OEMA MINUTES

EXECUTIVE BOARD MEETING

July 12, 2016

Guymon, Oklahoma

9:00 a.m.

1.  President Roger Jolliff called the meeting to order at 9:03 a.m. Members present: Roger Jolliff, Debra Wagner, Paula Cain, Tim Craighton, Ernie Willis, Don Lynch, David Ball, Steve Loftis, Keith Shadden, Skip Wilkerson, Glynadee Edwards, Gerald Woommavouah, Keli Cain, Jimi Layman, Michelann Ooten

2.  A motion to approve the June meeting minutes, with minor changes, was made by Keith Shadden and seconded by Tim Craighton. Motion passed. Harold Tyson welcomed everyone to Guymon.

3.  President’s minute: Thanks to Harold for setting everything up, and for the nice reception last night. It was enjoyed by all.

4.  Subcommittee Reports

a.  Financial Report: A Financial Report was presented by Glynadee Edwards. Two payments were made leaving the current balance is $88,700.74. A motion to approve the Financial Report was made by Don Lynch and seconded by Skip Wilkerson. The motion passed.

b.  Committee reports:

Legislative: The barrier bill passed.

Training: Keith Shadden said that everything is set for Training Day. He does still need bios, but feels that everything came together well.

Communication: No report was available.

Certification: No report was available. Debra Wagner said that she thought a recertification request had been received.

Membership: Cain said she had received about 30 memberships from Glynadee Edwards.

Social Media: Jeff Smith is purging some items from the website.

c.  Area Vice Presidents reports:

Southwest: Our meeting will be in Elk City.

Southeast: Workshop was June 22-24 in Ardmore. Amber worked hard getting it organized. It included training and a tabletop exercise. Ernie has possession of the projector and screen for the area.

Northeast: Workshop starts tomorrow at Western Hills. It will include Orion training, and the Southern Baptist Men will be in charge of meals.

Central: Pat King provided a NIMS update at the monthly meeting that was held June 16. Several members were preparing for ham radio field day. An updated Orion class is scheduled for August 25 from 1-5 pm at the RMAC. Next meeting will be July 21.

Northwest: Members did a tabletop exercise on an actual event during our meeting. It went well and we have decided to do one quarterly.

5. Old Business:

--Don Lynch reported that he is in the process of getting booths for OML and ACCO conferences. Tabletop will display photos, signs, brochures and membership forms. A motion to approve the order of display items was made by Glynadee Edwards and seconded by Tim Craighton. Motion passed.

6.  New Business:

--OEM has agreed to pay the expenses for two people to attend the IEMA conference in Savannah this year. Roger Jolliff said he thought the new president should have the option to go, as well as one other board member. The decision can be finalized at the board meeting during conference. A motion was made by Don Lynch and seconded by Debra Wagner that attendees would be the new OEMA president or his/her designee and one board member. Motion passed.

--Keith Shadden asked for funds to create a nice display for the memorial board. A motion to approve an expenditure of up to $200.00 for this project was made by Don Lynch and seconded by Debra Wagner. The motion was approved.

--Shadden asked if funds were available for training day expenses. Tim Craighton made a motion to approve expenses necessary for training day. Steve Loftis seconded. The motion was approved.

--Shadden asked if speaker gifts would be available for the training day instructors. He said they had not received gifts in the past. A motion was made by Debra Wagner and seconded by Don Lynch to provide training day instructors with new challenge coins as speaker gifts. A motion was made by Tim Craighton and seconded by Skip Wilkerson, award training day instructors with speaker gifts annually. The motion passed.

--Glynadee Edwards said that an inventory was taken of OEMA merchandise, and some items needed to be ordered for conference. The items include blankets and caps. A motion was made by Keith Shadden and seconded by Debra Wagner to approve the purchase of OEMA items for the merchandise booth. Motion passed

7.  Miscellaneous Discussion

--Shadden asked if rooms would be available for members of the Training Committee that come to help, or if they could get help with room expenses. Debra Wagner said that some considerations should be taken in this decision. She felt that 2-3 members that were helping with the project should have assistance with rooms, but we could also help negotiate lower rates. Also, persons that receive this benefit should be members that regularly attend meetings.

--David Ball is working on collecting serial numbers for all the OEMA projectors. Area VPs please get those numbers to him. It was suggested that OEMA stickers be placed on the projectors. Thanks to David for taking this project on.

--Choosing a recipient for our conference fundraiser was discussed. David Ball suggested Make Promises Happen Camp held in Logan County that serves children & adults with physical or mental disabilities & allows them a camping experience using adaptive equipment and one-on-one counselor support. At least 350 campers are served every year at 30 events. He said the director was very interested in the assistance and would provide a presentation on the camp and answer questions anytime. A preparedness message should also be incorporated into the gift. Roger Jolliff stated that although there was difficulty in delivering last year’s gift, they assured him that the funds were needed. Further discussion on this topic is planned for the August meeting.

--When an Ozone Alerts are issued, it also triggers a burn ban for the area. This was confirmed by Kirk Goeller, ODEQ, although there is no enforcement.

--A group assigned to help with the development of the SLA package met with OEM reps recently. The general comment from members attending was that we likely won’t see much change this year.

8. Next meeting will be held August 14th in Norman.

9. There being no further business a motion to adjourn was made by Keith Shadden & seconded by Skip Wilkerson at 10:23 am. The motion passed.

The Board reconvened to discuss conference plans. Keli Cain, Michelann Ooten and Jimi Layman joined the phone conference.

I.  Everything is arranged for Training Day, including off-site location.

II.  Just a few things need to be clarified for General Session. NWS Tulsa will provide a name of their program. Working with Alden Graybill to identify a speaker for Debris Management. Have not heard yet from the Governor. Continuing to collect bios for speakers.

III.  All breakout sessions are filled. Do need a monitor for each session. The FAA has recommended a speaker for the drone program. Steve Palladino has provided several monitors from OEM. The Honor Guard has been scheduled.

IV.  At this time, 52 vendors are registered. There are still several that have not submitted their paperwork. Response One (TRC) has committed to a $5000 sponsorship. An invoice will be sent to them. There was discussion about the vendor reception and who would pay for it. Heath said a vendor representative was working with other vendors to come up with funding. Another suggestion was simply to have the vendor area open on Tuesday evening. Debra Wagner said she would follow up on the progress. Set up for the vendor area starts on Sunday night.

V.  Cups were ordered June 27th and should be delivered July 15. Heath Underwood said the coins have been ordered.

VI.  Still waiting for confirmation on the banquet location.

VII.  Paula Cain reported having 5 nominees for Paid Director, 1 for Good Neighbor & 1 for Public Official. Another request for nominations will be sent.

VIII.  Debra Wagner presented the organization chart. Monitors will be added to the chart.

IX.  –President Jolliff asked Keli Cain to provide him with a script for the conference again this year.

--Heath Underwood said there were a lot of problems with sound system last year. He said his crew did not have access to it, and the hotel representation was not always available. He said that one of his volunteers could provide a better sound system. But it was felt that the hotel would not allow privately owned equipment be used. Keli Cain said she would work out the details with hotel staff during the walk-through.

--Keli Cain said that it was very important to have the RFP ready as soon as possible for next year’s conference, and would like to see it ready two weeks after conference. She said that OEM staff could tabulate the evaluation responses so they would be available quickly. She also commented that the hot wash info was absolutely critical to developing the RFP.

At this time the conference meeting was adjourned.