CALL TO ORDER: 3:20 P.M.

OFFICERS

PRESIDENT: DENISE BENTON

PAST PRES.: CHERRYL ARNOLD-MOORE

SECRETARY: SUSAN MADRID-SIMON

CHAPTER COORDINATORS

NORCAL: CONNIE BAKER
NEVADA: LEONARD WOODS
PAC. ISLANDS: CHRISTOPHER LILLEY
SOCAL: REY CUESTA

MEMBERS AT LARGE

JESSI DIAZ
CYNTHIA PARKS
LILIA POWELL
HAZEL RALSTON
MIKE TUITASI

APPOINTED MEMBERS

DIANA BANUELOS
ALFREDO CENDEJAS
LAWANDA McCULLOM
RON MURIERA
BILL SULLIVAN

OFFICERS

PRES.ELECT: ADRIAN TANAKEYOWMA EXCUSED

TREASURER: VICTOR SHUPP EXCUSED

CHAPTER COORDINATORS

ARIZONA: MATT BENNEY EXCUSED

MEMBERS AT LARGE

CYNTHIA PARK EXCUSED

LILIA POWELL EXCUSED

APPOINTED MEMBERS

LAWANDA McCULLOM EXCUSED


ACTION 1: MOTION TO TABLE THE READING OF THE AUGUST MINUTES UNTIL SATURDAY, OCTOBER 7TH.

MOTION: RON MURIERA
SECOND: CHERRYL ARNOLD-MOORE
VOTE: PASSED UNANIMOUS

I. Legislation & Education Alfredo Cendejas, Nate Easley
A.Report
1.Political education manual is currently being revised and reconstructed. It will focus on education rather than on advocacy techniques.
a.information based
(1)goal is to set up manual up with chapters that can be updated annually
(2)key people in WESTOP will be highlighted
b.intent is to send it to every program in WESTOP
2.The committee will be focussing on trends within the states, especially Affirmative Action.
a.it is important to thoroughly understand the state of state politics in California as other states do follow California's' lead

II. Hotel Conference Site Committee Sergio Lopez, Cherryl Arnold-Moore
A.Report - 1997 WESTOP Conference
1.Five hotels considered as possible sites
a.Hyatt Regency San Francisco Airport
b.Red Lion Sacramento
c.Hilton San Francisco
d.Hyatt Sacramento
e.Marriott San Francisco Airport
2.Hyatt Regency San Francisco Airport
a.located near the airport
b.can accommodate groups up to 1,200 persons
c.45,000 sq. ft. of meeting space
d.2 grand ballrooms
e.breakout rooms throughout hotel
f.AV company on-site
g.will incorporate 1 planning meeting i.e. Board meeting if Hyatt wins contract
h.Transportation to San Francisco
(1)commuter bus = $1.00
(2)Greyline tours, stops daily free one way
(3)Budget rent-a-car on property
(4)busses & shuttles
(5)Cal-train
(6)free shuttle to Burlingame
(a)2 busses with wheelchair accessibility
i.hotel very accessible for ADA special needs
(1)18 rooms available
j.all floors except 2nd floor non-smoking
k.complimentary shuttle service to and from the airport
(1)airport shuttle works continuously during peek hours
(2)on demand during non-peek hours
l.parking is free
m.Conference chair and president will be given 1 additional visit before and after decision
3.Marriott Hotel San Francisco Airport
a.Full service hotel with a location on the bay = 4 diamond rating
(1)684 rooms
(2)21 suites
(3)complete renovation
b.recommendations for WESTOP
(1)dates blocked out
(a)Feb. 20th through March 5th
(2)meeting space
(a)grand ballroom divided up into breakout and major meeting rooms
(b)plenty of extra space
(c)primary business of hotel located on the first floor
(3)accessibility
(a)complimentary shuttle every 10 minutes from airport
i)all shuttles are wheelchair accessible
(4)room accessibility for ADA purposes
(a)19 accessible rooms
i)no roll in showers
ii)rails are located int he bathrooms
(b)80% of rooms non-smoking
(5)parking free
(a)valet parking $7.00/day
(6)room rate per day
(a)$99.00 single/double
(b)locked in for 1997
(c)complimentary meeting space
(d)use of grand ballroom
(e)1 comp per 50 rooms can be charged against master bill
(f)1 comp. presidential suite
(g)1 comp podium/mike per break out room
i)adjustable podiums/mike for ADA use?
(h)comp. planning visits
i)1-2 visits per 2 persons
(i)10 upgrades @ concierge floor
4.Red Lion Sacramento
a.completing 6.5 million dollar renovation
b.location is prime
(1)activity centers within 5 minutes of hotel
(2)state capitol walking distance from hotel
c.Meeting space includes ballroom
d.lodging
(1)rooms are spacious
(2)2 queen size beds instead of doubles
e.room rate per day
(1)$95.00 single/double
(2)comp. meeting space 15% leeway
(3)comp. shuttle service to and from airport
(4)free parking
(5)comp. presidential suite
(6)6 VIP upgrades to expo level
(7)individual upgrades $10, $15 and $25
f.accessibility of rooms for ADA use
(1)16 rooms
(2)roll in showers and shower in tubs available
(3)6 wheelchair rooms
g.dates blocked
(1)March 3nd - 5th, March 8th - 11th
5.Hilton San Francisco
a.Not able to accommodate WESTOP
6.Hyatt Regency Sacramento
a.Not able to negotiate dates for the conference
7.DISCUSSION:

