Minutes
OACRAO Executive Committee
December 13, 2001 10:00 A.M. – 3:00 P.M.
Location: Pontifical College Josephinum
Committee Members Present: Dick Carpenter, Allen Cole, Ray Elash (note taker), Don Foster, Martha Hicks, Becky McOmber, Bob Myers, Sharon Purvis, Mindy Starcher, Byron Thorsen
Guests Present: Connie Goodman and Cheryl Gloege, Co-Chairs , 2001 LAC
1. President
-Martha Hicks opened the meeting by thanking By Thorsen for hosting the meeting; then proceeded to have an introduction of all members present. She reported that she would be in Belleville, Ohio next week to meet with LAC in order to plan the 2002 conference.
2. Outgoing Officer Reports
Secretary – Becky McOmber passed out the minutes of the 11/6 Business Meeting as well as the Annual Meeting held 11/7 to 11/9. She indicated that corrections/revisions should be reported to Ray Elash. Directory updates were also distributed. A motion to accept the business minutes of 11/6 was made by Byron Thorsen and seconded by Dick Carpenter—motion passed.
V.P. of Programs – Bob Myers handed out a summary of the Annual Meeting and sessions ranked by popularity and explained the rating method. Allen complimented Bob on compiling the rankings, which will provide useful feedback. Discussion followed as to the pros and cons of the evaluation process. The 60-minute sessions seemed to be the most popular length of time. The Plenary session ran 45 minutes and it was suggested that it go back to being 60 minutes. The session was too rushed and the extra 15 minutes would allow more time for introductions and housekeeping items. The 60-minute closing session was new with feedback being favorable. Presenter was great and the session served to keep attendees there on Friday. The “Dual Town Meetings” were good, giving the opportunity for both State and National information and to explain the new constitution changes. Better emphasis of Membership & Mentoring Committee, as 25/30% of attendees are new. Suggested that we need to work at getting names with faces (Sharon suggested the “Penny Game”).
Discussion related to AACRAO Representatives attendance and the need to utilize them more. Allen indicated that compared to other state organizations, Ohio does this pretty well. Suggested that if Reps attend have them do a presentation and give them a set period of time at the Town Meeting. Suggestion was made to request in advance that AACRAO send a specific person and to give them time at the luncheon meetings as well. Other items discussed were: New Program Chairperson meeting with Executive was productive since it helped to put names with faces, etc. Bob then reported on the sessions by tracks. Feedback from Vendors was that they would like to have more opportunities to present (add time slots) and that they would like to be known as Exhibitors rather than Vendors. The only negative comments related to the program sessions related to the physical set up (HVAC, noise, smell from furniture refinishing, etc.).
2001 LAC Chairs – Connie Goodman and Cheryl Gloege (LAC Co-Chairs) presented three reports—Budget, Conference Evaluation, Conference Summary, and Program sessions. Bar charts of all attendee responses gave a good visual of attendee satisfaction levels of all areas. Discussion followed and both co-chairs indicated that the hotel staff “really worked with us to correct problems”. A report of the balance sheet showed an operating loss overall of less than $500, but not all of the expenses and revenues were accounted for yet. We need to be flexible in budgeting to account for price increases. President Reception—need to do more or to change the name to “Opening/Welcome session”. General feedback from attendees indicated that the Technology Room got great reviews; we need to continue it. Special events were well received especially the Dinner Mystery. Door prizes and Raffle were well received by attendees both in quality and quantity. Connie/Cheryl put together a book and CD for next year’s committee, which should help in planning. The Executive Committee complimented Cheryl/Connie and the LAC on doing “such a great job”.
Past President – By Thorsen reported that most of the work for this position is done just prior to the State Conference, with work being done on constitution changes and on Nomination Committee. Another primary responsibility is to handle resolutions and suggested that Dick needs to be aware of this next year. By wished the new officers well and commented that he enjoyed his tenure and enjoyed working with everyone.
