9:30Am 10:20Amlln Leadership Institute Planning and Update

9:30Am 10:20Amlln Leadership Institute Planning and Update

LATINA LEADERSHIP NETWORK OF THE
CAILFORNIA COMMUNITY COLLEGE
Executive Board Retreat Agenda 2018
800 EL BOSQUE ROAD, SANTA BARBARA, CA 93108
(805) 969-5031

MINUTES

Attendance: Melina, Martha, Michelle, Olivia, Ana, Dolores, Margarita, Adela, Veronica Blanco, Monica, Stephanie, Brenda, Carla, Beatriz and Angelica (byphone)

Thursday, June 29, 2017
2:00pm Check-In
4:30pmWelcome, Introductions and Retreat overview by Dolores Cornejo
4:45pm Welcome by Casa de Maria Staff
5:15pmTeam Building Exercise/Challenge
5:45pm Dinner
7:00pm Self Awareness & Trust – Yadira De La Cruz

11:00pmClosed session (9 In-kind hours)

Friday, June 30, 2017

7:45am – 9:00amBreakfast

9:30am – 10:20amLLN Leadership Institute Planning and Update:

Dr. Martha Garcia & Dr. Angelica Garcia (called in)

Feedback:

  • Enhance the institute
  • Opportunity to prepare for interviews and look at resumes
  • Leadership Support that help support Latinas
  • Opportunity to share about our personal story in the CCC system
  • Leadership development skills (How to be a manager/director)
  • Preparing for a professional promotion
  • Mentoring program that is not time consuming – What would that look like?
  • There are 6 Latina CCC Presidents and we should have that network access
  • Identify the Latina Administrators across the state
  • July 31 – Angelica will be in Sacramento to meet to talk about Leadership
  • October 4-6/5-7 Statewide Leadership Institute – IEPI

Ideas:

  • There could be a follow-up in each of the 3 regions? Or start with the Central Region to have a follow up conversation.
  • Set up a CCCConfer meeting with the Region VPs and the Member’s At-Large
  • Action:
  • Members At-Large will connect and talk about current issues of Leadership and the LLN Leadership Institute to determine future topics.
  • This will be followed up with a conversation with the VP’s to collaborate on another Leadership Institute event

10:35am2017 Conference Report & Survey: Carla and Melina

Helpful:

  • The Los Medanos College space and the hotel venue for Friday night was helpful
  • The shuttle was costly and there were many other colleges that brought buses
  • Traffic could have been a concern
  • Volunteers were key and there was a limited amount of support
  • Recommend that there be plenty of people to help out
  • Phone and agenda updates were done through RegOnline
  • Have someone connect with presenters
  • Reviewed survey feedback with exact results
  • Polldaddy.com was what was used for the elections and that went well
  • Set up a Welcome Committee (Speakers, Scholarship recipients, special guests)
  • Board members do need to help with the Welcome when possible
  • Treasurer does need to have the names of the scholarship recipients to have the checks ready
  • Carla offered that the previous conference committee help out with scholarships the following year
  • Student VP’s could present the Scholarship Recipients with their check and certificate

Closing on Saturday:

  • Have a full script for the closing
  • Have specific times when the President needs to address the participants
  • There could have been a keynote to close out the conference
  • Scholarship recipients need to be acknowledged and given the option to address the conference

Tiendita:

  • Have shifts and be careful that we do not take a participants’ time to run the Tiendita
  • There were two students who were unable to participate in the conference and they were paid attendees

Elections:

We will need to revisit our policy of having men run for the Executive Board

11:30am Nonprofit Board Development Training Workshop, Dolores Cornejo & Dr. Ana Gomez De Torres

  • A Funder’s Perspective
  • What is a 501c3 Non-Profit
  • Three Components
  • Organize
  • Operate
  • Exempt Purpose
  • Basic Roles of the Board of Directors
  • Legal Responsibilities
  • Legal Issues and Accountability
  • Fiduciary Responsibilities
  • Sample Balance Sheet
  • Risk Management
  • Diversified Revenue Base
  • Policy Development

11:45amLunch

1:00pm Free Time

3:30pm Continued:

  • Working Board vs. Governing Boards
  • Board Structure
  • Effective Board of Directors
  • Board Composition
  • Board Orientation
  • Board Manual
  • 12 Principles of Governance that Power Exceptional Boards
  • Common Board Shortcomings
  • Resources

3:45pmStudent Chapters – Monica

There is a registry to track where there are clubs

How many chapters and how many students are involved?