Sergio: Does the board want to look into other areas? If so, these hotels will release the dates.

Bill: Time is really important.

Denise: What does NorCal have to say about these properties?

Connie: I don't think it's a big deal.

Ron: The Marriott cuts a better deal than the Hyatt.

Denise: What about the consideration regarding Sacramento? I don't want to leave without clarifying this first.

Connie: If properties are not available, then it is a non-issue.

Sergio: The key is the budget of WESTOP. Our goal is to pass the savings along to the members.

ACTION 2: MOTION TO APPROVE THE MARRIOTT HOTEL (SAN FRANCISCO AIRPORT) FOR THE 1997 WESTOP CONFERENCE.

MOTION: BILL SULLIVAN
SECOND: CHERRYL ARNOLD-MOORE

DISCUSSION:

Denise: I have a concern regarding what I am hearing: some members are questioning the "5 year" plan on the grounds the board did not inform them of this decision. It is important to tell the membership that this information is in the records.

Sergio: Yes that is true, it is in the record. It began as my outgoing wish as WESTOP president. Cherryl also agreed with it after her presidency concluded. I asked every chapter to give me information/feedback regarding negotiations for each year the conference was booked.BillOne of the major things we're doing this year for the conference, is that the 1996 Conference book will show where each of the future conference sites will be up to 2,000. No matter what you do someone will complain.

Hazel: I would like to commend this committee for an excellent job.

Denise: This information should be in the next regional newsletter. At the January board meeting will decide the site for the 2,000 conference.

VOTE: PASSED UNANIMOUS

RECESS: 5:50 P.M. FRIDAY
RECONVENE: 9:00 A.M. SATURDAY

III. Minutes Susan Madrid-Simon

ACTION 3: MOTION TO APPROVE THE MINUTES OF THE AUGUST BOARD MEETING.
CORRECTIONS:
1.Bill Sullivan absent only for Roll call.
2.Correct Lilly to Lilley
3.Frank Riggs is from Humboldt/Napa not San Jose

MOTION: CHERRYL ARNOLD-MOORE
SECOND: NATE EASLEY
VOTE: PASSED UNANIMOUS

IV. President's Report Denise Benton
A.Report
1.Oscar Hernandez current President of NCEOA submitted his report to the NCEOA Board of Directors in Sand Diego.
a.Dave Ferguson, Muniyga Lumumba, Bill Sullivan and Adrian Tanakeyowma all sit on the NCEOA Governmental relations committee.
(1)life appointment
(2)no financial support to send representatives to committee meeting
b.Denise Benton will chair the Personnel Committee
c.Cherryl Arnold-Moore sits on the Finance Committee and also chairs the TRIO Achievers committee.
2.DISCUSSION

Connie: Is Government Relations a committee that is concerned with national issues only?

Denise: Yes. But because of our lack of presence we might have missed information. Does the Board have concerns that we would like Oscar to address? I know one comment I heard was directed towards WESTOP members not appreciating acknowledgment of associations who met Fair Share at the Banquet.

Cherryl: I think that is somewhat petty.

Ron: I walked out when this occurred. It is o.k. to give credit those regions but personally it was uncomfortable for me.

Connie: People felt it was inappropriate to showcase the amount of dollars raised at the President's banquet.

Hazel: I think it's only fair to those associations who did meet Fair Share to be recognized.

Denise: WESTOP's Fair Share will increase next year because of the new programs awarded in our region.

Susan: What is the number of programs per region?

Cherryl: MAEOPP and SWASAP have the largest number of TRIO programs.

Denise: The concern I have is that many of the new Upward Bounds in WESTOP are at community colleges. What is going to happen with residential housing in the summer? Will theses programs end up sharing sites with standing programs.
3.SSSP competition will be in the Fall of 1996 no the Spring.

CHARGE 1: CHARGE TO THE LEGISLATION & EDUCATION COMMITTEE: PROVIDE A SYNOPSIS OF THE REPORT SUBMITTED BY ARNOLD MITCHEM TO THE NCEOA BOARD IN SEPTEMBER, TO THE WESTOP BOARD AT THE JANUARY MEETING.

