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2004-05 Annual Report

EXECUTIVE COMMITTEE REPORT

James Oda, President; José Martínez-Saldaña, President-Elect; Darlene R. Conwell, Past President; Carolina Cardenas, Secretary; Joy Brittain, Chief Financial Officer; and Tomasa Mauricio, FAC Chair                                                                     

Bylaws Citation:  Article VIII, § 8.10a.1

Executive Committee. Shall consist of all 5 officers (President, President–elect, Past President, Chief Financial Officer, and Secretary) and the Financial Affairs Committee Chair. This committee is empowered to make decisions on behalf of the Board of Directors between meetings of the Board only in a situation deemed an emergency.  Prior to such occurrence, the entire Board must be notified of the issue(s) to be addressed and the meeting time. Any and all decision(s) shall be brought before the full Board of Directors at the following meeting for inclusion in the minutes for public record.

Objectives for the year

• Responsible for ensuring the BOD is responding to all facets of the Strategic Plan

• Create agenda for each BOD meeting
• Develop Policies, Procedures and Protocol manual for the BOD
• Acting on behalf of the entire BOD between regular meetings as necessary
• Standardize committee structures and policies to enhance continuity
• Insure the annual renewal of the Association’s General Liability, Indemnification, and Bonding insurance policies

• Annually plan and implement a comprehensive Board of Director’s orientation
• Annually review the Strategic Plan for content and effectiveness

 Year in Review

Obtaining Raw Data from Mathematica

Contact was made with Dr. Harley Baker at the beginning of this Board’s term to get an update on the efforts to obtain the raw data used by Mathematica which was used to formulate the conclusion that Upward Bound Programs were ineffective, except for students from low-achieving backgrounds.  A reply was received that Dr. Baker had attempted to get the data using all the usual means, but that he was not given the data.  He recommended looking at another report done by the Department of Education in 1988 (NELS:88) on a longitudinal study done with Upward Bound students as one of the report fields.  Unfortunately, no information regarding the completion of the study is available at this time.

Restructuring of the Board

The 2004-2005 Board of Directors met for the first time right after the close of the 2004 WESTOP Conference in Tucson Arizona.  Specific expectations were distributed to Committee Chairs in correlation to the WESTOP Strategic Plan.  One of the major topics for the year was following up on earlier discussions with previous Boards about the structure and function of the Board of Directors.  Realizing that a large proportion of the Association’s budget has been assigned to Board travel over the last few years, the question of the purpose of the Board, if it should be a “governing” Board, or a “service” Board, or continue to be both was raised.

Discussion of the subject was lengthy and informative for all who participated.  The conclusion was drawn that many WESTOP members choose not to chair and/or participate on WESTOP Committees due to the expectations of involvement with Board business by being on a committee.  Many individuals with relevant experience have stated that they would be willing to serve on WESTOP Committees, however these individuals did not want to also have to be responsible for governing the Association.  The recommendation was then made to have the existing Board of Director handle governing issues, such as policies and regulation, and to have Service Committees set up off of the Board, who would then directly report to the President-Elect for representation at Board meetings.  The size of the Board would likewise be reduced to the five (5) Officers and six (6) Chapter Presidents.  The number of meetings would then be reduced and the number of Directors using Association funds for travel would be reduced.  More complete descriptions can be found in the Strategic Planning Annual Report, and will be up for discussion at the Meeting of the Members.

Recognition of the Pacific Islands

After years of prodding by various Association members, the Council for Opportunity in Education (COE) has finally included the Pacific Islands, which include areas not directly under United States of America authority (Federated States of Micronesia, Republic of the Marshall Islands, and the Republic of Palau) and the Caribbean Islands within printed literature.

Future WESTOP Conferences

The Board reviewed and approved the contract for the 2006 WESTOP Conference to be held at the Riviera Hotel and Casino in Las Vegas, Nevada.  Hosting the event will be the WESTOP Central California Chapter.  The location was chosen in accordance with the Chapter’s request, due to accessibility issues within the Central California area.  The 2007 WESTOP Conference slated for Northern California is currently being discussed, as is the 2008 WESTOP Conference currently being discussed to be held in Hawaii.  A Conference Site Selection Committee has also been established with representation from each Chapter to review hotel contracts and for recommendations to the Board on Conference sites.

President Bush’s Budget

The end of the Board’s year finds us facing one of the most challenging times in our Associations history.  President Bush has eliminated Talent Search, Upward Bound and GEAR UP from his 2006-2007 budget request.  The Legislation and Education Committee will lead the way on what will be done by the Association to combat this omission by the President.  The Council for Opportunity in Education (COE) is also working on this issue on a national level.  The three WESTOP representatives on the COE Board will continue to inform and assist the Association with any updates on the fight to save our Programs.  The Association must act within certain guidelines to maintain our 501(c)3 (non-profit corporation) status, as individuals remain free to plan and execute activities related to maintain our programs.  Everyone will need to work together in this time of need to make sure we can continue to serve our students!

Recommendations

• To amend the previously adopted motion to set aside $45,000 from WESTOP reserves for the obtaining of the raw data from Mathematica to be changed into funding made available for the Legislation and Education Committee activities with the approval of the Board
• To continue all efforts to continue our programs in the 2006-2007 Federal Budget
• To continue to keep all members abreast of proposed changes in the re-authorization of the Higher Education Act of 1965
• To discuss and implement the revised structure of the Board and complete the proposed By-law changes needed before the 2006 WESTOP Conference
• To complete the discussed Policies, Procedures & Protocol manual for WESTOP
• To begin setting up committees using the newly proposed structures in order to get more services to the members

Summary

It has been a pleasure serving all of our members this past 11 months.  The time this Board has had was not long, however many important issues have crossed our paths during this time.  WESTOP has grown over the years and now serves many purposes for many individuals.  While these are dire times for many of our programs, we will need to continue to work together with our strengths to keep our programs and their abilities to help our students.  Our Association is arguably the most diverse in the entire US Department of Education, and it is this diversity we must use to empower all of us to succeed.  As it has been stated before, we will either hang together, or we will surely hang separately.  Let us continue to work for the continuation of our programs, for the continued improvement of our professional staff, and for the future of all!

Respectfully submitted by: James Oda

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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

The main objective for the CFO during the 2004-05 year was to stabilize the chapter’s funds and make sure all the treasurers were trained on the accounting software, Quickbooks.  At the May Board of Directors meeting, the treasurers assembled and training was given to the treasurers of each chapter.  The treasurers accomplished the goals of understanding the software.  As questions arise, the treasurers are contacting the CFO for additional assistance.

There were two chapters that had changeovers in treasurers, the SoCal and PI Chapters.  The CFO went through the books of the SoCal Chapter and found minor problems that are being corrected by the new incoming treasurer.  The CFO had to takeover the PI Chapter’s funds until a suitable and consistent treasurer can be found for the chapter.  With the substitution of treasurers, completing the taxes for the short year 2004 was impossible; therefore the CFO will have to do a calendar year tax return for the 2004 calendar year.  It is the hope of the CFO that a short return can be accomplished for the 2005 year.  This will allow the return to be consistent with the fiscal year.

