the first summer workshop on 06/27
at the Younkin Center of OSU was very successful; distributed copies of the
results of evaluations; and announced that 52 were registered for the next
workshop which is intended for Support Staff.
- Mindy updated the committee about
the recent REG 101, which was co-sponsored by OACRAO. She shared that we don’t get money for the workshop although we
had 8 presenters in attendance. The
workshop went very well, according to Mindy.
- Mindy presented information on the
fall workshops:
Distance
Education – topic is Ohio Learning Network and help for institutions setting up
distance learning courses;
OBR
Audit and Reporting – a panel from institutions that have gone through an
audit;
Jeff
Allen’s FISH Presentation – the “FISH” philosophy of customer service;
STAMATS
– vendor presentation to replace Chris Munoz’s presentation.
8. Past President
- By distributed updated copies of
the constitution revisions.
- Mindy summarized each change, and
the committee discussed each.
9. President
- Dick shared information from Helms
Briscoe, a company that organizes conferences.
The committee agreed that we were not interested.
- Dick announced that Stu Terass
resigned from LAC 2002. Mindy agreed to
call Sue Lindsay to see if she would replace Stu as Chair.
10.
Other
Issues
- There were no new issues, but By
reminded everyone to send nominations for officers to him.
11. Next meeting
- It was agreed that a meeting would
be held in September. Mindy will check
with Brad to see when he can attend.
12. Adjournment
- The meeting adjourned at 3:00.
Respectfully
submitted,
Rebecca
K. McOmber, Secretary
09/12/2001
Approved
09/17/01