Board of Directors

Minutes from the Board of Directors' Meetings
Thursday, April 4, 2008 – Kona, HI

1. Meeting to order at 6:53pm by Joy Brittain.

1. Roll Call – Quorom (Marsha Dupree and Melissa Padilla absent).

1. Cornelia Anquay as a guest to the meeting.
1. Conference committee report.  Deferred to Len Woods.  Cost of equipment expensive at hotel.  All workshops in place, and facilities.  Some altering, Tuesday afternoon workshops starting earlier, to allow technology people to have more time to change room.  Registration bags are missing at this moment, trying to track down 25 boxes.  May suffer the loss of approximately 40 members who were unable to attend the conference due to airline closures.  Some workshop facilitators affected by the airline closures and could not make it.  Meal counts for Monday have been lowered, and possibly some on Tuesday depending on people still trying to find air transportation.  429 registered, less than 400 now.  4 members affected by Aloha Airlines, and 37 members by ATA.
2. Cornelia Anguay presented an alternative budget, due to the refunds and costs, as bottom line will be affected.  Donation from Office of Hawaiian Affairs came in and will be added to the budget.  Equipment needed to be bumped up $20,000, due to facilitator requests.  Committee chairs still need to submit receipts and the final report will be in August.  Added costs for the island tour, although there will possibly be more cancellations due to travel.
3. Given the travel cancellations and challenges, the conference committee worked hard and are ensuring all members a good conference and experience.
4. Discussion on budget will be at FAC.

