Board Minutes May 21st, 2017

May 21, 2017, Minutes

Oregon Poetry Association

Board Meeting

On the phone:  Tiel, Lynn, Shirley, Dick, Lisa (Dorothy, Susan, Joy unavailable)

Bank of America: needs minutes signed by the secretary stating who will be on the account. Tiel still has access. This is going on the retreat agenda.

Updates

Student contest: Cascadia and Manningham contest copies just arrived at Tiel’s house and will be sent/delivered shortly.

Adult contest: winners have been notified and are on the website. Tiel will send checks to judges shortly.

Oregon conversation project: Springfield event will be June 28, 4:30. Shirley reports that the library is making the flyer and posting on its website and will send her a copy; the library will send out an edited news release, Shirley will make sure the Eugene Weekly is contacted and the Poetry Jam group. She is planning to get flyers to bookstores, university, coffee shops, and possibly the Humanities chair at LCC and a few people at the UO before the end of term. Grants Pass event will be July 7, 4:30. Lisa has an appointment with librarian next week re advertising, etc.

Constant Contact emails: some members not getting (or finding) them. Discussed adding “Don’t forget to add kmpyle2@yahoo.com to your address book so we’ll be sure to land in your inbox!” to the new member/renewal confirmation email, but using OPA’s outlook email address instead (which would require Constant Contact to be sent from that address).

Financial status and liability: In answer to the question “Would the board be liable for OPA debt,” Dick’s attorney friend said it depends on what the liabilities of the association are, but for an unincorporated association, by law the membership bears the liabilities of the association. Dick assumes, then, that the board would have a special obligation. Tiel will consult with the nonprofit association of Oregon to find out more.

Motion made and approved that we do not spend money we do not have.

Richard will send board members the 2016 budget so we can discuss ways to save and increase revenue at the retreat. Dick will phone the attorney re the benefactor estate. Board members will bring to the retreat ideas for saving and generating income, for example, reducing the phone bill by finding a free conference call host.

Current balance is $3228.00. Pending expenses: student ceremony catering, adult judges and prizes, mailing of books & certificates, internet spam guard fee.

Continuing Business

Oregon Poetry Collection MOU meeting date still needs to be set: Joy and Tiel, Eleanor Berry, David Hedges, and maybe Linda Varsell-Smith will attend.

Conference planning: We’ll map out a timeline at the retreat. Richard will email a conference fee calculation to the board. Shirley has received eight proposals, four of them readings. Workshops have been given priority in the past and we’ll continue to do so. Tiel has a radio interview tomorrow and will mention the call for proposals. The call did not specify session length (60 minutes), and we have received a 1.5- to 2-hour proposal. Depending on what other proposals we receive, we might consider a more varied schedule.

Board recruitment: Dorothy recruited Penina Taesli, who will be invited to the retreat. Lynn’s open letter about why she is on the board might be something to include in conference materials and/or in a pre-conference mailing.

We discussed the membership chair tasks, time involved, and the possibility of job-sharing. Lynn suggested bringing laptops to retreat if possible, so processes can be shared.

Tiel will send the most recent membership directory to board members so we can look at members in our own area for possible board members.

New Business

Tiel will consult with a member who is very familiar with our benefactor to discuss the memorial category in the adult contest (which will be added to the contest after the money is received).

Retreat

Will be held at Shirley’s house in Springfield on June 17, 9:00 – 4:00. Added fundraising to the agenda. Board members should review the website before the retreat and make suggestions for improvement.

(Tiel’s phone died, and she closed the meeting by email).

