WACUHO
Western Association of College and University Housing Officers
WACUHO Executive Committee Transition Meeting
May 31, 2012
I.
Call to order: 10:42am
A. Absent: Mia, Jorge.
B. Cindy present via phone
II.
III.
Agenda Review: Additions, deletions, changes
Review and Approval of Minutes
A. Josh motions to approve the May 10th minutes, Staci seconds.
B. 5-0-0. Motion passes.
Staci motions to allow all current and new executive committee members present voting rights.
Kafele seconds. 5-0-0. Motion passes.
IV.
V.
VI.
VII.
Team Expectations (see next page)
Executive Committee Goals (see next page)
Executive Committee Updates/Committee Reports
A. President Elect – Staci Buchwald
B. MAL – South – Kafele Khalfani
C. Technology Coordinator – Chris Williams
D. Treasurer – Cindy Derrico
E. Vice President – Josh O’Connor
F. MAL – North – Jorge Arroyo
G. MAL – Central – Liz Miller
H. Newsletter Editor – Kelly Cole
I. Secretary – Mia Love
J. President – Dana Pysz
Old Business
A. 2012 WACE – Dana
1. (started during President committee report) Staci/Cindy – need to explain the WACE
location changes (hotel to institution, vice versa) to the membership.
a. Josh – possibly submit a WAVES article on ‘why we do what we do’
B. New mission & visions statements; how do we roll these out – Dana
1. Passed at the last business meeting.
2. Roll out! Suggestions:
a. Article in the WAVES
b. Update the website
c. Leadership manual
d. Committee chair orientation - Staci
i. Programmatic committees put in their documents/info
e. Put on all our documents
f. Devote one weekly email to it
g. Corporate Partners booklet
h. Inexpensive magnet or item to give out at conferences
i. Facebook ‘contest’ – name all the places you can find the mission… mission
scavenger hunt
C. Leadership manual (LM) updates – Staci
1. Staci – is a living document that seems to have continual changes.
2. Ramona – history area needs to be updated.
3. Staci will finalize it and send to Ramona (see to do)
D. Membership drive update – Cindy & MALs
1. Chris will update ‘event’ set-up in RegOnline to indicate that membership is for a
fiscal year, instead of it being defined by RegOnline as a calendar year.
E. Conflict of interest statement – Cindy
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1. Was updated and posted on volunteer sign-up form during conference exec meeting
by Josh.
2. Link went live on March 30th, so those who signed up for a committee beforehand has
not checked the ‘agree’ statement. It is a total of 24 people.
3. Jason motions to add the conflict of interest statement to the LM. Kelly
seconds. 10-0-1, motion passes.
a. Discussion – leave it up to Staci to figure out where? Staci – yuuup.
b. Form is found on WACUHO resource page.
c. Does statement/form describe what will constitute a conflict of interest?
i. We adapted statement from ACUHO-I. It does provide a definition.
4. Needs to be put in the leadership manual.
F. ACUHO-I updates – Dana/Staci
1. ACUHO-I Annual Conference, July 8-13, Anaheim, CA
a. 119 WACUHO members registered right now.
b. Exec is highly encouraged to volunteer if they are attending.
2. Update from Local Arrangements committee (Mia)
a. Via email:
i. Reg #s look good – even have 119 people signed up for fun run!
ii. Water Bottle donations from institutions are being accepted. At last count we had
a little over 860 water bottles and we would like to have 1200-1300. Is this
something that exec can assist with? Either MALS or home campuses of
current/incoming exec?
iii. There will be a report provided (by John C.) at the business meeting. Most info will
come from LAC. It would however, be nice to know who will be at ACUHO-I in
advance in case we need information.
3. Regional reception (Staci)
a. In the past have had own reception, or have done joint.
b. At president’s meeting last year’s ACE, there was discussion about the high cost
of receptions.
c. Staci – did a lot of research, and had discussions with ACUHO-I about possibility
of going off site.
i. Locked in deal with El Torito on Ball Road for $13.99/person (alcohol not
included).
ii. NWACUHO & AIMHO decided not to co-host reception with WACUHO.
iii. Staci and Dana got feedback and advice from past presidents about issue,
and found a lot of support.
