OPEG Meeting Minutes

March 2003 Meeting Minutes

Minutes for 3/21/03 meeting of OPEG Board of Trustees, held at Maryhaven, Columbus, OH.

Steve Albanese convened the meeting at 11:00 a.m. Present: Steve Albanese, Tom Archer, Rosemary Chaudry, Robin Fenn, Bob Fine, Sandy Lock, Craig McGuire. Not present: Debbie Crawford (informed Steve), Bobbie Darden-Arewa (informed Steve), David Julian, Roland Winburn.

A motion to approve the minutes from the last meeting (1/17/03) was made by Tom, seconded by Craig; motion approved.

Treasurer's Report- Sandy presented treasurer's reports for September - December 2002, inclusive (attached). Year to date (YTD) income as of December 31, 2002 was $345.20; YTD expense was $407.80, net loss of $62.60. Account balances were: checking $642.06, savings $304.55, CD $6,803.95; total $7,750.56.

Sandy also presented the fiscal year 2002 - 2003 budget (fiscal year is September 1 - August 31). Budgeted revenue is $7,280.00; budgeted expenses are $7,280.00. Revenues are based on estimates of 120 paid memberships and 60 attendees at the Spring Evaluators' Exchange. Expenditures are for membership committee (mailings, directory), program committee (Spring Exchange), nominating committee, communications, PO box, bank fees. Sandy suggested that the board consider moving some money from the CD to the checking account, because the monthly fee for the checking account is $12. This fee could be avoided if a minimum amount of money is kept in the checking account; the interest not earned by decreasing the amount in the CD would be offset by the monies saved from not paying checking account fees. The Board asked Sandy to verify the amount that would be needed to avoid the checking account fees. Sandy asked that Board members review the proposed budget and email her with their comments, so she can make revisions before the budget is adopted formally.

Membership Drive- (Debbie was not present.) Rosemary reported that 31 paid memberships have been received to date, from the February mailing of 260 packets. To date, 33 surveys have been received: 8 electronically, 11 by fax, and 14 by regular mail. As neither Debbie nor Bobbie was present, discussion of analyzing the results was table for the next meeting. Steve offered thanks to all Board members who contributed to mailing the packet, and especially to Sandy who compiled and sent out the final mailing.

There was discussion about "mentoring" new members. Sandy will send Rosemary a list of the new members and Rosemary will send each one a letter welcoming them to OPEG, and giving them the name of a board member who they will be paired with. Board members will try to introduce themselves personally to all new members at the Exchange; each board member will be sure to talk with his/her "assigned" new member at the Exchange.

Craig suggested a second mailing, and the Board agreed. The mailing will be: membership brochure (1 page), letter from Steve about this as the second membership mailing (1 page), notice and registration for the Exchange (3 pages), call for nominations (1 page). This is the same number of pages in the first mailing, so postage should be $0.60. Sandy will try to use white envelopes (5x8). Steve will send the content of the letter to Sandy by April 4; Craig will send Exchange materials to Sandy by April 4; Sandy will send out the mailing by April 10.

Evaluators' Exchange- Craig verified that the Exchange was scheduled for May 30^th, at the OSU Fawcett Center. To date, the space has been reserved (two small rooms and one large room), and 5 paper proposals have been received. Fees will be the same as last year ($30 members, $50 non-members, $60 non-members with membership application, $20 for students). The schedule is: 8-9 Registration; 9-9:15 welcome; 9:30 - 10:30 Round 1 of presentations; 10:30 - 10:45 morning break; 10:45 - 11:45 Round 2 of presentations; 12 - 1:15 lunch; 1:30 - 2:30 round 3 of presentations; 2:30 - 2:45 afternoon break; 2:45 - 3:45 Round 4 of presentations; 3:45 adjourn.

A minimum of 8 papers is needed (maximum of 12). It was decided to go with 8 papers, with two offerings per session. The five proposals received have been from individuals in the areas of: education, alcohol and drug addiction services, early childhood health, health, evaluation methods. Board members suggested at least 3-5 other probably submissions; Craig will decide on the final number and topics depending on the need to balance the topic areas and the expected attendance.

The Board discussed options for the luncheon program, which always includes a general membership meeting. Craig reminded everyone that there were two speakers last year. No speaker has been engaged yet for this year's program. Rosemary suggested having an open forum/facilitated discussion with the attendees to discuss future directions for OPEG, because there are no other opportunities for larger gatherings of membership to have such a discussion. Barbara Warren, a faculty member/ODMH researcher was suggested as a potential facilitator. Rosemary offered to contact Barbara to see if she was available and willing to serve as facilitator. Other suggestions for the luncheon program were a training session.

2003 Trustees and Officer Election- the nominating committee members are Steve Albanese and Bob Fine. Bob Fine reported that he needs 5 names of members for the three positions/terms on the Board that are expiring (currently held by David Julian, Bobbie Darden-Arewa, Bob Fine) and at least 1 name for president (Steve is eligible for re-election), by April 1. If either Bob or Steve decide to run for president, the person who is not running will collect the ballots. If both run, another Board member who is not up for re-election will collect and count the ballots. Results of the election will be reported at the membership meeting at the May 30^th Exchange.

Board and Membership Communications, SAMSHA grant- table till next meeting.

Next meeting: The next meeting is scheduled for either Friday April 25 (preferred date) or Friday May 16, 10:30 - 12:30. Members will contact Steve with their availability.

Adjournment: Steve adjourned the meeting at 1:10.