Hawaiian Regent Hotel
UNAPPROVED

1. Welcome and call to order: The meeting was called to order by President Bryant at 9:12 am on Friday,
2. November 5, 1999.

3. Roll Call and approval of minutes of August 13, 1999.

4. Members present: Gilbert Acuna, D. Mathew Benney, Gerald Bryant, Justine Bellock, Marie Elaine Burns, Irvin Coin,
5. Darlene Conwell, Doreen De Los Santos, Loretta Enriquez-Najera, Rita Escher, Romeo Garcia, Bill Garrison,
6. Romelia Madrigal, Masai Minters, Mike Moser, Norris Sanders, Reginald Steward, Leonard Woods.

7. Members excused: Jill Triplett

8. Motion to accept August 13, 1999 minutes as amended. (Motion #1). Motion passed unanimously.

9. PRESIDENT'S REPORT- Gerald Bryant
(Report on file)
10. President Bryant provided the BOD's with an overview of the most recent COE meeting held in San Antonio,
11. Texas. Dr Mitchem's contract has been renewed for an additional five years with a 35% fringe benefits
12. package. His current salary is $200,000, which is still below average in comparison to other CEO's in the
13. Washington area. There is an indication that this will be Dr. Mitchem's last contract. A discussion followed.
14. President Bryant has requested a copy of Dr. Mitchem's contract and will share the document with the BOD's, once
15. it is received. The COE conference in San Antonio was the most profitable but the final profit figure was not
16. available.

17. TREASURER'S REPORT- Leonard Woods
(Report on file)
18. Corporation forms for the year 2000 have been filed. Mr. Woods provided information on a notice from the IRS
19. for the 1996 tax year for the amount of $1,023.31. The past notice is due to late filing of taxes. Mr. Woods
20. provided an overview of the situation the Board faced and the action taken in 1996. Mr. Woods has been in
21. contact with the IRS. Past notices were sent to Michael Dang, WESTOP President in the 80's and not to Mr.
22. Woods. IRS should have had an accurate address for the past five years. The lack of a permanent address for the
23. Association needs to be addressed. Mr. Sanders suggested having WESTOP fund a line item to contract with a
24. formal accounting institution. WESTOP, is not in jeopardy of loosing it's non-profit status. A motion was
25. made to have WESTOP pay the IRS bill of $1,023.46. A discussion followed and Mr. Benney added a friendly
26. amendment to motion #2: Friendly amendment to Motion #2: or such sums as to meet the IRS commitment.
27. Motion passed unanimously.

28. MEMBERSHIP REPORT- D. Mathew Benney
(Report on file)
29. Mr. Benney provided an update on the current WESTOP membership and the current membership fee. A
30. discussion followed regarding the full-time student status and whether it extends to full-time TRIO professionals.
31. The bylaws are very vague and do not address this issue directly. A motion was made for the By-laws
32. Committee to review each membership category and report recommendations to the BOD's at the next meeting.
33. (Motion #3). Motion passed unanimously. The associate membership category for non-trio personnel was
34. discussed. A motion was made to have the By-laws Committee present a proposal for Board review to add an
35. associate membership category. (Motion #4). Motion passed with one abstention. Burden of proof for full-
36. time student status should be on the individual and not the Association. Mr. Benney encouraged the BOD's to
37. nominate individuals for the upcoming WESTOP elections. A discussion followed in ways to utilize the
38. WESTOP web-site for information on upcoming elections and membership fees.

39. ELECTIONS COMMITTEE: Yoichi Rengiil
(Report on file)
40. A discussion took place on the responsibility of the Elections Committee chair during the election process and
41. whether there is a conflict of interest if the chair of the committee is a candidate for the Board. This would not
42. be an issue since the President-elect has been the one in charge of running the elections. President elect is the
43. only one not compromised during the elections. Mr. Rengiil brought the legality of having someone with a
44. previous felony elected to the WESTOP board. A discussion followed. President Bryant will seek advice from
45. the COE legal advisor on this issue. The California Corporation Code, Section 5522 determines a
46. Corporation must have a minimum of 5000 members to be considered a corporation. President Bryant will
47. research this area as well. Mr. Rengiil requested that a copy of the California Corporation Code be available for
48. review by the membership. A discussion followed on the recruitment of candidates for the upcoming elections.
49. Mr. Benney reviewed the process for nominating individuals and encouraged every board member to seek and
50. nominate individuals and asked the Chapter Presidents to take this information back to their chapters.

