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OPEG Meeting Minutes

Past Minutes

October 2003 Meeting Minutes

OPEG minutes for Board of Trustees meeting at Maryhaven, Columbus, Ohio 10/17/03

The meeting was called to order by Steve Albanese at 10:30 a.m. Present: Steve Albanese, Tom Archer, Tim Champney, Rosemary Chaudry, Debbie Crawford, Bob Fine, Rob Fischer, Sandy Lock, Jennie Nickel. Absent: Robin Fenn.

Election of Vice President and Member at large: Bob Fine (nominating chair) nominated Tim Champney for Vice President, to replace Craig McGuire who resigned. Rosemary seconded. No other nominations were made. Tim was unanimously elected as vice president. Bob Fine nominated Rob Fischer as member at large, to replace the vacant position held by Tim Champney. Seconded by Tom. No other nominations were made. Rob was elected unanimously as member at large to replace Tim Champney.

Review of minutes from 8/22/03 meeting: Minutes submitted by Deb Crawford were approved as written. Deb will forward to Tim for posting to the web site.

Treasurer’s report: Sandy presented the report of finances as of 6/30/03; she was unable to report finances to a later date because of mix-up with postal box. Also, because of the postal box mix-up and delays in getting most recent financial statements, she would like to defer discussion of current operating year’s budget until the next meeting. Post office box problem has been corrected. Currently, Steve, Sandy, and Jennie have access to the postal box.

Balances in checking, savings, and CD were reviewed (attached). OPEG currently has a net profit of $22.81. Sandy reported that because OPEG’s annual revenue is less than $5,000, there is no need to submit an IRS 990 (must be done if annual revenue is $25,000 or greater) and no need to file a form with the Ohio Attorney General’s office (must be done if annual revenue budget is $5,000 or greater).

Sandy reported that BankOne has waived the monthly $12.00 account fees.

Steve noted that as per by-laws, OPEG must have a financial audit, but this can be done by OPEG members (treasurer and one other member of Board of Trustees. This will be discussed at the next board meeting. Steve also noted that the latest report as submitted by Sandy showed that OPEG monies are being well managed, with revenues at 112.7% and expenses at 99.6%, to date.

Membership committee report: Debbie discussed membership benefits and contacting members to get feedback on proposed changes to the fee for the Spring Exchange. Tim recommended that it would be better to raise the cost for the Exchange, which many organizations pay for their employees who attend, rather than dues, which many people pay themselves. Debbie will be contacting some members by phone to ask for feedback about raising the Exchange fee.

The annual membership drive mailing is due in January. Debbie has contacted Ohio Public Health Association, the Ohio Association of Nonprofit Organizations, and OPEG may send information to members of these organizations through their listserves, with contact information for membership information on OPEG’s website. Tim reported that ODMH OPER would allow OPEG to do the same with the OPER’s mailing list for conferences, grants, etc. The list has numerous entries of for current OPEG members; Tim will send the list to Rosemary who will create a separate list of individuals to contact for membership. Tom shared the AEA Ohio membership list; Rosemary will review this and create a separate list of non-OPEG members to whom membership information can be sent.

Sandy reported that her agency probably could do the mailing for up to 400. Last year’s two mailings were 270 and follow-up of 240. Steve requested that Debbie discuss ideas for the membership mailing and report back at the next meeting.

Rob and Debbie will take membership brochures to the Nov. American Evaluation Association meeting. Debbie will be attending a meeting for state affiliates, and will also try to attend a breakfast for state affiliates.

Directory report: Jennie presented a draft of the membership directory. Most members’ contact information includes an email address, and if the directory were sent by email it would minimize mailing expenses. Rosemary offered to review the list and obtain missing email addresses and send this to Jennie.

Program committee: A committee (Rob, Rosemary, other Board members as able) will work with Tim (program chair) on topics for a fall conference; the committee meeting will be December 8, 2003, at Delmarva (65 East State Street, Columbus); meeting participants may phone into Delmarva’s bridge line. Tim will report recommendations at the next Board meeting. Rob and Debbie will report on potential topics from the AEA meeting. Topics suggested through the membership survey were: outcome and impact assessment, process and implementation evaluation, and treatment design and logic models. There was discussion about obtaining outside sponsorship (state agency, independent organization, university) and working with a sponsor to offer a topic or engage presenters that the sponsor might suggest.

Communications/Website: Tim reported that AEA and OPER links have been added to the website. Tim will be contacting the Webmaster to do links to internet sites, and to post contact information for Board members. Tim also noted that Board meeting minutes should be posted sooner than two months (after approval at next meeting). It was decided that the secretary will send meeting minutes to all Board members, who will have 5 business days to respond with corrections/changes or approval, after which Rosemary will contact Tim about posting the minutes to the web site.

Next meeting: Meeting was adjourned at 12:10; next meeting will be Monday December 15th 9:30-11 a.m. at Maryhaven.

Submitted by Rosemary Chaudry