The bookkeeper, Tom Van Huss, has been waiting for the chapters to send in their required materials.  Fees will now be imposed on each chapter if the material is not sent in at the required time. As of this report, WESTOP and SoCal Chapter, and Arizona finances are now being handled online under the software company.  The CFO, Chapter President, and Treasurer will have access to the Chapter Reports and the Bookkeeper, WESTOP President, and CFO will have access to the WESTOP reports.  This will aid in expediting the required information to the bookkeeper.  This decision was based on the cost of new desktop software.  The online edition automatically updates itself with free technical support.  The WESTOP Finances have been online since October and there is very little difference between the desktop and online version. 

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 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.  Since the previous insurance agent could no longer handle WESTOP’s needs (being in four different states) new insurance was sought and insurance was procured for the Directors Liability and Dishonesty Bond.  A short term bond is being carried for the WESTOP Conference in Hollywood while the long term insurance for general liability is finalized.

Checking Balance 3/5/05)                        178,291.33

Savings Balance   (3/5/05)                           87,730.16

Recommendations:                   

1. The imputing and updating of membership information is very time-consuming,      therefore, the CFO is requesting the proposal made by the Membership Chair be considered for the 2005-2006 year.  This proposal will change the membership from individuals to programs.  This will alleviate a great deal of work for the CFO.

1. The CFO is requesting that an online registration company be used for the annual conference registration.  Individuals will be able to register online and payment sent to the organization which will then be verified by the Registration Chair.  Set-up of the website is flexible and the cost is minimal compared to the exhaustive hours spent by the Registration Chair to register everybody for the conference.  The use of a credit card is also available.

Respectively submitted, Joy Brittain, CFO

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SOUTHERN CALIFORNIA CHAPTER

Chapter President:   Tomasa Mauricio

Chapter Officers:    President-Elect: Vacant, Treasurer: Desiree Alvarado, Secretary: Yara Jimenez

Bylaws Citation:   Article III, Sections 3.5 & 3.3

Year in Review:

1.            The Southern California Chapter had 7 Chapter Meetings during the 2004-2005 year.

-May 7, 2004: San Diego State University

-September 22, 2004: San Marcos Civic Center

-October 15, 2004: California State University, Los Angeles

-November 12, 2004: Professional Development Seminar in Palm Springs, CA

-January 14, 2005: California State University, Long Beach

-February 5, 2005: Student Leadership Conference at California State University, San Marcos

-March 7, 2005: WESTOP Annual Conference in Hollywood, CA

2.  Professional Development Seminar, “Promoting Academic Excellence Through Collaboration and Partnerships”:  Chaired by Ms. Romelia Madrigal Bryant (SSS/UB, Santa Ana College).  There were a total of 126 paid participants.  Speakers and workshops and activities were well received by the membership.

3.  Student Leadership Conference, “Finding the Extreme Leader in You”: Chaired by Ms.

Sandra Ponce (UB, CSU San Marcos).  440 participants attended the event which offered a keynote speaker, 24 leadership workshops, music and fun.

4. Scholarships: Chaired by Mr. Marvin DaCosta (TS, CSU LB).  Fifteen, $500.00 scholarships were awarded at the Student Leadership Conference.

5. 2005 Policy Seminar : Education and Legislation Committee, Chaired by Ms. Desiree Alvarado (UB, CSU LA) and Mr. Anthony Johnson (SSS, CSU LA).  For the first time, SoCal sponsored two students and staff members to attend Policy Seminar.  The Chapter also created the 2004-2005 Highlights of Southern California Programs Handbook to be distributed to Congressional representatives.

6. TRIO Day Celebration:  “Celebrating our Success and Preparing for our Challenges”:  The event, hosted by the University of Southern California’s Educational Opportunity Programs Center, featured guest speakers, rallies and campus tours.  Approximately 1,200 students and staff attended the event.

7. Emerging Leaders Institute: Professional and Program Development Committee,

Chaired by Mr. Gerald Bryant (McNair, CSU Fullerton).  The first ELI cohort was introduced at the January 14th Chapter meeting.  A “Manual for Policies and Procedures” was developed and will be used during the training sessions.  ELI participants will be participating in the COE Leadership Summit and Policy

Seminar.

            ELI Participants:

            Ms. Hortencia Cuevas, Talent Search, CSU Long Beach

            Mr. Anthony Johnson, SSS, CSU Los Angeles

            Dr. Jennifer Vega La Serna, McNair, CSU Dominguez Hills

            Mr. Curglin Robertson, Educational Opportunity Center, CSU Long Beach

Chapter Income:

Professional Development Seminar:            $16,225.00

Student Leadership Conference:                   $16,380.00

Chapter Meeting Raffles:                                 $974.00

Chapter Fundraiser (Dodger Night)            $1458.00

Chapter Fundraiser (Buick Invitational):       $140.00           

Total:                                                                   $35,177.00

Chapter Expenditures:

Professional Development Seminar:            $9,384.20

Student Leadership Conference:                        $11,402.00

Emerging Leaders Institute:                        $6,350.00*

Scholarships:                                                $7,500.00

Policy Seminar Scholarships:                        $6,000.00*

            Other Chapter Functions:                                    $1,000.00           

            Total:                                                                        $41,636.20

*$8,350.00: Taken from reserves to cover costs for ELI and 1 Policy Seminar Scholarship.

Current Balance: $53,470.46

Recommendations:

• Continue to support new professionals by sponsoring the Emerging Leaders Institute.
• Contact new program personnel to encourage them to participate at the Chapter level.
• Work with other Chapter Presidents and Membership Chair to develop a marketing plan for the association.
• Continue to encourage usage of SoCal Chapter web page.
• Continue to maintain the membership informed of issues affecting programs and students.

Respectfully Submitted,

Tomasa Mauricio, Chapter President

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CENTRAL CALIFORNIA CHAPTER

President:            Samuel Cortez

Chapter Officers: Martina Granados- President-Elect, Melissa Padilla- Treasurer, and Fabio Gonzalez– Secretary

By-Laws Citation:  Article III, Sections 3.5 & 3.3           

DESCRIPTION:            The Chapter President shall provide leadership for the respective Chapter, act as spokesperson for the Chapter and serve on the Fiscal Affairs Committee.

ASSIGNED OBJECTIVES

• Provide executive leadership and ensure that all programmatic and fiscal operations of the Chapter are functioning properly. Conduct periodic Chapter meetings to facilitate a two-way flow of information between the Board and Chapter.

2.   Prepare and submit a revised Chapter budget at the May Board meeting for approval. Budget must include both projected revenue and expense for the calendar year. Review the current budget and consult with current Chapter Treasurer, past President and Treasurer as necessary.

