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.

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.