OPEG Meeting Minutes

September 1998 Meeting Minutes

DATE: September 18, 1998

OFFICER: Carol Cullen

TIME: 9:30 AM

SECRETARY: Theresa Porter

PLACE: Delaware/Morrow ADAMHS Board

PRESENT: Carol Cullen, Gary Timko, Hal Farrier, Theresa Porter, Robert Fine, Glenn Field, Sandra de Ortega, Sabina Zunguze

ABSENT: Marcus Dahn, Robert Swisher

GUESTS: None

AGENDA ITEM: Welcome and Introductions

Dr. Cullen stated that a sympathy card was sent for the passing of Dr. Champney's stepson, Bradley.

The American Evaluation Association (AEA) contracts with Phoenix services to maintain its membership. Renewing membership can be lengthy.

Mr. Brian Fredrick requested that the President of OPEG present at the Ohio Donor Forum. Ms. Cullen will present with Mr. Altschuld.

Ms. Wendy Miller contacted Mr. Myers for a copy of OPEG membership directory. Subsequently, OPEG members were sent a notice of the Youngstown State University conference. Ms. Cullen stated that it is the policy of OPEG not to release members' information. Ms. Zunguze told Ms. Cullen she did not have a record of Ms. Miller joining OPEG. Ms. Ortega attended the conference and stated that OPEG was mentioned on several occasions. Ms. Cullen recommended to place a statement in the directory that members' information is not to be released.

Mr. Fine accepted the chair of the Nominating Committee. Copies of the awards policies were distributed to members. Ms. Ortega suggested having other options available in lieu of a monetary award.

Ms. Cullen requested the Awards Committee look at the issue of monetary awards and to bring some suggestions to the next meeting

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AGENDA ITEM: Minutes and Other Business Updates

Ms. Porter reviewed the actions from the July meeting. Ms. Porter stated that Mr. Swisher would be able to help on the Program Committee. Ms. Cullen indicated she will send the policies and by-laws to new Board members. Mr. Field made a motion to approve the July minutes; seconded by Mr. Fine. The motion passed.

ACTION: None.

AGENDA ITEM: Program Committee

Mr. Timko indicated only six proposals were received by the deadline date; therefore, he extended the deadline. Currently there are nine proposals. Mr. Timko thought the second notice would remind members of the conference date. Also, Mr. Timko thought to call on past presenters and inquire if they have anything to present this year. Mr. Fine extended his appreciation for getting the notices out early. Mr. Timko indicated three notices were returned. Ms. Cullen suggested to have a panel of OPEG members to discuss current issues. Mr. Timko requested ideas for the Spring Conference. Mr. Timko will ask presenters to bring extra copies of handouts and will set up a table for them.

ACTION ITEMS: Mr. Timko will set up a table for extra handouts at the Fall Exchange.

AGENDA ITEM: Financial Report

Mr. Winburn was not able to attend. He informed Ms. Cullen the audit is near completion. Mr. Winburn will remain working with Mr. Farrier until the audit is complete. Ms. Porter suggested contacting Dr. Champney regarding the outstanding voucher from the Ohio Department of Health. Ms. Cullen indicated she has completed several sections of the annual report.

Mr. Farrier motioned to accept the July and August financial statement; seconded by Ms. Zunguze. Mr. Field motioned to approve payment of voucher numbers 97-8-07-36 to 38; seconded by Ms. Porter. Mr. Field motion to approve the transfer of $1,032.62 from checking to savings, and transferring $829.59 from savings to the Certificate of Deposit (CD). This will result in $2,500.00 in checking, $4,491.86 in savings and $11,000 in CD; seconded by Mr. Timko. All motions passed.

ACTION ITEMS: Mr. Farrier will contact Dr. Champney regarding the outstanding bill. Mr. Farrier will contact Mr. Winburn regarding the motions

AGENDA ITEM: Membership Committee

Ms. Zunguze indicated that she only has the names of a few members. She will need to obtain additional information from conference list. Currently there are 148 members. Ms. Cullen suggested having a member profile. Ms. Zunguze noted that the previous minutes indicated having a portable database. Ms. Cullen suggested to have the membership list on the listserv and updated quarterly.

Ms. Porter suggested giving people the opportunity to pay for the 1999 membership with registration. The Certificate of Membership work is completed. Ms. Ortega will assist Ms. Zunguze with the mailing.

Ms. Cullen would like a statement in the directory that discourages the release of the membership list.

Ms. Zunguze asked if there was a way to recruit new members. Mr. Field indicated there are a number of organizations that are very evaluation focused. Ms. Cullen asked if there was a way to track members' membership. Ms. Cullen requested that an agenda item for the next meeting would be a report of the database status, to include: what it contains, what type of analysis can be done on members' characteristics and what type of future analysis can be performed over time for reflection and growth purposes. Ms. Cullen would like membership fees on the next meeting's agenda. Ms. Ortega joined the Membership Committee.

ACTION ITEMS: Ms. Zunguze will distribute membership brochures to Board members. Ms. Cullen will work with Ms. Zunguze to develop some type of member profile. Ms. Zunguze will add the membership list to the listserv in Excel by the end of September. Mr. Timko will make it explicit that joining OPEG at the Fall Exchange is for the 1998 year. Ms. Zunguze will prepare a presentation regarding the database for the next meeting. Ms. Porter will add "Membership Fees" to the October agenda.

AGENDA ITEM: Communications Survey

Survey results indicate a favor for sponsoring the OPEG President to attend the AEA conference. It appears that most expenditures responses were around $300-$500 or 50% of expenses. Survey results are not favorable to support an OPEG member to the conference. Mr. Field motioned to pay $500 for the President to attend AEA annual conference; seconded by Mr. Fine. Ms. Porter suggested that the Vice-President attend if the President is not able to attend. The motion was amended to read the Vice-President would attend if the President was not able; seconded by Mr. Fine. The motion passed.

Survey results indicated an interest in a newsletter and web site. The Spring survey requested respondents to check all that applied. The Fall survey requested members rank the top three most important/useful items. The first two columns of numbers represent the Spring results. The third column represents the number of "number ones." The fourth column represent the total number or number one, number two and number three responses. The fifth column represents the number of repsondents that rated the item. The sixth column represents the average, and the seventh column represents the rank (1 being the highest). Respondents indicate the following as most important/useful: upcoming OPEG meetings/conferences, highlights of OPEG conferences, members' accomplishments/projects, grant or other funding announcements, members' articles published elsewhere and information about other organizations' event (tied), employment opportunities and highlights of OPEG Executive Board meetings.

Ms. Porter motioned to have an OPEG newsletter at least twice a year and to establish a web site; seconded by Ms. Ortega. The motion passed. Mr. Field and Ms. Cullen will begin the process of development. Ms. Porter recommended having communications first on the agenda for the next meeting.

ACTION ITEMS: Ms. Cullen will propose to the membership that OPEG sponsor the President to attend the AEA conference and reimburse $500 in expenses. Ms. Cullen will bring some recommendations to the next meeting regarding the newsletter and web site development. Mr. Field will propose a "spring board" list of what a newsletter and web site should contain.