Archive

2003-2004 Annual Report

WESTOP PRESIDENT’S REPORT 2003-2004

President:                                         Darlene R. Conwell

Presidential Advisory Committee:

Dr. Connie Baker     (NorCal)
D. Matthew Benney(AZ)
David Godoy             (SoCal)
Sandra Matsui          (PI)
Leonard D. Woods  (NV)

Bylaws Citation                               Article VII; Section 7.2

Year In Review

1. Kept membership informed of the communications with the Department of Education, Council for Opportunity in Education (COE) and WESTOP Board activities.
2. Implemented the WESTOP Web section for the posting of BOD Committee Reports.
3. Provided members with electronic copies of the COE BOD meeting minutes.
4. Conducted 5 BOD meetings in Nevada, SoCal, NorCal, CenCal and Arizona and held BOD transitional meeting at the conclusion of the Hawaii conference.
5. Provided Professional Development for the Board on parliamentary procedures and Board responsibilities.
6. Advocated for support from COE and WESTOP forthe Compact Negotiations for the Federated States of Micronesia (FSM) and the Republic of the Marshal Islands (RMI).
7. Continued to dialog with COE Chairs about the lack of acknowledgement for the International members in the WESTOP Region of the Pacific Islands as well as the omission of serving students with disabilities in COE Literature.
8. Served as Co-Chair of the COE National TRIO Day Committee.
9.  Provided Welcoming Address to over 1,200 participants attending the SAEOPPP National TRIO Day event in Biloxi, Mississippi.
10. Served on the COE Strategic Planning Committee.
11. Served on the 2003 COE Annual Conference as Programming Co-Chair.
12. Selected to serve as Registration Chair at the 2004 COE Annual Conference.
13. Communicated frequently with Larry Oxendine the Director of Federal TRIO programs on the issues of HR-3039, the $5,000 Per Participant Cap and the UB Expansion Initiative.
14. Worked diligently with the BOD to resolve the financial matters associated with the 2003 Annual Conference.
15. Represented WESTOP in the ADA negotiations with the Radisson City Center and worked diligently with the BOD to resolve the concerns.
16. Organized the WESTOP hosted event for the COE BOD meeting in San Diego.
17. Put together the WESTOP Regional basket for the COE silent auction.
18. Represented WESTOP at the MAEOPP and SWASAP Regional Conferences.
19. Presented at the NorCal, CenCal, and SoCal Professional Development Seminars.
20. Drafted letters of welcome for the CenCal, NorCal and Pacific Island National TRIO Day/Student Leadership Conferences.
21. Presented an award and gave a speech on behalf of the WESTOP BOD to the de los Santos family in recognition of their daughter Doreen’s service to WESTOP.
22. Represented WESTOP at the Policy Seminar by attending Congressional fundraisers and walking Capitol Hill.
23. Continued to make the funding for support of TRIO Think Quest (TTQ), Peggy White Head Scholarship, and the WESTOP Web Site a high priority.
24. Implemented the initiative to provide funding to support chapters in sending a representative to the COE Leadership Summit.
25. Implemented the purchase of an official WESTOP Embosser.
26. Worked closely with conference chair to organize the 26th Annual Conference.
27. Fulfilled membership mandate to have an attorney on retainer.
28. Fulfilled membership mandate to increase Director travel to insure director participation at all BOD meetings.

Future Recommendations

• The President should have certain Presidential prerogatives.
• There should be policies and procedures for the use of the Reserve Account.
• The size of the WESTOP BOD should be reduced in size with directors focusing on advocacy and policy issues.
• Half of the BOD members, other than the presidents, should be elected yearly in staggered fashion to hold terms of two-years.
• Standing committees should be allowed to operate off the BOD with chair and members allowed to serve more than one year.
• A standing conference committee off the BOD should be created for the purpose of reviewing contracts and to establish conference procedures and policies.
• Parliamentarian should not be a voting member of the Board or have voice in discussions.
• Policies and procedures need to be formulated for conducting BOD business and for voting via e-mail.
• The authority, responsibilities and limitations of the Financial Affairs Committee (FAC) must be more clearly delineate, within the parameters currently stated within the Bylaws.

Respectfully Submitted by,

Darlene Renee Conwell

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CHIEF FINANCIAL OFFICER (CFO)

Chairperson:                                                Joy Brittain

BYLAWS CITATION:                        Article VII, Section 7.7 (a-h)

Description:                                      To supervise and control the keeping of adequate and correct amounts of the corporation’s properties and transactions, including accounts of its assets,  liabilities, receipts, disbursements, gains, losses, and capital.

