OPA Board Minutes, September 7, 2021

Minutes of the Oregon Poetry Association (OPA) Board Meeting of September 7, 2021

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

Present: Jennifer Rood (President, Historian), Sue Fagalde Lick (Vice-President), Dan Liberthson (Secretary), Rana Tahir (Treasurer), Dave Mehler (Membership Co-chair), Dale Champlin (Newsletter and Verseweavers Editor), Lorna Rose Hahn (Membership Co-Chair, Outreach Chair), Susan Morse (Assistant Secretary, Adult Contest Chairperson)

Not Present, Rayn Roberts (At-Large)

I. Jennifer called the meeting to order at 7:15.


II. Approval of Minutes


A motion by Dan to accept the August 16, 2021 board meeting minutes was seconded by Sue and approved unanimously.


III. Officer Reports


 A. President’s Report (Jennifer Rood)

Fall Conference—Keynote Speaker

The Oregon Poet Laureate, Anis Mojgani declined our invitation to be the keynote speaker, but is open to coordinating with the new board for some future event, to be determined. We need to decide if we will solicit another keynote speaker or if we will go without a keynote speaker this year. There was discussion of other possible keynote speakers, and several of those suggested will be queried.

Fall Conference—Workshops

The Fall Conference date is Saturday, Oct. 9. All eight workshop leaders solicited for the conference have accepted our invitations. We need to think about rolling out the Fall Conference schedule and advertising. There was a discussion about recording the workshops and making the recordings available for a limited time to conference registrants so they can view courses they can’t attend during the conference. Permission for this will be sought from the presenters. The board discussed the agenda for the annual meeting.

Banta Award

The Banta Committee (Jennifer and two other OPA members) met to go over the four nominations that were submitted. No decision was made; the top two choices are under review. The final selection will be made by September 15.

Collins Grant

The Letter of Intent was submitted on time to the Collins Foundation to apply for a grant to fund the Cascadia Student Contest for the next two-year cycle. We are supposed to hear back sometime this month about whether or not we will be invited to submit a full grant proposal. Duy Doan, our grant-writer, went over the established 10-hour limit by 2-3 hours, but said he would donate that overage time as a poetry lover for the sake of promoting poetry in the world. Thank you, Rana, for suggesting we use his service, and thank you, Duy!

Last of our Third Friday Summer Poetry Readings Celebrating Poets’ Birthdays

We need advertising for our next event. Rana has already set up the Wild Apricot and Zoom links.
September 17—“The Summer Day” by Mary Oliver
Incorporate a line from Mary Oliver’s “The Summer Day” into a poem, or write a new poem that is rooted in summer in some way. In honor of Mary’s birthday: September 10, 1935.

B. Vice-President (Sue Lick)

No report

C. Secretary (Dan)

No report

D. Treasurer’s Report (Rana Tahir)

Total Funds Left in 2021 Budget: $34,099
– Bank Balance: $47,190

IV. Committee Reports

A. Membership (Dave Mehler)

We have about 370 members. There were 92 responses to an emailed request for votes for new board members. Almost all votes were “yes.”

B. Contests (Susan Morse)

There are 70 total entries. The deadline for the contest was extended by 15 days to Sept. 15. A further extension was discussed, but rejected. Registrant counts are very low for the Young, New, and Spanish Speaking sections. Registration fees will be refunded to three people who registered and paid twice. Rana suggested holding the contest in October in the future too avoid the after-summer, back-to-school rush.

C. Verseweavers, Pandemic 2020 Anthology, Newsletter (Dale Champlin)

We have a judge for each section in the contest.

D. Social media (Lorna Rose Hahn)

Lorna requests that people share with her for social media posting any contests they hear of or other information of interest to poets.

V. Old Business

We may need to purchase additional Zoom capacity if there are more than 100 attendees at the Fall Conference, as our current Zoom plan is limited to 100. Dave mentioned that last year about 150 attended. How to prepare for additional attendees was discussed. Rana thinks we can use her business Zoom account and will confirm this, but if it is not possible we will need to purchase extra capacity from Zoom. Motion: (1) If Rana is not able to use her institutional account, the Board approves paying to boost Zoom capacity to more than 100 people, and (2) the Board approves paying for a second license if we need an additional room.

VI. New Business

None.

VII. Announcements

The next board meeting will be on Sunday, October 10 at 1 pm.

VIII. Adjournment

The meeting was adjourned at 8:52 pm.