Dick Carpenter – Reported that a taskforce is working on an Incorporation document. Brad Myers will send it to Dick. He also indicated that the Scholarship committee needed to look at the geographical representation of its membership—at lest five from each region.
Treasurer – Sharon Purvis reported that “all bills have been paid for the year. Thirteen schools still haven’t paid annual dues so she has sent out second notices. Discussion followed that schools not current on dues cannot be considered as members for registration fees at State Conference. Income/Expenses report showed a balance of +$8543.82 dues that arrived in December aren’t reflected in this report.
Allen commented on the Monthly Summary report; stating that assets hover around $30,000 until 11/1 when revenue jumps way up which helps with expenses for the State Conference. Also noted that our cash flow is steady which is good. Marsha commented that expenses continue to increase while dues and fees have remained stable. At some point, we will see our balance dwindle. Based on this, the conference needs to maintain quality but keep spending under control. The philosophy is to make the state conference self-sufficient even though we have sufficient assets to cover overspending. We need to let our membership know that only a small portion is used to subsidize the conference.
Executive Committee members than postponed the meeting for lunch and holiday gift exchange. After lunch, outgoing members left the meeting and remaining officers continued with the afternoon session.
President – Martha Hicks reported that Mary Southards, Scholarship Chair, asked the Executive Committee to support five $500 scholarships for this year. Executive needs to decide how corporate donations are to be distributed among multiple scholarships. Discussion on how dues and income from various sources should be distributed and how tax laws relate to this. There is some level of concern about this at the national level. Executive needs to design a structure as to how all funds are to be distributed. Dick will contact Mary for her report prior to the February retreat. Suggestion was made that a separate form be included in the Conference registration to make it easier to donate.
Martha shared a letter from Choices shelter director, Gail Heller, expressing gratitude to OACRAO for its generous contributions to their organization and stated that they were put to “good use”.
Vice President for Workshops – Mindy Starcher reported that the workshops were well received; all evaluations were either excellent or very good. Topics for the future: Admissions, a Support Staff Workshop planned for winter (Dealing with Difficult Students) possibly March 19/20 with Paul Taylor (morning session). An afternoon session with Tom Steffan (Managing Your Supervisor) is also a possibility. Summer workshops being planned include Joe Orndorf on Academic Misrepresentation and Janet Sauter on Giving Powerful Presentations. There was agreement that Support Staff Workshops have great potential and needs to be promoted as it helps to improve decision-making skills and improves their professional development through contacts with others. Mindy indicated that she hopes to expand on the Registrar 101 theme (REG 201?). Stu Terass has volunteered to assist. Also is considering Registrar Self-Audit as a topic.
President Elect – Allen Cole indicted that he was looking forward to “watching and learning” in order to assume the President position. He indicated that he would coordinate Ohio’s “Night Out” at the AACRAO Conference. Executive suggested that President Elect would assume some responsibilities for planning the February retreat.
Vice-President/Programs – Don Foster reported that he was organizing the Planning meeting to be held on 2/22. Discussion followed as to the proper committee representation to attend and the functions of each committee.
Vice President Membership Development – Bob Myers submitted a list of proposed duties with objectives and goals. He discussed plans for increasing membership, one of which was expanding membership to non-North Central Accredited schools. He requested that Executive send an e-mail of all organizations with potential for alignment to OACRAO and a name of a contact.
3. Other Issues
- Martha reported that the updated Committee membership/appointments have been completed and sent out to new members and to Executive on 12/11/01. The contract with the Cleveland Sheraton still has not been signed with LAC. Details need to be firmed up. She hopes to complete this at the meeting week of 12/16. Issue related to OACRAO Insurance Policy will be discussed at the next Board Meeting. Also, need to discuss State and Regional recommendation that outside auditors review our books.
4. Next Meeting
- Will be the retreat 2/3 – 2/5. Mindy will send the agenda via e-mail.
5. Adjournment
- The meeting adjourned at 3:15 p.m.
Respectfully submitted,
Ray Elash, Secretary
December 13, 2001