Clarion Ventura Beach
Ventura, California

APPROVED

I. Welcome and call to order: The meeting was called to order by President Leonard Woods at1:35pm on Friday, November 9, 2001.

II. Roll Call
Members present: Connie Baker, D. Matthew Benney, Lee Chhen, Irvin Coin, Darlene Conwell, Samuel Cortez, Doreen De Los Santos, R.W. Hicks, Michael Moser, Felicia Nepomuceno, James Oda, Joe Omega, Heinrich Palik, Ricardo Quintero, Norris Sanders, Eliot Schipper, Nancy Vandenberg, Leonard Woods, Ling Yeh

Members absent: Veronica Hernandez

III. Approval of Minutes:
Minutes from September 21-22, 2001 were accepted as amended, by unanimous consent.

IV. President's Report ­ Leonard Woods
(report on file)
President Woods reviewed the main points of the Executive Committee meeting held on Thursday evening November 8. He announced that Edward Pohlert, current president of the EOP association, would be coming to speak to the Board on Saturday. He informed members that the 2002 COE policy seminar will still be held, despite the current events in Washington DC. He also announced that Veronica Hernandez has submitted a formal letter regarding her resignation from the WESTOP Board. She has put together a schedule for publishing the WESTOP newsletter, and has moved forward on a WESTOP informational brochure that was passed down from Roxie Downie. Regarding the proposed restructuring of COE Institutional Membership fees, this decision will probably take place in December. President Woods reminded Board members to solicit feedback about this issue so that the WESTOP Presidents can bring it to the December COE meeting. Dave Ferguson has posted the COE budget on the WESTOP website, so people can review COE expenditures. President Woods also distributed copies of the BOD Committee Objectives, because he would like to have the Board develop policies for each committee. He requested that everyone read them over, make changes and suggestions, and return them to him at the next BOD meeting.

Discussion took place about the need for BOD members to be better educated about the issues pertaining to Reauthorization. Mr. Moser requested that Dr. Baker educate us about this issue. She stated that she would be preparing an educational document to post on the website, but that she would also be happy to visit and speak to specific programs or chapters if needed. Mr. Omega remarked that Chapter Presidents should also try to educate their members about reauthorization. President Woods asked for help in identifying issues concerning WESTOP, and in distributing this information out to the membership. Clarification was requested about the time process for these charges. President Woods indicated that COE is trying to draft a position paper very soon, and so they would like to have the information this month. It is necessary to decide which issues are the most critical. Dr. Baker cited loan forgiveness for TRIO staff, additional points for particular geographic areas, and other program specific requests and challenges, as examples. She also asked Board members to refer to the COE website at www.ed.gov/legislation/hea to review the 1998 amendments. A Board member asked about when the position paper will be put together, and whether or not there will be time for regions to respond before it is sent out to the public. Mr. Benney indicated that COE Board members will get a draft at the December Board meeting, and they will review and revise it at that time. Mr. Moser felt that it would be important for members to be able to look at a draft when it comes out. The WESTOP Board should also come together and review the document, and make a solid statement about it. Mr. Benney indicated that we are permitted to provide comments after December, but the likelihood of those comments being incorporated into the position paper is not high. He stressed that if we have an important issue to bring up, then we need to include it now. If we see any weaknesses, then we can include it in WESTOP's own position paper. Mr. Palik also suggested asking other regions about what their most pertinent issues are as well.

The discussion turned to the issue of COE rate increases. Board members asked President Woods whether he has talked to fellow COE members about what they think. President Woods indicated that he has only talked to 2 other presidents; he shared that SWASAP seemed to have an issue with the increase, but MAEOPP supported it. Mr. Benney estimated that only 5 or 6 no votes would be given, and that three of them would be from WESTOP. Mr. Moser expressed concern that WESTOP has historically been left out of the critical committees on COE. He asked whether there was some way to have better WESTOP representation on the COE Board. Mr. Benney responded that regional representation is a mandate now for some committees, but should apply for all of them. The finance committee is the most difficult in which to have representation, because the members are appointed.

President Woods then reviewed a letter by Arnold Mitchum, regarding the instructional grant competition. He indicated that they may want to change the focus of the training grants. Dr. Baker said that COE was soliciting ideas about this issue, and she feels that we should include evaluation models and research design for TRIO programs as a topic. Mr. Benney informed us that COE is also sending a survey to each of the 10 presidents, and is waiting for feedback. President Woods stated that he would share this survey with the Board as soon as he gets it. Mr. Sanders commented that the communication time frame with COE seems to be rather tight, and asked whether this issue could be explored with the COE Board, so that we do not always need to make decisions under pressured timelines.

