April 10, 2003, Honolulu, HI

Board of Director’s Transitional Meeting
Sheraton Waikiki Hotel

APPROVED
I. Welcome and call to order. The meeting was called to order by President Darlene Conwell at 9:45 a.m., Thursday, April 10, 2003. President Conwell stated that the meeting agenda would be as follows:
- Introductions
- Clarification of BOD Committees and Objectives
- BOD Meeting Dates
- June Meeting and Training
- Concerns or Recommendations
- Board Conduct
- Meeting schedule for chapter presidents
II. Clarification of BOD Committees and Objectives
The Central California Chapter President will become a member of the BOD pending outcome of the special election.
Due to the resignation of Rhonda Moses, the 2004 Conference Co-Chair will be named at a later date.
President Conwell read the letter of resignation (on file). After lengthy discussion, it was decided that BOD members should contact Rhonda individually for clarification of her letter. Mr. Coin suggested that due to her possible fragile state that this may not be an good thing to do.
President Conwell asked that each board member provide the secretary with their email contact. Rowena and Macheo asked that the secretary contact them by phone or fax if they do not respond within two days because the email system is often down at their respective institutions.
III. BOD Meeting Dates
The Board discussed the scheduling of the meetings around PDS Conferences. Joy stated that the dollar amounts allotted to each board member was based on the number of board meetings (four) per year. (The meeting schedule shows a fifth meeting in September). Leonard suggested a reception for WESTOP members be held instead of a board meeting. Again, Joy stated that the dollar amounts did not include an additional meeting. Irvin stated that the cost for the reception would not come from the budget. President Conwell stated that the September meeting would be removed from the schedule and maybe a reception could be held. Macheo asked when the NorCal PDS meeting dates were. Irvin suggested that the October BOD meeting be held after the COE meeting, as opposed to after the NorCal PDS. President Conwell would check the room availability for this to take place to determine a meeting date for the WESTOP BOD that is best for all concerned.
IV. June Meeting and Training
Leonard will confirm either a Reno or Las Vegas location for the June meeting as soon as possible. Irvin suggest that the meeting be held in Las Vegas.
Joy reminded the board that the meeting cannot be held without the sixth chapter president and that a Financial Affairs Committee (FAC) Chair must be selected. James stated that the election must take place within 60 days. Howard suggested that a meeting be held by email or phone. Irvin stated that Darlene would have to appoint a FAC Chair.
V. Meeting Schedule for Chapter Presidents
President Conwell will be preparing a packet for each board member and that the packet will contain parliamentary procedure cheat sheets. She also stated that Chapter Presidents should schedule their meetings to take place around the same time of each other. Howard stated that he would like a meeting with all of the Chapter Presidents.
President Conwell stated that per the By-laws, chapter reports along with committee reports should be sent to the secretary no later than ten (10) business days before BOD meetings. Macheo recommended that submission dates be set. President Conwell will set the date that secretary should email the minutes to the BOD members. Howard asked if there was a format or template for submitting chapter reports. President Conwell stated that there is a template and that it would be emailed to each member of the board.
President Conwell handed out the assigned committee objectives (including the responsibilities of the secretary) to each committee chair, which also contains the responsibilities of each committee. She will also forward all committee assignments to all board members via email. President Conwell will notify the BOD of the COE meeting dates. The next COE meeting will take place from May 7- May 10 in San Antonio, TX.
Committee assignments are:
∑ Irvin Coin – Past President, Strategic Planning
∑ James Oda – President Elect, Membership & Credentials
∑ Janet Long – Secretary
∑ Joy Brittain- Chief Financial Officer
∑ Macheo Shabaka – Appointed, Research
∑ Rowena Andrade – Pacific Island Chapter President
∑ Damien Pena – Member at Large, Technology
∑ Trinette Briggs – Southern California Chapter President
∑ Joanne Madison – Appointed, Communications
∑ Heba Griffiths – Member at Large, Professional Development Committee
∑ Munyiga Lamumba - Appointed, Education and Legislation
∑ Howard Willis – Northern California Chapter President
∑ Leonard Woods – Nevada Chapter President
∑ Carolina Cardenas – COE Fund Development
∑ Jennifer Blackman – Member at Large, Public Relations
∑ Lee Fulmer - Arizona Chapter President
∑ Kuye Belelai - WESTOP fund Development
