Jan 12, 1996, Phoenix, AZ

CALL TO ORDER: 1:25 P.M. Friday, January 12, 1996

OFFICERS

PRESIDENT: DENISE BENTON
PRES. ELECT: ADRIAN TANAKEYOWMA

TREASURER: VICTOR SHUPP
SECRETARY: SUSAN MADRID-SIMON

CHAPTER COORDINATORS

ARIZONA: MATT BENNEY
NORCAL: CONNIE BAKER
NEVADA: LEONARD WOODS

SOCAL: REY CUESTA


MEMBERS AT LARGE

JESSI DIAZ
CYNTHIA PARKS
LILIA POWELL
HAZEL RALSTON
MIKE TUITASI
LILIA POWELL

APPOINTED MEMBERS

LAWANDA McCULLOM
ALFREDO CENDEJAS
LAWANDA McCULLOM
RON MURIERA
BILL SULLIVAN

OFFICERS

PAST PRES.: CHERRYL ARNOLD-MOORE

CHAPTER COORDINATORS: PAC. ISLANDS:CHRISTOPHER LILLEY EXCUSED

MEMBERS AT LARGE

CYNTHIA PARK EXCUSED

APPOINTED MEMBERS

DIANA BANUELOS EXCUSED


Acknowledgment of visitors to the meeting: Mariane Roccaforte, ASU UB Assistant Director and Irv Coin, ASU UB Director.


ACTION 1: MOTION TO APPROVE THE MINUTES OF THE OCTOBER BOARD MEETING WITH CORRECTIONS.
1.Nate Easley was present at the meeting in October.
2.Change #3 on pg. 6 of President's Report from "not" to "no".

MOTION: HAZEL RALSTON
SECOND: RON MURIERA
VOTE: PASSED UNANIMOUS

I. Legislation & Education Alfredo Cendejas, Nate Easley
A.Report
1.Update on clause on Reconciliation bill, withdrawn "illegal permanent residents" as ineligible for aid.
2.Update on bill AB265-state of California
a.bill will prohibit invasive questions on any test
b.option will be provided regarding participation in an assessment test.
c.students will be tested in grades 2 through 10.
d.testing will cover applied academic skills.
e.criticism regarding "option"
(1)creates less valid results but gives parents more control
3.SSSP Surveys
a.greatest concern new proposed regs are making SSSP a college version of UB.
b.limitation on travel to 4% of salary.
(1)recommend greater flexibility on travel budget "do not" restrict.
c.definition of a participant as one who participates in two continuous grading periods. Very difficult to service mid-year transfers.
4.Communication is improving within the region due to the use of FAX and e-mail.
5.WESTOP legislative handbook draft completed
a.software available fro MAC's
6.Current Priorities
a.Recommend NORCAL Listserv should change to WESTOP listserv. No one to maintain NORCAL listserv @ Stanford.
b.Affirmative Action - Impact if eliminated
(1)reduce #of under represented students on all campuses
(2)short term low-income will increase as under represented decreases
(3)UB more accountability, harder to graduate college in 5 years.
(4)traditionally under represented students will feel more and more isolated.
(5)TRIO resources will begin to dry up
(a)EOP, Summer Bridge
7.NCEOA Policy Seminar 1996
a.very important year to go to seminar
b.would like to honor Rep. Frank Riggs
c.Steve Dominguez wants to know who is covering which legislators.
(1)8 board members possibly going
(2)luncheon would be easy way to honor Riggs
d.CHARGE TO CONNIE BAKER:chair the planning of the luncheon to honor Rep. Frank Riggs during the 1996 NCEOA Policy Seminar.
e.Costs depends on how many RSVP
f.Denise will work with Rep. George Brown to arrange for space and food
g.association and chapters will underwrite expense

DISCUSSION

Denise: I am requesting the Finance Committee to report back to board how "much' money board can contribute.

Nate: Chapters have to approve amounts that they are able to contribute. Does this need to be proposed to each membership?