4.Performance Report criteria very unclear regarding report and deadlines.
5.DOE Prince Teal was approached to attend the WESTOP Conference in March 1996.
6.Silent Auction for NCEOA
a.WESTOP board purchased a leather tote for the auction.
b.the bid was greater than the purchase price
c.cost of the tote will be submitted to Victor for approval and reimbursement
7.WESTOP/NCEOA Dinner Cruise
a.very successful
b.received thank you from:
(1)Sally Wagner
(2)Paul Beasley
(3)Oscar Hernandez
(4)Arnold Mitchem
(5)William Jackson
c.Thank you to Cynthia Park and staff
d.Financial Report
(1)$700.00 deposit, $695.00 returned to WESTOP
(2)reserved 85 dinners, 83 participants
(3)conference co-chairs sent a check for about $300.00, WESTOP funded $1500.00
(4)Denise did not charge the association for her cost to San Diego can be applied to cost of the dinner
(5)ultimately figures should zero out
8.WESTOP ad/NCEOA
a.WESTOP ad was placed in the NCEOA pamphlet. Once the pamphlet made 60 pages it was not cost effective to go beyond that point.
b.priorities need to be clarified for next conference
(1)each regions' ad should appear in the pamphlet
B.Date certain membership
1.date certain membership is not working according to Adrian
a.members do not understand the change in policy
b.new TRIO programs will be contacted by Denise and Adrian
(1)anyone new chapter areas need to be submitted to Denise or Adrian
c.renewals should be sent Adrian
C.Announcements
1.SWASAP conference coming up 11/15/95
2.Affirmative Action conference coming up soon

CHARGE 2: CHARGE TO THE LEGISLATION & EDUCATION COMMITTEE: RESEARCH AND REPORT ON THE STATE BILL AB265 TO WESTOP BOARD, AT THE JANUARY MEETING.

ACTION 4: MOTION TO APPROVE PLACEMENT OF THE 1996 WESTOP CONFERENCE AD IN THE SWASAP CONFERENCE BOOKLET.

MOTION: DIANA BANUELOS
SECOND: HAZEL RALSTON
VOTE: PASSED UNANIMOUS


V. 1996 Conference Report Bill Sulllivan, Jessi Diaz
A.Report
1.Review of rough draft
a.all past presidents will be included in conference pamphlet
b.all past conference themes will be included in the book
c.directory of Committee Chairs pgs. 1-4
d.pg. 6 1996 Function Agenda
(1)add 7:00 - 9:00 WESTOP Board Dinner
(2)Friday, 3/1/96
2.Sunday 3/3
a.New professionals to WESTOP increase to 50 attendees
b.President's Council mtg. change to 5:00 - 6:00 pm
c.President's reception
(1)food will be served
(2)more than cheese/crackers
d.moderators meeting change to 20 participants
e.Need speakers for the following:
(1)Keynote Sunday night
(2)Plenary Monday
(3)Plenary Tuesday
(a)send names to Leonard Woods by Friday, October 13th.
f.inserts for conference packets need to sent to Bill Sullivan by Monday, October 9th.
3.Monday 3/4
a.continental breakfast
b.change candidates form to forum
c.change meeting of the Members to 10:15 am
4.Tuesday 3/5
a.fundraising change to "luncheon"
5.Wednesday 3/6
a.change 8 chapter meetings to 5 chapter meetings

VI. WESTOP Fund Development Ron Muriera
A.Report
1.NorCal PDS
a.generated $160.00 for WESTOP
b.sold mugs and pins
2.SoCal PDs
a.will also support WESTOP
3.Regional fundraiser to coincide with National TRIO Day
a.half of proceeds will go to chapters; half will go to WESTOP
b.NorCal agrred to divide proceeds at 3 levels
(1)chapter, WESTOP, NCEOA
4.currently researching alternate funding to help with funding at regional level

VII. Resource & Communications Diana Banuelos
A.Report
1.WESTOP brochure
a.presented a draft to the board
(1)board directed Diana to continue final set up of brochure
(2)brochures will be review for additions, corrections and deletions at next board meeting
2.Regional newsletter
a.will be a synopsis of committee reports from the board

VIII. Mentor & PDS Hazel Ralston, Mike Tuitasi
A.Report
1.there will be an addendum in the registrations packets which will list all new members
a.new members will also be designated at the conference
2.WESTOP Achievers Award
a.members from each chapter on the committee
(1)NorCal - tba
(2)SoCal - Cherryl Arnold-Moore, Mike Tuitasi
(3)Nevada - Hazel Ralston
(4)Arizona - tba
(5)Pacific Islands - tba

Recess: 12:05 pm
Reconvene: 1:25 pm

ACTION 5: MOTION TO AWARD THE 1997 WESTOP CONFERENCE HOTEL CONTRACT TO THE HYATT (SAN FRANCISCO, AIRPORT) IF IT WILL MEET THE OFFER RENDERED BY MARRIOTT.

