OPEG Meeting Minutes

OPEG minutes for Board of Trustees meeting at Maryhaven, Columbus, Ohio 12/17/04

President Steve Albanese called the meeting to order at 10:10 a.m.

Present: Steve, Tim Champney, Mina Chang, Debbie Crawford, Rob Fischer.

Not present: Rosemary Chaudry, Robin Fenn, Bob Fine, Jennie Nickel, and Sandy Lock

No quorum. Tim suggested that future Board meetings have phone teleconferencing for out-of-town folks if possible. His organization could provide access to a teleconference line at no cost. Tim and Steve will look into this.

Review of minutes from 10/29/04. Given no quorum, the group reviewed and tentatively approved the minutes.

Treasurer’s Report: Sandy sent budget info via email to Steve.  Total revenue from fall training workshop was about $10,570, expenses at about $7,548, with net estimated income at $3,021. Some expenses may be still outstanding. When just looking at the conference fees (excluding the OPEG membership dues paid by attendees), we lost a little on the conference.

Net profit/loss statement was reviewed for Nov. 2004 – we are in the black at $1,575.  OPEG is on a more solid footing now financially due to the hard work of all Board members.  Thanks to all.

Two years ago OPEG cash reserves were dangerously low, which is not recommended for any organization. OPEG trustees have worked hard to build back cash reserves as a necessary cushion against unforeseen losses such as a conference that is not well attended.  The American Evaluation Association maintains its annual budget in cash reserves as board policy. Based on the current OPEG annual budget of $13,700, the group suggested $14,000 as a goal for cash reserves.

Financial Review: By its bylaws OPEG’s books require an annual financial review.  On October 29^th Mina and Steve reviewed our treasurer’s records for 2003. They noted very clear bookkeeping practices and records.  They did random checks of receipts to make sure they match reports. They pulled cancelled checks, especially for all those that involved reimbursements to board trustees to make sure all were appropriate and they were.  Mina and Steve commended Sandy on doing an excellent job as OPEG treasurer and her management of OPEG financial records.

Membership Committee Report: We will likely surpass our membership goal of 140 for 2005.  Plans for the membership renewal mailings and other communications were discussed at length.  The group agreed that a written annual membership communications plan would help document the process and make things simpler every year.

Membership communications for early 2005 - The Board discussed a variety of strategies for communicating with new members, continuing members, and prospective members. The group agreed on the following elements:

Recipients

What	When and Who’s responsible
2004 members and 2005 members who joined at the fall training	E-mail that includes memo from Steve, membership application and spring exchange save the date/call for papers	By Jan. 18 if possible - Jennie
Electronic outreach to potential new members via several avenues	E-mail information sent to groups to send out or include in newsletters (see below)	By Jan. 31 - Debbie/Jennie
Remaining 2004 members who have not renewed	Mailing that includes memo from Steve, membership application and spring exchange save the date/call for papers	By Feb. 18 - Sandy
All 2005 members	E-mail with call for nominees for Board elections and OPEG annual awards	By March ? - Bob Fine/Jennie

Program Committee Report: The summary of the attendee feedback from the November workshop was reviewed and discussed. Implications for future events were considered and Tim highlighted ways in which the 2005 Exchange will address several of the logistical difficulties at the fall workshop. Rob will write a brief narrative summary of the workshop feedback to be posted to the OPEG web site.

2005 Exchange: The save the date/call for submissions has already been distributed.  The group discussed possible key note speakers given the theme of “Linking Program Evaluation and Policy.”  Rob will approach Eleanor Chelimsky who is the former director of the GAO’s program evaluation division and has ties to Cleveland. Tim has spoken to Mel Mark the incoming president of AEA about the possibility of him speaking. The group also discussed having a panel as a plenary at the conference that would include individuals with different vantage points in getting evaluation results into the policy process (e.g., a legislator, a governmental agency person, an academic, and someone from an advocacy agency). Mina agreed to work with the program committee on fleshing the options out.

Other Workshops: The group also discussed different models for conducting future training workshops.  Tim proposed a model in which a series of one-day workshops are held around the state wherein we use a single registration form and process. The workshops would be on different substantive topics (e.g., cost-benefit analysis, cost-effectiveness analysis) and in theory interested individuals could attend all sessions (they would be held on different days). The group also discussed developing a one-day version of the evaluation basics course that could be repeated in different locations around the state. Rob will make contact with the Cleveland Foundation about their interests in sponsoring an event in northeastern Ohio.

Communications Report: Tabled for next meeting.

AEA Report: Tabled for next meeting.

Other Business: Tabled for next meeting.

Next Meeting Date: Friday, February 18, 10 – 12 at the Health Policy Institute of Ohio at 37 W. Broad Street Columbus. Steve to confirm date with Board members not present at December meeting.

List for electronic outreach to potential new members:

Ohio Public Health Association Newslette (January)

- contact is Ruth Shrock, posted to OPHA listserv reaching 300 public health folks

Ohio Association of Non-Profits

- posted on resource web site - estimated reach 300, OANO will include article about OPEG and Exchange in newsletter in March or April – 300 recipients

Ohio Association of County Behavioral Health Authorities (OACBHA)

- 57 members –Todd Hollett,224-1111

Family and Children First Councils – ODMH

– contact Deb Hatch, newsletter editor, 466-1323, newsletter to 200 board and agency folks – get on ODMH events calendar web site at www.mh.state.oh.us; Events and Seminars, then view by interest, month or county. email listserv for FCFC’s thru Dora Sterling, 466-6386, will send out 3/2 – 88 county contacts plus

John Glenn Institute for Public Service and Public Policy L2000 and Council

– 100 recipients

Ohio City/County Management Association OCMA (200 city/county mangers throughout Ohio) slated to go out in April (through John Glenn Institute)

- 120 OCPM alumni in Central Ohio

Statewide EPI

- group (40 epidemiologists across the state) contact Susan Tilgner

Association of Ohio Health Commissioners

- (Susan Tilgner) Sent to 138 on 2/13

Health Foundation of Greater Cincinnati

- newsletter

Ohio Family and Children First listserv

Minutes submitted by Debbie Crawford and Rob Fischer.