3.   Provide a Chapter report, to include Chapter activities and financial status at each Board meeting and submit annual and other reports as required.

4.  Serve on the Fiscal Affairs Committee and ensure that all financial information is forwarded to the WESTOP Chief Financial Officer in a timely manner, especially the “End of the Year Statement” for tax reporting purposes.

5.   Ensure that Chapter Board reports are submitted to the WESTOP website administrator as soon as possible after each Board meeting.

YEAR IN REVIEW

This was the second year as an official chapter.  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 accomplishments for the year:

• 65 members actively involved
• Six meetings took place:
• May 7, 2003/CSU Monterey Bay
• August 13, 2004/CSU Fresno
• October 15, 2004/San Jose State University
• December 3, 2004/Quality Suites, San Luis Obispo CA
• February 11, 2005/Modesto Junior College
• March 7, 2005/ Hollywood, CA
• The Chapter made a decision to hold the Annual WESTOP Conference for Central Cal Chapter in Las Vegas NV on March 2006. The Riviera Hotel was selected as the site for the Conference. Rey Cuesta was selected as the Conference Chair.
• A new web site was purchased and developed to enhance the communication needs of our Chapter; the site is http://www.centralcal.org/

Events

• Summer Jam event was held at CSU Monterey Bay on June 25, 2004.  320 participants made up of students and staff attended.
• Professional Development Seminar (PDS) was hosted at Cal Poly in San Luis Obispo, California, December, 1-3rd, 2004.  49 professional staff members, students and BOD representatives participated in the event.  One pre-seminar workshop- An ETS Proposal Writing Workshop- was offered. The WESTOP Board of Directors also met at Cal Poly following our PDS.
•    TRIO Day was hosted at the State Capitol in Sacramento in conjunction with the Northern CA Chapter. 165 participants from Central CA chapter attended the event.  450 participants attended with both chapters combined.
•    The Student Leadership Conference was held on January 29th at CSU Fresno, over 300 students and staff participated. 
•    Twenty scholarships were awarded to students in Central California Chapter. USA Funds awarded $667 to the scholarship fund.
• An event named “Sharing is Caring” took place at San Jose State Nov 19, 2004. ETS and Upward Bound staff shared materials and best practices in an effort to improve their respective programs.

Recommendations

• Chapter Officer positions should be considered for two year terms. President should serve one year as President-Elect.
• Provide additional training in technology to chapter membership.
• Continue to seek ways to increase paid membership and increase numbers.
• Seek ways to involve new members into leadership positions in chapter.
• Establish clear and concise scholarship committee policies. Make sure effective fundraising efforts take place to beef up scholarship coffers, seek private contributions.

CENTRAL CALIFORNIA CHAPTER BUDGET FOR 2004-05

Respectfully submitted by, Samuel Cortez

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2004-2005 WESTOP ANNUAL REPORT:  ARIZONA CHAPTER

Chapter President:                        Anita Blanco

Chapter Officers:                        Rhonda Moses, President-Elect
                                                Kevin Chase, Treasurer
                                                Tiffany Barner, Secretary

Bylaws Citation:                        Article III, § 3.1 - § 3.5

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

Assigned Objectives:              Each of the assigned objectives were met.

Provide executive leadership and ensure that all programmatic and fiscal operations of the Chapter are functioning properly. Conduct periodic Chapter meetings to facilitate a two-way flow of information between the Board and Chapter. 

2.            Prepare and submit a revised Chapter budget at the May Board meeting for approval. Budget must include both projected revenue and expense for the calendar year. Review the current budget and consult with current Chapter Treasurer, past President and Treasurer as necessary.

3.            Provide a Chapter report, to include Chapter activities and financial status at each Board meeting and submit annual and other reports as required.

4.            Serve on the Fiscal Affairs Committee.

5.            Ensure that Chapter Board reports are submitted to the WESTOP website administrator as soon as possible after each Board meeting.

6.            Make arrangements for any Board meeting held within the region of the Chapter, to include meeting room space, and hotel and ground transportation information. Room should include table seating for a minimum of 30 persons, preferably in a “Hollow Square” arrangement. The Chapter, at its discretion, may provide continental breakfast(s) and/or refreshments during Board meetings and may inform Board members in advance as a courtesy.

7.            Ensure that all financial information is forwarded to the WESTOP Chief Financial Officer in a timely manner, especially the “End of the Year Statement” for tax reporting purposes.

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

Year in Review:           
5 chapter meetings were held throughout Arizona.  These were hosted by:  Arizona State University, GateWay Community College, Northern Arizona University, Embry-Riddle Aeronautical University, and Diné College.
A Gates Millennium Scholarship training workshop was offered by the chapter at Northern Arizona University and facilitated by the Gates Foundation.
For the first time in its history, the Arizona Chapter visited Diné College on the Navajo reservation in northeastern Arizona.  Diné College and the Navajo Nation hosted the annual Professional Development Seminar in Chinle, Arizona during January 9-11, 2005.  This was attended by 31 professionals from Arizona, as well as California.  Numerous community members also joined for sharing of culture and fellowship. 
A Pre-Conference ETS/EOC Grant Writing workshop was offered at Diné College on January 10, 2005.  Participants included those from Arizona, California, and Utah.
The annual Student Leadership Conference (for pre-college students) and the Student Success Seminar (for college students) were combined.  This TRiO Leadership Conference (a.k.a. TLC) occurred at Camp Tontozona in Payson, Arizona February 3-5, 2005.  The TLC attracted 75 students and staff where participants focused on the theme of “A Passion to Lead.”
TRiO Day was celebrated on February 26, 2005 at Arizona State University.  Attendees included students, TRiO alumni, TRiO staff, university administrators, family of TRiO participants, community members, and state representatives.  Media was also present to capture attendees that totaled just under 200.
The Arizona Chapter will be having 9 TRiO professionals, 5 students, and 3 TRiO alumni advocating for TRiO in Washington, D.C. during the annual COE Policy Seminar, March 13-15, 2005.

Recommendations:
Develop a Chapter Strategic Planning committee to determine impact of WESTOP Strategic Planning.
Provide greater opportunity for professional development, especially for those new to TRiO and/or the Chapter.
Focus more on fund development via sponsorship and fundraising rather than relying on activities to generate monies.
Provide opportunities for engagement with elected officials at the state and federal level, as well as the Arizona Board of Regents and Community College governing boards.

Summary:           
Together, the Arizona Chapter exceeded objectives.

Respectfully submitted by: Anita Blanco

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NORTHERN CALIFORNIA CHAPTER ANNUAL REPORT

Chapter President:             Kristen Van Sambeek

Chapter Officers:             D. Matthew Benney, President Elect
                                    Ping Chan, Treasurer
                                    Susana Hernandez, Secretary

Bylaws Citation:            Article 3, Sections 3.5 & 3.3

Objective:            The chapter president shall provide leadership for the respective chapter, act as spokesperson for the chapter, and serve on the Fiscal Affairs Committee.

