\ February 20, 2003
 South Dakota Association of Student Financial Aid Administrators
 

 

SDASFAA Executive Board Meeting
Minutes for February 20, 2003
Al's Oasis, Chamberlain

  1. Call to Order -President Pam Lane called the meeting to order at 10:45 a.m. Members present: Pam Lane-President, Valerie Weisser-Member at Large, Brenda Murtha-President Elect, Ruth Hanson-Treasurer, Denise Grayson-Member at Large, Cody McMichael-Past President, David Martin-Member at Large, and Monica Gannon-Secretary.
  2. Approval of Agenda -The attached agenda was amended to add discussion of the SDASFAA computer to new business. Cody moved to approve the agenda as amended and Val seconded the motion; all members were in favor and the motion was passed.
  3. Reading and Approval of Minutes -Minutes from the November 12, 2002 SDASFAA Board meeting were presented. Val moved to accept the minutes as presented and Monica seconded the motion, all members were in favor and the motion was passed.
  4. Officer's Reports
    1. Treasurer's Report -Ruth presented the attached for final report for 2002 and January to February report for 2003. Income is still to be received from the H.S. counselor workshop for the 2002, a few membership dues are still outstanding, the workshop meeting income is sponsorships for the 2003 Spring conference. A lot of the H.S. counselor workshop income is on 2003 balance sheet as they were held in December and the EAC leadership development income was actually received in November for the 2003 year. The review committee audited the books and $45 is travel for this. The books have been revised to separate out the support staff workshop and the H.S. counselor workshop. The income for 2002 support staff workshop is from sponsorships. We made money on the H.S. counselor workshop and spent money on support staff workshop. Brenda moved to accept the report as presented and Cody seconded the motion; all members were in favor and the motion was passed.
    2. Secretary's Report -None as the minutes were all ready presented.
    3. Past -President -None.
    4. President -Elect-Brenda noted that Ruth and Brenda will go to the NASFAA leadership conference next week.
    5. President -Pam presented the attached budget for 2003. Spring conference income is estimated based on proposed sponsorships from the associate members and the registration fees, we have no expenses for speakers this year so the expenses are for entertainment, meals and breaks. Support staff income is based on expected sponsorship and the expenses are based on the past year. H.S. counselor workshop is based on sponsorship and registration fees. Expenses for this are down as we will not have all of the binders to buy, we will only need replacement items. Awareness expenses have been increased based on last year's activity. Decentralized training expenses may need to be increased based on the expense of the meal. Money will be transferred out of checking to balance the budget. Membership dues are expected to be the same, we have 8 associate members who have not renewed. Discussion ensued about recruiting new associate members from the lending institutions. General printing was reduced as we no longer produce membership directories. Travel was increased for leadership conference as the treasurer is also attending. Executive board expenses will have to be increased to accommodate a better estimate on the expenses. Postage should be less as we no longer have to mail newsletters. Monica moved the budget be accepted as presented, Ruth seconded the motion, all members were in favor and the motion passed.

      Registration is not yet available for Decentralized Training on the RMASFAA website. The charges have been changed, they are now $47 for 2 sessions and $57 for 3 sessions. The training is being held in conjunction with the spring conference.

      Flowers were sent to Clark Wold-EAC from SDASFAA and we will also send flowers to Sharon Colombe (previous member).

