Jan. 13, 2007
Waikiloa, HI

 

1.         I. Meeting called to order at 8:54am by President Perez

2.         II. Roll Call: Brian Aguilar, Anita Blanco, Joy Brittain, Steve Calhoun, Olga Diaz, Marsha
3.         Dupree, Caren Fernandez, Romeo Garcia, Silvester Mata, Tomasa Mauricio, Robert McCune, 4.       Michelle McKelvey, Karmi Minor-Flores, Lydia Perez, Gustavo Oceguera, James Oda, Melissa 5.      Padillla, Keith Powell, Michele Scott, Jeannine Slater, Cesar Velasquez

6.         III. Approval of Minutes
7.         Motion to Approve: Mr. Velasquez
8.         Second: Ms. Scott
9.         Motion Carries

10.      IV. Reports
11.      A. President, Ms. Perez
12.      Report on File
13.      Got a lot more information at December COE meeting regarding national news. National news:
14.      Appropriations will stay where they are at, have already passed a continuing Resolution
15.      (probably until September). Good news: with shift in Congress we may have more access to
16.      people who are in leadership roles. COE: Concerned at 100 day message, access was not
17.      mentioned. Another concerned is the UB evaluation. $3 million is coming from TRiO
18.      appropriation not Department of Education appropriations. Also Department wants to skip the
19.      comment process of the evaluation design. Ms. Valentine sent out an alert on this. President
20.      will probably once again zero out UB and TS, to fund NCLB. TS/EOC grant competition:
21.      Secured legal counsel over the concern over how prior experience was awarded. Would like to
22.      get in contact with defunded programs to see if funding was affected due to PE. Would like
23.      to get information on how PE was awarded. May go through congress to challenge.
24.      Leadership Summit/Policy/Relations w/ Dept of Ed. March 11-14, 2007. COE would like
25.      have TRiO Day celebrations include a community service component. Fair share currently at
26.      41%. Ms. Perez was able to contact several programs via phone and e-mail. Enjoyed the
27.      opportunity for discussion. Audit: according to audit everything is fine. COE Bylaws Committee:
28.      Proposing amendment requesting regional representation on committees. Members seemed
29.      supportive of idea. Will be discussing wording etc. in the following month, will then go to
30.      Dr. Mitchem and to the Board for a vote at the May or September meeting. Three state
31.      initiative grants went to WESTOP Regional: Technology conference was postponed,
32.      will be offered at the annual conference. Will continue to provide updates after regional
33.      and COE BOD meetings.

34.      B. Chief Financial Officer, Ms. Padilla
35.      Report on File
36.      Not too much has changed due to holidays. Still working on taxes and working hard on
37.      conference registration.
38.                  Balance: Checking account: $83, 414. As of January 10th.
39.                  Maximizer: $90, 647

40.      C. President-Elect, Ms. Brittain
41.      Report on File
42.      E-mail sent on listserve requesting nominees for upcoming elections, Deadline for absentee
43.      ballots, February 2nd. Welcome handbook developed and sent to new members. There are
44.      93 new members. Template for events to be used for Cvent will be given to Professional
45.      Development Committee.

46.      D. Strategic Planning, Mr. Oda
47.      Will be sending out COE Strategic Plan and will request that we set aside time at the February
48.      meeting so we can work on this. Will look at COE priorities to see if this is something we want
49.      to follow. Priorities include: increasing funding, working with Alumni (Alumni database) and
50.      what we should adopt as a future direction for the association. Discussion should happen
51.      sooner rather than later, if we will be working on planning for next year’s structure change.
52.      We can start discussion on-line. Alumni effort: EOP already has letters already working
53.      on this effort, we can share information, will work with Mr. Powell.

54.      E. 2007 Conference, Mr. Garcia
55.      Registration as of today there are 332 registered participants, goal is 400. Conference
56.      memorabilia list is available. The Conference Committee had meeting at hotel site.
57.      Registration materials were reviewed by Committee.  Hotel room count is 726, which is 76% of
58.      goal. Some comments about room nights not being available is being addressed by moving
59.      room nights within contracted days. Mr. Garcia is adjusting the budget to reflect no pre-
60.      conference. Committee budgets will be adjusted since there are some savings. Thanked
61.      Mr. Aguilar for secxuring a $2500 donation from The College Board. They will get a full page
62.      ad and will also present workshops.

63.      Speakers: confirmed yesterday Delaine Easton, former Superintendent of Student Instruction
64.      in CA and is currently the Special Assisstant to the President at Mills College. Advocacy panel
65.      speakers confirmed: Jose Martinez-Saldaña, Ronnie Grosse, Sue Huzienga, Ms. Blanco will
66.      moderate.CA State Initiative Summit will take place on Tuesday, February 20th during
67.      concurrent workshops. President’s Banquet: Ron Muriera will preside if his schedule permits.