A motion was made to accept Ms. Hernandez's resignation from the Board (Motion #1). Motion passed. Mr. Hicks reminded the Board that the Bylaws allow us to replace Board members who have left, if the President brings recommendations to the Board. Discussion took place about how to fill the vacant position. Mr. Omega indicated that he would be willing to take on the newsletter responsibilities of the Communications Chair, because it is a very important task. Dr. Baker informed us that Roxie Downie and Lydia Perez also offered to assist with various duties. The discussion was tabled until tomorrow.

V. CFO Report
(Report on file)
Ms. Nepomuceno brought attention to fact that we are currently operating at a $10,000 deficit. She then reviewed the action items on her report. She spoke to an accountant about providing an audit, and found out that WESTOP does not need to have an audit because we do not report to a third party. Other options are to either have a consultation in 2002 with the current CFO, or later in the year with the new CFO. She asked for feedback about whether the chapter treasurers should be there as well. Finally, she reviewed the CPA consultation rates.

A discussion was held about the deficit. Mr. Benney asked whether this is a typical issue, and whether the money usually gets recovered during early bird registration for the WESTOP conference. Ms. Nepomuceno indicated that last year at this time, we were only at a $2000 deficit. In addition, this year the early-bird and pre-conference deadlines are so late that we might not receive the money until the next fiscal year. Ms. Conwell shared that there are currently 52 online registrants, but only 36 have paid. She said that she would talk more about the 2001 proposed conference income during her report. Ms. Nepomuceno asked the Chapter Presidents about the possibility for Chapters to close their books by December 15, so the treasurers can turn in full fiscal reports to her by January. The official day to turn in taxes is in May, but it takes chapters a long time to turn their reports in. She wants to help the incoming CFO by getting all the paperwork done before March. Plus, she would like to have a financial review of all Chapter accounts by an accountant, and this would need to happen before March because accountants will not be available during tax season. Several Chapter Presidents indicated that they had activities in December or early January. Since holding checks for over 2 weeks is against policy, it would be extremely difficult to close the books that early.

VI. Membership Report ­ Irvin Coin
(report on file)
Mr. Coin reported that even though the Reno conference was larger than ever, the number of paid WESTOP memberships is lower than in previous years. The Membership Committee's main goal is to have only one database. Thus, he has restructured the process so that membership forms go to him, while membership payment goes to the Conference Registration Chair. He asked Chapter Presidents to inform their members about this process. He also reminded Board Members that December 15 is the deadline for BOD nominations. Ms. Chhen was concerned about the numbers from last year's conference. She counted 498 people in attendance, 115 of which did not pay membership fees. She asked about all the other people who did not attend the conference, but have paid membership. Mr. Coin indicated that he is currently working off of 3 conflicting databases, and is trying to figure out the correct figures. Ms. Conwell asked Mr. Coin to send an email to the listserv to inform people about the new membership process, because it was not included in the conference registration forms. A lengthy discussion occurred regarding whether or not to offer the half-year membership for $25. President Woods asked the Membership Committee to discuss this issue, and bring it back as a motion tomorrow.

VII. Strategic Plan ­ Matthew Benney
(report on file)
Mr. Benney indicated that he has a rough draft of the Strategic Plan developed, and will send it out to the Board as soon as it is ready. We should bring this draft to the membership, get feedback, and return it to Mr. Benney. He will present a final draft at the January BOD meeting. One Board Member asked for clarification about our current plan; Mr. Benney answered that we do not have one, because last year's proposed plan was never officially adopted. Apparently there was a strategic plan many years ago, but he did not bring a copy to the meeting. Dr. Baker expressed concern about the lack of leadership development. Mr. Moser shared that he has felt lost this year, because he doesn't know what we are trying to achieve, as a Board. The ELI is a good example. Several Board Members asked for clarification about when the last Strategic Plan was put in place. Mr. Benney reported that a proposed plan was sent out last year, but was voted down at the January 2000 Board Meeting. President Woods requested that Mr. Benney send copies to each Board Member, for reference. Mr. Benney reviewed the deadlines for the process. He will send a draft out on November 20, collect feedback from the Board by December 1, and bring the final draft to the January BOD meeting; we can vote on it, make revisions, and bring the final copy to the membership at the Monterey conference. Ms. Nepomuceno asked whether the Strategic Plan is aligned with the 8 functions in the Bylaws. Mr. Benney indicated that it is.

VIII. Legislation and Education Committee ­ Connie Baker
(report on file)
Dr. Baker reported that the House and Senate are going into session to talk about appropriations this week. She reviewed the names of the appropriate legislators to be contacted. She also emphasized that Reauthorization of the Higher Education Act is critical, and that going to Policy Seminar will be very important next year. She has put in a FAC request for the "Congress at Your Fingertips" publication. The new edition is out, and will be available in January. Regarding evaluation, she is concerned about the Mathematica study and how it may affect Reauthorization. She informed Board Members about the NELS database, which contains data from a longitudinal study of high school students beginning in 1986. Apparently, this database includes fields on SSS and UB. The person in charge of research for COE is now analyzing the NELS data, and will make a report as soon as she has something. Dr. Baker will keep us updated.

