Board Minutes January 9, 2019

Oregon Poetry Association Board Minutes of January 9, 2019                              

Present:  Lynn, Allan, Jennifer, Shirley, Diane, Erik, Charles, Stella, Bruce, Dale.

Minutes: Minutes were approved with addition of notice for this Skype meeting, January 9, 2019.

Treasurer Report: No changes impacting the 2019 budget accepted last month. Discussion of using Submittable buttons to solicit donations beyond dues. Shirley will examine the new membership forms for provisions for donations. Carol Ann Ellis of Forest Grove has donated $250. Lynn thinks the Non-Profit Association of Oregon (NAO) might provide tips on improving bookkeeping. NFSPS membership check sent.

Committee Reports:

            Membership: Like that of Willamette Writers, OPA’s Submittable includes a box to click for guidelines for membership dues and deadlines.

            Charles expected the 200 postcards to be in the mail by February 15 reminding current and some past members to renew. Application for a non-profit mailing rate is in progress.

            Haste needed in posting the new membership form. Dale has the form in design stage; it will be reviewed by Diane and Shirley and sent to the Board.

            Shirley sent copies of Strophes to seven members without e-mail.

            Outreach: Diane has a contact in Hood River to help set up an OPA sponsored reading and membership drive. Both Diane and Stella are attending events in Vancouver, as part of Greater Portland, to make contacts and distribute bookmarks. They are not going forward with a library reading that would have required a $135 fee.

            Jennifer has contact with Jay Schroder of Central Medford High. He organizes the student programs in the Youth Arts Institute, which will feature poet Richard Blanco this summer. Discussion followed about OPA providing scholarship support and inquiring if Blanco would be available to keynote the fall conference. Jennifer will report back next month.

            Erik has gotten favorable responses from Sandy Mason, Newport, and Nancy Knowles and Amelia Ettinger, La Grande, to e-mails about collaboration. Erik will report back next month.

            The emissary “job description” was accepted, changing “encouraging cooperation” to “encouraging collaboration.” This description is meant to clarify the efforts of OPA members representing the Board in outreach efforts.

Newsletter: Bruce will include in an article for Strophes dates and deadlines for

the Fall Conference and the Fall Adult Poetry Contest.

Facebook Group: Discussion about limiting access to OPA members or being open to all; the latter is preferred as long the administrator drops anyone not abiding by the rules.

Spring Adult Poetry Contest: Amy Miller, Contest Chair, is selecting and confirming judges, then promoting the contest through a variety of websites. We will support this effort through the newsletter and Facebook. Deadline for entrants: March 1.

Since this is Amy’s last year as contest chair, Shirley will survey the volunteer list for a possible successor. Dale can coach the next chair about what she needs to work on Verseweavers.

Student Contest: Judging is underway, supervised by Lisa. Some submissions were not obtainable because of the lock box expiration. Diane will forward them to Lisa. The lockbox fee is now automatic. The student awards ceremony is April 20 at Willamalane Activity Center, Springfield.

Conference: Shirley has signed a contract with the Salem Convention Center, and Lynn will forward a $1895 check for rooms (half off as a non-profit!). Discussion about a keynote, preferably a woman. Shirley wants Board member suggestions with some links to websites, etc, ASAP. The review of applications for conference sessions might not require the entire Board and involve Pdf materials sent before any meeting. A variety of other conference items included having good name tags, a new book room form, preparation for registration with Diane making a list of registrants, considering a one-day rate of $40.

Old Business:

OPA Award: Jennifer presented the proposal for the OPA Award, which was approved by the Board with one member opposed. Jennifer and Erik will move ahead with the nomination form, postings of the award, and forming a committee of the Board to review nominations.

Volunteer Hours: Since tallying volunteer hours can be useful in some grant applications, Board members are asked to keep a record of their hours and send them at convenient intervals to Erik.

New Board Members: While only three will be needed to fill open seats, we can consider friends, conference presenters, and conference attendees. Special needs include treasurer/bookkeeper and web mastery.

Non-Profit Association of Oregon: There’s some difficulty contacting this organization. Shirley will e-mail them.

New Business:

            Bookmarks: More bookmarks are needed, whether in a printing of 500 or 1000, depending on cost savings.

            OPA Manual: Shirley proposes the Board develop a manual explaining our specific tasks for succeeding Boards: “How the job is done.” There are some descriptions on the OPA website under Reference Documents, but these are not the day-to-day doings and time-savers for a manual. Shirley would like Board members to send her contributions by the April meeting.

            New Adult Contest Chair: See above “Spring Poetry Contests.”

            oregonpoets@gmail.com: Who is using this? Shirley will check in on this.

            Muller Donation: This donation can be used for any program or event for students/young poets.

            Virginia Corrie-Cozart Fund: A $500 amount left from the Bandon retreat weekend will be transferred from general to protected fund.

Next Meeting: Our next Board meeting by SKYPE, Monday, February 11, 5:30.

Board Minutes December 10, 2018

Oregon Poetry Association Board Minutes of December 10, 2018.  

