Board Minutes, September 30th, 2018

September 30, 2018 Minutes of OPA Board Post-Conference Meeting

Present: Jennifer Rood, Charles Castle, Bruce Parker, Diane Corson, Dale Champlin, Lynn Otto, Shirley Marc, Erik Muller, Stella Guillory.

Welcome and introductions: Shirley Marc, Vice-President, presented the agenda and presided over the meeting. The Board welcomed new member Jennifer Rood, and all members introduced themselves. Review of SKYPE use and officer/member assignments to date. Shirley requested new or updated bios to distribute among Board members.

The Board approved Eleanor Berry’s request for Mid-Valley Poetry Society to apply for a Marion Cultural Development Corporation grant for their 2019 Poetry in Performance programs, with OPA listed as the 501(c)(3) organization applying. OPA will hold granted funds as a designated fund and reimburse Mid-Valley’s PiP series expenses as receipts are submitted.

Fall 2019 Conference: Shirley organized this year’s conference. She and Tiel had organized last year’s. Shirley wants to train a lead for the 2019 conference, to be supported by two others in a conference planning committee, one focused on venue and one on program. The 2019 date was not determined. Among places mentioned: Portland, Salem, Hood River, Newport.

Website, Content & Technical: Tiel Ansari presently is the lead in both content and technical matters. Shirley is training to work on website content. More people are needed to help on both the content and technical sides. Charles will examine the member volunteer list as well as the volunteer forms from the conference to see if there are people interested in the website.

Lynn will tabulate the conference evaluation forms.

Erik will focus on outreach efforts: OPA units, underrepresented areas, and youth.

Discussion about who other than members might receive the OPA newsletter. An aid to poets in remote areas? Start a Facebook page for poet exchange?

National Federation of State Poetry Societies: Diane and Bruce expressed interest in attending this year’s NFSPS conference, June 23-26, Santa Fe. Board members pay their own way.

Elections: The Board elected Shirley as President, Charles as Vice-President, Lynn as Treasurer, Erik as Secretary, Bruce as Historian. Lynn is serving as treasurer one more year and seeks a trainee.

Bank Account: The Board voted to add Shirley Marc, the new OPA President, as a signer to our OPA business account with Bank of America and to remove Lisa Baldwin, retired president, from the account.

Order forms for Verseweavers need to reflect the current pricing: $15 current issue, $10 back issues

Next Meeting/SKYPE: Monday, October 15, 5:30.

Minutes submitted by Erik Muller  _______________________________________.

General Membership Meeting: September 29th, 2018

Held at the annual conference, Eugene

Presiding: Lisa Baldwin, President; Lynn Otto, Treasurer

Annual Report

Download (PDF, 104KB)

Both Lisa Baldwin and Joy McDowell received the appreciation of the membership and the Board for their service as President and Secretary, respectively

The attending membership received ballots for the proposal about dues increases and the ballot for Board positions.

Proposal for increasing membership dues:

The discussion from members touched on:

The prudence/fairness of proposing to drop the senior category

Suggested giving monetary credit to volunteers

Suggested funds be available to help with dues and conference registration

Suggested an endowed scholarship/assistance fund in the OPA budget

Inquired about the benefits of forming units in areas not now covered?

Suggested having a secure list of contacts for member use

The motion passed unanimously to raise membership from $27 to $35, to increase two-year membership from $50 to $65, to increase student membership from $17 to $20, and to eliminate senior and family membership discounts/categories.

Voting for Board positions:

The motion passed unanimously to elect Jennifer Rood, Erik Muller, and Dale Champlin to three-year Board positions and to appoint Alan Contreras as an alternate Board member.

