October 9, 2005, So. Lake Tahoe, CA
Approved 01/07/06
Embassy Suites
1. I. Meeting called to order at 9:25am by President Martinez-Saldaña
2. II. Roll Call: Diana Bañuelos, Matt Benney, Anita Blanco, Joy Brittain, Steve Calhoun,
3. Irvin L. Coin, Samuel Cortez, Rey Cuesta, Stephen Domingues, Martina Granados, Heba
4. Griffiths, Jake Lindsay, José Martinez-Saldaña, Tomasa Mauricio, James Oda, Damien
5. Peña, Lydia Perez, Luis Sandoval, Howard Willis
6. Absent: Churchill Edward, Marsha Gable, Rhonda Moses (resigned), Keith Powell
7. III. Approval of Minutes
8. A. Motion to approve: Mr. Peña
9. B. Second: Mr. Cuesta
10. C. Minutes approved.
11. IV. Reports
12. A. President, Mr. Martinez-Saldaña: Summary of governmental relations update from COE
13. Board meeting. Major issues:
14. 1. Reauthorization of the Higher Education Act. Still a work in progress. Cole/Payne
15. letter, getting close to getting a majority signing on. We (WESTOP) are by far the
16. association with the least support from our congressional representatives. Put one last
17. effort forward. 44 votes shy of a majority.
18. II. Appropriations: Level funding. There have been questions on how the Gulf situation 19. will affect us. What’s the impact and how we propose to act on it?
20. III. Update from Larry Oxendine: Have had major problems with grants.gov. C-campus
21. grants, there were some who couldn’t submit proposals. Community colleges have had
22. major problems. Several different mechanisms have to be put into place and have been
23. cumbersome (because of signatures, approvals). TS: May happen in December, but
24. maybe in January. EOC will happen right after. Awards will be made in July for TS and 25. EOC. Important to do research ahead of time. Find out from institution if they are
26. already a member of grants.gov. It takes weeks/months to get an established
27. account with grants.gov. Find out who the password holders are and get a hold of them.
28. Dept was trying to move VUB under the EOC umbrella, but was unable to do so, no
29. change at this time.
30. B. Chief Financial Officer, Ms. Brittain
31. Report on file
32. Had to do a request for a second extension with the IRS. Have not heard whether it was
33. approved/not approved. Still did not have all of the information (PI and SoCal information). Has 34. since met with SoCal Treasurer, got needed information. PI: still missing receipts and other
35. information. She got statements that were missing. Can’t get on the Hawaii account (PI Chapter 36. account) because her name is not primary on the account. Tried to recreate what happened using 37. statements. Everyone is on-line except for NorCal and Nevada. NV Treasurer bought own copy 38. of Quickbooks, because he could not get information from previous Treasurer. NorCal: Treasurer 39. uses a Mac, can do that now. Credit card for Conference Chair was delivered to him along with 40. restrictions of how it can be used.
41. Special thanks to Eric Chavez for his work on the database. All membership dues have been
42. updated.
43. There are programs and individuals who still have not paid full amount for the Hollywood
44. conference. Requested clarification on how to proceed. Concerned about individuals who need to 45. pay additional fees because they did not pay their dues on time. Invoices were sent via e-mail
46. and regular mail.
47. Can’t come up with exact figures at this time. Amount for outstanding PO’s $8,200.00. Ideas on 48. what can be done to try to recover money owed:
49. A. Maybe not have them be able to register for PDS’s.
50. B. Putting information out. Announce it on the web site or at Chapter meetings.
51. C. Send a list to Presidents of Chapters and have them be responsible for trying to
52. recover money. Use list at Chapter events.
53. D. Start asking members for their member cards.
54. E. Focus: CFO on institutions. Chapter Presidents on ndividuals.
55. F. Need to notify membership that a policy is being developed on late payments.
56. Still need a listing of all events for the year requested from Chapter Presidents at last Board.
57. Need the following information by Monday October 17th for all Chapter events:
58. 1. Name of event
59. 2. Number of people
60. 3. Location of event
61. 4. Reason for event
62. 5. Other circumstances: i.e. SLC dealing with adults, but also students.
63. 6. Send information to the body.
64. Balance: Checking: $66,144.44
65. Balance: Maximizer: $88,594.24
66. Reasons for balance being low: Membership down quite a bit. Good news: people are paying
67. sooner. Conference registration lower than expected: part of it had to do with people not paying 68. (full registration fee). Had everything been paid, would have met goal. Bottom lines on items:
69. Board travel over $73,000 not the budgeted $45,000. Last page of budget: Expenses 85.89%, but 70. only took in 68% of what we expected to bring in. This is why our checking account is at
71. $66,000. Not so much on the expense side, we did not meet our income goals. Should be helpful 72. to have everything on the same fiscal year. Hope to meet our membership goal this year.