G. Outside Audit – Cindy
1. Ramona – goal was to prepare a scope to find a CPA. A proposal was received from current
tax accountant, but through was to widen the search. Suggestion from Finance Advisory
Committee (FAC) was to send it out/solicit to CPA’s members may be familiar with. Will not
have anything in July, will need to audit books (Cindy’s) in September. FAC will meet after
audit is complete so they can make recommendations to exec.
a. FAC would like to meet by Dec 1, but is unsure if this timeline could be held.
b. Ramona researched IRS website to see what they consider non-profit, saw a red flag
regarding a non-prof using proceeds to provide financial assistance to membership (such
as new pro).
i. Dana – this may be why we use term ‘award’ instead of scholarship.
ii. Cindy – with IRS there is a form that asks about time spent by officers and also if
there is payment to them.
H. Secretary laptop proposal – Mia
1. In the past there have been laptops for secretaries, currently only one for tech coordinator.
2. Mia emailed price comparisons for netbooks
3. Liz – not an issue with her because work computer is a laptop and is easily utilized.
Questions whether this is an issue to look at for the position, or for the individual who currently
holds it.
4. Cindy – wait until there is a need. If someone who comes into the position needs it then it can
be revisited. We should look to storing documents in a ‘cloud’/virtual storage, not a hard
drive.
5. Need to find software that helps with recording and keeping track of time on minutes.
6. Will reconsider issue should it come up again. No motion at this time, but open to it in the
future.
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7. Staci – do we have one binder with all documents in it that we can put into the archives?
(Cindy laughs via phone) Are we losing our history? We should probably look into this.
8. We have an archivist, possibly they create a binder every year of our activities. Now that Pat
Francisco from SDSU has retired, all our archives are in Happy Cimenski-Almogela’s garage.
We need to find more permanent home for them.
VIII.
New Business
A. 2012-2013 Committee chair appointment – Josh
a. Exhibits: Do we limit the number of Corporate Partners as members?
CP chair – how do we select who can be on Exhibits? Maybe Platinum members.
Hold members firm to attending meetings. Exhibits may like 1 or 2 members, but
not a lot. Does Exec want to limit the numbers, or let it run its course (with natural
attrition likely to occur)? CP Chair recommends letting it run its course. Exec
agrees.
b. WTI – Britany Cashatt (Channel Islands) co-chair with Kristin Delo (Berkley)
c. NRAP – Jennifer Pleuard (Monterey Bay) and Jessie Andrews (Sonoma)
d. EDA – TBD
e. Food Service – one person signed up, but not a member of WACUHO, so no
chairship
f. Great committee sign-ups this year, very strong. Good job Josh!
i.
B. New Committee Chair Orientation, next steps – Staci
a. Will be discussed in more detail with next Exec team.
b. One ceremonial transfer in the past was passing on the leadership manual, which is
not done any longer because it is online.
c. Need to brainstorm how to enforce reading the manual with the new committee
chairs.
- Tyler - manual can be overwhelming. Need a guide to the manual, which would
vary depending on the chair.
- Staci – needs commitment from Exec team on reading/being knowledgeable
about it as well.
- Possibly survey outgoing chairs about manual.
- Keep summary of updates.
- Format – PDF, word, or interactive.. need to find best format for manual.
C. Executive Committee transition – Dana & Staci
a. Electronic file transfer – flashdrive, dropbox, email, etc.
b. Phone call follow-up within 2 weeks
c. Transfer of any physical files/documents
d. Leadership Manual – printing a copy
e. Organizing your Exec. folder
D. Recommendations to New Exec for 2010/11 Work Plan
a. Technology and next steps for WACUHO: how to make tech more
personable; communications/marketing position
b. Strategic Plan – Admin assistance from ACUHO-i
Part I – updating and making mission statements - done
Part II – working with ACUHO-I for administrative support. ACUHO-I has
someone who does that, so association wanted to check and see if we could
compensate that person part time to help us with the same. This project is still in
progress.
i. Cindy wants new exec to consider financial implications. How to pay for it,
where does it come from, etc.