68.      Change for Wednesday morning: Evaluators for the Upward Bound evaluation will come to the
69.      conference to discuss the evaluation. Will be on Wednesday morning, to assure that people
70.      will stay until the end of the conference. Will be asking Matt Benney to preside session.
71.      Closing will include Polynesian dance group as an end to this conference and an introduction
72.      to the 2008 conference in Hawaii.

73.      Entertainment: Opening will have a youth choir: Achiever’s Luncheon, mariachi. Monday-bus
74.      reserved for members who would like to go to San Francisco. Will charge $12 per person,
75.      comparable to what they would pay on their own, but this will provide more convenience.
76.      Will have one or two buses depending on need. Will leave hotel at 5:30pm and return at 10pm.
77.      For those that want to stay in hotel, there will be a cabaret, hotel will provide an open bar for
78.      the first hour and a half. Will send out an e-mail to request reservation so we can get an idea of
79.      what the need is. Will get reservation and people can pay at the conference. For those
80.      that don’t sign up, will have a chance to go depending on space availability. Can have
81.      members sign up and pay for it through C-vent. Can sign up through C-vent and pay at the
82.      conference. Can have those that want to pay with credit card or can pay at time of registration.

83.      Hotel room count: Has there been a comparison with those registering for the hotel and those
84.      registering for the conference. Are there any differences, if so find out why. Important for us to
85.      make our room count: 80 room nights for concessions, 90 with out penalty.
86.     
87.      Ping Chan, Allan Bee and Brian Aguilar have been working very hard to make the conference
88.      a success. CA State Initiative Education Summit funding from COE. Invited: representatives
89.      from community, colleges, CSU’s, UC’s, private colleges, offices of Pelosi, Miller, Wolsey and
90.      others, hoping maybe an Aide will show. 15-30 participants depending on timing of event.
91.      Time conflict with meeting of the members, but the first portion will be and introduction to TRiO
92.      programs after lunch break, would like to invite BOD members to participate (particularly those
93.      serving on the bod next year). Requested input from members on what else you would like to
94.      see come out out of the meeting. Would like to invite Ronnie Grosse to participate as well.
95.      Adbi Sutani? Save me a spot in college initiative- Already confirmed promoting opportunity and
96.      access to higher education. Can discuss how we can collaborate.

97.      Larry Oxendine is not available to attend and will not be sending a representative. February
98.      not a good month for the Department.

99.      Chapter meetings will be on Sunday 5-6:30, opening ceremony at 6:45pm. Would like to
100.    encourage Chapter Presidents to start and end meetings on time, so they can begin opening
101.    session on time. New member’s orientation, Sunday 3- 4:30pm, BOD members strongly
102.    encouraged to be. Monday plenary speaker not confirmed yet. Invites have already been sent
103.    out. Waiting to get confirmation. If one is not confirmed we will have a Bylaws presentation,
104.    facilitated by Mr. Mata. Decided to have a presentation regardless. Raffle will take place on the
105.    last day, that is the most appropriate place. Raffle is for an Alaskan cruise. Raffle for hotel stay
106.    at some point during the conference.

107.    Moderator requests has been sent out. BOD members can also volunteer to serve as
108.    moderators. Will try to get computers so members can check e-mail.

109.    Once budget adjustments have been made, it needs to go to FAC and then for approval
110.    to the BOD.

111.    E. COE Fund Development, Ms. Diaz
112.    Report on File
113.    Will be finalizing bear order by Thursday. Needs volunteers to help at the table. Need to also
114.    get brochures for COE contributions, will be near the registration area. Asked Chapter
115.    Presidents’ to assist with recruiting volunteers. Will send pictures to Dave Ferguson so the
116.    bears can be put on-line. Trophy will not be available for Chapter Challenge, Mr. Oda may be
117.    able to help.

118.    F. Communications, Ms. Blanco
119.    Report on File
120.    Will have handbook soon. Will be preparing a notice to membership regarding the Bylwas
121.    changes. Transitioning to new BOD structure. Will send it to BOD members to get feedback.
122.    Working on booklet for conference, blueprint for action with Legislation/Education Chair.