73. Recommendation to use PDS’s more, can allocate Chapter Presidents to collect dues.
74. C. President-Elect, Ms. Perez
75. Reports on file
76. Membership & Credentials/ Elections: Working on on-line voting for January meeting.
77. D. Past-President, Mr. Oda
78. No written report.
79. Encourage congressional representatives to sign Cole/Payne letter. Try to talk about eliminating 80. tax cuts, the money will be there. Focus the discussion on not giving tax breaks to the rich as
81. opposed to cuts. Hurricane Katrina: made people more aware of the need for programs such as 82. ours (serving low-income populations).
83. E. 2006 Conference, Mr. Cuesta
84. Report on file
85. Submitted copy of budget. Proposal writing workshop should be Pre-Conference. Registration 86. packet will be going out soon. There will be one packet per program. Information will be posted 87. on web site as well. Will be able to be downloaded. Fees: $200.00 for Registration. Speaker:
88. $500.00. Trying to keep costs low. Committee met in Las Vegas, Michele Scott (2005
89. Conference Co-Chair) was there, she led the meeting. There is a new Chair for the Hospitality
90. Committee. Requested a basket from each Chapter for the Silent Auction. New Members: Ralph 91. Vargas is in charge, Dave Ferguson will help.
92. F. Strategic Planning, Mr. Coin
93. Report on file.
94. Need all of us to be messengers of what we are trying to accomplish. Would like for Chapter
95. Presidents to allocate time to address membership at PDS’s. Also, would like to request that
96. Registration fees be waived so that he can attend PDS’s. This is an important time for our
97. association. Try to keep language as simple as possible on the proposed Bylaws changes. Want 98. to have appositive approach.
99. To keep in mind regarding the bylaws:
100. 1. Look at the clarity of what is proposed in the bylaws.
101. 2. Look at the pitfalls.
102. 3. Are we are looking for change to improve our association?
103. 4. Is this a forward thinking document?
104. G. Bylaws, Ms. Griffiths and Ms. Banuelos
105. Had first Reading of proposed bylaws on October 8, 2005. Electronic copies will be sent out
106. when they get back to office.
107. Section 5.1: Service Council- developed by Bylaws Committee.
108. Public Relations/ Professional Development: Will all Chapters have to go through the WESTOP 109. Committee? Doesn’t have to be approved, but would like to be informed of going-ons of Chapter 110. activities. Meetings of Service Council: clarified statement
111. Official First reading completed. If there are other suggestions, please e-mail them.
112. Recommendation: Do a side-by-side document with changes and rationale.
113. H. COE Fund Development, Ms. Gable (Ms. Mauricio presented on her behalf)
114. Report on file
115. CA not broken down by Chapter, can’t be done.
116. Motion: Ms. Gable: Have Chapter Presidents appoint a member to serve on the committee
117. Second: Mr. Coin
118. Motion passes.
119. I. Communications, Ms. Blanco
120. Report on file
121. Will work with Strategic Planning and Bylaws Committee to communicate proposed Bylaws 122. changes to the membership. Send questions regarding process.
123. J. Financial Affairs, Mr. Peña
124. Report on file
125. Four requests presented.
126. 1. 2006 Conference Budget Revisions
127. Removing Continental breakfasts, Proposal Writing honorarium, reviewed protocol for 128. spending money and who attends planning meetings.
129. Recommendation: Wait on approval until further information is received.
130. 2. Az Chapter Budget Revision.
131. Motion: Mr. Peña: Approve Az Chapter revisions
132. Second: Ms. Perez
133. Motion passes
134. 3. PI Chapter: A lot of discussion on budget. Need more information on line items.
135. Recommendation: Ask PI Chapter to resubmit proposed budget to answer questions
136. raised by FAC by October 21, 2005. Questions on what can happen if this deadline is not 137. met? CFO still has control of books and checkbook.
138. 4. Darlene Conwell Request: Invoice has yet to be paid. She is requesting money for
139. COE travel.
140. Recommendation: Don’t approve request. Request was made to CFO, not FAC Chair. 141. This request did not follow protocol.
