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.

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.