The CFO presents the Board with a complete financial report at each scheduled meeting, and provides Board officers with monthly up-dates concerning the financial status of the association.  Training and assistance to chapter treasurers is provided as requested or needed. The CFO serves on the Financial Affairs Committee and delivers the Financial State of the Association Report at the Meeting of the Members. The CFO ensures that all transactions are in accordance with WESTOP Fiscal and Accounting Policies.  The CFO ensures that all taxes are filed, all non-profit requirements are met, and all fiscal requirements are properly executed.

Year in Review

There were several main objectives for the CFO during the 2003-04 Board Year.  The first was to conduct an inquiry into the 2003 Conference Registration and to settle any impending income/expenses for the Conference.  The CFO went to the site of the Conference Registration Chair and obtained registration materials.  These materials were then sorted for ease of use.  Checks, both stale-dated and good, were forwarded by the Registration Chair to the CFO, as well as found within the registration materials.  Checks that were not stale-dated were deposited. The CFO sent requests to the institutions and agencies for the purpose of exchanging the stale-dated checks for new checks.  This process was completed in October with one institution yet to make the exchange.  The 2003 Conference income and expense can be found within the budget. 

Each Chapter Treasurer needed to be trained on the new software and each chapter’s books needed to be transferred to the new software.  The CFO trained the NorCal Treasurer both at the host institution of the CFO, and at the host agency of the NorCal Treasurer.  The NorCal Treasurer was replaced in 2004 and the CFO traveled to train the new Treasurer at its host institution.  The CFO will train the incoming new Treasurers at the 2004 Conference with future training set aside when needed.

The CFO had the task of finding a bookkeeper to adhere to the provisions of WESTOP’s financial review.  Tom Van Huss Bookkeeping was selected for his knowledge in non-profit corporations, as well as close proximity to the Los Angeles Airport in case a Chapter Treasurer needed to meet with him.  After an initial interview, the services of Mr. Van Huss were contracted for an initial set-up fee and monthly fee.  The bookkeeper is still awaiting the transfer of accounts to accounting software with all the chapters.  Until that process is completed, the bookkeeper is not being utilized at this time, nor is WESTOP being billed for his services.

The CFO was given the new responsibility of invoicing and collecting membership dues.  With the changeover of start dates for the fiscal year, the WESTOP Board agreed to have a grace period for the first six months of the 2004 year with its present members. 

The CFO will invoice for the 2004-2005 Fiscal Year in June.

The CFO continues to collect and process the membership forms and fees for membership.  This information is then shared with the Conference Registration Chair and the Membership Chair.  The imputing and updating of membership information is very time-consuming, therefore, the CFO has requested information for a registration-on-line company to be placed on the WESTOP website that will automatically transfer onto a database.  The form will be considered complete when membership fees are received by the CFO. 

Due to two Chapters not having their finances up to date, the CFO was unable to file the WESTOP taxes through the short year tax return.  The CFO contacted IRS and will file taxes for the regular January-December 2003 tax year.  The CFO will then file the short year tax return for the 2004 January-June tax year.  This is in keeping with the   changes made to the fiscal year.

The CFO looked into the matter of WESTOP’s non-profit status with the IRS.  After inquiring to the IRS about a different matter, the CFO was informed WESTOP’s final status was on hold due to forms never being completed years ago.  The CFO completed the necessary forms to allow the IRS to finalize its consideration of WESTOP as a non-profit 501 C Corporation.  WESTOP did receive a letter stating WESTOP’s acceptance into the 501 C status and the approval is on file with the CFO.

The CFO also inquired about the insurances carried by the WESTOP Board.  Increases to the Dishonesty Bond and to the Directors/Officers Insurance were updated to include Central California Chapter.  Additional information to the insurance broker has also been requested to affirm the use of general liability for WESTOP without geographical restrictions.

Checking Balance (3/31/04)                     $172,111.56

Savings Balance   (3/31/04)                         $94895.78

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Arizona Chapter Annual Report 2003-2004
Chapter President: Lee Fulmer

Chapter Officers:    Lucia Wilson, President-Eect
Lonnie Densberger, Treasurer
Tiffany Barner, Secretary

Bylaws Citation: Article III, Sections 3.5 & 3.3

Assigned Objective: The Chapter President shall provide leadership for the respective chapter, act as spokesperson for the chapter and serve on the Financial Affairs Committee.