123.    G. Legislation and Education, Mr. Aguilar
124.    Report on File
125.    Stephen Domigues completed a report outlining a report previewing what can happen with the
126.    new congress. Concern: Access. Will try to see if we can get in to see Dianne Feinstein so she
127.    can follow up with Senator Harkin. She is not as accessible as Senator Boxer. Blueprint for
128.    Action is still being revised. Will be available by the last BOD meeting. Continuing to work on
129.    Summit, necessary to extend communication. To those who develop MOU’s in regards to
130.    services for TRiO programs. They have access to a very large speakers bureau, maybe
131.    good to have for future conferences. Still concerned about the level of knowledge that
132.    WESTOP members have in regards to appropriations process. Try to institutionalized within
133.    our region and our Chapters t’s an education piece. Developing “How To..” guides.

134.    H. Professional Development, Ms. Scott
135.    Report on File
136.    Trying to collaborate with University of Washington, didn’t work but will provide the training
137.    at the conference. Will start to work earlier with Karen Morrell to see how we can work together
138.    Funds for paying for speakers for the conference will come out of our budget.

139.    I. Public Relations, Mr. Powell
140.    Working with Ms. Blanco on “Quick Facts”. Hope to have a media package by the conference,
141.    one for the public and one version for the membership. Want to have some trainings at the
142.    PDS’s on how to use them. Will get media packet that was put together by Oscar Cobian and
143.    Ron Muriera. Will allso put something on the web site, maybe a Powerpoint presentation.
144.    Encouraged BOD members to let them know if you have something that works.

145.    J. Research, Mr. Calhoun
146.    Report on File
147.    Chapter Presidents: encourage McNair folks to do presentations at future events. PDS: get
148.    McNair students to present workshops.

149.    K. Technology, Ms. Fernandez
150.    Report on File
151.    Technology strand will be offered at the conference (Monday and Tuesday). Curriculum is
152.    already set. Still working with Dave and Cesar regarding moving the server over. Hope to have
153.    it done by the conference. Will need mobile labs (will use CSU Chico UB and SSS mobile
154.    labs). Maybe have it as a pre-conference next year. Will send pictures to Dave so they can be
155.    put on-line. Might be a good idea to keep track of what workshops people are attending. Use
156.    evaluation tools to see what the interest is. Will be adding “FAQ’s” to website.

157.    L. WESTOP Fund Development, Mr. McCune
158.    Report on File
159.    Putting together a packet of grants. Need to get budget form Ms. Padilla for the conference.
160.    Tickets for raffle are completed and should be ready by Monday Raffle: Alaskan cruise
161.    will work with Travel one to see how flexible they will be with dates

162.    M. Bylaws, Mr. Mata
163.    Report on File
164.    Sent out revised document from yesterday’s revisions. Would like to thank BO members who
165.    presented information to the membership. Some members did have additional questions.

166.                A. Second Reading of Article VIII: Only covered content changes.
167.                Motion to Approve: Mr. Velasquez
168.                Second: Ms. Blanco
169.                Discussion: When put out for membership only the original and the proposed changes
170.                will be sent out to the membership (not everything
171.                Motion Carries: Unanimous Vote

172.                B. Second Reading of Article IX: Discussesd content changes.
173.                Motion to Approve: Ms. Diaz
174.                Second: Ms. Slater
175.                Motion Carries: Unanimous Vote

176.    Thanked the BOD because being new and in charge of bylaws was interesting. Thanks for
177.    representing your membership. Will be working with Ms. Blanco to present proposed changes
178.    to the membership and they can have it. Changes will go into effect as soon as they are voted
179.    on unless there is a specific date proposed. This affects the incoming BOD members. Chapter
180.    Presidents, please let incoming Chapter Presidents know of possible term length. Deadline:
181.    Tuesday, January 16th.

182.    V. Chapter Reports

183.    A. Arizona, Ms. McKelvey
184.    Report on File
185.    AZ PDS moved to April, no new date yet.

186.    B. Central Cal, Mr. Velasquez
187.    Report on File
188.    Thanked Ms. Perez and Mr. Aguilar for attending their PDS.

189.    D. Nevada, Ms. Dupree
190.    Report on File

191.    E. NorCal, Ms. Slater
192.    Report on File
193.    Please forward issues, concerns of PDS hotel site (Embassy Suites, Monterey) to CenCal
194.    President. Issues included room locations, hidden fees. PDS Committee handled
195.    issues very well. Do not recommend the hotel for any functions. Student Leadership
196.    conference- if anyone is interested in coming, registration deadline next week.

197.    F. Pacific Islands, Ms. Minor-Flores
198.    Report on File
199.    Invited BOD members to PIC PDS April 16-18th in Pago Pago, American Samoa. There will be
200.    a training attached (University of Washington).

201.    G. SoCal, Mr. Oceguera
202.    Report on File
203.    Highlight: will have Chapter meeting on the 19th. UC Riverside confirmed date for SLC
204.    and TRiO Day. No final report for PDS yet, will have it for our next meeting.

