Native American Student and Community Center Advisory Board Meeting Monday, March 18, 2013, 5:00pm-7:00pm NASCC Chief Joseph Conference Room 180 Agenda I. II. III. IV. V. VI. VII. VIII. IX. X. Introduction & Blessing Review and Approve Minutes Message from the Co-Conveners Student Group Updates – Student Representatives: AISES, Chinuk Wawa Social Club, Healing Feathers, PIC and UISHE How to use the Google Drive Presentation NASCCAB Business i. NASCC Reports DMSS Executive Director - CeCe Center Manager - Rachel Programming Coordinator – Felicia ii. NASCCAB Reports & Proposals 10th Anniversary - Tim PSU Internal Leadership Fundraising Team - Julie NASCCAB Fundraising Committee - Carma Alumni Group – Stevie iii. NASCCAB Discussion & Approval of Reports and Proposals 10th Anniversary PSU Internal Leadership Fundraising Team NASCCAB Fundraising Committee Alumni Group Native American Student Services Updates - Dean Indigenous Nation Studies Updates - Cornel Upcoming Community Activities Adjournment Attendance 12 Individuals present: 10 voting members of 17; 2 Ex Officio; and 1 guest Voting Members Present Anderson, Tim – Staff/Faculty Corcoran, Carma – Civic Leader Gargan, Katie – UISHE (Stephen Printup proxy) Henderson, Tamara - Community Lemke, Stevie – Alumni Voting Members Absent Azule, Dean – NASS Standing Begay, Alina – Chinook Wawa Social Club Fry, Donita - Community Kaimanu, Theresa – Staff/Faculty Ex Officio Arce, Felicia – NASCC Programming Coordinator Chilcott, Lois – Community Riggs, Larrita – Student-at-large Robideau, Adnrea – Community Smith, Julie – Staff/Faculty Tyner, Jessica – Civic Leader Pacific Islander Club representative Pewewardy, Cornel – INS Standing Smith Tyanna - AISES Cushman, Rachel –Center Manager Guest Mary Zodrow 1 – Minutes Prepared by Rachel Cushman Native American Student and Community Center Advisory Board Meeting Monday, February 11, 2013, 5:00pm-7:00pm NASCC Chief Joseph Conference Room 180 Minutes Review & Approval of February’s Minutes - Julie Smith and Tamara Henderson Minutes were not printed for members to review at the meeting, because it was the hope of the Co-Conveners and board support that board members would have already reviewed them prior to the meeting. Discussion: Many board members discussed having difficulty of printing the minutes. One suggestion was reviewing the minutes on the computer and physically making note of any concerns or changes. Another suggestion was for Rachel to print out copies and have them available at the front desk of the NASCC for board member review. If you absolutely need minutes physically mailed to you, please contact Rachel at least a week in advance. Decision: February’s minutes tabled, by the Co-Conveners until April’s meeting. Message from the Co-Conveners – Julie Smith and Tamara Henderson The Co-Conveners wanted to make it clear, that per the NASCCAB bylaws, “the primary purpose of the Board is to provide guidance and direction to the Director of Diversity and Multicultural Student Services and Center staff, to ensure that the Center fulfills its mission and meets all short and long term goals.” The Center’s staff, including DMSS ED may make executive decisions regarding the direction of the NASCC without consulting the board prior to making the decision. The Co-Conveners also wanted to make it clear that committees have no formal decision making powers. If a committee would like a decision to be made in-between board meetings, the committee will need to send the proposal to the Executive Committee. The Executive Committee is comprised of the Co-Conveners and the committee chairs. The Executive Committee has not recently met, but the Co-Conveners plan on convening more regular Executive Committee meetings. Student Group Updates AISES – Tyanna Smith, Written Tyanna was unable to make the meeting due to her final schedule, however, she did submit this letter on behalf of AISES: The dead week dinner went well again this term with about 50 people taking part in the event and lots of positive feedback from the students who did participate. I tried to walk around and speak to most of the participants and found that none of them knew who AISES was. So I provided as much information as I could about AISES to them and hopefully they will help spread the word. I feel that this event was a good advertiser for AISES. The Region 1 online conference hosted by University of British Columbia Vancouver went well. There was a total of 6 chapters that participated. Dr. David Close of the Aboriginal Fisheries Research Unit gave the keynote speech. A new