OPEG Meeting Minutes
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October 2002 Meeting Minutes
DATE: October 1, 2002
PLACE: Maryhaven, Columbus, OH
PRESENT: Steve Albanese, Rosemary Chaudry, Debbie Crawford, Bobbie Darden-Arewa, Bob Fine, Sandy Lock
ABSENT: David Julian, Craig McGuire, Melissa Senter, Roland Winburn
GUESTS: None
DISCUSSION
Steve Albanese convened the meeting at 8:35. The next meeting will be held on December 4 from 9-12 at Maryhaven. Steve will circulate an updated list of members of the Board of Trustees.
Steve noted that Melissa Senter will not continue as Secretary and there is one vacant position for a member-at-large position (held by Glenn Field). Rosemary Chaudry volunteered to serve as secretary. Bob Fine made a motion to have Rosemary serve as secretary; the motion was seconded by Debbie Crawford and was unanimously approved. Debbie made a motion to appoint Tom Archer and Robin Fenn to the vacant member-at-large positions on the OPEG Board of Trustees; Rosemary seconded and the motion was approved unanimously.
Treasurer's report: Sandy Lock reported that Melissa was to complete the report for the previous fiscal year. Melissa was not present at the meeting, and the treasurer's report was tabled Sandy has received some of OPEG's financial records; Sandy will contact Melissa about the end-of-year report. Rosemary assumed responsibility for the post office box key; Rosemary will check the box monthly until the Board decides who should assume that responsibility.
Rosemary presented preliminary results of a review of changes in OPEG paid membership from 2000 to 2002, which she did using the membership files that were sent to her by Melissa. Regionally (NW, SW, NE, SE), paid membership has declined in all 4 quarters of the state but most in the northwest. By academic degree, membership has declined most among masters prepared members, with less change among bachelors and doctorally prepared members. Paid membership has declined most among members in these areas: academic, mental health government related, mental health private, health/social service government agencies. Rosemary noted that the results are not stable because of small numbers, and should be updated. Also, she was not certain about some of the agency groupings. The work should be updated.
Several members have been storing OPEG merchandise (mugs, mouse pads, etc.) for several years. The merchandise might be made available for free to attendees at the Spring exchange.
Debbie led a discussion of strategies for improving membership, focusing on the themes of membership and products for members such as programs, workshops, membership booklet, information resources. There is a definite role for OPEG as an organization given the need for developing and strengthening the bases for program evaluation and policy development. It was noted that potential members would expect to know what membership offers them, and that communications should address this. The Board discussed several options and decided on these strategies:
- Membership Brochure: Sandy and Steve will work together to prepare the membership brochure. Steve will prepare a brief message from the president. Sandy will check about copying the brochure. Tentative plans are to have 1,000 brochures printed. The brochure will again be in tri-fold format and will include the president's message and plans for the upcoming year. The brochure will include a request for each member to share the brochure with at least 3 past and potential new members. The Board will ask Craig to report on results of the membership survey form competed by attendees at the 2002 Spring exchange. Steve and Sandy will have the draft of this at the December 10th meeting. Rosemary will send the membership file to Sandy; Sandy will send out the brochure. Each Board member will send names and addresses of at least 10 potential members to Sandy (electronically) by November 20.
- OPEG Activities Update: An update of OPEG activities for the 2003-year will be published by January 15, 2003. The update will include: information on the membership drive, articles to promote membership interest and participation in OPEG activities, the call for papers for the Spring Exchange, a membership survey to elicit information on what members' expectations of OPEG. Debbie and Bobbie will work on the membership survey. Bobbie will update the analysis work Rosemary did and will analyze results of the survey.
- Spring Newsletter: The spring newsletter will be published in March. There was much discussion about the content and format of the newsletter, including the possibility of including job postings.
- Spring Evaluator's Exchange: An evaluator's exchange will be held in May. The Board will continue work on this (including format, establishing location, dates, issuing the call for papers, etc.) at the next Board meeting when Craig McGuire might be available. A suggestion was to have 1-2 informative (didactic) presentations in the morning and to have 2-3 rounds of paper exchanges in the second half of the morning and afternoon. Potential topics for the exchange were: using outcome evaluation reporting as a marketing tool; privacy issues in evaluation, including HIPAA; compliance auditing; quality assurance and quality improvement, and links to compliance auditing; program planning and program development; logic model; risk assessment; risk adjustment; outcome management and system performance; score cards.
- Fall Event: The Board tabled plans for a fall event until Craig is available and pending results of the membership drive and attendance at the spring event.
- OPEG Website: OPEG currently pays the webmaster to manage the website. The group believed that the web site is not current, does not serve members well as far as providing current information, and does not project a positive image of OPEG activities that might stimulate membership interest. Rosemary will contact the web master about procedures for posting updated information to the web site.
- Membership Booklet: The membership booklet should be updated and compiled in the spring, after the membership drive and the publication of the update and the newsletter. It may be possible to have copies of the new brochure available at the Spring exchange-this would save on postage, would be a means of promoting membership, and would be a tangible membership benefit for attendees. The remaining booklets could be mailed out to members who don't attend the exchange.
- Regional Meetings: Given the indicators of declining membership especially for the NW region in the preliminary analyses Rosemary conducted, the Board discussed having meetings at other locations besides central Ohio (Columbus). Such meetings could be hosted by the Board and by members from the region. This topic will be discussed further at a later date.
- Member Outreach: This will be accomplished by having Board members send lists of names to Sandy for brochure mailing, by having members distribute the brochure and discuss OPEG with at least three past or potential members to Sandy as part of the membership drive.
| Item | Task | Due Date |
|---|---|---|
| Brochure | Steve will prepare President's Message for membership brochure. | Dec. 10 |
| Brochure | Sandy will verify ability to copy and mail the brochure. | Dec. 10 |
| Brochure | Rosemary will send electronic membership file to Sandy. | Nov. 20 |
| Brochure | Each Board member will send names and addresses of at least 10 potential members to Sandy for inclusion in the mailing list. | Nov. 20 |
| Survey | Debbie and Bobbie will work on the membership survey. | Dec. 10 |
| Web Site | Rosemary will contact web master and report on procedures for submitting updates to web. | Dec. 10 |