May 2020 Special Meeting of the Association

May 2020 Special Meeting of the Association

We are proud to have successfully hosted our first-ever virtual membership meeting on May 21, 2020 as a Special Meeting of the Association. Thank you to all members and non-members who attended! Per the requirements to vote during this meeting, we had a quorum of at least 219 members. A recording of the meeting is now posted to our YouTube Channel (as are past webinars; we encourage you to subscribe!) and you can find highlights below.

President's Executive Summary - Claire Nold-Glaser

What a year it has been for all of us. As I mentioned earlier, PNACAC is a village with many people working on moving the association forward. As you may be aware, PNACAC has a Strategic Plan which is currently in the process of being evaluated and updated. We will have the new version ready to share with you in September. For now, I want to share just a bit about the work done by the association over the past year. This is not an inclusive list, but some highlights. ...Read More



Agenda Items

  • Voting on the approval of the Slate of Candidates for the Board and NACAC Delegates (see below)
  • Voting on a proposed Amendment to the Bylaws (see below)
  • Treasurer’s Report
  • 2019-2020 Executive Summary
  • Free public school (K-12) membership
  • Recognition of outgoing board members
  • Passing of the gavel to new PNACAC President, Patrick Wilson
  • Save the dates

Slate of Candidates

The Nominations Committee identified the following individuals for the slate of candidates for the PNACAC Executive Board. We had a very diverse and competitive pool of applicants and careful attention was paid to the different segments of our region and membership.

Slate of Board Candidates - PASSED

  • President-Elect/NACAC Delegate: Jennifer Reeves-Eisbach, Roosevelt High School, OR
  • Secretary: Mollie Faulkner, Jesuit High School, OR
  • Treasurer-Elect: Justin Strohmeyer, Willamette University, OR
  • Technology Chair: Stephanie Beamer, Oregon State University-Cascades, OR
  • Professional Development Co-Chair: Sydney Montgomery, Boise State University, ID
  • Inter-Association Chair: Mike Ouert, Montana State University, MT
  • Regional College Fairs Co-Chair: Myndee Ronning, Central Washington University, WA (no longer an ex-officio position)
  • Community College Relations and Transfer Advocacy Chair: Melanie Casciato, Columbia Basin College, WA

NACAC Delegates - PASSED

  • NACAC Delegate: Jennifer Reeves-Eisbach, Roosevelt High School, OR
  • NACAC Delegate: Donna Decker, Timberline High School, ID
A special thank you to the Nominations Committee for their work, review and time they set aside to discuss all of the candidates!

Nominations Committee Members
Matt Ogawa, Past President, Chair
Claire Nold Glaser, President
Patrick Wilson, President-Elect
Robbie Cupps, Past President
Matt Allen, Board Member
Jeanne Eulberg, Past President

