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SDASFAA BOARD MEETING
Tuesday, February 27, 2007
Al’s Oasis - Chamberlain, SD
CALL TO ORDER: Grace Bick, President, called the meeting to order at 10:00 a.m.
Members present: Grace Bick, President; David Martin, Past-President; Cindy Swinson, President-Elect; Starla Russell, Secretary; Laura Olson, Treasurer; Corey Rabenberg, 2007 Associate Member; Patti Klinkhammer and Kristy O'Kief, 2007 Members at Large.
Absent:
Kateri Montileaux and Kim Nida, 2007 Members at Large.
APPROVAL OF AGENDA: David passed the gavel to Grace Bick. Grace asked for a motion to accept the agenda. Laura made a motion to accept the agenda, seconded by Cindy. No discussion followed. The motion passed.
APPROVAL OF MINUTES FROM LAST BOARD MEETING: Starla distributed the minutes that contain proposed changes by David, which were changes of spelling and grammar, rather than content. A few grammatical changes were also made during the meeting.
David made a motion to approve the November 12, 2006, meeting minutes as amended, seconded by Corey. All members were in favor, and the motion passed
OFFICER REPORTS
Secretary: There was no report given.
Treasurer: Laura provided copies of the Balance Sheet from January 1, 2006 to December 31, 2006. The year began with a checking balance of $4,133.17. The 2006 income totals $32,553.07, and the expenses in 2006 total $22,210.11. The total ending balance is $12,486.13. Since the University of Sioux Falls is the fiscal agent for College Goal Sunday, the income and expenses will no longer be reflected on the SDASFAA Balance Sheets.
Laura also provided copies of the Balance Sheet for SDASFAA's assets from January 1, 2006 to December 31, 2006. Laura also provided copies of the Balance Sheet from January 1, 2007 to February 26, 2007. The year began with a checking balance of $12,486.13. The 2007 income totals $17,700.79 and the expenses in 2007 totals $754.20. The total ending balance is $29,432.72
Laura will provide corrected copies to the members via e-mail as the ending checking balance reflected in 2006 is inflated by approximately $1,900.90.
Kristy made a motion to approve the Treasurer's report, seconded by Patti. All members were in favor, and the motion passed
Past-President: David reported that he will make the majority of his comments during the agenda items that are noted
President-Elect: Cindy reported that she will attend the 2007 NASFAA Leadership Conference and the meetings in Washington, D.C. on Friday, March 2, 2007. Cindy has scheduled meetings with South Dakota's congressional delegation.
President:
2007 Committee Appointments: Grace distributed a list of the committee appointments for 2007. Robert Proudy from Mount Marty has asked to be removed from the 2008 SDASFAA Conference Sub-Committee. All members who responded were given their first or second choice for committee assignments. Grace reported that she received good responses from the SDASFAA membership regarding committee assignments. Kristy O'Kief's name is misspelled on the list. Grace will correct that. Laura Olson will replace Renee Leach on the 2008 SDASFAA Conference Sub-Committee.
Report for RMASFAA upcoming meeting in March: Grace reported that she will be attending the RMASFAA Spring meeting on March 10-11, 2007, in Salt Lake City, UT.
College Goal Sunday: Grace distributed copies of the College Goal Sunday Summary that was provided by Jay Larsen. This will provide a basis for discussion for the meeting at the 2007 SDASFAA Conference.
REPORT OF STANDING COMMITTEES:
These reports will be given at the business meeting on Wednesday, March 28, 2007.
OLD BUSINESS
Report and agenda for SDASFAA conference in Spearfish, March 2007: Grace distributed the registration and agenda information for the 2007 SDASFAA Conference. The theme is "Financial Aid a Beacon to Education". Clark Wold from EAC will be presenting a session on new and updates on regulations regarding the student loan industry. Grace asked that program ideas for Native American institutions be considered since those institutions do not participate in the student loan programs. David expressed concern about segregating those institutions from the other institution's workshops. Perhaps scheduling more breakout topics that address Native American and other issues may be better received.
It was recommended that Grace meet again with her conference committee to revisit the agenda and re-work the agenda items and times of the various sessions.
High School Counselor Workshop December 2006 report and copy of evaluations: Grace distributed the summary of the 2006 workshop, including evaluations. It was recommended that the NASFAA be asked to review their PowerPoint presentation for ease in presentation, as well as addressing more of the electronic means of completing the FAFSA. The July 2007 meeting agenda should include an item to address and update the master calendar. Laura reported that a few of the high school counselors she contacted did not know about the workshop. Perhaps a postcard reminder or an email (not through the high school counselor listserv) could be mailed to the counselors. Cindy recommended that this be sent later in the year, rather than in June of each year.