Discussion took place regarding the impact of September 11 events on travel plans for Policy Seminar. Dr. Baker suggested that access to Congress members will probably be limited. We may want to consider more local efforts, but it is hard to tell right now. If the anthrax issue is still a concern, we may want to consider having everyone visit legislators at their home districts.

IX. Professional Development Committee ­ Norris Sanders
(report on file)
Mr. Sanders reported that the Bonnie Helm and Karin Winnard bids have been approved. Their fees have also been approved. He has provided FAC with 2 draft contracts for the pre-conference workshops. The FAC and Executive Committee will handle approval of the contracts. He indicated that people who use online registration for the pre-conference will not receive a confirmation; they will only receive one for the actual conference. If anyone is getting inquiries about this issue, please refer people to the conference website.
Mr. Sanders reported that he has been doing research on finding someone to write a TRIO Training Grant for the WESTOP region. He is also trying to find someone for the TRIO Assistance Team. He will bring in a proposal to the BOD to put together a team of people who will travel to different regions to provide professional assistance and advice to individual programs. He hopes to have a formal proposal approved at the January BOD meeting. With regards to the ELI program, Mr. Sanders stressed that we need to get this back on track. By the next WESTOP conference, we should have a revised plan proposed.

A very lengthy discussion was held regarding the ELI program. Several Board Members felt that we should provide the membership with information about where the previous ELI participants are now, in order to show that the pilot program was helpful to some degree, and to report on final costs. It was suggested that we contact former ELI participants to see what their opinions are. Ms. Chhen wanted to clarify that former ELI participants offered to help rewrite ELI curriculum, as their last project. But since this discussion never happened, she would be uncomfortable with having ELI revived before this next conference. Mr. Sanders indicated that his intent was to revitalize the idea, and work with anyone who wanted to help devise a new curriculum. He hopes to emphasize that WESTOP is committed to leadership development. Mr. Benney reminded us that he distributed a survey to the membership at the Reno conference, to solicit their thoughts on what ELI should look like. However, he only got 27 responses. The Board needs to see a summary of the results of that survey. Ms. De Los Santos asked Mr. Sanders to bring the old ELI curriculum, go over it with the former participants, compile a summary of their comments and suggestions, and make a formal presentation to the Board. President Woods reminded us that the BOD is supposed to be in charge of policy, not programming. Ms. Vandenberg suggested writing a letter of apology to the former ELI participants. Ms. Chhen made an offer: she would review the original proposal, contact former ELI members and obtain their feedback, write a report, and present it to the Board. A motion was made to accept Ms. Chhen's offer to work with the former ELI participants and the Professional Development Chair, by the January Board Meeting. (Motion #2). Ms. De Los Santos added that Mr. Sanders should still bring the original proposal and budget as well. Discussion occurred about whether or not this request needed to be stated as a motion. The motion did not pass. President Woods made a charge that Ms. Chhen prepare a presentation about ELI, as part of the Professional Development Committee report in January.

X. Conference Report ­ Darlene Conwell
(report on file)
Ms. Conwell reviewed the missing website information; she hopes to have it in place by the November 19 conference meeting. She distributed a picture of the logo, and went over the conference room registration list, which now shows 68 people registered. There is some confusion about payment, because the membership fee is included in the total. There is approximately $14,000 coming in, not including membership fees. She will give all pre-conference registration information to Mr. Sanders. Currently, the proposed keynote speakers are Danny Glover, Angela Davis, and Barbara Lee. She then reviewed her action items. The conference mailing is the only one that needs consultation with the Board. With regards to the early-bird deadline, she does not want to push it back to December 14, but she also does not want to rush people. She proposed sending a postcard reminder to tell people to register on the website. The timeline for the mailing also concerns her, and she is worried about people being unwilling to open large packets because of the anthrax scare. Discussion took place regarding the type of conference mailing to be sent out. It was decided that she will still send one complete registration packet to each program, and will not send a postcard reminder. She will continue to send reminders out on the listserv. It will be the responsibility of the Chapter Presidents to inform people who may not be subscribed to the listserv. Ms.Conwell then clarified the policies on food & alcohol, as well as the AV equipment. Mr. Oda reminded her to ask about whether there is a charge even if we don't use the equipment. She will research it and report back. Ms. Nepomuceno asked about the possibility to have the computer automatically calculate total fees for online registration, to avoid mistakes. It is difficult to reimburse people for small amounts. Mr. Moser offered to try, but said it may be rather difficult. Ms. Conwell acknowledged Doreen De Los Santos for taking on the Newcomer Chair's responsibilities. She also informed us that the ThinkQuest winners will be honored at the opening ceremony on Sunday evening. The BOD Meeting date was moved to Saturday evening from 5:30 ­ 7:30, with packet stuffing from 8-10. Ms. Conwell concluded by indicating that she will have the list of workshops posted on the website by January.

