OADE Board Meeting Minutes

April 29, 2005

Roll call:  Julia Beyeler, Celeste Bland, Kathy Buttermore, Sally Dreier, David Hall, Carter Jastram, and Tracy Koski

Approval of Minutes:  The minutes from January 28, 2005 were unanimously approved.

Treasurer’s End-of-year report—Celeste

• Celeste reminded everyone that the end-of-year financial report was presented at the January 28, 2005 board meeting.  In addition, an end-of-year report was distributed that reflected the period between November 19, 2004 to December 31, 2004. 
• Balance as of 11/19/04 was $23, 891.17.
• Balance as of 12/31/04 was $23, 589.95 (interest: $9.20, deposits: $986,  and expenditures:  $1296.42)
• Current balance is $23, 589.95 (2003 carry-over balance: $26, 095.62,

      2004 income to date: $12, 527.69, and 2004 expenses to date:  $15, 033.36)

Treasurer’s Monthly report (January 1, 2005 to Jan. 28, 2005)—Celeste

• Balance as of January 28, 2005 was $23, 442, 53.  (deposits: 40.00, interest: $4.58, and expenditures:  $192.00)
• Kathy made a motion the treasurer’s report be approved; Sally seconded.

Treasurer’s Monthly report (January 31, 2005 to March 6, 2005)—Celeste

• Balance as of March 6, 2005 was $23, 619.53.  (deposits: $247.00, transfer from savings: $10.00, and expenditures:  $80.00)
• David made a motion the treasurer’s report be approved; Kathy seconded.

Committee reports

            Budget and Finance—Celeste

• Celeste mentioned these numbers are projections based on what happened in the previous fiscal year.
• Kathy noted how the K-12 ad hoc is now inactive; that line item can actually be deleted.
• Celeste distributed a list with a column for ½ year (January to May) and then a second column for May to June 30, 2006.  The board needs to vote in May on the budget for the coming year.  That way, it can start on July 1^st.  That’s the new cycle for the future.
• In January, the cycle will run from January to June 30^th for 2005.
• Celeste also provided members with a 2005 a budget report that listed projections.
• The $650.00 allocation for political liaison money will be used for a February meeting of ten math educators at the Statehouse.
• Sally asked if $1600.00 was enough for conferences.  Kathy said yes; that money is for down-payments for the next two conferences.
• Julia said that she wants to leave the contingency fund the same in case that money’s ever needed elsewhere.
• There are no grant expenses at the moment.
• No spring conference is planned.
• Kathy suggested eliminating that line item.  Celeste recommended keeping the line item because there’s no money there anyway.
• For 2004, the $40.00 was for a reimbursement check.
• For 2005, the $100.00 was there for Kathy’s traveling, etc.
• Celeste said the budgetary projections for 2004 aren’t too different from 2005.
• Kathy moved the budget report be approved.  Sally seconded.

OADE 2005 Conference/Akron and 2006 Conference/Columbus—Kathy

• Kathy reported that the conference in Akron is well-set; details are basically done.  We do, though, need to work on contacting vendors.  We also need to make sure Townsend Press will provide the bags.
• Overheads will be in all the rooms.
• One of Kathy’s students from Walsh University is doing the program for us.
• Kathy will call a meeting in May of the conference team. 
• In terms of the 2006 Conference in Columbus…proposals from the Hilton, Westin, and Conference Center will be brought next time.
• Kathy wants to have Sonja Strahm, NADE National Conference Chair, give a presentation at the OADE 2006 Conference on how to host a national conference.  Kathy will use this to begin our Conference Team for 2010.  The current president and president-elects from surrounding states (IA, IL, KY, WV, PA, MI) will also be invited to this presentation.  Philadelphia did this last year. 
• Kathy shared the importance of assigning only one major task per team member when preparing for a national conference.  Sonja will help us get in position for this goal, and we’ll be well-prepared when 2010 rolls around.
• There are three proposals for NADE conference sites:  Cleveland, Columbus, and Cincinnati.  She already has Columbus and Cincinnati’s information.  The NADE board decides who the host city will be. 

