OPEG Meeting Minutes
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June 1998 Meeting Minutes
DATE: June 18, 1999
OFFICER: Carol Cullen
TIME: 9:30 AM
SECRETARY: Theresa Porter
PLACE: Delaware/Morrow ADAMHS Board
PRESENT: Carol Cullen, Hal Farrier, Robert Fine, Candace Peters, Theresa Porter
ABSENT: Marcus Dahn, Glenn Field, Sandra de Ortega, Robert Swisher, Gary Timko, Sabina Zunguze
GUESTS: None
AGENDA ITEM: Welcome and Updates
A quorum was not present. A business meeting will be held at the retreat for approximately one hour to process business issues from today's meeting. Ms. Cullen requested to amend the agenda: Ms. Cullen indicated she had not received any information regarding the Program Committee. Ms. Zunguze indicated to Ms. Cullen there were 180 members. Mr. Farrier will check on the amount of fees received. The remainder of the agenda will remain the same.
Ms. Cullen announced the resignation of Mr. Dahn. Mr. Dahn indicated he is not sure he will be able to attend Board meetings on a regular basis; therefore, he will resign his position as a Member At-Large.
Ms. Cullen received a request from Mr. Kontur from the Michigan Association for Evaluation to hold a Midwest evaluation conference. (See copy of e-mail.) Ms. Cullen would like to have a discussion regarding this idea at the Retreat.
Dr. Laura Leviton, president-elect of American Election Association, will be presenting at the University of Pittsburgh on June 26. (See copy of e-mail.)
Mr. Farrier told Ms. Cullen that Mr. Eric Mundy is interested in committee work. Ms. Peters indicated Melissa, Dr. Seufurt assistant at the University of Miami, indicated at the Spring Conference she is interested in working on the Communications Committee.
ACTION: Add items to the Retreat agenda.
AGENDA ITEM: Minutes
Mr. Farrier indicated his name was spelled incorrectly in the first sentence under "Financial Committee." The third paragraph of the same agenda item should read, "Mr. Farrier moved to...," rather than "motion." Add a second sentence to the third paragraph: "The motion passed." Members accepted the minutes with the corrections.
Ms. Porter would like to add developing a policy regarding e-mail correspondence to the Retreat agenda.
ACTION: Add items to the Retreat agenda.
AGENDA ITEM: Election Results
Eighty-three ballots were mailed; 25 were returned. This is a higher response rate than the previous year, even though more ballots were mailed in 1998. One ballot was returned with a wrong address. Mr. Winburn was elected President, Mr. McGuire Secretary and Ms. Oretga and Mr. Albanese as Member At-Large. Members accepted the elected officers. There was a tie for the third Member At-Large. Members present voted on the tie. These votes were added to the proxy votes: Mr. Healy received five votes and Ms. Zunguze three votes. Mr. Healy was elected to the two-year Member At-Large term and Ms. Zunguze received eight votes, to fill Mr. Dahn's vacant position.
ACTION ITEMS: Ms. Cullen will notify the winners in cooperation with Mr. Fine.
AGENDA ITEM: Membership Committee
Deleted from the agenda.
ACTION ITEMS: None.
AGENDA ITEM: Program Committee
Deleted from the agenda.
ACTION ITEMS: None.
AGENDA ITEM: Financial Committee
There was a lost of about $2,000 from the Spring Conference. It appears that a number of people could not attend due to the spending freeze at state government. Also, mental health and alcohol and drug systems are in the process of implementing a new MIS--MACSIS. Mr. Farrier indicated that the checking account does not have enough to cover the cost of the web site development and Retreat. Mr. Farrier indicated $1,875 has been received for membership, which would be approximately 90 members; however, Ms. Zunguze told Ms. Cullen there were 180 current members. Ms. Peters suggested that membership dues should go directly to the Treasurer, rather than to the Membership Chair. Ms. Cullen suggested adding this item to the Retreat agenda. Members present accepted the financial report.
ACTION ITEMS: Add items to the Retreat agenda.
AGENDA ITEM: Communications Committee
The Communication Committee will use the Inkwell on Riverside Drive to print the newsletter. The Inkwell will directly bill the Treasurer. The Spring/Summer issue of the newsletter is eight pages long. The next publication is targeted for September, which will allow for information about the Fall Conference, November 20, to be published. The last edition was mailed to 350 with only three returns. Mr. Farrier indicated he would accept membership dues sent directly to him. Ms. Porter indicated it will be necessary to determine if Ms. Zunguze will continue to be Membership Committee chair.
Ms. Peters requested pre-payment for the newsletter postage: $115,50. Members approved the release of funds. Ms. Peters distributed the photographs from the Spring Conference.
The web site developer, Mr. Rust, is requesting $1,500 for the development and $75.00 per month (for the first three hours), and $40.00 for each additional hour for maintenance. OPEG is registered as www.OPEG.ORG at the rate of $120 for two years. There is a monthly fee of $14.95 per month and a one-time cost of $40.00. Mr. Rust is to receive $500 now, as well as on August 30 and September 30 when the web site will be completed and goes public.
Ms. Cullen asked if the OPEG Board can access the site in the meantime for review. Ms. Peters indicated that would be possible. The contract is written from a graphic artist position. The annual cost will be $1,079.40. There should be three newsletter this year, but four are planned for the following years at a approximate cost of $400 per issue for a total of approximately $2,300 per year for the newsletter and web site. Ms. Porter requested that the contract be changed to read that R Squared Communications receives credit for artwork created under number six, exclusive of the OPEG logo. Ms. Porter also indicated fees and expenses should not be orally authorized. Members agreed to add ownership of domain name, associated registration documents and web page shall be retained by the Buyer--OPEG, to the contract as well as the contract may be canceled upon written notice by either party.
ACTION ITEMS: Ms. Peters will amend the contract.
AGENDA ITEM: Retreat Agenda
Lunch will be held at the Fish Market for the Retreat. Additional agenda items are as follows:
- business meeting: vote on approval of April and June minutes and financial report;
- policy for e-mail correspondence;
- membership dues; and
- Midwestern evaluation conference.
ACTION ITEMS: Ms. Cullen will contact Mr. Winburn regarding the Retreat agenda.