Meeting reconvened on Saturday, November 10 at 9:10am

XI. Arizona Chapter ­ Eliot Schipper
(report on file)
Mr. Schipper reviewed information about the Arizona conference, which will be in Tucson. They are currently looking into sites, and their main priority is to make it affordable. Mr. Benney had put together a checklist of what to consider when securing a contract, and it was suggested that Mr. Schipper obtain a copy of this list. Board members asked to see a sample contract before the January Board meeting. They also inquired about whether the hotel rates would be fixed, what their cancellation policies include, and what their charges are for meeting rooms. Mr. Schipper indicated that he is hoping to have a contract secured by January, but it will probably undergo many changes. He will look into these questions and let us know. A discussion was held about the pros and cons of using the Doubletree versus the Radisson. Ms. Conwell offered to give him a copy of her contract and go over it with him.

Mr. Schipper also informed us that Deborah Myers had to drop out as president elect, because she left her job. The new president-elect is Lydia Perez. The January BOD meeting is most likely going to be held at ASU-West campus. The meeting may be on campus, or at the hotel. Rooms will cost approximately $99. He invited Board members to participate in the PDS, and to propose workshops as well.

XII. Nevada Chapter ­ Lee Chhen
(report on file)
Ms. Chhen reported that Nevada membership is declining. She reviewed the Chapter balance. The new president of University of Nevada, Reno has asked that staff do not contact state representatives on behalf of their programs. Instead, they must go through the Public Relations office. Ms. Chhen reviewed her action items (see report). She made a recommendation about COE membership fees, suggesting that they keep the base cost the same, and increase program fees by $200. With regards to Reauthorization, they want to see language included about supplemental grants for SSS. She also reviewed member comments about the proposed restructuring of the BOD. They are concerned that the new structure would have a negative impact on the Chapter budget and participation level. She concluded by stating that they still need to find a president-elect.

XIII. Northern California Chapter ­ Joe Omega
(report on file)
Mr. Omega reported that his Chapter is working on getting representation from all TRIO programs to compose an official response to the Reauthorization issue. He reviewed the final numbers from the Chapter PDS. He also noted that the current Student Leadership Conference committee decided to change the date of TRIO Day. He will need to bring this issue to the membership, speak to the committee, and report back to the Board. For Chapter fund development, they are currently holding a scholarship drive that will last until January. He is also planning to design a T-shirt to sell for fundraising purposes. He would also like to offer a proposal writing workshop to the Chapter, in either January or April. Janice Dirden-Cook is helping with this endeavor. Another Chapter newsletter will be coming out this month; he has a committee working on this project. Mr. Omega reviewed member feedback about Reauthorization, the proposed change in BOD structure, and the increase in COE fees (see report).

Mr. Sanders asked whether proceeds from the proposed T-shirt fundraiser would go only to the NorCal chapter. Mr. Omega confirmed this. Dr. Baker asked a question about the budget ­ she noticed a discrepancy between income and expenditures. Mr. Omega stated that the budget report does not include checking account information.

XIV. Pacific Islands Chapter ­ James Oda
(report on file)
Mr. Oda reminded the Board that the Pacific Islands PDS is scheduled to take place in Palau, and referred people to the website for more information. He reviewed information about the Hawaii GEAR UP program, as well as a state-funded program called Running Start. He is also talking with people from the PREL program who want to help TRIO obtain more money. They will be making a presentation at the next PDS. The next Chapter meeting will be held via teleconferencing. Mr. Palik added that the president of the College of Micronesia would like assistance in determining where and how TRIO programs fit into the mission of the college, and is willing to pay travel and hotel costs for consultants. Ms. Conwell reviewed their budget and informed Mr. Oda that the PI Chapter does not need to pay for the 2003 WESTOP Conference ad.

XV. Southern California Chapter ­ Doreen De Los Santos
(report on file)
Ms. De Los Santos reported that their last Chapter meeting was very large. Their Legislation & Education committee has been trying to involve the younger members in relevant issues, including letter writing to the USDOE about the FAFSA and participating in the CSU teach-ins that have been happening across the state. She informed us that the SoCal Student Leadership Conference will be held in February. They are also hoping to offer a Parent Empowerment Conference sometime this year. The Chapter received a donation of $3500 from a local fraternity, which has been earmarked for scholarships. With regards to Chapter nominations, they have distributed booklets describing all positions, and allowing for written nominations. Performance Plus conducted a 2-day workshop for the Chapter, which was very successful. Ms. De Los Santos requested that the Upward Bound Math/Science programs be addressed in Reauthorization. In addition, her Chapter felt that COE membership fees should remain the same, especially since we are being charged for services such as teleconferences. Finally, she indicated that Chapter members did not seem enthusiastic about restructuring the Board.

