March 10, 2005, Hollywood, CA

1.         I. Meeting called to order at 8:38am by President José Martinez-Saldaña

2.         II. Roll Call: Matt Benney, Anita Blanco, Joy Brittain, Steve Calhoun, Irvin L. Coin, Samuel
3.         Cortez, Rey Cuesta, Stephen Domingues, Rose Eachus, Marsha Gable, Martina Granados, Heba 4.      Griffiths, Jake Lindsay, José Martinez-Saldaña, Tomasa Mauricio, Rhonda Moses, James Oda,
5.         Damien Peña, Lydia Perez, Keith Powell, Luis Sandoval, Howard Willis
6.         Absent: Diana Bañuelos- Excused

7.         III. Teambuilding Activity- Irvin L. Coin
8.         Mr. Coin reminded Board members that, we are first and foremost, educational equity
9.         professionals.  We are here to protect the integrity of the bylaws and that we need to understand 10.   the mission of WESTOP.  Board members should also expect the unexpected and be prepared for 11.     the challenges we may face.  Board members also need to understand our roles and be willing to 12.  work as part of a team.

13.       IV. Board Committee Selections & Appointments
14.       Committee:                             Chair(s):                     Committee Members:
15.       Financial Affairs                      Damien Peña                Chapter Presidents, Presidents, CFO
16.       Membership & Credentials       Lydia Perez                  Howard Willis, Tomasa Mauricio
17.       Elections                                  Lydia Perez                  Steve Calhoun, Tomasa Mauricio
18.       WESTOP Fund Development   Luis Sandoval              James Oda, Anita Blanco
19.       COE Fund Development          Marsha Gable               Sam Cortez
20.       Communications                      Anita Blanco                Howard Willis, Rhonda Moses,
21.                                                                                           Tomasa Mauricio, Luis Sandoval,
22.                                                                                           Heba Grifiths, Keith Powell
23.       Strategic Planning                    Irvin L. Coin                Anita Blanco, Rose Eachus, Tomasa
24.                                                                                           Mauricio, Rey Cuesta, Heba Grifiths,
25.                                                                                           Diana Banuelos and Chapter Presidents
26.       Research & Technology                                                           Steve Calhoun, Stephen Domingues,
27.                                                                                           Sam Cortez, Luis Sandoval
28.       Professional Development        Sam Cortez/                Steve Calhoun, Marsha Gable
29.                                                       Howard Willis              Heba Griffiths, Jake Lindsay,
30.                                                                                           Rhonda Moses, Keith Powell,
31.                                                                                           Luis Sandoval
32.       Legislation & Education          Stephen Domingues    
33.       Bylaws                                     Heba Griffiths              Jake Lindsay, Diana Bañuelos, Rose
34.                                                                                           Eachus, Tomasa Mauricio, Rhonda 
35.                                                                                           Moses, James Oda, Howard Willis
36.       Conference                              Rey Cuesta

37.       Ad Hoc Committees:                          Chair:
38.       Technology:                                        Dave Ferguson
39.       Data Collection Task Force                  Matt Benney & Dave Ferguson
40.       Conference Advisory Committee         James Oda

 

41.       V. Approval of Minutes: No minutes to approve.

42.       VI. BOD Meeting dates and locations

43.       After much discussion about where the May Board meeting should take place, the BOD voted to 44.  have the meeting in Waikiki.  Mr. Oda will investigate hotels and will get back to Mr. Saldaña
45.       with his recommendations. The meeting will be from May 22 until May 24, 2005.  Because the 46.   meeting will include a day for tours of possible 2008 conference sites and the travel required for 47.   the meeting, a fourth night may be needed.  Final plans for the May Board meeting will be
48.       solidified by the end of March.