  5. Reports of Standing and Special Committees
    1. Education Committee -Pam advised that as the support staff workshop will be in Sioux Falls, they may do a tour of Citibank or Wells Fargo.
      1. High School Counselor Sub-Committee -Pam presented the attached copies of evaluations from the sites. They really liked the new format. There was some confusion about when the continental breakfast vs. the actual meeting started. Interaction was really appreciated as they could break in when they needed to and we did not have to watch the time as much. We need to get the dates set as soon as possible, to give schools more leeway in being able to host these workshops.
      2. Awareness Sub-Committee -Monica reported the number of chat night questions were increased from last year and the committee is looking at ways of increasing the usage next year. Possibly look at having the chat at the end of the month, when FAINs are done, so that the advertising mail for this is not during the Christmas season. Pam reported that for the career quest game, SLFC again picked up printing and shipping costs. EAC picked up the chat nights expenses and the printing for Awareness media and H.S packets was paid by National Guard. If we do not continue receiving these sponsorships we will have to increase the expenses for this committee.
      3. Conference Sub-Committee -The Spring Conference will be at the Holiday Inn Express in Deadwood. Registration information will be out on the list serve hopefully in the next 2 weeks, depending on when RMASFAA gets Decentralized Training registration out on their site. The next executive board meeting will be on Sunday before the conference. Decentralized training will be held the first day. Meals will be across the street at the French Quarter. Jim Swanson will be able to be there for the conference.
    2. Review Committee -None as it was discussed during the treasurer's report.
    3. Committee of Record
      1. Membership Info-Sub Committee -This will be discussed in web page item.
  6. Old Business
    1. Policy and Procedure Manual -Cody distributed the attached latest update. Last meeting it was suggested that the review committee be the one to review and update this. Cody researched what other states do and as a result added an introduction, purpose, scope and procedures for updating the manual. It was decided that the manual can be updated by officers and committee members with the approval of the board. The entire manual is to be thoroughly reviewed every 5 years. The secretary is responsible for the updating and maintaining of this manual. The Table of Contents is missing, but it has been created, it was just not copied. Associate member responsibilities will need to be added. Some of the grammar was changed and the formatting of the numbering. Pam thanked Cody for all the work he put into this. The master calendar for SDASFAA needs to be added. Cody moved to accept the Policy and Procedure Manual as amended with the addition of the Executive Council Calendar, a Table of Contents, amending the duties of the secretary to maintain and update this manual. This manual is to be presented at the fall board meeting and available at the April conference to the general membership. David seconded the motion; all members were in favor and the motion was passed.
    2. Web Page -Pam advised that Diane Francis would like to take this project on with the approval of the board. Diane, David, Val, Cody and Renee are on the committee. Pam asked David and Val to look at other association's web pages. Cody will coordinate the communication through e-mail. Cody advised they might need to all meet together once this year to work on this. Cody passed out the attached proposed documents to be available on the web site and asked for more ideas on what else should be available. Board minutes, business meeting minutes, historical newsletters, and the Reimbursement Form were all recommended to be added.
  7. New Business
    1. Professional Development Scholarship -Pam reported that EAC has once again provided 3-$500 scholarships to SDASFAA. Clark wants to know who has received the scholarships and what had been done with it. We will continue to make it available to any one who wants it. We need to have some sort of reporting back to the membership, as to what they gained from this experience. It was decided to ask for a one page report that would be provided on the web site. Application for the scholarship will be connected to the registration form.
    2. Awards -Cody distributed a list of years of service for the membership and awards given. There are large gaps in the list. The awards which will be given in 2003 are for the years of service as of the 2002 year. We need to added information on breaks in service. Cody will send out an e-mail to get updated and complete information. Cody will at the same time ask them if they are interested in belonging to the list serve. He will also send out an e-mail to the list serve in regards to nominations for the Douglas Steckler award and the outstanding service award.
    3. Committees -Pam handed out a list of committees and members. Pam will either post this to the website or send it directly out to the listserve, so that members can be ready for the meetings at the spring conference. For those members who did not respond but would still like to be on a committee, Pam will have them contact the committee chair. We need to have the executive board liaison on the listing also. Pam also passed out the SDASFAA calendar. The committee reports to board need to be added to the calendar.
    4. SDASFAA Calendar -See the above comment. The calendar has been changed to reflect that the conference has been moved to April instead of March.

      All of the duties for President-Elect that are for H.S. Counselor Workshop and need to be moved to that committee. Site selection for this workshop needs to be moved to April.

      Awareness committee duties need to be moved to council member duties.

      The Past President duties should be changed to request updates to the Policy and Procedures Manual and moved to January, to be able to present it at the February Executive Board meeting. Recognition committee duties need to be moved to the Past President with awards to be submitted to the board at the meeting succeeding the giving of the awards so that they are recorded in the minutes. Cody to ask Grant Uecker if he has a complete historical listing of the awards given for the Douglas Steckler and the outstanding service award.

      Secretary duties need to be changed so that the minutes to are to be taken at the February meeting and distributed in March, and again at the April meetings for both the Executive Board and the General Business meeting in April and distributed in May, taken at the July meeting and distributed in August, and finally taken at the November meeting and distributed in December.

      Treasurer duties need to be changed to provide membership information to the membership info committee in January. In January, the 2nd notice to those who have not paid is to be sent. In February pay the Executive Council bills. In April sponsorships are to be collected for the Spring conference. In November decentralized bills are to be paid.

      Membership info committee is to be moved to council member at large. The November Executive Board Meeting needs to be added. Council members at large are also to be responsible for reporting on the Education Committee's work on the July support staff workshop planning. Remove the SD legislative update and national update newsletter

      Need to add a committee meeting to November and report to membership in April to the Review Committee responsibilities. The committee liaison is to remind the committee to review books in January.

      Need to add contact associate member prospects in November to the Associate Member responsibilities, the board meetings in February, April, July and November.

      Pam will send the revised committee listing and revised calendar to the Executive Board.

    5. SDASFAA Computer -Monica reported that, it is outdated and what do we want to do with it? The Executive Board gave permission to dispose of it or donate it.
  8. Announcements
    1. Next Meeting -Sunday before the Spring conference at 3 p.m. in the Mystic/Savoy room at the Holiday Inn Express. Plan on the meeting lasting until 6:30 p.m.
    2. Brenda asked for information to pass along to legislators and received several suggestions.
  9. Adjourn -Pam moved to adjourn the meeting, Brenda seconded the motion; all members were in favor except for David, and the motion passed. Meeting was adjourned at 2:11 p.m.
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