Region 1 student representative was elected from UBC and Salish Kootenai College in Montana elected themselves as the potential host site for 2014 Region 1 conference. UBC president sent us some gifts from their school as well since we were not able to go to their school. They sent us some coffee which I left in Room 150 on the microwave for everyone to drink. We will be going mini-golfing with the AISES professional chapter on April 12th. I will try to request some funds through OBC for the event but due to their budget crisis, we will need to somehow justify why going off campus to this particular place is more cost effective than staying on campus. Our meetings next term will be Wednesday at 10:00 am every other week. -Tyanna Tim continued the update with more information about AISES: There will be fundraising taking place at the mini-golfing event. The professional chapter is the in process of fundraising for the Dick French Scholarship. They would appreciate any monetary donations or in-kind donations for the raffle. The donations would be needed before the 11th of April. 2 – Minutes prepared by Rachel Cushman Native American Student and Community Center Advisory Board Meeting Monday, February 11, 2013, 5:00pm-7:00pm NASCC Chief Joseph Conference Room 180 Tim also said that PSU AISES had been asked to host the Region I Conference again, after hosting for two years. The students declined. The Region I Conference was going to be over Skype, which Tim was able to talk them out of. Instead the Region I Conference was held over Google Hangouts. There were 7 or 8 sites participating in the conference. Chinuk Wawa Social Club No update provided Healing Feathers No update provided PIC – Written May 11th is the Luau, at Peter Stott Center, Dinner @ 5pm, and Show @ 7pm Tickets on Sale at PSU Box Office. $10 for General Public pre event tickets and $15 at the door. 6yrs and under get in free. UISHE – Stephen Printup, proxy for Katie Gargan UISHE’s Winter Voices: An evening of music and storytelling. Featuring Ed Edmo, Calvin Hecocta, and Cochise Anderson. Wednesday, March 20th, 6:30pm-9pm, at the NASCC Naimuma Traditional Powwow, May 4-5, 2013 -- May 4th, Powwow and May 5th, Gourd Dance Stephen explained that fundraising has been an issue that UISHE students have been working on. There have been some budgetary issues within SALP and more restrictions were made for spending this fiscal year. If anyone has any fundraising suggestions or would like to help contact Katie Gargan. If you would like to donate your redeemable bottles, UISHE is hosting a bottle drive as well. How to Use Google Drive – Tamara Henderson and Rachel Cushman It was the Co-Conveners and board support’s hope to have training on the Google Drive during this board meeting, however, Tamara forgot her laptop and we were unable to give the training. The board did have a good discussion around this topic though. Explanation of Google Drive: Rachel – We moved to the Google Drive, because we wanted to ensure that each board member can contribute to committee discussions without having to sift through emails and other forms of correspondence. It is important to have clear, effective forms of communication. The format we are using allows users to capture their opinions and comments. Directions for use of Google Documents: Please see sample NASCC Fundraising Committee document for details: 3 – Minutes prepared by Rachel Cushman Native American Student and Community Center Advisory Board Meeting Monday, February 11, 2013, 5:00pm-7:00pm NASCC Chief Joseph Conference Room 180 Before you add to the discussion, please make note of comment/discussion point on the table of contents. Make sure your comment has a title – see Important Dates/Deadlines for an example. Make sure you capture the date in which you commented and its page location in the document. On the line above the subject line, on the right side, please document the date and your name. The date and your name should be separated with a hyphen. Title, date and name should all be made bold. You comment can start below. Tamara – I order to use Google Drive, you will need a Gmail account. If Individuals do not have a Gmail account, we should get one set up for you. Discussion: Question - What are the hazards of Google? How can we track changes to know people are not changing things dramatically? Rachel’s Answer – I save a hard copy like the ones sent out in the email last week on the NASCC’s I-drive. Also, I can go into the documents’ histories and check for any major changes. Thus far Julie and I are the creators of