Board Minutes November 19th 2017

November 19, 2017


Oregon Poetry Association board meeting (done by SKYPE)

participating: Lisa Baldwin, Lynn Otto, Shirley Marc, Joy McDowell, Erik Muller, Charles Castle, Stella Jeng Guillory, Bruce Parker, Diane Corson, Dale Champlin


ELECTION OF OFFICERS (2017-18): Lisa Baldwin elected president of board. Joy McDowell elected as secretary. Lynn Otto elected treasurer. Shirley Marc elected as vice president. Bruce Parker will serve in a combined position of historian and as liaison for NFSPS. Shirley continues as conference coordinator. Erik Muller will serve with Joy as OPA representative for the Oregon Poetry Collection held at the University of Oregon Knight Library. Diane Corson and Charles Castle will act as co-chairs for membership. Tiel will assist with the transition of membership lists. Dale Champlin and Bruce Parker will take over work on the OPA newsletter.


OPA’s financial transactions must be updated. A motion was made and seconded to remove Tiel Jackson and Richard Cameron from the Oregon Poetry Association bank account number _________ at Bank of America. Lisa Baldwin, president, Lynn Otto, treasurer and Diane Corson, co-chair of membership, will be added to the account. Motion passed by unanimous vote.


FINANCIAL REPORT: Shirley corrected the hotel billing for conference costs to show an increase of approximately $500 to our projected account balance. She will continue to monitor this situation. Our current account balance is over $4000, but $1700 of that total is designated grant funding for the youth contest.


MOU FROM KNIGHT LIBRARY: OPA should assist writers by sharing information about donating chapbooks, anthologies and broadsides. Holding double copies of the collection is defeated by the locked collection not being easily available. Patrons must request books from the help desk. OPA will work to publicize the OPA collection and the William Stafford collection at Lewis & Clark College. Joy and Erik will follow up with the Knight Library on issues of concern.


SPRING 2018 CONTEST:  OPA board members are not allowed to enter OPA contests. The New Poets category eligibility needs to be adjusted. Recent winners have had extensive publications. Amy Miller, OPA contest chair, suggests refining eligibility or doing away with the category. The new definition for the new poet category will be: a poet with not more than two poems published in print or online journals and/or anthologies. Any number of self-publications would not disallow submission.


CONVERSATION PROJECTS: Oregon Humanities is the host organization for speakers. Last year OPA worked with Josephine Library and Springfield Library to present programs. We might be able to find a third location. OPA must apply for these speakers. Two programs with poet presenters are available this year. “Democracy from Inside Out-Listening to our Conscience and Our Neighbors” by Wendy Willis and “In Good Faith-Exploring Religious Difference in Oregon” by Elizabeth Harlan Ferlo. The cost is $75 for OPA to participate. These projects require legwork by locals. We could generate our own events. Lisa will explore these speakers and report to the OPA board at our next meeting.


DISCUSSION ON GROWING OPA MEMBERSHIP: Strophes printed an article about expanding youth membership. Many OPA members want to have more conferences. Mini conferences in different communities might be an answer. Online platforms assist our outreach. Facebook traffic is low for OPA. We will share content from web page to Facebook. Each board member needs to check the Facebook account and submit information. Kathy Pyle screens submissions to our website and OPA Facebook.

A suggestion was made to reactivate local OPA units. OPA membership forms should be available at local reading events. OPA could list open mic events for communities.


FUNDRAISING IDEAS: Increased dues must be voted on at the general membership meeting. Lifetime memberships might raise quick revenue. Many ideas were shared to raise revenue. Selling conference sponsorships for the brochure is a possibility. Allowing attendees at conferences to opt out of paying for a meal might draw more people. Additional ideas will be floated at the next meeting.


INSTRUCTIONS ON LOGGING HOURS: Instructions were shared for use of the spreadsheet to track volunteer hours. These hours translate to in-kind value in grant applications. Enter your hours, dates, and click enter to total hours. Save the link Lynn sends to reopen this spreadsheet with your browser.


NEXT MEETING DATE: Sunday, December 17 from noon to 3 PM.


Meeting adjourned at 4 PM. Minutes respectfully submitted by Joy McDowell, secretary OPA

General Membership Meeting Minutes: 10/14/2017


October 14, 2017 Portland, Oregon


Retiring OPA president Tiel Ansari called the meeting to order. She thanked the membership for attending and extended an invitation to any member to step forward and volunteer since the OPA board is below critical mass for accomplishing the tasks required to remain a strong functional organization.