51. COE FUND DEVELOPMENT REPORT- Doreen De Los Santos
(Report on File)
52. Ms. De Los Santos is working to establish a systematic approach to obtain fair shair and is also working on
53. reconciling Equality subscriptions. COE does not have current records from July to the present date but she is
54. expecting to receive an updated list by next month. Ms. De Los Santos has sent out a fair share packet to all the
55. new members. WESTOP is required to raise approximately $143,000 to meet next year's fair share. Any
56. amount brought in by Gear Up programs will be additional revenue for WESTOP.

57. PROFESSIONAL DEVELOPMENT REPORT- Masai Minters
(Report on file)
58. Mr. Minters distributed a handout outlining the information for the Emerging Leaders Institute (ELI). Mr.
59. Minters discussed the possibility of having Angela Coleretti, a staff member, serve as the Coordinator for the
60. ELI. A discussion followed on how to keep the ELI program alive from year to year. Motion #5 was made to
61. have the ELI be under the Professional Development Committee. Discussion followed on the requirement of
62. having the by-laws be specifically amended to include the changes to the Professional Development Committee.
63. A motion was made to table the motion until new business to allow for further discussion. (Motion #5).
64. Motion passed unanimously.

65. COMMUNICATION- Marie Elaine Burns
(Report on file)
66. A copy of the most recent newsletter was distributed. A total of 700 copies were printed. The extra copies will
67. be used to publicize WESTOP to new members.

68. WESTOP FUND DEVELOPMENT- Justine Bellock
(Report on file)
69. Ms. Bellock is in the process of developing 500 folders for WESTOP use. The folders are to be used to introduce
70. WESTOP to potential sponsors as well as new members. Ms. Bellock contacted an ARCO representative for
71. possible funding to supplement the ELI program but was not encouraged to pursue funding at this time. She is
72. looking into other avenues. A discussion followed regarding the training grants through the Department of
73. Education. Mr. Garrison provided information on the requirements for the training grants, which are for a
74. minimum of $190,000 and are for the training of TRIO personnel. One option is to invite other regions to
75. participate in the training grant. Ms. Escher would like to encourage the use of technology for the ELI training.
76. President Bryant asked Mr. Minters and Ms. Escher to discuss the use of technology for training purposes with
77. Dave Ferguson. During further discussion of ways to fund the Emerging Leaders Institute, Mr. Benney
78. suggested the ELI candidates cover the costs of their meals and personal expenses, the sponsoring program or
79. chapter would cover the costs of the hotel and WESTOP would cover the cost of airfare. Further discussion
80. took place on developing a more formalized draft in order to provide concrete information for the BOD's as they
81. take information back to the membership. A motion was made to have the WESTOP BOD establish a line item
82. for the development of the ELI and asked that the FAC and Treasurer and interested parties report back a
83. proposed dollar amount for the first year (Motion #6). Motion passed unanimously.

84. LEGISLATION & TECHNOLOGY- Bill Garrison
(Report on file)
85. Mr. Garrison Attended the Gear Up state grant meeting along with other members from the TRIO community.
86. There are signs that the State Gear Up is very much aware of the TRIO community and are interested in getting
87. us on board for the implementation process. Opportunities for dissemination grants are coming up. Mr.
88. Garrison recently attended the SSS training workshop sponsored by the Department of Education and provided
89. the BOD's with an overview. A mandatory national meeting for TRIO directors will be held June 5-7, 2000.

90. BYLAWS COMMITTEE- Darlene Conwell
(Report on file)
91. The bylaws still contain the NCOEA name throughout the text. Making the name change throughout the
92. bylaws and distributing the changes will be costly. A discussion followed regarding Section 12.2, article 12, and
93. page 54 of the bylaws. President Bryant is not aware of the need to submit the name change for a vote to
94. the membership. It was suggested any changes to the by-laws be posted on the WESTOP web-site,
95. therefore, there would be no postage expense for WESTOP. Ms. Conwell asked committee chairs to review
96. committee responsibilities as a way to avoid major discussions during the board meetings.

