Oregon Poetry Association Board Meeting of August 24, 2020

Meeting scheduled to begin at 7:00 p.m. via Zoom, with Dave Mehler hosting.
Meeting called to order at 7:19 due to technical difficulties.

Present:  Bruce Parker (President, Historian); Diane Corson (Membership Co-Chair, Outreach Chair); Jennifer Rood (Vice-President); Dave Mehler (Membership Co-Chair); Dale Champlin (Newsletter and Verseweavers Editor); Susan Morse (Assistant Secretary, Fall Poetry Contest Chair); Stella Guillory (Spring Adult Contest Chair).

Absent:  Carolyn Adams (Treasurer); Dan Liberthson (Secretary).

I.  Call to Order

President Bruce Parker called the meeting to order at 7:19 p.m.

II.  Approval of July 23, 2020 Minutes

Acceptance of the July 23rd minutes was moved, seconded and unanimously approved.

III.  Reports of Officers

           A)  Web Tech Manager and Web Design committee:  Both positions are needed by October 1st.  It was agreed that Milepost 42 (Stacy Clements) would be hired as the Web Tech Manager.  The current design of OPA’s website was discussed, and it was agreed it needs updating.  Lisa Story will be hired to work with Stacy, the Web Tech Manager, to coordinate a re-design of OPA’s website.  A motion was made, seconded, and passed to hire Stacy and Lisa for these positions.  Some of the Banta bequest will be allocated for this process.

            B)  Banta Award:  There are four nominees for the award.  A decision will be made and announced at the next Board meeting and the award presented at the October 10th OPA conference.

            C)  Fall Adult Contest:  Entries have been slow, with very few in the New Poets, Under 30, and Spanish Language categories.  It was agreed the contest deadline would be extended to 9/15/20 to encourage more entries.

            D)  Dale Champlin reported that entries are going well for the OPA Pandemic Anthology with about 60 poets submitting so far. 

            E)  Web Content Manager:  A volunteer is needed for this position which currently involves daily updating of the website.  Dave Mehler previously contacted the OPA volunteer list and got only one response.  It was discussed that updates to the website could be limited to once per week, which may encourage more volunteers to come forward for this position.

            F)  Board Elections:  The terms of three Board members expire October 1st.  Elections are usually held during the Fall Conference.  Since the conference is virtual this year, the Nomination Committee will seek candidates in advance of the conference, soliciting input from members through the newsletter and/or member recommendations. 

            G)  Conference Update:  The Conference Committee (Diane Corson, Dave Mehler, and Dale Champlin) has been reviewing workshop applications.  Four workshops are currently scheduled.  An announcement soliciting more workshop presenters will be placed in the newsletter.  A tech person is still needed to run the Zoom program, edit, and record videos, etc. for the conference.

Treasurer’s Report
Was sent via email to members in the absence of the Treasurer.

IV.  Adjournment

The next Board meeting was scheduled for Monday, September 14, 2020, at 7:00 p.m. via Zoom.

Meeting adjourned at 8:16 p.m.

Oregon Poetry Association Board Meeting of July 23, 2020

Meeting scheduled to begin at 7:00 pm. via Zoom, with Dave Mehler hosting.

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), Susan Morse (Assistant Secretary, Fall Adult Poetry Contest Chair), Stella Guillory (Adult Contest Chair)

Not Present: None

  1.  Call to Order

President Bruce Parker called meeting to order at 7:04 pm.

II.  Approval of June 15, 2020 Minutes

Acceptance of the June 15 minutes was moved, seconded, and unanimously approved.

III.  Reports of Officers

Per the agenda, several issues were discussed:

  • The October 10 on-line conference planning and publicity

  • The Banta award–which honors an individual or group that has made a significant contribution to Oregon poetry and to OPA’s mission–was discussed. At issue was whether to offer a cash award or just a gift and recognition.

  • The webmaster search. Bids received will be analyzed by the committee and one selected for Board approval. A web content volunteer is urgently needed: Dave will email those who’ve indicated they are interested in volunteering. Dale suggested that this would be an opportune time to revamp website and make it less staid and more stimulating.

  • The proposed “pandemic anthology” of poems about or related to the pandemic (Dale’s idea). This would be an OPA-members-only printed book to be printed in the fall. The publication may serve as a fundraiser for OPA, will be a service to OPA members, and may encourage poets to join so that they can submit. Publicity and outreach were discussed. The OPA Board will read and judge entries. Dan moved that OPA put together and print a pandemic anthology for members only. Approved unanimously.

  • The Cascadia student contest. Given the stress of the pandemic for teachers and students, and last year’s poor turnout, Bruce moved to suspend the contest and not hold it this year. The motion passed 7 to 0 with Jennifer abstaining.

Treasurer’s Report (Carolyn Adams): Report submitted separately by email. OPA’s net worth is $33,985, with $13,982 nonrestricted funds available.

IV.  Adjournment

The next board meeting was scheduled for Monday, Aug. 24, 7 pm.

Oregon Poetry Association Board Meeting of June 15, 2020

Meeting scheduled to begin at 7:00 pm. via Skype

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)

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

  1.  Call to Order

President Bruce Parker called meeting to order at 7:02 pm.

II.  Approval of May 8, 2020 Minutes

Acceptance of the May 8 minutes was moved, seconded, and unanimously approved.

III.  Reports of Officers

A Motion was made to cancel the Fall Conference and passed unanimously.

The issue of what to do about a webmaster was discussed. There are two aspects of the job: the technical side for which a contractor must be hired and the content side, which will presumably be addressed by a volunteer OPA member. One bid is in hand for the technical side and one or two more will be sought. An ad for for both sides will be placed in the newsletter. A motion was made to get get bids from web techs and advertise for a content management volunteer The motion was tabled until the searches can take place.

A Motion was made and passed to discuss adding a new audio category to the OPA poetry prize competition. The discussion was begun, including how to promote the audio category. Susan Morse will spearhead this as contest chair, so motion was tabled till she is at meeting

A motion was made to review and edit the OPA Mission Statement, the Who We Are text, and related material. Dave Mehler amended the motion to be limited to revising the mission statement. The motion was defeated 6 to 2, so the Mission Statement will not be changed. Discussion about revising other text will continue.

An Action Item was proposed: that the Board will pass around a master copy of the Who We Are text for all to redline, Bruce Parker will amalgamate the proposed changes and the Board will then endorse the new text.

A proposal was made by a University of Oregon professor that OPA to collaborate with them in making a statement about nondiscrimination for their contest. In the discussion of this proposal it was agreed that Bruce Parker would get more information. Dan Liberthson suggested saying that we are open to all without discrimination.

Diane Corson proposed forming a volunteer committee to work on setting up an internet conference. The volunteers were Diane, Dave Mehler, and Dale Champlin.

Treasurer’s Report (Carolyn Adams): Report submitted separately by email.

IV.  Adjournment The next board meeting was scheduled for July 22 at 7 pm. This meeting was adjourned at 8:32 pm.