OPA Board Minutes, November 10, 2020

Minutes of the Oregon Poetry Association (OPA) Board Meeting of November 10, 2020

The meeting was scheduled to begin at 6:30 pm via Zoom.

Present: Jennifer Rood (President, Historian), Dan Liberthson (Secretary), Dave Mehler (Membership Co-chair), Dale Champlin (Newsletter and Verseweavers Editor), Rana Tahir (Treasurer), Lorna Rose Hahn (Membership Co-Chair, Outreach Chair), Rayn Roberts (At-Large), Sue Fagalde Lick (Vice-President)

Not Present: Susan Morse (Assistant Secretary, Fall Adult Poetry Contest Chair)

I. Jennifer called the meeting to order at 6:35.

II. Approval of Minutes

A. October 12, 2020 Minutes (Regular Meeting). A motion by Lorna to accept these minutes was seconded and approved unanimously by voice vote.

B. October 26, 2020 Minutes (Special Meeting). A motion by Dave to accept these minutes was seconded and approved unanimously by voice vote.

III. Officer Reports

 A. President’s Report (Jennifer Rood)

Thank you to those who attended the special Board meeting of October 26 to take care of the necessary motions to transfer banking privileges to the new Treasurer and President. Rana Tahir has now officially replaced Carolyn Adams as Treasurer.

You should have received a contact sheet in your e-mail containing the addresses, e-mails, and phone numbers for all Board members for this year. Hopefully this makes it easier to communicate directly with each other.

I have appointed Lisa Baldwin and Charles Castle to be the OPA liaisons to the Oregon Poetry Collection at the University of Oregon. They replace Erik Muller and Joy McDowell. I have asked them to check to see what copies of Verseweavers and Cascadia are on file at OPC so that we can provide missing copies from ours, and to check whether or not OPA’s photos of Oregon’s past Poet Laureates might be displayed there.

I reached out to Julie Cummings, the current NFSPS president, to let her know that I would like to talk with her about our successful Fall conference via Zoom. We plan on talking later this month. (NFSPS canceled their conference this year.)

I received an e-mail on November 8 that Sharon Roso, a former OPA Board member who also served as President during the early 2000s, passed away. I sent a condolence letter on behalf of OPA to her daughter, along with Maya Angelou’s poem “When Great Trees Fall.”

Bruce Parker (former OPA President/Historian) and Diane Corson (former OPA Board member and Conference Coordinator) made a Halloween visit to deliver OPA historical materials to my house.

From our ample stores, we will be gifting some back copies of Verseweavers to Eleanor Berry, former OPA President, who lost everything in the recent fires. She edited Verseweavers for years, and a poem of hers appears in the 2001 edition. Bruce Parker is taking care of that.

Our 2020 Banta Award recipient Linda Varsell Smith received her gift (an owl-faced angel made by Corvallis artist Joy Phillips), a certificate, and a copy of the presentation speech. The angel currently resides in “Heaven,” the name of the room where her collection of angels lives, and she has framed the certificate and hung that in her home as well.

 B. Vice-President (Sue Lick)

No report

 C. Secretary (Dan)

No report

 D. Treasurer’s Report (Rana Tahir)

Official transfer of treasurer responsibilities was completed on Thursday, November 5th at the Bank of America branch in Beaverton.

a. Bruce Parker’s debit card is lost, and Carolyn Adam’s debit card was handed over to Bank of America. Diane Corson retains her deposit-only debit card as a membership co-chair. Rana Tahir will be mailed a debit card.

b. In order to add current president Jennifer Rood to the BoA account and issue her a debit card, Rana, Diane, and Jennifer will need to coordinate to have the meeting at multiple branches at the same time so that current account holders can sign the paper work.

c. Rana will gain online access to the account when she receives her debit card. At that point she will be able to change log-in and email notifications.

IV. Current business: Most current business is old tasks that need follow up.
a. Send acknowledgment letters.
b. Send reminders to people with OPA checks that have not been cashed.
c. Check on GoDaddy website renewal.
d. Send out reimbursement checks.

V. Committee Reports

Membership (Dave Mehler)

Because memberships are all renewed in March, members who join the prior August don’t get a full year. Solutions proposed: (1) Move membership expiry to August and give those who join in the prior March an additional half year (Dave), (2) use the tracking software Wild Apricot (Lorna), (3) make renewal dates semi-annual or quarterly (Dan). Dave opts for implementing August expiry for now (with members getting a half-year extension if they join in March). Jennifer tabled the matter until the next board meeting. Before then, Dave will craft a motion and Lorna will investigate the cost of Wild Apricot.

Contests (Susan Morse)

No report

Verseweavers, Pandemic 2020 Anthology, Newsletter (Dale Champlin)

1. Dale will talk to Rana about the cost of publishing, and will need credit card information to pay. Rana will get the credit card next week.

2. Providing the newsletter to people even if they aren’t members (e.g., membership expired or part of larger poetry community) was discussed. Jennifer remarked it would be good publicity and people might then join to participate in an anthology or contest they learned about from the newsletter. Publishing poems in the newsletter or on the website and notices of publication would be reserved for members. Dale moved that we open the newsletter and the bulletins to an extended group of poets. There was unanimous voice vote approval.

Social Media (Lorna Rose Hahn) Lorna sent an email to the board asking if its members wanted to put together a profile with head-shot to appear in the newsletter and on the website. Jennifer commented that this would increase the visibility and transparency of the board. The idea was adopted, with participation left up to the individual board member.

VI. Old Business

Reported above.

VII. New Business

Do we want a spring (April) conference? Diane Corson has volunteered to organize it. It would be smaller than the fall conference. Dale and Jennifer discussed having periodic seminars or workshops via Zoom (e.g., every other month) rather than a conference. Jennifer will talk to Diane about this.