Introduction:The Arizona Chapter President is to provide leadership and ensure proper function of chapter.  This includes the following:

• Hold chapter meetings.
• Act as liaison between chapter and WESTOP Board of Directors. 
• Prepare and submit annual budget. 
• Provide chapter reports at Board meetings and to WESTOP Website. 
• Serve on the Financial Affairs Committee.

Year in Review:

• The Arizona Chapter held five chapter meetings throughout 2003 and 2004.
• The Arizona Chapter hosted two teleconferences for chapter members.  One on May 14, 2003 regarding CAS standards and the second on June 5, 2003 regarding “Site Visits and Audits.
• The chapter’s fifth annual Student Leadership Conference was held November 6 – 8, 2003 at Camp Anytown in Prescott, AZ.  Forty-five participants and staff attended the event.
• The chapter’s fifth annual Professional Development Seminar was held January 9, 2003 at the Radisson City Center in Tucson, AZ.  Twenty-four individuals were in attendance.
• The Chapter’s third annual Student Success Seminar was held February 8, 2003 at Arizona State University-West Campus in Phoenix, AZ.  Thirty-two individuals participated.
• The fifth annual TRIO Day Celebration was held on February 28, 2004 at Arizona State University – West Campus in Phoenix, AZ.  One hundred and fifty people were in attendance.
• The Arizona Chapter will be sending five TRIO professionals, 8 students and 2 alum to Policy Seminar March 21–24, 2004.
  

Recommendations:

• The chapter continue to develop “standing committees” mirroring those at the regional level
• That the chapter develop a working relationship with other educational equity programs in Arizona
• That the chapter become more active with regard to legislative advocacy at both the federal and state level
• That the Chapter develop permanent archives
• That the Chapter develop a permanent mailing address

Chapter Income

Chapter Expenditures

Respectfully submitted by,

Lee Fulmer

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CENTRAL CALIFORNIA CHAPTER ANNUAL REPORT

2003-2004

President:     Jessi Reyes Murray

Chapter Officers:

                        Sam Cortez- President Elect

                        Melissa Padilla- Treasurer

                        Martha Crawford – Secretary

ByLaws Citation:  Article III, Sections 3.5 & 3.3

THE YEAR IN REVIEW

This was an exciting and eventful year.  We accomplished much through the united efforts of our young and veteran members, who worked with enthusiasm, energy and  true commitment to the ideals of this organization as a whole.  We organized, facilitated and implemented a variety of events that provided our students, staff professionals and others with insight, new knowledge and continued networking.  These were some of our successes for the year:

•  Membership of 56

•  Met as an Official Chapter 5 times

                  •May 16, 2003/CSU Monterey Bay

                  •August 8, 2003/CSU Fresno

                  •October 24, 2003/Fresno City College

                  •December 5, 2003/Reedley College

                  •March 5, 2004/CSU Stanislaus

Events

•     Cen Cal  Summer Jam event was held at West Hills College in Coalinga on June 28, 2003.  350 participants made up of students and staff attended.

•     The CenCal’s Professional Development Seminar (PDS) was hosted at Reedley College in Reedley, California, December, 3-5th.  53 professional staff members, students and BOD representatives participated in the event.  One post seminar workshop was offered.

•     TRIO Day was hosted at CSU Fresno.  306 participants attended the event.  Keynote speaker was Roxanne Schroeder-Arce, Assistant Professor of Theatre Arts for CSU Fresco State.

•     The Student Leadership Conference was held on February 21st at CSU Monterey Bay. 

•     Eight scholarships were awarded to students in Central California Chapter.  USA Funds awarded $667 to the scholarship fund.

Recommendations

•     Chapter Officer positions should be considered for two year terms

•     The Chapter presidents should continue to maintain the current system of collaboration that has been established and resembles the WESTOP Board of Directors.

•     The Chapter will continue to network with TRIO and non-TRIO programs in Central California.

•     Central Cal will continue collaboration efforts and information with other chapter Presidents.

