OPEG Meeting Minutes

December 2002 Meeting Minutes

DATE: December 4, 2002

PLACE: Maryhaven, Columbus, OH

PRESENT: Steve Albanese, Rosemary Chaudry, Debbie Crawford, Bob Fine, Sandy Lock

ABSENT: : Bobbie Darden-Arewa, David Julian, Craig McGuire, Roland Winburn

GUESTS: None

DISCUSSION

Steve Albanese convened the meeting at 9:10 a.m.

A motion to approve the minutes, with corrections to spelling of Bob Fine's and Glen Field's was made by Debbie, seconded by Sandy, motion carried.

Evaluator's exchange: Steve reported that Craig forwarded some suggestions for the Spring 2003 exchange: 1) move the cal for papers back 2 weeks, to mid-January; 2) use the same location as previous years, the OSU Fawcett Center, to save time in securing another site, 3) confirm the location as soon as possible. The Board suggested Friday May 30th, and will ask Craig to verify this date with the Fawcett Center and report at the next meeting.

Treasurer's report by Sandy Locke: Based on August 2002 balances, year to date expenses $10,550.85, exceeding the budgeted amount of $6076.90 (173.6%). However, these expenses include payments to two presenters from 2000 and 2001 conference workshops that were not included in this year's budget estimates. For the previous fiscal year (2002), total income was $3,644.06; total expenses were $4,524.06 (not including the $6,026.79 which is the combined amount of the payments to the two presenters from 2000 and 2001); net loss was $880.00. (copy of report is attached). The spring 2002 exchange income was $1,260.00; expenses were $2,215.51; net loss was $955.51. Steve noted that the overall net fiscal operating loss was less than in previous years, primarily due to OPEG's pulling back from previous activities (3-day conference workshops). Sandy will present the FY 2003 (9/1/02 - 8/31/-3) budget at the next meeting.

Membership: Debbie will be updating the membership file. There was uncertainty whether the mailing list that was updated last March 2002 is the same as the Excel membership file that Melissa Senter circulated to the Board in October. Bob Fine will contact Craig to get information for the survey of attendees to the Spring 2002 Exchange, and will share this information with Debbie; Debbie will incorporate any relevant information into the new membership survey that she is preparing. This survey will be sent out with the January membership/call for papers/OPEG update mailing. The Board suggested several questions that Debbie could incorporate into the survey. Rosemary and Bob will help Debbie with survey tabulating survey results. There was discussion about the problem of disjuncture between membership year (calendar) and fiscal year, and what to do with membership fees that are paid at the May meeting (5 months into the membership year). The Board will review the results of the January 2003 membership mailing (along with OPEG update and call for papers for spring 2003 exchange) and consider options to deal with this issue (moving membership year, moving fiscal year, pro-rating membership fees in May). Sandy will report on procedure for changing fiscal year to calendar year, at the next meeting.

The membership mailing will be combined with the call for papers for the Spring 2003 evaluators' exchange, and with the OPEG update. The OPEG update will be structured similar to a memo, with brief features by Steve on OPEG activities, by Debbie on building membership, and by Bob or Craig on the results of the exchange attendees' survey. The current survey of membership, which Debbie will develop, will be either a one-page survey on the back of this update or a separate page, and will be included in the mailing. Sandy and Steve will decide on envelope (legal size OPEG gray envelope or 5x8 size manila); Steve will prepare the update; Sandy will verify postage and do the mailing. The board will prepare the mailing at the January 17th meeting.

Communication (OPEG Web site): The group again discussed the current limitations of the OPEG web site- 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 reported that she could not locate contact information for Randal Rust or R.Squared Communications, in Columbus. Sandy noted that she has address information for Randal; Sandy will send it to Rosemary. Rosemary will contact the Webmaster to discuss: 1) OPEG pays a monthly fee for maintenance; what exact services does this fee include; 2) what is the procedure for posting new material to the web (minutes, activities, etc.); 3) what is the procedure for removing outdated items from the web page.

Possible SAMSHA grant opportunity. Steve reported that Craig is exploring a potential grant opportunity for OPEG with SAMHSA for a training conference focusing on Behavioral Health. The maximum amount of the grant is $50,000, with a required 10% match. OPEG might seek out a state or private provider agency, advocacy group, operating board, or other organization to partner in such an effort. Craig will report on the specifics of the grant at the next meeting.

American Evaluation Association linkages: The Board discussed linkages between OPEG and AEA. Rosemary noted that OPHA (Ohio Public Health Association) conducts regular activities as an affiliate of the American Public Health Association (APHA). Debbie will inquire whether AEA does similar activities with state affiliates, and will verify annual membership. The Board may decide to pay $50 toward a board member's membership dues to AEA, to promote linkages between OPEG and AEA; the AEA member would be the designated liaison between OPEG and AEA and report regularly on AEA activities.

Debbie Crawford's contact information has changed: home phone 614-263-7491; email is Crawford@columbus.rr.com

Steve adjourned the meting at 11:33. The next meeting will be held on January 17th at Maryhaven, from 10:30 -1:30. Tentative agenda items and activities include discussion of 2002-2003 budget, spring exchange dates and preparations, stuffing envelopes for the membership/all for papers/OPEG update mailing.