Colorado • Montana • North Dakota • South Dakota • Utah • Wyoming
ASPIRE BOARD MEETING
April 26, 2019
Salt Lake City, Utah
Submitted by Dennis Stangl
OFFICIAL MINUTES
IN ATTENDANCE OFFICERS STATE PRESIDENTS
Cynthia Ayala, President Ally Garcia, Colorado State President
Theresa Rader, President-Elect Allen Addison, Montana State President
Darlene Samson, Past-President Ben Shapiro, North Dakota State President
Marilyn Thayer, Treasurer Thomas Madut, South Dakota State President
Dennis Stangl, Secretary Rachel Lund, Utah State President
Alison Grendahl, Wyoming State President
CALL TO ORDER
Meeting was called to order by Cynthia Ayala at 7:46 a.m. Roll call was made and Ben Shapiro was appointed Parliamentarian.
APPROVAL OF MINUTES
Ben Shapiro indicated that his name was spelled wrong. A motion was made by Thomas Madut and seconded by Alison Grendahl to make changes to the January 25, 2019 minutes.
ADOPTION OF AGENDA
Cynthia distributed a proposed agenda to the Board. Darlene Samson moved to accept the agenda, Rachel Lund seconded, and the agenda was approved.
COMMITEEE REPORTS
Treasurers Report: Marilyn Thayer said as she shared at the Finance Committee meeting prior to the board meeting on Thursday, April 25, 2019, we are looking pretty sound for 2019.
Rachel made a motion to approve hiring a firm to complete a compilation and control review of the ASPIRE finances. The motion was seconded by Theresa Rader. The motion was approved.
Discussed revision of the ASPIRE accounting codes. ASPIRE will start using them as proposed. Marilyn Thayer discussed training is needed for the state treasurer’s/
A motion was made to approve the revised chart of accounts for ASPIRE. Thomas Madut move to approve the motion and it was seconded by Allen Addisson.
Discussion about the changes to ASPIRE accounting procedures included that whenever a payment is made for more than $600 to an individual, they need to complete an I-9 form and will they will receive a 1099 form at the end of the year. This is included in the updated Treasurer’s manual.
A motion to approve the updated Treasurer’s manual was made by Darlene Samson and seconded by Rachel Lund. The motion was approved.
By Laws Committee
Recommendations to update the By Laws were made and discussed. Discussion included removing the wording about the finance committee. Change the wording to say that the President shall serve as an ex-officio member of all-other committees.
5.4 include wording that 25 percent of all memberships excluding project memberships will be distributed to all ASPIRE state chapters/associations. Remove wording that describes an Executive Board for ASPIRE. There is no “Executive Board” and the board is comprised of the Presidents, secretary, treasurer and state presidents.
The information about the conference has been moved a Conference Handbook.
Theresa Rader move to approve the updated ASPIRE Operating Guidelines with changes as proposed. The motion was seconded by Thomas Madut.
A motion to recess at 9:15 was made by Thomas Madut, seconded by Rachel Lund.
The board reconvened at 9:32.
Discussion continued about the Emeritus membership and that they will benefit from a free registration for regional conferences, instead of the current $150 fee.
A motion was made by Thomas Madut to change the Emeritus conference registration fee to a free registration, seconded by Theresa Rader.
Discussion on non-substantial changes to the bylaws. Section 4.14 in the bylaws had an error, it shall be corrected to say “not employed”. Discussed changing the membership of Friend to Affiliate.
Discussed changing the Operating Guidelines section regarding Vacancies 2.1.3
The wording was suggested to be changed from: Any Board member who is no longer employed in a TRIO/ program, or is on a leave of absence from employment with a TRIO program, must resign from the ASPIRE board in writing, within 90 days.
To: within 90 days or the membership year, which ever comes last. Rachel Lund moved to approve the motion, seconded by Alison Grendahl. The motion was approved, it was opposed by Ally Garcia.
2019 Conference Committee Reports
Rachel Lund discussed that the call for proposals will be going out in early May. Discussed the Pre and Post Conferences. The pre-confernces will include an ASPIRE Leadership Institute (for newly elected ASPIRE leaders) and a “Dashboard” training session about program data for a half day on Sunday. In addition a Student Support Services grant proposal workshop would be a pre-conference event.
