SDASFAA Executive Council Meeting
Minutes for January 26, 2004
Sioux Falls, SD

1. Call to Order: Brenda Murtha, President, called the meeting to order at 10:15. Present were Brenda Murtha, President; Pam Lane, Past President; Val Weisser, President Elect; Ruth Hanson, Treasurer; Monica Gannon, Secretary; Denise Grayson, Member at Large; Carol Bogaard, Member at Large; and Ken Kocer, Member at Large. Absent Julie Hamer, Member at Large; and Jean Rock, Associate Member.
2. Approval of Agenda: Brenda distributed the agenda. Ruth made a motion to approve the agenda as presented. Denise seconded the motion. All members were in favor, the motion passed.
3. Reading and Approval of Minutes: Monica distributed the minutes from Nov. 17, 2003. Changes are to be made to fix the last names for Carol, Julie and Ruth. The minutes need to read December not January for H.S. counselor workshops. The proper spelling of the theme for the Spring conference is Sharin O' the Green. Pam mad a motion to approve the meeting minutes with the above changes. Ken seconded the motion. All members were in favor, the motion passed.
4. Officer Reports:
   1. Treasurer's Report: Ruth distributed copies of the completed balance statement for 2003, and for Jan 1-26, 2004. The 2003 balance statement shows $8354.94 in checking, both CDs were renewed in December so the CD balance includes the interest. We meet expenses with income and did not need to transfer money into checking, but 2 of the EAC Professional Development scholarships have not been used yet. For the 2004 balance statement, the dues were not deposited until 2004, to show proper accounting by year. Ruth only had to re-bill 4 or 5 institutions. We have a new SDASFAA member, Flandreau Sioux Tribe. Monica made the motion to accept the balance statements as written. Val seconded the motion. All members were in favor, the motion passed.
   2. Secretary's Report: Monica reported that meeting minutes are on the website from the July meeting. Meeting minutes for Executive Council meetings are posted once they have been approved. Business meeting minutes are posted once the Executive Council has looked them over.
   3. Past President's Report: Pam had no report.
   4. President-Elect's Report: Val advised that the Leadership conference expenses for 3 nights should be about 1066.
   5. President's Report: Brenda has several goals for the year: to make it through the year; have a good spring conference; work with Ruth to get the balance statement and the budget items in line with each other; and work with Pam to get the website more current and updated. Brenda presented her budget. The spring conference expenses in Deadwood last year were low and she hopes to keep it low for Sioux Falls. The Support Staff workshop had great sponsorship last year which is why the expenses are low. HS counselor workshop shows increased expense as we need more binders. Awareness expenses are a little less as the guards helped with the printing costs. Decentralized training expenses are the meal and juice and rolls the next morning. The Professional Development Scholarship has been removed as we do not know if we will be receiving it this year. The Leadership conference is only for one person this year, so the expenses should be lower. Lowered expenses for NASFAA as Brenda will be driving rather than flying because it is in the Cities. RMASFAA will pay for all of the RMASFAA board expenses. RMASFAA conference lowered as Brenda will be driving since it is in Omaha. Pam made the motion to approve the budget as presented. Carol seconded the motion. All members were in favor, the motion passed.
5. Reports of Standing and Special Committees:
   1. Education Committee: Brenda advised the Support Staff Workshop headed by Mary Anne will be annual now and held in Aberdeen this year. Pam advised that if you want to present at the workshop, it is a good idea, as then you can also see some of the workshop.
      1. High School Counselor Sub-Committee: Brenda passed on the history information to Val. Brenda passed out a summary of the evaluations of the December High School Counselor Workshop to the board. The evaluations overall were really positive. 127 attendees.
      2. Awareness Sub-Committee: Monica handed out extra table tents and posters if members wanted them for their campuses. Val questioned what to do with the Quinn & Quigley costumes, they have never been used and look bad. Val will donate them to an organization which could use them. Val has the boxes of Trivia Give Away items for the 10 different radio stations here, if people would take them to the necessary schools. The was a real good turnout for donations for the Trivia question giveaway. Val advised that last year EAC had paid for an advertisement to run in a better time slot. The board agreed that if EAC wants to pay for the advertisement again for their area, they can. The advertisement would not conflict with anything we are doing. Monica advised that Rapid City wants to do a citywide FAIN and the Rapid City schools are asking if we could provide money for the facility rental. The board decided we could not do this as we would have to do this for other cities also and could not afford it. Brenda reported on a College bowl idea which came from Pam. The College Bowl would be like an area wide fain with other sponsors there also. This would be held on Sunday afternoon. The College Bowl could consist of one general overall session and then breakout sessions. Nebraska and ND currently have a College Bowl approach and would be a good resource. Is this an idea that the committee would like to look at. Monica will take this back to the awareness committee, who will need to present a proposal if it is feasible.
