Chapter Minutes--Sept. 2, 2005
Yavapai Community college
Prescott, Arizona

In attendance: Anita Blanco, Brenda Burns, Kristen Bury, Carol Clayton, Irv Coin, Lonnie Densberger, Michelle Figueroa, Evelyn Giunta, Sara Gjere, Linda Hooper, Jake Lindsay, Michael Lopez, LouVina Maho, Silvester Mata, Rob McCune, Margaret Medonza, Rhonda Moses, Todd Peapenburg.  Lydia Perez, Mary Tiradani,

1. Rhonda Moses calls the meeting to order at 10:25
1. Welcome and Introductions- Jake welcomes Arizona WESTOP to Yavapai College.  He thanks Carol and Lonnie for their help in putting this meeting together.   Rhonda starts with introductions, please sign in on the pink sign in sheet.
2. Review and approve May 3, 2005 minutes- Irv comments that in the third line of the President’s report, it should say Central California instead of Nevada.  Jake moves to approve the minutes, Lydia seconds.  Motion passes.

1. Best Practices-
1. Lydia explains that ASU Upward Bound has a scholarship program that began with a tuition waiver between UB and the Arizona Board of regents.  There are 45 recipients.  It has now turned into a cash award totaling $200,000.  This helps with retention.  A mentor program has been designed for the scholarship recipient to meet with a staff member.  Workshops about university success are now offered to these students.  The students also participate in community service.  UB has a greater tie to their alumni.  Lonnie asks if it is just for ASU.  Lydia explains that was the original intent.  Irv has had discussions as to if the scholarship can go to other UB students who go to ASU.  The money can be used if it first goes to ASU UB students, and there are a high number of ASU UB students who go to ASU.  Irv adds that on September 12 they will invite all students who are in college to a big kick off.  Other students from that area will be invited as well.
2. Todd from ASU West says that they wanted to inform students more about what TRiO is.  Explaining that students are part of a much larger cohort of support.  In their brochure they have explain what TRIO is as well as contact information.  This is provided to all new faculty, current SSS Students and other faculty who are interested.  They have also put together a list of what is going on all over campus for students (not just SSS workshops).  This also helps to prevent duplicating services that are being done in another department.   
3. Robert from U of A SSS- students take the College student inventory online the first week of college.  A report is provided to the student and the advisor.  This allows the advisor to have information prior to the first meeting.  It is also useful when training peer mentors.  The report for advisors has a section about proneness for dropping out (the student never sees).  This way the advisor knows to meet with these students first.  This report also shows their reciprocity towards the school and staff.  This prevents the student from having a rocky start.  Carol asks if it is done online does the report come right away.  The answer is that the report comes pretty much as the student is sitting there.  Yavapai uses the same inventory by hand.  Rhonda adds that you can see which students do take the inventory to ensure that it is done early on.  Some follow up is done to make sure the inventory is accurate.  Anita asks how much it is.  Rhonda says it $11 a person.  Carol says that it is $6 manually, but the results come online.  Jake asks about opinion tolerance.  LouVina says that she was hesitant with that section as well.  There was one student who scored low and wanted to be a police officer, this allowed the student to see that they needed to be more open minded.  Anita asks about post assessment, similar to a senior interview.  Pre/post test with this inventory are not accurate.  Compass may provide a post test.  The inventory was normed on traditional first year students as opposed to non-traditional or re-entry students.  
4. Rhonda says that throughout the year she will ask people to share their best practices as a way for us to connect. 

1. President’s Report- Rhonda passes out her report.
1. Updates
1. Arizona list serve has been created.  Rhonda is adding people.  Kristen says that being new to ETS last year, she expected more of a community.  It was challenging to find information about Arizona. 
2. Rhonda says that Dine’s appeal to reinstate SSS was denied.  They scored low in the prior experience points.  There was a year with low programming and thus the grant was not funded. 
3. COE state initiative is asking for updates of information for their website.  Information was forwarded previously, but they need the information again.  So, our information will be online soon (officers, number of programs).  Angelica has resigned from COE.  Rhonda would like to have all the information complete by next Friday.
4. USA Funds has a list of programs or companies that we need to reach out to.  We did this two years ago and we received scholarship money.  Two years ago five companies were invited to our meetings, but could not attend.  Angelica asked that we meet with at least 10 this year face to face.  Sometimes universities can’t double dip with founders, a few names on the list were be applicable to these policies.  We will get a check for $2000 this week. 
5. Rhonda invited Governor Napolitano to any of our meetings.  A grant was being written for college preparedness.  Rhonda thought our programs would be ideal for a model.  The governor’s office said that they would with businesses first, then educators.  Kristen asks if it more for work preparedness.  Rhonda thought it was more for college.  Rhonda also had suggested that UB and ETS would meet in her office. 
6. Would we like to have a McNair and Upward Bound Grant Writing at the PDS?  Eight people responded, so we will go ahead and have the training. 
7. WESTOP membership can be updated online at this time.  Joy just sent out an email.  IF you pay yourself, fill out the updates online and send in a check to Joy.  New members can do it online as well. 
8. Next BOD Meeting- Northern California, October 6, 2005
9. Updates on the COE Conferences- on mango paper we are invited to an anniversary banquet. 
10. The chapter budget has been redone.  Includes an increase of people who will attend the Student Success Seminar and TLC (cost increased as well).  Communication committee has been increased.  Additionally line items were added for PDS (vans from airport to tombstone, lunch).  Rhonda asks for email approvals and changes by next Tuesday.  Lydia asks if this will be approved by the board.  There is a deficit that the board won’t allow.  Anita says you can add the $2000 USA Funds.  Linda asked about dates.  It is clarified that those dates were sent out previously. 
11. COE Basket- Rhonda can put together a basket that is representative of Arizona.  $50 should be fine for a maximum, the theme is marking history.  Lydia motions to buy items for a $50 basket. Rob seconds. All approved. 