142. Motion: Mr. Peña, Reimbursement not be paid until outstanding invoice is resolved.
143. Second: Ms. Griffiths
144. Amendment: That the outstanding amount of $433.80 be paid by the date of 03/27/05.
145. Clarification: Money is owed b y USF.
146. Motion passes
147. CFO will notify USF of decision.
148. K. Legislation and Education, Mr. Domingues
149. Report on file
150. HR 3010 was passed by the House of Representatives on 06/24/05. $836.5 million for TRiO,
151. which is level funding. Senate Appropriations Committee on 07/14/05 included the same
152. numbers, if these numbers hold up, it represents a restoration for TRiO. HR 609 College Access
153. and Opportunity Act: Includes Novice provision which will set aside 10% of annual TRiO
154. appropriations for new programs. Concern: Has a single definition of post-secondary
155. institutions.
156. Foxx Amendment may affect reporting and more regulatory burden on grantees.
157. S1614: passed unanimously in committee Health, Education and Pensions Committee: A
158. Bi-partisan effort. Reached an 80/20 agreement. Features: Novice provision not included, does 159. not include a single definition post-secondary institution. It does include required services and 160. permissible services.
161. Higher Education Act extended to December 31, 2005.
162. Current issues:
163. A. Appropriations: Hard to know what will happen. Impact of hurricane relief not yet 164. known. There is some disarray within the Republican party. Discussing a possible 2%cut 165. on discretionary spending. Chairman Lewis (R-CA): House Appropriations Committee. 166. Issued Press Release: got requests out in time.
167. B. Reauthorization: 90/10 Rule requiring institution to get 10% of resources from non-
168. federal sources. House and Senate miles apart on this.
169. L. Research & Technology Committee, E-Commerce Presentation: Mr. Dave Ferguson
170. Follow-up on proposal submitted last year by Research & Technology Committee. This would 171. mean having the ability to use credit cards on the web which can open a lot of doors for our
172. association. A good time for WESTOP to look at these options, we are ready (server), have the 173. people capable of working with this.
174. Pros:
175. 1. E-commerce
176. 2. Donations, etc.
177. 3. Credit Card Payment Options
178. 4. Merchant Accounts
179. Choices include C-vent: Online registration company, but has other capabilities as well. Already 180. being used by SWASAP and SEAOPP.
181. Companies can set up appointments to go through the Registration process and they take care of 182. follow-up, registered members, can set up a research component. Funds would show up on
183. checking account. A report can be sent on a monthly basis. This would also help our Chapters 184. have a centralized mechanism. Can make it easy access to renewing membership. We need to
185. continue with “forward thinking”. We need to look at the way we look and do things. Also
186. looked into options for non-profits, but they were more expensive than those presented.
187. Motion: Mr. Coin: 2006 Registration Chair contact SAEOPP, SWASAP regarding C-vent to look
188. at the possibility of using it for registration for the conference.
189. Second: Mr. Cuesta
190. Discussion: How about having FAC look at what our best option would be? Would this be too 191. late for 2006 conference?
192. After discussion the Motion is withdrawn.
193. Mr. Cuesta agrees.
194. What is a good next step? Would assign this to someone who will contact Cvent to discuss
195. possibilities and then go for it. Doesn’t lock us in forever, can have one or two-year contract.
196. Motion: Mr. Oda: Adopt C-vent proposal and charge FAC to follow it up.
197. Second: Mr. Cuesta
198. Discussion: Did other associations look at the other options? Mr. Ferguson, along with others, 199. went through it together. They felt this was the best option because it took less time and
200. provided more resources, affordable, easy. Went very strongly on SWASAP’s recommendation.
201. Motion passes.
202. Research & Technology Committee Report on file
203. Working with Professional Development Committee. Ms. Fulmer is continuing to work with 204. different professors to work on data. Continuing to send out the “Technology Tid Bits.”
205. M. Professional Development, Mr. Willis and Mr. Cortez
206. Report on file
207. Following charges made by the Board:
208. 1. Technology Conference: After consultation with R & T and other technology people, 209. decided not to have it on October. Recommendation: take more time to go into more
210. depth. Look at content, and timing. Starting to plan it for next year. Want to have a good 211. conference, set a good precedence. Look at having it at the beginning of the year. Survey: 212. Working with R & T. Trying to figure out what the needs are. Working at the Chapter 213. level, at the PDS’s. Continuing contact with Karen Morrell and Western Kentucky. WK 214. has a $9 million contract and expressed interest in working with us again.
215. 2. Trainers Survey: Can send it on-line, mail it, etc. Idea to have it at the PDS’s Include
216. an area for people to recommend themselves. May need to list possible areas, to give
217. people ideas. Give them something.
218. 3. Emerging Leaders Institute: Talked with Mr. Gerald Bryant (SoCal). Gave him dates 219. of PDS’s to have him present. Need to work on Guam.