Cascadia—How do we revive some form of student contest? Discussion tabled until next board meeting.

VIII. Announcements

The next board meeting will be Tuesday, December 15, at 6:30 pm.

Other. Rayn discussed having poetry readings at a facility in Elkton. This idea will be explored in the future.

IX. Adjournment. Jennifer adjourned the meeting at 8 pm.

Minutes recorded and prepared by Dan Liberthson, Secretary

October 12, 2020, Board Minutes

Minutes of the Oregon Poetry Association (OPA) Board Meeting of October 12, 2020

The meeting was scheduled to begin at 7:00 pm via Zoom.

Present: Bruce Parker (President, Historian), Diane Corson (Membership Co-Chair, Outreach Chair), Jennifer Rood (Vice-President), Carolyn Adams (Treasurer), Dave Mehler (Membership Co-chair), Dale Champlin (Newsletter and Verseweavers Editor), Dan Liberthson (Secretary), Stella Guillory (Adult Contest Chair), Susan Morse (Assistant Secretary, Fall Adult Poetry Contest Chair), and new board members Rana Tahir, Lorna Rose Hahn, and Sue Fagalde Lick

Not Present: Rayn Roberts, new board member

Call to Order

President Bruce Parker called meeting to order at 7:05 pm.

II. Approval of September 14 Minutes

Acceptance of the September 14 Board Meeting minutes was moved, seconded, and unanimously approved.

III. Introductions of New and Retiring Board Members and Discussion of New Member Roles.
Carolyn, Bruce, Stella, and Dale are leaving the Board, so a new Vice President and Treasurer were needed. Rana Tahir, Lorna Rose Hahn, Sue Fagalde Lick, and Rayn Roberts are joining the Board.

Jennifer accepted the nomination for President and was elected to that position unanimously. She also volunteered to be the OPA historian.

Dan Liberthson was nominated for Secretary, accepted, and the nomination was unanimously approved.

Sue Lick was nominated for VP, accepted, and was unanimous approved.

Rana Tahir was nominated Treasurer, accepted, and was unanimously approved.

Carolyn described the Treasurer’s job and discussed the transfer of the position to Rana. Jennifer pointed out that the VP can design his or her own projects. Hers was largely taking care of the Banta award. Jennifer clarified length of service: Rana accepted a 2-year term as Treasurer; all other newly elected officers will have 3-year terms.

Lorna indicated she has experience in social media and could take on that role. One goal would be to increase membership diversity. Responding to Lorna’s query, Dave indicated that the membership database is currently on Google Drive.

Dale proposed sending the newsletter to lapsed members to encourage them to rejoin, and Jennifer suggested taking that up at the next board meeting as an Old Business agenda item. Dave mentioned that OPA membership is now 316 members, with 60 mostly new members joining this Fall. He would like to discuss adjusting the renewal period at a future meeting.

Susan Morse voiced concerns about the use of Submittable for contest entry, as it requires individual contact with every contest entrant. Susan will check into a more efficient way to use Submittable.

Sue Lick volunteered to be liaison to the Oregon Poetry Collection at the University of Oregon Library.

Dale brought up the issue of reviving the Cascadia student contest, which was dropped this year due to the Covid19 situation. She mentioned that Lorna, who has school-aged children, might be a good fit for this role.

IV. Adjournment

The meeting was adjourned at 8:15 pm. The next Board meeting will be on-line on November 10 at 6:30 pm.

Minutes written up from notes by Dan Liberthson, OPA Secretary

Sept. 14 Board Minutes

Oregon Poetry Association Board Meeting of September 14, 2020

The meeting was scheduled to begin at 7:00 pm via Skype.

Present: Diane Corson (Membership Co-Chair, Outreach Chair), Jennifer Rood (Vice-President), Carolyn Adams (Treasurer), Dave Mehler (Membership Co-chair), Dale Champlin (Newsletter and Verseweavers Editor), Dan Liberthson (Secretary), Stella Guillory (Adult Contest Chair), Susan Morse (Assistant Secretary, Fall Adult Poetry Contest Chair)

Not Present: Bruce Parker (President, Historian)

Call to Order

VP Jennifer Rood called meeting to order at 7:06 pm.

II. Approval of August 2020 Minutes

Acceptance of the August 24 Board Meeting minutes was moved, seconded, and unanimously approved.

III. Reports of Officers

A. Fall Virtual Conference (Diane Corson): Preparations for the October 10 virtual conference are on track: a keynote speaker has been recruited and 10 course proposals received. There was a discussion about how to handle the nominations for the Board election and member voting, required by the Bylaws to be done at the Fall Conference. Email and Survey Monkey (Carolyn’s suggestion) are possibilities. The nominating committee (Dave Diane Bruce, Dale) will work out details. Dave reported 3 confirmed volunteers for nomination. Dale expressed that at least one person of color should be on the Board.

B. Fall Adult Poetry Contest (Susan Morse): There are about 128 entries: 13 in the Spanish language category, 17 in the under 30 category, 32 in the new poets category, and over 100 in the poet’s choice category.

C. Pandemic Anthology (Dale Champlin): Nearly 500 pages of poems and bios were submitted. The process for review and selection was discussed.

D. Membership (Diane Corson): There are 40-50 new members, many of whom joined so they could submit to the Pandemic Anthology.

E. Banta Award (Jennifer Rood): Confirmation of the winner selected by the nomination committee was moved, seconded, and unanimously approved.

F. Treasurer’s Report (Carolyn Adams): The report was submitted separately by email. The hotel reserved for the canceled in-person Fall conference refunded OPA’s deposit. OPA’s current overall balance is $38,769.

IV. Adjournment

This meeting was adjourned at 8:45 pm. The next Board meeting will be on-line at the October 10 virtual conference.