Present: Shirley, Lynn, Jennifer, Bruce, Alan, Charles, Erik, Stella, Dale.

Minutes: Motion passed to approve minutes of November 12, 2018, Board meeting.

President’s Report: Shirley commented on the agenda items below.

Treasurer’s Report: Lynn previously circulated year to date, year-to-year comparisons, and proposed 2019 budget figures, thus expediting discussion of the budget. She reiterated that a budget is a planning tool. This year OPA has earned more than it has spent on its publications, contests, and conference. Lynn credits Facebook ads for some of these successes.

            Lynn explained that restricted funds are used for special expenditures, not for operations, and having such funds separated in the budget makes control of them easier and clearer. Depositing part of the Banta funds into a CD has proved frustrating, so the $11K for a proposed Bank of America CD will remain in our regular account. OPA has a healthy non-restricted cash carryover into 2019, $6,401.74.

            Other budget points: The conference expenses for 2019 are budgeted at $7681.10. The budget allows $600 for outreach work of emissaries, and $550 for a book table at the Portland Book Festival. There are resources for a possible cash prize for the OPA Poetry Award. The budgeted student contest income includes a grant/donation of $2000 that yet must be applied for/procured. Shirley wants the budget to reflect OPA’s being an educational non-profit.

            Alan suggested that now OPA has funds to disperse there ought to be a consistent process for any local applicant.

            Motion passed to approve the 2019 budget.

Committee Reports:

            Oregon Poetry Collection Committee: Erik and Joy will continue to serve as OPA representatives.

            Newsletter/History: No report.

            NFSPS: Bruce will send requests to Board members for what he needs for a Spring submission to Strophes.

            Membership: Charles reported no change in membership numbers. For the March 1 renewals, all forms for reminding are useful: newsletter, postcards, membership forms.

            The revision of the membership form, it had been decided, will omit poetry selections. There was discussion about low-income fee reduction and how to include that in the revised form and on Submittable. Charles said it was not a problem to combine Student/Low Income on one button. However, Charles thought we should not deviate from the fee changes voted on by the general membership. Others felt that comments at that meeting indicated a wish for the Board to address low-income membership.

            Motion passed to include a $20 low-income option on the membership form and Submittable. One opposed.

            There was discussion about bulk mailing, the advantages of using USPS or a fulfillment service. There is a USPS bulk mailing fee of $225, and sorting by zip code is required. With about 180 postcards to be mailed for members renewing, using already stamped USPS postcards seems economical. We do need clarity about the mailing of larger items, such as Verseweavers. Dale used a fulfillment center for Verseweavers mailings this year, AdMail, costing $248 for two issues.

            Outreach: Erik reported that Jennifer has agreed to be an emissary to Klamath Falls and Erik to La Grande and Newport, assuming contacts can be made. He said while the units are not new places on the OPA map, there should be emissaries for each unit, non-Board or Board members. Diane is drafting a description of the emissary role.

            Facebook Group Administrator: Adam Brown will be sent the guidelines for a January 1 Facebook launch.

            Conference & Events: With Bend, The Gorge, and Portland not available or expensive,

The Salem Convention Center will be the site of the September OPA Conference, though there could be an additional short conference in Bend.

            Shirley has shared in pictures and words the Convention spaces available, and costs are acceptable, with a January contract to be signed. Shirley still wants to form a conference committee and parcel out the duties. Also, she invites suggestions by January for keynoter. Lynn knows a poet who teaches in Portland.

            Motion passed for Lynn to contact this poet about the fall keynote.

Discussion included mention of fifteen minute breaks between sessions, the possibility of a special workshop leader/keynoter, and a conference fee for one day.

            Recruiting New Board Members: While three board members are retiring, it is not too soon to begin to identify possible successors, whether through personal contact, examining the Conference session leaders for last year and this and the attendees to the 2018 Conference, or by advertising on the OPA website and newsletter. Board members need to be active and share their leads.

Old Business:

            Springfield Library Event: Shirley mentioned that Erica Goss’ workshop at Springfield Public Library, which OPA co-sponsors, will be 2-4 on April 13.  Shirley and Erik will help at the event. OPA discussed financial support of the event.

Motion passed to grant $50 to support increasing attendance at the OPA co-sponsored workshop April 13, $25 for OPA Facebook ads and $25 for Springfield Public Library publicity.

            Conferring Awards to Oregonians: Jennifer and Erik will refine the proposal for an OPA Poetry Prize for the January meeting, with Board suggestions welcome. It was discussed how this prize is not limited to active Oregon poets, but, more like the Holbrook Award, it could be granted to librarians, editors, schools advancing the OPA mission. Lynn advised that the award administration be as simple as possible for future boards’ use.

New Business:

            Student Poetry Awards: April 20, 1:45-3:45, at Willamalane Adult Activity Center. Tiel and Lisa will be the hosts; Shirley and Erik will help. Others?

            Portland Book Festival: Bruce presented the benefits to OPA and its member authors for having a full table at the Portland Book Festival in November, 2019.