LaWanda: I have a suggestion. It is very difficult for me to deal with things in vague terms. How about a $1,000.00 from WESTOP and $1,000.00 from the 5 chapters, $250.00 per chapter.

Bill: All of the chapters are members of WESTOP. WESTOP should pay for it.

Denise: It is not a mandate. Everyone benefits from it however. If chapters can not afford it, then chapters do not need to pay.

Adrian: This needs to go back to the respective chapters for approval. Because we can redirect line item in budget to pay for this function. The $30.00 increase for conference registration maybe should be redistributed. We can do this by revisiting the motion and amending it.

Bill: You can't go back and re-divide it differently.

LaWanda: The reason we are on this, is because it is what NorCal has done for several years. I am sure NorCal will continue to do the luncheon. Everyone needs to contribute.

Connie: Maybe $10.00 NCEOA, $10.00 Contingency Fund and $10.00 Conference.

Matt: The $10.00 contingency was meant for the strategic reserves not political luncheons.

Victor: I suggest we consider this as a line item in tomorrow's budget. The budget should be allocated for Policy Seminar instead of creating a new line item every year. It should be part of the Legislation & Education budget.

Denise: Nate will not be able to attend the Policy Seminar due to no funds at his institution. Is it possible for chapters to send coordinator to Policy Seminar, to make sure we are well represented each year.

Nate: I recommend that an information blurb be sent top rograms from WESTOP on "why" Programs should attend. Coordination and follow-up are the key to successful representation.

II. Membership & Elections Adrian Tanakeyowma
A.Elections
1.Chapter coordinators will be selected prior to conference. NorCal will be on the conference ballot
B.Membership
1.As of 1/1/96
a.425 current members
(1)85 new
(2)26 omitted
(3)10 non-chapter affiliated
(4)chapter membership
(a)Arizona 45
(b)Nevada 10
(c)NorCal 157
(d)Pacific Is./HW 48
(e)SoCal 154
b.does not know if some people updated membership with conference registration
c.Reminder: all nominees to the board must be current members of WESTOP
d.Membership Directory will be published after confeerence
(1)conference registration will used to update directory
e.Recommendation
(1)centralize membership by locaiton
(2)there would always be a current list in one location

DISCUSSION

Nate: I think it's a good idea. It would bring more consistency to the membership account. If you have int on database you can save it on disk.

Bill: It's how we've been doing it. It should always stay with the President-elect.

LaWanda: Once we have WESTOP web page, people can check to see if membership is current.

III. Mentor/PDS : Hazel Ralston, Mike Tuitasi
A.Report
1.Has not received many nominations fro WESTOP awards.
a.request an extension on deadline to 2/12/96
b.announce in WESTOP newsletter the extended deadline and post e-mail sites

ACTION 2: MOTION TO EXTEND DEADLINE FOR AWARD NOMINATIONS TO 2/12/96. USE ALL TECHNOLOGIES AVAILABLE TO GET THE WORD OUT REGARDING THE EXTENDED DEADLINE.

MOTION: LILIA POWELL
SECOND: RON MURIERA
VOTE: PASSED UNANIMOUS

IV. Conference Site Presentations Sergio Lopez
A.1999 Conference
1.location
a.Arizona
2.3 choices
a.Sheraton
b.Hyatt
(1)cannot book
c.Mission Palms @ Tempe
3.Presentation on Mission Palms
a.located in downtown Tempe
(1)across from ASU
b.complimentary transportation to and from airport
c.conference @ $140.00/per night
(1)1 complimentary suite per 50 rooms booked
(2)1 complimentary VIP suite
(3)2 guest complimentary rooms
(4)5 upgraded accommodations
d.26,000 sq. feet for meeting purposes
e.comply with ADA regulations
(1)2 ADA rooms
(2)no roll in showers
4.Sergio's Assessment
a.the location is excellent
b.there is a problem with only 2 ADA rooms available
c.meeting space will incur crisscross traffic
d.hotel can house the group comfortably
e.insert clause in contract that will state "if TRIO funding is deleted hotel can book another group and not penalize WESTOP."
5.Presentation on Sheraton Crescent
a.room rate $145.00/per night + car rental
b.located in northwest Phoenix
c.transportation to provided to and from airport
d.8 ADA room available

ACTION 3: MOTION TO TABLE DECISION ON 1999 WESTOP CONFERENCE SITE.