CENTRAL CALIFORNIA CHAPTER BUDGET FOR 2003-04

Chapter Income

Chapter Expenditures

Respectfully submitted by,

Jessi Reyes Murray

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NEVADA CHAPTER ANNUAL REPORT 2003-2004

Chapter President:            Leonard D. Woods

Committee Members:       Ellen Silverberg       Secretary & Communication        

                                                Lisa Ely                      Treasurer

                                                Rita Escher               Legislation & Education

                                                Lee Chhen-StewartProfessional Development

                                                Michael Vidal            Research & Technology

The Year in Review

• The Nevada TRIO Programs formed an alliance to support legislation to establish a statewide and state funded Nevada Educational Opportunity Program via Assembly Bill 189.  Bill 189 passed the Educational Subcommittee and full Representative Assembly but fell short due to delays and a budget shortfall. 
• As a result of meeting with the UNLV Associate Vice President of Enrichment and Outreach in September 2003, the possibility of increasing the Nevada Chapter ranks is greatly improved.
• The Nevada Chapter has fostered strong cooperative relationships with other education equity programs, including Minority Engineering and Science Association, AVID, Medical School Summer of Discovery, Medical Scholars, Minority Undergraduate Fellow Program, Silver Scholars, Gear-Up and Future Educators Scholars Program.  Each program provides varied services and opportunities for LI and FG participants.
• Scholarships in the amount of $6,000 have been garnered from Wells Fargo Bank, the Reno Sparks Indian Colony, U.S Banks and McIntyre and Associates for first year LI & FG college students.

Budget

Beginning Balance             $1,492.30
Income                                      +400.00
Expenditures                            -597.50
Ending Balance                   $1,294.80
Scholarships                        $6,000.00

Respectfully submitted:

Leonard D. Woods

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NORTHERN CALIFORNIA Chapter Annual Report 2003-2004
Chapter President:      Howard Willis

Chapter Officers:        Kristen Van Sambeek, President-Elect
Ping Chan, Treasurer
Susanna Hernandez, Secretary

Bylaws Citation: Article III, Sections 3.5 & 3.3

Year in Review: The Nor Cal Chapter had a very challenging yet extremely successful year.  Many thanks to all the dedicated members who actively participated, attended chapter meetings, functions and provided support.  The year would not have been successful without all of you, especially Susana Hernandez, Romeo Garcia, Tigress Osborn, Ping Chan, Van Lucas, Sam Blanco III, Ron Muriera, Dave Ferguson, Matt Benny, Darlene Conwell, incredible committee chairs, and my fellow Chapter Presidents.

• The Nor Cal Chapter held seven chapter meetings during 2003 and 2004.

May 9, 2003                 Host: UC Davis Educational Talent Search Program

August 15, 2003          Host: University of San Francisco Upward Bound Program

October 7, 2003           Nor Cal PDS, Napa California

December 5, 2003       Host: Sonoma State University Upward Bound Programs

January 30, 2004         Host: CSU Sacramento Student Support Service Program

March 5, 2003              Host: Mills College TRIO Programs

April 2004                    WESTOP Annual Conference

• Chapter committees were realigned to closely reflect the WESTOP Board.
• USF, Mills College and CSU Chico hosted the teleconference on “Site Visits and Audits” on June 5, 2003.
• Nor Cal TRIO Achievement Scholarships were awarded to Murphy Lee CSU Chico ETS, Linda Lee UC Davis UB, Awanna Scott Mills College UB, Kham Vang CSU Chico UB and Soua Vang UC Davis UB.  Thanks to all the hard work of the Scholarship Committee lead by Jen Dyke of Humboldt State University.
• Nor Cal Chapter joined the list of organizations on the “No on 54” campaign.  Legislation and Education Chair Ron Muriera did an exceptional job of keeping the members informed of issues and took a very instrumental lead role with the Policy Seminar for Nor Cal and is a member of the UB Cost Participant Task Force convened by COE.
• Legislation and Education chair worked closely with Central and Southern Cal chairs regarding statewide issues including proposed Outreach cuts.   Chair also initiated discussions regarding possible statewide California Policy Seminar based on COE model.
• Chapter members were involved in the Senate Finance Committee hearings on Higher Education at the State Capitol on December 10, 2003 and January 7, 2004.  Special thanks to Muniyga Lumumba
• The Professional Development Seminar was held October 5-6, 2003 in the beautiful wine country of Napa California.  73 members registered.  The incredible Keynote speaker was Maggie Escobedo-Steele, storyteller, mediation facilitator and Upward Bound Alumnus of Humboldt State University.  Many thanks to Jeanette Velasquez and her committee for an outstanding PDS.
• The PDS raffle led by Heather Payne, Mills College ETS raised $500.   Her creative efforts also raised additional scholarship dollars by selling Sacramento Kings tickets to Nor Cal members.  In an effort to allow more chapters networking opportunities and raise student scholarship dollars, more activities are being planned. Outstanding job by the Fund Development committee.
• Nor Cal Chapter held it’s very first, very successful, combined Student Leadership Conference and National TRIO Day on February 7-8, 2004 at UC Davis and the State Capitol in Sacramento.  SLC and TRIO Day chairs, Brian Aguilar UC Davis UB, Lidia Lopez Sonoma State UB and Diana Parra-Villasenor CSU Chico ETS and their committee members coordinated an exceptional event.
• Student Leadership Chair, Brian Aguilar, was successful in securing a $5000 corporate donation from Johnson and Johnson for this event.  Chair was also successful in securing in-kind services from the host institution.  The SLC was at very little cost to the chapter, thus enabling the chapter to raise $7,000.  Members voted to use this money directly for student scholarships.
• With the coordinated efforts of Central Cal President, Jessie Reyes- Murray, and Southern Cal President, Trinette Briggs the chapter received $1, 333.33 in COE State Initiative and USA Funds.
• Chapter treasurer was transitioned to Ping Can, UC Davis UB, who took on the awesome responsibility of getting the chapter fiscal affairs in order.  Ping was trained on QuickBooks by the CFO, Joy Brittan and is working diligently and efficiently.  Many thanks to Ping Chan and Adolfo Mercado.
• Chapter reinstituted the Parent Empowerment committee led by Ivona Williams Sonoma State ETS, which will host a Parent Conference in 2005.