Minutes recorded and prepared by Dan Liberthson, Secretary

OPA Board Minutes, August 16, 2021

Minutes of the Oregon Poetry Association (OPA) Board Meeting of August 16, 2021

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

Present: Jennifer Rood (President, Historian), Sue Fagalde Lick (Vice-President), Dan Liberthson (Secretary), Rana Tahir (Treasurer), Dave Mehler (Membership Co-chair), Dale Champlin (Newsletter and Verseweavers Editor), Susan Morse (Assistant Secretary, Adult Contest Chairperson),

Not Present: Lorna Rose Hahn (Membership Co-Chair, Outreach Chair), Rayn Roberts (At-Large)

I. Jennifer called the meeting to order at 7:15.

II. Approval of Minutes

A motion by Dan to accept the July 20, 2021 board meeting minutes was seconded and approved unanimously.

III. Officer Reports

 A. President’s Report (Jennifer Rood)
Banta Award
We have four nominations and all materials have been sent to the selection committee, made up of myself and two other OPA members. We will have a recommendation at the next Board meeting. 

Collins Grant
We hired Duy Doan to write a grant to revive the Cascadia Student Contest and Journal. The grant proposal is due this Thursday, August 19, and we are on track to submit a completed proposal. Mr. Doan reports that he has invested 8.25 hours as of today of the 10 that we budgeted for, so we are on target to come in on budget. I will also say that his expertise has been absolutely necessary in helping us to navigate this process. If we receive the grant, it will be announced in December and the new board will need to work for implementation in the 2022-23 school year. 

Strophes
I’ll be writing an update for the National Federation of State Poetry Societies (NFSPS) regarding what we are up to as an organization for their newsletter Strophes. If you would like to write a craft article, let me know; the deadline to submit for he upcoming quarterly newsletter is this Wednesday, August 25.

Judges
We’ve had a couple of asks from two other NFSPS member organizations regarding finding judges for their contests. Indiana asked for, then found judges for their contest, but Iowa may still need judges for their Adult General (20-line limit) and Traditional Forms contests (again, with a 20-line limit). There is a $25 honorarium for judging the adult general contest, and judges for both contests receive a copy of the anthology of winning poets. If interested, let Dave or me know.
Need for a Website Content Manager
Bruce Parker is stepping down after the Fall Conference as Website Content Manager. To make the transition to the new board as seamless as possible, it would be best to find someone soon who would be willing to serve as a replacement. Sue and Rana indicated that they are interested.
Upcoming Third Friday Summer Poetry Readings Celebrating Poets’ Birthdays
We need advertising for our next event. Rana has already set up the Wild Apricot and Zoom links.
August 20—“How to Be a Poet“ by Wendell Berry
Incorporate a line from Wendell Berry’s “How to Be a Poet” into a poem, or write a new poem celebrating the experience of being a poet. In honor of his birthday: August 5, 1934. Susan broached idea of putting the Berry poem on screen. Jen says she will do it.
September 17—“The Summer Day” by Mary Oliver
Incorporate a line from Mary Oliver’s “The Summer Day” into a poem, or write a new poem that is rooted in summer in some way. In honor of her birthday: September 10, 1935.

B. Vice-President (Sue Lick)

No report

C. Secretary (Dan)

No report

D. Treasurer’s Report (Rana Tahir)

OPA is now registered with the state of Oregon.

– Total Funds Left in 2021 Budget: $34,551
– Bank Balance: $46,631

IV. Committee Reports

A. Membership (Dave Mehler)

We have 366 members. Responses to an emailed request for votes on new board members are coming in.

B. Contests (Susan Morse)

Fifteen people have entered the poetry contest so far. We may extend the deadline by 15 days.

C. Verseweavers, Pandemic 2020 Anthology, Newsletter (Dale Champlin)

Dale is sending out 4-5 newsletters every month.

D. Social media (Lorna Rose Hahn)

OPA has 1033 followers on Facebook. Lorna requests that people share with her for social media posting any contests they hear of or other information of interest to poets.

V. Old Business

Jennifer has four workshop proposals of the eight needed for the October conference. The keynote speaker invited (Oregon poet laureate) hasn’t responded yet. Jennifer plans to wait one more week before looking for another keynote speaker. We may need to purchase extra Zoom capacity if there are more than 100 attendees at the fall conference, as our current plan with Zoom is for a maximum of 100. Dave mentioned that last year 150 attended. There was discussion of how to prepare for the additional attendees. Rana will investigate using her business Zoom account. Otherwise, we will need to purchase extra capacity from Zoom.

VI. New Business

None.

VII. Announcements

The next board meeting will be on Tuesday, September 9 at 7 pm.

VIII. Adjournment

The meeting was adjourned at 8:10 pm.

Minutes recorded and prepared by Dan Liberthson, Secretary
OPA Boare

OPA Board Minutes, July 20, 2021

Minutes of the Oregon Poetry Association (OPA) Board Meeting of July 20, 2021

The meeting was scheduled to begin at 7:02 pm via Zoom.

