Jan. 7, 2006, Tempe, AZ
Approved 03/03/06
Courtyard Marriot
1. I. Call to Order: Meeting called to order by President Martinez-Saldaña at 9:22am
2. II. Roll Call: Diana Bañuelos, Matt Benney, Anita Blanco, Joy Brittain, Steve Calhoun, Irvin L.
3. Coin, Rey Cuesta, Stephen Domingues, Michelle Figueroa, Marsha Gable, Martina Granados, Jake
4. Lindsay, José Martinez-Saldaña, Tomasa Mauricio, James Oda, Keith Powell, Lydia Perez
5. Absent: Samuel Cortez, Churchill Edward, Heba Griffiths, Damien Peña, Luis Sandoval, Howard Willis
6. III. Agenda Approval:
7. Motion: Mr. Lindsay
8. Second: Mr. Powell
9. IV. Approval of Minutes
10. A. Motion to approve as amended: Mr. Cuesta
11. B. Second: Mr. Powell
12. C. Minutes approved
13. V. Reports
14. A. President, Mr. Martinez-Saldaña
15. Report on file, stands as submitted. Mr Oda also serves on the International access task force
16. B. Chief Financial Officer, Ms. Brittain
17. Report on file, stands as submitted.
18. All Chapters on-line now. Will re-contact with bookkeeper. Chapter Presidents: Please make
19. sure all books are up to date. Will be enforcing FAC policy on submitting information on time.
20. Will be following up with insurance company (current policy expires in February.
21. 2005 Taxes need to be done by May.
22. C-vent: using credit cards, getting quotes from two different sources. Bank of America was one
23. of the options, is also working with C-vent’s Merchant.
24. Reviewed Budget vs. Actual: Conference income not listed correctly.
25. Everything else is right.
26. Not a whole lot of action on conference budget yet (only a few things so far).
27. Checking account: $52,000.
28. Maximizer account: same
29. C. President-Elect, Ms. Perez
30. Reports stand as submitted.
31. Elections: Deadline for nominations is January 25th. Will need a volunteer from each Chapter.
32. M & C: Stands as submitted. Attending all PDS’s. Members welcomed new member workshop. 33. Have submitted two workshops for new member’s track, will submit more if needed.
34. CFO: Have not been sending out membership cards. Should they be sent out? How efficient
35. would this be? Suggestion not to send them out. Chapter Presidents: Contact CFO to get rosters 36. of paid members. Non-members should not be voting at Chapter meetings.
37. D. Past-President, Mr. Oda
38. No written report. Represented our President at the PI PDS. 70 members participated. COE:
39. Bylaws Committee, asked for Regional Rep on Financial Affairs Comm. COE has new Strategic 40. Plan for 2005-2006. They have new web board. Contact any of our Presidents for information.
41. E. 2006 Conference, Mr. Cuesta
42. Report submitted. Contract for Pre-conference presenter has been sent to us, need to sign it.
43. $1000 for honorarium and $1000 for expenses. Contract needs to be corrected. Executive
44. Committee will get together during lunch to discuss. Second workshop still pending. Connie
45. Baker is not available.
46. Registration: Going well. Please register as soon as possible.
47. E-mail sent out with links to registration packet materials.
48. Susan Madrid-Simon has taken over for workshops. Deadline for workshop proposals
49. extended to January 20th:.Moderators needed.
50. Program: Needed to revise timeline.
51. Awards: Asked Chapter Presidents to work with members to submit nominations. Would like to 52. have at least one member from each Chapter for each award. Need to acknowledge our members.
53. Exhibits: will be sending out e-mails requesting schools to have tables at the conference (college
54. fair). Contact admissions office at your campus to participate. Table requested for Fair Share.
55. Silent Auction: Asked Ch. Presidents to request items for the auction. Items from individuals and 56. Programs are encouraged.