Year in Review:

• The Nor Cal chapter held six chapter meetings during the 2004-2005 year.

7 May 2004                                    Yuba College

6 August 2004                        Humboldt State University

20 September 2004                        University of San Francisco

19 October 2004                        Nor Cal PDS, South Lake Tahoe

19 November 2004                        Mills College

14 January 2005                        University of California, Davis

• Five TRIO Achiever Scholarships were awarded by the chapter. The recipients were Maria Cuevas (UC Davis UB), Norma Hernandez (Yuba College UB), Blanca Palomina (CSU Chico UB), Ofelia Ramirez (Yuba College SSS), and Blia Yang (UC Davis UB). The chapter also awarded a scholarship to attend the COE Policy Seminar to Judy Saechao (Mills College UB).
• The Fund Development Committee raised $480 through the sale of tickets to a Sacramento Kings game in 2004. It was such a successful venture that the committee purchased more tickets for a game in 2005. Funds were also raised by holding a traditional raffle and a separate scholarship raffle at the PDS.
• A very successful Professional Development Seminar took place in South Lake Tahoe 17-19 October 2004. Seventy-nine members and non-members attended.
• For the second year, the Northern California chapter partnered with the Central California chapter to hold a well-attended (237 students and staff registered) and well-publicized TRIO Day event at the state capitol.
• Yuba College TRIO Programs hosted the 2005 Student Leadership Conference. The theme was             Triumphing in Education

Responding with Knowledge

Improving Ourselves

Overcoming Adversity.

• Efforts to outreach to non-TRIO educational equity programs, as well as to those TRIO programs that have not been involved in the association continued.

Recommendations:

• Support efforts to provide data that shows the excellence of our programs.
• Endeavor to find creative ways to increase chapter revenue in order to promote and create more professional development opportunities and student scholarships, and to actively respond to threats to educational equity programs.
• Continue collaborating with Central and Southern California chapters on state-specific activities and issues, as well as with all of the chapters on federal issues.
• Continue efforts to outreach to other educational equity organizations and to TRIO programs that are not active in the association.

Respectfully submitted by: Kristen Van Sambeek

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Pacific Islands Chapter

Chapter President:  Morgan Jonas

Chapter Officers: Vice President(Pres.Elect); Rose Eachus, Secretary  Edna Martinez; Treasurer  Armstrong Debelbot; Public Information  & Relations  Huan Hosei

Bylaws Citation:Article III, Section 3.3 & 3.5

The Chapter President shall be responsible for chairing chapter meetings, act as spokesperson for the chapter, be the chapter representative on the WESTOP Board of Directors and serve as a member of the Fiscal Affairs Committee.

Assigned Objectives:The responsibility of the Chapter President and Officers were to provide leadership and ensure proper function of chapter. Hold chapter meetings and act as liaison between chapter and WESTOP Board of Directors. Coordinate training for chapter members, make the chapter functions be known to more people around us, continue to support the functions of the WESTOP and COE.  To this end the following objectives were established:

1. The President will attend regional meetings as scheduled and report issues and concerns through the assistance of the secretary;
2. The chapter will meet no less than five (5) times during the year;
3. Commit to sponsor a PDS and 4th annual Student Leadership Conference;
4. Determine ways to increase the chapter budget;
5. Increase chapter membership;
6. Pacific Islands to be included in the COE literature;
7. Welcome and support new TRIO programs and personnel.

Year in Review:

• The President attended four (4) of the six(6) regional board meetings as scheduled and reported issues and concerns through the assistance of the chapter Secretary.
• The chapter met 5 times during the year (May 27,04, August 19,04, October 29,04,January 13,05 and February 11,05). All chapter meetings were conducted through PEACESAT  except for the January 13th meeting.
• The chapter sponsored two PDS training;
• Maui PDS assisted by University of Washington TRIO Training Team “ Technology by the Sea” took place on November 8 – 10, 2004. Under the leadership of Nancy Hasenpflug the training was successful. 
• Mini PDS assisted by Western Kentucky Training Team “Regulations and Policy Procedures” January 13-15, 2005.  Heinrich Palik was able to coordinate the event successfully.
• Sponsored the 4th Annual PI Student Leadership Conference from January 10 – 13, 2005.  Under the leadership of Churchill Edward, a highly successful 4th annual Student Leadership Conference was held at the College of Micronesia-FSM, national Campus.  259 students were participating in the conference.
• Pacific Islands and Caribbean (CATP) are now included in the literature (brochures/publications) of the COE.
• Established the position of Vice President (President Election) and Public Information officer to work with the chapter president.
• Welcome and support new TRIO program personnel.

Recommendations:

• Continue to support the PDS and SLC; however, schedule the events at different dates;
• Continue to increase WESTOP membership;
• Develop strategies that will encourage members to take active roles in the chapter and regional level;
• Continue to find a more effective way to carry-out chapter meetings.

Summary Comments:

It has been my honor to serve as Chapter President and I would like to thank all members of the Pacific Islands chapter who made 2004-2005 a success.

Respectfully submitted,

Morgan Jonas, PI Chapter President , 2004-2005

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Fund Development Report

CHAIRPERSON:                        Rey Cuesta

COMMITTEE Members:  Chapter Presidents, Carolina Cardenas, Anita Blanco, Oscar Cobian, Michele Scott, Sam Cortez, Diva Ward & Chris Turntine, Leonard Wood, Lydia Perez & Howard Willis, Kristen Van Sambeek, Darlene Conwell, Morgan Jonas-Pacific Island, and Tomasa Mauricio-

BYLAWS CITATION:            Article VIII, Section 8.10(a)(8) & 8.10(b)

DESCRIPTION:                 The WESTOP Fund Development Committee, via two subcommittees, is responsible for identifying corporate donors, partnerships and sponsorships and assisting the Association in fundraising at the Annual Conference and throughout the year.

Year in Review

Communications

Began the year helping the Communication Committee by sending out two emails to all chapter presidents in regards to State Initiative.   All Chapter Presidents respond to both of Communication Director’s requests.

Fundraising

I assisted Oscar Cobian & Michele Scott, the Co-Directors for the upcoming Hollywood conference. Started working with Fundraising Chair who was in charge of soliciting corporate funds for their SoCal chapter.  Sent letters to different companies and individuals requesting donations.

Assisted Diva Ward, Silent Auction chair, and her committee to continue with their efforts to come up with creative and fun ways to motivate others to get donations for the Silent Auction in Hollywood.  We requested that all chapters donate a “chapter basket” containing items from their chapters.  Also, different companies and individuals were asked to donate.

