\ February 25, 2005
 South Dakota Association of Student Financial Aid Administrators
 

 

 

SDASFAA Executive Council Meeting
Minutes for February 25, 2005
Chamberlain, SD

  1. Call to Order:Val called the meeting called to order at 10: 40 a.m. Present were: Val Weisser, President; Brenda Murtha Past President; David Martin, President Elect, Laura Olson, Treasurer; Julie Hamer, Sharon Martin, Emily Studenski, Carol Bogaard, Members at Large; Mike Mutziger, Associate Member. New members were introduced.
  2. Approval of Agenda: Val handed out the agenda. Julie made the motion to approve the agenda. Carol seconded the motion. All members were in favor, the motion passed.
  3. Approval of Minutes: Monica distributed the minutes from the November 15, 2004 Executive Council Meeting. Brenda made the motion to approve the minutes. Laura seconded the motion. All members were in favor, the motion passed.
  4. Officer Reports:
    1. Treasurer: Laura handed out the balance sheet and summary. For the current balance sheet as of today, all schools have paid their membership dues, but there are a couple of associates who need to pay their dues. We have some sponsorship from banks for the Spring conference and we also have scholarship money from EAC. There were some late payments for the HS counselor workshop. Expenses include the RMASFA conference fee for Brenda and the HS counselor workshop expenses. We have expenses this year for the awareness committee but not all of these are posted yet. Aman Collection Agency might not renew their membership, but maybe Progressive with Carl Perry will, as most employees from Aman went to Progressive and Progressive now has the Dept. of Ed. contract. On the Savings summary, the US Bank CD renewed just 2 weeks ago. Monica made the motion to approve the minutes. David seconded the motion. All members were in favor, the motion passed.
    2. Secretary: Monica handed out the revised Policy and Procedure Manual and the revised Executive Calendar. These revisions have also been posted to the website.
    3. Past President: Brenda did not have a report.
    4. President Elect: David reported that he is going to the Leadership Conference with Laura in March. David has requested issues from the membership, which they might want addressed. They will meet with Senator Thune Monday afternoon and staff members for Senator Johnson and Representative Herseth later. Grace Bick has agreed to run for President Elect. David also talked to one individual for an at Large Member. He wants to try to get non-active members involved, tribal colleges and beauty schools. In the month of April, David will have his slate of candidates to be available for voting in May. We need 2 members at large, a Secretary and a President Elect. The Council discussed several people to ask.
  5. Report of Standing Committees:
    1. Education Committee:
      1. High School Counselor Sub-Committee: Val reported that she has the evaluations. They looked really good. She handed out copies of the evaluations to the council members. Val handed off the materials to David for the next year's workshop. Printing costs this year were really high, last year the printing was done in house at Augustana, as it was wholesale versus retail, so if a school has a print shop it is a lot cheaper. Can we set up the registration for the workshop, so that they go to each site coordinator. It is helpful for the site coordinator to have a list of registrants, if they have to send directions and they can have sets of material with names ready for everyone before they arrive. Can we get more of the different parts of the book from the Dept. of Ed., therefore it would not cost us as much. Most of the HS Counselors have the 3 ring binder all ready. We would like to have the workshop advertised it in the newsletter from EAC and have Tom Cool, advertise it to the counselors through his resources. It is helpful for the site coordinator to have a list of registrants, so that if they have to send directions and can have sets of material with names ready for everyone before they arrive.
      2. Awareness Sub-Committee: Monica discussed College Goal Sunday and asked if this could be offered as a general session for the upcoming Conference. We need membership buy-in for this project before we apply for a planning grant. For Awareness Month, the printing costs were not picked up by the National Guard, the committee overspent their budget of $1500, $1654 was actually spent. The chat event did not go over well, there were only 5 actual questions. We will not continue the chat event.
      3. Conference Sub-Committee: Val passed out the agenda for the conference, with a fishing theme. She would like to take a vote on the College Goal Sunday at the business meeting. If members are not ready, then voting could be done on line. The Awareness Committee will need to send out blurb about College Goal Sunday beforehand to the membership. DOE training will be on Managing Audits and Program Reviews. Do we need to register for DOE training separately from the conference? Yes. Registration for the conference will start as soon as Val gets in touch with Diane at EAC. Room reservation deadline is March 7. We have the entire lodge with the dinning room across the street. Representatives are coming from Thune, Johnson and Herseth for the Reauthorization panel.