57. New member orientation will be planned by Mr. Dave Ferguson and Mr. Ralph Vargas.
58. Speakers: still working with Mr. Woods. This is a priority when he returns to his office.
59. Change Board meeting to Friday instead of Saturday (UB proposal writing workshop is on
60. Saturday). Be prepared for overflow of on-site registrants for UB proposal writing workshop.
61. Have rooms available for both days. Sunday afternoon: Emerging Leaders Institute presentation
62. will start at 1:00pm. Who will be attending? Make it by invitation. We will work on identifying
63. participants. Suggestions on who should be there: Chapter President-elects, Professional
64. Development Chairs. Looking at expanding to other Chapters. Chapter Pres: identify possible
65. participants. Some things still tentative. Candidates’ forum may be changed.
66. Monday: DOE/COE Speakers. Candidates Forum after last workshop.
67. A lot of the issues that we faced last year, will also be an issue this year. Do we want to take a
68. proactive approach or wait until members bring it up at the Meeting of the Members?
69. Recommendation to be proactive. Budget will be coming out in February. Need to be proactive
70. immediately after budget is proposed. Also, have a plenary to present/discuss budget/
71. Reauthorization issues.
72. Tuesday: Meeting of the Members, COE update?, 3:30-4:30am: Slot open for DOE/COE?
73. Meeting of the Members: what protocol will be followed? Would need to have verification of
74. membership for attendance? Is this open to everyone? Tuesday: 8- 9:45am: need a full two
75. hours. Would prefer not to have DOE or COE updates following the Meeting of the Members.
76. Need to know if it is in our Bylaws if non-members can attend the Meeting of the Members?
77. Recommendation: limit the attendance to Meeting of the Members to only paid members.
78. Mr. Oda was charged to review Bylaws regarding who can attend the meeting.
79. Elections: Need tables? Will use registration area.
80. Wednesday March 8th: 1-5 FAC training.
81. Will be sending out an updated time-line for the conference at a later time.
82. Invites to other Regional Presidents: Three have demonstrated interest in attending.
83. Recommendation: Waive registration and possibly free rooms. A list of VIP’s was requested.
84. F. Bylaws, Ms. Bañuelos
85. Completed Second Reading of the Bylaws. Reviewed proposed changes.
86. Question: How do we factor in appointing representatives from other educational equity
87. programs sit on the Board? Other program personnel have the opportunity to become members
88. and run for a position on the Board (Officer, Chapter President) Maybe more appropriate to
89. include in the new Strategic Plan.
90. Motion: Mr. Coin
91. As required by the WESTOP Bylaws, I move the WESTOP Board accept the proposed Bylaws
92. Amendments as stated and revised.
93. Second: Mr. Powell
94. Motion passes: Unanimous vote.
95. G. Strategic Planning, Mr. Coin
96. It was a pleasure to attend four PDS’s. Would like to ask if Mr. Oda and Mr. Calhoun, send him
97. a brief report on what has been done to report proposed changes for bylaws to their chapters.
98. Observations: Have many young professionals and have active veterans continuing to support
99. the association. Noticed a better strong need for our association to develop leadership skills. We 100. need to commit ourselves to continue to provide workshops for them.
101. Acknowledged the work and effort of Bylaws Co-Chairs and Communication Chair for their
102. work on the proposed bylaws changes.
103. H. COE Fund Development, Ms. Gable
104. Report on file.
105. We are a little ahead of the game. Need volunteers to help with the Fair Share Challenge at the
106. Conference. Have Chapter Presidents select someone to be a part of the committee. Next year,
107. initiate committee work right away.
108. Will work with COE to get more detailed information. Person in charge has left COE, so there is 109. less communication. Next Phone-a-thon is scheduled for April. VP of Finance: Susan Dorsey
110. new contact person.
111. Conference: Chapter Challenge, will have contributor gifts, bears, more to come.
112. I. Communications
113. Report on file.
114. Gave updates on charges given to committee. Has developed a draft for a marketing plan. Plan
115. will be able to be used by other committees (fund development, research).