49.       Sunday, May 22nd: 10:00am- Committee Meetings
50.       Monday, May 23rd: Full board meeting
51.       Tuesday 24th: Hotel visits (tours)

52.       Future Board of Directors Meetings:
53.       October 8-9, 2005: Lake Tahoe Embassy Suites, prior to the NorCal PDS (PDS: October 9-11)
54.       January 6-7, 2006: Tucson, Arizona, following the Arizona PDS (PDS January 5-6)
55.       March 3-4, 2006: Las Vegas, Nevada (Riviera Hotel) prior to the WESTOP Annual Conference

56.       A recommendation was made that Board members present at Chapter PDS’s so that members can 57. see and meet the association’s leadership.
58.       VII. Report
59.       President’s Report: Mr. Martinez-Saldaña
60.       This is the way meetings will be conducted. Take a look at recommendations from last year’s
61.       Chairs and discuss via e-mail.-
62.       See “Platform Statement”, provided during Candidate’s Forum, for Report.

63.       Chief Financial Officer: Ms. Brittain
64.       Handed out blank copies of Chapter and Committee Budgets (templates). Codes are included in 65.   Chapter budgets. We will be working on budgets at our May Board meeting.

66.       Hollywood Conference: Expenses for the hotel (Renaissance) were less than anticipated.
67.                   A. Expected Conference Income: $182,000
68.                   B. Expenses: Still working with committees
69.       $9,000 equipment budget will probably be lower.
70.       Reminded Board members that membership dues need to be paid in order to be a part of the
71.       Board.

72.       President-Elect: Ms. Perez
73.       Very excited to be Membership & Credentials Chair. Will work on developing “New Member
74.       Program”, for annual conferences, PDS and chapter meetings.

75.       Past-President: Mr. Oda
76.       Will send copies of letters of support for TRiO Programs to Senator John McCain. Mr. Lindsay 77.    will also hand-deliver letters during the Policy Seminar.

78.       Mr. Oda will also serve as Board Parliamentarian.  Handout on parliamentary procedures was
79.       distributed.  Please review and feel free to ask questions. If there are ever any questions, you can 80. ask “Point of parliamentary procedure”.  Parliamentary procedures training will take place at the 81.     May Board meeting.  Copies of parliamentary procedures book for new Board members will be 82.            ordered.

83.       Conference:  Mr. Cobian (via Mr. Peña) asked for the Board to write “Thank You” letters to
84.       conference speakers and VIP’s.  Mr. Oda will do so.

85.       Bylaws: Ms. Griffiths
86.       Will be working closely with Strategic Planning Committee.  Requested copies of previous
87.       budgets. CFO will provide.

88.       COE Fund Development: Ms. Gable
89.       $4,161.00.  A check in the amount of $2,000 will go to COE for the bear sales
90.       As of March 1st, we are at 46%.
91.       Congratulations to the Central Cal & Nevada Chapters, they have 100% institutional membership.
92.       Mr. Coin offered a challenge to the Board. He challenged the Board to contribute $52.00 (one
93.       dollar a week) to help meet COE Fair Share.

94.       Communications: Ms. Blanco
95.       Please provide feedback on what your needs are, or ideas are to Ms. Blanco.

96.       FAC: Mr. Peña
97.       Will be working with previous Chair.

98.       Legislation and Education: Mr. Domingues
99.       Will e-mail Chapter Presidents requesting representatives for the committee. Policy Seminar will 100. be next week. Thanks to Board members attending (about half will be attending). Expect a very 101.        solid turn out for WESTOP (including SoCal, SD).  Senator Mary Landrieu , will be the person 102.            honored by COE.  Will write up a report when he returns to the board members on the
103.     happenings of Policy.  Committee will focus on Appropriations and Reauthorization for the year. 104.          Passed out copies of the “WESTOP Blueprint for Action”, the strategy to fight the Bush budget. 105.           Document was approved by the 2004-2005 BOD. It is now an official document.

106.     Recommendation: Mr. Coin.  If possible, it might be a good idea to have a copy for the
107.     membership of “A Guide For The Powerless”.

108.     Sub-committee on Education and Legislation: Mr. Powell
109.     On behalf of EOP Directors Association, they are here to help in the legislative aspect of the
110.     fight.  They had their own fights last year. Contact the EOP Director at your CSU. Will provide 111. us with legislative updates when available.  Be careful of what is coming out of Chancellor’s
112.     Office.  Use students, find out who they are, use them to educate others.

