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

LAC Report – Deb distributed a memo from LAC Co-Chairs to LAC members, Subject: OACRAO 1999, plus a summary report from the 7/30/99 LAC meeting and tentative menu report for the annual meeting and related workshops.

Deb walked through the event schedule.

Marketeers donated the ID necklace/pouches.

Brad reported that he heard OU Inn was filled, but Deb indicated that this couldn’t be correct and would check into it.

Deb said there were only 19 registrations for annual meeting and 2 for workshops. She asked this was anything to be concerned about and committee members responded that they didn’t believe it was.

Deb asked what the corporate membership length of time was and received the answer of 1 year.

Brad reported that Ken Bogard and Mary Jean Roach are both retiring next summer and were asked to say a few words at Thursday Business Lunch.

Deb suggested that we encourage a "sharing table" of institutional products, such as student grade report forms and whatever members wish to share. All felt this was a good idea and Deb said she would plan for it.

Head table seating and other set-ups were discussed. 13 at head tables.

 

Vice President/Program – Dick reported that he recently sent out another email message for more volunteers. More people are needed for breakfast round table discussions and session recorders. This prompted a discussion of why we were having more problems with a lack of people this year and how to get more volunteerism. Consensus was that the February planning meeting’s low turnout was probably a large part of the problem.

It was decided that the new VP/Program would get together with the 4 program chairs at the annual meeting’s Friday breakfast to coordinate plans and to set the date for the annual Planning Meeting in February so as to get on people’s calendars early.

Brad reported on up-coming retirements and who were to get honorary memberships awarded.

Nominations and Elections Committee nominations were reported as Stu Terrass, Jim Hamberg, Mindy Starcher and Sharon Purvis.

Past president nominations included himself (Brad Myers, Wendy Fahrnbach-Lambing, Gene Schuster and Glenn Davis.

The Linus Ryland and Garland Parker Awards nominations were reported and a motion made for the Ryland award; seconded; passed.

A motion was made to have Becky McOmber slated for Secretary; seconded and passed.

A motion was made to have Bob Myers slated for Vice President / Program; seconded; passed.

Brad reported that the nomination was offered for President Elect but the nominee wanted some time before accepting.

It was decided to keep the 3 categories for membership as "Registrar", "Admissions" and "Enrollment Management".

Brad said that he was finalizing the constitution updates. Copies will be forwarded to Exec’ for review in a few days.

Discussion of the pros and cons of using email for exec’ voting.

Discussion of private/public, etc. schools session for annual meeting. Moderators are being assigned to each group.

Lorinda encouraged exec’ committee members to attend the New Members Reception, on Wednesday, at 5:15PM.

Lorinda reported that the company, Credentials L.L.C. (CLLC) approached her with a proposal. She explained that CLLC is degree verification outsource. The proposal is a request for OACRAO to assist them in promoting their product to Ohio institutions. They indicated this was not an incentive, not an endorsement, and for every Ohio school signing up with CLLC, they would give the OACRAO Scholarship Fund an agreed to percentage. After a discussion it was agreed that this was, in fact, an endorsement of a private company and that, if agreed to, could be setting an undesirable precedent.

Treasurer’s Report – Allen indicated that he had two key items to discuss, i.e. "where we stand" and the membership drive. He distributed two handouts, "Itemized OACRAO Fiscal Report 1/1/99 Through 9/27/99" and "OACRAO Membership Dues 1999-2000".

Allen walked through the reports with the committee. Allen questioned a 2000 Conference payment check from IACRAO as to whether it was IN or IL. Brad said they both were. Discussions about what payments were made already from the participating associations. It was concluded that we were one-third of the total shy, as one of the state associations has not paid.

Discussion about AACRAO included a proposal to go with the other states to rent a riverboat, as SACRAO has done. However, Brad said this wouldn’t for us and that they were looking into other options.

Allen passed around a copy of the congratulation letter he sent out with the $500 scholarship checks, 9-1-99.

Allen inquired about $430 deposit for shirts; asking, "Whose paying for these?" Jane answered that he’ll get a bill from Performance Printing for that. Jane added that 30 shirts were ordered to sell at the conference.

Discussion of how to put together Treasurer’s Report for the Annual Conference. Allen will deliver to LAC before Oct. 28^th to be copied and inserted into registration packets.

Allen reported that 72 institutions have paid dues to date, for a total deposit of $5680. He pointed to the page listing schools that have not responded to his dues letter sent August 1^st, with a deadline of October 1^st.

By suggested that Allen might mail a reminder letter to non-responsive schools, two weeks before the annual meeting.

Allen gave Bob all the updates for the member database, generated from his dues letter.

Vice President for Workshops Report – Martha distributed a handout, "OACRAO Executive Committee October 1, 1999 Meeting VP For Workshops Report.

Martha walked through the report with the committee.

Questions and answers about individual fees, honorariums.

Two presenters paid fees so they were reimbursed.

Martha said she didn’t have much on the four fall workshops yet but that the one with Barmak Nassirian would be the most costly, due to paying for most his expenses, except airfare. She is coordinating a visit for Barmak with OSU officials, over dinner.

Discussion about how to introduce presenters at the four simultaneous fall workshops resulted in Brad volunteering Jim Noe, Dave Sauter and himself can start the sessions out for three of them.

A decision to recorders in each workshop was made.

Allen gladly reported that Martha’s figures matched his exactly.

Martha reported a net balance of $723.55 for the three. By questioned the fact that we didn’t simply break even. Martha said that this overage would help to cover Barmak’s expenses in the fall workshop and that the balance will probably be closer to breaking even at that time, for the year.

Secretary’s Report – Bob distributed copies of the minutes from the August 2 meeting.

Bob apologized for not getting the minutes emailed, as usual. Lorinda suggested that members take these copies back with them and email any modifications to me later.

Bob reported that the new (exclusive to members) OACRAO-L listserv is up and operating, as of September 27^th, due to the efforts of Becky McOmber (P&P Chair) and Amy Hammett, of Case Western Reserve. He said that only one member asked to be removed from the listserv, and that was due to her leaving. Discussion ensued. By asked what we would do if an individual requested inclusion but their institution was not a member institution. Consensus was that inclusion would be reserved for those in member institutions only.

Pros and cons of splitting into admissions and registration/records listservs with the conclusion to change only when the demand shows itself, if it does.

Bob recommended that the secretary maintain/update the listserv, along with the member database and that the listserv be promoted on the web site. All agreed.

Discussions of recognizing all whom were responsible for the success of the new listserv.

Bob read a letter from Philip Henry, the scheduled presenter for the international admissions track. Philip wished to thank Executive Committee and everyone responsible for helping him to come to OACRAO and how he looked forward to it.

He reported that the question of Larry Terrell’s honorary membership was cleared up and already in the database.

Bob followed up on Martha’s earlier suggestion to have OACRAO note cards printed and made available soon.