OADE Board Meeting Minutes

January 28, 2005

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

Approval of Minutes:  Minutes from November’s meeting were approved.  Sally made the motion.  Celeste seconded.

Treasurer’s report—Celeste

·        Balance as of November 19, 2004:  $23, 891.17

·        Deposits:  $986.00 ($366 came from conference.) 

·        Income to date:  $12, 527.69.

·        Carry Over Balance from 2004:  $26,095.62 

·        Expenses to date:  $15,033.36

·        Lana received $183.47 for research.  $1, 077.95 was disbursed for Adjunct Awards for conference.  Also, there was a $10.00 service charge.   

·        David Haiduc made a motion the treasurer’s report be approved.  David Hall seconded.

·        End-of-year financial report will be presented at February’s meeting.

2004 Conference final report: 

·        Total Conference Income:  $8,144.00

·        Total Conference Expenses:  $13,230.89

·        Loss of $5,086.89

·        Speaker expenses:  Jack Truschel, $943.86; Rita Smilkstein, $1,953.74.  Entertainment:  $2,206.86.

·        Registration:  $908.75 

·        Celeste noted that, in the past, we haven’t spent over $9000.00 in total conference expenses.  She suggested conducting our own registration.  She also mentioned we may want to revisit how much money we want to spend in particular areas such as speakers.

·        David Haiduc shared that PLATO, AZTEC, and ACT may want to attend the conference; perhaps, they may even do a presentation.  He will be in further touch with them.

·        Celeste suggested we have presenters pay for their own expenses…hotel, flight, registration, etc.  (The respective colleges will probably pay anyway.)

·        David Hall asked how we wound up with the particular vendor we had in Marietta.  He mentioned how he believed we had to go with the vendor used by the hotel.  In future situations, we’re again going to be locked into a specific vendor.

·        Sally moved the report be approved.  David Hall seconded.

Committee reports:

            Budget and Finance:  Celeste

• Celeste distrivuted the 2005 OADE Budget Report.  Of the $27, 885.00 budgeted in 2004, $12, 527.69 has been spent.  ($8, 970.00 of the first figure was a transfer from savings in 2004.)

• Julia mentioned we need to make some projections in terms of goals for the upcoming year.  She asked what our goal for membership should be. Carter said we currently have 168 members based on conference attendees and those who have renewed without going to the conference.  (107 conference attendees.)  There were 105 conference attendees in 2004. 
• Julia is aiming for a membership of 200 in 2005.  Celeste explained we need to add $1600.00 to last year’s membership fees.  Julia proposed keeping the figure of $3000.00.  Carter said keeping it at $2500.00 would be reasonable.
• In terms of projections for 2005 Conference, Celeste noted in 2004 we spent around $13,470.14.  Julia and Celeste decided to project the same amount for 2005. 
• $1000.00 will be allocated for newsletter. (Last year’s expense of $139.86 is because it’s online) 
• $2000.00 is allocated for the journal.  David Hall said he’d like to see it stay the same.  He wants both a hard-copy and online version of each. 

• Since we have plenty of stationary, that line item will be 0. 
• Insurance allocation will remain $300.00   
• David Hall proposed we keep the $650.00 for political liaison the same.
• Information and Publicity will stay the same.
• Celeste mentioned leaving Awards and Nominations the same at $600.00
• For Research, David Haiduc suggested, based on $290.00 used last year, $300/350.00 would be a good idea.  Celeste then recommended, in case someone needs to be hired to help, $500.00 is probably a safer number. 
• $150.00 for Constitution & By-laws will remain the same.
• Conference planning:  $1600.00 was planned last year; we spent $500.00  This will be changed to $1000.00 for 2005.
• Special Projects and President’s Discretionary Fund will stay the same. 
• Technology, Contingencies, Grant Money, Grant Expenses will also stay the same.
• Carter said the only expenses he’s had in recruiting new members are postal expenses.  ($7.40 last year.)  He’s going to reflect on the $800.00 under Membership expenses and get back to us at the February meeting.
• Celeste voiced that she wants the opportunity to go back and look over the line items/what they consist of before it is approved. 
• We will wait until next month for the report to be approved.

 OADE 2005 Report:

• Julia shared that Leadershop will be at Quaker Square.  The pie store will be opened up to us.  This will be a team-building activity. 
• Kathy is going to re-negotiate how much space will be afforded us. 
• Celeste sent Malcolm the tax-exempt certificate.  He has forwarded this to their accounting department.
• Speaker:  Steve Love, $639.00
• Hotel:  $90.00
• Web Hookup per day: $120.00
• Reception:  $7.00
• Reception will be Thursday night.
• Kathy has gotten prices from Westin in Columbus: $130.00 a night.  Food and parking are quite expensive.  She said that Hilton at Easton is comparable in price.
• Celeste and Sally requested a report from Kathy that breaks down the prices of both locales. 
• Celeste is going to check on another site near Polaris.

Constitution & By-Laws:  Tracy

Tracy inquired what the official procedure is once changes have been approved by the membership.  She will provide an update on her findings at the February meeting.

Grants:  Sally and David

No report

Information:

No report

Membership & Mentoring:  Carter

• Carter reminded us the membership status is based on the calendar year.
• Fiscal year vs. calendar year will be placed on the website.

Nominations & Awards:

• Brenna Michelis, from Columbus State, was appointed to oversee nominations.
• Elaine Shively will oversee awards.

Political Liaison:

• Paul Pertner has resigned.  Julia mentioned we need to find someone to fill this position.

Publications:  Patty/Elsie, journal; Marge, newsletter:

• Julia asked for ideas of how to get article submissions.   
• Celeste proposed sending the members emails.
• Julia recommended having presenters write articles summarizing their presentations,
• Sally will post a call for articles around her school.

Publicity:  Phyllis

No report

Research:  Lana & David

David reflected on what they came up with at the last meeting.  He said we could also do another survey.  (Surveymonkey.com)  He can add all suggestions at last meeting to the survey.

Archivist:  Chuck

No report

Technical Consultant:  Becca Seabolt 

She works on our web page from her home e-mail address beccaseabolt@yahoo.com; try her work e-mail Rebecca.Seabolt@huntington.com first.

Old Business:

• David Haiduc distributed an Institutional Memberships handout.    He looked specifically at Illinois Learning Specialists and Developmental Educators in terms of partnering with them conference-wise.
• Sally wants to know how many participate at NADE under Institutional Memberships.  Celeste said that sometimes colleges under I.M. are posted on the conference website.
• Everyone agreed that David’s break-down of numbers regarding institutional membership is extremely helpful.
• David Hall made a motion this be finalized.  David Haiduc seconded.
• To see if the fees are what we want, Sally and David said to try these numbers this year and we can revisit them next year.
• David Haiduc will propose this in an email and will send to Carter to send to members. 

• The next topic was the OADE almanac.
• Carter plans to sort by school/school’s address.  Under each school will be the members’ names.
• Sally suggested distributing the almanac at the conference.
• Julia reminded everyone that Kathy will be spearheading the charge of having OADE host NADE 2010.
• Meeting was adjourned at 1:00.

Minutes submitted by Tracy C. Koski