113.     When discussing TRiO programs, we are really discussing educational equity programs

114.     Professional Development: Mr. Cortez/ Mr. Willis
115.     Co-Chairs will be meeting to discuss plan for the year. Did have a chance to speak with Karen 116.    Morrell (University of Washington).  Looking at the possibility of having a second conference 117.            focusing on Technology. Will be discussing ideas with Ms. Morrell. Continue trend in
118.     development, offer more opportunities for Admin Assts. Do more at the PDS’s. Possibly work 119.   with EOP on training opportunities. Try to tie in with already approved training (NASP, etc.)
120.     Ideas: Look at a single conference with two different strands, a professional strand and a
121.     support strand.  Look at Assessment of student needs as a possible area. Another idea is to look 122.  at something in the Bay area, so that companies can be participants. Have costs covered by
123.     companies. Possibly lower the conference registration and still make a profit. Contact others to 124.   ask the possibility of working with them.  Requested for Chapter Presidents to encourage
125.     members to provide feedback on what they would like to have available for professional training.

126.     Research and Tech: No Report

127.     WESTOP Fund Development: Mr. Sandoval
128.     Wants to understand what we can do, what has been done. Work with Communications
129.     Committee and Conference Committee (look into possible corporate sponsors).

130.     AZ Chapter: Ms. Moses
131.     Report submitted.  Also provided feedback on TRiO Day. Working with Chapter to examine
132.     proposed strategic plan.

133.     Central Cal Chapter: Ms. Granados
134.     Gave committee updates.  Announced elections for new board. Two Central Cal members will 135.   attend Policy Seminar. Update on TRiO Day: 432 students attended- had media coverage

136.     Events for 2005-2006:
137.                 San Jose: TRiO Day
138.                 National Hispanic University: SLC
139.                 PDS: Sam Cortez (near Fresno)
140.                 Conference in Las Vegas
141.                 Final budget: $17,190.77
142.                 Next Chapter meeting: Bakersfield, May 6th

143.     Nevada Chapter: Mr. Calhoun
144.     Working on getting things on track.

145.     NorCal Chapter: Mr. Benney
146.     SLC: went well. TriO Day: Had media coverage, Ron Muriera was interviewed. Working on
147.     getting a President-Elect.

148.     Pacific Islands Chapter: Ms. Eachus
149.     Held elections. Have Pres-elect, Treasurer
150.     PDS: Guam week before Thanksgiving
151.     SLC: Palau or American Samoa
152.     Meeting will be set for before the next BOD meeting

153.     SoCal Chapter: Damien Peña
154.     TRiO Day: 1200 students and staff attended
155.     SLC: 444 students attended
156.     Elections: Pres-elect, Treasurer-elect were elected
157.     SSS Alliance of SD and Imperial Counties: Gave them Ad Hoc Committee status
158.     Policy Seminar: rallied the troops, will have greater representation

159.     Unfinished business: None

160.     New Business:
161.     Letter to supervisors reporting our status on the Board. Mr. Martinez-Saldaña will get letters out.
162.     There was a request to do the same for last year’s Board. Send contact information to Mr.
163.     Martinez-Saldaña
           
164.     New Members Orientation: Follow-up with new members. New member packets, provide
165.     mentorships, information as a follow-up to the conference. Working on a letter from President. 166.  Ideas: had a roundtable discussion on leadership opportunities, have a consistent new member 167.       orientation from the Board. Will have a member packet (bylaws, elections procedure). Have more 168.            than just the new member orientation, series of roundtables, etc.

169.     Announcements:
170.                 A. CFO will send Leonard Woods and Peggy Whitehead flowers and get well card on
171.                 behalf of the BOD.
172.                 B. Mr. Martinez-Saldaña thanked everyone for the courtesy showed to him and his
173.                 family.
174.                 C. Conference committee will be presenting final report in May. Committee reports
175.                 are due in two weeks. Will have information electronically.
176.     Move to adjourn meeting: Mr. Oda
177.     Second: Mr. Coin

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