August 17, 2007, Long Beach, CA

1. 
   August 18, 2007
   Long Beach, CA

   * Presentation from Connie Baker

2. Call to Order  - 10:48am

   Roll Call – Board and Service Council

   1. Board members present: Lydia Perez, Joy Brittain, Tomasa Mauricio, Melissa Padilla, Marsha Gable, Sylvester Mata, Wendy White, Sam Blanco III, Marsha Dupree, James Oda, Leonard Woods
   2. Board members absent:  Heba Griffiths
   3. Service Council members present:  Brian Aguilar, Stephen Domingues, Jesse Moya, Michele Scott
   4. Service Council members absent:  Cesar Alvarez, Anita Blanco, Michelle McKelvey

   * Quorum met

   1. Approval of Minutes – Motion to approve with corrections by Lydia Perez, second by Len Woods.  Approved

   Reports:

   1. President – National updates are not new, but wanted service council to be aware of this information.  Regional updates – information booklet and list of mentors was sent out, President will be sending out an updated list of persons on grant VP, etc., for information to get to the direct staff.  Letters were sent to supervisors of Board of Directors stating appreciation for services on Board, aspects of Board training, and knowledge that will be gained.  Responses have come in from supervisors.  President and Board needs to be aware of the change of date for the Board Meeting/PDS in Palau, Monday, January 7th (January 7-10).  Reiterated travel times and being healthy with traveling the long distance.  Working on discounted travel for the group through Continental Airlines. Regarding Palau travel, leave states by Thursday, need to be in Hawaii by Saturday.  UW training is 8-9th, and PDS dates/schedule is in progress and yet to be determined.  James encouraged board members to present at PDS.  Secretary Spellings sent letter to congress, stating that the UB evaluation should go forward, Arnold Mitchum responded (attached to President’s report).  Report stands as submitted.
   2. Chief Financial Officer – slow summer for financials, not much money has come in yet.  There are still 3 chapters to get C-vent invoice payments from, and will be working with chapter presidents/treasurers. Stands as submitted.
   3. President-Elect – does not have a report since SC is present.  Will report for absent SC members.  Membership/elections committee:  welcome kit sent to all members, c-vent being used for membership, reminders are out for paying membership and all Board members should pay their membership on time.  Membership rosters going out to the chapters, and finalizing the new member orientation that will be standardized for all PDS’s.  Out of 100 members, one-third are institutional members.  There are concerns regarding institutional membership, and will keep Board posted on these concerns.  Technology committee:  working on moving technology from Hawaii to Chico (listserv), scheduled to have a meeting in September for technology presentations at conferences/PDS.  Public Relations: Tomasa Mauricio would like all Service Council members to replicate a timeline (see report for sample) by August 31st.   Anita will be contacting other Service Council chairs to obtain information of particular committee needs.
   4. Past-President – no report (see Strategic Plan Report).
   5. 2007 Conference – Survey question summary, budget vs actuals forms submitted.  Report includes weaknesses noted on evaluations from conference. There were 101 responses on the evaluation requests.  Pleased with number of responses, given past outcomes. Budget: Joy Brittain recommends 2008 conference chairs and Michele Scott to review these carefully to avoid any problems.  Reports are as FYI.
   6. 2008 Conference – Michele Scott updated progress on conference as Conference Chair (Cornelia A.) ws not present.  There have been meetings conducted with the conference committee. UW will provide pre-conference on Priority 1 & 3.  Some items for conference planning needs to be worked out, and clarified.  There is a “hold the date” for the conference on the website.  