Present: Jennifer Jennifer Rood (President, Historian), Sue Fagalde Lick (Vice-President), Dan Liberthson (Secretary), Dale Champlin (Newsletter and Verseweavers Editor), Dave Mehler (Membership Co-chair), Susan Morse (Assistant Secretary, Adult Contest Chairperson)

Not Present: Rana Tahir (Treasurer), Rayn Roberts (At-Large), Lorna Rose Hahn (Membership Co-Chair, Outreach Chair)

I. Jennifer called the meeting to order at 7:00.


II. Approval of Minutes

A motion by Dan to accept the June 8, 2021 board meeting minutes was seconded by Susan Morse and approved unanimously by voice vote.


III. Officer Reports

 A. President’s Report (Jennifer Rood)

July Events 

We had great success with our two events this month:

July 16: Third Friday Birthday Party celebrating Pablo Neruda and “The Sea”

Twelve people attended. Most were members, but there was one person who came because she saw it on our FaceBook page. Free events like this are a way to introduce people to our organization!

July 17: Workshop with Armin Tolentino–“Metaphor and the Fantastical Imagination” 
We had 26 participants at the height of attendance, meaning that this paid for itself and then some. It was an engaging, fun, interesting workshop that went two hours instead of only the one that we asked Armin to prepare for, so that was also an added bonus. He is interested in doing a follow-up event.

Banta Award
We have three nominations. I will be activating the committee to discuss the choices soon.

Grant Writer for Cascadia
We hired Duy Doan to write a grant to revive the Cascadia Student Contest and Journal. After looking at two other grants that we did not qualify for, we settled on the Collins grant to focus on. The application is due next month, and Rana and I are working with him to get the information he needs. If funded, notification would likely be in December, and the contest could potentially be run in 2022. 
 
Recruitment for Open Board Seats

We have three seats open in October, but need to have a ballot by September to send out to members for voting. We currently have two people interested in running. Each of us needs to ask one or two people to consider! Need to send out ballot in Sept. Need to nail down next month.


Need for a Website Content Manager

Bruce Parker is stepping down after the Fall Conference as Website Content Manager. To make the transition to the new board as seamless as possible, it would be best to find someone soon who would be willing to serve as a replacement. Transition to new website at time new person comes in. Stacy does updating, backup, and security but not content. Stacey is now the website host.

Upcoming Third Friday Summer Poetry Readings Celebrating Poets’ Birthdays
We need advertising for our next event. Rana has already set up the Wild Apricot and Zoom links.
 
August 20—“How to Be a Poet“ by Wendell Berry

Incorporate a line from Wendell Berry’s “How to Be a Poet” into a poem, or write a new poem celebrating the experience of being a poet. In honor of his birthday: August 5, 1934.

September 17—“The Summer Day” by Mary Oliver

Incorporate a line from Mary Oliver’s “The Summer Day” into a poem, or write a new poem that is rooted in summer in some way. In honor of her birthday: September 10, 1935.

B. Vice-President (Sue Lick)

No report

C. Secretary (Dan)

No report

D. Treasurer’s Report (Rana Tahir)

As OPA has not registered with the State of Oregon since 2017, I am in the process of registering us. Our current Bank Balance is $46,277.55.

IV. Committee Reports

A. Membership (Dave Mehler)

OPA membership is now about 360. We have 2 nominees for the election committee who were on the general list of volunteers and need 2 more. A request for nominees should go into the newsletter and website.

B. Contests (Susan Morse)

Susan is working on finding judges for the poetry contest, hopefully some that we have not used before. They must be lined up by Aug. 15. Various venues for advertising the contest were discussed, including social media and newpages.com, which has reasonable prices. Susan will let Lorna know so she can put a notice of submissions on social media and will contact newpages.com. Overall themes for the contest were discussed.

C. Verseweavers, Pandemic 2020 Anthology, Newsletter (Dale Champlin)

Verseweavers is coming along. The newsletter is time-consuming. Dale is interested in doing another anthology.

D. Social media (Lorna Rose Hahn)

No report

V. Old Business

The theme for the October conference will be Bearing Witness. Jen will use the same schedule as last year. There was a discussion about who to recruit for workshops and the keynote speaker, and how long the keynote should be, as well as whether to pay the keynote speaker. It was decided to pay the keynote speaker and the workshop presenters $100. Registration fees will be $45 for members and $55 for nonmembers. Conference preparation is on track except for workshop solicitations, which Jen will do next week

VI. New Business

Whether to do another anthology and whether to offer another workshop before the October conference were discussed. Dale will invite Armin Tolentino to present a follow-on workshop, for which Rana can handle the Zoom technology as she did with his first workshop.

VII. Announcements

The next board meeting will be on Monday, August 16 at 7 pm.

VIII. Adjournment

The meeting was adjourned at 8:05 pm.

Minutes recorded and prepared by Dan Liberthson, Secretary