OPEG Meeting Minutes

Janaury 1999 Meeting Minutes

DATE: January 29, 1999

OFFICER: Carol Cullen

TIME: 9:30 AM

SECRETARY: Theresa Porter

PLACE: Delaware/Morrow ADAMHS Board

PRESENT: Carol Cullen, Gary Timko, Theresa Porter, Glenn Field, Sandra de Ortega, Candace Peters, Robert Swisher

ABSENT: Marcus Dahn, Hal Farrier, Robert Fine, Sabina Zunguze

GUESTS: None

AGENDA ITEM: Welcome and Updates

Ms. Cullen welcomed Ms. Peters to the Board as Editor.

ACTION: None.

AGENDA ITEM: Financial Committee

Mr. Farrier faxed the Treasurer's Report for September through December 1998. Mr. Farrier indicated that some people have not paid for the Fall Exchange. Mr. Timko asked how much money is involved, but no one knew. The report indicated that OPEG would have to raise $15,000 (at the Spring Conference) to have a balanced budget for the year.

ACTION: Ms. Cullen will ask Mr. Farrier what he would advise, since the revenue from the Fall Exchange was underestimated.

AGENDA ITEM: Minutes

The business meeting minutes were approved with the correction: "Mr. Jim Altschuld" seconded the motion to accept the proposed budget. Mr. Field requested that "... as payment for the 1998 Fall Exchange..." be added to the first paragraph, third sentence after "be accepted" of the October 16, 1998 minutes. Ms. Porter indicated that November 5 should read November 11 in the first paragraph under the heading "Program Committee." The October Board meeting minutes were approved with corrections.

ACTION ITEMS: None.

AGENDA ITEM: Program Committee

Mr. Swisher indicated that Mr. Altschuld's session received the highest evaluation score. The median score was 4.5 out of 5 points. The most common remark was the need to increase membership and/or attendance at conferences. Some respondents liked the different length of time of sessions and others did not. Ms. Cullen does not believe it is the quality of the conference that is contributing to the low turnout. Mr. Timko thought there is a need to set the deadline for proposals earlier. Mr. Field indicated that CEUs are a must. Ms. Peters asked if notices could be sent out. Mr. Timko indicated that two notices were sent out. Ms. Oretga thought there needs to be more promotion and earlier notice for registration. Mr. Timko suggested sending e-mail notices to members that provided addresses. Ms. Peters suggested sending request for proposals to universities. Mr. Field indicated he sent Ms. Zunguze a list of government-related names. Ms. Swisher stated that he understood that the purpose of the Fall Exchange was for OPEG members to exchange their work. The discussion lead to suggestions on how to get more people at the Fall Exchange, both members and presenters. Ms. Porter requested that the conversation continue during the membership discussion.

Mr. Timko has been corresponding with Ms. Eleanor Chelimsky, one of the editors of Evaluation for the 21st Century. Ms. Oretga suggested David Federman. Mr. Swisher suggested Mr. Latessa, University of Cincinnati. It was suggested to have a panel discussion: education, mental health and criminal justice. Mr. Timko will continue to make contact with Ms. Chelimsky. If she is not available, Mr. Timko will contact Mr. Latessa. Ms. Cullen suggested booking a speaker for next spring now.

ACTION ITEMS: Mr. Timko will request a list of e-mail addresses from Ms. Zunguze. Ms. Peters will contact some local hotels and forward the information to Mr. Timko.

AGENDA ITEM: Communications

Ms. Peters distributed a sample newsletter. She thought of having at least two articles from Fall Exchange presenters, message from the President, book review, call for papers for the Fall Exchange and an article about the award winner. The draft is four pages: two pages , two sided. Ms. Peters thought of doing four issues per year. Ms. Porter suggested spelling out the acronyms.

Ms. Peters obtained a contract from Ms. Schneider for the web site development. Ms. Peters indicated the contract seemed wide opened. The site would include: about OPEG, how to become a member, conference announcements, contacts to send e-mail, job postings, Articles of Incorporation (AOI), board minutes and conference proceedings. Total cost is $2,600, plus $35.00 per hour for maintenance. Ms. Peters thought Ms. Schneider proposed hours for the amount of work that appears to be double than normal. The original proposal was 10 pages for a maximum of $750 and the new estimate is 12 pages $2,100.

The Board discussed what the web site should contain. It was decided that everything on the list submitted by Ms. Schneider will be included, except the AOI, policies and By-laws, and a dated web counter will be added. An e-mail link to the Secretary will be on the "what is OPEG" page for AOI, by-laws and policies requests. The last three Board minutes will be included. The membership page will have an e-mail form and linked to Ms. Zunguze. Knowledge, skills and interests will be data elements on the membership form. Conference announcements and call for papers will be linked to Mr. Timko. Nominations for officers and the two awards will be included and linked to Mr. Fine. Job postings will be a hot link to other evaluation type positions. The home page will have contact information.

The Board recommended to pay one-fourth of final payment after the home page is complete, one-fourth after half completed and remaining amount (50%) when totally completed. The Board approved Ms. Peters moving forward with negotiations with Ms. Schneider.

ACTION ITEMS: Mr. Fine will provide an article about Mr. Blumer for the newsletter. Mr. Timko will do a book review and Ms. Ortega will help Mr. Timko type the report. Ms. Ortega will provide web site addresses. Mr. Field will help create the web page and brochure for membership. Ms. Peters will draft language that the final payment is contingent on Board approval. The Communications Committee will monitor the development of the web site. Ms. Porter will send to Ms. Peters a list of committee chairs and contact information.

AGENDA ITEM: Membership Committee

Ms. Peters suggested that invoices are sent to current members for membership renewal. Mr. Field suggested adding knowledge, skills and interest data elements to membership form. Ms. Porter suggested using the current printed brochure until they are all used. Ms. Cullen would like to discuss membership strategies at the March meeting.

ACTION ITEMS: Committee chairs need to identify database needs for the next meeting. Board members need to be prepared to propose membership recruitment and retention strategies for the March meeting. Ms. Zunguze is to add the request for dues that if dues are not received by a specific date, then members will not be listed in the directory.

AGENDA ITEM

Ms. Porter distributed a list of policies and By-laws. Ms. Porter requested that each Board member check their notebooks with the list and report any inconsistencies to her.

ACTION ITEMS: Comments and questions as outlined on the list will be discussed at the April meeting.