E. California Franchise Tax board notice
a. Cindy made payment of just over $105. There was notice that our exempt status was
suspended until back payment and penalties paid, even though payment date was
after the notice received. (payment deadline of June 4th)
b. CPA is looking into it, when Cindy attempted to call IRS only reached messages.
i.
ii.
IX.
Review and Confirm Important Dates – Dana
A. Executive Committee Task Calendar
B. Program and Event Dates
C. Waves Deadlines – Kelly
a. Need new deadlines for 2012-2013
D. To Do Lists – Mia
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X.
XI.
XII.
E. Other
Future Agenda Items
A. Meeting dates/locations
1. None!
Executive Travel Reimbursements
Adjournment
Dana motions to adjourn meeting at 4:08pm. Cindy seconds. 14-1-0, motion passes.
To do:
 Liz – contact Mia and get record of all motions made throughout the year. To be shared with exec
and posted on website. June 15th
 Dana – forward annual conference chairs’ annual report to all exec June 15th
 Mission statement roll out by July 1st
o Article in the waves –Dana - next one
 Staci mention of it in welcome letter.
o Update the website – Jason – June 15th
o Leadership manual (add page) – Staci
o Committee chair orientation - Staci
 Staci – finish edits to LM and send to Ramona. July 1
o Add conflict of interest statement
 Chris – update RegOnline to indicate registration is reflective of fiscal year. DONE!
 Josh/Tyler – email incoming exec to fill out the conflict of interest form. Discuss at 1st meeting.
 Staci/Ramona – update on external audit at next meeting
 Jason – come up with possible solutions for storage and transfer of information of records (ie –
minutes). Cloud, jump drive, etc. Next Exec meeting.
 Tyler – Connect with EDA liaison (Michele Davis – Fresno) regarding finishing shoulder tapping to
find chairs and/or provide advice to exec on chairs for following year. NEXT MEETING
 Cindy/James – give update on CFTB notice NEXT MEETING
 Jason – update @wacuho.org emails to new exec. July 1st
 All – have a phone follow-up conversation with incoming exec – June 15th
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Team Expectations – 2011/12 WACUHO Executive Committee (Updated 10/19/11)
1. Clarification of goals and need not to ignore major initiatives that have been on the agenda for year
2. Ensure to include the pioneers in discussions related to paradigm shifts so that they are not caught
off guard when attending WACE or feel like we’ve “abandoned the mission”
3. Seek information from the past as we move to the future
4. Continuing to be the voice of the association while being transparent in our actions and decision
making
5. Dependability (with each other./follow through) Keep your commitments
6. Feedback – open to new ideas
7. Communicate honestly and respectfully; engage and Listen to each other
8. Laugh and have fun; Assume the best, know our limits and strive for balance
9. It’s okay to agree to disagree (Mia) while resolving issues/conflict in a timely manner
10. Informed innovation
11. Be knowledgeable of by-laws and policies to make informed decisions
12. Be mindful that as we make policy related decisions, they make their way into the LM.
Goals, Executive Committee, 2011-2012 (Updated 10/19/11)
1. Continued fiscal responsibility (fiduciary) as it related to external audit, continue to educate
membership, Streamlining financial processes (per Cindy – ensure that as we streamline for
membership, consider back office processes, review treasurer position responsibilities.