Recognition of your Past Service to the Fin. Aid Profession: David reported that Rich Coplan is retiring in June 2007. Recognition of him and others who have the requisite years of service will be held at the 2007 SDASFAA Conference. David reviewed the information on the years of service of members. It appears there are a few members who may not have been recognized, so appropriate recognition will be held during the upcoming conference. David will forward the updated master information to Grace.
Memorials given clarification needed: Grace reported that she located the information on the P&P, therefore no clarification is needed. There was discussion regarding the definition of immediate family as noted in the P&P. It was recommended that the definition remain as it is.
The meeting was adjourned temporarily for lunch at 11:45 a.m. The meeting reconvened at 12:45 p.m.
NEW BUSINESS
NASFAA Leadership Conference update: Cindy gave this report during her president-elect's report. Cindy will send an email to the listserv asking for any suggestions that the membership would like to bring forward to NASFAA during the conference.
Update RMASFAA 2008 - South Dakota: David reported that volunteers have been assigned to subcommittees for the RMASFAA 2008 conference planning committee. David will send an updated list to the listserv. Cindy asked if updates will be forwarded to the committee chairs, i.e., budgets. David will solicit an estimated budget from the various committee chairs, as both he and Mary Ann will be required to provide an estimated budget to RMASFAA in the Fall 2007. Cindy also asked if the committee chairs will be able to meet together before they meet with the members of their committees. David has asked that Grace include a timeslot for the committee chairs to meet before they meet with their members during the 2007 SDASFAA conference.
Slate of candidates for Open Positions in 2007: David has requested that the board members give any ideas as to candidates for the following positions that will be up for election for 2008: two new at-large members, a secretary, a treasurer, and a president-elect. Two candidates are required for each position, according to the Policies and Procedures. David suggested that perhaps private and proprietary institutions look at putting forth a candidate for the president-elect position in light of the fact that the last three presidents have come from public institutions.
Developing 2007 Budget: Grace distributed the 2007 budget. Laura distributed the 2007 sponsorship list and reviewed the annual sponsorships and compared it to 2006. Laura also indicted that this is the first year the membership renewals were sent electronically, rather than in a paper format. Those institutions and associate members who did not renew electronically were sent a paper renewal notice.
Grace reviewed the line items of the purposed 2007 budget. Following are some of the budget items were increased/decreased:
Postage +$50.00
Miscellaneous -$50.00
Support staff workshop +$1,500.00
RMASFAA Executive Board (for David Martin) +$100.00
RMASFAA Fall 2007 Conference (for David Martin) +$100.00
Revenue from the high school counselor's workshop has decreased slightly. It was recommended that a postcard or email reminder be sent to the high school counselors for the 2007 year to increase the revenue.
In 2008, there will be 2 members sent to the NASFAA Leadership Conference; therefore, the 2008 proposed budget will need to reflect that increased cost.
Cindy inquired about having more direct contact with associate and members regarding membership renewals and sponsorship renewals.
Grace will re-work some of the budget items and will send an updated copy of the budget to the board members. David made a motion to approve the budget with the modifications as discussed, seconded by Cindy. No discussion. The motion passed.
Elimination of Membership Dues (or increase of membership dues): Grace had reported that there are some states that are moving away from having membership dues. The SDASFAA board feels the membership dues are critical for the operations of SDASFAA. The dues will remain.
Registration Fees for Upcoming SDASFAA Conference in Spearfish: Grace set the conference rate last week in order to get the registration process started for the 2007 Spring SDASFAA conference.
2006 Review/Wrap-up of Books - Plan for Review Committee: Laura reported that in March the 2007 books need to be reviewed by the Review Committee. That meeting will be scheduled in Sioux Falls within the next two weeks, and a report compiled and presented during the Business Meeting.
Concerns for Laura about an independent audit, if applicable: Laura will research auditors who may be able to conduct the audit of the SDASFAA books. This issue came to light with the College Goal Sunday grant application. Audits are required for an organization if there is three years of an average income of $25,000. SDASFAA may be reaching this within the next few years.
Reviewing procedure for Review Committee to review books as last year:
Discuss merits of Committee meeting beginning of conference: Laura reported that this meeting was held during the conference in 2006 because there was not a budget item. There has been a budget item added for 2007, therefore, this meeting will occur in March 2007.