A discussion took place regarding issues about the FASFA. Board members asked whether the letter is being directed toward the right people, whether we can get alumni tracking information from FAFSA data, and whether they are considering taking away CD-ROM and paper application options. Mr. Omega informed us that they plan to eliminate use of the FAFSA Express, except for students in TRIO programs. He suggested requesting that the government include a box on the FAFSA asking whether applicants had ever participated in a TRIO program.

Ms. De Los Santos shared that SoCal members were thankful to see Board members speak at the Chapter meeting the day before. She also informed the Board that she will be working with COE to develop a corporate leadership team, as the WESTOP representative. Ms. Nepomuceno advised that we consider how we are going to prioritize targeting corporations for COE versus WESTOP fundraising.

XVI. Member Services Committee ­ Nancy Vandenberg
(report on file)
Ms. Vandenberg proposed awarding certificates to the TRIO ThinkQuest winners at the WESTOP conference, and having them present their projects. More specifically, she proposed paying for 50% of the students' travel costs. David Ferguson has offered to create the certificates, and she will donate the frames. In addition, Mr. Ferguson has offered to pay for the CSU Chico students, and Karen Morrell may be able to assist using her budget as well. Ms. Vandenberg distributed a proposed budget, but believes that the actual cost will be less, because not all the students will come. The FAC asked about travel expenses for the chaperones; Ms. Vandenberg answered that those costs should be covered by the individual program budgets. The issue was brought up that this is not currently a Board-approved activity; if we approve it, then the FAC will make a recommendation on the budget. A lengthy discussion took place regarding the proposed activity and budget, and whether or not WESTOP would be able to fund it. Mr. Benney reminded the Board that we have to avoid tapping into the carryover budget. As a non-profit organization, it is recommended that we keep 150% of our operating budget in reserve. Currently, we don't even have that amount. Additionally, we are still operating in the red. Some members suggested sending the budget back to FAC for adjustment. President Woods asked about the timeline for a decision on this issue. Ms. Vandenberg indicated that she would need a decision before December, because airfares will be increasing. She can rework the current budget, but she needs approval of the activity first, and then approval of a budget to work with. Further discussion occurred regarding the cost of the activity, who should be funding it, and where Board members felt money should be spent. A motion was made to expend up to $5000 for the project (Motion #3). Several Board members objected because we cannot make a motion that violates fiscal policy, by tapping into the reserves. A motion was made to table the previous motion (Motion #4). The motion passed.

XVII. EOP Presentation - Edward Pohlert
Edward Pohlert, the Director of the SSS and EOP programs at CSU San Marcos, was invited to make a presentation about collaboration between EOP and WESTOP staff. He announced that he will be attending the WESTOP conference. As the State Chair, he will be representing the 21 EOP programs at the CSU campuses. He stated that EOP and TRIO have identical missions, and distributed a copy of their mission statement and goals. The 22 directors meet 3 times a year to set the policies and direction of statewide EOP programs. He indicated that the EOP Directors would like to develop formal partnership with WESTOP because it is important for us to work together, rather than compete with each other. Many years ago, the EOP directors were part of WESTOP, and he feels that this should be the case now. Mr. Pohlert emphasized 3 things that they are examining: 1) organizational development, 2) program effectiveness, and 3) political strategy. With regards to organizational development, they look to WESTOP as a model because we are very organized. We have bylaws, a fundraising committee, and other professional practices which they hope to develop. In terms of politics, we also have strong lobbying effort. Finally, he felt that our integration of programs into a TRIO "pipeline" increased overall program effectiveness. Mr. Pohlert also suggested several ways we could collaborate. For example, when we ask for campus support, space, inclusion in decision making, and other requests in unison, we are more likely to get results. We could also collaborate in terms of collecting outcomes data and/or referring students. The initial plan is to attend the WESTOP conference and hold a forum about this topic. He also formally invited us to their statewide conference in April, at Long Beach. The theme is "Closing the Gap," and will address issues of transition. They are hoping to have a large dialogue about equity across the campus. He ended by distributing a handout with proposed goals, a list of EOP Directors, and a partnership strategy.

