December 4, 2004, San Luis Obispo, CA

California Polytechnic State University, San Luis Obispo     

• Call to Order:  Time 9:20 AM

• Present:  Howard Willis, Lydia Perez, Leonard Woods, Janis Marsh, Rhonda Moses, Darlene Conwell, Diana Banuelos, Anita Blanco, Joy Brittain, Tomasa Mauricio, Rey Cuesta, Marsha Gable, Stephen Domingues.  Not present: Jake Lindsey, Morgan Jonas, and Kristen Van Sambeek

• Approval of Agenda: Approved by consensus

• Approval of Minutes:  Approved by consensus

• Reports
• Officers
• President – James Oda

Report submitted in writing.  Discussed COE meeting proceedings, including Larry Oxendine’s suggestion ofhaving 30% of UB students meet the supplemental criteria.  SSS awards will be announced in late February.  RFP for ETS/EOC may come out sometime in the spring with a possible deadline before summer.  He encouraged those intending to submit a proposal to look at SSS timeline and send comments to Larry regarding the deadline.  Discussion occurred regarding references to language used in COE’s published materials.  The latest check of the COE web-site does not exclude the Pacific and Caribbean Islands.  However, there is a phrase limiting COE’s mission to only “Americans.”  Ms. Conwell asked President Oda to come up with an alternative statement to be discussed with her and Mr. Martinez-Saldaña prior to meeting with the board.

• President Elect – Jose Martínez-Saldaña

Mr. Martínez-Saldaña will send a written report on Tuesday, December 7, 2004.  He will also send out a packet with information regarding review of new election process in the next two weeks.  He is interested in having the President-Elects to be a part of the committee and monitor the elections.  Has asked a few members who have served on the board in the past to assist with the Membership and Credentials committee.  Ms. Brittain brought up the issue that there are many members who are members of WESTOP but not members of their chapter and was wondering how this impacts chapter elections.  Ms. Conwell brought up that it may be good to look at how other associations handle it.  Mr. Cortez referred the BOD to Article 9 of the by-laws which discusses voting for non-voting members.  Mr. Dominguez referred us to Section 8.1 which indicates that any member may vote.  This issue was referred back to the By-laws Committee.  Mr. Benney asked if we had a plan/timeline for absentee ballots.  An elections calendar will be issued.  As current President-Elects will technically be on Chapter ballots, current Chapter Presidents will assist with the elections this year.

• Membership & Credentials:  373 members are lists as members.  Mr. Martínez-Saldaña stated that an on-line directory is now available.

• Elections:  Mr. Martínez-Saldaña covered this topic in earlier report.

• Past President – Darlene Conwell

Strategic Planning:  Report submitted in writing.  Ms. Brittain mentioned that members from the committee had not received information regarding Strategic Planning.  Ms. Conwell stated that reports did go out to the committee.  COE Chair, Charles Dyson asked Ms. Conwell if WESTOP is considering leaving the COE.  Ms. Conwell stated that she did not know where that information came from.

• Chief Financial Officer – Joy Brittain

Report submitted in writing.  There are questions regarding some charges so she did not submit the usual report.  Ms. Brittain is also very concerned with not having information about the PI chapter.  She would like the BOD to consider on-line accounting software.  Ms. Conwell asked if there was follow-up with the PI chapter.  Mr. Oda informed us that some assistance is needed for the PI chapter.  Ms. Brittain can’t do final tax report for 2003.  We will be in the position that we can’t complete our taxes, again.  December 20 was set as a deadline to have communication regarding this issue.  A recommendation was made by Ms. Perez that the PI Chapter pick up the travel expense in the event that Ms. Brittain has to travel to the PI chapter.  Mr. Woods asked how much research was done to look at the on-line accounting system and whether or not this is feasible.  It appears that the on-line system is a good option.  Reminded the BOD to send a Credit Card Form in order to process the paperwork and have records.

• Secretary – Carolina Cárdenas

Ms. Cárdenas passed out BOD directories.  She requested that BOD send reports two weeks prior to the meeting allowing the Secretary to send them out to all in one email.