Tiel recognized board members for their work on the board and to prepare the conference.


The financial health of OPA is not robust. A large donation is pending. More information will be shared near the end of the year. The conference budget was aided by several donations above the attendance fee. OPA is deeply grateful for those donations.


A grant has been received to cover the cost of the student contest for the current year. Mailings have gone out to high schools.


Eleanor Berry delivered an impromptu report on her participation in the NFSPS. She said that group is healthy and some states have a stronger connection to NFSPS than does Oregon. She was the only attendee from Oregon at the national conference this year. The next conference is in Colorado. She invited OPA members to consider attending.


Concern was raised about accessibility to the Oregon Poetry Collection at the University of Oregon. OPA will address this in the future.


Tiel reminded members to check the OPA website for information regarding our purpose, policies and organizational structure. More effort will be put into raising our Facebook profile.


Comments from the floor were received with suggestions for future conference locations, length and cost. The president briefly explained the challenge of booking space and food and beverage provision for our group. Costs are rising. An opportunity for further comment was provided on the sheets in each attendee’s packet.


A suggestion to utilize a past president committee to assist the board was voiced.


Current board members stood to speak to the invitation to volunteer. Six OPA members presented themselves to serve on the board. A unanimous ballot was cast since no position was opposed. (Erik Muller term to expire 2018, Charles Castle term to expire 2019, Stella Guillory, Diane Corson and Bruce Parker terms to expire 2020 and Dale Champlin as alternate with no fixed term)


The retiring president introduced the incoming president and thanked the membership for assisting her during her many years of service.


Meeting adjourned.


Respectfully submitted

Joy L. McDowell

OPA board secretary

Board Minutes September 17, 2017

Oregon Poetry Association board minutes, September 17, 2017

(on Skype: Tiel, Lisa, Shirley, Joy, Lynn)

MID-VALLEY POETRY SOCIETY AND GRANT RELATIONSHIP: This program is coordinated by Eleanor Berry. They are seeking another grant source since their previous one had a two-year limit. A motion was passed that OPA continue allowing our name and tax ID to be used for future grants. Our organization is identified as a sponsor for this program.

CONFERENCE PLANNING: Conference registration begins 6:00 to 6 :30 PM on Friday evening.

Production of a program guide requires contacting workshop presenters for brief bios and program content. Lynn will include her short article on why she volunteered for the board in a newsletter on September 26. Another online conference reminder will go out in early October.

The hotel ballroom will be locked both nights, so OPA will not need to pay for box storage. Any cash will be removed at the end of each day. The shortcut travel route between workshop rooms goes through the café area and is available only for handicapped attendees and during the café’s low traffic hours, such as late afternoon. The regular route is longer, but will be marked on a map given to attendees at registration. Restrooms will also be marked on the map.

Board members are working either the registration table or book table. The book table will be set up in one of the workshop rooms. Board members will wear colored name tags. Conference evaluation forms will propose raising the registration fee.

GENERAL MEMBERSHIP MEETING: Tiel will offer recognition for the forthcoming bequest, share a financial report, make a report on her term as President of OPA, recognize volunteers and pose questions regarding future conference length. Eleanor will present a report on the National Federation of State Poetry Societies. Ideas about fundraising will be elicited from the membership. Recruitment of new board members will be folded into the agenda. Election of new board members will be held.

BOARD MEMBER RESPONSIBILITIES DOCUMENT: This is on the website and is being revised for clarity.

All OPA board members will be asked to write a brief statement about what they have gained from serving on the board. These will be included in a future newsletter.

BEQUEST TO OPA: OPA has been named as a beneficiary in estate papers. More information will be available as the process settles. The board is discussing the wisdom of incorporating and how that would impact bequests and grant writing. Quasi-endowments were mentioned by board members. OPA examined both short and long-term options for sheltering the bequest while OPA designs a long range and more detailed plan. We need to find a volunteer attorney to assist OPA with incorporation.

FUTURE BUSINESS: Not all members are receiving messages from Constant Contact. We may need to shop around for another service.

STUDENT CONTEST: A notice about the opening of the student contest will be placed in one of the upcoming newsletters.

Respectfully submitted by Joy McDowell, OPA secretary