MOTION: BILL SULLIVAN
SECOND: CONNIE BAKER
VOTE: PASSED ROLL CALL
7 YES 0 NO 4 ABSTENTIONS IX. Treasurer's Report Victor Shupp
A.Report
1.No report
2.Major concerns: coverage of expenditures between August and October meeting

CHARGE 3: CHARGE TO THE FISCAL AFFAIRS COMMITTEE: PLACE A MECHANISM IN PLACE TO ACCOUNT FOR THE BUDGET WHEN THE TREASURER ISNOT AVAILABLE.

CHARGE 4: CHARGE TO THE FISCAL AFFAIRS COMMITTEE: INITIATE REVISION AND UPDATE OF THE FISCAL AFFAIRS POLICY.

DISCUSSION

Alfredo: I don't think we need to over react to the ordinary absence of the treasurer.

Denise: I think we need something in place. The Treasurer's Report should be submitted at every board meeting regardless of where the Treasurer is.

Bill: I am confused about your original concern , Denise.

Denise: As of August, we had $24,000.00 in the account. I am not usre how much has been spent. I think we will dip below the $20,000.00 minimum.

Cherryl: But you also have deposits coming in.

X. Chapter Reports Coordinators

A. NorCal Connie Baker
1.Report
a.Recommended charges to the board form the chapter:
(1)create a WESTOP page on the World Wide Web
(2)WESTOP directory should include e-mail addresses
(3)Fiscal Affairs policies need to be shared with the members
(4)more information in the regional newsletter
b.Region IX conference on Affirmative Action
(1)November 16-19, Howard Johnson, San Diego

B. Arizona Matt Benney
1.Report
a.Marianne Roccaforte has stepped in as the chapter coordinator
(1)Questions regarding the position: person who is temporarily in the position carry the authority of the position.
(2)Bylaws can be created to reflect this.
b.Arizona PDS is set for Janaury to coincide with WESTOP board meeting
(1)PDS will be held on college campus
(2)looking for presenters
(3)contact Jack Anderson
C.Hawaii/Pacific Islands Chris Lilley
1.Report
a.Last meeting was held at the NCEOA conference in San Diego
(1)guest speaker was Daniel Mesa
(2)spoke about corporate sponsorship
b.PDS possibly scheduled for November 1996
c.chapter balance $5,063.75
d.Checking into interactive teleconference

CHARGE 5: CHARGE TO CHRISTOPHER LILLEY: PROVIDE AND SUBMIT THE STATUS OF CURRENT WESTOP MEMBERSHIP TO THE BOARD, AT THE JANUARY MEETING.

D. Nevada Leoanrd Woods
1.Report
a.Updated list of Nevada members turned in.
b.Last meeting was at the NCEOA conference in San Diego.
E.SoCal Rey Cuesta
1.Last chapter meeting held October 5th in San Diego.
a.54 members attended
2.chapter balance $6,970.01
3.Committee Reports
a.Fundraising
(1)need to solicict outside community corporate support for bigger gifts and funds
b.Student Leadership Conference
(1)Februrary 24, 1996
(2)CSU Fullerton
(3)fee $25.00/per person
c.Newsletter
(1)next newsletter wil be released at the PDS in October
4.PDS
a.October 18-20, 1996
b.Ventura
5.Bylaws
a.second draft will be presented at next SoCal meeting
b.only paid members will receive copies and be able to vote
6.Legislative & Education
a.update on TRIO funding by Alfredo Cendejas
b.addressed dismantling of remedial ed. programs at CSUs
7.Scholarship
a.6 scholarships will be awarded
b.guidelines will be distributed at the PDS in October

XI. Old Business
A.Business
1.Conference Site Committee
a.$500.00 allocated for site committee use.
b.visits to Arizona will happen in November or December.
c.approved reimbursements:
(1)$188.00 Cherryl Arnold-Moore
(2)$185.00 Sergio Lopez
(3)$127.00 remainder to be used for Arizona visit
2.Bylaws
a.Bylaws will not be voted on by the members

CHARGE 6: CARRY OVER AND CONTINUE THE FORMAL PROCESS FOR THE RECOMMENDED CHANGES TO THE BYLAWD INITIATED AT THE 1995 AUGUST BOARD MEETING.

CHARGE 7: RESEARCH AND PRESENT THE FINANCIAL AND LEGAL ASPECTS FOR PROVIDING "BONDING" TO WESTOP BOARD MEMBERS, AT THE JANUARY BOARD MEETING.

ACTION 6: MOTION TO ADJOURN THE MEETING AT 2:55 P.M.

MOTION: BILL SULLIVAN
SECOND: RON MURIERA
VOTE: PASSED UNANIMOUS