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Minutes for meeting of OPEG Board of Trustees 2-16-07 Conference Call
Present: Rob Fischer, Rick George, Sandy Lock, Marsha Zabecki, Randy Leite, Kelly Burgess, Debbie Crawford, Nancy Hood, and Jan Upton. Jan entered the meeting late due to a scheduling conflict and Randy lost power/telephone during the session.
Review of Minutes: The Board approved the December 1 and September 21 Board meeting minutes with no changes.
Treasurer's Report – Randy Leite:
Randy walked the group through the financial report/budget and the financial summary from the November 2006 workshop. Randy noted that we have over $9,000 is checking--a nice cushion.
It was suggested that the program expenses for the 2007 budget be shifted, specifically to $2,000 less in food and $2,000 more in room costs. In the January 2007 budget, Rob requested that Randy move expenses from administrative services to program committee costs as the administrative services have been reserved for actually hiring administrative support for OPEG. In addition, CEU expenses had not been calculated in the November workshop budget. Randy revised both budget documents to reflect the changes and resent the Excel file to Board members on 2/16/07. The modified budgets were approved. Later in the meeting, the group discussed the potential desire of the Board to hold a certain amount in reserve for emergencies, but this was not voted on.
Program Committee Report – Marsha Zabecki:
Spring Exchange
Marsha stated that planning for the Spring Exchange scheduled for May 18 is coming along. The Registration Form is being finalized. The keynote speaker, Mary Piontek, is set. We will pay her a total of $750 for the day including her keynote, round table and final session presentations, no hotel or travel costs. Nancy pointed out that Mary's presentation will be broader than just displaying data. She will also cover communication and reporting strategies throughout the evaluation process. Sage Publications has agreed to donate five copies of her book for the end of the day raffle. The request for papers is out, and so far, two have been received. Ten more slots are available. There is still time to cancel a room if we do not get the full number of presenters expected.
Fall 2007 Workshop
Marsha has begun thinking about the Fall Workshop slated for Nov. 16 and hopes we can build on the spring theme. This will be finalized after the Spring Exchange in May.
Membership Committee Report – Debbie Crawford:
Chip sent an e-mail out about 2007 membership renewal earlier in the year. The group agreed to forego the unique paper member mailing this year and combine it with the Spring Exchange information mailing. Sandy volunteered to take on the mailing (by March 25) that will include the following pieces:
- Call for nominations (one-page – for election and awards)
- Spring exchange registration
- Welcome/renewal letter from Rob
- OPEG membership application
Other Business:
Planning for 2007 Elections
Rob stated that four Board terms are coming to a close at the Spring Exchange.
- Rob – agreed to run again for President
- Marsha – agreed to run as member at large
- Nancy – agreed to run as Vice President
- Rick – agreed to run as member at large
Planning for 2007 Awards
Kelly clarified that nominations for both awards can come directly or indirectly from OPEG members and the Board. Rob stated that both awards are now given at the spring exchange.
Newsletter – Rick George
The group agreed to start small with the e-newsletter for OPEG. Rick stated he could put something together by April 1. Items discussed for the premier issue included:
- It will be a PDF attachment
- Will include an ad for the Spring Exchange
- Rick will get some info from Nancy and possibly profile Mary Piontek (the Spring Exchange keynote)
- Nancy may revisit a piece she did meetings she attended at the AEA
- Jan will revise some info she put together on Member News
- Rob will write a piece highlighting the benefits of OPEG
Next Meeting: Friday, April 20, 2007 from 10-11:30 a.m. (conference call)
Summary of Needed Follow-up:
- Marsha will send out the final May 18th Registration Form to the Board.
- Kelly and Chip will prepare a one-pager for the calls for nominations of Board members and award recipients, send it to the Board for any comments, and then send to Sandy to include in the mailing.
- Sandy graciously volunteered to handle the member/Spring Exchange mailing by March 25.
- To accomplish this – Rob, Kelly, Chip, please have all finalized materials to Sandy by March 15.
- Randy graciously agreed to handle the Spring Exchange registrations.
- All newsletter items from Jan, Nancy and Rob are to be sent to Rick by March 7.
- Rick will send the draft newsletter out to the Board by March 23 with the target date for it going to OPEG members by April 6.
Submitted by: Debbie Crawford and Jan Upton