\ January 25, 2002
 South Dakota Association of Student Financial Aid Administrators
 

 

SDASFAA Board Meeting
Minutes for February 25, 2002
Al's Oasis, Chamberlain

  1. Call to Order: President Cody McMichael called the meeting to order at 10:55 a.m. CST.
  2. Roll Call and Welcome: Members present: Cody McMichael - President; Pam Lane - President-Elect; Starla Russell - Secretary; Ruth Hanson - Treasurer; David Martin - Member-At-Large; Valerie Weisser - Member-At-Large; Grace Bick-Executive Council; Rich Coplan - Executive Council, Todd Otterberg - Associate Council

    All members reviewed the agenda. Grace made a motion to approve the agenda, Todd seconded the motion; all members were in favor and the motion was passed.

    President McMichael stated his philosophy on how he plans to conduct the board meetings, including how decisions are reached and how input is sought. An orientation of the new board members was conducted that included a review of Robert's Rules of Order and a brief summary how Cody plans to keep the meetings productive, orderly, and timely. Board members took a "True Colors" test to assess leadership styles and personality traits.
  3. Reading and Approval of Minutes: All members reviewed the minutes from the November 15, 2001 SDASFAA Board meeting. Pam made a motion to approve the minutes, Rich seconded the motion; all members were in favor and the motion was passed.
    1. Treasurer's Report: Ruth distributed the Balance Statement for the period of January 1, 2002-February 25, 2002, and reported a $500 carryover from the EAC Professional Development Scholarship; therefore, the EAC Professional Development Scholarship will total $2,000. There was considerable discussion regarding what projects and/or investment opportunities should be explored with what appears to be a healthy amount of "reserve funds" in the checking account ($15,538). Several options were discussed, including: should the Board consider investing in another CD; should the Board consider providing matching scholarships with the EAC scholarship contributions for SDASFAA members. It was decided that more research needed to be conducted to gain ideas on what the SDASFAA members might like to consider. David will send an e-mail to the SDASFAA listserve to solicit input and will report to the Board during the April Board Meeting. Further, the topic will be discussed during the Business Meeting at the SDASFAA Conference.

      Ruth reported that the past Treasurer mailed membership renewals in November or December, 2001. Peggy Kuck will remove those who do not renew their membership (four currently) .

      Grace made a motion to approve the Treasurer's Report, Valerie seconded the motion; all members were in favor and the motion was passed.
    2. Secretary's Report: There was no secretary's report.
    3. Past-President's Report: Cheryl Bullinger was not present; Cody reported on Cheryl's behalf. Cheryl will solicit nominations for awards to be presented during the SDASFAA Spring Conference in April 2002 from the SDASFAA membership during the last week of February and early March 2002 .
    4. President-Elect Report: Pam reported that she will be attending the Leadership Conference during the last week of February and early March 2002. She plans to meet with members of Congressman John Thune's and Senator Tom Daschle's staff. Pam also reported that she will be attending the RMASFAA Board Meeting in Denver in March 2002.
    5. President' s Report: Cody distributed a packet to each Board member for points of discussion, as follows:
      1. Orientation: Parliamentary Procedure was discussed to ensure membership participation and order to the Board Meetings. Board members received a copy of the SDASFAA Constitution; an electronic version that includes the updated language for electronic voting is now available. Board members also received a copy of the reimbursement form for expenses, which must be utilized before reimbursements can be made. Cody plans to distribute the President's report via an electronic mode on a monthly basis. The SDASFAA report was presented at the 2001 RMASFAA Board during their meeting held on October 13-14, 2001, in Wichita, Kansas by Cody in Cheryl's absence. The SDASFAA committees have been set up so that the co-chairs from 2001 will step up as chairperson for 2002; all new chairpersons will recruit new co-chairs for 2002, who will in turn become the chairperson in 2003.

