Ohio Association for Developmental Education

Empowering Learners

OADE Board Meeting Minutes

OADE Executive Board Meeting Minutes

Friday, February 16, 2007

Members Present:  David Haiduc, Kathy Buttermore, Sue Horn, Marge Bartelt, Juanita Melton, and Tracy Koski

Approval of 1/12/07 Minutes:  With a few clarifications, Carter moved the 1/12/07 minutes be approved as amended. Sue seconded.  Minutes were unanimously approved.

Policies and Procedures:  Board members are continuing to evaluate and update the Policies and Procedures Manual.  Notes on this discussion and changes voted on and approved follow.

• Addition (1D):  “The Chair and committee will provide the board with a summary of conference evaluations, financial reports, and recommendations for future conferences.  The first report is due by the January board meeting, with subsequent updates until the conference books are closed.”
• Carter moved the addition be made.  David seconded.  Motion approved.
• Marge reminded everyone that we need to be careful under “Constitution and By-Laws” because any changes require membership approval.  In addition, redefining duties of officers needs to go to the membership.   It’s important we go to membership so that the new policies and procedures don’t get lost in the shuffle again.
• Marge believes the President-elect should work with Secretary and Archivist annually to update policies and procedures.  This needs to be taken to the membership as job description changes. 
• Marge suggested we follow through with who does what and when.  We need to take this to the membership.
• Sue moved we take this before the membership (adding to secretary and president’s job descriptions).  David seconded. 
• David, as President-elect, said he’ll plan to review and update, as needed.
• As for Archivist, we should be able to do this within the Policy and Procedures Manual since he’s a special appointee.  (Page 42:  Under “Special Appointees,” 11.2/A)
• The archivist’s updated job description follows:

D:  to contribute to updating to OADE history

E:  to annually review and update the OADE policy and procedures manual with Secretary and President-elect

F:  to have all information labeled, dated and stored for safe keeping and for passing on to successive archivists.

• Motion to amend D (as stated above):  Juanita moved.  David seconded.  Motion approved.
• Motion to amend E (as stated above):  Carter moved.  Juanita seconded.  Motion approved.
• Tracy will check on which title, “recorder” or “secretary,” is official and adjust the terminology accordingly.
• Under job description for President-Elect, Marge suggests that we add “The President-Elect will act as Communications Coordinator.”
• The Information Coordinator Position, C4 on page 43, was deleted in 1990 but not changed in the Policy and Procedures Manual.
• Board members next questioned what the difference is between Information Coordinator and Communications Coordinator.
• Kathy replied that Communications Coordinator is the one who does more of the internal work within the organization.  The Information Coordinator gets OADE’s name out into the community.
• David Haiduc moved we take before the membership the additional duty of President-Elect, that he/she will serve as Internal Communications Coordinator.  Tracy seconded.  Motion approved.
• Members decided on an Information/Publications Committee in lieu of two separate committees.  However, this will be tabled until the next meeting.
• The Political Liaison Committee will remain separate.  Tracy stressed the idea of a committee; we need more than one person to serve as a political liaison.
• In regards to a recommendation in 11/14/03 notes:  “President’s discretionary fund should cover Wednesday event at conference,”  Marge said we should budget for a scheduled event.  Kathy agreed.  Carter moved we rescind the 2003 proposal. David seconded.
• Marge said she’d like to center the Leadershop around a Mission Statement.  Tracy thinks this is a great idea, for a Mission Statement is needed.
• Minutes from 5/17/02 read “From now on, we will have a set amount we will pay for speaker’s flight expenses; above that will be picked up by speaker.”  Kathy wholeheartedly supports that we have a set amount for expenses. 
• Minutes from November 2004 read ”The almanac is on the OADE website.  We stopped doing it because of the expense of printing it.”  This needs a board action to change in policy/procedures.  This will tabled for the next board meeting.

Treasurer’s Report:  Carter

Carter provided the following financial update:

• Checking has been completed for January.
• We have $1977.48 in checking as of 2/16/07.
• Savings statement will come every three months, so we won’t know the interest until April.
• We have 982.04 in Savings.
• At end of January, the CD total was $12, 745.28.
• Current balance:  $15, 705.28
• Additional carryover totals $491.45, the amount by which the CD has grown since June 30, 2006.  Carter noted this should be added to the $19, 772.43; however, there is a slight imbalance between the bank statement and the books.
• We’ll have seven new membership checks to deposit soon
• $731.00 was used for refunding registrations; and $352.00 was dispersed to adjunct award recipients.
• Juanita questioned a 50 cent discrepancy.  Approval of the Treasurer’s Report will be tabled while Carter figures this out.