Recommendations:

• Continue to outreach to other educational equity organizations and to TRIO Programs who are not active with the Chapter.
• Implement additional chapter professional development workshops.
• Pursue corporate fundraising/sponsorship of events.
• Continue to realign committees to fit chapter and Board functions.
• Remain actively involved in legislative and educational advocacy issues.
• Continue to coordinate efforts with Central Cal and Southern Cal chapters. 
• Keep the chapter focused on the mission, provide positive energy and always seek positive solutions.

Nor Cal Chapter Working Budget January 2004 – June 2004 (as of March 2004) 

Beginning Balance January 2004 bank statement: $21,873.10         

Chapter Income                                             

Chapter Expenditures

Ending BalanceFebruary 2004 bank statement: $29,785.45                                                 

Respectfully submitted by,

Howard Willis

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PACIFIC  ISLAND  CHAPTER  ANNUAL  REPORT 2003-2004

Chapter President:             Rowena T. Andrade

Chapter Officers:                Chrislynn Renguul, Treasurer

                                                Vacant, Secretary

Bylaws Citation:                  Article III, Sections 3.5 & 3.3

The Year in Review:

• Chapter held four official meetings via satellite/video communication. Communication committee arranged for these meetings resulting in a quorum of members in attendance.
• Membership grew to 105 members. Members’ chapter involvement increased via attendance at PEACESAT meetings, committee work, and listserv discussions.
• Federated States of Micronesia (FSM) members conducted a TRIO workshop during the Annual Pacific Resource and Education Learning (PREL) conference held in Pohnpei.
• A brochure was created to help promote the chapter.
• Scholarships of $500.00 each were given to five TRIO students.
• WESTOP’s Chief Financial Officer conducted QuickBooks trainingfor previous treasurer on Guam.
• Members participated in a campaign to keep TRIO prior experience points and to have U.S. Education representatives reconsider the $5,000 spending cap per student.
• PIC and WESTOP members supported the Compact-Impact Negotiations of FSM and the Republic of Marshall Islands (RMI) through a letter writing campaign to congressmen.
• Members decided against dividing chapter despite problems experienced due to geographical distances and technical problems with satellite communication.
• A Site Visit Preparation Workshop committee was established to provide information from U.S. Education Department representatives.
• Articles regarding members and activities were featured in the December 2003 WESTOP newsletter.
• The 3rd Student Leadership Conference was held January 19-21, 2004 on Guam with 222 studentsattending.
• A $4,000 grant was obtained to assist chapter in identifying potential funders for student scholarships.
• Members from Maui agreed to host the 2004 Professional Development Seminar (PDS); the committee identified a hotel site for Fall 2004 PDS. 
• A $2,000 grant application was submitted to obtain funds so selected PIC students could plan and implement activities promoting TRIO programs.
• Chapter funded meals for nine Upward Bound students who met with congressmen from State of Hawaii in March 2004.
• An informational flier specifically about TRIO programs in Hawaii was created for distribution during visits with congressmen and to promote TRIO.
• PIC representatives attended the 2004 COE Policy Seminar. This included visits to congressional delegates and attendance at Congressman Regula’s reception.
• The first place Think Quest winners from Oahu, Hawaii are to receive awards during the 2004 WESTOP Conference.
• Members provided feedback regarding WESTOP’s Strategic Plan.
• Chapter Membership Directory is being prepared for distribution in April/May 2004.
• The Education and Legislation committee has worked with the WESTOP board and COE to acknowledge the existence of Pacific Island programs and improve advocacy for TRIO programs outside of the continental United States.

