OSRT Board Meeting Minutes 2006

Summer Board Meeting 8/5/06
Fall Board Meeting 10/28/06

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OSRT Summer Board Meeting
August 5, 2006

CALL TO ORDER:

Called to order at 9:30 by President Virginia Vanderford

Present:

See attached

Minutes:

Minutes from the Pre-Annual Board Meeting (April 20, 2006), the 1st Annual Business Meeting (April 21, 2006), the 2nd Annual Business Meeting (April 22, 2006), and the Post Annual Board Meeting (April 23, 2006) were approved with one correction. On the 1st Annual Business Meeting minutes, under Committee Chair Reports, Legislature, the word LEXMO's needs to be changed to LXMO's.

Executive Report:

• All financial for the year fiscal end are at the CPA's now.
• Budget
  • We brought in 95% of projected income.
  • We were over on expenses (102%). Had miscellaneous expenses due to Diamond Lake.
  • The June 30th balance sheet was reviewed.
  • The scholarship fund is considered a liability.
  • The July 14th budget sheet and balance sheet was reviewed. There is not much activity yet.
• Bad Checks - A check from the annual meeting was returned. Currently have received payment for only half the original amount. OBRT has put a red flag on this person so that their license cannot be renewed until paid. We need to have a policy in place.
• Membership report - A handout was distributed that listed expired members. Talk to people that you know that are on the list and remind them to renew.
• Checking account - Want to change from US Bank to Key bank because there are no fees. The scholarship fund should also be in a separate account. Need a resolution from the board and a signature from Virginia Vanderford and Amy Davis. A motion (#1) was made by Robbyn Scriven and seconded by Thomas King. It was voted upon and approved. Lee Ann Reed, Susan Castanette, Kay Meeks, and Susan Putman are currently on the checking account. A motion was made to add Dana Ackerman. Robbyn Scriven moved and Thomas King seconded. It was voted upon and approved.
• State Farm policy - Susan Castanette will be added to the policy.

President's Report:

See attached

• NW Conference/OSRT Meeting date was confirmed as October 28th.
• Thomas King confirmed that he would stay on the legislative committee and would check OBRT website to see if the legislative draft has been posted.
• Lee Ann Reed's management contract was renewed.

Board Chair Report:

See attached

• ASRT conference was great. Legislation went smoothly, although the RPA issue was a big thing. They will be redoing education days at the conference next year.
• T-shirts were a big hit at the ASRT conference. Made approximately $260.00 profit. Will be taking them to Diamond Lake conference. Printing will be changed to save $2.05 per shirt. Mike Enriquez wants to use our idea to sell shirts as a fundraiser in California. Will talk to him more at Diamond Lake conference.

COMMITTEE REPORTS:

Annual Meeting:

• A letter has been written to the conference area. There has been no response. She has a copy of the letter if anyone wants to read it.
• Randy Tilley arrived at conference at 3:00 pm. There is no record of his attendance. He put out vendor information during the conference. Clark College paid for his conference fees. The check will be returned to Clark College with a letter.

Education:

• Nothing to be discussed.

Registration:

• Colors/theme for conference will be decided at October meeting. Come with ideas.

Properties/Legislative:

• (Properties) Thomas King will not be doing Diamond Lake seminar and will need help at the next meeting. Sue Putman will help.
• (Legislative) Thomas King wants to get to know people a little bit earlier and get more members involved. More information to follow.

Commercial Reps:

• Mike is not at meeting, but he is trying to get cash donations to help with meeting. He is also working on getting a uniform company to attend the meeting.

Web Site:

• Barb Smith announced that the contract for keeping our website updated needs to be renewed. The charge is $250.00. Everyone agreed that this was fine. Barb will send out current information so that the site can be updated.

Annual Meeting Site:

• The 2008 annual meeting site will be in Bend. Cheryl Rue is looking into sites for the 2009 meeting. Ideas include the Hilton in Corvallis, The Conference Center in Salem, and Seven Feathers Casino in Southern Oregon.