• Next, members discussed line items.
• Kathy stated she definitely wants to see a line item for the Leadershop.
• Marge recalled how Leadershop’s original intent was to elicit interest in future leadership positions.  We need to bring this focus back.
• Tracy stated the last time this was truly the goal was in Marietta.  Kathy agreed and said the focus there was on mentoring.
• David H. said the Leadershop could also be a time to get input from membership on what our goals for the coming year should be.
• Members decided we need a specific line item for Leadershop.  Marge and Julia agreed that $300.00 was a reasonable number.  Then, beyond that, we can charge a nominal fee.  Sue said the nominal fee makes people value it.
• Marge made motion to allocate 300.00 for Leadershop expenses.  Carter moved.  Juanita seconded.  Motion approved.
• Kathy reminded members there is a sub-budget for conferences expenses that she and Celeste began.
• Travel expenses for keynote were discussed next. 
• NADE has Grant A and Grant B.  Grant B is for a keynote speaker.  She said we can get $500.00.  Kathy said it’s there each year for each chapter.  (Grant A is for the NADE rep to come to the state conference.)
• Kathy’s recommendation is just to go for the NADE grant and an additional line item of $200.00.
• Marge suggested we add a line item under sub-budget for conference to include hotel, food, and travel expenses up to 200.00.  Juanita moved.  Tracy seconded.  Motion approved.
• Carter proposed we amend the proposal that we have an income line item to show NADE A and NADE B and CRLA money at their respective amounts.  $700.00 in expenses.  Marge suggests that we table this motion until April meeting.
• Carter and Sean Stewart will audit the books in March.

Conference Report:  Kathy

• We have $1100.00 coming in, including the NADE grant and CRLA reimbursement.
• CRLA said they are no longer interested in partnering with OADE in future conferences.
• However, they still plan to reimbursement the following from OADE 2006 Conference:  $200.00 for technology, $200.00 for food, and $200.00 for reception with Dr. Moeller.
• With the awardees, we have $2000.00 budgeted.  There’s no reimbursement there in terms of membership fees with other expenses considered.  Kathy asked if we should add a line item there. 
• Kathy said she had originally suggested we offer ten adjunct awards, instead of twenty.  Marge likes the idea of cutting it back to ten.
• Carter moved the change be made.  Tracy seconded.  Motion passed.
• Kathy shared the $42.99 package for Thursday includes a chocolate break.  It would be a $4.29 difference to just have beverages.  At Tracy’s suggestion, Kathy checked with the hotel to see about having healthy snacks along with the chocolate break.  The $42.99 is unlimited.  Kathy asked if we should keep the package.  Members agreed that buying each individually would wind up costing us more. 
• Kathy said the hotel offers themed lunches.  Because we’re doing the packaged deals, we can still choose any of them at the same prices.
• Members appreciated her breakdown/clarification.
• Darrel Handy, businessman who won NADE award in Texas, was special ed. student and is now a businessman in Ohio. Kathy said she’d like to see him be our guest speaker.  He may be willing to get on board and talk top state senators.  Marge and board members agreed that it’s time to celebrate our successes, Marge said.  She wants him to address “What were the little things that made the difference?”
• The program costs $369 to print at Office Max this year.
• The program, ribbons, and nametags should be removed from Friday’s budget.
• Kathy said she’d like to get at least ten vendors for the next conference.
• She’s going to check into getting a room for Leadershop, including food expenses for twenty-five people and the room fee/s.
• Marge asked about the possibility of poster sessions in 2008.  Kathy said, in 2008, she wants Shawnee State to be more of a retreat-type conference.  Math people will be together all day, as will reading/writing people.
• For 2007, table rentals will be twenty dollars per table.  Kathy may see if membership is interested in participating in poster sessions.
• Marge also wants us to be more “open” in term of inviting members to our board meeting at conference.  One possibility is holding the meeting in the ballroom during breakfast.
• Kathy said we need to promote OADE more via communication.
• She is going to email the membership to try and elicit more math presentations.

Membership Report:  Carter

• Carter distributed handouts regarding increasing membership dues.
• If dues from first page are approved, then Institutional Membership fees from page 3 will be implemented.
• Reason for dues change is to make sure we have non-conference expenses covered
• Members agreed that a $10.00 increase in fees is a reasonable increase.
• Sue proposed we accept the membership dues increases, including Institutional Membership.  David seconded.  Motion approved. 

Meeting was adjourned at 2:05.

The next board meeting is at 10:30 on April 20, 2007 in the North Conference Room, OBR, Rhodes State Office Tower.

Minutes respectfully submitted by Tracy C. Koski, 2/23/07.