Respectfully submitted,

Lynn Otto (substitute secretary)

Board Minutes April 15th, 2017

OREGON POETRY ASSOCIATION APRIL 15, 2017 MINUTES

(board members on conference phone call: Tiel, Lisa, Joy, Lynn, Shirley, Dick)

 

FINANCIAL STATUS: The current balance in Bank of America account of $3288.08 includes most memberships and contest fees. Funds from our recent benefactor have not yet been received. Dick says OPA risks being overdrawn by the time the bequest may be available. He is doing as much as he can to avoid that event. Verseweavers mailing costs are not yet in the expense column. (See financial reports attached to minutes) Dick reports the OPA budget is tight even with him projecting expenses. The treasurer will provide another financial report for the June retreat. The lack of funding for this year’s student contest has resulted in OPA being forced to outlay $1700 for that budget item. OPA has no alternate plan for paying our bills if we suffer a funding shortfall. The treasurer will consult an accountant about non-profit board member liability for unfunded expenses. Lynn volunteered to assist with grant writing. The board mentioned pros and cons of dependence on grant funding.

 

RETREAT AGENDA: A suggestion for naming an adult contest category for our recent benefactor will be added to retreat discussion. OPA will also discuss prioritizing budget items and where to make potential cuts or generate revenue. The board will discuss ways to upgrade the student contest award ceremony to possibly coordinate with Student Writing Festival or include workshops for winners by age groups. Lisa will collect and work on ideas to present to board. The official number of board positions will be part of retreat discussion. The board will also discuss ideas for growing the OPA. Joy suggested we perhaps take a photo of the board at the retreat for the website. Tiel is checking on a retreat location. Shirley and Joy offered their homes.

 

CONFERENCE COSTS: The Portland hotel will expect an initial payment near the conference date. Shirley requested Tiel and Dick keep her in the loop regarding conferences expenses

and contracts. In the past our revenue from conference fees has fallen short of total costs associated with the event.

 

ADULT CONTEST: We received less than 100 entries (some non-members) for the 2017 spring contest. OPA will discuss attempts to market the contest better. OPA currently has 210 members.

 

OREGON CONVERSATION PROJECT: Volunteers will be needed to put up flyers and encourage the involved libraries to utilize their own resources for advertising. OPA is compiling a list of email destinations for advertising our activities. Joy will host the Springfield speaker at her home.

 

ADULT CONTEST: Contest chair is receiving returns from judges to make winner notifications.

 

STUDENT CONTEST UPDATE: The poetry exhibit at the Capitol Building is up for display. Cascadia is ready to print. If OPA doesn’t hear from Manningham Contest in time to print for April 29 award event, we will use another route of recognition for Manningham winners. Ceremony for student contest winners is in Portland. RSVPs indicate a projected good attendance in response to invitations.

 

CONTINUING BUSINESS: OPA must recruit a new membership chair prior to our next membership renewal deadline. Computer skills would be a help for this position which involves labels and mailings. The OPA membership directory will come out with the next newsletter. At least three board positions will be open by fall as terms run out. OPA must share our sense of poetry as mission to attract new board members. Lynn will write a small piece on why members should consider becoming a board member to share with the board. The call will go out in mid-April for conference workshop proposals. Shirley and Tiel are working to prepare the text for a mass mailing by Kathy. Responses are set to come in from May 1 to June 1, 2017.

 

NEW BUSINESS: Our next meeting will be held Sunday, May 21, from 1 to 4 pm. NW Book Fair is coming up, but OPA is not in a financial position to consider participating this year. Dick pointed out there are additional costs associated with this event in addition to registration. Mailing books is expensive. There is not currently a Portland unit to spearhead participating in this event. OPA might announce the event on the OPA Facebook page, and encourage members to create a Facebook group related to participation. Tiel suggested that OPA consider what members “get out of” being a member. If we participate in the book fair we must balance the benefit to Portland members versus downstate members.

 

Knight Library wants to renegotiate the Memo of Understanding for the Oregon Poetry Collection. The university has hired a new Head of Collections. There will be a steering committee meeting in Eugene in early June to discuss this issue. Joy will attend as an OPA representative. Tiel expressed interest in attending.