97. RESEARCH AND TECHNOLOGY- RITA
(Report on file)
98. Ms. Escher acknowledged Dave Ferguson for his work on the WESTOP web-site. He is ready to begin
99. scanning information for the WESTOP web-site and is requesting $500 to hire a student worker.
100. Additionally, Mr. Ferguson has contacted past WESTOP Presidents for information for the WESTOP
101. archives. The Nevada Chapter is working on setting up a chapter web-site, which could also be used for the
102. ELI. The committee is also looking into producing an on-line directory and on-line conference registration.
103. Mr. Benney confirmed that we do have the mechanism for keeping the directory private. A discussion
104. followed on the small number of members subscribing to the list servers and utilizing the WESTOP web-site.
105. A recommendation was made to the Chapter Presidents to go back to their members and encourage them to
106. use the WESTOP web-site.

107. WESTOP CONFERENCE- Loretta Enriquez-Najera
(Report on file)
108. Conference packets have been sent out to all WESTOP members, new TRIO programs and Gear Up
109. programs. Dr. Park will be sending out the pre-conference packets. A request was made to invite Dr. Harley
110. Baker as a plenary speaker. Plenary speakers have been contacted and confirmed, but Ms. Enriques-Najera
111. will forward the workshop information to Dr. Baker. Plenary speakers will include Dr. Nine-Curt,
112. Assemblywoman Denise Ducheny, Dr. Robert Belle as well as Ben Botello. Viola Gray has been asked to install
113. the new Board. A discussion took place regarding possibilities for the Monday night activity. There is a great
114. need for workshops, including presentations on Gear Up.

FISCAL AFFAIRS COMMITTEE ­ Mike Moser
(Report on file)
115. The FAC committee recommends funding an accounting firm to serve as a consultant. Mr. Moser
116. encouraged everyone to begin seeking out a treasurer for the organization. The FAC will develop a contract
117. review list for any future contractual agreements as a ways of identifying potential liability issues.
118. Additionally, the FAC committee would review any contractual agreements initiated by the chapters or any
119. WESTOP committee. The FAC was given the responsibility of coming up with a dollar figure for the ELI.
120. A motion was made for the WESTOP BOD's to support the ELI initiative. (Motion #7). Motion passed
121. unanimously. Additionally, a motion was made for the ELI to become the responsibility of the Professional
122. Development Committee without amending the bylaws. (Motion #8). A discussion followed to include the
123. bylaws at a later time. There is concern of the lack of continuity within the Board if a new person is assigned
124. the ELI project on a yearly basis. A suggestion was made to make this the responsibility of the past
125. president. A friendly amendment to Motion #8: to include amendment to the by-laws. Motion passed by
126. majority. (15-yes, 2-no, 2-abstentions). A motion to have the Professional Development Committee present
127. a budget including the ELI program to be reviewed and approved by the FAC and Executive Committees
128. before the next board meeting. (Motion #9). A discussion followed on whether there was a need for a
129. committee budget instead of an ELI budget. Motion passed unanimously. Mr. Minters disseminated a
130. projected participant cost for the ELI project. A discussion followed and the Board agreed to allow Mr.
131. Minters to move forward with the ELI.

132. ARIZONA CHAPTER- Irvin Coin
(Report on file)
133. Mr. Coin distributed information on the upcoming Chapter PDS and the first Chapter Student Leadership
134. Conference. The PDS will include a special Emerging Leaders workshop. Activities are prior to the January
135. 7-8 board meeting. Mr. Coin has been working on getting corporate sponsors for both the PDS and SLC
136. along with a request for $10,000 for student scholarships. Information on the upcoming January board
137. meeting was presented.

