Jan. 7-8, 2000, Tempe, AZ
WESTOP
Board of Directors meeting
January 7-8, 2000
Holiday Inn
Tempe, Arizona
1. Welcome and call to order: The meeting was called to order by President
Bryant at
2. 9:10 am on Friday, January 7, 2000.
3. Roll Call and approval of minutes
of November 5-6, 1999.
4. Members present: D. Matthew Benney, Gerald Bryant,
Justine Bellock, Irvin Coin, Darlene Conwell, Doreen De Los Santos, Loretta
Enriquez-Najera, Romeo Garcia, Joe Ramirez, Yoichi Rengiil
5. Romelia Madrigal, Masai Minters, Norris Sanders, Reginald Steward, Leonard
Woods.
6. Members excused: Gilbert Acuna, Marie Elaine Burns, Rita Escher,
Bill Garrison, Mike Moser
7. Jill Triplett.
8. Motion to accept the November 5-6, 1999 minutes. (Motion
#1). Motion passed unanimously.
9. PRESIDENT'S REPORT- Gerald Bryant
(Report on file)
10. President Bryant provided information on the International Program sponsored
by COE.
11. A discussion followed on the International Program. Mr. Benney clarified
that our
12. contribution to COE is not being used to go abroad, but instead, corporate
funds are
13. being used. COE has taken a stand on the College Completion Challenge Grant,
a
14. duplication of the Student Support Services program. A letter has been
written to
15. OMB stating TRIO is already providing the same services. There are presently
seven
16. Board members tentatively scheduled to attend the upcoming Policy Seminar.
President
17. Bryant has asked Bill Garrison to coordinate with Ron Muriera and Ricardo
Quintero
18. this year's event. The Quality Initiative was also discussed. This initiative
is tied to
19. funding for the various TRIO programs, therefore, President Bryant encouraged
Board
20. members to be well versed on this initiative and encourage members back
home to
21. become knowledgeable as well. Dr. Lee Fritschler and his representatives
will be
22. attending regional conferences and asking the general public what they
think about the
23. Quality Initiative, therefore, the general public should be able to recognize
and discuss
24. this important initiative. During the last COE meeting, President Bryant
shared the
25. Mathematica rebuttal prepared by Dr. Baker with the other regions at the
COE Board
26. meeting. No other region showed any interest in further discussing the
Mathematica
27. Report. A discussion followed. Mr. Woods recommends WESTOP take up research
28. responsibilities and come up with data for our own programs. Mr. Benney
provided
29. information on governmental relations. WESTOP members are encouraged to
invite
30. Congressional Aids to their program events. This will provide publicity
to the program
31. and keep congressional members informed on the TRIO programs. The Appropriations
32. Committee includes a key representative from Nevada.
33. TREASURER'S REPORT- Leonard Woods
(Report on file)
34. The 1999 Net Income totaled $2,207.54 with a balance of $89,456.32 carried
forward
35. to year 2000. The regional organization membership dues to COE for the
amount of
36. $4,000 has been paid. Additionally, the 1996 taxes for $1,026.16 have been
paid as
37. well. Mr. Woods will be filing two sets of taxes, one for the Board and
one for the
38. Chapters and would like to file the taxes before the new treasurer comes
on board.
39. President Bryant asked the Chapter Presidents to make this report a top
priority.
40. MEMBERSHIP REPORT- D. Matthew Benney
(Report on file)
41. As of December 31, 1999 there were 430 paid members. An increase to the
42. membership is expected due to the new programs and marketing efforts. Nominations
43. to the Board to this date have been very slow. A discussion followed and
a motion was
44. made to extend the deadline for nominations from January 7, 2000 to February
4, 2000.
45. (Motion #2). Motion passed unanimously.
46. ELECTIONS COMMITTEE- Yoichi Rengiil
(Report on file)
47. Mr. Benney reviewed the voting process for the BOD. It is important for
the process
48. to be confidential. A purchase order will be honored as payment for the
conference fee,
49. but not a requisition. President Bryant spoke with the COE Council on the
issue of the
50. moral character of Board members and the COE council confirmed that Board
members
51. must be of good moral character and have no felonies and must be stated
in our bylaws.