 

Meeting adjourned. Respectfully submitted, Joy McDowell OPA board secretary

 

 

 

Appendix: Financial Report

 

 

Current  Balance and Anticipated Receipts [Based on 2016]

 

Bank of America Current Balance $3288.08
Anticipated Receipts (5/1 -8/31) $950
Total $4,238.08

 

Anticipated Expenses

 

Student Contest $1,150 Does not include summer mailing. [$500]
Adult Contest $1,280  
Phone and Internet $850  
Postage & Copying $250  
Verseweavers $1,250 One issue
Other $200  
Total $4,980.00  

 

 

Board Minutes March 19, 2017

OREGON POETRY ASSOCIATION BOARD MEETING….Sunday, March 19, 2017

(phone conference participants: Dorothy, Tiel, Joy, Susan, Dick, Lisa, Shirley, Lynn.)

 

The board enjoyed sharing poems by email when our meeting agenda came out.

 

Student Contest: OPA did not receive approval for use of the state capitol building for the Cascadia Student Contest award ceremony. Charles Jordan Community Center in Portland is our alternate site for Saturday, April 29, 2017. Rental time is 12:30 – 3:30 pm, ceremony is from 1 – 3 pm. Invitations will go out this week. Cost to OPA is $90 rental and a $100 deposit, which is refundable.

 

Cascadia production starts soon. OPA is waiting on notification from NFSPS of any Manningham winners. Charlotte Abernathy will be asked about using her art for the cover.

 

Collins funding did not come through for the student contest. A proposal was made to utilize a portion of the Pat Banta bequest for this year’s Cascadia contest if no other funding is forthcoming. A request to the Juan Young Trust will be submitted by March 31 including funding for this year’s ceremony as a kick off for next year’s contest.

 

The Pat Banta bequest will be in the neighborhood of $15-18,000. There are small snags in settling the estate. The attorney for the estate is hoping to settle by the end of March. Delay would impact funding for the fall OPA conference and other OPA functions if no other funding is forthcoming for this year’s student contest. OPA will continue to pursue grants to fund student contests in the future.

 

Inquires will be made about investing the Pat Banta bequest. Board members felt a significant portion should be held in reserve and only the interest used for annual OPA operations. Investment and allocation ideas will be discussed at future board meetings. OPA is planning a recognition opportunity for the late Pat Banta’s generosity at the Fall OPA conference.

 

Oregon Conversation Project: Springfield Library offered to host a session on Tuesday, June 27. The presenter prefers Thursday, June 29th. Details are coming together. Josephine Community Library has agreed to host a session in July. Details to come. The libraries will help with advertising. Jason Graham, a poet, will be the speaker for all sessions. The deadline for OPA’s application to Oregon Humanities with our proposed dates is March 31, 2017.

 

The board noted that keeping track of volunteer hours is important for use as in-kind on grant applications. A trial Google tracking document has been set up. We can all access this site.

 

Susan is leaving the membership chair position. She will train her successor. Notices were to go out for those with dues past due. Confusion resulted in a mailing to all members. The dues reminder does not currently have a link in the PDF to pay dues. OPA has 200 members, approximately 100 less members than last year.

 

OPA is seeking a membership chair and someone to fill a vacant board position. We will insert a notice soliciting volunteers for these positions in the upcoming newsletter. Volunteers for the adult contest chair and book reviewer positions have been located.

 

A newsletter will be emailed out within two weeks. Bios of new board members will be included.

 

Information is being compiled about mailing targets outside OPA membership for soliciting conference workshops and conference participants.

 

Continuity planning has not been a strong point for OPA. The unfilled position of historian keeps institutional memory to assist the board. More effort is being made to use the website to record information instead of having paper records scattered across the state. Several reference documents are available on the OPA website.

 

The board briefly discussed the wisdom of maintaining a nine member board number.

 

The next meeting of the OPA board will be Saturday, April 15, 9-12 PM. Dorothy will be absent.

 

Meeting adjourned at 3:15 PM.

 

Respectfully submitted, Joy McDowell, OPA Board Secretary