Meeting Minutes - November 15 & 16, 2001
Embassy Suites Hotel
15920 W. Valley Highway at Southcenter
Seattle, Washington
(425) 227-8844
Thursday, November 15th, 9:00 a.m.
- Call to Order
- Additions/Revisions to the Agenda
- Minutes
- Conference Chair Report - Paula Jones
- Conference Protocol
- Identify Issues to Discuss with Regional Staff
- Report of September's NHSA Board & President's Meetings
- Review Fiscal Policies
- Strategic Plan Approval
- Extra RXHSA Reps for States w/NHSA Officers (discussion)
- Communication Committee
- By-Laws Committee
- Approve Budget & Conference Budget
- Approve Regional Dues
Friday, November 16th, 9:00 a.m.
- State Reports - Committee Reports
- State Advocacy Plans
- Approve 2002 Calendar
- Other business
MINUTES:
Members Present
| |
Directors |
Staff |
Parents |
Friends |
|---|
|
Alaska |
Pam Gingue |
Kris Moore |
Jacque Kubs |
None |
|---|
| Idaho |
Fran Schofield |
Jay Thurber |
Virginia DeSpain |
Ed Black |
|---|
| Oregon |
Absent |
Shari Shell |
Blanca Quiroz
Mandy Markham |
Yvonne Roberts |
|---|
| Washington |
Suzanne VanOrman |
Diane Hollstrom |
Marty Varela |
None |
Guest Present:
Debbie Ellis, Northwest Regional Educational Laboratory
The meeting was called to order at 9:04 a.m.
— Replace VII Sept. Pres. meeting with Elections Procedure.
—
Input RCC rep. Prior to Conference Chair Report
Yvonne motioned to approve the minutes with change of Blanca Quiroz from Washington Rep. to Oregon Rep. Pam Gingue seconded. All approved, motion passes.
Discussion held on what RCC is and its effectiveness. We will begin putting a standing agenda item on our agenda of RCC report and a request is sent with State reps to go back to their State Associations to have both RCC reports and Region X reports on their agendas.
Shari Shell has volunteered to continue as our representative to the RCC.
- We will request feedback on performance of regional staff and in what format
- Is there a way to establish a system of communication from the Regional office to the State Associations?
- Travel
- Collaboration grant
- Update on personnel changes in the office
- Thank her for taking the time to meet with us.
- Clarification on "strengthening marriages"
Election Procedures:
A discussion was held on current procedure. Recommended taking back to State Associations to have our regional board elect its own officers and NHSA reps. Debbie Ellis will pull up all archived data for reference as far as cost effectiveness and forward to Board members to share with State members. Yvonne Roberts motioned that we take this information back to the States for consideration. Shari Shell seconded. All approved, motion passes.
Conference Update:
Total regional profit from Idaho conference is $8205.94. Idaho will receive 30%. Suzanne will get out revised statement of conference.
Pertinent information from the conference protocal document will be added to the calendar. Discussion held on conference fees. Yvonne Roberts motioned to raise dues from $165 to $185 for early bird and $195 to $215 late registration and to implement a day rate. (Early bird is defined as the end of January.) Marty Varela seconded. All approved, motion passes.
The document was reviewed and the following changes made.
- 2C - change "quarterly report" to "current report"
- 4C - change "executive committee" to "Association Board of Directors"
- 5C - remove line stating "If money is available in the budget RXHSA will consider expanding the $250 awards to other successful applicants forwarded to NHSA
- 6B - At the Bylaws committee this afternoon, the committee will need to review for bylaw changes before implementing Fiscal policy changes.
- Deb will revise requisition form to include a line stating which budget line item will the funds come from and which account will come from.
- 7B - Addition to line: Approved reimbursement will be dispersed within 30 days of submission.
- 7D - remove "federal" and implement "conus".
- 7F - remove "registration will be paid"
- 7H - Add in addition to per diem, lodging, "registration fee" Add "NHSA" to ‘board meeting’ and "annual" to ‘training conference’
- 7J - move "If adequate receipts are not included, the Treasurer will return the request to the traveler." To 7I
- 7L - add "RXHSA" to board meeting
- 10A - remove "treasurer" and input "RXHSA Board of Directors"
Conference update:
Paula Jones will be chairing the Regional Conference in Washington.
Theme: Focus on Excellence
Goals:
- To explore new ways of ensuring excellence in management and service delivery systems to support children and families.
- To provide parents with opportunities to further their leadership skills
- To provide models of best practices and implementation of diversity
- To provide strategies for developing and measuring outcomes for children, families, and programs
- To provide strategies for creating technology roadmaps for Head Start agencies
- To provide strategies and new ways of thinking on Early Literacy
Keynote:
Dr. Durley from Atlanta Georgia will give the keynote. He will discuss current initiatives in keynote including fatherhood and strengthening families.
— Preconference: Outcomes, Facilities, Disabilities, Early Head Start, Fatherhood.
—Thursday reception: Pursuing a person to host an "Oprah" type session
Registration materials hope to go out in the next two weeks.
Marty Varella motioned to approve proposed theme and goals, Mandy Markham seconded. All approved, motion passes.
Issue to take to National:
- When NHSA requires a Parent Representative from the Regional Board to attend meetings, a way of communicating from NHSA to the Regional board must occur in a timely manner in order to provide any supplemental support for that parent.
- NHSA Reps’ responsibilities need to be clear (job description) prior to electing our reps to the NHSA board.
tabled until committee meets
A discussion was held.
Adjourn:
Ed Black motioned to adjourn. Yvonne Roberts seconded. All approved, motion passes.