A discussion took place about program effectiveness, and how much impact would we have in helping them with the educational pipeline. How do we ensure our pipeline is tight? Mr. Pohlert proposed starting with the Directors, because they have a say in the admissions process. He would like to bring everyone to the table to have discussion about this. Discussion also occurred about the types of commitments that would solidify this partnership. Would we all join each others' associations, or would WESTOP and EOP just meet with each other periodically? Mr. Pohlert indicated that half of the EOP Directors already belong to WESTOP. However, this question is up for discussion. President Woods indicated that the Board supports the collaboration, so we need to set up an ad hoc committee. He appointed Dr. Baker as chair of the committee, and other members include Irv Coin, Matt Benney, R.W. Hicks, Sam Cortez, and Ricardo Quintero. President Woods also asked Ms. Conwell if we have workshop time for them to present at the WESTOP Conference. Mr. Hicks also suggested that we try to include CalSOAP in these discussions.

Member Services (continued)
Mr. Moser motioned to remove Motion #3 (motion #5). The motion passed. Mr. Moser asked Ms. Nepomuceno to talk more about the policy around having a budget surplus. Ms. Nepomuceno informed us that the Nonprofit Guidelines state that all organizational expenditures must come from an annual operating budget, not from a surplus. Otherwise the transaction is not legal. Mr. Oda suggested moving money from our carryover to the annual budget; apparently there is no policy about this type of action. Mr. Sanders suggested offering a friendly amendment that addresses the TRIO ThinkQuest activity, but would not address any financial obligation. Ms. De Los Santos suggested that we vote to support the activity, and then have FAC talk about the financial details. A discussion occurred about the next motion. A motion was made that the WESTOP Board provide financial support to TRIO ThinkQuest winners at the WESTOP 2002 Conference (Motion #6). Motion passed.

XVIII. Communications Committee ­ no chair
(no report on file)
The Committee Chair has resigned. President Woods made a brief update during the President's report.

XIX. Technology Committee ­ Michael Moser
(report on file)
Mr. Moser reviewed his report. The on-line registration for the WESTOP conference and pre-conference workshops are up and running. Ms. Vandenberg asked if other chapters have their own listservs, so she could determine whether NorCal should keep theirs. Several Chapter Presidents indicated that they do have them, so NorCal may want to keep their own, for distributing chapter specific information.

XX. Bylaws Committee ­ RW Hicks
(report on file)
Mr. Hicks asked for clarification about our Statement of Purpose, and whether we should solidify that first and then move on to the Mission Statement. He also wanted to know where we plan to display or print each of these documents. Mr. Hicks indicated that there is a new category for Program Membership, which is the Assistance Team Initiative (see report). Ms. Nepomuceno asked whether there are any written bylaws changes that we need to consider now, in order to bring them to the WESTOP conference, since there is only one Board Meeting left. Mr. Sanders indicated that he likes the Assistance Team proposal, and that it is very similar to what he was thinking of. President Woods charged him with putting a committee together to work on this proposal.

XXI. WESTOP Fund Development ­ Heinrich Palik
(report on file)
Mr. Palik reported that the first WESHOP item was sold to Roxie Downie at CSU Chico. He is preparing to obtain the next items up for bid. Mr. Moser added that the shipping costs for the WESHOP item have been taken care of, so the entire sale amount will go towards scholarships. His committee is also working on two shirts ­ one is the twill shirt that will be sold at the WESTOP Conference. He distributed copies of a design for another T-shirt as well. He will ask BOD members to help sell them. He is also working on soliciting airline donations from Continental Airlines. He emphasized the importance of fundraising, and also offering the option for donators to specify where they want their money to go. He requested that his budget be returned to $1000, because he needs it to pre-purchase the T-shirts. President Woods asked for clarification about the budget request. Mr. Oda indicated that his budget was never reduced. He has about $500 left, so he should be asking for an increase of $500. Mr. Oda indicated that, since the increase is within 25% of his budget, we don't need a motion to approve it.

XXII. COE Fund Development ­ Samuel Cortez
(report on file)
Mr. Cortez reviewed the amounts raised for Fairshare so far. He also distributed a current list of programs that do and do not have Institutional Membership, so that Chapter Presidents can go back and talk to their constituents. He informed us that he talked to Christopher Davis about the COE fees, and reviewed the handout "Working For You," which outlines the reasons for the increase (see report). The main use of the money is for lobbying efforts, since COE cannot use any of their budget for that. COE feels that they are at a disadvantage compared to similar programs in Washington, because they have a smaller budget. Mr. Cortez shared that he is also trying to find out what other regions think. Apparently, some other regions have not even heard about the proposed increase. The proposal will be going out to all programs in several weeks. He will continue to solicit feedback about this issue, and report back to us. Mr. Omega asked whether there is a projected timeline for when they plan to implement the increase. He also requested details regarding the effect that the increase will have. Mr. Moser asked what the current Fairshare requirement is for this year and next, and whether the WESTOP organizational membership is going to increase as well. Dr. Baker stated that she would prefer to have more details about the services they are proposing to provide (eg: teleconferencing).