MOTION: NATE EASLEY
SECOND: LEONARD WOODS
VOTE: PASSED UNANIMOUS

6.CHARGE TO SERGIO LOPEZ:to provide a list of partially fitted rooms at the Mission Palms in Tempe, Arizona.

RECESS: 5:00 P.M. FRIDAY, JANUARY 12, 1996
RECONVENE: 9:30 A.M. SATURDAY, JANUARY 13, 1996

V. Treasurer's Report Victor Shupp
A.Report
1.Fiscal Affairs
a.response to 3 charges from October meeting:
(1)the executive steering committee should include secretary and the treasurer
(2)corporate tax filing incorporates & formalizes tax accountant
(3)give formal responsibility to Fiscal Affairs committee to formulate budget
b.all of the above are existing statements or practices that have evolved over the last 3 years
2.CHARGE TO FISCAL AFFAIRS COMMITTEE:to incorporate a per diem rate for Presidential travel as an addendum at the March board meeting.
B.1996 Proposed Budget
1.Resolution passed in August that $10.00 of increased conference fee will be set aside for NCEOA, this was deducted from projected income.
2.Income conservative estimate of $32,097.00
a.PWW & WESTOP Fund Development have no projected income for 1996
b.Recommendation
(1)a more clear and direct way raising funds needs to be investigated
(2)small task force should study this
(a)fund development is a lot of work; needs to be re-thought
(b)PWW - conflict between chapters and region over who offers PWW
(3)Bonnie Helm under impression she was contacted for PWW for WESTOP conference
(a)she was not contacted nor contracted by WESTOP board
(b)WESTOP is not obligated to her
3.1996 Budget will have to be revised as year progresses but this proposed one is a strong working budget.

ACTION 4: MOTION TO APPROVE THE 1996 PROPOSED WESTOP BUDGET.

MOTION: LILIA POWELL
SECOND: REY CUESTA
VOTE: PASSED UNANIMOUS

C. Current Year Report
1.WESTOP cash flow as of 12/31/96
a.represents only checking account or operating budget
b.Fund balance
(1)$17,385.64
(2)$30,000.00 received for 1996 conference registration

ACTION 5: MOTION TO APPROVE TREASURER'S REPORT AS PRESENTED.

MOTION: MATT BENNEY
SECOND: REY CUESTA
VOTE: PASSED UNANIMOUS

VI. President's Report Denise Benton
A.Report
1.NCEOA
a.Denise did not attend meeting in Puerto Rico
(1)she was excused from the meeting
(2)plane ticket will be used for future NCEOA meeting
(3)NCEOA increased institutional membership to $1,300.00
b.Adrian will report on meeting in Puerto Rico
(1)Oscar Hernandez chaired meeting as President
(2)focused on NCEOA increased national exposure
(a)big push to publicize TRIO
(b)very important to become visible at home institutions
(3)ED.D. was reorganized
(a)grants now report to Program officers
(b)TRIO directors now only need to speak to 1 person - Program officer
(4)553 million requested for 1997-98 TRIO funding
(5)Mitchem had a discussion with Secretary Riley regarding TRIO; believes it was positive and that changes are closed to NCEOA recommendations
(6)Dick Sonnergren retired 12/31/96
(a)Steve Pappas appointed interim Director
(b)it is projected that ED.D. will decrease in size from 140 to 100
2.NCEOA 15th Annual Conference
(1)September 4 - 7, 1996
(2)Grand Hyatt, Washington D.C.
(3)Early Bird Registration
(a)May 17, 1996
3.End of the Year Reports
a.WESTOP Board Reports due ASAP
b.will be placed in Annual Report given out at conference