Recommendations:

• Restructure chapter operations to facilitate communication and meetings. This includes creating a council of island representatives to attend official meetings.
• Allow chapter to have a vice president position instead of  president-elect.
• Develop guidelines and provide adequate training to ensure accountability on the part of chapter officers and/or members who chair committees.
• Provide specific budget category only for student activities. Chapter should plan these without pressure of making it a revenue generating activity.
• Implement activities and identify funds for a leadership training/ mentorship program on a local and/or chapter level.
• Have chapter initiate process for a permanent mailing address and a central location for storing chapter documents.
• Reward or provide incentives for active members by giving them a discount on PDS registration fees or other similar reward. (Active members could be defined as those who attend more than 50% of chapter activities/ meetings and who actively work on chapter committees.)
• Collaborate and form alliances with other educational equity associations or national organizations such as National Association for Multicultural Education and Pacific Resources and Educational Learning.

PACIFIC  ISLAND CHAPTER  BUDGET  FOR   2003-04

Chapter Income

(NOTE:Monetary amounts are projections for activities not yet completed

or are on-going as of March 2004. These activities are noted with an asterisk*)

Chapter Expenditures

Respectfully submitted by,

Rowena T. Andrade

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SOUTHERN CALIFORNIA CHAPTER ANNUAL REPORT

2003-2004

President:    Trinette Briggs

Chapter Officers:

Tomasa Mauricio - President Elect
Donald Towns - Treasurer
Patricia Duran – Secretary

BYLAWS Citation:  Article III, Sections 3.5 & 3.3      

THE YEAR IN REVIEW

With 208 members, the Southern California Chapter is rich with TRIO Programs in our area.  This year our focus has been accountability and strengthening the Chapter to provide activities/events that will truly develop and challenge the minds of the professionals and/or students we work with within TRIO.   

•  The Southern California Chapter had a total of six chapter meetings during the 2003-2004 BOD

•September 12, 2003 – University of California, Riverside      
•October 10, 2003 – California State University, Los Angeles
•November 7, 2003 – Ventura Beach Marriott Ventura, California (PDS)
•January 23, 2004 – California State University, San Marcos
•March 5, 2004 - Riverside Community College – Moreno Valley Campus
•April 5, 2004 – Raddisson City Hotel Tucson, Arizona      

Chapter Highlights and Events

•    Dodger Night – Friday, May 16, 2003 - So Cal reached record numbers with Dodger Night totaling 1202 participants. We promoted WESTOP and TRIO well.

•    Professional Development Seminar – November 5-7, 2003 - Held in Beautiful Ventura California at the Ventura Beach Marriott had a total of 82 attendees. Two new awards were established and presented at the PDS – The Doreen De Los Santos Dynamic Service Award and the Outstanding New Member Service Award.

•    Certificate of Special Congressional Recognition – November 5, 2003 – In recognition of outstanding and invaluable service to the community. Awarded by Lois Capps, Member of Congress.

•    Upward Bound Highlighted – November 13, 2003 - Channel 11(KTTV) aired a 30 minute special featuring the Riverside Community College – Norco Campus Upward Bound Program.

•   COE State Initiative and USA Funds – January 22, 2004 - Awarded So Cal Chapter a total of $1333.33.  $666.67 which has already been received. The money has been designated to help fund 15-$500.00 scholarships for 04-05.

•    Student Leadership Conference – February 7, 2004 – Held at CSU Los Angeles.  35 workshops were presented throughout the day to 557 participants. 

•    Student Scholarships – February 7, 2004 – Held at CSU Los Angeles during the SLC.  Ten Scholarships of $300.00 each were awarded to deserving students of various TRIO programs.

•    Upward Bound/TRIO Week – February 23-March 1 – Riverside County Board of Supervisors named Upward Bound/TRIO week in the County of Riverside.  This is as a result of the efforts of Riverside Community College Norco Campus – Office of TRIO Programs.