Monica is willing to do the chapter planning guide.

Within the club ideas:

  • Fee for clubs
  • Help with campus resources
  • Volunteer/service hours
  • Networking list
  • For Riverside Community College, students paid $8
  • Remind students that they are part of the LLN monthly/quarterly
  • Try and contact some nearby schools to see if they can establish a chapter
  • Could there be a start-up or investment promise
  • Cuesta College has had a long time standing student chapter, and it may be helpful to refer to their current procedures

Monica will present the Student Chapter proposal on August 17, 2017

4:15pmTreasurer Report – Ana

  • $54,701.58 Organizational Account
  • $6,560.01 Conference Account
  • North Orange County CC has paid 2 registrations
  • 2 checks will be deposited
  • $2,470.34 PayPal needs to be reconciled with deposits to the Conference and Organizational accounts
  • $9,147 Membership Dues Account
  • $7,409Scholarship Account
  • Consider contacting or sending an attachment with the certificate to notify student of the check
  • Send the check certified
  • $37,0001.75Investment Account
  • $114,819.34Total account
  • Individuals from the following colleges of Cuyamaca, Chabot, Pasadena, LA Valley, Pasadena and East LA still owe registration fees. Fees should be paid in full by the individual or college
  • All appropriate transfers should be complete by July 13, 2017

Treasurer Timeline:

  • SI-100 State of California Secretary of State $20
  • RRF-1 Registry of Charitable Trust $25 + certified mail
  • PO Box Renewal $86
  • SiteGround $47.40
  • Domain $12.48
  • Liability Insurance Director & Officers Insurance $3464
  • Accounting firm fee $250
  • Retreat report of costs

5:45pm – 7:00pmDinner

Review of Constitution, ByLaws, Policies and Procedures by region

Review of Constitution, By Laws, Policies and Procedures – Group 1 – Lead by Dolores (S)

  • Note 2nd paragraph – add students should submit unofficial transcripts every school term
  • Note 3rd paragraph – female or a person who identifies as a female
  • Note 5th paragraph – should be put under the
  • President Elect term instead of Vice President terminology
  • President Elect shall be selected by the Board
  • If a President-Elect has resigned, a new President Elect needs to be identified at our next Board meeting
  • Delete Recording Secretary section.
  • Delete Region Representative Vacancies
  • Geographical Regions should be 3 regions – North, Central, South
  • The President will notify the individual of their terminated position for unexcused absences
  • Membership fees $75 for faculty, staff, retirees, etc.
  • Membership fees $25 for students
  • Membership fees due by September 30 of each year
  • Annual fee for establishing a faculty, student or school chapter will be $50, and person submitting the application for the chapter must be a current paid member, and have approval by the board.
  • Remove National from the Statewide Committees section

Review of Constitution, By Laws, Policies and Procedures – Group 2 – Lead by Dr. Ana (C)

  • Remove second paragraph
  • Change $100 co-chair reimbursement to $185 and update co-chair language
  • Use the In-kind Donation Form
  • Delete the second paragraph under In-Kind line about maps and mileage
  • Add phone/online meetings In-kind hours will be recorded in the minutes, by the Recording Secretary.
  • Treasurer will record conference and retreat monies
  • All budgets and any additional expenses need to be approved. Remove the $250 limit.
  • Remove the sentence that says, “as said before…”
  • Clarify that the Conference Treasurer gives paper work to the Conference Co-Chairs and the paperwork then goes to the LLN Treasurer. The Conference Treasurer will keep a record.