220. N. WESTOP Fund Development, Mr. Sandoval
221. Report on file
222. Met with possible sponsors in Las Vegas. Wells Fargo has demonstrated interest in working with 223. us. Talked with Las Vegas Chamber of Commerce, got some contacts. Sent a couple of letters to 224. committee and Conference Fund Development Committee with information on fees for
225. conference sponsorships. Hope to continue to set up meetings with other possible sponsors.
226. Will be working with Communications Committee to come up with a marketing plan to present
227. to companies.
228. Sponsorships: We haven’t had anything like this before. Would we be able to draw companies. 229. Need to have appropriate materials to present to corporations.
230. V. Chapter Reports
231. A. Arizona, Ms. Blanco (on behalf of the Arizona Chapter)
232. Report on file
233. Michelle Figueroa will be stepping in as President because of Ms. Moses’ resignation. Working
234. with Governor’s office to have TRiO be a model program in working with students. PDS
235. planning underway. Materials will be going out shortly.
236. Asked to share info with other Chapters on State Initiative monies and USA scholarship.
237. B. Central Cal, Ms. Granados
238. Report on file
239. Second meeting in Monterey. Background on TRiO. PDS is currently being planned. Taking
240. place in November.
241. C. Nevada, Mr. Calhoun
242. Report on file
243. D. NorCal, Mr. Benney
244. Report on file
245. State of CA Assembly Joint Resolution 26 (support for TS and UB) passed.
246. House: 70-2 Senate: 24-11
247. Currently being prepared to send resolution to the White House. Thanks to SoCal and CenCal for 248. the assistance in the letter-writing campaign.
249. President Martinez-Saldaña: Special thanks to Ron Muriera and John Askey (ACE), Julio
250. Martinez (Ms. Judy Chu’s office) for all of their efforts.
251. E. Pacific Islands, Mr. Oda (on behalf of Pacific Islands Chapter)
252. No report submitted.
253. Mr. Churchill Edward will be taking over for Ms. Eachus. He is from Pohnpei. PDS in Guam 254. Nov. 18-20, 2005. Will need to make sure budget is ready for approval.
255. F. SoCal, Mr. Peña
256. Report on file
257. PDS information passed out. This is the project of our ELI participants. Have exceeded
258. expectations. Hotel deadline is now October 14th. ELI members will be having a BBQ on Sunday 259. afternoon, dinner cruise on Monday evening. Proposals deadline has been extended to
260. Wednesday. Working on planning for 2006 Student Leadership Conf. at Mt. St. Mary’s College.
261. VI. Unfinished Business
262. A. Bylaws Committee: Bylaws proposed changes: With the shift of duties Bylaws Committee to 263. be chaired by Past-President, the role of Parliamentarian has been lost.
264. Options:
265. 1. Give the duty to an Elected Director
266. 2. Have the Parliamentarian as an appointed member.
267. We have not stated in the Bylaws that this is a “Policy Board”. Other organizations don’t have 268. that stated, the Board is the governing body. Would we want to add it? Not a problem because it 269. refers back to Robert’s Rules.
270. Would like Communications committee to come up with a draft on how to present, frequently
271. asked questions.
272. VII. New Business
273. A. 2008 Conference- feedback: Kona or Waikiki? Most reasonable prices: Marriot or Hilton.
274. Hilton would be more expensive than the Marriot.
275. Suggestion to have it in Kona. Concerns: worried about price difference (flights), transportation 276. on the island (location of hotel). Will get feedback from others. Recommendation from last
277. conference: new members felt left out, setting could help new members get the “WESTOP feel”. 278. Opportunity for us to take it easy. Oahu provides more options in terms of extra activities.
279. Would need to look at what options would be available for transportation on the Big Island. Ms. 280. Blanco brought up the Arizona PDS experience, setting away from major attractions, but it
281. helped develop group cohesion. Need to look at contracts before a decision is made on 2008
282. conference.
283. VIII. Announcements
284. A. Mr. Domingues: 2006 Policy Seminar March 26-28, 2006. Will begin planning in January. 285. Suggestion to have supervisors participate.
286. B. Suggestion to look into multiple-year contracts.
287. C. Regional Grants Representatives will return to Washington DC in January. Ben Botello
288. concerned that level of services will be affected.
289. D. Next Board meeting: Anyone affected with campus closures? No
290. E. Mr. Martinez-Saldaña: Different position when he gets back. Won’t be in TRiO, but being a 291. Champion for programs like ours. Don’t know title yet. Mr. Sandoval will be primary contact for 292. pre-college programs at CSU Monterey Bay.
293. F. Exhibitors for 2006 conference. Have colleges send someone to be there. Undergrad and Grad.
294. IX. Adjournment
295. Motion: Mr. Oda
296. Second: Mr. Cuesta
297. Motion passes.
298. Meeting adjourned at 4:00pm
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