the document and board members have only editing capabilities. Suggestions: Board members suggested downloading Google Chrome for fee. It is easier to use Google drive and Google hangouts with Chrome. NASCC Reports DMSS Executive Director Report – CeCe Ridder, Written Hello all, I will not be attending the Monday meeting but wanted to give you a few quick updates about the Center. We are in the process of updating the fee structure. It will pretty much look the same but in an easier to read format. We will have "under 6 hours" and "over 6 hours" as the new categories, along with student, internal and community user rates. The website for DMSS and the Native Center has been updated, please take a look. We are in the final stages of paying off the $150,000 loan that we took out to keep the Center afloat. I am excited to be back in a positive status. One thing that you can do as board members is to help folks understand the reasons that we need to charge to use the facility. We have to keep the lights on! There will not be nearly as many "in kind" instances as in the past, especially if we have to pay to have a staff person in the Center after hours or on weekends; or there is a need to use the kitchen equipment, projector etc. We are also in the process of purchasing a new projector for room 170; we are super excited to finally be able to make an investment! The fundraising meeting with Advancement at PSU went very well. We'll be working on some outreach to big donors through them for scholarships and the emergency fund; a telefund; and raising money for programming. As soon as we have a formal plan, we will let you know. It will be really important that we all share our lists and share any plans to ask for money before it happens so we are not approaching the same people. That would include the 10 year anniversary or any other fundraising plans. If you have any feedback or questions, please send me an email or call. CeCe -Dr. CeCe Ridder Executive Director, Diversity and Multicultural Student Services (DMSS) Enrollment Management & Student Affairs Portland State University Smith Memorial Union 1825 SW Broadway, Suite 425 Portland, OR 97201 503-725-4457 tel 503-725-5462 fax http://www.pdx.edu/dmss Center Manager Report – Rachel Cushman February 2013 Center Usage 4 – Minutes prepared by Rachel Cushman Native American Student and Community Center Advisory Board Meeting Monday, February 11, 2013, 5:00pm-7:00pm NASCC Chief Joseph Conference Room 180 Total Number of Events: 65 Total Number of User Hours: 155.5 Total Number of Event Attendees: 2490 Total Number of Individual Sign-ins: 724 Total Users: 3214 NASCC Hosted Events: 6; 40 attendees Student Events: 26 events; 717 attendees Internal Events: 27 events; 1115 attendees Cooperative Community User (CCU) Events: 1 event; 100 attendees External Events: 1 event; 160 attendees NASCC Pre-arranged Visit: 3 event; 208 attendees Memorial: 1 event; 150 attendees Student Individual Sign-ins: 543 Faculty/Staff Individual Sign-ins: 73 Community Individual Sign-ins: 108 New Fee Model To compare the old fee model and the new fee model go to http://www.pdx.edu/dmss/forms#Reserve%20Native%20Center It was my hope to make the new model more user friendly. The categories “during operating hours” and “outside operating hours” are no longer a factor. Comments: Board members said the new fee schedule is clearer and easier to read. Suggestion: Make clear the definition of full. Who is full? Substitute word full for external. New Projector in 170 We were able to get the funds for a new projector for room 170. It is our hope to get funds for the other equipment in the building at some point in the near future. The project total is roughly $1,888.60 Some items that need replaced are the projector unit in 180 (it is one of the oldest units on campus) and the computers from the computer lab. Suggestion: Tim said that he would be willing to meet with Rachel and give her equipment suggestions from an engineer prospective. Programming Coordinator Report – Felicia Arce Taste of Cultures Taste of Cultures, a NASCC Student Programming Team event, was a success on March 11th. There were roughly 60 people in attendance. Evan Adams Evan Adams, Thomas from Smoke Signals, will be the keynote speaker for Honor Day this year. We are in the process of raising funds for bringing him here. Felicia will be out of the office until April 1st. If you have any Cultural Centers programming questions contact Cynthia Gomez, gomezc@pdx.edu NASCCAB Reports 10th Anniversary – Tim Anderson 5 – Minutes prepared by Rachel Cushman