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


Board Minutes December 11, 2016


December 11, 2016


Tiel, Richard, Lisa, Joy, Lynn, Shirley and Dorothy on line


Minutes: How detailed to make OPA minutes? A suggestion was made to keep them somewhat detailed. Members were concerned about attaching names to discussion. Motions should be general. Any member can always request their name be attached to an action item.


A question was raised regarding an OPA response to new members who join. OPA will follow up on this in the next meeting. Membership chair will be asked to report regarding a routine acknowledgment to new members.


Financial reports: Treasurer has not yet received November 2016 month end statement from bank. Approximately $1700 remains in the checking account. The Marion County Cultural Development check (designated funds) was received for Marion County unit reading series. The University of Oregon reimbursed OPA for September reception expense.


In Patricia Banta’s Estate OPA is listed as one of six beneficiaries of 10% of the residual estate. OPA will be told of the exact amount in the coming year.


The treasurer received another inquiry regarding including OPA in a member’s estate. This member was interested in providing for a poetry prize i.e. funding for adult contest by having a “named category”. President and Treasurer will meet with this individual to discuss options.


Student Contest Grant: Board members received drafts of application. $500 cost to use one room in the capitol building. Collins Foundation grant to be signed and submitted this week. No word on result until February 2017. The treasurer has a backup grant source identified.


Venue for student contest award ceremony at capitol is filling up rapidly. Treasurer will check on cancellation fees and reservation rate. The last weekend in April and the first in May will be investigated. President will contact capitol staff regarding another exhibit of winning poems.


Student Contest Chair will be judging poems in early January utilizing poets and teachers.


2017 Fall OPA Conference update: University Place Hotel is reserved for October 13, 14, and 15th. A formal proposal/contract will be forwarded to OPA. The room rate for attendees would be $84 per night. $15 per night for parking. Full breakfast is included in that rate. The available meeting space will work for our purposes. Three board members made an on-site visit.


The President proposes we contact Emmet Wheatfall as our keynote speaker. His approach to poetry will likely be much less academic than past speakers.


Lifetime Memberships: We currently have 296 members of whom 17 are life members. Should OPA limit lifetime memberships to a percentage of total membership or keep the option open? The board decided to enhance the draft copy of criteria for making this award and consider the topic at a future meeting.


Oregon Conversation Project: President is resending a link via email regarding this project. The question is whether OPA should sponsor a conversation. Organizations and or businesses would utilize a speaker on the topic of the humanities. OPA would find space and publicize it. There is an option to host events in different locations in the state. Suggestions were made to combine this with a reading. Rates are reasonable ($125) for 3 conversations. Lodging is the responsibility of the sponsoring agency. Information on travel will be obtained.


OPA must apply by April 1 for the May 1 thru August 31 window for a conversation. The first contact is with the speaker who lives in Bend. Board members will check with local libraries for availability and interest. Treasurer will contact Oregon Humanities regarding associated costs.


Two OPA board members are attending non-profit association training on January 21, 2017.


Discussion of OPA policy for adult contest. Poems out of compliance will be addressed as follows, “Award will be recalled if a winning poem is withdrawn or found to be in violation of rules before publication in Verseweavers anthology of prize poems, and lower prizes and honorable mention will move up in classification.” Motion passed.


A request has been received from an Idaho citizen to locate a 1980s lost poem by a Willamette Valley Poets member. Past OPA presidents from the area will be contacted.


Membership Drive: Discussion postponed to next month.


January OPA board meeting date: Sunday, January 8, 2017 1-4 PM

Board Minutes November 13, 2016


CONFERENCE EVALUATIONS: The conference format and setting were well received.

FINANCIAL STATEMENT: Conference attendance, receipts and expenses increased. The cost of hotel coffee was high. AV costs were unusually high because of the computer audio portion, which was priced separately and was used by just one workshop. About one-quarter of the conference budget comes from our general fund. OPA received over $500 in donations.

2017 CONFERENCE DATE: The board’s first choice is October 13, 14 and 15th. October 6, 7, and 8th will be second choice. We will use the University Hotel in Portland again. A motion was made and Shirley was named 2017 conference coordinator.

ADULT CONTEST: The adult contest has closed. We have dropped the reading of winning poems at the conference. OPA is a year behind with Verseweavers.  2014 contest winners were recognized by posting their poems during poetry month, 2015, on the web page. Neither 2015 nor 2016 winners have received any recognition. The board voted for a double issue of the next Verseweavers to include 2015 and 2016 winners.

STUDENT CONTEST GRANT: No progress has been made. The treasurer plans to submit applications to (Collins and Kinsman) who have previously funded the student contest. OPA will push the awards ceremony to a date later than April 2017.

BOARD POLICIES: The new OPA members read the policies and found no problems.

LIFE MEMBERSHIPS: The board discussed life memberships. Dick made a motion to award Linda Varsell-Smith a life membership. Motion passed. Lisa volunteered to write a draft of guidelines for awarding life memberships.

ORGANIZATIONAL TRANSPARENCY: As a non-profit OPA minutes are public documents and should be accessible to membership. A motion was passed to begin publishing minutes on the OPA website once they are approved by the board. The President will submit approved minutes to the web page.

OPPORTUNITES FOR OPA BOARD MEMBERS OR NON BOARD MEMBERS: The board decided to leave the topic of volunteer coordinator for future discussion. OPA tithes and delivers a state report to NFSPS. There is a new NFSPS presenter data base. Lynn volunteered to be the NFSPS liaison for OPA. Joy volunteered to attend Oregon Poetry Collection Steering Committee meetings held in Eugene as an OPA representative.

OREGON CONVERSATION PROJECT TOPIC continued for future discussion.