XXIII. Research Committee ­ Ricardo Quintero
(report on file)
Mr. Quintero passed out a draft of a survey about training. He will have a more finalized version by January. In the survey, he would like to specifically identify the needs of the new membership. He noted that he would also be working with Mr. Sanders and Mr. Moser to get more information. The survey is tied in with Mr. Coin's new Board training initiative as well. Mr. Cortez asked whether there could be a few questions addressing member opinions about the COE membership fee. Mr. Moser recommended that we explain why we are sending the survey, and what we are going to do with the data. He also cautioned that we want to be sure that we can deliver on the items that are addressed in the survey. Mr. Quintero indicated that the information from the survey would be given to local PDS Chairs and WESTOP Conference Chairs to help with workshop planning. Ms. Nepomuceno added that this survey will also help educate new members about how to get involved at different levels, and suggested that he include a section about where they would like to get involved. Mr. Hicks felt that it could also help with the assembly of the assistance team. Mr. Oda suggested that he ask the Chapter Presidents if they have items that they want to include. Mr. Quintero requested suggestions about the best way to distribute the survey. Several people suggested including it in the elections packet and/or at the newcomers workshop.

XXIV. FAC Report ­ James Oda
(report on file)
Mr. Oda first addressed the recommended fiscal audit. He reported that the CFO research found that our type of organization does not need a full audit. She instead recommended that we get a financial review. FAC recommends that we follow this course of action. Mr. Oda then reviewed proposed changes to the Fiscal Reference Packet (see report). The costs behind processing credit card payments were outlined, as requested (see report). The TRIO ThinkQuest and Fund Development budget requests are happening next year, so they will be discussed further.

Mr. Moser asked for clarification about the process behind the Executive Committee review of contracts. Mr. Oda responded that FAC only reviews them if the contract has a potential financial impact. Dr. Baker expressed concern about what decisions the Executive Committee is making. She quoted the bylaws, which state that the Executive Committee should only be meeting in case of an emergency, and that all BOD members should be notified when such a meeting takes place. Mr. Hicks confirmed this statement. Mr. Oda shared that FAC does not meet often enough to review all proposed contracts. It was decided that the Executive Committee would be the most appropriate body to review and approve them. Dr. Baker pointed out that all BOD members can vote by email. Ms. Chhen remarked that FAC asked the Executive Committee to draft a contract template, because most other people on the Board don't know about these issues. Mr. Oda explained that it takes a very long time to get even the Executive Committee to vote, so it would be even more difficult to have whole Board look at it. Dr. Baker felt that if Executive Committee needs to perform this function, then it should be put in the bylaws. She is concerned that we are making decisions that the rest of the BOD doesn't know about. Mr. Benney clarified that they review documents, but do not sign off on them. The FAC reviews the fiscal impact of contracts and makes the final approval. President Woods suggested that we move this topic to New Business. A motion was made to accept the recommended changes to Fiscal Policy (Motion #7). The motion passed.

Mr. Moser brought attention to an item in the report about Mr. Palik's travel costs. Mr. Oda indicated that the request was withdrawn. A motion was made to approve the transfer of travel funds from unfilled Board positions to assist Heinrich Palik with his travel expenses (Motion #8). Mr. Sanders asked for clarification about whether this would be a one time occurrence, and about how much money is left. He also brought up the question of whether this option should be open to others who are feeling financial strain. Mr. Moser responded that this action would definitely be temporary, and it would be up to the Board to decide who could request these funds. Ms. Nepomuceno explained that when the annual budget is developed, they examine expenditures for the previous year. These figures include the costs of the Board from the previous year. They have already violated policy by supporting a third Pacific Islands member, by extending an extra $2250 for PI chapter representatives. Mr. Sanders asked that the motion be withdrawn so that it could be discussed more in depth. The motion was withdrawn. Mr. Palik shared that serving on the Board is a financial challenge, but he doesn't need the money. He asked that the funds in question be donated to the TRIO ThinkQuest project instead.

Budget revisions were reviewed. The WESTOP Fund Development income was changed from $2000 to $4000, and expenditures were changed from $1000 to $3000. The Member Services Committee added a line item of $1000. A motion was made to approve the 2002 budget as proposed (Motion #9). Motion passed. Mr. Oda distributed copies of the Palau PDS contract to the Executive Committee for review.

XXV. Unfinished Business

Mr. Sanders indicated that the pre-conference workshop contracts need to be signed. Do they need to be sent to the Executive Committee for approval? He also asked whether the Executive Board was planning to draft templates for contracts.

Mr. Coin reported that he has consulted with his committee, and decided that the WESTOP membership fee structure will remain the same.

Mr. Moser asked whether there is some way to negotiate the COE membership increase. More specifically, he supported the recommendation from Ms. Chhen (see Nevada Chapter report). President Woods took a vote to either support or reject the entire increase, to increase the base fee only, or to incrementally increase program fees only. The majority of the Board voted to reject the entire increase.

