Hello Gillermina,



If possible can you e-mail a time frame of the agenda,Thanks

----- Original Message -----
From: Gillermina Martinez7 <[log in to unmask]>
Date: Monday, July 28, 2008 4:23 pm
Subject: Important Information concerning our Chapter
To: [log in to unmask]

> Good Afternoon Central Cal Chapter
> 
> I would like to encourage as many as possible to attend the 
> meeting this
> Friday August 1, 2008
> at Cal Poly, San Luis Obispo. 
> 
> In response to the email sent by the past president of WESTOP, Joy
> Brittain, we will be discussing this issue in more detail at the 
> meeting. 
> "I also have asked several chapters to assist us with a cash 
> advance until
> WESTOP can be on better financial standing."-Joy Brittain
> if you did not get the original email, it is attached below. 
> 
> WESTOP is asking us, Cen Cal Chapter, to be one of the chapters 
> who helps
> out. 
> I have been in contact with our past president who has been in 
contact
> with our treasurer. 
> Let me assure you that the chapter does have the funds to make 
> this loan
> to WESTOP, however
> I will not approve such a loan with out having the chapter's 
> consent. 
> 
> Please don't forget to RSVP to Ricardo your attendance at this 
> meeting. 
> See you all soon. 
> 
> Thank you
> -GUILLE
> P.S. I have attached to this email the agenda, and the template 
> for the
> committe reports. Don't forget to also download minutes already 
> sent by
> Secretary: Norma.
> Chairs: if you will not be in attendance at the Chapter meeting this
> Friday. PLEASE send your update to me or have someone report for you.
> Thank you all for your prompt response. 
> 
> Gillermina Martinez
> Retention Counselor
> STAAR Program
> CSU, Bakersfield
> 9001 Stockdale Hwy. 
> Bakersfield CA, 93311
> (661) 654.2281
> [log in to unmask]
> 
> ----- Original Message -----
> 
> Hello members and friends of WESTOP,
> I need you to be aware of some struggles WESTOP is facing since it 
> affects all of us.  Last year I sent out an email stating our 
> funds 
> were very tight and I put the board on a restrictive budget until 
> the 
> end of the budget year.  As you were made aware, although we have 
> been making a small profit on the previous year's conferences, it 
> still was not enough to cover the WESTOP budget.  Instead of 
> adding 
> to the accounts, we had to withdraw from the accounts.  Add on the 
> expense (close to $13,000/year) we had to pay for insurance and 
> the 
> overall expense of CVENT over the past few years in order to cover 
> all of WESTOP's needs.
> 
> Now bring in the airline crisis for our Hawaii conference and we 
> have 
> a problem.  Not only did we not have the amount of people expected 
> for the conference, but we also have people needing 
> reimbursements.  
> In order to keep WESTOP solid and keep our non-profit standing, we 
> had to pay the hotel and other vendors first.  This wiped out our 
> maximizer account and left a very small amount in the checking 
> account We do not have enough funds (yet) to pay back all the 
> reimbursements.
> 
> With this said, let me calm any major panic.  We still have 
> approximately $12, 000 that needs to come in from institutions who 
> paid with a PO. We also have the chapters needing to reimburse 
> WESTOP 
> for CVENT and the trip to Palau. I also have asked several 
> chapters 
> to assist us with a cash advance until WESTOP can be on better 
> financial standing. Once the checks from the chapters and from the 
> PO's come in, we will be able to reimburse those people who still 
> need a reimbursement.
> 
> To answer some questions people may have:
> 
> 1. Since there was cut-off date for any reimbursements and the 
> airline crisis occurred after the cut-off date, why are people 
> still 
> getting a reimbursement?
> 
> The WESTOP Board took a serious look at this and felt since the 
> crisis was due to unforeseen circumstances, we wanted to honor the 
> members and friends who had every intent on coming.  That being 
> said, 
> we looked at other corporations and found they do not reimburse 
> for 
> anything after the cut-off date.  The Board is seriously 
> considering 
> this type of policy and it will be discussed at the next Board 
> meeting.  The Board wants to be fair to all, but it has fiduciary 
> responsibilities to the WESTOP corporation.
> 