    2. Review Committee: No report, as the review was done in January, which went well. They did notice that Brenda was not reimbursed for the RMASFAA conference registration fee.
    3. Committee of Record:
      1. Membership Information Sub-Committee: Pam sent in a report to Brenda. She is working on the website. March 25-27 is the spring conference for 2006 at the Ramkota Events Center in Watertown, a brand new place just being built. A trip is planned to the Redlin Center. David mentioned that according to the Policy and Procedure Manual, the only people that can sign contracts are members of the Executive Council.
    4. Recognition Committee: Brenda has the listing from Pam for years of service, in looking for milestone people we have about 11-13 people. These people will receive plaques, which are a cost to the association. The Past President does have the discretion to not award some of the people who have not been active members of the association. She is going to ask for nominations for the Douglas Steckler award and the outstanding service award.
  6. Old Business
    1. Unclaimed Cash-Brenda researched the unclaimed cash from the state and we claimed $75.00 after much research and paperwork.
  7. New Business:
    1. Approval of New Memberships: None to approve.
    2. Website & membership updates: Laura wants to put the reimbursement forms as a separate link on the website and some other forms. We have seen the shell of the website, but it is not done yet. The membership listing and the directory do not match on the website. When an institution is billed for the membership dues a copy of the people at the institution is included. Then the information is asked for again from the membership information committee. Can we move the membership information requests and registration to the website? We need to integrate both the membership and directory together.
    3. Bank Accounts/Second Signatures: Laura reported that the bank had concerns that she is the only signer on the accounts. Should we have the President Elect sign at the same time as the treasurer changes, that way we would have a backup signatory in case something happens. Laura will look into whose name is on the CDs.
    4. Leadership Conference Ideas: David already sent out a request for ideas.
    5. Professional Development Scholarships: Val drew names for the EAC Professional Development Scholarship, Shanna Frey from NAU, Ken Kocer at Mt. Marty, Cheryl Bullinger at NAU. When they have used their scholarship they need to submit a synopsis of how they were used, which is then submitted to EAC.
    6. Service Awards: Discussed previously.
    7. 2005 Budget: Income was figured on about 55 Registrations and based on the good sponsorship from last year. March 7th is the deadline for sponsorships. RMASFAA moved to an annual sponsorship, do we want to move to this, so that we can plan better. Other organizations have different levels of sponsorship and then different privileges depending on the level of sponsorship. Val will get more information and then make a proposal to the council at the next meeting. Laura will give Val the information on how much support we have had in the past. Plaques could be given to the member supporters with a yearly attachment for the sponsorship level. Membership dues is high on the budget as we did not receive as many as we planned on. Meals are higher at the lodge for the Spring Conference but we probably will not spend as much as budgeted for the speaker/entertainment. We can probably save on the HS counselor workshop if we get more materials from the Dept. of Ed. Awareness is actual costs. The RMASFA conference expense from the budget was removed, as her college will cover this. David made the motion to accept the budget as proposed with the opportunity to revise it as needed. Emily seconded the motion. All members were in favor, the motion passed.
    8. Committee Assignments-Val handed out the assignments. An asterisk designates the council liaison. Monica advised that Peggy Kuck is the chair for the 2005 Awareness Committee. The registration fee for the Spring Conference is now changed to $50. We need to look at having a registration option of only 1 day for future conferences.
    9. Annual Sponsorship: Discussed previously.
    10. RMASFAA Conference 2008-Sioux Falls this time. Val will check on dates and areas. Possible hunting theme, but we need to make sure the dates do not coincide with the opening day of any of the hunting seasons. Val will bring it up at the Business meeting for people to think about this. Mary Anne has volunteered to co-chair, we need another co-chair from the Sioux Falls area. Val will have signup sheets for committees at the Business meeting.
    11. We received a Thank you from the Wold family for the donation to hospice. Brenda passed this around.
  8. Announcements:
    1. Fall 2005 Decentralized Training: Will be November 15-16, 2005 at Chamberlain.
    2. Spring 2006 Conference: March 27-29, 2006 in Watertown.
    3. Next Meeting: We will meet at the Spring Conference on Monday, April 4, 2005 in the morning. For the summer meeting could we meet either in mid-June or in August? We will have to decide in at the Spring meeting. We could shorten the meeting for Spring, if we do not have a lot to cover.
  9. Adjourn: David Made the motion to adjourn the meeting. Julie second the motion. All members were in favor, the motion passed. The meeting was adjourned at 2:35 P.M.
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