Kathy discussed how, if the president or president-elect can’t come from a neighboring state, maybe they can send a representative. She noted how St. Louis and Florida did great job teaming up with surrounding states.

·        The 2005 conference registration forms will be mailed in May; they’ll also be online.

·        Deadline for proposals deadline is July 29, 2005.

·        Kathy will email everyone and send mailers.  The registration form, proposal form, and membership form will go out in one mailer in May.

·        Akron’s keynote speaker’s fee/expenses will be around $600.00.  (Mr. Love)

·        For 2005, 2006: Celeste suggesting reducing conference to $12,300.00 from $14175.00 (line item 1250)

Constitution & By-Laws—Tracy

·        Tracy mentioned that Kathy has offered to go through past minutes from 2000 to present and make sure the changes are truly in place.  Tracy plans to assist Kathy when she begins this charge this summer.

Grants—Sally and David

·        No report

Information—Kathy and Julia

·        Julia shared the NADE commercial/advertisement. 

·        She voiced how it is unfortunate how we’re advertising for NADE, yet the ad doesn’t mention OADE.  Kathy suggested adding an announcement to the commercial that mentions OADE.

·        Kathy said she would see if we could put the commercial on the website.

·        David asked for ideas of how to monitor effectiveness.  Julia said maybe a “blurb” could be included on the website.  For example, “How did you hear about us?”

·        Julia reiterated how we definitely need to promote OADE to all and target NADE members who aren’t OADE.

·        Julia brought from the NADE Convention the NADE posters that members can

post around their institutions.

Membership/Mentoring—Carter

·        Membership:  188 (Ten don’t have email addresses.)

·        Carter said all the members from last year who did not join have been contacted via email.

·        Forty-six 2004 members have not renewed for 2005.  Kathy asked if any had gotten back to him as to why they haven’t renewed?  Carter said not officially.

Kathy proposed we contact these people.  Carter reminded everyone that only a couple of people have responded to a “why” email in the past.

Carter is going to send Kathy the labels with names/addresses for her conference mailer.

Nominations & Awards—Brenna Michelis/Elaine Shively

• Tracy shared Brenna’s email update.  So far, there are two candidates for Recorder and one for Two-year Representative.

Political Liaison

• Kathy and Julia noted that we need to be thinking of someone who can be our “voice” in the legislature.  Board members were asked to bring suggestions to the next board meeting.                       

Publications—Patty/Elsie, Journal; Marge, Newsletter

• Julia stated that we need to appoint someone to replace Elsie who has resigned
• Patty said she’d like some help.  Julia said she’ll contact Patty to see if she has any names yet.
• Marge will continue with newsletter.

Publicity

• Since Phyllis does not want to continue with publicity, we need to appoint someone.  
• Julia asked the difference between Information and Publicity.  Kathy explained that Information is more internal while Publicity involves reaching out to the community.

Research—Lana & David

• Lana’s Kellogg report will be on the website’s research link.
• She has received her Developmental Education Specialist certification.

·        The sub-committee is the Alignment of Math and English, High School to College Standards (Ohio Board of Regents K-College Articulation Taskforce)      

Archivist—Chuck

• Chuck sent Carter a copy of the complete Policy and Procedures Manual from 1996.

Technical Consultant—Becca Seabolt.  

• Submissions for the website should be sent to Tracy Koski at tkoski@cscc.edu.

She will forward these to Becca.

Old Business—

• Julia shared David Haiduc’s email and report which highlighted his findings on institutional membership.
• Carter said he can add another field to the database that reads “Institution or Individual?”
• Kathy added that we’d also place another line on the registration form.
• Kathy moved we implement the institutional membership option.  Celeste seconded.

New Business—

·        Tracy will now serve as the contact person who sends information to Becca.

·        Sally suggested printing an almanac every other year.  The last almanac was 2002.

·        We will continue using the school addresses in the almanc.

·        The next meeting will be at the University of Akron on Friday, June 3, 2005, 10:30.  Lunch will be provided.

Meeting was adjourned at 12:31.

Minutes submitted by Tracy C. Koski