      3. Conference Sub-Committee: Brenda passed out a tentative agenda for the Spring conference. As we have the EAC 25th anniversary banquet on Monday night, we will not have an awards banquet, instead she was thinking of a night on your own. Then Wednesday morning do a sit down breakfast and have an awards breakfast. Pam suggested instead of a night on their own, do an activity here for Tuesday night to keep the group together. Brenda thought maybe then do the Lewis & Clark show at the Wells Fargo Cinedome for Tuesday, or Gordy Pratt is a possibility. Could we possibly have the guards do a social with hors d'oeurvres instead of a meal. Dan Brent is a motivational speaker and will start off the conference. The registrations will have housing information also. Registrations will be forwarded from the website to Ruth and Brenda. David Martin has sent out the sponsorship requests.
   2. Review Committee: Denise reported that she has not received anything from the committee. Ruth advised that the Review committee reviewed the books just last Friday. Donna will have a report for the March Executive Council meeting.
   3. Committee of Record:
      1. Membership Information Sub-Committee: Pam advised that she met with Diane at EAC and she had a rough draft of how to revamp the site. Pam showed the board the rough draft. The new site would have sub-sites under maybe four categories, instead of having every single thing listed on the left side of the home page. Keep it simple and clear-readable. When Ruth gets the online directory updated she will send it to Pam to be put on the website.
6. Old Business:
   1. SDASFAA Constitution: This was already posted to the website but not updated. Monica will go through old meeting minutes and update the constitution and then publish the constitution and policy & procedures manual. She will also check on what the by laws were.
   2. Review Committee/Code of Ethics: We can not remove the review committees review of the code of ethics from their responsibilities as that is also stated in the Constitution. Brenda will draft a motion to remove this as a part of the duties of this committee. This motion will have to be put to the membership 30 days before the business meeting and voted on at the meeting. It will then have to be removed from the P & P if the membership agrees.
   3. Newsletter: Brenda will not publish a formal newsletter, but will let the membership know of any pending issues.
   4. Spring Conference Issues: Brenda urged Val to appoint someone as a chairperson for the committee and then she would be the board liason. Discussed the setting of the conference dates in advance, not to conflict with ND, NE, & IA.
7. New Business:
   1. Service Awards: Pam will send out an e-mail to the listserve for nominations for awards, outstanding service and the Douglas Steckler award. She also has the list of members for the years of service. Monica needs to look back through meeting minutes or ask Cody for the listing of everyone who has received the Outstanding service award and the Douglas Steckler award. The nominations for the Douglas Steckler award come from the membership to the Recognition Committee, who votes. The nomination for the Outstanding Service award come from the membership to the Executive Council, who votes.
   2. Policy and Procedure Updates: Brenda advised the P&P says the committee chairs are to look at the P&P each year and suggest to the Council any changes. Brenda would like these recommendations now, as then if we have to make any changes to the constitution, those could be put before the membership at the spring meeting. Brenda will e-mail each of the board members to facilitate this with their committees.
   3. Committee Assignments: Brenda handed out the preliminary committee assignments. The Council discussed the placement of various members. Brenda will finalize the assignments and then will send it out to the membership.
   4. SDASFAA Calendar: Brenda passed out the calendar for everyone's reference.
   5. New Banner: Brenda wondered whether it was time for a new banner. It does not look bad, but will we be updating the logo for the new website? It was agreed that we do not need to update it as it still looks good.
8. Announcements:
   1. Next Meeting: We will be at the Sheraton again, the Monday morning of the conference.
   2. Reimbursements: Brenda asked for the mileage reimbursements to be turned in to Ruth today. The P&P says that reimbursement is not necessary for the Executive Council meetings, it is at the discretion of the President. Brenda decided to reimburse as we currently have the money in the budget.
   3. Ideas for Capitol Hill Visit: The Council gave ideas to Val to take for her meetings with Daschle and Johnson. Loan limits, 30 day delay, Late Disbursement for 2nd & subsequent disbursements, Perkins loan program FCC, publish Pell amounts before the year starts, and the Affordability in Education Act.
9. Adjourn: Pam made a motion to adjourn the meeting. Val seconded the motion. All members were in favor, the motion was approved. The meeting was adjourned at 1:45 p.m.

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