52. COE FUND DEVELOPMENT- Doreen De Los Santos
(Report on file)
53. WESTOP's contribution to COE for 1999-2000 totals $147,072. As a region,
we
54. should be able to meet this goal if we renew 100% of the Equality subscriptions.
There
55. are 16 institutional memberships that have expired and need to be renewed.
56. Ms. De Los Santos is working towards reaching 83% of the WESTOP fairshare
by the
57. WESTOP conference. President Bryant recommended a follow-up letter be sent
to the
58. new programs and confirmed the need to have Mr. Ramirez present a workshop
on
59. fairshare during the WESTOP conference in San Diego. Ms. De Los Santos
is working
60. on creative ways to bring in the additional $20,000, including taking a
percentage of the
61. profit from the conference and applying it towards meeting fairshare. A
discussion
62. followed whether it is against Federal regulations since the individual
programs pay for
63. the registration fee. Mr. Benney noted that conference attendees receive
services for
64. their registration fee. Additionally, monies raised from the conference
go into the
65. general fund to be used by WESTOP. President Bryant will consult with the
COE legal
66. counsel on this issue. A discussion on an increase to the WESTOP membership
fee
67. took place. Further discussion will need to take place at the Board level
before this
68. issue is presented to the membership.
69. PROFESSIONAL DEVELOPMENT- Masai Minters
(Report on file)
70. Mr. Minters provided an update on the ELI Emerging Leaders Institute (ELI)
project.
71. Angela Coloretti will coordinate the ELI project during the first year.
A discussion
72. followed on the selection process and President Bryant encouraged Chapter
Presidents
73. to contact individuals and recommend a candidate and an alternate to Ms.
Coleretti by
74. January 28, 2000. A discussion followed on the qualifications for the ELI
candidates.
75. ELI candidates should be personally driven towards leadership roles. President
Bryant
76. complimented both Mr. Minters and Ms. Coloretti on their outststanding
work and
77. asked the Board members to commit to being part of this project as mentors,
advisors,
78. etc. Mr. Minters submitted a budget for the ELI program for Board review.
79. WESTOP FUND DEVELOPMENT- Justine Bellock
(Report on file)
80. Ms. Bellock introduced a folder for marketing purposes. President Bryant
81. recommended WESTOP develop partnerships, and collaborative efforts with
82. businesses. The Board needs to start helping Chapters at the local level
to get business
83. to work with the different Chapters. Ms. Bellock suggested WESTOP seek
corporate
84. sponsors for our travels such as airlines and hotels. President Bryant
will follow up
85. with the COE legal advisor on the process of implementing such contracts.
86. LEGISLATIVE AND EDUCATION REPORT
(No Report )
87. Ms. Enriquez-Najera discussed a letter sent to Talent Search Directors
by Mathematica
88. and recommends Mr. Garrison look into this survey. Mr. Benney recommends
Talent
89. Search Directors carefully respond to each question and critically look
at questions that
90. do not relate to the legislative intent of the program.
91. COMMUNICATIONS REPORT- Marie Elaine Burns
(No Report)
92. The latest issue of the newsletter was previewed. A discussion took place
regarding the
93. importance of keeping the institutions informed and updated on TRIO issues.
One way
94. of doing this is to contact Christopher Davis at COE and request an extra
copy of
95. Equality and Opportunity be sent to the President or the Vice-President
of the
96. institution. The Board is pleased with the newsletter's new look and professional
97. content.
98. BYLAWS COMMITTEE REPORT- Darlene Conwell
(Report on file)
99. There were two additional responsibilities added to the Bylaws committee.
One was to
100. review each membership category and report recommendations and the second
101. responsibility was to present a proposal for Board review to add an Associate
102. Membership category. A discussion took place on Article VIII-Section 8.5
(2a). A
103. discussion to add an Associate Membership category followed. The Bylaws
committee
104. did not see the need for this category. After further discussion, there
was consensus to
105. have the bylaws committee develop this category.
106. RESEARCH AND TECHNOLOGY REPORT
(Report on file)
107. Ms. Escher submitted a written report and made a request to the BOD to
adopt the
108. WESTOP Web-site Terms of Use and Legal Restrictions. A motion was made
for
109. WESTOP to formally adopt the WESTOP Web-site Terms of Use and Legal
110. Restrictions. (Motion #3). Motion passed unanimously. Additionally, a
motion was
111. made for WESTOP to formerly adopt the Policy for Linking To the WESTOP
Web-site
112. and WESTOP's Online Privacy Statement. (Motion #4). Motion passed unanimously.