VII. 1996 Conference Report Bill Sullivan
A.Report
1.Registration
a.175 persons registered
(1)$30,780.00
(a)26 Purhcase Orders
(b)145 paid checks
(c)memberships are being paid in 1 check with registration
2.Hotel information
a.90 rooms reserved
b.rooms not tied to a specific number
(1)Harrah's gold card rate less that conference rate
(a)conference rate $89/per night
(b)Harrah's gold card rate $50/per night
c.27 vegetarian plates
d.no ADA requests as of 1/13/96
3.ADs
a.requests checks with ads no later than 2/9/96
4.On-site registration
a.on-site registration number needs to be set
(1)unless number is set, there will be a problem with logistics
(a)chairs
(b)enough materials by the presenters
5.Request conference be placed on list serv
6.Dance
a.band hired
b."after 5" attire requested by board members
(1)blacktail for men
(2)cocktail, full length for women
7.Budget
a.will not exceed approved budget for conference

VIII. Bylaws Lilia Powell

ACTION 6: MOTION TO CHANGE ITEM 6 AND 18 IN THE BYLAWS TO "PERSONS" RATHER THAN "MEMBERS."

MOTION: LILIA POWELL
SECOND: NATE EASLEY
VOTE: PASSED UNANIMOUS

ACTION 7: MOTION TO APPROVE THE BALLOT ON THE BYLAW CHANGES TO BE SENT TO BILL SULLIVAN FOR PRINTING FOR THE MEMBERSHIP CONFERENCE PACKETS.

MOTION: LILIA POWELL
SECOND: VICTOR SHUPP
VOTE: PASSED UNANIMOUS

IX. WESTOP Fund Development Ron Muriera
A.Report
1.No money available for T-shirts for 1996 conference.
a.surplus of prior year items that must be sold first
2.Silent Auction
a.suggested each chapter donate a significant item for the auction
(1)range
(a)$50 to $100.00
(b)lower priced items from programs will be accepted

X. NCEOA Fund Development LaWanda McCullom
A.Report
1.Distributed binder on organizing.
2.Pushing for coordinated effort for raising money for National TRIO Day
a.Requested resolution from the Mayor of Oakland for TRIO Day
b.press coverage presentation
3.February ideal time to do fund raising for NCEOA
a.50/50 split between programs and NCEOA
4.Regional WESTOP dues to NCEOA
a.$95,522.00
b.formula
(1)199 WESTOP programs x $520.00
(2)$8,000.00 increase over last year
c.CHARGE TO CHERRYL ARNOLD-MOORE:to provide a comparative budget analysis line item, year to year , to justify the NCEOA increase in fees, to be presented at the March board meeting.
d.as of 12/1/95 $21,250 or 22% of Fair Share met
5.Fair Share
a.personal contribution
b.Equality subscription
c.student contributions
d.institutional contributions
(1)23 institutions in WESTOP
e.if every project contributed $450.00 WESTOP would make its' Fair Share

XI. Chapter Reports Coordinators

A. Nevada Leonard Woods

B. Arizona Matt Benney
1.Thanks to the Arizona chapter for hosting this board meeting.
2.Arizona membership pushing for Tempe Mission Palms as the site for the 1999 WESTOP conference.
a.ADA access outside of the hotel
3.Recommend a workshop on Institutional support
a.institutions are trying to shut down TRIO programs
(1)need to define issue with the institutions
(2)work with Bill Clarke and Dave Ferguson
4.Approve 1996 Arizona Budget

ACTION 8: MOTION TO APPROVE THE 1996 ARIZONA CHAPTER BUDGET.