138. PACIFIC ISLANDS CHAPTER-Mike Moser
(Report on file)
139. Mr. Moser acknowledged WESTOP for their support by presenting a gift to President Bryant. Mr. Moser
140. distributed information on their upcoming PDS in Pohnpei and invited President Bryant and the board
141. members to attend. There are two possible hotels being considered for the WESTOP 2003 conference, the
142. Sheraton and the Hawaiian Regent Hotel. Mr. Moser requested assistance from President Bryant to
143. encourage a COE representative to attend the PDS at Pohnpei.

144. NEVADA CHAPTER­Reginald Stewart
(Report on file)
145. The budget balance is $2,206.99. Mr. Stewart provided an overview of the Millennium Scholarship
146. Program. The Nevada chapter has taken a position on the GPA requirement and will work on changing the
147. GPA requirement to enable more of the TRIO students to be eligible for the scholarships. Mr. Stewart
148. requested a letter of support from President Bryant and from the membership as well. The Nevada Chapter
149. has grown by four new members.

150. SOCAL CHAPTER- Gilbert Acuna
(Report on file)
151. Mr. Acuna reported a budget balance of $3,099.72 and on the success of the PDS held on October 20-22,
152. 1999. Both President Bryant and the Norcal Chapter President, Mr. Garcia, were in attendance and
153. addressed the members. In addition, Ben Botello provided an overview on the Department of Education
154. and Joe Ramirez, Past WESTOP President, addressed the membership regarding fair share. The SoCAL

155. Newsletter is now on the SoCAL web-site. The next chapter meeting is planned for Friday, January 28,
156. 2000 at Rio Hondo College.

157. NORCAL CHAPTER-Romeo Garcia
(No report on file)
158. Mr. Garcia reported on the success of their recent PDS with a theme of " Building Partnerships and Nurturing
159. New Professionals". The program included a presentation by Dr. Harley Baker on the Mathematica Report
160. and a special presentation to nineteen NorCAL members for their service in TRIO. Mr. Garcia also attended
161. the California State Gear Up meeting. The state Gear Up is requesting a mailing list of TRIO personnel in
162. California to send out their job descriptions and are also requesting a list of high schools the TRIO programs are
163. currently serving throughout California. The NorCAL Student Leadership Conference is scheduled for Saturday,
164. February 5, 2000 at UC Berkley.

165. PAST PRESIDENT'S REPORT- Joe Ramirez
(No report on file)
166. Mr. Ramirez spoke on the ongoing training opportunities available to TRIO personnel in their respective
167. programs and recommended the BOD's go back to their membership and relate to them the importance of
168. the TRIO programs as a means of training opportunities.

169. OLD BUSINESS:
170. President Bryant provided an overview of his discussion with Dr. Harley Baker. The only way we will have
171. an impact on this report is looking at it academically. President Bryant feels we need to be on our guard in case
172. something comes up at a later date. A discussion followed on the methodology used for the Mathematica
173. Report. A suggestion was made to request the data under the freedom of information act. President Bryant
174. will consult with the COE legal representative on this matter. A motion was made for the BOD's to write a
175. letter to the Department of Education (Dr. Bell) to release the Mathematica data so that it can be reviewed
176. and analyzed by other academic researchers and scholars. (Motion # 10). Motion passed unanimously. A
177. discussion on the possibility of requesting assistance from other TRIO Associations to help pay for an independent
178. study followed. There are only two other Associations, which have expressed concern with the report. President
179. Bryant asked the BOD's to review the handout provided by Dr. Baker on the Mathematica Report and prepare
180. to discuss the report with Dr. Baker during the January board meeting.

181. FAC COMMITTEE:
182. Mr. Moser requested and moved for the Communications line item to be increased by $763.81 to cover the
183. November 1999 newsletter costs. (Motion #11). Motion passed unanimously. Additionally, the FAC
184. Committee moved to increase the WESTOP Fund Development line item by $800.00. (Motion #12).
185. Motion passed unanimously.