Cynthia said a new hotel would be needed for the additional rooms needed for the pre-conference events and an additional contract would need to be signed. The pre-conferences are free to project members. There will be a $100 proposal reading fee (a non-allowable grant cost).
A motion to add the second hotel was made by Dennis Stangl, seconded by Rachel Lund. The motion was approved.
Awards Committee
The ASPIRE board went into Executive Session to discuss the Art Quinn award at 10:55 a.m. the executive session ended at 11:33 a.m.
Technology Committee
Dennis reported that ASPIRE will be purchasing a membership to the Punchbowl software for initiations for the conference. Discussed the changes for the conference, the prices for members will remain the same. The pre-conference fee for non-members will be raised to $200 and $250 for late registration.
There will be two ASPIRE conference fee waivers for new members. The deadline to apply will be August 15, 2019.
Membership Committee (see attached report)
Cynthia reported that ASPIRE is at 366 members currently, down 20 from last time at this time. Discussed all of the state chapter membership statuses, some states have increased membership.
ASPIRE Leadership Institute Committee (see attached report)
Marilyn Thayer thanked all of the leaders for their support. ASPIRE will now have an Emerging Leaders Development Program (ELDP) for members interested in leadership. Marilyn said that ALI is for elected leaders and ELDP is for anyone who is interested in leadership. Each state president will receive the information collected from the recent ELDP sessions held during state conferences.
The board recessed at 12:04 p.m. the motion was made by Ben Shapiro, seconded by Rachel Lund. The board resumed at 1:00 p.m.
Governmental Relations Committee (see attached report)
Ally Garcia presented the Governmental Relations Committee Report.
Theresa Rader said team leads for the COE Policy Seminar should be on the Governmental Relations Committee. Cynthia said she would like to see an ASPIRE factbook created.
Native American Initiatives Committee (see attached report)
Darlene presented the report for the Native American Initiatives Committee. She said that tribal institutions were invited to attend the SSS proposal workshop in Fargo, however none of them attended. About 30 individuals are signed up to attend a similar workshop in Montana, including some Tribal institutions.
Social Justice Committee (see attached report)
Rachel Lund presented the Social Justice Committee Report.
Public Relations Committee - ASPIRE fact book, video and brochure (pointing back to web pages), ASPIRE newsletter - summary from each state presidents report and photos needed.
Resource Development Committee (see attached report)
Discussed changes to the sponsorship levels to match NEOA Association theme of scholarly levels.
1500 - assoc 3000 (see recording or ask Ben)
7000 phd
Theresa, asked if Ben will create the information about donation levels
Ben will send out his plan of changes for donation levels to the board.
TRIO Store to help fund ALI -
Vest or Light jacket - with TRIO
Will first start with items available for pickup at the regional conference. Plan to include items with TRIO logo. Pop stickers, scarves, socks, etc.
Theresa Rader motioned that a $1000 match for the donation made by Cynthia Ayala be given to create an ASPIRE merchandise store, and seconded by Alison Grendahl. The motion was approved.
State association reports
Colorado - (see attached report)
Wyoming - (see attached report)
Montana - (see attached report)
North Dakota - (see attached report)
South Dakota - (see attached report)
Utah - (see attached report)
Updates from COE Board - Cindy Ayala-Cooper
COE Request for Action - discussed the action alerts sent out.
Cynthia discussed requests from COE to use social media to support COE.
An Advertisement in COE Annual Conference Program will cost $500 for a color advertisement.
A Motion to purchase an advertisement for $500 in the annual COE conference program, was made by Thomas Madut, seconded by Marilyn Thayer. The motion was approved.
COE President, Maureen Hoyler was presented with an achievement award
The COE Board will be meeting May 20 – 25, in Washington D.C. ASPIRE President, Past President and President Elect will be attending.
New Business - None
Good of the Order
Theresa, list of Past Presidents for the states
2020 - conference chairs, Jennifer Withers, and Christiana Pond from Dickinson State University.
Programs close outs, include that you have them register for Alumni as ASPIRE
Add COE alumni registration
Motion to Adjourn
Theresa Rader, moved to adjourn, seconded by Thomas Madut at 3:54 p.m.