   Recess for hotel check-out at 11:30am
   Meeting reconvened at 12:00pm

   1. Strategic Plan – Lydia Perez reviewed strategic planning and notes from May Board of Directors meeting regarding vision/mission statement.  Deadline for more ideas or changes for vision/mission statement ideas is August 31st.  Will send out an email reminder to everyone.  Lydia Perez stated that the Board should work on narrowing down choices and making a decision.  Email responses and/or ideas.  The committee itself was going to be veteran members and new members, however after the May meeting, Lydia Perez will keep members as is.  Core members from membership are also included on the committee – Brain Aguilar, Jose Martinez-Saldana, and Rafael Topete (UNLV).  Lydia Perez stated that we should go back to the old strategic plan to be sure we have addressed all items needed.
   2. By-Laws – Lydia Perez and Silvester Mata talked about two areas in the By-laws that were not changed from the February meeting.  Proposed amendments and terms of office.  Statements on specific time for Board members section, contradicts timing.  Will send out via email to all Board and SC for view.  Also vision/mission statement needs to be addressed.  The other area to be addressed is institutional membership and voting, as the wording needs to be clarified.  Wording may change the context and intent.  Will be sending out via email for chapter meetings in September/October.  Chapter presidents need to discuss in their chapter meetings.
   3. Fund Development – Report stands as submitted.  Trying to find out from chapters the kind of expenditures (amount and number of attendees) used for student services.  For example leadership conference, parent conferences. Received some feedback and is working on pulling that information together.  Did not have full information on NorCal Parent Empowerment Conference.  Wanted to know if any NorCal members interested in fund development.  It is Eric Sanchez.  Tomasa Mauricio will look at SoCal members from her campus committee.  AZ member for fundraising is Helen Dow.  CenCal member is Agni Fernandez, CSU Fresno and Lily Robles, CSU Fresno-.  PIC needs to identify member.
   4. Legislation and Education – Sam Cortez is representative from SDSU for SoCal chapters Leg/Ed chair.  Stephen Domingues discussed and reviewed the “3-ring” congressional budget reconciliation process, HEA reauthorization, and appropriations (hr34 - July 19th increase 40 million for TRIO – 1st significant increase in 5 years).  Legislation to increase number of UB awards from those that were de-funded, and denies the evaluation, increase student financial needs (student loan percentages and pell grant award increases).   Upcoming action items – two “Dear Colleague Letters” to retain the house language regarding absolute priority language, retain the house language for increased UB funding.  Making requests to speak at PDS’s, already registered for NorCal.  Stephen Domingues wants to thank Board, and all WESTOP membership for taking the time to contact congressional representatives on UB issues.  Everyone came to the calling.  Len Woods reiterated that it was great to have these issues clearly articulated in an email for all membership to understand, interpret, and do.
   5. Membership and Credentials –  in President-Elect’s report (chair absent).
   6. Professional Development – discussed in 2008 conference report.  There are items that need to be clarified and revised with conference chair, and also to add Len Woods as the conference co-chair. 
   7. Public Relations – in President-Elect’s report (chair absent).
   8. Research – figuring out priorities.  Working on a literature review on research that has been done on TRIO, and resources will be looked at.  Will develop links to articles on pdf and develop a 1-2 page document that will summarize what he is doing and the research responding to the evaluation.  In addition, Harley and Connie Baker will be consulted for clarification and feedback. Asking chapter presidents to have chapter members serve on the committee to assist with the review.  Goal is also to bring about collaboration with other college access program.  Joy Brittain recommended to continue the research for this board to start looking at the similarities and alignments and possible collaborations.  Joy Brittain asked if Jesse Moya could tap into students who apply at the UC and check the participation in outreach programs box, to possibly compare potentially LI/FG students with others.  How to go about tapping into this data??   Stephen Domingues stated that the UC’s do keep this information internal (he serves as an outside freshman admissions reader).  Also discussed the possibility of reviewing the same information from the CSU application/EOP.  Requested to ask Carolina Cardenas from the CSU Office of the Chancellor if we can have access to this data.  Also request to obtain contacts in the state McNairs programs to assist with research focus.  Needs to be done quickly and a response sent out to the membership.
   9. Technology – in President-Elect’s report (chair absent).

