OPEG Meeting Minutes

October 1998 Meeting Minutes

DATE: October 16, 1998

OFFICER: Carol Cullen

TIME: 9:30 AM

SECRETARY: Theresa Porter

PLACE: Delaware/Morrow ADAMHS Board

PRESENT: Carol Cullen, Gary Timko, Theresa Porter, Marcus Dahn, Robert Fine, Glenn Field, Sandra de Ortega, Robert Swisher

ABSENT: Hal Farrier, Sabina Zunguze

GUESTS: None

AGENDA ITEM: Welcome and Updates

Ms. Cullen welcomed Mr. Dahn. Ms. Cullen is meeting with Mr. Winburn and Mr. Farrier on October 29. The status of the audit will be discussed at this meeting. The Ohio Department of Health (ODH) has not paid its vouchers. If payment is not received by October 29, state vouchers will not be accepted from ODH. Attendees from ODH will be required to pay before the conference and get their reimbursement via ODH, as applicable.

Ms. Cullen received the 98-99 budget from Mr. Winburn. Ms. Cullen requested approval of the budget today, rather than at the Fall Exchange. Ms. Cullen presented the proposed budget:

Beginning Balance: $2,500.00

Executive/Consultation/President: $700.00

Membership: $3,000.00

1999 Retreat: $750.00

Fall Exchange: $6,500.00

Secretary: $300.00

Spring Conference: $11,000.00

Treasurer: $115.00

Interest Income: $398.40

Membership Committee: $1,000.00

Total Revenue: $23, 398.40

Program Committee: $11,000.00

Nominating Committee: $150.00

Operational: Comminations $3,000.00

Miscellaneous: $100.00

Recognition Award: $300.00

Awards Expenses: $100.00

2000 Audit: $2,000.00

Total Expenditure: $18,340.00

Excess would total $5,058.40.

Ms. Porter indicated that savings ($4,491.86) were not included in the beginning balance. Members agreed to approve projected revenues and projected expenditures. Interest income is included as revenue. Mr. Dahn questioned why the interest income is included in revenue. Mr. Fine stated that where the interest income is placed can be discussed at a later date. Mr. Timko and Mr. Swisher thought to reduce the Fall Exchange $1,000. Ms. Porter questioned the communication budget, and she suggested adding more. Ms. Cullen suggested adding $2,500 to communications. The American Evaluation Association (AEA) reimbursement ($500.00) is not included in this budget. This will be added to next year's budget. Ms. Cullen indicated that the communications budget will probably be reduced next year allowing for the $500.00 for AEA reimbursement. Mr. Fine moved to accept the projected revenues and expenditures for 98-99 with the suggested changes; seconded Mr. Dahn. The motion passed.

Ms. Cullen indicated Ms. Zunguze completed the certificates of membership. The directory is ready for the printer and should be mailed next week. Committee chairs were not listed.

ACTION: Ms. Cullen will meet with Mr. Winburn and Mr. Harrier on October 29. Mr. Harrier will prepare a budget for the business meeting at the Fall Exchange and fax a copy to Board members prior to the meeting. The Executive Board will approve the complete budget prior to the welcome at the Fall Exchange. >Ms. Zunguze will mail the certificates and directories.

AGENDA ITEM: Minutes

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

Ms. Porter indicated there is a typo on page 3, bullet five: "databsae" should read "database." Ms. Cullen indicated several corrections: Welcome and Introductions, second paragraph add to the end of the first sentence, "as well as it's day to day operations." Ms. Cullen indicated the contract with Phoenix services has since been canceled. Fourth paragraph, third sentence change "policy" to "practice." Financial Report, first paragraph, second sentence change "He informed Ms. Cullen" to "Mr. Winburn informed Mr. Harrier." Strike the last sentence of the first paragraph. Membership Committee, third bullet change "Excell" to Excel." Communication Survey, second bullet change "Ms. Cullen" to "Mr. Field."

Ms. Porter stated that Mr. Fine and her met to discuss changes needed in the by-laws. Ms. Cullen indicated the Board did not set a policy about the release of OPEG members' names; therefore, a statement was not included in the directory.

ACTION ITEMS: None.

AGENDA ITEM: Communications

Mr. Field will fax ideas for the newsletter in the near future. Mr. Field suggested the moderators at the Fall Exchange should take notes of highlights of the sessions. Ms. Cullen reminded members that the Fall Exchange is a friendly gathering and cautioned not to criticize presentations. Ms. Oretga asked if someone was doing photographs. Ms. Porter and Ms. Ortega volunteered to take pictures. Mr. Swisher asked if the newsletter could be sent to universities. Ms. Porter indicated that the Board agreed to use some newsletter editions to promote OPEG.

Mr. Field presented ideas for web site vendor selection criteria: cost vs. deliverables (contract) and maintenance service. Ms. Cullen stated that she has not been able reach Ms. Peters who is interested in participating on the communications committee. Ms. Cullen indicated she would be willing to chair the committee if needed. Mr. Swisher indicated that Ms. Peters is a staff researcher with responsibility of software applications for the Office of Criminal Justice Services. Mr. Field, Ms. Oretga and Mr. Swisher indicated they would like to contribute. Mr. Healy and Ms. Zborowsky also indicated on the survey that are interested in helping in the development and maintenance of the web site.

Ms. Porter suggested that there be an editor for the newsletter and web site. Ms. Porter also indicated that a former Board voted not to have OPEG business go out of the state. Ms. Cullen will convene the Communications Committee, to include, bu t not limited to: Mr. Healy, Ms. Ortega, Ms. Peters and Ms. Zborowsky.

Six proposals were received for the web site. The committee agreed that OPEG should have its own name; therefore, two proposal were not considered. The committee reviewed Schneider and DFF.

Deb Schneider: Site posting updates, will post updates, local availability for trouble shooting, e-mail link is Deb, graphics updates add on dollars.

Start up costs: space $488, name $50, renewal $50, 1 e-mail

Building: $250 - $700 no databases

Maintenance: $600+ year

DFF: No ongoing maintenance, will train editor, posting updates by OPEG, interactive database, common platform, e-mail link, cannot change graphics but can be modified by another vendor.

Start up costs: space $400, name $150 and renewal $75, 2 e-mails

Building: $1800

Maintenance: none

A vote of four to three Ms. Schneider will be awarded to the web development contract.

ACTION ITEMS: Ms. Ortega and Ms. Porter will take photographs at the Fall Exchange. Ms. Cullen will coordinate the communications committee.

AGENDA ITEM: Awards Committee

There were no nominations for the Evaluator of the Year award. Mr. Gabe Blumer was nominated for the Roberta O'Keefe award. A secret ballot was taken. A vote of seven out of seven accepted the nomination.

ACTION ITEMS: Mr. Fine will announce the winner of the Roberta O'Keefe Award at the Fall Exchange and to promote nominations for the Evaluator of the Year Award.

AGENDA ITEM: Program Committee

Registrations will be mailed next week. There are three tracks: mental health, substance abuse and evaluation. Guidelines will be given to presenters. Registrations by November 5 will be $70.00 for members, $95.00 for non-members and $45.00 for students. After November 5, the fees will be $80.00, $105.00 and $55.00 respectively. Continuing Education Credits (CEUs) have not been applied. Ms. Cullen suggested contacting Ms. Rhonda Myers. Ms. Cullen would like to put CEUs on the January meeting.

ACTION ITEMS Ms. Porter will add CEUs to January agenda.