116. Communicate to membership benefits of being a member (i.e. participation at Member of the
117. Members).
118. J. Financial Affairs, Ms. Granados
119. Report on file.
120. CFO received a letter from Ms. Conwell regarding a reimbursement request. Item has already
121. been resolved on WESTOP’s end, but Ms. Conwell wants to pursue. Discussed possible
122. resolutions to the issue.
123. Recommendation: Wait until we get further information and also have CFO contact USF to get 124. information directly from USF. Recommendation was made to make the contact a formal written 125. letter. Recommendation was made to follow-up with a call to make sure communication goes to 126. the right person.
127. FAC Manual was revised and one change is being proposed. Page 13 C1. Approved Travel:
128. Travel Reimbursement (specify accommodations include room and tax only). Adding a third
129. sentence: Use of corporate card is to be used for lodging and tax only.
130. Motion: Accept proposed changes as stated, Ms. Granados
131. Second: Mr. Cuesta
132. Motion passes.
133. Pre-conference Contract: Revisions were made by Executive Committee. Corrected
134. written/number discrepancy. Cost: $1000.00 and 2 rooms for one night and $400 travel expenses.
135. K. Legislation and Education, Mr. Domingues
136. Report on file.
137. Concern: 40 billion reduction 1/3 comes from student loan programs. This translates into higher 138. interest rates for students. For new year: want to start doing tax cuts tax reconciliation).
139. HR 3010 passed on Dec 21st level funding for TRiO and Gear Up. Passed HR 2863 Defense Bill 140. includes Hurricane Relief includes a 1% across the board reduction. FY 2006 wrapped up.
141. First Monday in February President expected to present budget for FY 2007. Anticipation of
142. President’s recommendation to cut or eliminate social programs (includes TRiO). Support for
143. TRiO remains very strong.
144. Reauthorization: Still no movement since last report. The House Education Workforce
145. Committee. Has not been taken up by the full House. Conference. HR 4525: Extends HEA
146. until March 31, 2006.
147. Encourage all friends, loved ones to attend Policy Seminar (March 26-28). Good chance
148. Reauthorization will happen. Election year, very important.
149. Can we be proactive and attack the White House: no one likes to hear a reaction to something
150. that hasn’t happened. Be ready to respond when information is presented with a Press Release,
151. etc. would be more prudent to react to something once it happens. Have a statement once
152. information is received.
153. L. Professional Development
154. Report on file. Report stands as submitted.
155. Correction to report. Ms. Fulmer did not present at the AZ PDS.
156. Will TRiO ThinkQuest winners be at the Conference: no decision has been made (due to location 157. of conference).
158. M. Research & Technology, Mr. Benney (for Ms. Fulmer)
159. Report on file. Report stands as submitted. Motion will be made in New Business.
160. Committee has been very busy working on a number of things (web site, etc.)
161. N. WESTOP Fund Development
162. No Report Submitted. Mr. Sandoval was not present.
163. VI. Chapter Reports
164. A. Arizona, Ms. Figueroa
165. Report on file.
166. Held elections in December for President-elect. Sylvester Mata (ASU). Had two Chapter meetings
167. since last Board meeting. PDS in Tombstone, AZ.
168. B. Central Cal, Ms. Granados
169. Report on file.
170. Two meetings since last board meeting. PDS took place in December. Upcoming events: SLC
171. and National TRiO Day. Scholarship applications have been sent out. Received $2000
172. scholarship funds.
173. C. Nevada, Mr. Calhoun
174. Report on file.
175. D. NorCal, Mr. Benney
176. Report on file.
177. Have had one meeting since last meeting in Napa. A lot of new members. Got $2000 USA funds.
178. Item of interest: Presentation by Jose Hernandez about starting a state Policy Seminar for three 179. CA Chapters. Organize a formal State Policy Seminar, looking for team members to help
180. formulate this. This is something we can do since we have already discussed doing this at the
181. Board level. Encourage CenCal and SoCal to put something together.
182. Information was requested for upcoming SoCal Chapter meeting and EOP Director’s meeting.
183. Also, can submit a proposal to COE to request funds through the State Initiative.
184. Clarification why is it important to have something at the state level when our funding is federal? 185. Effect policy on issues dealing with our student population. COE is also encouraging states to
186. have a State Policy Seminar. Important to educate all policy makers that impact budgets, policy. 187. Chapter Presidents and Legislation/Education should be in charge of trying to put this together. 188. In the case of CA, have all three Presidents and Legislation/Education Chair work together.
