Minutes
OACRAO Executive
Committee
October 15, 2001 10:10 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 09/17/01. There were two corrections. A motion to accept the minutes, as amended,
was followed by a second and a successful vote to approve.
- Becky announced that many updates
were made to the database recently and that the database was sent to Deb Benton
who updated the web version of the directory.
2.
LAC
- Cheryl shared the current status
of registrations for the annual meeting.
There are 61 registrations for the three-day meeting, eleven
registrations for the one-day option, fourteen registrations for workshop 1,
ten registrations for workshop 2, two registrations for workshop 3, and eleven
registrations for workshop 4.
- Cheryl asked if Dick would send an
e-mail reminder to the list to sign up by the deadline.
- She distributed the LAC shirts to
Executive Committee members and passed around samples of gifts that would be in
the registration packets: mugs, canvas bags, calculators, and name tag holders.
- Cheryl distributed copies of the
inserts that will go into the registration packets.
- Connie announced that she and
Cheryl were getting gifts for the speakers at the plenary and opening sessions and
for the AACRAO representative.
- Dick asked that Executive
Committee members respond to Connie and Cheryl about attendance at the
appreciation luncheon.
- Connie shared the conference
evaluation form, which was patterned after the form used at the OU conference.
- Cheryl routed the menu for Tuesday
evening’s dinner meeting which will be held at 6:30. Connie shared that she would send a dessert menu via e-mail.
- The next LAC meeting is scheduled
for November 2 from 10 – 5.
Registration packets will be prepared.
3.
Treasurer
- Sharon distributed an income and
expense sheet for September and a monthly summary of assets for 2001.
- She announced that 37 institutions
have not turned in their annual dues as of yet.
- She shared a budget that she
proposed for 2002 and made two adjustments to it.
- There was a motion to accept the
treasurer’s report, a second, and it was approved.
4.
President
Elect
- Martha distributed copies of a
report from the Audit Committee that was prepared by Margaret Hawkins and that
will be presented at the annual meeting.
- The report included three
recommendations:
1.
To increase the scholarship amount to $750.00 per recipient
The Executive Committee agreed that this was a topic for
the next year.
2.
To approach vendors to sponsor scholarship awards
The issue was discussed, and it was decided to ask the
Scholarship Committee to develop a 3 –5 year plan as part of their charge for
the next year. It was decided not to
solicit businesses for scholarship donations (monetary as opposed to goods or
services) at least until after the incorporation issues are resolved. The issue would be revisited after the
organization’s incorporation, and it would be decided at that time whether or
not to solicit for donations.
3.
To consider spending surplus monies for the professional development of the
organization’s membership
It was agreed that this has been accomplished already and
is ongoing. The costs of summer
workshops have been subsidized by the organization and, therefore, have been
kept low for members. The annual
conference also has been supported by the organization resulting in low
conference fees.
- It was noted the Audit Committee
report agreed with last year’s Treasurer’s report.
5.
Vice
President for Programs
- Bob noted that the latest version
of the conference program was updated on the web.
- Final details related to the
conference speaker were reviewed for the pocket program.
- Bob indicated that there might be
slight changes to individual sessions, such as a few cancellations, and that he
would prepare an update sheet for inclusion in the registration packet.
- He announced that the session
evaluation forms were done and that the packets for committee chairs are
ready. The chairs will be instructed to
return session evaluations to the registration desk.
- He noted that Don Foster will be
invited to Friday’s meeting of program chairs, vice chairs, and Executive
Committee members.
- He announced that David Axsom is
ready to print certificates.
6.
Vice
President for Workshops
- Mindy announced that the number of
registrations for workshops looks good except for the admissions workshop. This workshop might be cancelled.
- Mindy shared that she will
encourage more attendance at the admissions workshop.
- The additional efforts that took
place this year to encourage attendance by admissions members were discussed.
- It was suggested that the
admissions workshop could be offered as a summer workshop if it is cancelled
for low enrollment at the fall meeting.
It might be possible for it to be jointly sponsored by OACRAO and OACAC.
7.
Past
President
- By distributed an “index” of
awards and resolutions which was discussed and updated.
- By recommended that the current
president present the awards.
- Further discussion took place
about the details of printing and distributing certificates.
8.
Other
issues
- The attendance of the retreat
scheduled for 1/20 – 1/22 was discussed and determined to be the Executive
Committee membership.
- Program chair meetings will be
held in November, February, and August with a transition meeting for officers
in December.
- Dick distributed a draft document
related to the creation of an Incorporation Task Force. The membership of the Task Force will be
decided Tuesday evening of the conference.
Members will be invited to a special Executive Committee meeting next
year. Their charge will be determined
at the retreat. The creation of the
Task Force will be announced at the annual meeting.
- By announced that the
constitution, with recommendations for changes, is in the newsletter. He thanked Connie for her efforts in getting
this done.
9.
Next
meeting
- The next meeting will be Tuesday,
11/06/01. It will be following a 6:30
dinner at the conference.
10.
Adjournment
- The meeting adjourned at 12:10 and
was followed by lunch. It was followed
by a detailed review of the conference agenda.
Respectfully
submitted,
Rebecca
K. McOmber, Secretary
10/22/2001
Approved
11/06/2001