Native American Student and Community Center Advisory Board Meeting Monday, February 11, 2013, 5:00pm-7:00pm NASCC Chief Joseph Conference Room 180 Tim shared the following (Has been reformatted to fit the minutes structure): October 24th Agenda Proposal The FORMAL event will start at noon and will end at 1pm Item Time Allotted Opening - Includes Prayer (Prayer and Big drum & Color Guard or Hand drum Singer have been recommended) 5 Minutes Welcoming - PSU Administration (see 10 Year Ann. Contacts for potential Internal person) 5 Minutes Student Speaker (see 10 Year Ann. Contacts for potential student) 5 Minutes Alumni Speaker (see 10 Year Ann. Contacts for potential alumni) 5 Minutes Keynote Speaker (see 10 Year Ann. Contacts for potential keynote speaker) 10 Minutes Entertainment: (see 10 Year Ann. Contacts for potential entertainment) 30 Minutes *****Speakers will introduce one another. We will have a line up sheet at the podium Tim – This is the agenda that the committee came up with. The committee is open to suggestions. Potential Speakers o Alumni Option 1: Option 2: Option 3: Tim – Thus far we have no suggestions for Alumi, however many of the individuals suggested for other speaking opportunities are alumni. There have been suggestions for invocation, the keynote, PSU internal representative, student speaker and the entertainment. o o o o o o Invocation Option 1: Cornel (Suggested by Rachel Cushman) Option 2: Judy Bluehorse (Suggested by Rachel Cushman) Option 3: Keynote Option 1: Terry Cross (Suggested by Theresa Kaimanu) Option 2: Nicole Maher (Suggested by Stevie Lemke) Option 3: Facilitator/Moderator ALUMNI GROUP’s DECISION Option 1: Terry Cross (Suggested by Theresa Kaimanu) Option 2: Judy Bluehorse (Suggested by Stevie Lemke) Option 3: PSU Internal Representative for Welcoming Option 1: PSU President Wim Wiewel - Not Available (Suggested by NASCCAB) Option 2: Vice President, Enrollment Management & Student Affairs, Jackie Balzer (Suggested by CeCe Ridder) Option 3: Provost, Academic Affairs, Sona Andrews (Suggested by Theresa Kaimanu) Student Option 1: Option 2: Option 3: Christina Uh Entertainment Canoe Family: Grand Ronde 6 – Minutes prepared by Rachel Cushman Native American Student and Community Center Advisory Board Meeting Monday, February 11, 2013, 5:00pm-7:00pm NASCC Chief Joseph Conference Room 180 Drum Option 1: Drum from Grand Opening Option 2: Option 3: Hoop Dancers: Warm Springs, Matthew Clements NIVA Tim explained that the 10th Anniversary Committee Would like NASCCAB to make a decision regarding the content of the agenda and make suggestions regarding speakers. The 10 Year Anniversary Committee also started utilizing Google Hangouts. This is a really good program to see each other while you are meeting remotely. You can also look at documents together and edit them. PSU Internal Leadership Fundraising Team – Julie Smith o Fundraising Priorities The PSU Internal Leadership Fundraising Team is comprised of the following individuals: JR Tarabocchia, Outreach & Advancement Coordinator of Enrollment Management & Student Affairs CeCe Ridder, Executive Director of Diversity & Multicultural Student Services Julie Smith, Native American Student & Community Center Advisory Board Co-convener Rachel Cushman, Native American Student & Community Center Manager The PSU Internal Leadership Fundraising Team has 4 major priorities and those are: 1 Scholarship 2 Emergency Fund 3 Programming (this year the focus will be on ten-year anniversary sponsorships) 4 Stewardship of Oregon tribes and former NASCC donors o Requests Student Affairs leadership made a request to Advancement leadership for a NASCC liaison. o Update on Requests All of the college deans have their own development officer or development teams. Unfortunately this is not the case for Enrollment Management and Student Affairs, the division of PSU that the NASCC falls under. This is the structure that PSU has had for a long time. The development office is still short staffed and is unable to dedicate one individual to work with us; however, they are allocating different individuals who specialize in different aspects of development to us. If you look at the document entitled NASCC Fundraising Committee on the Google Drive (Rachel also sent it out to the board via the list serve), you can get a more detailed report of what is going on within the Leadership Team. We document most, if not all of our interactions. We are trying to lay the ground work for the NASCC Fundraising Committee. NASCCAB Fundraising Committee – Carma Corcoran o Will be working