Annual Business Meeting Minutes
Atlantic Oaks, Bar Harbor, ME
January 8, 1998
Present: Executive Committee and 19 members
Treasurer's Report: Expenses and income for the 1997 budget year
were reviewed. It was noted that the Policy Seminar was more costly in `97
due to the fact that 4 individuals travelled and one of the plane tickets
was over $500. It was also noted that we did were re-imbursed $1800 from
NEAEOPPan amount greater than we have in received in past years. There was
some discussion of attendance at the 1998 conference and the possible effect
on MEEOA income. The cancellation and refund policy provided that individuals
who failed to attend the conference and did not notify MEEOA by December
28, 1997 were not entitled to a refund. In reality, almost everyone who
pre- registered for the conference actually did attend. Malcom Coulter moved
to accept Treasurer's report. Claire Nelson second. All in favor.
Secretary's Report: Bridget Mullen recognized the hard work of the
board and the resulting correspondence with the membership. In particular,
the strategic planning process involved a good deal of positive two-way
communication. Bridget is updating the MEEOA membership directory and plans
to mail it out by the end of January. Kristi Pierce move to accept Secretary's
Report. Charlotte Herbold second. All in favor.
Proposed Amendment: The amendment proposing changing the executive
committee make-up was read. Several clarifying questions were raised regarding
the new role of the President Elect-- responsibility for membership, taking
on the duties of generating a slate of officers, chairing the Dory Award
committee. The question was raised: If no one came forward to run for NEAEOPP
liaison, could President Elect fulfill the duties of liaison? The determination
was made to pursue filling the NEAEOPP liaison position--election for the
position is not officially done until April at the NEAEOPP state caucus.
Questions were also raised regarding the conference chair and the need for
an individual to come forward to chair the NEAEOPP conference for 1999.
It was determined that elections would go forward for a MEEOA conference
chair position and that discussion would take place at upcoming meetings
regarding 1999 MEEOA and NEAEOPP conference and committee members. Helen
Pelletier moved to accept amendment as proposed. Jerry Ellis second. Amendment
was read once again. All were in favor.
Nominations for office:
President Elect- David Mecgueir
Conference Chair- Karen Keim
Treasurer- Johanna Burdin
Secretary- Bridget Mullen
President- Maureen Ferriter
Past President- Judi Look
NEAEOPP Liaison- (Lynn Ploof-Davis will remain in position until April `98)
Discussion ensued over liaison position. How did NEAEOPP respond to our
proposal to eliminate the liaison position? Lynn Ploof-Davis current liaison
explained that NEAEOPP felt strongly that each state should have two representatives
sitting on the regional board. Did we have to send a liaison? For example
could we send a President Elect? It was noted that under the MEEOA constitution,
the organization should elect a liaison. It was also noted by our President
that we technically have until April before we officially vote in our NEAEOPP
liaison. Lynn Ploof-Davisserves as liaison until the April NEAEOPP conference.
David Agan move to accept the slate of officers. Jerry Ellis move that nominations
cease and that the secretary cast one ballot including entire the slate
for membership to vote on. Helen Pelletier second. All in favor. Judi Look
called for vote for the slate of officers: All in favor.
Webpage: Judi Look explained that Leif Feige, who is currently updating
the MEEOA webpage was unable to attend the conference due to the driving
conditions. He has called for submissions from Maine Trio programs who would
like to have pictures and program narratives linked to the MEEOA page. Leif's
vision is that the MEEOA page will contain all the latest information regarding
the association (minutes, announcements, advocacy alerts) as well as links
to all Maine Trio programs and to related sites such as financial aid resources,
etc... Programs that have their own pages are encouraged to contact Leif
so that he may link with them and programs that do not have a page are encouraged
to submit pictures and a program narrative.
Listserv:
Judi Look called for discussion on the use (or lack there of) of the MEEOA
listserv currently registered through Jerry Ellis at UMaine. Jerry explained
that he wanted a sense from the membership whether to continue to keep the
listserv up and running considering the lack of volume. Several people suggested
that they would like to continue to receive updates from the MEEOA President
and would also send messages and responses but were uncertain how to send
messages over the listserv. Jerry offered to re-send the initial message
that explained how to use the listserv. It was also suggested that Leif
develop a link from the MEEOA web page that would allow people to click
on the listserv.
Anti-discrimination Initiative:
Maureen Ferriter described the state referendum pending in February to overturn
the legislation providing equal rights to gay and lesbian individuals with
regard to housing and employment. Maureen asked the membership to consider
charging MEEOA with taking a stand on this important issue. There was a
general sense among the members that MEEOA should take a stand in some manner.
Several possible actions were discussed. Members considered the possibility
of asking NEAEOPP to boycott Maine as a conference site if the February
referendum succeeds. Some concerns and hesitancy regarding this position
were voiced--was NEAEOPP already invested in Ogunquit? Parallels with the
our New Hampshire Trio neighbors were drawn. David Agan noted that one of
the most important actions that we can take to ensure the best outcome in
February would be for each MEEOA member to "get out the vote"
by contacting and encouraging five other individuals to go to the polls
in February.
Jerry Ellis moved that MEEOA take a public stand on the referendum and that
members actively involve themselves in getting out the vote. David Agan
second. All in favor.
After determining that the membership was in favor of taking a public stand
on the referendum and that individuals were committed to getting the vote
out, discussion about the most effective way of taking a "public stand"
were discussed. The general sense of the membership leaned towards having
MEEOA endorse the campaign to protect gay and lesbian individuals from discrimination
through a paid advertisement.
Bridget Mullen moved that MEEOA contribute up to $200.00 to get MEEOA's
name on an advertisement endorsing the VOTE No campaign. Karen Mc Cosker
second. All in favor.
Maureen Ferriter, as President of MEEOA is charged with researching advertising
opportunities.
Fundraising: MEEOA T-shirts are nearly sold out. We still have pins
and note cards. Membership felt that we should continue to market the cards
but hold off on investing in more
T-shirts until we have an event around which we could sell them.
Mentoring: MEEOA is launching a mentoring program for new Trio personnel.
We currently have 14 new Trio people in Maine. MEEOA will facilitate the
matching up of mentor to new staff.
Policy Seminar: MEEOA would like to send 2 Alumni this year. We have
a few suggestions but welcome others. Also intend to send one professional
and the MEEOA president.
Strategic Planning: Judi Look recapped the strategic planning work that
was accomplished over the last year and thanked those individuals who participated
in our May `97 meeting at Orono.
Jerry Ellis reminded us that the strategic planning process requires: Mission,
Values, Vision,
Goals, Objectives, Strategic steps, Stakeholders/Resources/Capacity, Evaluation,
Re-focus.
The process fails, he added, when there is: lack of ownership, no performance
measures or no connection between a plan and the real world of the association.
Jerry urged us to go back to our original goals and evaluate our capacity
to meet them. He asked that the members break into 3 smaller groups made
up of a cross-section of TRIO program staff to brainstorm ideas regarding
our two main goals (Professional Development & Advocacy) and MEEOA's
capacity to meet these goals. Each group reported back . The following is
a summary of those brainstorms:
Capacity to do Professional Development:
day long retreats
more formal mentoring of staff
increase the membership: half price, inducements
leadership development scholarships
rethink the timing of the annual conference
increase administrative support of membership and conference
fact sheets on technology
Capacity to do Advocacy:
continue or efforts to stay in touch with Washington Reps.
Many thanks to all the participants and presenters who braved the ice storm to attend our 1998 Conference!!