•    So Cal Website – The Communications committee worked diligently to recreate a new So Cal Website which will be more functional for the members in the So Cal Chapter and WESTOP.  Visit the new site at http://www.socalwestop.com

Recommendations

•   The Chapter presidents should continue to maintain the current system of collaboration that has been established and resembles the WESTOP Board of Directors.

•    The Chapter becomes more active at the federal and state level. 

•    The Chapter becomes more aware, involved, and share pertinent issues that affect our programs and students at the State and Local level. 

•    The Chapter strive to continue to develop strong working relationships with new and current TRIO professionals.

•    The Chapter consider instituting a leadership-training program to train professionals for leadership positions within WESTOP for the chapter and board level.

•    The Chapter continues to work with local/state/federal agencies or organizations and invite them to Chapter Meetings for presentations, networking, and/or support efforts.

SOUTHERN CALIFORNIA CHAPTER BUDGET FOR 2003-2004

Chapter Income

Chapter Expenditures

Respectfully submitted by, Trinette Briggs

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COE FUND DEVELOPMENT COMMITTEE 2003-2004

Chair:                                                Carolina C. Cardenas

Committee Members:                   WESTOP BOD

By-Laws Citation:                           Article VIII, Section 8.10(a)(12)     

The Year in Review

• Regularly communicated with COE Vice President of Communications and Development;
• Sent list of target institutions to all Chapter Presidents (spring ’03);
• Sent out general email to WESTOP List Serve regarding Fair Share (spring ’03);
• On June 30, 2003 Fair Share ended at 78%;
• Sent thank you email to all who supported COE conference efforts;
• Drafted a thank you letter for all personal contributions (fall ’03);
• Sent letters to all Institutions whose membership expired in 03 and did not renew (winter ‘04);
• Sent letters to institutions who have TRIO programs but are not institutional members (spring ’04);
• Sent Acknowledgement Certificate to all who contributed personally (spring ’04);
• Started an incentive based system for personal contributions;
• Increased the COE Fund Development budget.

Future Recommendations

1. This position should be a two year term;
2. If not a two year term, the position should end in June to coincide with then end of the annual Fair Share campaign;
3. Emphasis should be placed on new programs to become institutional members and subscription holders;
4. Education on the importance of increasing personal contributions needs to be encouraged by an overall team of members, not just the COE Fund Development Chair;
5. Chapter President-Elects should become official members of the COE Fund Development Committee.  The membership is antagonistic towards the words Fair Share and COE Fund Development.  There is a perception that we “don’t get our worth from COE”.  Having the President-Elects become members of this committee would greatly improve the perceptions about the Fair Share campaign and COE;
6. The WETOP Board should become proactive in encouraging COE to become more responsive to concerns of the WESTOP membership, as these concerns affect the ability to meet fair share goals;
7. Education efforts should be mandatory at all Chapter level meetings or PDS’s and the annual regional conference.          

Respectfully submitted by, Carolina C. Cardenas

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PUBLIC RELATIONS COMMITTEE 2003-2004

Chair:                         Jennifer Blackman

Committee:              NorCal: Regina Hanna, Angela Kong, Michael Tokuno

                                    CentralCal:  Marco Diaz

Pacific Islands:  Huan Hosei, Laura Mangham, Amelia Manibusa
BOD/SoCal:  Damien Pena

Bylaws Citation:      Article VIII, Section 8.10 (b)

The Year in Review

• Compiled a Summary Report on TRIO Funded Programs in the WESTOP Region 2002-2003.
• Developed a Flyer on TRIO Funded Programs in the WESTOP Region 2002-2003 for the WESTOP attendees to include in their 2004 Policy Seminar packets.
• Assisted Communications Chair to collect information for the WESTOP History; submitted written suggestions for a historical document format.
• Began the process of collecting information to use for “outreach” to Education Opportunity Program (EOP); Extended Opportunity Programs & Services (EOPS); and Gear Up Programs in the WESTOP Region.

Recommendations

• Continue “outreach” project listed above to invite educational programs to participate in WESTOP.
• Develop master list and timeline of TRIO/COE events that may require some type of Public Relations activity on behalf of WESTOP (i.e., press release, radio/television public service announcements, etc.).
• Provide writing/editorial support to Communications Chair/committee regarding revision of the WESTOP brochure and development of History of WESTOP document.
• Review recommendations of 2001-2002 Public Relations Committee to determine which recommendations may be possible to address.