        The Board Meeting adjourned for lunch at 12:30 p.m. CST. The Board Meeting reconvened at 1:50 p.m. CST.
      2. Budget 2002: Cody presented the 2002 Budget, which balanced with projected revenue and expenditures at $14,100. Todd made a motion to approve the 2002 budget, Ruth seconded the motion; all members were in favor and the motion was passed.
      3. Calendar Review: The 2002 SDASFAA Executive Council and Committee Calendar was distributed to the Board members. As discussed during the Orientation topic, Cody plans to distribute the President's report via an electronic mode on a monthly basis, rather than through a quarterly newsletter. Minutes of the SDASFAA Board Meeting will be distributed to the Board electronically, then through the SDASFAA listserve upon approval.
      4. Policy and Procedure Manual: The Policies and Procedures Manual was distributed to the Board members. Discussion centered on the best way to complete the final product by year's end 2002. Further, it was suggested that while current SDASFAA committee information should be kept in the manual, rather than eliminating information regarding committees that are inactive, a disclaimer that states the current status of that committee may be more appropriate. It was proposed that each Board member chose a section and make proposals during the April 2002 SDASFAA Board Meeting .
        • Preamble Philosophy, Objectives and Purpose: Cody will coordinate these sections w/ the current officers.
        • A. Policy-Duty of Officers: Each current office-holder will review their section
        • B. Policy-Committee Responsibilities: Grace will coordinate these sections with Val, David, and Rich.
        • C. Policy-General Policies and Procedures: Todd will review this section.

        Policies and Procedures documents that may be useful for SDASFAA to review include those listed on the NeASFAA and MASFAA websites.

  4. Reports of Standing and Special Committees: Because not all chairpersons of the Standing and Special Committees were present, a more extensive report will be given during the Board Meeting to be held during the SDASFAA Conference in April 2002.
    1. Education Committee
      1. High School Counselor Sub-Committee: Cody reported that although the online registration process for the 2001 High School Counselor's workshop went well, the number of participants were lower than expected, possibly due to the timing of the workshop (Friday, November 30, 2001, from 3:00 p.m.-5:00 p.m. CST). However, scheduling conflicts with the DDN hampered the Committee's ability to schedule the workshops far enough in advance to accommodate all sites on a date more suitable for the counselors. It was reported that the DDN will not allow SDASFAA to discuss 2002 workshop scheduling dates until after May 2002 due to the university class schedules taking first priority with DDN. Discussion followed regarding the future of these workshops, including inviting counselors to the workshop locations, rather than utilizing the DDN. Cody and Pam will contact the High School Counselor's Board to seek input on what the counselor's would prefer. David suggested that perhaps a more uniform approach to presenting the material may need to be explored for future workshops.
      2. Awareness Sub-Committee: As part of Financial Aid Awareness Month, a Web Chat was organized through Mapping Your Future. Cody distributed the media packet, along with the Live Chat Archive for review.
      3. Conference Sub-Committee: The agenda for the SDASFAA Spring Conference (April 3-5, 2002 at the Holiday Inn - Mitchell, SD) was distributed. The Committee may try to work in the RMASFAA Road Rally during Thursday of the Conference.
    2. Review Committee: There was no Review Committee report.
    3. Committee of Record
      1. Web Page Update: Cody reported that he would like to encourage the committee to review the SDASFAA website information and set up a yearly timeline to ensure accuracy on the website. Board members are encouraged to review information currently on the website and forward concerns and suggestions to Cody .
      2. Membership Information Sub-Committee: Ruth has been forwarding any changes she receives as a result of membership renewals to Peggy Kuck for updating. Cody indicated that he will pursue including the SDASFAA membership application online .
    4. Recognition Committee: There was no Recognition Committee report.
  5. New Business
    1. Professional Development Scholarship: There is currently $2,000 available for professional development for 2002. Discussion concerning how those funds should be utilized and disbursed by SDASFAA included what types of professional development opportunities would apply, and the amount to be awarded to recipients. Todd moved to take combine the $1,500 EAC Professional Development Scholarship and combine it with the $500 carryover from 2001, for a total of $2,000; four $500 scholarships would be utilized for professional development opportunities of the recipient's chose within one year of awarding the scholarship. Grace seconded the motion; all members were in favor and the motion was passed.

      Grace Denise Grayson has drafted a registration form on the SDASFAA website for SDASFAA members to apply for the scholarships. All applications will be entered into a drawing and the recipients will be chosen during the 200 SDASFAA Spring Conference.
  6. Announcements: The next meeting will be held on Wednesday, April 3, 2002, at 8:30 a.m. CST in the Baord Room at the Holiday Inn in Mitchell, SD. David made a motion to adjourn the meeting, Pam seconded the motion; all members were in favor and the motion was passed. The meeting adjourned at 3:30 p.m. CST.
Submitted by,
Starla Russell, Secretary


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