May 19, 2007, Tempe, AZ 

1. Call to Order – 2:42pm

1. Roll Call – Board Members
1. Present:  Joy Brittain, Lydia Perez, Tomasa Mauricio, Marsha Gable, Melissa Padilla, James Oda, Sylvester Mata, Steve Calhoun (for Marsha Dupree), Sam Blanco III, Wendy White, Heba Griffiths, Leonard Woods
2. Absent:  Romeo and Cornelia?

** Quorum met

1. Approval of Minutes
1. Burlingame/February 16, 2007 minutes – motion to approve by Tomasa Mauricio, second by Silvester Mata, approved
2. Meeting of the members/February 20, 2007 minutes – motion to approve by Lydia Perez, second by Tomasa Mauricio, approved
3. Burlingame/February 22, 2007 minutes – motion to approve by Silvester Mata, second by Steve Calhoun, approved

Point of order: 2 guests – Anita Blanco, Veronica Hernan

1. Reports
1. President:
1. Report update from the governmental relations committee, also sent out on the website, and COE board meeting on May 5th in SF.
2. The COE national conference committee needs assistance.  Requested that the chapter presidents discuss at their chapter meetings.  The COE chair is Dorothy Yarborough.  They need lots of volunteers.
3. State-initiative representatives need to attend the conference, to go to the workshops regarding state initiatives.
4. An alumni dinner is being planned again this year at the conference and COE is encouraging tables (at $5000).  President is willing to take on connecting with vendors to see if they will purchase tickets for the tables – only if board wants her to.  Heba Griffiths stated that we are not in the position to give $5000 right now with our budget.  Tomasa Mauricio reiterated that the funds will not come out of our budget, just seeking vendors to buy a ticket (which is part of the table).  Silvester Mata asked how does the table(s) benefit us?  Recognition from COE, trying to reach levels of other regions as far as support (James Oda).   COE is supporting and working more with WESTOP and we should do the same (Tomasa Mauricio).  President stated that the COE is doing a recalculation of Fair Share.  All agreed that Joy should go forward with seeking support.  Joy noted the COE elections (see presidents report).
5. COE is asking WESTOP to replicate the letter that Massachusetts created (regarding absolute priority), and have all U.S. congressional representatives to sign a letter from California.  President will ask Steven Domingues from the SoCal and Janice Dirden-Cook from NorCal for assistance. 
6. Report as submitted.  Addendum to report:  as a WESTOP contingent, asked COE that WESTOP have equal representation on committees.  Was not passed at the COE board meeting.

1. Chief Financial Officer – in the email/as submitted.

1. President-Elect – report stands as submitted. 
1. President-Elect has asked all Service Council members to create a timeline on completion of goals/projects.  At least 3 weeks before August meetins, this report will be due.  Comments: all reports will need to be reviewed at meeting, then submitted and approved.  Need to submit a copy to Marsha Gable, even if late and then also sent to Dave to post on the website.

 

1. Past-President – 2 reports: By-Laws and Strategic Planning
1. By-laws: will work with James Oda on the committee will need to have at least one person from each chapter as representation.  Need to obtain from last year’s By-Laws chair, the recommendations that need to be addressed.
2. Strategic planning: after training yesterday, the board should be in charge of strategic planning.  Committee stands with the addition of all Board Members.  Need to fine-turn By-Laws with the assistance of James Oda.

1. 2007 Conference – no report submitted.

1. 2008 Conference – Cornelia submitted an electronic report for the 2008 conference.
1. Has been working with Len Woods and Karen Morell (UW) for conference.  Conference theme discussion needs reflect the 30th anniversary.  Theme to include Hawaiian-type theme - “Unite in Order to Progress” or “United in thought”.  Discussion on these 2 ideas….  Other ideas “United in Purpose”.  Board selected “United in Purpose” as the 2008 conference theme.  James Oda concurred that there is a Hawaiian translation for this.  Len Woods to speak with Cornelia Anguay about this idea.  Heba Griffiths try to incorporate the theme in the SoCal PDS theme.  James Oda suggested sponsorship levels for exhibitors/registration.  Lydia Perez would like to see an idea on how this looks.  Conference is in need of chairs and volunteers. 