Budget  

• Beginning balance =   $250.00
• Expenditures          =       0
• Ending balance      =   $250.00

Respectfully submitted by Jennifer Blackman

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WESTOP FUND DEVELOPMENT COMMITTEE 2003-2004

Chair:                        Jennifer Blackman

Committee:              Matthew Benney, Reginald Chhen Stewart, Lydia Perez

Bylaws Citation:      Article VIII, Section 8.10 (a) (8)

Assigned Objective:This committee shall be responsible for organizing and coordinating fund development activities for the Association.

The Year in Review

• Chair was appointed late in the year by WESTOP President to fill the vacancy.
• Negotiated a contract with Jennifer Corder of TutorTrac/Redrock Software Corporation regarding a sponsorship donation of $750 to the 2004 Annual WESTOP Conference.

Recommendations

• The Chair of the WESTOP Fund Development Committee and Chairs/fund development committees of the Chapters work collaboratively to establish fundraising goals and activities that will benefit the specific Chapters and the Association.
• Develop a timeline to implement fundraising activities.
• Develop a template of a WESTOP letter that the Chapter fund development committees can use to solicit donations from community and corporate groups.
• To aid in fund development planning each year, Chair of WESTOP Fund Development Committee to request each Chapter develop a master list of potential corporate or other sponsors so that a WESTOP database/master list of sponsors can be accessed and updated as needed.

Budget

• Beginning balance =  $250.00
• Expenditures         =    0
• Ending balance      =  $250.00

Respectfully submitted by Jennifer Blackman

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COMMUNICATIONS COMMITTEE 2003-2004

Chairperson:            Joanne Madison

Members:                 James Oda,              WESTOP Board
Damien Pena           WESTOP Board
Jennifer Cates         Nevada Chapter
Joe Guerra                Central California Chapter
Janis Marsh              Northern California Chapter
Carrie Gray               Southern California Chapter
Rowena Andrade    Pacific Islands Chapter

Bylaws Citation:      Article VIII, Section 8.10(a) (5)

Description:             The Communications Committee is responsible for creating, editing and producing the association newsletter, brochures and all major publications for general association use.

Assigned Objectives:

• Form a committee with regional representation to aid in carrying out prescribed duties.
• Prepare and submit a revised budget at the June Board meeting and subsequent revised budgets (if applicable).  The budget must include both expense and revenue. The chair will consult with past committee chairs as necessary.
• Publish the official WESTOP newsletter and post to theWESTOP Web site. Assist in the development of all association publications including brochures and advertisements and Membership Directory.
• Serve as the communication network officer to inform membership of vital issues by use of the Web site, listserv and newsletter.
• Become functionally familiar with Article XII, Section 12.2 as it pertains to the committee.
• Review current WESTOP written materials, including the brochure, revise as appropriate and publish.  Assist the Membership, Fund Development and Professional Development chairs in development and use of association materials to meet respective committee objectives.

• Any other duty and task as assigned by the President or Board resolution, which is related to the overall purpose and good of the association.

Year in Review

• Updated the WESTOP Board Directory and distributed it to Board Members.
• Posted photos of 2003-2004 board members on the WESTOP website.
• Distributed and solicited feedback from Committee members and WESTOP Board members about the History of WESTOP documents.
• With the assistance of David Ferguson compiled and posted the on-line edition of the WESTOP newsletter.
• Reviewed current WESTOP written material and collaborated with the Public Relations chair regarding changes to the WESTOP brochure.

Recommendations

• Strongly recommend that each Chapter President nominate a chapter representative who will serve on this committee.  Much valuable time was spent trying to form a committee in the first months.  Establish a deadline for appointing a representative.
• Take photographs of Board members at the earliest opportunity or ask them to provide a photo for posting on the website.
• Continue to update brochures and publications, as necessary.
• Prior to the distribution of printed materials to the WESTOP members, board members are requested to submit these materials to the Communications Chair for initial review.
• Work with Web Developer, David Ferguson, to create a tracking system to determine number of visitors who read the newsletter.
• Solicit feedback from members and past presidents about the History of WESTOP documents. Update these materials.
• Assist the Membership, Public Relations and Conference Committee Chairs in the development and use of association materials to meet their committee objectives.
• Encourage communication throughout the WESTOP listserv and website. 

Budget

Since the WESTOP newsletter was produced electronically, there were no printing or mailing expenses.

Respectfully submitted by,Joanne Madison

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