Damien asked about meeting with Technology committee. Irvin suggested that annual report would clarify questions. President Conwell stated that annual reports will be in the Board portfolios. Damien requested a directory. President Conwell stated that BOE directory will be kept confidential from the membership.. Joanne asked how committees should be formed. President Conwell stated that ideally, there should be six (6) members on the committee representative of each chapter within the association. Irvin suggested that committee chairs should begin calling WESTOP members to serve on committees.
Irvin stated that each committee should submit a budget. Joy stated that each chapter must also submit 2002-2003 final budgets, and two (2) budgets for the 2003-2004 fiscal year (refer to CFO training notes).
Heba asked about budgets for the BOD committees and where does the PDS budget come from. Howard recommended safeguards to insure that past chapter presidents fulfill their responsibilities. Trinette asked what chapters are due to submit budgets. Joy stated SoCal, NorCal and Nevada. Jennifer asked how committee budgets should be developed. Joy advised that committee budgets have already been finalized for the fiscal year. Macheo asked what the procedure to increase a budget is if it is found to be inadequate. Joy stated that committees could request a budget increase and the BOD will vote to accept or deny the increase.
VI. Concerns or Recommendations
President Conwell asked if there were other concerns.
Regarding the Rhonda Moses resignation, Irvin referred to the by-laws that state that the resignation is effective at the time it is submitted. From this point, any person on the board who has discussion with Rhonda regarding her resignation should make clear to Rhonda that they do not represent themselves as a board member.
Leonard expressed his concern that it takes time for the president to appoint committee chairs. President Conwell advised the board that she had other committee chairs to assign and that elections for two additional officers have yet to be filled.
VII. Board Conduct
Regarding board conduct, President Conwell stated that the BOD should agree to disagree and that we should respect each other at all board meetings. Heba inquired about conversations between the Board President and Chapter Presidents.
President Conwell will have a President’s Advisory Committee. Rowena asked that the BOD be given instructions on what should and should not go out to the membership.
Macheo stated that the BOD should be proactive regarding political issues with chapters and recommended the creation of a council of elders for informational reasons.
Trinette asserted that there should be no cursing, name calling, or yelling during board meetings. Leonard added that the board is its own entity and that when decisions are made, the BOD should stand behind them. Howard stated that we all made a commitment to work together as a board. President Conwell stated that in her experience on the BOD, although there have been passionate discussions she had not witnessed inappropriate language during BOD meetings.
The BOD agrees to the following dress code for meetings: business casual, each individual’s own dress for work, dress for comfort.
It was also agreed that committee/preliminary work should be completed outside of BOD meetings.
Joy expressed her feelings that she is not an official board member because she was not sworn in with other members of the new BOD. Leonard stated that Treasurer is a two (2) year term. President Conwell apologized for her oversight and stated that she called only newly elected officers to be sworn in. She asked that in the future, if BOD members notice an oversight to please advise her of this prior to rather than after the fact.
After lengthy discussion, it was agreed that Joy will be sworn in with the newly elected and appointed Board members at the June BOD meeting.
All BOD members will receive training at the June meeting. Joy will also be training the treasurers on the software used by WESTOP. President Conwell will send out BOD packets by the end of the month.
Meeting adjourned at 12:15 pm.
Respectfully submitted,
Janet A. Long
WESTOP Board Secretary

Addendum
Board of Director’s Transitional Meeting
MotionsMotion #1: Motion to elect Janis Marsh as Bylaws Chair
Move: James Oda
Second: Leonard Woods
Vote: Passed by 10 votesEmail Vote Minutes
May 2003
A motion was made by James Oda to nominate Janis Marsh as the Chair of the Bylaws Committee. The motion was made in order to fill the vacancy left by Justine Bellock whose term has ended. The votes were cased and based on the WESTOP Bylaws, Article IV Section 4.9 (a), the motion passed by 10 yeas and 8 abstentions. Janis Marsh is the new WESTOP Bylaws Committee Chair. The vote was by roll call and the results are as follows:
Rowena Andrade Yea
Kuye Belelai Yea
Jennifer Blackman Yea
Trinette Briggs Abstain
Joy Brittain Abstain
Carolina Cardenas Yea
Irvin Coin Abstain
Lee Fulmer Abstain
Heba Griffiths Abstain
Janet Long Abstain
Munyiga Lumumba Abstain
Joanne Madison Yea
James Oda Abstain
Damien Pena Yea
Jessi Reyes-Murray Yea
Macheo Shabaka Yea
Howard Willis Yea
Leonard Woods Yea

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