on sponsorship letters. It is important to get them out soon. Will ask the Executive Committee to approve it in between this meeting and the next. o Please share the name of any potential sponsors you may have to Carma via email, CC Rachel o The Fundraising Committee is asking to approve the sponsorship levels as presented last year. See sponsorship levels below: Jade: $2,000 Pre-event promotion Recognition on website, large logo/name on invitation, and credit in press releases 7 – Minutes prepared by Rachel Cushman Native American Student and Community Center Advisory Board Meeting Monday, February 11, 2013, 5:00pm-7:00pm NASCC Chief Joseph Conference Room 180 Event Recognition Recognition level in printed event program, large logo/name on signage at entry of reception, credited in scripted remarks, and custom ad in printed program Jasper: $1,000 Pre-event promotion Recognition on website, small logo/name on invitation, and credit in press releases Event Recognition Recognition level in printed event program, small logo/name on signage at entry of reception, and small custom ad in printed program Agate: $500 Pre-event promotion Recognition on website, and name on invitation Event Recognition Recognition level in printed event program, and listed name on signage at entry of reception Obsidian: $250 Pre-event promotion Recognition on website Event Recognition Recognition level in printed event program, and listed name on signage at entry of reception Alumni Group – Stevie Lemke o Mission, Vision and Values Stevie sent out the following mission, vision and values on March 4, 2013. She has not received any feedback thus far from committee members. Stevie is request constructive feedback be provided by board members, in writing, by the March NASCCAB Mission: The PSU NASCC alumni committee exists to connect alumni and create a network of connectivity and continued involvement between NASCC generations. Provide opportunity for professional and career development services for alumni and provide professional experience, guidance and support for PSU students. Vision: Bringing alumni back to the PSU NASCC to continue involvement among the Center and within the Center's alumni generations. Provide various professional development services for alumni through workshops and other events. Have a legacy of PSU NASCC alumni which keeps them connected to the PSU NASCC community. Values: Commitment to community Professional integrity Desire to give back to younger PSU generations o Potential Group Board Members The committee has many potential NASCC Alumni Group Board Members listed in their report that was sent out with the agenda. o 10 Year Anniversary Community Engagement Event Segment The following the Alumni Group’s plan thus far for the 10th Anniversary: Stevie sent out the following mission, vision and values on March 4, 2013. She has not received any feedback thus far from committee members. Stevie is requesting that constructive feedback be provided by board members, in writing, by the next NASCCAB meeting on Monday, March 18, 2013. Potential Agenda Item Time Allotted 8 – Minutes prepared by Rachel Cushman Native American Student and Community Center Advisory Board Meeting Monday, February 11, 2013, 5:00pm-7:00pm NASCC Chief Joseph Conference Room 180 Snack time!! NASCC Staff 10 Years of Student Success: Where we’ve come from 30 minutes PSU Alumni Association 10 minutes NASCC Alumni Group Update 10 minutes Town hall portion: Topic - Focusing on where we want to go and how individuals, community members, tribes, etc. can partner with the NASCC to ensure that our mission is being upheld. (Providing guidance to the NASCC). We really need to focus on positive things. This is why it is integral that we have a good facilitator/moderator. 1 hour Stevie suggests Judy Bluehorse, because she is so interwoven in the PSU community as well as the greater community. Wrap up 10 min Food: Julie IDEA: Ben & Jerry’s on campus ice cream bar or yogurt bar. Marketing has used them at several events. Stevie – I have already made informal inquiry to Judy about her potential involvement with this segment of the celebration. She said she would be willing to help out in whatever capacity we wanted her to. No Approvals are needed at this time. NASCCAB Discussion & Approval of Reports and Proposals 10th Anniversary Suggestions: The agenda should be reality based. The timing isn’t long enough for speakers. This is people’s lunch break. Make sure that it is worth their time. o Motion # 1 – Lois Chilcott motioned that the committee asks Cornel to sign a song