205.    Financial Affairs, Ms. McKelvey
206.    Report on File
207.                A. Motion to approve proposed changes to the Financial Affairs Manual. Ms. McKelvey
208.                Second: Mr. Calhoun
209.                Dicsussion: Most of the changes involve the change in structure for next year, Service
210.                Council. Made grammatical corrections, per diem was adjusted to follow the CSU
211.                guidelines. Proposed to increase travel budgets to reflect the change. Took out tax id
212.                number, anyone who needs it can contact the CFO. Ms. Brittain and Ms. Padilla will
213.                work on adjusting account codes. Service Council travel will be half of the Board
214.                members since they attend half the meetings. Another change: Endorsement
215.                requirement Change from Executive Board to Executive Committee since we don’t have
216.                an Executive Board we have an Executive Committee. Friendly Amendment: The
217.                revisions be effective for the 07-08 incoming Board
218.                Motion Carries: Unanimous Vote

219.    Will send out the FAC manual to everyone, Chapter Presidents, please pass it out to incoming
220.    Chapter Presidents so we can make sure all procedures are followed.

221.    VII. Action Items
222.    None

223.    VIII. Unfinished Business
224.    COE follow up- concerns regarding timely communication of alerts, etc. Did not get response
225.    from Ms. Valentine, Ms. Perez will follow up. At last COE Board meeting, CA folks met with
226.    COE staff to discuss concerns WESTOP members have in regards to COE. COE staff will be
227.    visiting CA programs to get feedback on what COE can do to improve communication, etc.

228.    IX. New Business
229.    Meeting of the Members Procedures: Would like for meeting to serve a purpose. In the past,
230.    meetings have not necessarily been productive. Received feedback from members and this is
231.    what was stated. What the meeting should not be: Reiteration of the annual report. Want to
232.    give members the opportunity to ask questions, get clarification on what happened throughout
233.    the year.

234.                Agenda for Meeting:
235.                I. Welcome
236.                II. 06-07 Highlights (Service Council Design, State Initiative Grants)
237.                III. Member Forum: Q & A

238.    Non-members can attend meeting, but only members can speak and vote (a member list will 239.     be available). Non-members may ask a member to voice concerns, questions, etc. Current
240.    Member-at-Large Board members and Chapter Presidents can serve as resource to voice
241.    opinions. Any motion made that has a fiscal impact will be forwarded to FAC for consideration. 242.  Are able to vote on items such as resolutions. Discussions will be limited to 10 minutes per 243.       item.

244.    Friend of WESTOP Award
245.    Be sure to submit nominations, possible candidate is the person mc’ing our Achiever’s
246.    Luncheon. Candidates include: College Board, Wendy Tokuda.

247.    Lifetime WESTOP Membership Honor
248.    We currently have three members: Charles Ratliff, Peggy Whitehead and Bill Garrison.
249.                Motion to present a Lifetime Membership Award to Mary Ann Hamann, Mr. Garcia
250.                Second: Mr. Mata
251.                Motion Carries: Unanimous Vote

252.    Institutional Membership Rates
253.    Came up with a rate of $325 per institutional membership as a possible recommendation.
254.    This will include up to six members, can include more than one program per membership,
255.    and for those institutions that don’t have enough members, can include other institutional staff
256.    (i.e. Vice Presidents, Deans, Admissions, financial aid officer, etc.). Can be a good way to
257.    establish relationships, partnerships.

258.    Came up with $325 by multiplying $65 (current member rate) x 6 (number of memberships) =
259.    $390. In average, most programs have approximately 4 staff members= $260.00. Came to
260.    $325 averaging the two amounts. Next year’s Board will come up with rate, this is simply a
261.    starting point. Rate will depend on budget for 07-08 fiscal year.

262.    X. Announcements
263.    Next BOD Meeting: Will only be meeting on Saturday, February 17th from 9:00am-5:00pm
264.    Focus will be the conference and strategic planning priorities.

265.    Make sure you clear your advances for this year prior to the end of the conference.

266.    Reminder to please submit and/or encourage others to submit nominations for awards to be
267.    presented at the Conference.

268.    Annual Reports: Please submit your Annual Committee Report by January 30th.

269.    XI. Adjournment
270.    Motion: Ms. Blanco
271.    Second: Ms. Dupree
272.    Meeting adjourned at 2:50pm

Motion voted on after January meeting via e-vote.

1. Friend of WESTOP Nomination.
            Motion: I move to recognize Wendy Tokuda as a Friend of WESTOP, Mr. McCune
            Second: Ms. Blanco
            Discussion on File
            Motion Carries

 

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