Home of Brad Myers – Columbus

Committee Members PRESENT: Brad Myers, Past President; Byron Thorsen, President Elect; Dick Carpenter, VP/Program; Martha Hicks, VP/Workshops; Bob Myers, Secretary; Allen Cole, Treasurer. Committee Members ABSENT: Lorinda Bishop, President. Others PRESENT: Deb Benton and Jane Pidcock, LAC Co-Chairs.

PROGRAM SCHEDULE - Brad Myers chaired this meeting and began by asking the committee to focus primarily on the upcoming annual meeting program and possibly local arrangement needs. Copies of the program schedule (web site printout) were distributed to members then reviewed. It was observed that there were still gaps in the schedule. Dick reminded everyone that the Admissions and International Education Committee was down to only Carolyn Starr Stephen and Louise Ditchey, plus session chairs were not responding well to emails sent by him.

REGISTRATION PACKET DEADLINE - Jane noted that it was getting almost too late to include detailed descriptions in the registration packets, for sessions not fine-tuned yet.

CALLS TO CHAIRS - Brad concluded the discussion with a recommendation of follow-up procedures. Dick is to make initial contacts with session chairs, with the help of Carolyn and Louise.

EXEC’ ASSISTANCE WITH PROGRAM - If Dick discovers, after his initial contacts, that he needs help with phone calls/contacts he would get assistance from this committee. Brad indicated to members that they might be getting emails requesting assistance.

ROUNDTABLES – Brad encouraged members to help with formulating ideas and monitoring roundtable discussions.

The following items involved annual meeting provisions for the AACRAO board representatives. The rep’s include, Tom Bilger, serving as VP for Association and Institutional Issues, and Gene Schuster, serving as VP for Finance. Normally only one AACRAO rep’ is invited to the annual meeting, but since Gene is also an OACRAO member, it was decided in previous meetings to invite an additional, AACRAO officer, from outside the state organization.

AACRAO REP’ SCHUSTER MOTION – After the question was raised by Martha, a motion was made, seconded and passed, to fund Gene Schuster’s registration fee. Brad noted that OSU would cover Gene’s regular OACRAO expenses, as usual.

AACRAO REP’ BILGER MOTION – After a related discussion, it was moved, seconded and passed that Tom Bilger’s registration, lodging and travel would be funded, as usual for the national representative.

AACRAO STAFF MEMBER NASSIRIAN MOTION – It was also moved, seconded and passed to fund registration, lodging and travel, excluding airfare, for Barmak Nassirian, Associate Executive Director of AACRAO.

CONSTITUTION REQUEST- Brad asked if anyone had any changes for the Constitution. By pointed out that the President Elect language was inconsistent, regarding serving as Chair of the Budget Committee in one section but not even identified as a member in another section.

NOMINATIONS REQUEST – The committee was asked for nominations for officers, honors and honorary memberships. Brad reminded all that names of all retirees should be turned in to the Secretary but in addition, some should be nominated for honorary membership. He urged that submissions should be sent to him by no later than the end of August.

PREVIOUS MINUTES TO BE EMAILED – Bob reported that due to storm related power outages he was unable to print hard copies of the previous minutes. He asked if emailing them was acceptable and all agreed.

LETTER TO PHILIP HENRY – A general description of a draft letter from this committee to Philip Henry, formally inviting him to speak at the annual meeting, was given. This too would be emailed to members before mailing. All agreed.

TWO HANDOUTS - Allen distributed three handouts, "OACRAO Scholarship Fund Review/Research", "1999-2000 AACRAO Institutional Membership Dues Invoice" and Treasurer’s Report for 1/1/99 through 7/25/99.

SCHOLORSHIP CARRYOVER – It was reported that the scholarship carry-over amounts have shown an increase each year of existence. Brad suggested that this was partially due to the institutions increasingly absorbing part of the administrative costs. It was resolved that the fund should not be handled as an endowment fund. It was also suggested that more of the scholarship expenses should be deducted directly from the scholarship total.

COMMITTEE TO REVIEW - Brad recommended that Exec’ should review the whole concept of the scholarship fund, including CD’s, carry-over monies, etc., and come to the next meeting prepared to make decisions to give to the scholarship committee.

DUES LETTERS MAILED – The annual dues letters were mailed to institutional rep’s on August 1^st. The deadline was set as October 1^st.

STRESS - Martha reported a correction in her report from the previous meeting, that the Stress Workshop was actually $1.80 in the red, not $10.00 to the good.

RESIDENCY - For the Residency workshop was very successful. There were 30 registrations and 36 lunches. There were no honorariums, travel expenses, etc., so the net was $252.20.

Y2K - For August 12^th On-line Y2K there are 30 registrations so far. There will be 4 panelists, so four groups will split out, including, bursars, registrars, admissions directors, and financial aid directors. The registrars and admissions registrations are good but the others are low, so she recommended more time and effort go into recruiting others.

FALL - Pre-Conference Workshop presenters include, Sharon Brehm, Provost at OU; Kate Carey of OLN; Brad on Affirmative Action; Dave Sauter on Part II of Y2K; Jim Noe and Barmak on Government Relations, Hope Lifetime Learning and Grad Rate.

 

The question of whether to buy a traditional gift for both AACRAO rep’s (because there are two rep’s this year) was answered affirmatively.

Deb offered to provide a tour of Ohio University’s student services building (Chubb Hall) in addition to a campus walking tour. All agreed this was a good idea. Scheduling times were discussed with the idea of offering two tour times, on separate days, being favored.

A correction of the President’s Reception starting time from 6:00 to 6:15 PM was made.

A proposal to end the entertainment at 10:00 PM instead of 11:00 PM, to allow for an unscheduled Court Street excursion.