with his hand drum and give invocation in the first 5 minutes. Second: Larrita Riggs Discussion: Having NIVA would take too long. They are very formal, and have to follow protocol that doesn’t work in our timeframe, but that doesn’t mean that we don’t have them participate in some other fashion. Drea suggested also having a local (tribe of the area) drum playing, starting roughly a half hour before the event starts. Then Cornel could sing a song and give the prayer. Members all agreed that that it was a good idea to involve the local tribes. Vote: 8, 0, 1 – Motion Passes o Motion #2 – Larrita Riggs moved to agenda as presented Second: Stephen Printup Discussion: The group was unhappy with the timeline. They liked the content that the committee presented. Members said that they would be flexible if the committee combined speakers. They did not feel that the keynote had enough time. They suggested maybe shortening the entertaining portion. They also suggested that it is alright to have the keynote and the alumni speaker be the same person. They wanted the keynote to have an affiliation PSU and be able to talk on the importance of student success. Vote: 3, 3, 2 – Motion Fails o Motion #3 – Tim Anderson motioned to approve the content of the agenda, allowing flexibility of speakers, (i.e. the keynote can be an alumni, etc.) and the committee will work on the timeline. Second: Julie Smith 9 – Minutes prepared by Rachel Cushman Native American Student and Community Center Advisory Board Meeting Monday, February 11, 2013, 5:00pm-7:00pm NASCC Chief Joseph Conference Room 180 Discussion: No discussion Vote: 8, 0, 1 – Motion Passes NASCCAB Fundraising o Motion #1 – Carma motioned to approve the sponsorship levels Second: Tim Anderson Discussion: No discussion Vote: 7, 0, 2 – Motion Passes Native American Student Services Update – Dean Azule, Written Honor Day This year Honor Day is going to be more collaborative amongst the staff. Felicia, Rachel & I are breaking up the responsibilities. These are notes from our last Honor Day Meeting on March 5th: All students must attend a pre-honor day planning meeting. Send out a doodle poll once we confirm the graduating class. Confirmation of graduating class by April 12th. This year we are being inclusive of Pacific Islander students Students agreed that saddle blankets were ok and that they were willing to pay the difference if they want a full blanket. Funds for full blankets must be in-hand to Dean Azule by May 17th, 5pm. Saddle blankets run $ 68 per and Chief Joseph robes run $ 113 per. Stoll (Fabric store. If we can’t find anything ask Kalei Introduce to an artist) Dean Confirm Umatilla Kids Hawaiian Chant - Rachel Rachel pricing from caterer Opening Prayer - Prayer (ask students for volunteer at prep meeting) Seating: 160 seats Each student graduate gets 4 tickets 80 tickets left over In order to attend one must get ticket from NASCC front desk Keep electronic list of tickets distributed for all attendees Day of Agenda 5:30 - 8:30 5:30 - Opening Prayer 5:32 - Food/Umatilla Singers 5:50 - Introduce Evan Adams 5: 52 - Evan Adams 6:22 - Thank Evan Student Slots between 6:25 and 7:45 Student 1 _________________ Student 8 _________________ Student 15 _________________ Student 2 _________________ Student 9 _________________ Student 16 _________________ Student 3 _________________ Student 10 _________________ Student 17 _________________ Student 4 _________________ Student 11 _________________ Student 18 _________________ Student 5 _________________ Student 12 _________________ Student 19 _________________ Student 6 _________________ Student 13 _________________ Student 20 _________________ Student 7 _________________ Student 14 _________________ 7:45 - Hawaiian Chant 7:50 - Thank you/Cake 7:55 - Honor Song (Adam, not Evan) We are in the process of raising funds for Honor Day currently. Indigenous Nations Studies Update No update provided Upcoming Community Activities 10 – Minutes prepared by Rachel Cushman Native American Student and Community Center Advisory Board Meeting Monday, February 11, 2013, 5:00pm-7:00pm NASCC Chief Joseph Conference Room 180 Lois will be sending out an email with roughly 5 community updates. Community members can share their events with Rachel and she will email them out on the list serve and she will try to get them out in a bulk email. Please be sure to mark in the subject line for NASCCAB. This is to make sure that we don’t have too many emails going out and board members are able to read all of our email correspondences. 11 – Minutes prepared by Rachel Cushman