•  Committees
• By-laws – Diana Banuelos

Report submitted in writing.  Ms. Banuelos asked for a first reading of proposed By-laws changes regarding the purpose and mission of WESTOP.  Motion was approved.  The amendment is now scheduled for a second reading.

• Conference – Oscar Cobian, Michele Scott

Report submitted in writing.  Ms. Scott asked BOD members to continue to promote the conference.  Mr. Willis asked that they want to look into pursuing John-Leguizamo as a speaker.  Mr. Martinez-Saldaña wants to thank the SoCal Chapter who has been extending invitations to other equity programs to attend our conference.  Mr. Cortez encouraged the committee to also pursue Maria Shriver as a possible speaker since she is being considered to speak at the TRIO day.  Mr. Oda requested that packets be sent to him by next week for the COE meeting. 

• COE Fund Development – Marsha Gable

Report submitted in writing.  Ms. Conwell requested that an invitation be extended to the COE co-chair on Resources to our conference.  The travel will be covered by COE.  Invitation will be sent by Mr. Oda. 

• Communications – Lydia Perez, Howard Willis

Report submitted in writing.  Ms. Perez reminded BOD members to send information about alumni news.  It is important to highlight them and it is very useful for policy.  Mr. Willis expressed the need to educate membership on PR methods.  Mr. Willis would like a commitment to have Chapter Secretaries to post chapter minutes.  Mr. Willis asked how Board members want the information sent out.

• Legislation & Education – Stephen Domingues

TRIO will receive $836.5 million, $3.9 million increase from last year which translates less than a 1% increase.  A suggestion was made on how to finance policy seminar and to have Mr. Dominques produce an editorial related to legislation perhaps titled “Stephen’s Soapbox”  (“Stephen Soup”)?  Mr. Cortez is helping coordinate a student training in conjunction with the COE Policy Seminar.  Mr. Martinez-Saldaña suggested a training occur at our regional conference.

• Professional Development – Jake Lindsay, Rhonda Moses

Report submitted in writing.    Ms. Moses/Mr. Cuesta moved and seconded to approve pre-conference workshops for WESTOP 2005 conference as submitted.  Some discussion ensued.  Motion carries.

• Research & Technology – Lee Fulmer

Report submitted in writing.  A request was made to place all presentations on the website for members to download.  Ms. Conwell inquired about what was being done in terms of follow-up with the Mathematica report.  Ms. Fulmer indicated that they are being proactive and doing their own data collection effort.  Mr. Oda announced that Mathematica released their third report.  The report is available on the DOE TRIO Homepage.  It can be found on the links.  Ms. Conwell asked what follow-up has been done to the follow-up of the membership request to gather information.  The Board was informed that the study is nearly a decade old, and it would be in the best interest of the Association to complete its own study to provide other findings regarding the progress of Upward Bound students.

• Fund Development (WESTOP) – Rey Cuesta

Report submitted in writing.  Mr. Cuesta will work with COE Fund Development Committee to not confuse fund-raising efforts.  Mr. Martinez-Saldaña reminded BOD to tap into our alumni resource to collect prizes. 

Recess

Meeting was recessed for lunch and FAC meeting.   The meeting will reconvene at 1:00 PM.

Meeting reconvened at 1:25 PM.

• Financial Affairs Committee – Tomasa Mauricio

Report submitted in writing.  Ms. Mauricio/__________ moved and seconded to approve submitted recommendations from FAC.

Question was raised about addressing all items at once.

Mr. Benney/____________ moved/seconded to divide the question.  Motion approved by consensus.

Motion to approve an $800 budget for Fund Development Committee.  Motion carries viva voce.

Motion to approve submission to Dunn and Brandstreet the full financial record of WESTOP in order so that it can be used for credit approval. Total cost $499 to be taken from “Book-keeper” line item.  Motion carries viva voce.

