OADE Board Meeting Minutes

OADE Executive Board Meeting Minutes

Friday, August 26, 2005

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

Approval of Minutes:  Kathy moved the minutes from June 3, 2005 be approved.  David Hall seconded.  The minutes were unanimously approved.

Treasurer’s report—Celeste

Celeste presented three reports.  Summaries follow.

Treasurer’s Monthly Report:  April 29, 2005-June 3, 2005

• Celeste addressed the question of where the $625.00 came from under Journal.  This was the cost of advertising in NADE’s Spring Journal.
• She asked if we should continue to advertise for submissions in the NADE journal.  Julia and Celeste agreed that we need to instead focus more on our own membership and draw from our own members.  Kathy added she’d like to hold a workshop on writing a professional journal.  All present were in favor of not renewing the advertisement/s.
• Balance as of April 29, 200 was $23, 611.98
• Balance as of June 3, 2005 was $22, 986.98 ($625.00 in expenditures)

Treasurer’s Monthly Report:  June 3, 2005-June 30, 2005

• This report reflects additions to interest and payment to the technical consultant.
• Balance as of June 3, 2005 was $22, 986.98
• Balance as of June 30, 2005 was $22, 892.00.  (interest:  $15.02, expenditures:  $110.00)

Treasurer’s Monthly Report:  July 1, 2005-August 26, 2005

• The only change is a $10.00 student membership fee.
• Bank expense comes from savings.  Celeste is going to inquire why we’re being charged a $10.00 monthly fee.
• According to Lafayette, we still have an outstanding balance of 194.70 for ordering additional food (waters, cookies, donuts).
• Balance as of June 30, 2005 was $22, 892.00.
• Our current balance as of August 26, 2005 is $22, 705.39.  This includes the $10.00 deposit, $8.09 in interest, and $204.70 in expenditures.
• Kathy moved to accept the Treasurer’s Report.  David Hall seconded.

Budget and Finance—Celeste

• Celeste said she was going to see if it’s too late to get insured via NADE.  She wants to make sure we’re covered through 2006.  She noted we normally pay a rate of $75.00 but never receive any renewal notices or any confirmation of insurance. 
• Celeste reminded members the new budget begins July 1, 2005.

Conference—Kathy

Akron 2005

• Details for the Akron conference are set.  Kathy said proposals should be in by now.
• She provided board members with a detailed update on progress so far.
• She is currently in the process of informing prospective presenters of their acceptances.
• A conference schedule is currently being established.  She’s verifying presenters room/technology needs.
• A call for moderators is also being sent out.
• Once the schedule is finalized, she’ll send it to the presenters.
• Steve Love, the keynote speaker, has waived his $129 hotel room since he lives in the area.
• The conference committee will meet on Monday, September 12, 2005 at Quaker Square in Akron to finalize all the details.
• Tracy asked who’s on this committee.  Members include:  Julia Beyeler, Kathy Buttermore, Rick Myers, Marjorie Keil, Michelle Miller, David Haiduc, Sandy Crawford, and Malcome Moore (the on-site contact).
• Kathy asked CSCC members to come up with Columbus-related items to put on Friday’s tables at conference for approximately 130 people.
• There will be 8 people per table/ 16 tables.  Julia said, to be safe, we should plan 20 tables.
• Kathy has resent hotel information out to members.
• She needs pictures and incoming/outgoing messages from the two presidents for the program.