Minutes submitted by Erik Muller

Board Minutes September 12, 2018



Participants: Lisa, Lynn, Shirley, Joy, Erik, Charles, and Stella


President’s report:


Lisa has recruited a board member candidate. Jennifer Rood has agreed to join the board if elected. Erik has recruited Alan Contreras as a candidate. Lisa, Joy and Erik’s positions are opening. These will be three-year terms. Erik will run for office again. Lisa and Joy are retiring. Dale is an alternate who is willing to move onto the board if elected. Alan might be a good candidate for the alternate slot. He has work conflicts until January 2019. Dale, Erik, Jennifer and Alan’s names will on the ballot. Membership will be invited to nominate from the floor. Lisa and Lynn will prepare the paper ballot. Motion passed to create the ballot.


OPA Website: Shirley has trained to do content, but Tiel will continue doing technical aspects. Content for website will continue going to Tiel until Shirley is finished with conference details. After a review of our website security the board decided no action was needed at present.


Verseweavers was not mailed to some 2016 and 2017 winners who were no longer OPA members. Requests to past contest chairs for addresses of contestants will be made. A notice on the OPA website will request any 2016 and 2017 winners not receiving a copy to contact OPA.  Stella volunteered to be more involved with Verseweavers in an effort to catch these details in future issues. Past issues of this publication will be transferred from Eleanor to Dale at the conference.


Amy Miller, adult contest chair, reports the fall contest numbers are lower than spring. OPA actually generated a small profit on the spring contest and lost dollars on the fall contest.


Stella is collecting OPA mail from the post office while Diane is traveling. This is a critical function while registrations and checks arrive for the conference.


Annual report: Only one board committee provided Lisa with a report of their activities. Lynn requested other committees send a few lines ASAP about their work for the report. Lisa should receive a copy. Shirley will provide photos from student awards and photos and a brief message about last year’s conference and the upcoming conference.


Treasurer’s report: The board reviewed a detailed financial report. The books balance. A deadline was missed for a grant application to support the student contest. Funding will be pursued with other sources.


Current Projects:


Membership: OPA now has 308 members. This is an impressive increase. A few Verseweavers were returned by the postal service due to inaccurate addresses. Charles phoned these former members and found two willing to rejoin OPA. OPA is above projected budget by $400+ in membership. It is hoped that the membership will approve a new membership rate proposal. The board discussed an implementation date for the new rate. It was decided that any renewal or new membership made in 2019 would be at the new rate. People signing up for new membership at the conference will receive a year and a half at the old rate. OPA members generally renew in March. Charles advocated to separate renewal date and spring contest dates to simplify tasks for membership chair. The board discussed this idea, but made no decision.


U of O Poetry Prize reception. Catering has been arranged. Six readers will be presenting poems. The university will print broadsides and programs. Kim Stafford hopes to attend the reception. The volumes already catalogued in the Oregon Poetry Collection are moving to the second floor browsing room in the Knight Library. This room is open each week day. This is an important improvement over past accessibility. Erik suggested that poets and writers visit the collection and use the books as source material for articles submitted to the OPA website.


Student Contest: OPA will use an email blast and Facebook posts instead of a large expensive mailing. A co-chair is needed to handle notification and publication of Cascadia. Stella volunteered to research the tasks that Tiel accomplished in past years.


Conference planning progress: The registration number for the September conference now stands at seventy-seven. Sixty of those are paid attendees. Another reminder to members will be done by email and by Facebook. OPA members can share OPA Facebook reminder posts to their own Facebook page.


Attrition rate for the conference’s Sunday workshops will probably be similar to past years. Smaller rooms have been arranged to save on renting the big room for another day. Board members will be assigned to each of the two Sunday rooms to wrap-up activities and remind participants to turn in evaluation sheets.


Book Room: With fifteen-minute breaks between workshops participants will have plenty of time for browsing the book room and getting coffee. Coffee and tea are available until afternoon. Coffee will be available for evening and morning events. Bruce and Lynn will man the book room. Erik and Shirley will provide relief. Joy will work the registration table.


Lynn is preparing the annual report for members. All board members are requested to provide relevant statistics and project details.


Erik volunteered to become secretary if he is re-elected to the board.


Next Meeting: Sunday, 9/30, 1:15 PM, Umpqua Room, Valley River Inn




Respectfully submitted,

Joy McDowell, OPA board secretary