Discuss adding some thing to P&P about authorizing travel if necessary for any legitimate committee if they are required to meet other then at General Conference: There was some discussion relating to travel expenses that may be needed for SDASFAA committee members to travel to locations to hold meetings, if necessary. The Board recommended that if the chair of the individual committees need a these expenses to be met, they must submit it a budget to the SDASFAA President.
Update on Membership renewals: Laura distributed information on associate membership renewals on a previous topic.
Sponsorship totals as well as "in-kind" support: Laura reported that she had four members report back on "in kind" support. EAC and SLFC have may have significant "in kind" support, but they have not responded to Laura's request. No further action is needed on this.
Campus Door became Member on 12/14/2006: Laura reported that Campus Door became a member within the last few months. They would also like to attend the Spring 2007 SDASFAA Conference.
Application from Regent: They are located out of San Francisco, CA and have submitted their application and membership fee of $75.00. Laura read their cover letter regarding their membership application. They would also like to attend the Spring 2007 SDASFAA Conference. David made a motion to accept Regents' application to SDASFAA membership pending an inquiry of their membership to RMASFAA and NASFAA or one of the other state associations. If they are not a member of one of those organizations, then query the individual state presidents within RMASFAA to determine if Regent's is a member of one of their state associations. If they are not a member, we will confer via email to discuss their membership prior to the 2007 SDASFAA Conference. Grace seconded the motion. The motion passed.
Sioux Falls campus request for membership: Grace has reported that Vikki Van Hull is a new member under USD. She works for the University Center on behalf of the three universities (USD, SDSU, DSU).
EAC Scholarship:
Request from Carrie Johnson, SDSU, to carry forward her 2006 PDA to 2007: David reported that medical reasons prevented Carrie from utilizing her professional development award in 2006, and has requested that she be able to use it in 2007. David made a motion to enable Carrie to utilize her 2006 EAC PDA during the 2007 calendar year. Patti seconded it. The motion passed.
Discussion and vote on making the EAC Professional Development Awards at the first SDASFAA Board meeting: Laura reported that EAC has indicated they will be donating the $1,500.00 toward professional development scholarship. The funds have not yet been received, and Grace will follow up with Mike Mutziger at EAC. Kristy made a motion to draw for the professional development scholarships and Laura seconded it. The motion passed.
The scholarship recipients are:
1.) Deb Wiemers - USD
2.) Brenda Murtha - Augustana
3.) Mindy Scholten - CTU
4.) Juanita Robideaux - Sinte Gleska
5.) Denise Grayson - DSU
Alternate 1 - Shirley Brownell - BHSU
Alternate 2 - Mindy Haerer - NAU
Alternate 3 - Irene Vanderbush - SDSM&T
Alternate 4 - Mike Niles - SDSU
The recipients will be notified by Grace and asked to respond by March 7, 2007, if they will be able to use the award in the calendar year of 2007. Awards for those who are not able to utilize their award will be re-awarded to the alternates in the order in which they were drawn.
Corey departed from the meeting (2:10 p.m.).
Concerns from Laura about process and certificate: Laura reported that all of the 2006 recipients, except for Carrie Johnson, utilized the funds for professional development. All funds have been utilized. There is a deadline of December 20th of the calendar year for recipients to submit their reimbursement forms.
Update on IRS review: This agenda item was not discussed. However, this is an agenda item that will need to be added to the master calendar for a responsibility of the Treasurer as an item that is needed every two years. This item should be included as a line item on at least one agenda each year as a reminder to the Treasurer. Cindy will review the master calendar for possible inclusion, if it has not yet been included.
Information on a possible West River SDASFAA 2009 Conference Site: David distributed information from K Bar S Lodge in Keystone, SD, for consideration of a future SDASFAA conference site.
Report from Recognition Committee on Treasurer: Grace reported that Laura is still employed in the financial aid industry, and the committee has recommended that Laura remain as treasurer.
ANNOUNCEMENTS
Next Meeting - Monday morning 8:30 a.m. March 26, 2007, Spearfish, SD: The next meeting will be held during the 2007 SDASFAA Conference at the Holiday Inn in Spearfish, SD.
ADJOURN
David made a motion to adjourn the meeting, seconded by Grace. No discussion. The motion was passed, and the meeting adjourned at 2:35 p.m.
Submitted by:
Starla Russell
Secretary of SDASFAA
South Dakota Association of Student Financial Aid Administrators
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