N.W. Conference:

• Randy Harp is not present. Bart Pierce and Barb Smith let us know that when we meet on October 28th we will also be meeting with representatives from the NW Conference. The annual meeting will be to last on the agenda so that we can talk about it after NW Conference joins us.

Districts:

• Mamography - On May 19, 2007, the yearly Mammography conference will be held at Doernbecher Hospital.
• District #1 - On February 24, 2007, they will be sponsoring 6hrs of continuing education at Tuality Hospital.

OLD BUSINESS:

• The Race for the Cure in on September 15, 2006. The cost of the booth this year is $350.00, next year the price will be $450.00. Thomas King and his wife are sponsoring this year's booth. A sign-up sheet was passed around for volunteers. Discussed handing out free items. Will ask PCC students to donate any leftover water bottles that they may have.
• Lee Ann handed out contact information sheets for the board members.

NEW BUSINESS:

• Annual meeting - Bart Pierce and Barb Smith met at conference center. Needed changes were made in the contract. If we do not book 90% of the rooms, then we will have to pay a penalty. Need to spend $11,000 in food to get meeting rooms comped. To help keep costs down, they would like to send out postcards instead of mailers, no pay for entertainment, and cut down on decorations. Bart went over financial breakdown. We will need to charge more per person or get more people to attend to cover expenses. Discussion was made about adding into the brochure about booking hotel rooms under the conference name and also educating member about why costs go up. We will be splitting the profit from the meeting with The NW Conference. Will discuss with them about also splitting expenses.
• Diamond Lake Conference- Susan Castanette announced that the registration fees went up $20.00 per person and that postcards have been sent out.
• Leadership Academy - Monica Little applied for this years academy
• Western Caucas - It will be the first weekend in October in Las Vegas.
• Bart asked why we do not have our investments in CDs. Our mutual funds this year took a loss so maybe we need to look at different investment options. He will email Fritz and arrange for him to come and talk to us.

Adjourned

by President Virginia Vanderford at 11:52 a.m.

Minutes respectfully written by Secretary Amy Davis

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OSRT Board Meeting
October 28, 2006

CALL TO ORDER:

Called to order at 9:45 a.m. by President Virginia Vanderford

Present:

See attached

Minutes:

Minutes from the August 5, 2006 were not approved. We did not have a quorum.

Executive Report:

Budget
• Date will be changed on the report. The shadowed area is the official budget.
• Membership dues are down, but a lot will come in at the annual meeting.
• There is no big activity at this time.
• At the CPA's advice, a separate scholarship account was set up because they are restricted funds.
Member report
• It is looking okay as of now; there will be a big jump at the time of the conference.

President's Report:

See attached

• Virginia stated that she enjoyed the Diamond Lake seminar very much.

Board Chair Report:

See attached

• Scholarships: Robbyn said that the checks were sent out. We have received one letter back from PCC, nothing yet from OIT or LBCC.
• Break-in: Robbyn's car was broken into. Her president's book was stolen. She will be writing a letter to ORST about it.

COMMITTEE REPORTS:

Annual Meeting:

Diamond Lake:
• Susan provided a printout with information.
• There were 81 people registered.
• The profit is approximately $5,082.00.
• She also sold $88.00 in t-shirts for school funds.
• Susan stated that she would be willing to put together the seminar next year, but would like to train someone else. Amy Davis had an interest in helping.
• There are suggestions for next year listed on the report.
• It was suggested that OSRT members get a break on seminar registration for next year.
• Also, we need to start getting speakers together.
• The evaluations from this year are available to be read if you are interested.
Annual Meeting:
• Barb Smith and Bart Pierce reported on how the planning for the meeting is coming along.
• Rooms - we need 108 or we will woe $1500.00.
• They also had a couple of package deals for food… we have to spend $11,000.00 in food.
• We will not be buying snack stuff this year.
• There will be no Saturday night dinner.
• The NW conference ceremony will be at Friday's dinner.
• The OSRT ceremony will be at Saturday lunch time.
• A list of the speakers for the meeting was handed out.