186. NEW BUSINESS:
187. There will be a mandatory national training conference for Trio Directors. The training is sponsored by the
188. Department of Education and each director will be compensated $2,000 to attend this conference in Miami.
189. Directors who feel they require additional funds are to write a letter requesting additional funds. Mr. Rengiil asked
190. President Bryant to speak to Dr. Bell on the inequality of the disbursing of funds for travel. President Bryant will
191. look into the tentative agenda for this meeting and forward the information to the Chapter Presidents. President
192. Bryant had previously requested input from the BOD's and Chapter Presidents on the possibility of moving the
193. WESTOP conference into the fall semester. A discussion followed. The overall consensus was that there are too
194. many activities going on with the various chapters and many programmatic activities throughout the region.
195. Mr. Benney brought up the urgency of pinpointing a regional coordinator for the policy seminar scheduled to begin
196. March 19, 2000. The training would take place on March 20, meeting on the Hill would be on Tuesday, March 21,
197. and the meeting with the Department of Education would take place on Wednesday, March 22. This issue will be
198. discussed in depth during the January board meeting. Mr. Sanders would like to further discuss the necessary steps
199. for the bonding of the WESTOP Treasurer. Mr. Benney would like to extend this privilege to each board member
200. as a means of protecting individuals.

201. GOOD OF THE ORDER:
202. A discussion on the fair share formula followed. President Bryant has requested information from COE and
203. directed Board members to his previous e-mail. Mr. Ramirez was acknowledged for his eloquent
204. presentation on the history of fair share during the SoCal PDS and was asked to present on the same issue at
205. the WESTOP Conference in San Diego. Mr. Ramirez was asked to clarify his role as the COE fair share chair.
206. Meeting adjourned at 2.12 PM. on Saturday, November 6, 1999.

RECORD OF MOTIONS

Motion #1: Motion to accept the August 13, 1999 minutes as amended.
Motion: Gilbert Acuna
Second: Matt Benney
Vote: Passed unanimously

Motion #2: Motion to Have WESTOP pay the IRS bill of $1,023.46.
Motion: Mike Moser
Second: Joe Ramirez
Vote: Passed unanimously
Friendly Amendment to Motion #2: Or such sums as to meet the IRS commitment.
Motion: Matt Benney
Second: Joe Ramirez
Vote: Passed unanimously

Motion #3: To have the By-laws Committee review each membership category and report recommendations to the BOD at the next meeting.
Motion: Mike Moser
Second: Romeo Garcia
Vote: Passed unanimously

Motion #4: To have the By-laws Committee present a proposal for Board review to add Associate Membership category.
Motion: Mike Moser
Second: Yoichi Rengiil
Vote: Passed by majority- one abstention

Motion #5: To table the motion until new business, to allow for further discussion.
Motion: Joe Ramirez
Second: Yoichi Rengiil
Vote: Passed unanimously

Motion #6: Move that the WESTOP BOD's establish a line item for the development of the Emerging Leaders Institute (ELI) and ask that the FAC and Treasurer and interested parties, report back a proposed dollar amount for the first year.
Motion: Joe Ramirez
Second: Yoichi Rengiil
Vote: Passed unanimously

Motion #7: That the WESTOP BOD's support the Emerging Leaders Institute (ELI) initiative.
Motion: Mike Moser
Second: Romeo Garcia
Vote: Passed unanimously

Motion #8: That the Emerging Leaders Institute (ELI) become responsibility of the Professional Development Committee without amending the by-laws.
Friendly amendment to Motion #8: To include amendment to the by-laws.
Motion: Mike Moser
Second: Romeo Garcia
Vote: Passed by a majority vote

Motion #9: To have the Professional Development committee present a budget including the Emerging Leaders Institute (ELI) program to be reviewed and approved by the FAC and executive committees before the next board meeting.
Motion: Mike Moser
Second: Romelia Madrigal
Vote: Passed unanimously

Motion #10: For the BOD's to write a letter to the Department of Education (Dr. Bell) to release the Mathematica data so that it can be reviewed and analyzed by other academic researches and scholars.
Motion: Darlene Conwell
Second: Yoichi Rengiil
Vote: Passed unanimously

Motion #11: That the communications line item be increased by $763.81 to cover the November 1999 newsletter costs.
Motion: Mike Moser
Second: Romeo Garcia
Vote: Passed unanimously

Motion #12: Motion to increase the WESTOP Fund Development line item by $800.00.
Motion: Mike Moser
Second: Irvin Coin
Vote: Passed unanimously