COE Fundraising

Formed partnership with COE Fundraising Committee and discussed  with Carolina Cardenas, COE fundraising Chair, about ways to fundraise for WESTOP to meet fair. Some Ideas were a weekend excursion for two, hotel and airfare included.  Also discussed a yearly calendar utilizing members from WESTOP to participate.

Fund Development

I started the year with three committees: The Communication, COE Fundraising, and WESTOP Fund Development Committee.   I established communications with each committee and presented several ideas to two of the committees and followed a request from the third committee regarding timeline issues. The fund Development Directors communicate regularly with Conference Chair and coordinate fundraising activities, such as the Grand Prize, which will be airfare for two and a three-night room accommodation for next year’s conference. 

Recommendations

• To establish prompt communication with Conference committee, and establish timeline and dateline for fundraising
• Utilize the newsletter for publicity and/or solicit potential sponsorship
• Continue to request support from the Chapters in getting donations for silent auction
• Utilize the website for potential revenue as far as ads
• Survey members for different ideas for fundraising

Respectfully submitted by: Rey Cuesta, WESTOP Fund Development Chair

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COE FUND DEVELOPMENT COMMITTEE

Chairperson:  Marsha Gable

Committee Members:  Huan Hosei, Sam Cortez, Rhonda Moses, and Jose Martinez-Saldana

Bylaws Citation:  This committee shall be responsible for organizing and coordinating fund development activities for the Council for Opportunity in Education (COE).

Assigned Objective:  The COE Fund Development Committee is responsible for assisting the Association in meeting Fair Share.  This year, the committee facilitated information campaigns to the membership, made strong connections with COE Directors to assist in plans and to provide resources, and the Committee will provide Fair Share fundraising activities at the Annual Conference.

Year in Review:

Due to the resignation of the previous Chairperson in mid 2004, the position of Chair for this committee was not selected and officially on-board until October 2005.  The year has been challenging, although as a committee we have made strides over the past 5 months.  Listed are our objectives and progress made this year.

Continue to support the legislative advocacy efforts of the Council for Opportunity in Education at the national level.

• Positive connections have been made with the COE Director of Development.  She has provided the committee with numerous resources to advocate COE at the regional level, as well as being responsive to questions and concerns which were posed to the Chair during the year.  Resources and literature directly from COE include brochures, corporate profiles/reports, and “Help Us Help Them” pamphlets.
• Information was provided from COE on the upcoming Phone-a-Thon in February.

Help Association meet Fair Share portion for the COE (goal #4).

• As of February 22, 2005, WESTOP has met 47% of the annual Fair Share goal.
• Certificates and thank you notes were sent to members and/or institutions who have made personal contributions, renewed or subscribed to the annual subscription package, and/or have renewed or become institutional members.  The region and the committee continue to struggle with institutional membership, which is very important in meeting our Fair Share goal.
• Activities are planned for the Annual Conference in March to motivate and excite members to contribute to Fair Share.  These activities will include:  stuffed bear (with t-shirt printed “TRiO Makes a Difference!”) fundraising sales; personal contribution gifts for members who make a President’s Council or above contribution; and a “Chapter Challenge” to assist in increasing our Fair Share to-date.
• Chapter presidents were asked to add COE Fair Share to their chapter meeting agendas in January, to solicit personal contributions and subscriptions.  SoCal was the only chapter who rose to the challenge and received $250.00 in personal contributions at their meeting.  Chapters were also asked to provide feedback.

Educate membership about COE and reasons for attaining Fair Share.

• Again, chapter presidents were asked to add Fair Share on their agendas and to promote for personal contributions and/or subscription or institutional membership.
• The committee Chair gave SoCal a detailed review of COE Fair Share in their January meeting.  Handouts about COE and contributions were distributed.
• Periodic e-mails were sent to the membership to inform them of Fair Share and the region’s progress to our goal.  Additionally, recent contributors and institutional members were highlighted in this communication.
• A COE Fair Share table has been arranged in the Exhibitor’s area at the Annual Conference.  Literature, brochures, pamphlets, and contribution opportunities with gifts will be available for the membership.  Committee members have been asked to assist in covering the table, and being available to answer questions about Fair Share and education about COE.
• The Chair will be participating in the Newcomer’s Orientation Session at the Annual Conference.  Literature, information, and motivation will be shared with newcomer’s on the importance of our relationship to COE, as well as the priority of our large region meeting Fair Share annually.

Recommendations:

• Start the Fair Share year stronger, at the beginning of the cycle which is July 1st annually.  By waiting until September or later in the Fall to begin the Fair Share campaign, it becomes too late to make a huge dent by March.
• The COE Fund Development Committee Chair should be a 2-year position.  It is difficult to begin mid-Fair Share-year, and make a significant impact.  In addition to learning what was previously and to obtain appropriate materials to begin the Fair Share campaign for our region.
• More committee members per chapter to assist with educating members, announcing Fair Share at the chapter meetings, and assistance with the Annual Conference fund-raiser and/or personal contribution drive.

Summary Comment: The committee was able to do quite a bit in a very short time period.  The COE Fund Development Committee can be contentious with WESTOP members who are unsupportive of COE for various reasons.  We made an effort to address those individual concerns through dialogue with COE and feedback.  Most members were satisfied with the quick and comprehensive replies.

Respectfully submitted by: Marsha Gable

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FINANCIAL AFFAIRS COMMITTEE

Chair:                        Tomasa Mauricio, Southern CA

Committee Members: 

Anita Blanco, Arizona; James Oda, President; Sam Cortez, Central CA; Jose Martinez-Saldaña, President-Elect; Morgan Jonas, Pacific Islands; Darlene Conwell, Past-President; Kristen Van Sambeek, Northern CA; Michele Scott, Conference Co-Chair; Leonard Woods, Nevada; Oscar Cobian, Conference Co-Chair; and Joy Brittain, CFO

Bylaws Citation:                        Article VIII, Sections 8.10(a)(9)

Assigned Objectives:            The Financial Affairs Committee (FAC) is constituted of the Chapter Presidents. Ex-officio, non-voting members of FAC include the President, Past President, President-Elect, annual Conference Chair and the Chief Financial Officer. All monetary matters and/or request are made to the FAC. FAC makes recommendations and presents to the overall board for review and/or vote.

Year in Review:

May Board Meeting:

• Selected a FAC Chair by May 7, 2004.
• Reviewed and approved all chapter budgets (except NorCal) as submitted. NorCal will re-format budget.
• Reviewed all committee budgets submitted and made the necessary allotments in the WESTOP budget for the upcoming fiscal year.
• Approved Past-President Conwell’s request to provide remaining conference bags to other regional representatives at the next COE Board meeting.