   Working Lunch

   1. Chapter Reports
   1. Arizona – report as submitted, with comments.  Email sent to members regarding Palau travel – positive and no problems with good look at budget.  Is it a reserve deduction or travel deduction?  Some questions as to why the Board is going, they looked specifically at the costs. The membership also wants to know how the Board feels about the budget now, as before there was a crisis. Joy Brittain said that the Palau travel is an expense whether taken out of budget or reserves. 
   2. CenCal – had no information on membership numbers.  West Hills College going to institutional, Fresno City has submitted checks.  Still needs chairs for Communication and By-Laws.  Summer Jam – should be 7 programs participating.  Working on Student Leadership/TRIO day, 10/19-20 at CSU Fresno.  $17912.71 in budget.  PDS on December 5-7, 2007 at West Hills Lemore Campus.  Other chapter updates, last chapter meeting on 8/3, 10/5 at Monterey Bay.  Submitted revised budget.  Budget changes needed to go to FAC via email.  FAC will take budget to review discuss and approve.  All chapter budgets should have been sent to FAC for approval. 
   3. Nevada – report as submitted.  Wants Board to know that Nevada appreciates assistance for travel.  Chapter will be active in fundraising to help with costs for funding for chapter.  Inquired about the Peggy Whitehead scholarship award.  A record of enrollment has to be received by Melissa Padilla who will send a check to student.  Accreditation is taking place on UN campus, and will not be able to collaborate with NorCal on PDS.  Silvester would like Nevada/Marsha Dupree to know that AZ (and WESTOP) feels that we should be there for each other, in a monetary or physical way.
   4. NorCal – 10 new members came to the last chapter.  Still incorporating the special $99.00 conference fee. Next fundraiser at NorCal PDS.  Communicated with Cesar Alvarez to create a quarterly newsletter.  Incorporated Service Council committees/chairs into chapter.  Proposed request for Palau travel to incorporate budget expenses of $1200 was approved.  Request to support NV chapter to Palau meeting was denied.  Other issues include:  letter to COE regarding the late announcements/GANS and lay-off notices and letters need to be sent out earlier; SB890 (early college commitment program) wants WESTOP to support; COE to have the Dept. of Ed. to have ETS reports sent sooner, the interim was sent too late.
   5. PIC – Focus on upcoming annual conference.  There has been much turnover at the conference site (coordinator/site location), as their has been 3 people in position.  Some problems include room rates/types different than what was included in the signed contract.  Len Woods wants to express thoughts to Nevada about assistance for Palau travel.  Wants clarification on relationships that we have - chapter/WESTOP/COE.  He stated that we/WESTOP are truly international and have to educate members of this. Also Len Woods mentioned that if you are to be in Palau on Monday, be advised that Board members will have to leave by Thursday or Friday.  Pacific Islands chapter will submit a chapter budget. Len Woods also stated that he will honor the policy of covering WESTOP presidential travel (50%). Pacific Islands Chapter is also investigating their 501c status. Lydia Perez stated that it will be helpful to advise PI members of their connections, and to entertain the thought of presenting to the members of Palau.
   6. SoCal: Report was not been received.

   Financial Affairs – FAC report was emailed, as submitted.  Reviewed requests and discussed: membership handbooks; passport fees for 2 board members to be covered by the board and will be taken from individuals’ travel budget; table to support COE will be shared with NASP at $2,500; due to lack of clarity, the 2008 conference budget will need to be resubmitted with specifics; FAC received proposals for SSS grant application workshop, discussed, looked over expense, and recommended that they do not entertain/support one specific proposal; 3 items to be reviewed by board:

   1. FAC (Silvester Mata) motioned for $1,147 to purchase handbooks and shipping to members, Michele Scott second.  Clarification that the handbooks will be sent to individuals or the contact for institutional membership.  Motion approved.
   2. Silvester Mata motioned that the fees of two passports are taken from travel expense budget at the cost of $97.00 each, Len Woods second.  Discussion on passport offices being backed-up and passport application should be processed ASAP, and there is some question with time constraints (Stephen Domingues).  WESTOP would only cover basic fees, as this was discussed at the May board meeting.  Board members would be responsible for any excess fees for expedited processing.  Motion approved.
   3. Silvester Mata motioned that $2,500 be provided for the purpose of purchasing a table for the COE Annual Conference with NASP, Marsha Dupree second.  Motion approved.
   1. Action Items – none.

