OPEG Meeting Minutes

April 1999 Meeting Minutes

DATE: April 9, 1999

OFFICER: Carol Cullen

TIME: 9:30 AM

SECRETARY: Theresa Porter

PLACE: Delaware/Morrow ADAMHS Board

PRESENT: Carol Cullen, Hal Farrier, Glenn Field, Robert Fine, Sandra de Ortega, Candace Peters, Theresa Porter, Robert Swisher, Gary Timko, Sabina Zunguze

ABSENT: Marcus Dahn

GUESTS: None

AGENDA ITEM: Welcome and Updates

Mr. Don Emerson from the housing authority contacted Mr. John Myers about a job opportunity. Ms. Peters added Mr. Emerson's RFP to the newsletter.

Ms. Cullen has been maintaining contact with the American Evaluation Association (AEA). Mr. King, at AEA, contacted Ms. Cullen regarding a local affiliate panel for the AEA conference. Ms. Cullen indicated OPEG would be interested. AEA is beginning a membership drive and have asked affiliates to assist in this effort by allowing AEA to forward membership information to affiliates' members. Board members thought it would be okay to provide the OPEG membership list to AEA. Ms. Zunguze suggested not to release the membership directory until after OPEG's drive is completed, April 16. Mr. Timko suggested waiting until after the Spring Conference, May 7, since some people join at the conference.

Information provided to AEA regarding OPEG's Board members was incorrect: Ms. Porter indicated that ODADAS is "... Drug Addiction..." not "Abuse" and Ms. Zunguze indicated Stark County is "MHB," not "MHRSB."

ACTION: Ms. Cullen will contact AEA with Corrections. Ms. Peters will make corrections to the newsletter.

AGENDA ITEM: Minutes

Mr. Field indicated Mr. Dahn was not present at the March meeting. Mr. Fine indicated he was following up on BRCHs, not CEUs (third action under "Program Committee"). Mr. Field motioned to accept the minutes with changes; seconded by Mr. Fine.

ACTION: None.

AGENDA ITEM: Program committee

Mr. Timko suggested giving new members extra favors from prior conferences. Mr. Farrier indicated there are three registrations for the Spring Conference. Mr. Timko requested ideas/strategies regarding what to do to increase conference registration, and if there are too few registered. Mr. Field suggested making phone calls; Ms. Cullen suggested putting a notice on the eval listserve. Mr. Timko asked about CEUs. Ms. Peters needed more time. Mr. Fine indicated he needed an agenda. Mr. Timko suggested providing certificates of attendance. Mr. Timko indicated his name is spelled incorrectly on the last page of the newsletter. Ms. Cullen asked about logistics regarding airport transportation, etc. Ms. Zunguze asked whether students were sent notices. Members gave Ms. Oretga names of schools/professors: Dr. Siegel, Dr. Huff, Dr. Marvel, Dr. Latessa, Dr. Bronson, Dr. Tontodonato and Dr. Chordas and applied social sciences at Kent State and Wright State. Ms. Cullen indicated a gift needs to be purchased for Dr. Fitzpatrick.

Ms. Zunguze indicated 54 people have paid dues to date. Ms. Zunguze requested strategies to increase membership. Ms. Cullen stated that there needs to be two methods for membership: current members and beyond membership. Ms. Zunguze indicated there are other lists; however, the names are not in the database. Ms. Peters will have an article in the newsletter about membership. Members decided that phone calling would be more efficient. Ms. Cullen encouraged Ms. Zunguze to develop a committee to help with the workload. Ms. Zunguze requested the budget amount for the membership committee. Mr. Farrier indicated there are approximately $400 remaining.

ACTION ITEMS: Board members will contact membership before April 28. Ms. Zunguze will provide board members with a list for phone calling. Ms. Ortega will create the talking point, including the extension of the date to have membership paid and to be included in the directory. Ms. Zunguze will mail Ms. Peters a database for the newsletter. Membership drive will be a topic at the retreat.

AGENDA ITEM: Elections Committee

Mr. Fine had six nominations for president, but only one indicated he or she may be able to accept the nomination. There were three nominations for secretary and no acceptance. There were 20 nominations for member at-large. One nominatee was deceased, Mary Plummer at the Ohio Department of Health, and eight accepted.

Ms. Cullen stated that Board members should be able to attend most if not all meetings. Ms. Cullen requested to set a minimum. Mr. Swisher suggested not to have a minimum but a trip wire so if too many meetings are missed, the Board will review.

ACTION ITEMS: Ms. Cullen encouraged board members to take a leadership role and encouraged committee chairs to recruit members. Mr. Fine requested board members to submit nominations to (614) 466-9004 or pager (614) 617-3356. Add when and where the Board should meet as an agenda item at the retreat, i.e. different day, time and place?

AGENDA ITEM: Financial Committee

Mr. Harrier distributed the Treasurer's Report. Total balance is $18,965.27. Mr. Farrier indicated there was not much action and that the next report would look different depending upon membership fees and conference revenues. Mr. Timko asked how much money the Program Committee can spend. Mr. Farrier indicated he would have to know expenses for the Spring Conference: presenter fee, site fee, number of reservations and favors. There is approximately $600 collected for the fiscal year. Ms. Zunguze asked if receipts are necessary. Ms. Cullen indicated to submit a letter and itemize expenses to the Board. The Board will vote whether or not to pay expenses without receipts. Ms. Zunguze had a request if OPEG is in compliance with Y2K. Ms. Cullen indicated OPEG is in compliance, since its does not own any equipment.

Ms. Peters is requesting $66.00 for postage for the newsletter. Ms. Ortega motioned to pay $66.00 to Ms. Peters for postage for the Winter newsletter; seconded by Mr. Timko.

Mr. Farrier motion to accept the Treasure's Report for March, seconded by Mr. Swisher.

ACTION ITEMS: Ms. Cullen will share with Mr. Timko past conference budget.

AGENDA ITEM: Retreat

Ms. Cullen asked Board member to respond to the following questions:

In the last 1-2 years, in what ways has OPEG been strengthened or grown?

TP: Improved attendance at Executive Committee Meetings.

BS: Involving evaluators from wider range of disciplines.

GF:Focus agenda of organization.

GT:Have identified focus areas for Fall Exchange presentations.

BF:Executive Committee more focus and productive.

HF:Growing recognition for the application/use of evaluation.

SO:Increased ability to communication via technology.

CC:Cohesiveness of Executive Committee.

In the next 1-2 years, what needs to be done to strengthen OPEG?

TP:Reform and revise policies and procedures.

GF:Grow membership.

BS:Increase attendance at Spring Conference and Fall Exchange.

GT:Increase participation of members as presenters at Fall Exchange.

SZ:Encourage members to take ownership and become more active/involved; keep excitement going.

BF:Executive Board becomes more task oriented instead of job oriented.

HF:Identify/foster continuing leadership for organization.

CC:Develop leadership and membership participation.

Members thought to hold the retreat at Mohigan, Deer Creek, Salt Fork or Burr Oak on the Thursday and Friday of the first or second week in July.

ACTION ITEMS: Ms. Cullen will follow-up on a location for the retreat.