We will reconvene tomorrow morning at 8:00.
Budget:
Budget committee met and revised the budget.
Scholarship Committee:
Committee did a letter for State Associations regarding a lack of completion of applications.
- Administrator of the Year: Mary Marshall—Idaho
- Support Staff: Karen Bryant—Alaska
- Teacher of the Year: Belita Berry—Washington
- Leadership: Angela Glaspy—Oregon
- Corporate Award: United Way of Southern Central Idaho—Idaho
- Humanitarian: Lois Angell—Idaho
- Father of the Year: Ramon Quiroz-Saltos—Oregon
- Ann Phipps: Christina Barrick—Washington
- Phyliss J. Jones: Rebecca Irving—Oregon and Wynonna LaVada—Washington
Bylaws:
Recommendations included:
- Article 4 — voting general membership second paragraph: eliminate everything after first sentence
- Article 7 — OFFICERS/Election of officers Remove current number on: Nominations shall come from the Board of Director giving consideration to all states in November prior to the elections year.
- Article 9 — Duties of Officers Section 3 Secretary
- Rewrite To insure maintain a mailing list of membership
- Rewrite to insure a history of the Association business
Totally remove 5
- Section 4 Treasurer
- To insure fiscal agent maintains a detailed ledger of all receipts and dispersments sufficient to account for the financial activities of the association.
- remove quarterly and include current and remove Association and put in Board remove "and annual financial statements to the general membership
- Add "To insure Board adherence to the fiscal policies and procedures
- Section 5 — remove "association" and add The Board of Directors
- Article 10
Change "Representation" to Representatives
Add sentence National Representatives shall consist of a director, a staff, a parent and a friend.
2 remove "where" and put in "when"
remove third sentence, keep the fourth, remove last two sentences.
- Article 11
Section 2,3,& 4, remove "representative" and put in "director, staff, parent and friend" with equal representation from each state.
(this point needs to be looked at again.)
Kris Moore will email changes to Debbie Ellis, who will send it to Suzanne VanOrman and Yvonne Roberts to make recommended revisions to be addressed at the next meeting. Such is true for the Fiscal Policies.
Budget:
- Reviewed current budget and actual spent to date
- Remove "Region X Conference Revenue 16,617.00
2002 Budget:
- Discussion on moving conference revenue, expense and host state payment to separate budget. We will have a separate budget for operations and conference
- Change total projections to $45,970
- Remove "Region X Conference Revenue $16,617"
- The Treasurer and President will revise the budget and distribute to the board members at a later date.
Networking Committee:
States need to send off the request for Literacy information. Suzanne VanOrman rewrote the information about issues in another format so we can send it to Townley Mailler based on recommendations from the committee.
Kris Moore will draft the letter and email it out to all board members. Resolutions: Kris More will type of the requested draft and email it out.
Mandy Markham moved to accept scholarships and send letter. Yvonne Roberts seconded. All approved, motion passes.
Pam Gingue moved to approve budget report. Blanca Quiroz seconded. All approved, motion passes.
Jacque Krubbs moved to send our recommendations of issues to NHSA Gov. Affairs Divisions. Mandy Markham seconded. All approved, motion passes
Suzanne VanOrman and Jay Thurber are going to confer about setting aside a conference reserve and will bring recommendation back to the board.
Yvonne Roberts motioned to approve the strategic plan as presented. Pam Gingue and Shari Shell seconded. All approved, motion passes.
Annual Report:
- Highlights of Strategic Plan including mission statement
- Scholarships
- $ per child
- Web page links
- New resolution process
- Calendar
- Accomplishments
- Enrollment numbers
Calendar:
Suzanne VanOrman will be attending the Idaho January meeting, and will be attending Alaska February state meeting.
Next BOD meeting will be at the Regional conference, Monday & Tuesday March 4 & 5 beginning at 9:00.
August meeting will happen on the 1 & 2 to be held downtown. NOTE: Parent of the Year and Beating the Odds scholarships need to be to DEB by July 25.
November meeting will be 14 & 15 with scholarships due on Nov. 1
2003 conference in Oregon to be held the first week in March, 3-7. Oregon reps need to take this back to their state and Suzanne will let Cari know.
2003 August 7 & 8
2003 Nov. 13 & 14
Work calendar: Suzanne VanOrman will be reviewing and getting a calendar out.
Secretary: Ed Black motioned that Yvonne Roberts be appointed secretary. Dianne Hollstrom seconded. All approved, motion passes. (Debbie Ellis will assist by documenting and posting the minutes.)
|
State Reports: | Oregon—verbal report given |
|---|
|
Idaho—verbal report given |
| Alaska—Pam Gingue moved to approve $100 to the Larson family and $100 to the Andrew family. Shari Shell seconded. All approved, motion passes. Suzanne VanOrman will get a card |
| Washington—verbal report given |
State Advocacy Plans:
Nothing in addition to state reports
March Agenda:
- Resolution
- Budget
- Bylaws
- Fiscal Policies
- Calendar
- State Reports
- National Report
- Committee meetings & reports
- Invite Regional Office—identity issues
- Select city for conference 3 year out
- Conference update
Joined by Regional Office:
Nancy Hutchins & Steve Henigson
They responded to our issues as well as defined the eight initiatives—new directions from ACF.
Nancy responded to the issues we had in August including the monitoring and the timeliness of the reports and how programs can give feedback to the review process. A survey is currently being drafted.
Meeting ended during lunch with travelers having to go catch planes.
Minutes respectfully submitted by Kris Moore.