Review of Constitution, By Laws, Policies and Procedures – Group3 – Lead by Melina (N)

  • Instead of Region of the year, it should be the College/District of the Year. President will present the award.
  • May 1-January 1 will be the time to submit the College/District of the Year
  • Scholarships & Grants should read “student and LLN grants”
  • Madrina award add that the application window be from May 1 – January 1
  • If there is no eligible recipient, no award shall be given
  • Update logo and put that it is to be approved by Executive board
  • Esperanza will be published no less than 2 times per year

9:00pm – 9:45pmTravel Reimbursement and Expense Claims – Dr. Ana Gomez De Torres & Maggie Baez

Saturday, July 1, 2017

7:45am – 9:00amBreakfast

9:30am 2017 Final Budget Outcome

  • Started with $10,000
  • $275 for registration
  • 143 paid participants
  • 23 still unpaid/pending (LMC owes $4400)
  • Projected income was $4,950, actual income at this time is $2003
  • Credit card fees using RegOnline to
  • Pay by credit card LLN 3.95% is charged
  • Each registration is $3.50
  • 31 people paid online
  • PayPal fees $45.47
  • RegOnline one time fee was $150
  • Membership fee and Student Scholarship should be in profit area
  • Total service fees $1,191.21
  • Crown plaza Hotel fee only $926
  • Food was $30,466.66
  • Printing and Miscellaneous expenses $1,039.65
  • Entertainment $450
  • Bus, shirts and other Miscellaneous $7,468.90
  • Credit $528.26 for not using the IT at the hotel for part of a day
  • T-shirts will be more es
  • Move $7,150 to membership fees
  • Move $1,430 to student fees
  • Total Income $51,328
  • Total Expense $41,358.49
  • Total Profit $9,969.51 at this time with more profit to be added when the unpaid

10:10amWebsite: WordPress Training – Dolores

Power Point information on WordPress

We have chosen option D for the business cards because Jazmin is awesome!

We have chosen option B for the letterhead

10:45amWebinar Options

Possible topics:

  • 1 Student and 1 Professional Success Story a year
  • Public Relations for our organization
  • What is a mentor and do I need one? (Mutual Relationship)
  • Successful Student Athletes

Research what the best online venue at/after 5:30p

We would want to make a name and reputation for us

We may want to see about a professional

Will there be a donation, gift card, or stipend for the presenter

Showcase your best practices or program at your college for about 20 participants

Ideas:

  • This could be 1-2 times a semester
  • Must focus on the quality of the webinar or in-person professional development
  • Webinar time: 1 hour
  • In-person meeting: Not to exceed a 4 hour meeting
  • Marketing
  • Cost
  • Can we highlight the other two regions where the conference is not being held?
  • Can we ask Glenda to help organize a webinar or event
  • Martha Garcia has committed to speaking to Dr. Barns and Dr. Rodriguez to participate in the 2018 LLN Conference
  • Committed to sponsorship of an ad in the LLN conference program
  • Committed to sharing her room at the conference
  • Committed to bringing technology to the conference

11:45amLunch

1:00pm Break

3:00pm2018 Conference Committee Planning and budget notes

  • Goal of attendance is for 200-250 attendees
  • Hotel venue instead of campus venue because Fullerton will close the campus on 4/19 and 4/20
  • Unanimous decision for Knott’s Berry Farm Hotel
  • Consider Early/Late Registration Rates
  • Consider Membership/Non-Membership Registration Rates
  • Voted on rates:
  • Member Early $300/Late $375
  • Non-Member Early $400/Late $475
  • May have to revisit
  • Early Registration: October 1, 2018 – February 16, 2018
  • Late Registration: February 17, 2018 – April 20, 2018
  • Consider inviting: Esposito-Noy, Solano; Judy Miner, Chancellor DeAnza District; Diana Rodriguez, Julianna Barns Grossmant, Cuyamaca, Irma Ramos, Vice Chancellor NOCCCD; Renee D. Martinez, LACCD;
  • Theme: El Poder de la Mujer Latina: Impacting Equity, diversity and Social Justice in Higher Education.
  • Artist: Adriana Garcia

Knott’s Berry Farm Hotel:

