OADE Executive Board Meeting Minutes

Friday, August 20, 2004

231A Aquinas Hall, Columbus State Community College

I.  Roll Call:   

Kathy Buttermore, Carter Jastram, Lana Evans, David Haiduc, Patty Cass, Celeste Bland, Julia Beyeler, Pat Rowe, Tracy Koski, David Miller, Marge Bartelt, Rick Myers, Kelly Sanchez, and Sally Dreier.

II. Approval of Minutes

Minutes of the May 14, 2004 meeting were unanimously approved.  Patty moved.  Celeste seconded.

III. Treasurer’s Report – Patty

• Since last meeting, we’ve received $130.00 in membership fees
• $455.00 from 2003 Conference
• $125.00 was spent for printing brochures
• $90.00:  technology/website
• 306.00 for Conference 2004 (presenter’s plane ticket)
• As of August 20, 2004, we have $27, 514.01
• Kelly motioned for approval.  Julia seconded.

IV. Committee Reports

            Budget and Finance – Patty

• Kathy and Lana submitted receipts for reimbursement.
• In addition, Kathy complimented Patty on her efficiency as OADE Treasurer

            Conference – Rick and Kathy

• Julia and Kathy are meeting with Phil on 8/20/04 regarding Conference 2006.
• Both recently attended a 2005 Conference planning meeting.  Rick plans to  form conference sub-committees for five major areas:
  1. Advertising and Mailing
  2. Readers and Proposals:  Julia
  3. Registration and Hotel Contacts
  4. Equipment
  5. Entertainment/Giveaways

• OADE has submitted the $500.00 to guarantee hotel reservations for Akron.
• Kathy will be new conference chair, beginning with Columbus.

She said a timeline and conference template will be established.

• Proposal forms for next year will be handed out at this year’s conference.
• Items will be going online early.
• Kathy suggested Thomas Love, Pulitzer Prize winning journalist, as a guest speaker.  She plans on developing a Speakers’ Bureau for Conference 2006.
• The Hilton at Easton Square is where Kathy and Julia are going today(8/20/04) to inquire about their fees.
• Kathy shared email from Robin Lawson, of Hawkes Learning, who was wanting to know the cost of exhibiting.  Patty said this fee is $60.00.
• The Leadership Workshop will be held Wednesday night of conference.

For this workshop, each board member should have a one-page write-up of what they do in their respective positions. 

• Supper will be provided first.  Afterwards, Kathy will have opening remarks.  Then, break-out sessions will begin.  People will be invited to walk around and ask what particular members/positions do.  Each presenter will write down contact information.
• David and Rick traveled to Marietta on Wednesday, 8/18/04. 
• Rick spoke of the $5.00 difference between CRLA and OADE memberships.  There are approximately ten dual members.  He said, from now on, the fee will be the same across the board.
• Rick provided some tentative specifics regarding Conference 2004:  On Wednesday night there will be a patio cook-out.  A nominal fee will be charged.  There will also be a nominal fee for the boat ride on Thursday night.    ($4.00 and $6.00, respectively, are the tentative fees.)  In the event of inclement weather,  there will be a room available.  The registration form will contain a spot where people can sign up for these events.
• There’s a possibility that we now have to pay charges for concurrent session rooms.
• The hotel contracts the food out.
• Breakdown of costs has not been finalized yet.
• We have thirteen confirmed presentations and twenty probable ones.
• Seventeen blocks have been taken for presentations.
• Rick hopes to find more math presenters.
• Discussion turned to whether or not the newsletter should contain the ballots.  Carter reminded everyone that the ballots should only go to the members. 
• It was decided that the pre-conference mailing will be separate from the nomination information that Pat sends out.  This will go out next week.
• The newsletter will come out after the conference.
• Kathy thanked Rick and David for their good and thorough work.

Constitution & By-Laws – Tracy

• Tracy asked Carter who the changes to the Constitution should be sent to.  Patty said they need to go online and in Archives.  She suggested someone (or a group of people) go back through past minutes and make changes.  The last update was made to the Policy and Procedure Manual in 1996.
• Kathy said she’d make this her project this coming year.
• The ballot for proposal change to the OADE By-Laws will go out with the election ballots and the bios.  The explanation sheet will accompany this, too.  
• No changes were suggested for the ballot.
• Sally made a motion to approve.  Celeste seconded.

Grants – Celeste, Sally

• Kathy plans to bring Walsh’s grant proposal to a future meeting.
• She asked that Celeste and Sally look at the grant proposal form and see if they’d like to make any changes.

Information

• No report given

Membership/Mentoring – Carter

• Carter reported that current membership is 166. 
• Lana proposed we look at institutions represented and see what institutions we might want to target in terms of soliciting membership.
• Carter has discovered that there are sixty NADE members in Ohio who are not members of OADE.  Nine were members in 2003.
• With this list, Kathy will re-sort the data and decide means of contact and who to contact.
• Kathy wants the board to examine NADE’s institutional membership.  We’ll vote on this at the September meeting.
• Carter stated that we need to consider individual membership costs versus institutional membership, how much we’d save, and room for member increase.  He also said it might be time to think about a dues increase.
• David and Patty suggested raising conference fees but leaving membership fees alone.

            Nominations & Awards – Pat

• President-Elect:           Marge Bartelt and David Hall
• Treasurer:                    Elaine Shively and Celeste Bland
• Kathy will contact Stephanie about the nominations for awards.
• October 4, 2004 is the deadline for adjunct award

            Political Liaison – Paul

• No report given

Publications – Elsie, Patty

• Two articles have been approved for publication.
• One manuscript is ready to be sent out for review.
• If the third is approved, they’ll be ready for publication.

            Publicity – Phyllis

• No report given

Research – Lana, David Haiduc

• Lana and David shared the questionnaire and cover letter with the board.
• These have been mailed out to various collegiate institutions.
• Phone calls were made to each institution or websites were checked to find out who to send these to.
• They expect results back in September. 
• Their findings will be shared at Conference 2004.
• Kathy thanked Lana and David for their excellent job and efficiency with this project.

V.  Appointments:

            Archivist – Chuck

• Kathy shared that Chuck is 95% done.  He’ll attend a future meeting to report.

Technical Consultant – Patty

• Becca will be adding more conference items on the web.

VI. Old Business

• Next Friday, 8/27/04, Kathy will be attending a meeting of the Secondary to College Articulation Subcommittee which she has been asked to join.  Kathy will inform OADE of this group’s discussions/findings at each of our meetings.

VII. New Business

• Mrs. Shawn Bixler sent Kathy an email regarding The Ohio First Year Summit
• Kathy will send out a blanket email to members of OADE.
• David M. reminded Kathy to include the Research Project in the NADE September 1 Report
• Kathy shared that she’d like to see the 2010 Conference in Ohio. (She wants to have it in Cincinnati, Columbus, or Cleveland.  NADE prefers Cincinnati.)

Indiana is enthusiastic about working with Ohio.

• Next meeting date:  September 24, 2004

Adjournment:  12:33.

Minutes submitted by Tracy C. Koski