SPRING ADVISORY BOARD MEETING
OF ALPHA GAMMA SIGMA INCORPORATED

San Jose DoubleTree Hotel

Saturday, April 24, 2004

TENTATIVE AGENDA

1.      General Information:

         A.     Action Items are identified with an *

         B.     Additions may be made after discussion sessions. 

           C.     Votes on motions resulting from discussion sessions will occur after lunch.

           D.     Debate on action items is limited to ten-minutes per motion.

           E.      All proposed motions must be presented to the secretary in writing.

           F.      All voting is done with chapter voting cards, with one vote per chapter.

2.      Call to order and preliminary remarks, 9:00 ­ 9:20

         A.     Call to order and presidentšs opening remarks (Dorothy Hawkes)

         B.     Secretary's explanation of the sign-in process (Terry Green)

         C.     Corrections to the state advisory board's directory (Tom Jackson)

         D.     Self introductions (advisors)

         E.      Comments from the parliamentarian (Steve Wallech)

3.      Preliminary business and reports, 9:20-9:45

         *A.   Approval of the agenda

         *B.   Approval of the minutes

         C.     Convention Chairšs report (Randy Taylor)

         D.     Secretary of extension and eligibility's report (Brad Reynolds)

         *E.    Report from the Scholarship Chair (Susan MacMurray)

                  Requests for waivers for student or chapter eligibility

                  i.       Audrey Wede, Las Positas College (Randy Taylor)

 

         F.      Treasureršs Financial Report

4.      Recess for Discussion and Brainstorming:  Becoming Better Advisors/ Improving the AGS Organization, 9:45-10:45.  Any motions that are formulated during the recess should be presented following the recess for action in the afternoon session.  Suggested topics for groups:

         A.     Tips for New Advisors (Roxy Ross)

         B.     Improving Communication between Advisors

         C.     The AGS Handbook ­ what next? (Catherine Powell)

         D.     Distinguished Service Awards for Advisors (Randy Taylor)

         E.      Outstanding Advisor Award (Randy Taylor)

5.      Amendments to agenda for the afternoon session. 10:45-11:00

6.      Action items 11:00-11:15

         *A.   MOTION (Ed Keith)

I move that the Treasurer of Alpha Gamma Sigma receive a stipend of $590.00 a year for maintaining the books, preparing the tax records, making deposits, sending out notifications, handling hotel negotiations, and all the other duties of the position.  (This modest amount removes IRS reporting requirements.)

         *B.   MOTION (Jacqueline Faris)

I would like to move that the AGS scholarship applications be posted to the AGS web site after the fall advisoršs conference where the deadlines for submission are determined.  A letter (no more than a single page) would be mailed to advisors letting them know where they can get the applications online. 

The directions for both the Walsh and Loly clearly state:

1.   ITEM 3. (in part) Each copy of the Application Packet for each applicant must contain all of the following items, in clear and legible copy, collated and stapled in the order listed:

     ____  a.   The AGS Award Application Cover Sheet, signed by both the applicant and the AGS advisor;

     ____  b.   The advisor's letter of recommendation, not more than two pages in length.  The letter will include verification of the eligibility of the applicant (as stated in #1 above);

AND also state under ŗmailing directions˛:

2.   It is the responsibility of the applicant(s) and the chapter advisor(s) to ensure that all copies of the required documents are complete and are mailed by the deadline.  Application materials that are incomplete or late will be disqualified.  If the application is disqualified, it will not be returned. 

Argument for the motion: 

1.      It is a waste of resources, duplicating, scholarship chairšs time, postal services and money (regardless of who pays the associated fees).

2.      An advisoršs signature and letter of recommendation is not only mandatory but is a significant portion of the points awarded to the scholarship score.

Hence, previous arguments that students would inappropriately fill out and send in applications are not justified.  The applications without an advisoršs letter or signature would be disqualified.  Only applications channeled through an advisor would be considered for a scholarship.

In closing, I would argue that whenever a job can be simplified by using available technology it is common sense to utilize it.

         *C.   MOTION (Jacqueline Faris)

I move that beginning with Spring of 2005, only transcripts which meet the following conditions be accepted in scholarship applications:

a)      College must be clearly stated

b)      Semester and year must be clearly stated

c)      Grades for each class, the GPA for each semester, and overall cumulative GPA for the college must be clearly shown.  If the information is not clearly shown, then the NOMINATING ADVISOR must add the information manually and initial each addition.

d)      IF transfer units are involved, then there must be a transcript which incorporates the transfer with the local community college course work.  If not then the NOMINATING ADVISOR must do this manually and provide a clear and easy to understand document which incorporates all the information from all the different institutions.  Of course, the individual transcripts would be required to verify advisor's work.

Argument for the motion: 

1.      Readers should not be spending their time evaluating confusing transcripts and computing GPAs. 

2.      Advisors must assume the responsibility of demonstrating that the chapter applicants are clearly qualified.

         *D.   MOTION (Ed Keith)

I move that: $20,000.00 from the Advisory Board Savings Account be transferred the Board of Trustees Investment Account where the rate of return is higher.

Lunch11:30-1:15

7.      Reports 1:00-1:35

         A.     Board of Trustees (Tom Jackson)

         B.     Progress report on Permanent Member Report data entry ($700 approved) (Ed Keith)

         C.     Report of jewelry sales and purchases (Marilyn Kaeke)

         D.     Secretary of intercollegiate relation's report (Barbara Croteau)

         E.      2003 Northern Regional Conference Report (Tom Mester)

         F.      2003 Southern Regional Conference Report (Andrea Mullin)

         G.     AGS ListServe (Tuan Vo)

8.      Additional Action Items, including those from Agenda Item #5 1:35-2:00

         A.     Nomination and Election of Officers for 2004-2005

         B.

         C.    

9.      Calendar Update 2:00-2:

         A.     2004 Fall Advisor's Meeting-North, October 2, 2004, Oakland Days Inn (Catherine Powell)

         B.     2004 Northern Regional, October 23, 2004, Merced College (Jennifer Mcbride)

         C.     2004 Southern Regional, November 6, 2004, Santa Monica College (terry Green)

         D.     2005 Spring Convention-South

         E.      2005 Fall Advisor's Meeting-South

         F.      2005 Northern Regional, City College of San Francisco (Chris Cox)

         G.     2005 Southern Regional

         H.     2006 Spring Convention North

         I.       2006 Fall Advisors Meeting North

         J.      2006 Northern Regional, Las Positas (Randy Taylor)

         K.     2006 Southern Regional