MOTION: MATT BENNEY
SECOND: NATE EASLEY
VOTE: PASSED UNANIMOUS

C. NorCal Connie Baker
1.Membership expressed concerns regarding increased registration fees for the WESTOP conference.
2.Membership recommended establishment of a WESTOP WEB site.
3.Approve NorCal Budget

ACTION 9: MOTION TO APPROVE THE 1996 ARIZONA CHAPTER BUDGET.

MOTION: CONNIE BAKER
SECOND: LILIA POWELL
VOTE: PASSED UNANIMOUS

D. SoCal Rey Cuesta
1.Approve SoCal Budget
2.CHARGE TO THE FISCAL AFFAIRS COMMITTEE:to develop one budget form to be used by all the chapters for budget approval.

ACTION 10: MOTION TO APPROVE THE 1996 SOCAL CHAPTER BUDGET.

MOTION: REY CUESTA
SECOND: VICTOR SHUPP
VOTE: PASSED UNANIMOUS

XII. Old Business
A.Board Transition Adrian Tanakeyowma
1.Passed out survey to each board member
a.survey intended to gather as much information as possible about position and committees

XIII. New Business
A.Centralize Database Nate Easley
1.database necessary for membership and development of Home Page for WESTOP
a.would allow for list serv and archiving of WESTOP history
2.need a place for hard copy documentation
3.Recommendation
a.Contract outside business for electronic storage. Regardless of where it is housed it will require regular updates.
b.Bill Clarke and Dave Ferguson should submit proposals for electronic sites.

DISCUSSION

Leonard: We are tieing up the board with too much technical material. We need to move on with the rest of business.

Victor: I don't believe the motion was clear. Make a decision oral vs. written presentation. Find out what people want to do.

Lilia: This procedure vs. policy.

CHARGE TO LAWANDA McCULLOM: to solicit presentation of three proposals with recommendations for a WEB page for the board meeting in March.

B.Number of Board meetings per year

DISCUSSION

Nate: I find the number of meetings financially straining. Can we cut the number of meetings or have a certain number of teleconference meetings? I put this issue to the board and ask that we come back with recommendations in March.

Matt: The bylaws require quarterly meeting. We can reduce the number by 2 meetings. Currently we meet six times a year.

Nate: Is it possible to consider two meetings by teleconference (video). The cost is less all the way around.

LaWanda: Good idea, however there is no money in the budget for it. I do not think it is a good idea to meet less. This would be a whole new line item.

Connie: We could probably recoup travel funds from board members into teleconference.

Matt: I think its a great idea but we have enough problems with Robert's Rules and our meetings.

Nate: We could set one site per chapter for a regional meeting.

Victor: This recommendation needs to be researched and worked out. It is an excellent idea. We need to determine who is willing to bring the information to the board.

Nate: I can bring back information with a committee.

ACTION 11: MOTION TO APPROVE LEONARD WOODS AND NATE EASLEY AS PRESENTERS REGARDING THE FEASIBILITY ON VIDEO CONFERENCING IN LIEU OF ACTUAL BOARD MEETINGS.

MOTION: VICTOR SHUPP
SECOND: LILIA POWELL
VOTE: PASSED UNANIMOUS

C.California state business
1.A meeting will be scheduled between Superintendent Eastin and members o f WESTOP.
a.Topic of discussion
(1)War of Opportunity
(2)objective to inform Ms. Eastin about WESTOP and gather support for TRIO programs
(a)members to meet: LaWanda, Connie, Susan, Alfredo, Ron and Nate
D.Tracking students within region
1.Board should recommend to chapters to formalize tracking methods of TRIO students
a.memo of understanding should be developed
b.release of information form should be standardized
2.CHARGE TO CONNIE BAKER AND NATE EASLEY:to draft a release of information form which will be sent via e-mail and fax.

ACTION12: MOTION TO ADJOURN @ 4:18 P.M., SATURDAY, JANUARY 13, 1996.

MOTION: LILIA POWELL
SECOND: NATE EASLEY
VOTE: PASSED UNANIMOUS

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