Minutes

OACRAO Executive Committee

August 4, 2000 10:00 A.M. - 3:10 P.M.

Location: Pontifical College Josephinum, Columbus, Ohio

Committee Members Present: Byron Thorsen, President; Lorinda Bishop, Past President and Chair of LAC; Dick Carpenter, President-Elect; Martha Hicks, VP/Workshops; Bob Myers, VP/Program; Allen Cole, Treasurer; Becky McOmber, Secretary

President By Thorsen opened the meeting.

Items of Business

1. Minutes:

- Becky distributed copies of minutes from the Executive Committee meeting on 02/25/2000.

- The minutes had been reviewed earlier via e-mail, and they were approved as submitted.

- It was noted that minutes from Executive Committee meetings are available on the OACRAO web site.

2. Past President:

- Lorinda reported that the Nominating Committee members have been contacted and will develop a list of candidates. The list is to be forwarded to Lorinda by August 14, 2000, and the committee will meet soon.

- Candidates are needed for the following positions: President Elect, Vice President for Workshops, and Treasurer.

- Nominations are needed for the following awards: Garland Parker Award and Linus Ryland Award.

- It was noted that the list of candidates is subject to the approval of the Executive Committee.

- The Resolutions Committee and the Constitution Committee have not been called together yet.

3. President Elect

- Dick led a discussion on the handling of the budget approval for LAC.

- Dick was determined to be the chair of the Budget Committee.

- The Audit Committee completed its work this year via e-mail; however, the final report still needs to be prepared.

- There was discussion about the need for the Treasurer to serve longer than two years. A suggestion was made to consider a change to the constitution to have this and the Secretary’s position serve for three years. This suggestion will be referred to the Constitution Committee.

- It was noted that the regional Presidents’ meeting in Washington was at a bad time but that the President and President Elect should consider attending the meeting.

4. Vice President for Workshops

- Martha presented a report on the summer workshops which have been completed at this time:

First workshop: Residency Officers Update presented by OBR; Payments still are being collected for the workshop.

Second workshop: Web Recruitment presented by Chris Munoz, OSU, and OU.

Third workshop: Cancelled due to lack of registrations; although highly rated during last year’s annual conference. A discussion followed about the reasons for the low number of registrants and a suggestion was made to have this topic be presented as a workshop during GL 2000.

A net profit of $715.55 was anticipated from the workshops.

- Discussion followed regarding whether or not to present certificates to workshop presenters. No decision was rendered. It was noted that gifts have been provided in the past to those presenters who aren’t affiliated with OACRAO.

- A discussion related to the workshops at the meeting ensued.

5. Treasurer

- Allen shared that taxes were filed on 5/12/2000, which was before the deadline.

- A letter will go out the following Monday regarding annual membership dues. Discussion regarding identifying new members in the dues packet followed. It was agreed that we will ask each institution to identify new members.

- Allen presented information from Jane Pidcock regarding the recipients of OACRAO scholarships.

- Allen presented an itemized fiscal report that showed the bank value of the organization to be $25,419.14.

- The expenditures and travel costs related to GL2000 conference planning were discussed. It was shared that the profits from GL2000, if any, would be distributed based on the percentage of attendance by state and that costs would be shared equally.

- Allen shared that there were no new developments on the organization’s tax status.

6. Secretary

- Becky shared the FERPA brochure designed by the Publicity and Publications Committee. Members of the Executive Committee voted to approve the brochure and thanked the P&P Committee for their work.

- The P&P Committee will distribute a copy to each institution’s representative. It will be shared electronically in the same way that the newsletter is distributed.

- It was suggested that a quantity be printed and made available on a table at the GL2000 conference and to put the brochure information on the OACRAO web site.

- A followup discussion regarding Associate Membership was held. It was determined that Associate Membership is for individuals and is different from the vendor level of membership. It was agreed that Associate Member names would be published in the Directory and that this membership would be granted to interested individuals in compliance with the constitution.

7. Vice President for Programs

- Bob summarized the conference planning meetings that were held and shared the names of the Steering Committee and the fact that four topic coordinators had been identified for program planning.

- Bob shared an update from Brad; each topic coordinators would be developing 8 – 9 sessions.

8. Local Arrangements Committee

- Lorinda elaborated on a handout of the working program format and presented a draft of the GL2000 budget.

- Much discussion followed about the details of planning the conference.

9. Old Business

- The committee assignment process was reviewed. It was recommended that new committees meet at the fall annual meeting. The meetings would be conducted by the old and new chairs and would allow for the membership to get organized for the next year. By will send a letter to the chairs and vice chairs alerting them to be prepared for meeting. (Note: This involves the Program Committees, the Membership and Mentoring Committee, and Publicity and Publications Committee.)

- Dave Sauter was appointed as OACRAO Historian by By which was approved. By will contact Dave.

- Allen requested guidance on the surplus of funds. By suggested appointing a task force to develop a strategy for defining what is surplus/reserve and to develop a plan for the surplus. Allen suggested awarding 5 scholarships, and the suggestion was made to keep costs for the Columbus meeting low.

- Lorinda presented an issue related to the retention of student application forms. Recent OBR statements differ from IUC and AACRAO retention guidelines. It was agreed that Lorinda would draft a letter to OBR from the Executive Committee clarifying that institutions will comply with the previously-published IUC retention manual.

- It was decided that OACRAO will be listed in the Gale Group Directory.

The committee adjourned to lunch.

Respectfully submitted (10/03/2000),

Rebecca K. McOmber, Secretary Approved 10/31/2000