            Motion passed to reserve a full table at $550 at the Portland Book Festival.

Minutes submitted by,

                        Erik

Board Minutes November 12th, 2018

Oregon Poetry Association Board: Minutes of November 12, 2018 Meeting  

 

Present: Jennifer, Diane, Shirley, Lynn, Bruce, Charles, Erik, Stella, Dale, Alan.

 

Minutes approved of October 15, 2018, Board meeting.

 

President’s Report: Shirley commented on the agenda items below.

 

Treasurer’s Report: Lynn presented the OPA Financial Overview for November.

Conference costs met by registration fees; all contest honoraria sent out; Cascadia grant received, so half of a  $1500 donation could be spent on K-12 activities.

The Board voted to approve Lynn’s seeking a 13 month CD at .95% interest with Bank of America for a minimum of $11,000 of the Banta bequest. Lynn expressed concern about keeping signers current for any OPA account.

Charles, as Vice President with the task of oversight, will be given the ability to log into OPA’s bank account.

Lynn has asked for cost estimates for any proposed project/program so they can be included in the 2019 budget. Lynn will present a budget proposal in December.

Lynn stressed the importance of having a treasurer’s apprentice to ease transition. Alan noted that for some boards the treasurer and bookkeeping functions are separate. We can post the position on our website.

 

Committee Reports:

Oregon Poetry Collection Committee: Erik will ask Joy if she wishes to continue on this committee, though she is no longer on the Board.

Newsletter: Bruce drew attention to the interview he did with A. Molotkov. The newsletter deadline is the 25th of the month, as it is for Strophes. Shirley checks on the completeness of the newsletter, and Lynn is a proofreader.

Historian: Bruce is collecting paper documents that record current OPA activities.

NFSPS: Bruce will submit an article about our use of Facebook to reach people about our conferences and contests, about the Banta bequest, about OPA’s work with UO Knight Library in the UO Undergraduate Poetry Prize, and about the number of fall contest entrants.

Membership/Outreach: Charles reported on 327 current members. Erik reported on a November 9 meeting held in Eugene to discuss outreach and attended by Diane and Bruce, driving from Portland, and Shirley, Charles, and Erik. They recognized how we were just beginning to think of outreach. Even though some of the OPA units are functioning well, we should develop communication with them.

Outreach might grow membership, project OPA as a statewide organization, reach underserved areas, and involve young poets. Discussing Diane’s ideas of bringing programs to such areas, we decided that we needed to find contacts and establish relationships with counterparts to determine how to support poetry as it exists in any community, then develop a program.  Such a program might combine a reading with a workshop. The Board discussed possible communities. Jennifer volunteered to be an emissary to Klamath Falls. Other communities named were Hood River-The Dalles, Bend-Redmond, La Grande-Baker City, and Newport. Diane will write guidelines for the role of emissary. Lynn will designate $600 in the 2019 budget for up to three events. The funds would be for site rental, publicity, honoraria, etc. to be determined for each community event. The Board encouraged this approach.

 

Old Business:

2019 Conference: Shirley led the discussion about the 2019 OPA Conference. She stressed the need for a conference coordinator. The volunteer list could include some good contacts in forming a committee.

Conference dates should fall during a September weekend.

As to sites, the Board considered many factors—driving time, parking, lodging, interesting attractions. Salem and Portland are possibilities, with further investigation needed. Shirley will send Board members a list of criteria: numbers of attendees, meals, space and lodging availability, etc. Board members are asked to explore further, but promptly, as Shirley wants to make a reservation by early December.

Facebook Group Administrator: The Board approved Adam Levon Brown to set up and oversee private OPA groups. The Board will provide guidelines and oversight.

 

New Business:

Fall 2018 Adult Contest Winners: Shirley reported 105 entries, with 68 OPA members among the contestants. Winning poems are being placed on the website until Thanksgiving.

OPA Co-Sponsoring: Shirley arranged an April 20 event at the Springfield Public Library offering a workshop by poet Erica Goss.

Fixed Income Reduction Request: Charles read a proposal for such a request. Discussion followed. A change of title was recommended, “Limited Income Request.” A  budgeted fund can be supplemented by donations; in fact, the fund could be removed from the usual income stream and be entirely supported by donations. A donation button already on Submittable allows no specific use for donations. The bookkeeping could be difficult; the reduced amount could be seen as a waiver. Tabled until the December meeting.

OPA Poetry Award: Jennifer and Erik have circulated a proposal for an OPA award for an individual or group that has worked to help achieve the OPA mission. Discussion followed. It should not be named for a living person. The award is more like the Literary Arts’ award for contributions to Oregon’s literary culture than the Poet Laureate appointment. There is no requirement that the award be given to a poet. It might be biennial to fit between the years of the UO Knight Library Poetry Awards. A selection committee could include non-Board OPA members. Tabled until the December meeting.

Portland Book Festival: Whether OPA might have a table there in Fall 2019 will be considered at the December meeting.

Next Meeting: Monday. December 10, 5:30, by SKYPE.

Minutes submitted by Erik