Motion to approve an additional $500 for board travel in order to compensate for extra meetings.  Total cost $11,000 to be taken from reserves.  Discussion ensued regarding costs.  It was pointed out that there is one more Board meeting than is traditionally scheduled.  The By-laws only state that the Board must meet quarterly.  Mr. Oda stated that the extra meeting was scheduled to specifically get changes in the By-laws approved this year, hopefully reducing the number of meetings needed by future Boards.  Motion carries viva voce.

                                    Motion to approve revised AZ budget.  Motion carries viva voce.

• Chapter Reports
• Arizona – Anita Blanco

Report submitted in writing.  AZ Chapter members are concerned that room rates are more important than the aesthetics of the hotel.  A recognition was made that the Chapter has called the PDS the AZ State Conference

• Central California – Sam Cortez

Report submitted in writing.  Thanked Mr. Oda for assisting with PDS, Mr. Domingues for his updates on Education and Legislation, Ms. Fulmer, Ms. Moses, Mr. Benney, and Ms. Perez for their support of the PDS.

• Nevada – Len Woods

Report submitted in writing; Senator Harry Reid has been named Senate Minority Leader, he has always been a staunch supporter of education and TRIO.  The Chapter would really like to see things get moving regarding change to Board structure.  A question regarding status of involvement from Southern Nevada was raised.  Some discussion regarding on how to involve those individuals.  One suggestion was that the next time the Board meets in Nevada, the Board meet with individuals in Southern Nevada;

• Northern California – Kristen Van Sambeek

Report submitted in writing.  Ms. Van Sambeek was scheduled to participate via speakerphone.  However, due to health reasons, she was unable to do so.

• Pacific Islands – Morgan Jonas

Report submitted in writing.  Mr. Jonas was not able to attend meeting.  Mr. Oda will look into a request made by the PI Chapter to be included in COE literature.

• Southern California – Tomasa Mauricio

Report submitted in writing.  Several Board members discussed SoCal PDS Hospitality and how wonderful it was.  The WESTOP Conference Hospitality will be a success if the same energy is displayed.

•  Unfinished Business
• Proposed COE By-laws Amendment

Received only two responses related to proposed changes.  If there are no more comments/concerns the three presidents will vote in favor of the COE By-laws change

• 2006 WESTOP Conference proposal

Request was made for a list of the ADA available rooms.  Discussions of pros and cons regarding the Riviera or Renaissance hotels as 2006 conference sites ensued.  Concern over the large amount of catering minimums for the Renaissance and the age of the Riviera were discussed.  Other concerns regarding approval of an unseen site (as the Renaissance was finishing construction) was raised.  Ms. Cardenas, Mr. Wood, and Mr. Cuesta will visit the Renaissance in January and see the finished product.  We will decide on a site when menus have been reviewed, a visit from BOD to the site is made, and a request is made to extend the deadline.  Information will be sent to the BOD for a decision/vote over email.

Recess

The Board meeting was recessed at 2:30 PM to discuss proposed changes in the By-laws while tying it into the overall Strategic Plan.

Meeting was reconvened at 4:30 PM.

• Proposed COE Policy not to exclude Pacific Islands, CATP, students with disabilities.  Discussed the language listed in COE publications.  Mr. Oda will follow-up.

• New Business
• Bylaws/Strategic Plan

The Board worked on a proposed plan based on strategic plan recommendations.  A recommendation was made to look at a cost analysis of the proposed plans.  Mr. Oda thanked everyone for their help.

• Board Absences

Mr. Jonas has missed more than 50% of two BOD meetings.  Mr. Oda has been remiss in sending out letters to BOD who have missed one meeting.  Discussion on what has occurred in the past regarding removal of BOD members occurred.  Mr. Oda was directed to write letters to all BOD who have missed at least one meeting.  Attendance issues need to be addressed in writing from the President.    Recommendation was made to place this on the agenda for the January 2005 meeting.

• Announcements

• January 28-29, 2005 meeting (Kona, Hawaii)

            Executive Committee will meet as available.

            Hotel site tours will be scheduled in the afternoons.

• March 4-5, 2005 meeting (Hollywood, California)

• Adjournment 

There being no further business, the meeting was adjourned at 6 PM.

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