August Board Meeting:

• Approved revised Northern California Chapter budget as submitted.
• Approved COE Conference costs for Presidents, if needed. The committee felt it is in the best interest of the association for Presidents to be at the national conference.
• Moved $6,000 from savings account to checking account to cover deficit for first six months of year.  Money to be returned to the savings account at the end of the fiscal year. Deficit due to the fact that we have not yet collected membership dues.
• Revised the following wording of the Fiscal and Accounting Policies Manual [500 Cost Accounting Policies C4c] to: Meals: Up to $4700 per day up to (3) days except when meals are provided ($9.00 Breakfast, $12.00 Lunch, $24.00 Dinner and $2.00 incidentals). Total request shall not exceed the $47.00 per day limit (including tips).

October board Meeting:

• Approved revised Northern California Chapter budget as submitted.
• Approved that all three Presidents have credit card so that they are able to make their own travel arrangements.  They will all still be responsible for submitting paperwork in to the CFO on time and CFO will continue to monitor card activity with the monthly statements.  Cards can be revoked at the discretion of the CFO and FAC.
• Approvedrevised Southern California Chapter Budget as submitted.

December Board Meeting:

• Approved $800.00 budget for the Fund Development Committee.  Committee will use this money to buy item(s) (Flight and accommodations for two to Las Vegas, NV) for the Annual Conference in Hollywood, CA.  Expected income: $1600.00
• Approved allocation for submission to Dunn and Brandstreet the full financial record of WESTOP in order so that it can be used for credit approval. Total cost is $499.00, which will be taken out of the “Bookeeper” line item.
• Approved and additional $500.00 to be placed in each Board member’s travel budget to compensate for extra meetings. Total cost: $11,000 (to be taken from reserves).
• Approved Arizona Chapter budget revision as submitted.

January Board Meeting:

• Approved request that the Pacific Islands Chapter finances be taken over by the CFO until a time when the Chapter can provide a consistent and reliable Treasurer.  Binders with fiscal information will be forwarded to CFO no later than February 4, 2005.
• SoCal Budget Adjustment: Approved to take $6,350.00 from Chapter Reserves to cover the costs associated with the Emerging Leaders Institute.
• Requested that the Executive Committee develop a policy regarding the use of TRiO Think Quest allotted funds.
• Approved the following for the Fiscal and Accounting Policies Manual:
• Travel Reimbursement Policy: WESTOP will not pay for any additional (liability) insurance that is already covered in our general liability clause/coverage. [in addition to…Section 303A General Liability Insurance The Board of Directors (as an entity) will be covered by injury and property damage insurance at $1 million maximum occurrence claim or as designated by the general liability insurance purchased each year.]
• Chapter fiscal records must be reconciled by the 15th of each month.  This reconciliation includes communication of this to the WESTOP CFO, WESTOP bookkeeper and Chapter President.  Failure to do so will result in a $25.00 fine against the Chapter for each day late.  After a period of 30 days, fines will double unless otherwise determined by FAC.  [in lieu of… Section 204 Authorities 204.3 f Chapter monthly reports must be submitted to bookkeeper within 30 days of closing month.]
• Approved that $5,000, from the allocated amount set aside for Research, be taken from reserves to pay for a new server and FileMaker Pro software.  This server will serve as a mechanism to facilitate collection and dissemination of information data and discussion.
• FAC recommended that no pre-payment of Corporate Card usage be made for President Oda until formal, written requests have been submitted ahead of time.  Decision is based on a two-year history of President Oda not submitting required forms on time.

Recommendations:

• Continue to assign specific duties to Committee members (Chair, Vice-Chair, Secretary, Bylaws, Parliamentarian).
• Develop a policy on the use of Reserves.
• Continue to work with Chapter Treasurers to make sure information is being submitted on time.

Respectfully Submitted by: Tomasa Mauricio

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PROFESSIONAL DEVELOPMENT COMMITTEE

Co-Chairs  Jake Lindsay, Rhonda Moses

COMMITTEE Members            Carolina Cardenas, Kristen Van Sambeek, Oscar Cobian, Howard Willis, Michelle Scott, and Leonard Woods

Bylaws Citation:  Article VII, Section 8.10(a)(6)

DESCRIPTION:

This committee shall be responsible for organizing and coordinating workshops and materials for the professional development of WESTOP Members.

Assigned ObjectiveS:

1. Establish methods to insure appropriate professional development offerings
2. Provide professional development opportunities in addition to the Annual Conference
3. Evaluate effectiveness of professional development offerings and modify as needed

Body of Report:

The original objectives assigned to the Professional Development Committee at the beginning of the 2004-2005 WESTOP Board of Directors term included the following:

• Plan and implement mentoring programs for new members and new programs
• Establish methods to insure appropriate professional development offerings
• Provide professional development opportunities in addition to the Annual Conference and Chapter events
• Evaluate effectiveness of professional development offerings and modify as needed
• Develop and submit a Training Grant proposal for federal funding

The objectives originally charged to the Professional Development Committee were deemed too lofty to carry-out within the time period of year. As noted in the section titled “Year in Review” it has been extremely challenging to take on all of the objectives due to the focus on the pre-conference sessions. Subsequently, the committee focused on the above mentioned “Assigned Objectives” and has offered several recommendations for the upcoming committee.

Year in Review

1. The Professional Development Committee worked collaboratively with the other WESTOP Committees in developing four pre-conference sessions for the WESTOP Annual Conference.

1. The Committee began a dialogue on how to offer professional development opportunities that are relevant to the membership which will be offered at all Chapter Professional Development Seminars. The method outlined will decrease the Board’s travel expense while affording the membership with an additional training opportunity.

Recommendations for next year

1. Shift the WESTOP pre-conference responsibilities to the conference committee.  This will enable the professional development committee to focus on developing opportunities to WESTOP members to enhance their professional skills.

1. Create tie-ins with pre-approved training associations in order to offer the membership professional development opportunities that are free or extremely affordable.

1. Create a bank of potential trainers (which is updated annually) of qualified professionals who are able to provide workshops or trainings to the WESTOP membership.

1. Work with the Chapters in providing professional development opportunities at all Professional Development Seminars (can potentially tap into the resources discussed in recommendation #3). 

1. Collaborate with the Research and Technology Committee and Training Grants in order to develop a Annual Technology Conference separate from the WESTOP Annual Conference. This can potentially generate revenue for WESTOP while also providing affordable technology training within our region.

Summary comment

It is the contention of the committee that in order for the Professional Development Committee to move forward in its goals and objectives, the responsibility of creating pre-conference sessions for the Annual Conference should be positioned under the conference committee. Increased creativity, flexibility and communication within both the Professional Development Committee and Conference Committee will be a direct outcome by having the WESTOP Conference Committee accountable for pre-conference sessions.

Respectfully submitted by: Jake Lindsay & Rhonda Moses

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COMMUNICATIONS COMMITTEE

Co-Chairs: Lydia Perez and Howard Willis

Committee Members: Kristen Van Sambeek, Jose Martinez-Saldana, Lee Fulmer, Tomasa Mauricio, Vanessa Kenyon and Dave Ferguson

Bylaws Citation: Section 2.2 (a), (e), and (h). 