1. Treasurer's Report
1. Income, expense, and reserve- Kevin wasn’t able to make it, he is taking care of his new baby.  A balance sheet was provided.

1. Old Business
1. PDS Committee Update- Save the date cards are passed out and will be mailed to those who are not here today.  It will start on January 4.  This way January 5 can be focused to workshops.  On Jan 6 we would have the chapter meeting.  More information will be set out in October.  Information on the grant writing will be sent out right away.  Anita asks for postcards to have at COE Training.  Lydia asks for people to forward names of trainers to Michelle.  If she doesn’t get names by a certain date, we shouldn’t have the training.
2. TLC “TRiO Leadership Conference- Rob says we are going increase the days and students.  Rob made contact to Eastern Arizona.  He would like to get more students involved.  No one wanted to volunteer as the High School chair.  Ronda passed around the committee list.  There is some question about location; we believe it will be at Camp Tontozona.  Anita suggests that we include Gear Up to gain more students.   Lydia will help with getting the camp.  Silvester volunteers to chair the high school aspect. 

1. New Business
1. Board Report- Rhonda will be sending a report out via email.  She wants it to have a lot of detail and we don’t have enough time during our meetings to cover it in all the detail that is necessary.  Rhonda wants us to be as well informed as possible.  Irv says the bylaws committee is finalizing the format to present the changes and voting.
2. Committee Breakouts- assess objectives and timelines.
3. Re-connect and review year’s objectives and progress-
1. TLC (Rob and Sylvester) - a timeline will be established.  Silvester is working on location.  Rob is going to try to get other institutions involved.  Discussed what went well last year.  One concern was the food.  There is a desire to get the college and high school students to connect more.  Want a mentality to draw students to return.  Kristen adds to get the registration out in a timely manner.
2. Fund development- Linda has a lead.  Rhonda adds that we are going to look into having a bracelet for sale.  A bank at each meeting to raise money.   Lydia has a bank that can be used.  This money is for the chapter and can go towards scholarships
3. PDS (Michelle) - everyone in her committee is very active.  A theme is retention and workshops will revolve around that (technology, roundtables).  Holiday Inn is set, the hotel is ADA compliant.  Michelle needs a workshop chair.
4. Scholarships (Anita) will take over USA funds.  She wants to solicit agreements from the colleges.  Try to take what ASU does to other colleges to help fund program alumni.   Some schools already have programs implements
5. Legislation and State Initiative (Lydia) - agreed on having TRiO day in Phoenix area.  Lydia will talk to Lucia about having it at the state capitol, otherwise at ASU
6. Strategic Planning (Irv) waiting for final version of bylaws.
7. Membership (Lydia) - decide very quickly a welcome packet for new programs.  Will include info on WESTOP, TRiO, COE, Arizona, list serve sheet, calendar of events, organization chart.  Will also email it as a PDF so that it can be passed on to new staff.  Paper copies will be sent to new TRiO programs.  Lonnie will follow up with a phone call.  A prize program “bring a friend, win a prize” when a guest is brought a small prize will be given.  Rhonda says that the packet is a really good idea.  Lydia adds that we will ask to have the new packet added to the AZ WESTOP webpage.  Lydia may use some of this information for all of WESTOP. 

1. Announcements

Lydia next week is the AZ College counselor updates around the state.  Agenda on web (Wed at NAU 7-2, 8th ASU West, Friday at Pima Downtown).  You can sign up online
Kristen asks about a link for TRIO on AZ Dept of Ed.  They have a lot of other information; maybe we need to be added as a link. 

1. Meeting Adjourned- Lydia moves to adjourn, Anita seconds. Motion passes. 

1. Next Chapter Meeting- Friday November 18, 2005 at ASU 

Respectfully Submitted by
Sara M Gjere