January 8, 2024
- Call to Order 6:30pm
Present
Bob Sterry, president
Aaron Erhardt, treasurer
Sherri Levine
Kate Ristau, Vice President
Juan Cervantes
David Goodrum
Corine Hughes
Sharon Johnson
Debra Elisa Wöhrmann, secretary
A Reading by David Goodrum: “Winter’s Vangaurds”
Recently published in The Banyon Review
- Minutes from of last meeting accepted
Sherri motioned to accept the minutes, Kate seconded, and this was passed unanimously.
- Introduction of new board member:
Sharon Johnson. She lives in Milwaukee.
- President’s report
– High priority is to increase membership so as to keep the OPA strong
– Board members should talk about OPA as often as they can, especially when attending or hosting poetry/writing events.
- All Classical Radio
– Recently contacted All Classical Radio
– Winners of OPA Adult contest could read on the radio in April
– Bob would like to have ideas for bringing poetry and music together
– It was suggested that the OPA host a “Writer’s Hour” or something that would tie writing to classical music: writers often listen to classical music
– Maybe OPA and Willamette Writers can join in an effort to blend with the missions of All Classical.
– Events could take place at the ACM space combining music, performance, and writing.
- Treasurers report:
– $46,000+ in bank account at the end of 2023 which included having already paid a 500 deposit for Agate Beach.
– Wild Apricot is now being paid at a higher rate in order to serve more people (and FB and Instagram may be a place where we could connect to Wild Apricot)
– Time to meet again with Bank of America to finalize a new account for OPA.
– Our auto-pays include Wild Apricot, Mile Post 42, Submittable, Zoom mostly on the treasure’s card. Annually: the US Post Office Go Daddy
– The Board approved these recurring payments.
– Bob requested a schedule of costs and set up a finance committee which includes himself, Kate, Aaron, Corinne, and Debra.
– All OPA members should be able to participate in some other state’s activities and contests at a reduced rate.
- Insurance coverage:
We need to get more quotes for insurance coverage to protect officer’s liability and coverage for meetings and conferences.
– The Oregon Non-profits Association could recommend insurance agents and will be contacted (by Kate).
- Contest committee report
– Youth opening: February 1, 2024
– Youth deadline: April 30, 2024
– Youth announcement: June 5, 2024
– Spanish opening: May 1, 2024
– Spanish deadline: May 30, 2024
– Spanish announcement: June 30, 2024
– Adult opening: July 1, 2024
– Adult deadline: August 1, 2024
– Adult announcement: before mid-September 2024
-A reading of winners will take place at Conference in early October 2024
– Change the Poet’s Choice to “Oregon Poet’s Choice” which will require an Oregon mailing address in order to enter.
– Other contests welcome entrants with some tie to Oregon.
– About 85% of OPA members live in Oregon.
-The other big change is that each poem will be submitted in a separate file for each contest. –
– File name should be the name of the category and the title of the poem.
-The committee would like to recruit a volunteer to help count lines on poems submitted (someone who hasn’t entered the contest).
– Form contest is a Prose Poem with a limit of 250 words.
– The theme is “The coast”
– Member of the Contest Committee are creating a video on how to submit so that it is easy for participants to follow all guidelines so their submissions will not be disqualified.
– The contest managers also plan to offer a visual example of how a poem should look when submitted—so a poet doesn’t need to read a slog of instructions in order to submit successfully.
-A video will also be available to the judges, to make their jobs easier.
– The Spanish Contest guidelines has been created and translated into English so Board Members who can’t read Spanish can offer feedback on these guidelines.
– An invitation letter from the president would be appreciated by the Hispanic community, to invite participation.
Bob will write this letter.
– The Spanish Language contest will welcome two poems per participant.
– The Spanish Language contest will be free.
– Youth Contest is remaining the same.
– Guidelines are in the OPA folder.
– It’s quite open with few guidelines.
– The contest will have judges this year.
– The Youth Contest manager has been in contact with the previous Youth Contest Manager and will use and grow her email list.
-Board members should read over the documents in the OPA folder to offer requested feedback.
- 2024 Conference details
- Location is Agate Beach Best Western Newport: First deposit paid
- Need a theme:
- Need opening and closing keynote speakers: Matthew Dickman was suggested
- When and how to announce: A promotional piece needs to be made and designed with a QR code.
- Committee: Bob, Kate, Sherri, Debra, Sue Lick, Charles Castle
- A box of Verseweavers needs to be picked up from a past board member and will be given away at the next conference.
- Byelaws review: postponed
- Website update:
If you see edits that need to be made on the OPA website, send these edits to the VP
- Membership erosion challenge:
– What does OPA offer?
– Invite lapsed members with something that tells them they are getting something for their money and time (enter contest; “make poetry great again!”; events throughout the month of April)
– An extensive list of events going on around Oregon is available on the website: This is another member benefit, available on the website
– We need to keep this list updated.
- Upcoming Meetings:
- Finance Meeting: Aaron will arrange a meeting with BankofAmerica
- Contest Managers Meeting: Wednesday, January 17 @ 7:30pm
- Next OPA Board Meeting:
Monday, February 12 @6:30
Beginning in February, monthly Board Meeting will happen
on the SECOND MONDAY @ 6:30pm
Meeting adjourned: 8:15pm
Minutes recorded by OPA Secretary, Debra Elisa Wöhrmann