189. Could be doing a more effective job working at the state level. COE is getting too expensive to
190. attend. There’s a pattern of decline in the number of participants.
191. E. Pacific Islands
192. No report submitted.
193. PDS in Guam in conjunction with Western Kentucky TRiO Training. They had 12 people from
194. the East Coast. Profit: $5.000-$7,000.
195. Discussion on who is willing to step up to take on leadership roles. Concern about the
196. representation of the PI Chapter. Also, Mr. Edward has missed two meetings since he was
197. appointed. Also having issues with his institution. Ticket was bought for him for this meeting.
198. He had information about his travel. Concern is the lack of communication on what is going on
199. (in terms of not showing up to meetings and not letting anyone know). Ticket may be refundable.
200. Once oath is accepted, it is our responsibility to protect and follow the Bylaws. We have been
201. fortunate to have a PI member who has been in the Board and that is how we have been able to
202. keep track of what is happening at the Chapter. Communication from the Chapter is non-existent. 203. There hasn’t been much happening. Meetings have not taken place. What is going on with the
204. Chapter? Regards with participation. Maybe set aside time at the conference to have Board meet
205. with Chapter members to discuss what is going on.
206. F. SoCal
207. Report on file. Stands as submitted.
208. VI. Unfinished Business
209. A. 2008 conference: Waikoloa Marriot Kona, HI
210. 1. New contract reflects room upgrades, comp Pres Suite, reduced room nights (early
211. arrivals), event space (follows format of Hollywood conference), ADA compliance.
212. $185.00 and food $100,000 (should be $50,000)
213. 2. Waikiki hotels were very expensive.
214. a. Concerns: Room nights, portage fees. Will work with Marriot to make changes. 215. Method of payment (need specific amount, can go with 20% of total). Need to
216. submit a $1,000 deposit by Monday, January 9th. Need to add Wednesday and
217. Thursday.
218. Motion: Approve contract with the proposed amendments, Mr. Oda
219. Second: Mr. Cuesta
220. Discussion: Check food and beverage, make sure dates are accurate because if we cancel, we
221. will be penalized (cancellation fee).
222. Motion passes.
223. VII. New Business
224. A. Member Attendance:
225. Motion: In accordance of the Bylaws of WESTOP, I move that the Board declare vacant an
226. office of the Director because of absence of two meetings, Mr. Coin.
227. Second: Mr. Cuesta
228. Motion passes.
229. After a long discussion, and possible solutions, it was decided that the position will be left
230. vacant. It is more critical that the Board meet with the PI Chapter to communicate why the
231. decision was made. Don’t want the members to see this as a negative thing. This may be an
232. opportune time for us to request this dialogue (empower them). We are trying to help the PI
233. Chapter by trying to let them know they have no representation on the Board. What can we do to
234. strengthen the communication? For Annual Report: submit a page stating “Report Not
235. Submitted”.
236. B. Web Page Policy: “WESTOP Web Site Policies & Procedures”.
237. Motion: The Research & Technology Committee moves that the Board approve the “WESTOP 238. Web Site Policies & Procedures”, Mr. Domingues
239. Second: Mr. Coin
240. Motion passes.
241. C. Meeting of the Members: Bylaws state the meeting is open to members and non-voting
242. members. Deadline to submit membership dues to be able to attend Meeting of the Members:
243. Received by February 3rd. Ms. Blanco will send out communication to members notifying them. 244. Membership dues need to be paid to receive membership rate.
245. VIII. Announcements
246. A. End of Year Report due February 14th.
247. IX. Adjournment
248. Motion: Mr. Cuesta
249. Second: Mr. Lindsay
250. Motion passes.
251. Meeting adjourned at 4:26pm.
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