  • April 19-21, 2018
  • Concern about the park nearby and we may not have as many participants in workshops or Saturday
  • $2,525 for facilities
  • $150 for 50 pieces of the hot reception menu for the 1st night
  • California breakfast buffet
  • Delicatessen lunch
  • Steak dinner on the 2nd night
  • Parking charges $7 car/$20 bus per night
  • Cost is $5,000 more for Knott’s versus Holiday Inn
  • Room request should extend to Sunday

Holiday Inn Buena Park:

  • April 18-20, 2018
  • Only 1 floor of the hotel
  • Larger rooms
  • $19 per person at 100 people minimum on the first night for food
  • Possibly $300 for registration
  • Hot breakfast on day 2 and continental on day 3
  • No Media Equipment expected because people will bring their own
  • Ask about cords and wifi access for the presenters

Database Specialist:

  • Veronica Silva has not participated in any meetings after the 2017 LLN conference. She will be notified by Dolores that she is no longer an Executive Board Member.
  • The person who ran for the position against Veronica Silva will be contacted by Dolores to see if there is any interest.
  • If there is any interest, Dolores will report back to the Board for appointment approval.

Dr. Ana Gomez de Torres has been unanimously voted President Elect. She will start her President term April 21, 2018.

5:45pm – 7:00pmDinner

7:00pmStudent Chapter Application and Webinars

Student Chapter Application by Veronica Blanco and Monica

  • Used the CEO – Creating a World of Opportunity template for the LLN Student Chapter Club
  • Consider animation or sound for the power point that is on our website
  • Consider adding pictures
  • Each chapter should highlight campus resources
  • Membership dues
  • Track student hours of participation
  • Progress Reports and/or a Student Education Plan may be required
  • The chapter should have a goal if they are educational driven

Slides:

  • Who can create and join the chapters?
  • If there isn’t an LLN Chapter at my CCC
  • I submitted my application, what now?

Goal Setting: Revise Plan of Action

8:45pm Meeting Adjourned

Sunday, July 2, 2017

8:00am – 9:30amContinental Breakfast in Casa Teresita DID NOT HAPPEN

10:00am Organizational Budget for 2017-2018

  • Insurance - $3464
  • Taxes - $2,500
  • Accountant and Legal fees - $1,000
  • Travel Reimbursements - $17,575
  • P.O. Box - $100
  • Site Ground - $50
  • Domain - $20
  • Charitable Trust - $45
  • Postage - $1,000
  • Office Supplies - $2,000
  • Retreat Facilities/Meals - $6,000
  • Hospitality - $2,000
  • Online Tech Services - $1,000
  • Merchandise- $1,500
  • Marketing Materials - $1,500
  • Independent Contractor/Professional Expert/Presenter - $6,000
  • Veronica Blanco made a motioned to approve the 2017-2018 Budget. Seconded by Michelle. Approved by all.
  • Carla moved to give a donation of $250 to Yadira De La Cruz for her presentation to the Board on Friday June 29, 2017. Seconded by Adela. Approved by all.

Timeline Updates:

  • Online Meeting 6:30pm on 7/20, 8/17, 9/15, 10/19, 12/14, 2/22,
  • In Person: November 18, 2018 9a – 5p (consider private school, restaurant DiMaggios), 1/20 in San Luis Obispo area, 3/17 at Buena Park or Fullerton
  • Monica: Chapter applications in September
  • Jazmin: Could she look into Conference App, website countdown for conference, website calendar, Post Save the Date on website
  • North and South VP: LLN Madrina Award, College of the year and student Scholarship review forms in October
  • CCLC is November 16-18, 2017 at the San Jose Fairmont – Exhibitor fee is anywhere between $700 - $1850
  • Scholarships due at 6pmJanuary 12, 2018, and reviewed by January 31, 2018 by the committee (Maggie, Olivia, Monica, Carla, Veronica Blanco committee)
  • Recipients of the Madrina Award and Scholarships will be notified by February 7, 2018.
  • In Person: March 17, 2018, Buena Park or Fullerton meeting
  • April 19, 2018 meeting at 4p (John Wayne or Long Beach airport)

12:00pmClosing Remarks, Lunch (Box lunch) and Departure

12:00pm Clean Up Casa Teresita

Future Agenda Items

Membership fees

Plan of Action

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