113. WESTOP CONFERENCE 2000- Loretta Enriquez-Najera
(Report on file)
114. Originally the conference committee expected 325 conference participants,
80 for the
115. SSS proposal-writing workshop and 60 for the Math/Science workshop. A
discussion
116. took place regarding the items being purchased as part of the registration
packet. The
117. Awards Committee received three nominations for TRIO Achievers, three
nominees
118. for the Steve Holeman award and one nomination for the Friends of WESTOP
award.
119. A discussion followed on workshops and program ads. WESTOP is responsible
for
120. purchasing an ad for the 2001 conference in Reno, Nevada. Ms. Enriquez-Najera
121. presented a revised conference agenda. A discussion took place on the
$500.00
122. donation by the Viejas Casino and the required tour of the facilities.
President Bryant
123. encouraged all the BOD's to participate in this event. President Bryant
acknowledged
124. Ms. Enriquez-Najera for her outstanding work with the conference.
125. FISCAL AFFAIRS COMMITTEE- Leonard Woods
(Report on file)
126. A line item for the ELI was developed with an amount of $20,000. The full
amount
127. will possibly not be needed given the outside funding. Mr. Woods presented
a balanced
128. working budget. Net Income for the year 2000 came out to $150.00. A motion
was
129. made that the proposed WESTOP 2000 budget be approved. (Motion #5). Motion
130. passed unanimously. A discussion followed on the importance of being well
versed on
131. the ELI and being able to talk to the members on the importance of the
ELI and why the
132. Board decided to make such an investment. Members will want to know why
$20,000
133. was allocated towards this activity. The ELI has been well defined and
the plan
134. presented, clearly showed the objectives of the project. President Bryant
asked the
135. Fiscal Affairs Committee to revisit the suggestion of allocating a percentage
of the
136. conference profits towards meeting fairshare (per the August Board minutes).
President
137. Bryant would like to discuss this issue at the next board meeting in San
Diego.
138. ARIZONA CHAPTER- Irv Coin
(Report on file)
139. The Arizona PDS was very successful and the Chapter raised $$3,340. The
PDS
140. included a TRIO Achievers luncheon and presentation of four scholarships.
The
141. Arizona Chapter will be hosting their first National TRIO Day at the University
of
142. Arizona. Currently, the Chapter has the highest membership ever.
143. NORCAL CHAPTER- Romeo Garcia
(Report on file)
144. Mr. Garcia provided information on the upcoming Chapter activities. The
Chapter is in
145. the process of developing a TRIO Museum and requested related photographs.
The
146. Legislation Committee has been working on the National TRIO Day. The Chapter
is
147. also working on a NO campaign on Proposition 21 and is looking to collaborate
with
148. the SoCAL Chapter on this issue. A discussion took place regarding question
#28 on
149. the FAFSA. President Bryant asked Mr. Garcia to follow up with this concern
and
150. report the information to the BOD during the February meeting in San Diego.
A
151. concern was brought up regarding professional insurance for the BOD. The
Board of
152. Directors are not covered nor are we covered under COE's insurance. This
issue will be
153. resolved once the BOD are bonded. President Bryant asked the FAC to gather
154. information on the different insurance companies and report back by the
next board
155. meeting. In the meantime, the Board does have access to the COE legal
counsel and
156. has the ability to contract with outside counsel if necessary.
157. NEVADA CHAPTER-Reginald Stewart
(Report on file)
158. The budget for the Nevada Chapter is $1,127.33. Mr. Stewart provided an
overview of
159. the Nevada Pre-Paid Tuition program. The Chapter currently has seven active
members.
160. The Nevada Chapter has it's own web page linked to the WESTOP Web-Site.
There
161. are currently not enough members to fill all the positions, therefore,
various members
162. will hold dual positions. President Bryant acknowledged the Nevada Chapter
for their
163. commitment and hard work.