1. Chapter Reports
1. Arizona:  PDS on April 26-28, to be held on a host university campus to cut down on expenses.  AZ chapter has been represented on COE conference calls with “Operation Thunder”, and also other chapter presidents around the country.  Stands as submitted
2. CenCal:  Now has 29 members, has had two meetings since Burlingame conference.  Listed chapter meetings, PDS December 5-7, and will most likely be at West Hills campus to cut down on costs.  Was able to get president elect Guirllinina Martinez, CSU Bakersfield.  TRIO Day will be at Fresno State.  Noted several goals for the year, but the biggest is the CenCal website.  Trying to secure a relationship/partnership with ACT.  Did training with them and UB.  Waived registration for Steven Domingues.  Conference call with COE on congressional support.  Stands as submitted.
3. Nevada:  SLC was held in February with a joint TRIO day.  TRIO graduation ceremonies and getting the congressional aides to attend this graduation.  Report stands as submitted.  Tomasa Mauricio asked how to help south and north Nevada work together, what has been done.  A few people from south NV have been getting involved and they have been invited to chapter meetings.  Idea that north NV with NorCal, and possibility of having south NV with Cencal.  Conference calling has been suggested.
4. NorCal:  Chapter meeting date August 13, 2007, and need to have a president-elect.  Listed updated chapter board/committee chairs.  SLC will be at Chico State in February, and will try to coincide with TRIO day.  Update on policy seminar and TS/EOC open comment period.  Next meeting August 15th at Chico State.  Report submitted.
5. PIC: Len Woods stated that he appreciates that most questions he had were addressed yesterday (lengthy discussion on budget).  Had SLC with 275 students, and had PDS at the same time.  Needs to rebuild membership and involvement of Hawaii members.  Membership supports meeting in Palau.  At next chapter meeting, Cornelia Anguay will be there to give conference updates/report.  Report submitted.
6. SoCal:  Chapter meeting on May 4th.  Chapter committees have been formed to reflect service council chairs.  President- elect Hortencia Cuevos has resigned, and Gilbert Alcuno will be the new president-elect.  12 out of 35 programs in socal are new programs, therefore, there is a need to do more outreach to new programs and new personnel.  PDS will be in Santa Barbara or Palm Springs in October due to timing, as it is usually in November.  Feedback on budget was given yesterday (during budget discussion).  Will be connecting with programs chosen for UB evaluation (IVC, UCR CSULA, Volunteers of America).  Perhaps developing an action plan.  Dodger night upcoming.  Report as submitted.

1. By-Laws:  Discussed in President-Elect’s report.

1. Financial Affairs:  Motion to revise budgets.  Motion made by Silvester Mata, second by Tomasa Mauricio, approved.  FAC manual needs to be updated with new cost for institutional WESTOP membership.  Included in report from FAC budget discussion.
1. Budget – all chapter presidents should take revised budgets back to chapters for approval, and then budgets go to FAC for Board approval.
2. Membership – institutional $350.00 and individual $65.00.  Joy Brittain will contact Michelle McKelvey and Anita Blanco to post to the website details for the new institutional membership fee. 

1. Lunch

1. Action Items – no action items.

1. Unfinished Business –
1. With new programs funded, Michelle McKelvey will send a letter out to the contacts to have them get involved with WESTOP.  Joy Brittain will be submitting a request on the listserv for mentors to pair up with newly funded programs, to have some level of support to understand programs, and also know what WESTOP is and what we do.  Lydia Perez stated that the AZ chapter already has initiated this – a welcome to the chapter meeting, sit with them, and have chapter members meet them (interaction).
2. Regarding defunded programs in CA – Alliant University, Joy Brittain has not been in contact with yet, but COE has.  All AZ and NV programs have been funded.  In the PIC, only America Samoa.  We as a group CANNOT do anything yet, until we find out the reasons for the defund.  Only programs can request this information, and once we have this information, then we can move forward.  Lydia Perez reiterated that we cannot do anything yet until they get their reader scores and PE points.
3. Mr. Coin has a great packet on how to close out – due to past EOC defund to make this available regionally.  From visitor Veronica Hernana, Mr. Coin already sent this information out to Mills College. Would be important to have this information on hand in the event of future programs being defunded.  It is good that the Board is being proactive, and Anita Blanco will create communication that will go out.
4. Regarding the evaluation, asked for information on who has been selected and seeking suggestions on how we address the evaluation.  Listed the programs that were selected for the priority within WESTOP.  Delegate letter to be created representing the institutions that have been selected.  Anita Blanco asked if Jesse Moya was working on research on programs selected for the evaluation.  Joy Brittain stated that all items she has submitted regarding the evaluations have been sent.

1. New Business
1. Elections Policy – will be discussed via email.  Think about issues concerning how to run an effective election, to think about creating an election policy and procedure.  A protocol manual.  Need to set this policy, and will have this discussion.

1. Announcements – no announcements.

• Adjournment:  Meeting adjourned – motion by Silvester Mata, second by Heba Griffiths.  Meeting adjourned at 3:58pm.

 

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