Minutes
OACRAO Executive
Committee
September 17, 2001 10:00 A.M. -
12:10 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: Connie Goodman and Cheryl Gloege, Co-Chairs,
LAC
1. Secretary
- Becky distributed copies of
minutes from the Executive Committee meeting on 07/16/01 which had been
distributed 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 announced that minutes from
recent Executive Committee minutes were sent to Deb Benton who put them on the
OACRAO web site.
- Discussion about the lack of a
chair for the Publicity and Publications Committee followed. Since Connie Goodman and Deb Benton have
been sharing responsibility for this committee’s actions, it was agreed that
they would cover the position for the remainder of the year.
2.
LAC
- Connie distributed copies of the
registration booklet for the upcoming annual meeting.
- She announced that the web site
was up-to-date with the registration information and asked that committee
members inform her of anything that might be missing.
- Connie requested that handouts or
flyers that are to be inserted into the registration packets for distribution
at the registration table of the annual meeting be ready by October 26 and that
the date for “stuffing” the packets is November 2. Connie read a list of the items that LAC was expecting to be
inserted into the packets.
- There was a short discussion about
the descriptions of sessions for the web.
Mindy will get the information to Deb Benton.
- Cheryl announced that LAC has 46
gift/door prizes to date and that they are on target for having a door prize
for all who attend. OSU is donating
mouse pads that will advertise the 2002 conference in Cleveland.
- Cheryl announced that 13 vendors
have confirmed that they will be in attendance.
- Cheryl asked whose budget pays for
the closing speaker, which is new to this conference. It was agreed that this fee was to be paid out of the conference
budget.
- Martha asked about the timing of
the fall newsletter and if it could go out earlier than 2 weeks prior to the
annual meeting. It was decided that the
newsletter would go out the next week.
3.
Treasurer
- Sharon shared a report that showed
a balance of $5142.23 in the regular account as of the end of August.
- She announced that all
scholarships that were awarded had been sent out and that they had been made
co-payable to the student and the institution where the student was attending.
- She announced that an additional
$1200.00 in dues had been received so far in September and that there had been
very few expenses so far in the month.
- There was a motion to approve the
Treasurer’s report. It was seconded,
and the report was approved on a voice vote.
- A short discussion about last year’s
interpretation of the constitution to not allow members of other state
organizations to join the Ohio association followed. There was discussion about whether the constitution was written
to intentionally exclude other state members from our organization and whether
we should allow those from other states to become associate members. The discussion continued about the different
types of membership status and who should be considered as voting members. It was decided that the definitions of the
types of membership and the related issue of conference fees for associate
members should be an agenda item for next year’s Executive Committee. It was also decided that interested members
of other state organizations could attend our fall conference at the regular
member rate.
4.
President
Elect
- Martha shared that she had
contacted Margaret Hawkins to ask for an update from the Audit Committee and if
there is a report for the annual meeting.
Martha will follow up about this with Margaret.
- Martha asked if the Budget
Committee would meet at the annual meeting.
Instead, Sharon will prepare a written budget for next year for
presentation at the annual meeting.
5.
Vice
President for Programs
- Bob announced that the program
plans are coming together well, that the February and August meetings helped to
get the chairs organized earlier. Bob
plans to have the program chairs attend the retreat.
- Mindy agreed to get the room
assignments for the pocket program.
- Bob shared the following handouts:
an updated program, a draft of the session evaluation form, a list of round
table topics, a list of session chair responsibilities, and a session chair
summary form.
- Bob asked two questions:
Which
committees would be represented at the committee breakfasts? All committees except those whose membership
is predetermined by appointment.
Should
there be certificates of appreciation for all committees? Certificates for all committee chairs will
be prepared and awarded by the Vice President for Programs.
6.
Vice
President for Workshops
- Mindy announced that attendance
was high at the Support Staff Day; 60 had attended. She shared that it was very successful and that she had seen many
new faces.
- Mindy distributed a summary of
comments, which included a recommendation that FERPA be discussed during the
first part of the day.
- Mindy distributed an
income/expense report for the 2001 workshops and announced that she received
suggestions for a winter support staff workshop.
- She shared an updated on scanning
and imaging and commented that a more accurate estimate of cost needs to be
developed before final decisions can be made on the approach that will be used
to record old OACRAO documents. Dick
agreed to contact Dave to ask that he prepare a request for documents for the
newsletter.
7.
Past
President
- By shared the slate of candidates for
officers and lists of resolutions and honorary members that will be presented
at the annual meeting.
- By shared a concern of the
Nominations Committee that there aren’t many past presidents remaining in the
organization. The Committee suggested
considering the nomination of candidates for President earlier in their
careers.
- By asked that the list of
retirees, subject to verification of their eligibility, be accepted as honorary
members. It was moved, seconded, and
approved.
- By shared that he would send an
e-mail request for additional resolutions.
- He announced that the proposed
changes to the constitution would appear in the newsletter and that recent
additions included the removal of officers, the voting membership, and dues.
- There was discussion about whether
to include the recent additions with the other proposed changes to be voted on
at the annual meeting. It was decided
to defer the late-added proposals, as they need further discussion and
refinement by next year’s Executive Committee.
A handout of the proposed constitution was reviewed to identify those
late-added items to be eliminated.
- There was a motion to accept the recommendations
for changes to the constitution without the late-added items. It was seconded and approved.
8.
President
- Dick announced that he is recruiting
vice chairs of committees for next year.
- He announced that an agenda item
for the October meeting would be to decide who would be invited to the retreat.
- Dick will prepare a letter for
Connie to include in the newsletter.
9.
Other
issues
- There were no other issues.
10.
Next
meeting
- All agreed there was a need for a
meeting in October. The date was set at October 15 with the
meeting after that being the night before the annual meeting.
11.
Adjournment
- The meeting adjourned at 12:10 and
was followed by lunch. Brad Myers
joined the group following the meeting.
He shared an update on the organization’s incorporation status and a
review of Robert’s Rules of Order.
Respectfully
submitted,
Rebecca
K. McOmber, Secretary
10/11/2001
Approved
10/15/2001