> 2.  The WESTOP Board paid for tables at the COE Conference.  If we 
> are in such tight measures, why are we doing this?
> 
> For the past few years, the WESTOP Board felt it necessary to 
> support 
> COE in its mission.  COE has accomplished great feats over these 
> past 
> years and it was important to show that support from this region. 
> We 
> can not buy a table this year, but when we are in better financial 
> stability, the WESTOP Board will continue to support COE in 
> assisting 
> all TRIO programs
> 
> 3.  Why are we paying so much for insurance and do we need it?
> 
> Absolutely yes, We need to protect the corporation from any 
> potential 
> law-suits or misconduct. The insurance covers all of WESTOP which 
> means four states and two territories.  It has never been able to 
> cover the other countries.  WESTOP is in a catch-22 situation.  We 
> were too big for the small companies and too small for the larger 
> companies.  We cover four states with different laws in each 
> state. I 
> even called COE's insurance carrier and they were not able to 
> assist 
> us. I was charged with finding insurance that was similar to what 
> we 
> had, but less expensive.  I did find such a company and now the 
> rates 
> are 
> $ 3500/year.  This still does not help us with what we had to pay 
> previously.
> 
> 4.  The Board spent a lot for its trip to Palau.  Why be so 
> frivolous 
> with its money?  
> 
> The Board felt it important to visit the Pacific Islands to get an 
> idea of what our colleagues have to face each day.  Palau 
> Community 
> College was very gracious and took care of  our meals.  The 
> chapter 
> is paying for part of the trip and WESTOP did not spend any more 
> than 
> the typical amount of a Board meeting.  What the Board took from 
> the 
> experience was so very important to understanding our western 
> neighbors.
> 
> 5.  We had a great amount in the maximizer.  Where did it all go?
> 
> WESTOP had to dip into its savings to pay for bills that came in 
> throughout the years.  The biggest amount came from this year's 
> conference.  Although we had people who did not come, we still had 
> to 
> pay for all the supplies, registration materials, food costs, etc. 
> 
> WESTOP did not get a reprieve due to the airline crisis.
> 
> 
> 6.  The conferences did not make enough to carry the budget?
> 
> No.  No conference for the past six years made enough to carry 
> WESTOP.  Even with the membership dues, it still was not enough 
> for 
> the budget.  WESTOP has been putting in its income column funds 
> hoped 
> to be received from grants and supporters.  So far very little has 
> come in through this method.  The Board has been getting ideas 
> from 
> several people who have given us good advise and our hope is we 
> can 
> make a difference this year.
> 
> 8.  What about the Phoenix Conference?  Why don't we cancel it?
> We have to sign our contracts three years in advance.  If we 
> cancelled the conference now, WESTOP will go bankrupt with its 
> penalties and the funds to pay the penalties would be coming from 
> the 
> chapters since the chapters operate under the WESTOP corporation.
> 
> 7. So where does that leave WESTOP?
> 
> The Board will be meeting in Las Vegas in August.  We will be 
> scrutinizing the budget and trying to find ways to build up the 
> checking and savings accounts.  Hard decisions will be made 
> regarding 
> cancellation rules.  You all can help and pay your membership 
> early 
> once that comes out.  (The new board is in the process of an email 
> vote to fix this year's fees.)  The conference chair, Susan Madrid-
> Simon has been informed of the situation and she knows what has to 
> be 
> done.  
> 
> 8. Where does that leave my reimbursement?  
> Please be patient with us.  As soon as the funds come in through 
> the 
> PO's and with the chapter assistance, you will all be reimbursed.
> 
> We need to pull together in order to get to the other side of this 
> crisis.  I know we can accomplish what ever needs to get done.  We 
> have survived the past  financial woes and we can do it again.
> 
> If you have any questions or suggestions, please do not hesitate 
> to 
> contact any of the presidents.
> 
> Thank you for your support.
> 
> Joy Brittain, Past President
> WESTOP
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>