OPEG Meeting Minutes

OPEG meeting minutes  2/25/05

Meeting at Health Policy Institute of Ohio and by conference call

Present:  Tim Champney, Mina Chang, Rosemary Chaudry, Robin Fenn, Rob Fischer, Sandy Lock

Not present: Steve Albanese, Debbie Crawford, Bob Fine, Jennie Nickel

Minutes previous meeting:  Minutes from last meeting of 12/3/04 were reviewed and approved.

Treasurer’s report:  Sandy reported the balances reconciled with the most recent bank statements, current as of  January 31, 2005. Revenue for January was negative $69.11; this is due to refunding Workshop fees to people who cancelled, which was allowed because there was a waiting list. There are 6-8 late workshop fees that are credited to the next statement. Expenses are $89.95, for the web page. Fiscal year-to-date: revenue is $9,888.13, expenses are $7,940.31; net profit to date is $1,947.82. Revenues are from fall memberships, no new memberships from this year. Checking account balance is $5,832.59, CD is $6,892.83, for cash available amount of $12,725.42. The income & expenditure statements are OK, because the budget was set up to cover the fall and spring programs. Motion to approve report made by Rob, seconded by Mina; approved.

Sandy asked that in the future, the budget item for workshop expenses include a separate line item for credentialing/CEU expenses. This expense has been combined with supplies, but should be split out; of the $575.12 for supplies for the fall workshop, $540 was for credentialing/CEUs.

Program committee report: Sandy asked for clarification about refunding registration payments when people cannot attend. This year we did give refunds to people who cancelled in advance because of the waiting list. The brochure did not say that cancellations notice must be received 5 days before the event. However, there are requests for refunds from no-shows. It was decided to set a policy and put this on the registration form. It was decided to allow refunds for up to the point when the meal count must be submitted, after which OPEG is responsible for costs (Tim thinks it’s 3 days). We can refund anything over OPEG costs. There are two unpaid fees from the fall workshop; Sandy is following up on these.

Tim will review the brochure to be sure that the policy is clear, and will send the draft of the brochure out to the Board for review.

Tim gave an update on the work for the upcoming spring Evaluators’ Exchange. The theme is Linking evaluation and policy. We are 2 weeks behind on the mailing of the request for abstracts, so we need a quick turn-around of review and response to people who submit. Rosemary, Rob, and Mina will be working with Tim; others may assist if they have time. A program committee meeting has been set for Tuesday 3/28, 2 P.M., to discuss the submissions.

Rob reported that Mel Mark, from U Pennsylvania, current AEA president, has agreed to be keynote speaker. Plans are for a panel discussion after the keynote, with the panel to include an academic, a policy advocate, a legislator (current would be preferred but may be hard to get because of the budget work that will be going on in the legislature at that time), an agency representative.

Rob reported that Mel is willing to do a pre-Exchange workshop, “Evaluation influence: A new model and planning process.” The focus is on utilization of evaluation results. This topic is a good fit with the Exchange theme. The workshop could be done as a pre-Exchange event , for 1 day or ½ day, or also could do the morning of the Exchange, if low paper turnout, but members believe there will be enough papers for presentation that the session could be held as a separate event on the preceding day (May 19). Mel is willing to do the full or half day. Tim will inquire about location. Rob will verify presenter’s costs. It was suggested that the workshop include a focus on writing reports and manuscripts for publication.

Membership report:  Sandy asked that new members who join as part of the Exchange or other events be asked to submit their full contact information, similar to what is on the regular membership brochure. Tim will add this to the brochure for the Exchange.

Tim asked about the listservs or other outreach mechanisms that OPEG uses currently through other agencies. Rosemary will send an email to Jennie and Debbie and other board members, asking them to report any contact mechanisms that are currently being used (listervs, electronic newsletters, etc.), the responsible OPEG, and the contact person at the agency.

Nominating report:  Tim reviewed the need for offices for this year. Rob will check into using Survey Monkey;  there is no cost for a survey involving 10 or fewer questions and with less than 100 responses, and then a fee per month applies. The service also provides a list of who responded, so we can verify that only active members’ votes are counted. The election mailing should go out be late April, in time for results to be presented at the general business meeting at the Exchange. Rosemary will verify with Steve about the president’s position.  

Website: Rosemary reported that the posting of items is relatively timely; she has asked the webmaster to send confirmation when items are posted, which she sends to Board members who submit the request.  Rob will send Rosemary an update about the fall workshop for posting to the web.

Next meetings: There was discussion about the advantage of using telephone conferencing. Tim will not be able to use HPIO conference calls in the future. Tim will explore the costs for other conference call services, which Tim thought might be approximately $60 per call. We also need to establish a location for the meetings, with conference call capability if possible, because meeting will probably not be held in the future at Maryhaven or at HPIO. Tim noted that in years past, meetings were held in Delaware at the ADAMH board site, which was easier for members traveling from the north, and parking was easy to obtain. Mina said her site was an option but parking was difficult.

The next meeting was scheduled for Wednesday, 10 A.M., March 29^th, the day after the program committee call. Location and calling options will be announced.

Motion to adjourn was made by Mina, seconded by Rob. Meeting adjourned at 11:45.

Minutes submitted by Rosemary Chaudry.