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
----- 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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