Education:

• Monica was not present at the meeting, but she included a letter for us to read. It is attached.

Registration:

• Conference folders: We decided as a group that it did not matter what colors the folders were.
• Robbyn stated that to help with time in stuffing packets, they would just put generic stuff in the folders and the meal tickets and personal stuff would go in the nametags. This was agreed upon.
• The drawing for OSRT members will be discussed later.
• Meeting information will be emailed to Randy Harp so that he can distribute it to NW conference members.
• Meeting costs were discussed. Because the cost of putting on the conference has increased a new few was proposed for this years conference: It is as follows:

2-day	1-day
$209.00 Member	$139.00 Member
$279.00 Non-member	$179.00 Non-member
$50.00ish Students	$50.00ish Students

Properties/Legislative:

Properties
• Tom was not present at the meeting.
• Randy will help out since Tom is pres-elect.
Legislative
• Tom was not present at the meeting.

Commercial Reps:

• Mike was not present at the meeting.
• Bart mentioned that we should send him a letter or that Virginia should call him to see if he still wants to do it. (Car accident)

Web Site:

• Barb said that the website has been updated.
• Minutes need to be emailed to Barb so that they can be put up on the website.

Annual Meeting Site:

• Cheryl was not in attendance.

N.W. Conference:

• Will be discussed after the lunch tour of the meeting site.

Districts:

• Nothing to discuss

OLD BUSINESS:

• Scholarships: This was previously discussed
• Race for the Cure booth: Dana not at meeting to discuss.
• CD's and Fritz: Bart is still working on this.

NEW BUSINESS:

• R.T Week: Virginia stated that a proclamation from the governor was mailed out. Susan is putting together fundraisers for the scholarship fund. She is selling t-shirts and doing a coin jar contest at her place of employment. She would like to give the winning team a chance to win an OSRT membership. This was approved by meeting attendants. She will give the winning name to Lee Ann.
• Western Caucus: Discussion on whether or not to keep it going. It was decided to still do it. No resolutions were brought up. Bylaw change was proposed about running for delegate and board at the same time.
• Care Bill: It is now through the sub-committee in the senate. It will be going to the floor. Virginia wrote three letters to Gordon Smith asking why his name was not on the list.
• Western Caucus expenses were higher than expected. Virginia wants to use her president's funds for this. There was a consensus of the present members.
• Website: Mike has been paying extra for the website. The total is almost $500.00 over three years. He has not asked for any reimbursement, we need to think about what to do. Refund?
• Survey monkey: Susan brought up the idea of using survey monkey for an OSRT member survey. She will put together a sample for the next meeting.
• There was talk about putting together a committee for meeting vendors. Amy said she would head up this committee if she had help from others. Bart and Virginia offered to help out. We will find out from Michael if he will be needing help.

N.W. Conference:

• Randy handed out a letter (Presidents report)
• They are promoting Oregon/Portland a lot, but they need a theme
• Proposed contract: Virginia read it out loud. There was a lot of discussion about why they do not help with cost, but still want a profit. Rady stated that this was what was in their bylaws, they were a parent organization. We can opt out of having NW conference be a part of the annual conference if we want. The 50/50 split is in the NW Conference bylaws and cannot be changed until their next meeting. The question was raised whether or not the meeting can still be held if the contract is not signed. Since there is no quorum we cannot vote on it today. OSRT will submit a proposal to NW conference for discussion. The executive board can vote via email/phone later to be approved at the next meeting. It needs to be in by the end of the year.

Adjourned

by President Virginia Vanderford at 1:15 p.m.

Minutes respectfully written by Secretary Amy Davis

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Last updated May 26, 2011
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