Columbus 2006

• Kathy distributed a spreadsheet that showed a breakdown of costs for North Pointe.
• Double room:  $100.00 a night
• Single room:  $139.00 a night
• These rates are all-inclusive.
• The rate for members not staying overnight is $69.00
• Kathy said she will negotiate with Jennifer about Wednesday night.
• We also need to decide if we should pay for a tech-support person to monitor how everything’s going.  The fee would be $45.00 per day.
• Members are to email Kathy with any ideas of catchy phrases that correlate with a theme of movement.
• North Pointe needs our non-profit number.
• North Pointe will not ask for a conference deposit.  The contract is sufficient.
• If we make 75% of our booking, we only have to pay $300 ($150.00 x 2) for the session rooms.
• Technology is included because all rooms are equipped.
• Celeste asked if we’re still using Vicki this year.  Kathy responded that we are; however, after our training next year, we’ll transition into OADE doing it ourselves.
• Celeste mentioned we need to add $500.00 fee for Vicki to Kathy’s spreadsheet.
• Julia said they won’t order an additional food for Wednesday’s night Leadershop.
• Kathy’s going to ask about what the costs will be for people driving in for Wednesday night’s Leadershop.
• The Wednesday night room fee includes dinner, so for those who are staying for the Leadershop, the only other charge will be a $5.00 per person fee for whatever leadership- building David wants to do.
• Kathy has confirmed that Jack Trushel will be there.  He has been booked to do the grant writing workshop again.
• Sonya Strahm, NADE Conference Chair, will be the keynote speaker.  She is going to educate OADE members on running a national convention for NADE 2010.
• Kathy is going to have proposal, registration, and participation forms for Columbus 2006 ready to distribute in Akron.
• David asked about music for Thursday’s reception.  Kathy asked for suggestions.
• Kathy discussed how it would be difficult to have a keynote in the dining area.  Jennifer suggests we have our lunch, then go to a huge conference room that can house that many people.
• Kathy said to think of a worthy cause we can donate $250-500.00 to for the Columbus conference.

Constitution & By-Laws—Tracy

• Julia asked if the current procedures for Nominations and Awards were ever approved in 2002.
• Kathy said she’ll ask Chuck to check the 2002 minutes.

Grants—Sally and David

• Julia noted the grant form needs to be improved.

Information—Kathy

• The NADE cd will be sent to Terra Blaze (who did K-College website), so she can create a template.  We can view the format and decide who we’d like to have speak on it. 
• Kathy said to be deciding what information we want to disseminate.

Membership/Mentoring—Carter

• Membership stands at 189.  The bulk mail rate begins at 200.
• Carter said we need to remember to advertise the adjunct conference award at fall department meetings.
• He also pointed out that, in the Constitution, it states that the executive board can make changes to the membership.
• Carter distributed five copies of two versions of almanacs.

                     1)  Membership 2005 by Institution Work Addresses

                     2)  Membership 2005 by Institution only

• The second one was approved with the addition of email addresses.

Nominations & Awards—Brenna Michelis

• Brenna provided a copy of the letter she’ll be sending out to members explaining the voting procedures, a copy of the ballot as it currently stands, and the biographies of current candidates.
• She will be sending out a final call for anyone who still wants to run.  The deadline for those interested in running is September 1, 2005.

Political Liaison—

• David Calaway is interested in serving as Political Liaison.  He is from Tri-C.
• David Reedy will also serve on the committee.
• David Hall moved these two begin serving on this committee.  Celeste seconded.

Publications—

• We need to appoint someone to replace Elsie who resigned
• We also have the opportunity as OADE members to order RIDE, Research in

            Developmental Education.

• All interested members will send their money to Celeste who will send the names and one check to Patrick Saxon.
• David Hall will contact Patrick Saxon.

Publicity—

• Kathy recalled that Information and Publicity used to be together and suggests one person should do them both to avoid overlap.
• She moved they be one committee once again.  David seconded.  All members were in favor.

Research—Lana & David

• No report provided.

Archivist—Chuck

• No report provided.

Technical Consultant—

• Julia said she’ll contact both Becca and Marge to see if they’d be interested in working together.

Old Business—

• Carter brought a draft of the Institutional Membership Policy and suggested adding the following as the first bulleted item:

                  “Members who are active faculty and whose institutions pay their membership dues will be considered Institutional Members and will have the same rights and privileges of membership as individual members.”

• Celeste moved the change be accepted.  David seconded.

New Business—

• Kathy has been invited to participate at NADE in Philadelphia next year.  She has accepted. 

Next meeting is September 16, 2005.

The meeting was adjourned at 12:45.