Region X Head Start Association
AGENDA
Regional Conference

Hilton Seattle Airport & Conference Center
Seattle, WA
(206) 244-4800

March 4-8, 2002

Monday 8:30 - 4:30

  1. Call To Order
  2. Additions/Revisions To The Agenda
  3. Minutes
  4. NWREL Contract
  5. Budget
  6. Conference Update
  7. Elections - State Feed Back
  8. Review Fiscal Policies - Expenses For NHSA Board Meetings
  9. Meet With Oregon Conference Chair
  10. Identify Issues To Discuss With Regional Staff — Invite Regional Office
  11. NHSA Report
  12. State Reports
  13. Keeping State Active In National Issues — State Strategies
  14. By-Laws Committee

Tuesday 8:30 - 4:30

  1. Resolution Process
  2. Committee Reports
  3. 2003 Calendar
  4. Selection Of City — Oregon
  5. Approve Theme
  6. RCC
  7. Other Business
  8. Adjourn

Minutes

Members Present

  Director Staff Parents Friends
Alaska Pam GingueAbsentTBA in JuneNot elected
Idaho Fran SchofieldJay ThurberVirginia DeSpainEd Black
Oregon AbsentShari ShellMandy MarkhamYvonne Roberts
Washington Suzanne VanOrmanDiane HollstromMarty VarellaNot elected

 

Guest Present:

  Debbie Ellis, Northwest Regional Educational Laboratory and Cari Olmsted, Region X Quality Center, Portland State University.

Monday, March 4, 2002

Call to Order:

  Suzanne VanOrman called the meeting to order at 8:30 a.m.

Minutes:

  Shari Shell motioned to approve minutes with the correction of the spelling of Nancy Hutchins' name on the last page. Mandy Markham seconded. All approved. Motion passes.

NWREL Contract:

  Suzanne VanOrman worked with Steffen Saifer of the Northwest Regional Laboratory (NWREL) to continue the contract with them for an additional year. Because of the actual cost of the work, Steffen asked for an increase in the contract amount. A copy of the NWREL budget was passed out and discussed.

Because the overall RXHSA budget discussion was later on the agenda, Ed Black motioned to table the discussion of the lab contract until after approving the budget. Yvonne Roberts seconded. All approved. Motion passes.

Budget:

  Jay Thurber passed out the budget. (See budget handouts for details.) Discussions were held concerning conference expenses and revenues and the general operating budget. Similar discussions were held at the last board meeting (see last meeting minutes). It was decided that Jay Thurber and Ed Black would separate the two budgets after the board meeting and bring it back to the board for approval in the morning.

Elections:

  A discussion was held regarding the cost of the last election and the rate of return. All states, except Washington, had been briefed at their state meetings regarding the cost of operating an election by mail, and had approved the board changing to a vote from within process. Yvonne Roberts made the motion to discontinue voting by mail and elect officers from within the Board. Shari Shell seconded the motion. All approved. Motion passes.

Fiscal Policies and Procedures:

  The board reviewed the working copies of the Fiscal Policies and Procedures. Yvonne Roberts motioned to accept the new Fiscal Policies and Procedures with changes. Diane Hollstrom seconded. All approved. Motion passes.

Conference Update:

  The Conference Chair for the 2003 Annual Training Conference in Portland, Oregon, Annie Soto, was not at the meeting. The Oregon representatives did not have any updates regarding the conference. At lunch, Cari Olmsted discussed the hotel choices for the Portland Conference which are the DoubleTree Jantzen Beach and the Lloyd Center DoubleTree. After a discussion of the pros and cons of both sites, Yvonne Roberts made a motion for the Lloyd Center DoubleTree to be the site for the 2003 Annual Conference. Ed Black seconded. All approved. Motion passes.

So that the RXHSA Board can be more involved in the Annual Training Conference, representatives from the Training Committee will be a part of the Host State Conference Planning Committee. Cari suggested that two representatives from the board be a part of the conference planning committee (one from the training committee and another member, both from the host state). Yvonne Roberts, Mandy Markham, and Shari Shell will be representing the RXHSA Board for the 2003 Conference being held in Portland, Oregon.

Identify Issues to Discuss with Regional Staff:

  The Board members identified the following issues to be discussed with Nancy Hutchins and Steve Henigson at the next meeting.

NHSA Report:

  Yvonne Roberts gave the national report. (See attached.) A discussion was held regarding Joel Ryan's letter to President Bush opposing the move of Head Start to the Department of Education. Jay Thurber motioned for the Region X Head Start Association to sign on to Joel's letter. Shari Shell seconded. All approved. Motion passes.

State Reports:

  The Alaska report was given by Pam Gingue, the Idaho report was given by Ed Black, the Oregon report was given by Mandy Markham, and the Washington report was given by Diane Hollstrom. (See attached reports.) Shari Shell reminded the board of the importance of giving these reports during the conference.

Meeting adjourned at 4:00 p.m.

Tuesday, March 5, 2002

Suzanne VanOrman called the meeting to order at 8:30 a.m.

Keeping State Active in National Issues:

  The members of the RXHSA Board need to keep their states aware of national issues. Members need to influence their states to develop strategies or to create a strategic plan as to how to address national issues from within their states.

By-Laws:

  The board reviewed the working copies of the RXHSA By-Laws. Changes that were discussed at the last meeting were incorporated into the document. Because of the change in procedures for the election of officers to the board, additional changes were needed to the By-Laws. These changes were incorporated into the document. It was printed and given to members at the meeting. Members are to review the new By-Laws so that they can vote on the changes at the August RXHSA Board meeting.

Resolution Process:

  The resolution process provides a way for the states to determine the issues they want forwarded to the RXHSA Board so that the National Representatives can take them to DC. It is a process of issue identification and a way to forward to the appropriate place. A committee met on the resolution process at the November 2001 Board Meeting. Significant changes were made to the resolution process. The draft document was given to the secretary. The new document was not sent to the board. Suzanne VanOrman will contact the past secretary to see if she can get the document from her. If this is not possible, the members will need to reconstruct the new document at the next meeting.

Budget:

  Jay Thurber passed out the new budgets (one for operating expenses and one for conference expenses). (See new budgets.) Yvonne Roberts motioned to approve the new budgets. Pam Gingue seconded. All approved. Motion passes.

Suzanne VanOrman entertained a motion to increase the NWREL contract amount from $5000 to $7500. Shari Shell motioned. Mandy Markham seconded. All approved. Motion passes.

Selection of City — Oregon:

  Portland had been selected as the city for the 2003 Annual Training Conference at a previous meeting. No further discussion was needed.

Approve Theme:

  Because there was no one from the Oregon Conference Committee present, the approval of the 2003 conference theme was moved to next meeting.

RCC:

  Because no one from the board was able to attend the last Regional Coordinating Council meeting, Cari Olmsted gave a report regarding the last meeting. A summary of the last meeting can be read in the Spring 2002 Region X Head Start Newsletter. The next RCC meeting will be May 13 at the Double Tree Suites in Seattle. The topic of discussion is still to be announced.

Strategic Plan:

  Suzanne VanOrman passed out copies of the Strategic Plan. The board discussed that they felt they were on track in meeting its objectives. The resolution process will be worked on between now and the next meeting. The plans will be brought back to the board in August for approval.

Other Business

Assign tasks to do at conference:

 

Agenda Items for August Meeting

  (see calendar 2003)

Meeting adjourned at 12:15 p.m.

Minutes respectfully submitted by Yvonne Roberts