2. Identify and prioritize technological goals while maintaining relevance to the association
3. Provide effective transition from year to year.
4. Increase membership and accuracy of related data
5. Finalize and Implement a Strategic plan
6. Reorganize/re-energize members
7. Engage and involve WACUHO in ACUHO-I
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Important Dates and Information
Executive Committee
Transition Meeting
(Incoming Execs Only)
Pre-Conference Mtg
(Transition Outgoing and
Incoming Exec Committees)
WACUHO Exec Transition
Meeting
Equity & Diversity Awareness
Island RAP
Northern RAP
Central RAP
Southern RAP
PMI
Exec. Phone Conf. Call
Fall Exec Meeting
PACURH
Exec. Phone Conf. Call
Winter Exec Meeting
Exec. Phone Conf. Call
WTI
Exec. Phone Conf. Call
Spring Exec Meeting
PACURH No Frills
2012 WACUHO Annual
Conference and Exposition
2012 NACURH
2012 ACPA Annual
Convention
2012 ACUHO-I Convention
and Exposition
2012 NASPA/ACUHO-I
Placement Exchange
2012 NASPA Annual
Conference
2012 NASPA/ACUHO-I
Placement Exchange
2013 WACUHO Annual
Conference
2013 ACPA Annual
Convention
2013 ACUHO-I Annual
Conference & Exposition
2013 NASPA Annual
Conference
2014 ACPA Annual
Convention
2014 NASPA Annual
Conference
2014 ACUHO-I Convention
and Exposition
June 18, 2011
USD
June 22, 2011
USD
July 1, 2011
Phone conf call.
n/a
Sat., November 12
Sat., November 12
Sat., November 19
March 1-2, 2012 (confirmed)
Sept. 1, 12-2pm
October 19, 20, 21 (3 days)
November 4-6, 2011
Nov. 16, 12-1:30pm
January 26-27, 2012 (2 days)
Feb. 22, 2012
January 29-February 1st
March 14, 2012
March 29, 30, 31 (3 days)
February 17-19, 2012
April 1-4, 2012
University of Nevada, Reno
CSU Channel Islands
Soka University
UCLA
UCLA
Washington State University
Davis, CA
TBD
Pomona, CA
Chico State University
Pomona, CA
June 1-4, 2012
March 24 – 28, 2012
Univ. of Colorado, Boulder
Louisville, KY
July 7-10, 2012
Anaheim, CA
March 7-11, 2012
Phoenix, AZ
March 10-14, 2012
Phoenix, AZ
March 8 – 11, 2012
Phoenix, AZ
March 4-8, 2013
Las Vegas, NV
June 15-18, 2013
Minneapolis, Minnesota
March 16-20, 2013
Orlando, FL
TBD
Indianapolis, IN
March 15 - 19, 201
Baltimore, MD
TBD
TBD
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WACUHO Committee Liaisons 2011 - 2012
Committee
Chair
Liaison
Academic Relations
Emily Sandoval
Kelly
Annual Conference
Kris McPeak / Laura Dorfman
Dana
Apartment and Community Living
Danny Hyche
Kelly
Archivist
Mia
Awards and Recognition
Staci Buchwald
Staci
By-Laws
Josh O’Connor
Josh
Central RAP
Marsh Allen Smith / Jen Novotny
Liz
Conference Services
Cindy
Corporate Relations
Frank Montana
Cindy
Equality & Diversity Awareness
Michele Davis
Josh
Exhibits and Displays
Robert Stephens / Barney Wright
Dana
Facilities
Sean Trombly
Mia
Finance Advisory Board
Ramona Hernandez
Cindy
Historian
Alex Belisario / Happy CimenskiAlmogela
Mia
Host
Reyes Luna / Allison Vail
Dana
Island RAP
Ben Mederis
Liz
Judicial Affairs & Student Conduct
Christine Jordan / Jacques Zalma
Chris
Legislative Affairs
Tim Trevan
Chris
New Professionals
Chad Meyers / Brian Rountree
Jorge
Nominations
Jeanette Bradeen
Staci
Northern RAP
Tiffany Taylor
Jorge
Pacific Management Institute
Noah Kaloostian / Emily Sandoval
Liz
Food
Placement
Kelly
Program
Briana Maturi / Leslie Kraft
Dana
Religious and Spiritual Issues
Tyler Miller
Cindy
Small, Private Institutions
Samuel Jones / Becca Knopf
Staci/Josh
Southern RAP
Greedley Harris / Teddy Tsau
Kafele
Strategic Planning
Willie Brown / Lisa Slavid
Dana
Substance Abuse
Liz
Support Services
Mia
Sustainability
Kevin Kinney
Kafele
Technology and Info Systems
Jason Lu
Chris
Time and Place
Ramona Hernandez
Staci
Western Training Institute
David Bracamontes / Jennifer Plueard
Jorge
Western Regional Student Affairs Day
Kafele
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