Ohio Association for Developmental Education

Empowering Learners

OADE Board Meeting Minutes

OADE Executive Board Meeting Minutes

Friday, January 12, 2007

Members Present:  Marge Bartelt, David Haiduc, Carter Jastram, Sue Horn, and Tracy Koski

Approval of 9/15/06 Minutes:  Marge moved the minutes be approved.  Carter seconded.  Minutes were unanimously approved.

Approval of 12/1/06 Minutes:  With one spelling change to a surname and a slight addition to the membership notes, Marge moved the minutes be approved.  David Haiduc seconded.  Minutes were unanimously approved.  Tracy will forward both sets of minutes to Jeff Koleno for the OADE website. 

Policies and Procedures:  Board members have begun evaluating and updating the Policies and Procedures Handbook.  Notes on the discussion and changes voted on and approved follow. 

• Only six items in the Policy and Procedures Manual relate to Annual Conference.  The Conference Chair is supposed to be the President-elect.  Marge said it needs to be changed to read there will be Conference Site Chair who’s not the President-elect.  The Conference Chair needs to be approved by the board.  It’s a President-appointed position, with approval by the board.
• Tracy suggested we call the Conference Site Chair “On-site Coordinator” to eliminate confusion.
• Carter added that we’ll have to delineate duties of Conference Chair and On-site Coordinator.
• Marge reminded everyone that the Treasurer should be part of the Conference Committee.  Through research, she discovered this is already on the books.
• Marge moved that we add the position of Conference Chair as 11K in the manual.  David Haiduc seconded.  The position was unanimously approved.
• Next, duties were discussed.  David Haiduc suggested we add “searching for prospective sites and gaining approval from the Board”
• In the Policy and Procedures manual, 1A will read “After the board determines general location of the conference, the Conference Chair will search for specific sites and present options to the board for their consideration and approval.” 
• David Haiduc moved it be approved.  Tracy seconded.  Motion approved.
• 1B will read “The budget report on options is to include suggested registration fees and an itemization of major expenses, such as meeting room and equipment rentals, keynote speaker costs, and food for each site.”
• Carter moved for acceptance of 1B.  Sue seconded.  Motion approved.
• 1C will read “Following the board’s approval of a specific site and expenses, the Conference Chair has the authority to enter into contractual agreement/s on behalf of the board.”
• David Haiduc moved 1C be approved.  Sue seconded.  Motion approved.
• 1D will read “Should an action requiring board approval need to be taken between Board meetings, the Conference Chair will contact the OADE President who will call for an electronic discussion and vote by the Board.”
• Tracy moved 1D be approved.  Carter seconded.  Motion approved.
• Members added #2:  “The Treasurer will serve on the conference committee, and the Chair will solicit additional committee members, one of whom will serve as the on-site coordinator.”
• Carter moved we adopt 2.  David Haiduc seconded.  Motion approved.
• Item #3 was proposed next:  “After the conference, the Chair and committee will provide the board with a summary of conference evaluations, financial reports, and recommendations for future conferences.”
• Marge moved it be approved.  Carter seconded.  Motion approved.
• Marge said special note should be made that the aforementioned additions were approved January 2007. 
• Carter moved we submit Policy and Procedures, Section 11K, for Kathy Buttermore, Dave Miller, and Rick Myers to review and respond with their feedback.
• Marge suggested an amendment to Policy and Procedures 1.1.  She suggested it now read “Conference registration fees and fees for exhibitors are recommended by the Conference Chair and approved by the Executive Board.”
• Carter recommended we amend.  David Haiduc seconded.  Motion approved.
• Carter asked about including Adjunct Awards in 1.1 where fee waivers are discussed.
• Marge added that the Board needs to amend 4.2B on page 16 to read “The Committee Chairperson will be appointed by the President, with the approval by the board.”
• Marge moved it be approved.  David Haiduc seconded.  Motion approved.
• Proposed Amendment to 4.2B Committee Membership includes:  “appointed chair, on-site coordinator, Treasurer (ex-officio), President (ex-officio), and other interested members. “
• Carter moved the changes be made. Tracy seconded.  Motion approved.
• At encouragement of members, Marge proposed we consider having OADE 2009 after all.  No decision was made by the Board.
• Proposed Amendment 4.2B Committee Charge “1: Establish and present a plan, timeline, and budget for the OADE Conference to the board for its approval.”
• David Haiduc moved it be approved.  Tracy seconded.  Motion approved.
• A fourth item will be added to Committee Charge:  “Present post-conference report/s to the board.”
• Tracy moved the addition be made.  David Haiduc seconded.  Motion approved.
• Amendment to Committee Organization:  “The Committee Chair coordinates the committee charge through periodic meetings.  The committee chair reports on the committee’s activities at the scheduled meetings of the Executive Board.”  (Only one word, “quarterly,” changed to “periodic.”)
• Carter moved the change be made.  Tracy seconded.  Motion approved.
• In the Policy and Procedures Manual, there will be documentation that these were amended January 2007.
• Sue suggested that these amendments also be sent to Dave Miller, Rick Myers, and Kathy Buttermore, again inviting their feedback
• Page 2, 2.3:  David Haiduc recommended we change “certificate of nomination”: to read “verbal recognition.”  Tracy agreed.
• Sue added “Recognition of nomination will be given…”
• David mentioned even putting their names on the website.
• Marge moved the change be made.  David seconded.  Motion approved.
• Marge asked if we should we be maintaining a list of all Service Award winners.
• The following statement will be added to page 12, #2.9:  “A list of all awards and their recipients will be maintained by the archivist and posted on the OADE website.”
• Carter moved the addition be made.  Sue seconded.  Motion approved.
• The aforementioned changes will be accompanied by “Approved January 2007” in the manual.