Amendment to the Bylaws - PASSED

Modify PNACAC Bylaw ARTICLE III, Section 2 (page 7): “The duties of the Standing Committees shall be:”
  • by adding the words: “outlined in PNACAC’s Policies and Procedures Manual.
  • and removing Article III, Sections 2 a. b. c. d. e. f. g. h. i. j. and k. (see below for reference)
Rationale: Standing Committee Chairs have multiple areas in PNACAC documents where their job descriptions are listed. The Constitution and Bylaws have the most out-of-date and incomplete list of duties because of the work involved in updating them via a formal vote by the membership. Technology, business modifications and the ever-changing landscape of education requires roles to evolve much more rapidly and PNACAC’s Policies and Procedures Manual is a better place for position descriptions to be maintained and updated regularly. Note that the Standing Committee Chairs are still listed and listed in Article III, Section I, and the primary roles and functions of the Officers of the Association (President, Past-President, President-Elect, Treasurer, etc.) are still identified in the Constitution and Bylaws. This removal is only intended to result in one central place where position descriptions are located and permit the Executive Board to modify position descriptions as roles evolve and need to be updated. Any questions related to these changes can be directed to Matt Ogawa at [email protected].
Current Article III, Section 2 (Proposed to be removed):
  1. The Admission Practices Committee shall be responsible for monitoring the SPGP: NACAC’s Code of Ethics and Professional Practices as it applies to the PNACAC membership. To recommend a course of action in cases of violation of these principles by member institutions. To alert members of new practices and procedures in college admission and to formulate and recommend needed changes.
  2. The Awards and Recognition Committee duties shall be to request from the membership nominees for the Sister Shawn Marie Barry Distinguished Service to Youth Award, Rising Star Awards, and Exemplary Service Award, choose winners from the nominees and to present decisions on them to the Executive Board and the general membership. This committee shall also suggest and recommend other means of recognition for outstanding service or contributions to PNACAC and NACAC.
  3. The Diversity, Equity & Access Committee shall be responsible for developing policy recommendations and implementing programs to assist those who for some reason of poverty or other experiences, have been denied access to postsecondary educational opportunities. The DEA shall provide support and resources to underserved members of PNACAC.
  4. The Membership Committee shall be responsible for reviewing, developing and recommending activities to promote membership in PNACAC. The Membership Committee chair shall prepare and maintain a membership roster.
  5. The Professional Development Committee shall be responsible for developing policy recommendations and programs that will assist members in their professional growth and development.
  6. The Government Relations Committee shall be comprised of one PNACAC member from each state in the region acting as liaisons between members and the committee chair. The committee shall be responsible to effectively represent the best interests of PNACAC members to NACAC as well as to local, regional and national legislators.
  7. The Regional College Fair Committee shall consist of representatives of each regional fair offered by PNACAC, and will coordinate efforts of the fairs to equitably and successfully provide area students with access to the highest-quality fairs possible.
  8. The Information and Technology Committee shall be responsible for PNACAC website management, maintaining the PNACAC e-list and assist other chairs in posting and promoting individual committee matters of interest to the PNACAC membership.
  9. The Inter-Association Committee shall promote the value of PNACAC membership to corollary college counseling organizations that share a common vision and endorse and adhere to the SPGP of NACAC.
  10. The Communications Committee shall be responsible for distribution of information relevant to the mission of the Organization.
  11. The Community College Relations and Transfer Advocacy Committee shall identify and promote existing transfer student fairs held within the region to the membership, create professional development opportunities targeted towards community college admissions professionals and transfer supporters, actively work towards increasing community college membership within the PNACAC region, and support special projects and initiatives that serve community college admissions professionals and community college students.


Voting Rules & Establishing a Quorum

According to PNACAC Bylaw Article IV. QUORUM, Section 1 (page 8): “One-third of the registered voting members attending the conference at which the business meeting occurs shall constitute a quorum for the transaction of business at regular meetings of the Association.”
With the Spring PNACAC Conference in Vancouver being cancelled, “registered voting members attending the conference” is not possible. Therefore, PNACAC’s business meeting was conducted virtually and considered a “Special Meeting of the Association,” per PNACAC Constitution ARTICLE II. MEMBERSHIP AND VOTING, Section 6 (page 1): “Business items requiring a vote of the membership, including the election of officers, may be voted on in a regular or special meeting of the Association.”
Establishing a quorum is not defined in a virtual modality in PNACAC’s Constitution and Bylaws. In this situation, the provision is absent and the Revised Code of Washington 24.03.090 (the state in which PNACAC is incorporated) applies. Per this code, “In the absence of any such provision, members holding one-tenth of the votes entitled to be cast represented in person or by proxy shall constitute a quorum.”
As of Sunday, May 3, 2020, the total number of PNACAC Voting Members is 1,098. During the “Special Meeting of the Association,” 110 voting members were required to establish a quorum.


A quorum was established during the “Special Meeting of the Association,” so the method of voting was conducted live and virtually. Per PNACAC Constitution Articles IV and PNACAC Bylaw VI, the by-law amendment vote met the requirement of two-thirds vote of the voting members to pass. Per PNACAC Bylaw ARTICLE II, the vote to elect officers and members of the Executive Board met the requirement of a majority vote of the members present. All outcomes will be pending a formal verification of the votes submitted.
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