Assigned Objective: To establish/maintain a communication network among TRiO personnel and other educational equity professionals. Investigate, evaluate and monitor chapter, regional and national legislation, educational developments/issues and other information pertinent to the mission of WESTOP and TRiO.  Establish an informational clearinghouse and communication network concerning all legislation in postsecondary education that concerns those served by TRiO and other similar programs.  Create and distribute a WESTOP Newsletter.

Introduction

As the 2004-2005 board year began, the Communications Committee was asked to respond to particular committee goals by the WESTOP President.  Those committee goals were: (Goal 1) create standard procedures for disseminating information within the Chapters and the Association (Goal 2) establish and maintain collaborative linkages and alliances with other educational equity organizations (Goal 3) develop strategies to coordinate with other equity organizations to maximize student benefit (Goal 4) incorporate new communication technologies into Association business and activities (Goal 5) implement structures within the Chapters that will empower members to influence state policy and legislation (Goal 6) establish incentives for WESTOP members and future leaders to conduct and publish research (Goal 7) create publications and forums for the dissemination of research (Goal 8) encourage individual programs to conduct and publicize research. 

At the May board meeting, initial ideas were put in place to address these goals.  The ideas were as follows: (Goal 1) develop and implement procedures to disseminate information not just at the chapter level but at regional and national levels, focus will be to reach as many members as possible and to reduce duplication of information (Goals 2,3) survey WESTOP members of their involvement in other educational equity associations/organizations and use those responses to develop linkage and alliance efforts (Goal 4) committee co-chairs will sit on Research and Technology Committee to collaborate with that committee on new ideas (Goal 5) collaboration with Legislation and Education Committee on how this committee can assist in its efforts at both the regional and chapter level, utilize the WESTOP website for information dissemination and resource building (Goals 6,7,8) develop an entity similar to the Pell Institute that would provide an online forum for dissemination of research and an arena to invite research submission, requests that workshops be available at chapter professional development seminars and regional conferences on how to conduct research, collaborate with Research and Technology Committee on their efforts to generate new research, develop incentive program to reward and motivate research efforts.

Year in Review

(Goal 1) Co-Chairs worked in collaboration with all committees, Chapter Presidents and WESTOP Webmaster to establish communication procedures.  Emails to the WESTOP listserv announced that board reports were posted to the WESTOP website, a regional newsletter was distributed electronically twice and once hard copy and an alumni section was highlighted on the WESTOP website.

(Goal 4) Co-Chairs participated in technology workshops at chapter professional development seminars and added technology articles to the regional newsletter.

(Goal 5) Communications Committee assisted the Legislation and Education Committee with distributing resources, informing members and publicizing efforts via listserv reminders and newsletter articles.  Publicize chapters’ events via the regional newsletter.  Used regional newsletter and WESTOP website to disseminate information regarding the legislative process and advocacy resources.

(Goals 6, 7, 8) In collaboration with Research and Technology Committee, assisted in presentations on “how to conduct research” at the Central Cal and Arizona professional development seminars.  Collaborated with Research and Technology Committee on generating new regional research.

Recommendations

• Consider automatic listserv addition to new members
• Revive relationship with other educational equity organizations and explore collaboration opportunities with these organizations
• Assist chapters in coordination of symmetrical activities in various areas (professional development, advocacy…)
• Each chapter have their own public relations brochure to coincide with a regional brochure
• Explore development of online forum for dissemination of research and arena to receive research submissions.
• Develop incentive program to reward and motivate research efforts in the region.
• Request Chapters to submit local updates for each WESTOP newsletter
• Work closely with COE State Outreach Director regarding coordination of communications
• Continue collaboration with all committees to maintain communication structure

Summary

The committee, chapter and WESTOP Webmaster collaboration have been essential in order to disseminate centralized information to the membership. Collaborating with other educational equity organizations and advancement in technology will assist in furthering the Associations communication efforts.

Respectfully submitted by: Lydia Perez & Howard Willis

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LEGISLATION AND EDUCATION COMMITTEE

Committee Chair:  Stephen Domingues

Committee Members:  Sam Cortez,  Lindsay, Leonard Woods, Rita Escher, Ron Muriera, Tony Johnson, Heinrich Palik

Bylaws Citation:  Article VIII, Section 8.10(a)(4)

Overview of Objectives: The Legislation and Education Committee advises WESTOP members and the Board on issues related to Federal TRIO appropriations and to the Reauthorization of the Higher Education Act.  The Committee further works to educate members with respect to the legislative process, and it encourages members to participate in activities related to policy.  The Committee also organizes WESTOP participation in the annual COE Policy Seminar.

The Year in Review

The Committee this past year was active both in educational activities and in legislative advocacy.  The Committee used the listserv and the web site to keep members informed during the lengthy FY 2005 appropriations debate.  The Consolidated Appropriations bill for FY 2005 increased TRIO from $832.6 million to $836.5 million, a mere ½ of 1% increase.  Reauthorization of the Higher Education Act of 1965 (1998) was deferred to the 109th Congress, due, in part, to concerns regarding the proposed legislation raised by the TRIO community and by other educational organizations.

As an integral part of its educational responsibilities, the Committee conducted workshops on the topic of “The COE Policy Seminar and Relations with Congress” at chapter professional development seminars.  The Committee Chair spoke to the California McNair Directors, and he is scheduled to participate in a panel discussion on the FY 2006 budget during the Southern California TRIO Day activities at the University of Southern California.  The Committee Chair also is scheduled to participate in a panel discussion during the Annual Conference.

The Committee commended to the members recently published studies, including: “Trends in College Pricing 2004,” “Trends in Student Aid 2004,” “The College Cost Crisis,” and “America’s Untapped Resource.”  These and other studies documented persuasively the record-high financial barriers to educational opportunity.  Three recent studies, “Education Pays 2004,” “Working for California,” and “The Investment Payoff” demonstrated the benefits of higher education for individuals and for society.

Legislative advocacy took several forms in 2004-2005.  The Committee assisted the WESTOP President in the creation of a letter to Congressman Howard P. “Buck” McKeon which addressed our concerns regarding “The College Access and Opportunity Act of 2004 (H.R. 4283).”  As of this writing in mid-February 2005, the Committee is working with the Chapter Presidents to encourage a strong and effective WESTOP presence at the 2005 COE Policy Seminar.  A committed core of team leaders already has been identified, and WESTOP is on track to secure its Congressional appointments.  The Committee Chair is working directly with COE to ensure the coordination of efforts. 

The Committee developed a “blueprint for action” to respond to the President’s FY 2006 proposed budget.  That budget recommendation eliminates funding for Talent Search and for Upward Bound.  The Committee will present to the Board at its March 2005 meeting a comprehensive strategy to convince the U.S. Congress to continue its historic and bi-partisan support for TRIO and similar programs.