   Unfinished Business – the chapter treasurers should be sending in monthly reports (bank statements) to CFO as it is stated in FAC manual, and if not, a fee will be assessed.  This is happening to ALL chapters, as none have been submitting the monthly report.  It has not been consistent nor efficient.  Joy Brittain charges Melissa Padilla to go back to July 2007 to charge the fee of $25.00 to each chapter for not submitting monthly reports.  Starting September 1st fees will be incurred.  Also Melissa Padilla will send out a letter, as chapters have not been updating/inputting budgets into Quickbooks.  Marsha Dupree concerned, as she has requested training for their chapter’s treasurer. However Joy Brittain stated that this does not prevent treasurers from sending in the bank statements (monthly reports) and Len Woods has the same issue of concern with PIC, and feels there should be treasurer and president training.  Also, end of the year reports from treasurers are to be sent to the CFO by the end of August.  Letters/email will go out to treasurers and presidents.  Silvester Mata stated that it is important for chapters to know that funds/budgets are WESTOP, but would like to give a warning.  Brian Aguilar brought up question on when is Board going to send out a survey to the membership?  Joy Brittain stated that this is something that can be done on C-Vent or Survey Monkey.  Asked Brian Aguilar to create the questions and then submit to Tomasa Mauricio to be posted on C-Vent or Survey Monkey. Brian Aguilar raised question on WESTOP mentors and how new programs may contact them.  Joy Brittain will speak with Michelle McKelvey to see if she can be listed on the website.  Discussion on possible conference sponsors to prohibit (ie: alcohol).  James asked Board what are we comfortable with?  Silvester Mata wanted feedback on past discussions on sponsors.  Lydia Perez gave information on prior Board that did not permit sponsorship from an alcohol vendor, because WESTOP is an educational organization.  We need to have a broad policy statement on sponsors that have goals that are consistent with WESTOP (or those inconsistent).  We can then have a basis for saying no to a corporation that seeks to sponsor an event within organization.  Brian Aguilar (external) and Silvester Mata (COE regions) will be conducting research to see what other educational organizations’ policies are in reference to accepting (or seeking) sponsorships.

   1. New Business
   1. 2010 conference – discussion on hotel site visits.  Updates:  Westin – there are 9 ADA rooms, room rate of 209 is subject to change; Hilton is a 5-7% increase in $179 rate; Hyatt $199, $80K food, 8 upgrades to exec kings and comp suite; Renaissance is a 6% increase each year.  Tomasa Mauricio makes the recommendation to not consider the Hilton and Westin.  Michele Scott agrees, and also the meeting room space at the hotels was not desirable.  Both hotels were dropped from consideration. Michele Scott will send thank you notes to Westin/Hilton for their proposals.  Renaissance/Hyatt: there are concerns with the Hyatt’s meeting space; concerns with what is happening at the convention center that is next to the Hyatt and the possibility of multiple events going on at the same time; Renaissance meeting space flow was better; recommendation to keep both Hyatt and Renaissance to get best possible contract, given that hotels compete.  Letter to both to say that they are being considered, and Matt Benney will review proposals – need to lower the food and beverage.  Final contracts from both to be emailed to Michele Scott by mid-September then to Matt Benny review, then board by October for voting.
   2. Thoughts on Evaluation presentation by Connie/Harley Baker – realized this was a lot of information, but timely as we were discussing strategic planning and what WESTOP stands for.  Silvester Mata stated that taking the emotion out of the picture and putting in raw data was helpful. Would like this type of presentation to be done at chapter meetings, PDS’s, and conferences, to reach a larger audience, and to encourage our membership to think about relating to programs.  Would like to incorporate some professional development type of in-service training at all Board meetings.  The dissemination grant that was brought up is not available through the DOE, but may be available from another agency.  Evaluation and research component could place WESTOP in a strong position nationally in initiating this action for correction.  And will make it easier to find partners. Presentation was credible and realistic, and can be helpful with institutional support on campuses.  Should be referred to research committee to develop considerations or action steps.

   Announcements – ask Board and Service Council members to submit an updated contact form if there are changes in address/phone/institutions. Received a thankyou card from the Perez family.  Travel forms to be updated, see Melissa Padilla.

   1. Adjournment – motion by Tomasa Mauricio, second by Len Woods.  3:55pm

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