164. PACIFIC ISLANDS CHAPTER
(Report on file)
165. Mr. Rengiil brought up the discussion of the possibility of holding the
2003 conference
166. in April. The first concern, is the high cost of visiting Hawaii during
the peak months
167. of January-March. Secondly, members from the Pacific Islands have not
been able to
168. attend the Policy Seminar since it is usually a week apart from the WESTOP
169. conference. Members from the Pacific Islands cannot afford to stay in
the mainland for
170. two weeks while attending both events. The cost for directors from the
Pacific Islands
171. to attend the mandatory June conference in Florida was brought up for
discussion.
172. President Bryant has talked to Dr. Belle regarding the allocation of $2,000
per director
173. and the unfairness to the directors traveling from the Pacific Islands
Chapter. Dr. Belle
174. will look into this concern and the travel allocation for the Pacific
Islands Chapter will
175. be adjusted accordingly.
176. SOCAL CHAPTER
(Report on file)
177. PAST PRESIDENT'S REPORT- Joe Ramirez
(No Report on file)
178. Mr. Ramirez will report on the five-year WESTOP strategic plan by March,
2000.
179. OLD BUSINESS
180. President Bryant welcomed Dr. Harley Baker who presented his
evaluation of the
181. research he concluded on the Mathematica Report and gave the Board an
understanding
182. of the flawed methodology that was used for the report. He gave the Upward
Bound
183. community a better understanding of how to prepare their programs for
the next
184. longitudinal study. The Bylaws Committee recommended changes to the following
185. sections: Article IV-Directors, Section 4.3 and Article VIII-Members-
Section 8.5(a).
186. Additionally an Associate Membership category was added to ArticleVIII-
Section 8.5.
187. A motion was made to forward the bylaws change to Article IV-Directors,
Section 4.3,
188. to the membership for voting approval. (Motion # 6). Motion passed unanimously.
It
189. was moved to forward the bylaws change, ArticleVIII-Members, Section 8.5,
to the
190. membership for voting approval. (Motion #7). Motion passed unanimously.
Motion
191. was made to waive the second reading of the bylaws. (Motion #8). Motion
passed
192. unanimously. Ms. Conwell inquired about the letter to COE requesting the
release of
193. data on the Mathematica Report. President Bryant has been in contact with
Dr. Belle on
194. this request.
195. NEW BUSINESS
196. A discussion took place on the removal of a Board member who has failed
to attend
197. three consecutive meetings and has failed to carry out their responsibilities
on the board.
198. After further discussion, the discussion was dropped due to a lack of
quorum.
199. Ms. Conwell would like to see some kind of acknowledgement from the BOD
for
200. Dr. Baker, Mr. Hori and Ms. Dirden-Cook for their work on the Mathematica
Report.
201. Meeting adjourned at 5:15pm on Saturday, January 8, 2000
RECORD OF MOTIONS
Motion #1: Motion to accept the November 5-6, 2000 minutes as amended.
Motion: Yoichi Rengiil
Second: Irv Coin
Vote: Passed unanimously
Motion #2: Motion to extend the deadline for nominations from January
7, 2000 to
February 4, 2000.
Motion: Joe Ramirez
Second: Irv Coin
Vote: Passed unanimously
Motion #3: Motion for WESTOP to formally adopt the WESTOP Web-Site Terms
of Use
and Legal Restrictions.
Motion: Irv Coin
Second: Norris Sanders
Vote: Passed unanimously
Motion #4: Motion for WESTOP to formerly adopt the Policy for Linking
To the WESTOP
Web-Site and WESTOP's Online Privacy Statement.
Motion: Matt Benney
Second: Yoichi Rengiil
Vote: Passed unanimously
Motion #5: Motion to approve the proposed WESTOP 2000 budget.
Motion: Romeo Garcia
Second: Reginald Stewart
Vote: Passed unanimously
Motion #6: Motion to forward the bylaws change to Article IV-Directors,
Section 4.3, to the
membership for voting approval.
Motion: Joe Ramirez
Second: Yoichi Rengiil
Vote: Passed unanimously
Motion#7: Motion to forward the bylaws change, Article VIII-Members,
Section 8.5 to the
membership for voting approval.
Motion: Joe Ramirez
Second: Yoich Rengiil
Vote: Passed unanimously