Recommendations for the Future

The 2004-2005 Legislation and Education Committee makes these recommendations to its successor:

1. If the Committee’s blueprint is adopted by the Board of Directors, provide overall strategic guidance to the Board.

2. Continue to monitor the progress of the Reauthorization of the Higher Education Act as it makes its way through Congress.  Continue to provide recommendations at key points to appropriate Congressional committees.

3. Advocate for increased TRIO and core student aid appropriations in FY 2006.

4. Continue to disseminate relevant and timely information to the membership concerning pending legislative issues via the WESTOP web site, listserv, newsletter, and other appropriate communication vehicles.

5. Coordinate WESTOP participation at the 2006 COE Policy Seminar.

Respectfully submitted by:  Stephen Domingues

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BYLAWS COMMITTEE

Co-Chairs            Diana Banuelos and Janis Marsh

COMMITTEE Members

Darlene Conwell, Past-President; Morgan Jonas, Chapter President; Lydia Perez, Communications; James Oda, President; Leonard Woods, NV Chapter President; and Anita Blanco, AZ Chapter President

Bylaws Citation:

Section 8.10 Committee of Members (a) (11) Bylaws Committee. This committee shall be responsible for reviewing the bylaws periodically to correct errors and eliminate inconsistencies, requesting recommendations for amendments from the Board and the Membership, and overseeing the amendment process.

DESCRIPTION:

The Bylaws Committee is to work with the Strategic Planning Committee on ensuring that the Recommendations that are in the Strategic Plan are reviewed and brought before the board for revision.

Assigned Objectives:

The assigned objectives that will affect the Bylaws are as follows:

Objective 1:  The association must decide if the board will retain both policy and service responsibilities or focus on policy.  If the board is designated a policy making body, the size of the board should be restructured to facilitate that function, and committees, standing and ad hoc, must be authorized to exist as free standing service bodies.

Objective 2:  If the aforementioned is approved:  a) the board could be reduced in size and provide improved representation, and b) standing committees could be assured a life greater than one year, which would be supportive to the completion of challenging objectives.

Objective 3: The Association should seriously consider forming a “standing” Conference Committee, composed of individuals with a working knowledge of conferences, charged with locating future conference sites and contract negotiation.

Objective 4: A clear distinction should be made concerning the services to be offered to members by the association and those to be offered by the chapters (i.e., professional development training).

Body of Report:

Expectations of the Bylaws Committee:This committee shall be responsible for reviewing the bylaws periodically to correct errors and eliminate inconsistencies, requesting recommendations for amendments from the Board and the Membership, and overseeing the amendment process.

• Review WESTOP By-laws and recommend any needed changes.
• Review recommendations of the Strategic Planning Committee for creation of proposed changes in Board structure and duties.
• Work to keep membership apprised of proposed changes and seeks member input on all proposed By-laws changes.

Year in Review

1. The Bylaws Committee worked collaboratively with the Strategic Planning committee in developing a draft proposal on the Statement of Purpose and structural changes of the WESTOP Board.
2. Bylaws changes would not be voted on this year, but would allow the membership to review the draft proposed changes and to continue discussions at the Chapter levels.

Recommendations for next year

1. To continue working within the Chapters on the proposed Statement of Purpose and structural changes of the WESTOP Board.

Summary comment

It is the strong belief of this committee that in order for the WESTOP Association to continue in a fiscally sound manner, it is imperative that the membership review how the business of WESTOP is being conducted.  It is our perception that WESTOP is maturing and is in dire need of restructuring.  Issues such as the War on Opportunity could be best addressed by the WESTOP Policy Board that deals with issues pertinent to policies and procedures. 

Respectfully submitted by: Diana Banuelos & Janis Marsh

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Research and Technology Committee

CHAIR: LEE FULMER

Committee Members: Cesar Alvarez,Diana Banuelos, Matt Benney, Stephen Domingues, David Ferguson, Lydia Perez, Howard Willis

Bylaws Citation: The responsibilities of the Research and Technology Committee shall include, but not be limited to, the promotion of research and technological issues and advancements as it benefits WESTOP’s purpose and those of programs represented by our Membership.

Assigned Objectives: The activities this year included training in both technology and research, a project to collect regional data to illustrate our programs’ effectiveness, a proposal for a three year plan to improve the Association’s use of technology, and the use of technology to conduct committee meetings online.

­

Year in Review

We had an extremely productive year.  Listed below are the objectives we were assigned as well as our accomplishments in meeting them,

Conduct research to identify crucial issues facing the Association and various constituencies

• The most important issue at the beginning of this Board year was to demonstrate the effectiveness of our programs.  To this end, we created the Data Collection Project (DCP) to begin collecting regional data on programs.
• The most critical issue at the moment is the possible defunding of Upward Bound and Talent Search.  The Web site is being utilized for current information, advocacy tools, and other resources.

Conduct and evaluate research that would identify needed training programs

• Began Technology training for members
• Gave technology presentations (Using Word to Improve Writing) at three Chapter Professional Development Seminars
• Will give technology presentation (Advanced PowerPoint) at annual conference
• Technology tips in each newsletter (Excel, Word)
• Conducted two preconferences (Dreamweaver, Using the WWW for Instruction)
• Wrote Department of Education grant with International Society for Technology in Education

• Began training in research for members
• Presented on research and data collection project at two Chapter Professional Development Seminars
• Wrote an article on the DCP that appeared in the February newsletter
• Submitted an abstract on the DCP for the annual conference

Conduct and disseminate research that will examine the effectiveness of programs

• Talked informally with members about what type of data should be collected regionally to demonstrate program effectiveness
• Gave two presentations on DCP
• Wrote article for newsletter to inform members of the DCP and obtain member feedback
• Informed membership of comment period on Mathematica’s request to collect the fifth round of data for the ongoing Upward Bound evaluation
• Requested that President Oda form a one-year ad hoc committee to implement the DCP

Create standard procedures for disseminating information within the Chapters and the Association

• Use of web as repository of information for current issues
• Created a system to track usage of the WESTOP web site
• Analyzed Web site usage

Incorporate new communication technologies into Association business and activities

• Used a MOO to conduct committee meetings
• Demonstrated use of MOO to Legislation and Education Chair and discussed possibility of using MOO with membership to discuss pressing issues
• Use of Web site as a clearinghouse for information and resources on the budget battle
• Wrote a proposal for a three-year plan to update the Association’s use of technology both in terms of service to members and in performing their duties more efficiently.

Create standard procedures for archiving the Association’s records, legal documents and history

Other Accomplishments

• Wrote a proposal for a new server

Recommendations

• Continue to provide training at Chapter professional development seminars, conference and be doing precons
• Survey members as to web site usage
• Continue writing technology tips for newsletter
• Look at how DCP could be extended
• Once a year, committee should check all links on Web site

Summary Comment: The committee was successful in not just achieving its goals this year, but exceeding them.

Respectfully submitted by: Lee Fulmer

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