1. Approval of Minutes:
1. Motion to approve by Lydia Perez, Wendy White second.  Approved

1. Reports:
1. President – Policy Seminar was a success.  Disappointed with having only two chapter president at the seminar.  Important for all president-elects to attend the leadership meeting.  Does not show well for WESTOP.  President cannot represent all 6 chapters at Policy.  HEA is in reconciliation.  Members where sent an email with the updates and information.  Senate is not moving forward with the proposed HEA amendments.  COE internships still available.  Hawaii, NorCal (took place at the capital), SoCal (awards to people who worked on community service) had TRIO days.  COE conference update in September in DC.  Request for volunteers, and also request for sponsors for tables ($5000).  Fair Share at 55% of goal, not good.  Phone campaign will take place.  If we meet institutional members, one free registration for conference will be provided from COE.  Palau board meeting was successful, and especially meeting with TRIO colleagues and dignitaries.  Compact negotiations to support the government of Palau.  Lydia Perez did a video presentation on the trip.  Will be running in the exhibit area during conference.  End of the Year Reports format will be done by July 1st.  August 31st.  Printed copies will be sent to members, rather than electronic.  (see report for specifics)
2. Chief Financial Officer – Melissa Padilla affected by ATA airlines, and will arrive on Sunday.  No report.
3. President Elect – Will submit report when reports received.  Michelle McKelvey and Jesse Moya unable to attend the conference.  Chapter presidents will need to help with elections, plus one member from each chapter.  Will provide sign-in sheets to chapter presidents for the elections.  Training for the new board will take place at the first meeting August 15-16 in Las Vegas.  They will be asked to have 1-1 meetings with their predecessors, and talk about things that we can do better, and their positions.  FAQ training, for new service council must attend Weds/Thurs.
4. Past President – See Bylaws Strategic Planning
5. 2008 Conference – Report above from Cornelia Anguey
6. Strategic Plan - Highlight recommendations for vision/mission statements.  Urges president elect to have board determine and finalize.  Strategic plan on html on the WESTOP website..
7. ByLaws – Major change will be vision/mission statements.  And also evaluation of the service council/board.  Is this working/did it work?  If so, we will need Bylaws changes.
8. Service Council – See President Elect
2. Chapter Reports:
1. Arizona – Many programs had events for TRIO Day.  Waiting for documentation and pictures from TRIO day of service.  Report as submitted.
2. CenCal – Website is up to speed.  Does not show accurate number of chapter members.  Need to confirm with Michelle Mcelvey the number.  Members are not marking their chapter affiliation when updating their memberships.  President Elect unable to attend conference, as she was affected by ATA.  Will sit in for her platform statement.  Completed chapter events successfully.  One member was able to attend the Policy seminar.  Len Woods’ presentation at their chapter meeting on how to walk the hill was helpful. 8 scholarships at $500 awarded, students need to show proof of enrollment.  Reviewed budget with past and president elect.  Asking for approval for a change of the PDS dates, due to weather conditions in the central valley.  President stated that board does not need to approve this change.  Report as submitted. 
3. Nevada – Marsha Dupree not attending due to airline cancellations.
4. NorCal – Regarding policy, agrees that chapter presidents need to be there.  Stands as submitted, with highlights.  PDS on November 2-4 at Napa Embassy Suites.  This year not having an SLC due to difficulties getting campuses to host.  TRIO day was a success, with march around campus.  Suggests to create a working group for the UB comments period.
5. PIC – Last meeting on January 11th at Palau CC.  PIC provided an additional $2000 for conference.  PIC attended policy seminar.  Looking at 5013c status for PIC.  Challenge with 5013c would be the need to hold own insurance.  Hoping to have PDS in 10/2008. Stands as submitted.
6. SoCal – Chapter did mirror chapter structure the same as the WESTOP board, however, left COE Fairshare alone.  CSU Northridge meeting was a success, and haven’t been there in about 10 years.  Dodger night this year coming up for May 9th, and anticipating 1000 attendees.  PDS was a low turn-out in Ventura, however was very successful in especially working with newcomers.  But need to also focus more on old members.  October 29-31 at Pechanga Report in Temecula, CA, and the Board will also meet then.  SoCal was represented well at Policy Seminar.  FairShare chair, has been doing very well, and plans for activities as conference.  Chapter adopting a conservative budget.  Awaiting C-vent reimbursements.  President Joy commented that she is proud to have active membership in SoCal, especially with multiple members running for elected positions.  Report stands as submitted.
3. Financial Affairs Committee –  items discussed:
1. Conference budget – original approved amount was (income) $186,625, now $127,228.  Concerning because they were hoping to have more.  Includes all activities, including SSS grant-writing workshop.  It is unlikely that the conference will generate the original income estimated.  Additional costs with equipment were for entertainment and video conferencing with Linda Byrd Johnson.  It was very important for her to attend.  Motion to accept revised budget for the WESTOP conference by Tomasa Mauricio, Lydia Perez second.  Motion approved.
2. Discussion of the $2,500 to support COE by purchasing a corporate table for the conference.  Funded this same amount last year, and presidents gave up some of their COE travel budget to helped support this costs and using reward points to cover lodging.  Suggestions for funding the table this year included taking back to chapters to help fundraise for the table, growing the resource development committee to fund, use C-Vent.  Motion to use $2,500 from president’s budget line to purchase a COE table for the 2008 conference by Lydia Perez, Heba Griffiths second.  Motion approved.
3. Airline cancellations affected conference registration significantly due to requests for refunds.  March 2nd was the official deadline for refunds (with $50 non-refundable).  Due to the “unforeseen” nature of the airline problems, discussion on refunds.  Contract with Marriott is OK, renegotiated.  Income affected.  Refunds, minus the $50.00 cancellation fee, is consistent and President Joy was able to negotiate with hotel to not charge the 1st nights room rate due to not meeting cancellation deadlines.  Motion to amend cancellation policy for registration refunds for any members who were affected by airlines - $50.00 processing fees by Heba Griffiths, Lydia Perez second.  Motion approved.  

1. Action Items –none

1. Unfinished Business – none

1. New Business:
1. Protocol for Meeting of the Members (Tuesday morning:)
1. Only can speak once.
2. Only for 2 minutes.
3. Name, institution, whether a member.
4. Any reference to finances/budget, it must be referred to FAC for consideration (final action).
1. Can take voice vote of the body, but still needs to be taken to FAC for their recommendation to the Board.
5. Only members can make motions and/or second them.
6. Cannot be personal, or make statements as such.
7. This is a corporate meeting, information giving session.
8. Need 25% of membership for quorum.  Have 556 members – need 139 for quorum.  If no quorum, business falls back to the Board.
9. President Joy Brittain does the protocol.
2. Announcements – Board and conference committee reception from 7pm-8pm on Saturday night, on the Foyer/Terrace.  Must attend.  Assistance with conference registration materials, packing materials.  Be sure to attend the Newcomers Orientation and also the candidate’s forum.

1. Motion to recess by Lydia Perez, Tomasa Mauricio second.

1. Adjournment – 10:45pm.

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