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

Board Minutes February 19th, 2017

February 19, 2017 Minutes

Oregon Poetry Association

Board Meeting

 

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

 

Student Contest:  The judging is finished. We have ten winners from each age division. The letters OPA sent to middle schools paid off in participation. K-2 had 18 entries, 74 in the grade 3-5 group, 190 middle school entries and 35 from high school. OPA will mail 2018 contest information to high school teachers.

 

A room is reserved at the Salem capitol building for the Awards Ceremony on April 29. We are awaiting confirmation on the room. OPA hopes to hear from the Collins Foundation in the coming week regarding contest funding. Create Space will be used for the publication of Cascadia.

 

Verseweavers has been mailed and received by board members.

 

No progress has been made on Oregon Conversation Project in Portland. The Eugene Library has detailed requirements and will take 4-6 months for advance review. Springfield Library also has an application process. More inquiries will be made regarding the Springfield Library as a possible venue. No fees may be charged. Josephine Community Library has already participated in this program and would have fewer problems repeating the effort.

 

OPA will check on River Road Parks Annex Building and also see if Lane Literary Guild might be willing to co-sponsor. April 1 is the deadline for programs presented from May to August. The honorarium is $125 for three events paid to Oregon Humanities.

 

Written reports were provided to the board about the non-profit training that two board members attended. Out of that training a suggestion was made that board members include poetry in our meetings. It was agreed that each board member may offer a short poem as a “reply all” on our next meeting agenda email.

 

Strophes which comes out quarterly will be contacted to insert our upcoming conference details. News of a Southern Oregon publishing party will also be shared.

 

2017 OPA Conference proposals will come to: Conf_Prop@comcast.net.  Emails asking for proposals go out March 15, April 15, and May 15. June 1 is the deadline. The OPA retreat will evaluate proposals on June 17. Notification of acceptances will be made by June 25.

 

Conference “early bird” registration deadline is September 30. Late registration costs more.

 

Registration deadline for hotel reservations is September 12. Breakfast is part of hotel room fee. A daily parking fee and taxes add to the reasonable $84 room cost.

OPA still needs a new book review editor, new membership chair and adult contest chair. Job descriptions are available. Soliciting of the general membership to volunteer for these positions will be undertaken. Information will go out ASAP to avoid overloading members with emails in the spring. A request for another board member will be included in this membership contact since we have one position standing open.

 

The board decided to offer five categories in the Fall 2017 Adult Contest: Poets Choice/any form, New Members/any form, Members Only/any form, Traditional Form/villanelle, Themed: Current Events/any form. The board expanded the line limit for the Members Only category from 12 to 20 lines. In other categories the line limits are unchanged.

 

The next phone conference board meeting will Sunday, March 19, 2017.

 

 

 

Board Minutes January 8th, 2017

OPA BOARD MEETING by conference call

January 8, 2017

Participating: Tiel, Dorothy, Dick, Joy, Susan, Lisa, Lynn and Shirley

 

FALL CONFERENCE: University Place Hotel is confirmed and so is Emmett Wheatfall as keynote speaker. Keynote to be delivered on Friday evening. Request for gluten free lunch option.

 

VERSEWEAVERS: Booklet collected from printer 12/16. Bulk mail will come out of Portland. Weather problems have added to delay mailing 2015 edition.

 

ADULT CONTEST: Eleanor is preparing the 2016 edition. The 2017 OPA spring contest info is now posted on the website. February 1 to March 1 entry period. Winners announced by April 2017. OPA no longer sends certificates, just a letter with checks for winners. Honorable mentions receive a letter as well.

 

STUDENT CONTEST: 277 poems submitted. 6th-8th grade division 168 poems. Judging to take place on January 10, 2017 at Lisa’s home in Grants Pass. OPA will target High School age group with teacher information for next contest. After judging is complete Tiel will start process to publish Cascadia. Lisa would like to learn this process.  One student didn’t provide identifying data. Effort will be made on Facebook to elicit this information.

 

As soon as the award ceremony location and date are confirmed invitations will go to student winners. We won’t hear about funding until February. Capitol building room deposit is $200. Cancellation penalty must be explored.

 

NFSPS makes awards to groups who assist youth poetry. OPA project details will be submitted.

 

OREGON CONVERSATION PROJECT: Jason Graham will work with us on a project combining his presentation with an open mic. OPA must determine venues and dates. Shirley, Tiel and Lisa will work as a committee to have a plan by the end of January. Opportunity in Bend depends upon finding an on-the-ground person.

 

LIFETIME MEMBERSHIP: OPA discussed other types of service awards. The board will discuss this topic at the retreat. Moving forward OPA will be conservative in application of this award.

 

CONFERENCE PROPOSALS: Conference proposals are reviewed and decided upon at the annual retreat. This year’s retreat will be on Saturday, June 17. May 1 to June 1 is the submission period for proposals. Three calls for proposals will go out starting March 15. Another about April 15. May 15 would be last call reminder. The OPA membership mailing list and website will be used for these calls. Shirley will receive workshop proposals and present them at our retreat.

 

MEMBERSHIP DRIVE: Membership chair will be sending out postcards in February to remind members to renew. Difficulty arises with mix of electronic renewals and paper renewals. OPA plans to delete non-renewing members after two years and change postcard reminders to be blank in date area for future use. Members paying dues by paper will be notified. Electronic renewal provides a receipt. Membership chair will attempt to update email addresses. Members may not be checking all email options for OPA mail and newsletters. A suggestion was made to replace our very busy newsletter editor since we are not receiving newsletters. Membership chair will also send a message via email or letter to welcome new members and give them a sense of connection.

 

NEXT MEETING DATE: Sunday, February 19, 2017.

 

NEW BOOK REVIEW EDITOR NEEDED: OPA needs an editor with reasonably high standards. Reviews must be specific. Books written or edited by members and anthologies with members included are eligible for review. Editor recruits members or non-members to submit reviews.

 

Meeting adjourned. Joy McDowell, secretary OPA