Mr. Sanders brought up the issue of whether the CFO should be voting member of the FAC or not. Ms. Chhen felt that the CFO should primarily serve in an advisory capacity. Mr. Sanders informed us that Roberts Rules states that the CFO is an ex-officio member, and therefore does not have voting rights. Mr. Oda indicated that financial policy states that the CFO is a current voting member, not an ex-officio member. That is what we need to decide. Ms. Nepomuceno pointed out that technically, the FAC doesn't vote ­ they are supposed to reach a consensus. They are making recommendations to forward to the Board, not voting to approve anything. Mr. Sanders asked whether the Bylaws address this issue. Mr. Hicks reported that Sec 8.10 does not address it. Mr. Sanders stated that the Bylaws need to detail the FAC membership and responsibilities. President Woods referred this issue to the Bylaws Committee, to be discussed at the next meeting.

Dr. Baker requested that the Executive Committee follow the Bylaws, by notifying the Board when they meet, and providing minutes from these meetings.

Ms. Conwell gave an update on catering information for the conference. She reported that we are covered under an insurance policy. She also reviewed contract details about the AV equipment. It was unclear whether we were being charged 100 per day per room, regardless of whether we would be using their equipment or not. She and President Woods will clarify this.

XXVI. New Business

Mr. Sanders stated that as the Professional Development Chair, it concerns him that we are competing for funds. It would be wise to determine a way to define what chapters can do for fundraising versus what WESTOP can do, in order to maintain fiscal soundness. It seems like we are duplicating services, and he questions the profitability of this. He cited the proposal writing workshops as an example. Mr. Moser recommended that the Professional Development Chair work with the Chapter Presidents. Mr. Oda recommended that PDS Chairs be required to sit on the Professional Development Committee. The Board members discussed ways for Chapters to collaborate with the Professional Development Committee. President Woods directed Mr. Sanders to contact the Chapter PDS Chairs, in order to coordinate with them.

President Woods charged each committee to compile a draft of their policies, procedures, and recommendations, in order to pass on to the next Board member. He would like the drafted policy manuals by the January Board Meeting.

Ms. De Los Santos recommended that WESTOP develop a professional logo.

Mr. Hicks asked for clarification about institutional versus program membership benefits. Mr. Cortez indicated that he would research these questions and report back.

Mr. Sanders asked for clarification about GEAR-UP and matching funds. Mr. Oda indicated that we were supposed to find out what happened to the matching funds that were placed in an inaccessible trust fund. Mr. Quintero requested information about the possibility of GearUp being combined with TRIO. Dr. Baker reported that this issue does not seem to be a priority for President Bush.

Ms. Yeh asked for clarification about the policy manuals, and whether or not President Woods has a preferred template. Ms. Nepomuceno requested a template for Board reports as well. Ms. Yeh will assemble the templates and send them out.

Motion to adjourn. Meeting adjourned at 4:05 pm

MOTIONS

Motion #1: Motion to accept the Communication Chair, Veronica Hernandez's resignation from the Board.
Move: Felicia Nepomuceno
Second: Irvin Coin
Vote: Passed unanimous

Motion #2: Motion to accept Lee Chhen's offer to work with former ELI participants and the Professional Development Chair, and make a report at the January BOD Meeting.
Move: Darlene Conwell
Second: Ricardo Quintero
Vote: 7 yes, 8 no, 4 abstentions

Motion #3: Motion to expend up to $5000 from WESTOP carryover funds for WESTOP TRIO ThinkQuest winners to cover travel costs to 2002 WESTOP conference.
Move: Michael Moser
Second: James Oda
Vote: no vote

Motion #4: Motion to table motion #3.
Move: James Oda
Second: Matt Benney
Vote: Passed unanimous

Motion #5: Motion to remove motion #3.
Move: Michael Moser
Second: Connie Baker
Vote: Passed unanimous

Motion #6: Motion that the WESTOP Board provide financial support to TRIOThinkQuest winners at the WESTOP 2002 Conference.
Move: Felicia Nepomuceno
Second: Darlene Conwell
Vote: 17 yes, 2 no, 0 abstentions.

Motion #7: Motion to accept the changes to Fiscal Policy recommended by FAC.
Move: James Oda
Second: Felicia Nepomuceno
Vote: 11 yes, 0 no, 5 abstentions.

Motion #8: Motion to transfer travel funds from unfilled Board positions to assist Heinrich Palik with his travel expenses.
Move: Michael Moser
Second: Nancy Vandenberg
Vote: motion withdrawn

Motion #9: Motion to approve the 2002 budget as proposed.
Move: James Oda
Second: Connie Baker
Vote: Passed unanimous

Motion #10: Motion to adjourn
Move: Norris Sanders
Second: James Oda
Vote: Passed unanimous