Treasurer’s Report:  Carter 

Carter shared the following figures: 

• The balance in Checking as of 1/12/07 was $4, 208.48
• Savings balance as of 1/12/07 was $982.04
• CD balance:  $12, 702.48
• Overall:  $17, 893.00
• Carter noted that $959.52 was moved out of an MMA into a savings account to avoid surcharges. 
• Huntington has reimbursed OADE an addition $20.00

 Budget Report:  Carter 

• Marge asked if we need to add a line to the 2006/2007 budget for Conference 2007.  Members will ask Kathy.
• Conference registration should be based on what the conference is going to cost, minus the dues.
• Marge asked if we’re still going to have the books audited.  Yes. Sean Stewart has agreed to do it.
• Members are pleased with the room rates for the conference.  ($129 for single, $129 for double, triple $139, and quad $149)
• However, the Board is hoping that the $37.50 for food can be negotiated.  David Haiduc said we need an itemized breakdown of what this includes.
• Sue said maybe this is the normal range for a conference.  She added that if breakfast and lunch are provided, people will stay at the conference.
• Members noted the speaker’s expenses are not included.
• Basic cost of Conference 2007:  $12-13,000 (according to Kathy’s estimation.)
• Marge wants Leadershop to be a board-planned and approved activity.
• She wants to go back to its original intent, talking about future of organization, selling people on volunteering, and assuming leadership positions.  It should be opened up to all interested parties.
• At this point, the Board needs an itemized budget and explanation prior to making a decision.
• We also need to base the estimated cost on the number of PAID attendees.
• David said the vendors need to pay fees to be there.
• Marge believes we need to be contacting vendors for 2008, so they can budget that money.
• Carter noted the average vendor fee is $750.00

Membership Report:  Carter 

• 2007 Membership (includes life members):  155
• Life members number 23.
• David Reedy has agreed to take over as membership coordinator.
• Carter created a new database field that will be added to denote that x amount of registration money should be reserved for membership dues.
• Marge stated the conference has to be self-supporting.  Is it time to think of increasing membership dues?  All members agreed that membership dues are used for non-conference expenses.  We need to make this very clear.
• She inquired how increasing dues affects institutional memberships. Carter replied that we’re basing institutional membership on full-time dues of $20.00/person to a maximum of $175.00 for each group of 9 or 10 members.  He said we could raise the institutional membership to $255.00 for either 9 or 10 names, based on $30.00/person.
• Carter said raising dues is a good idea.  $30.00/$15.00 is his suggestion.
• Members agreed that raising dues should be voted on at next meeting.  We’ll have to make the decision before the conference dues are set.
• It will be brought up for vote at the next meeting.
• All memberships expire December 31^st.

New Business: 

• Marge would like to invite Governor Ted Strickland to a Board meeting and our annual conference.  Marge asked Tracy to write a letter to him that introduces OADE, who we are as an organization.  Tracy said she’ll draft a letter and send it to fellow board members for electronic approval.

Upcoming Meetings: 

• February 16, 2007 (10:30-1), North Conference Room, OBR, Rhodes State Office Tower
• April 20, 2007 (10:30-1), North Conference Room, OBR, Rhodes State Office Tower
• May 18, 2007 (10:30-1), North Conference Room, OBR, Rhodes State Office Tower

Minutes respectfully submitted by Tracy C. Koski, 1/13/07