SDASFAA Business Meeting
Minutes for March 17, 2004
Sioux Falls, SD

1. Call to Order: Brenda Murtha called the meeting to order at 9:03 a.m. Members present: Pam Lane, Past President; Ruth Hanson, Treasurer; Monica Gannon, Secretary; Julie Hamer, Member at Large; Denise Grayson, Member at Large; Carol Bogaard, Member at Large; Ken Kocer, Member at Large; Jean Rock, Associate Member; Todd Otterberg, Rich Coplan, Grant Uecker, Wilma Hjellum, Mary Anne Whitman, Carolyn Halgerson, Renee Leach, Dick Battig, Rosie Jamison, Donna Johnson, Tammy Carlson, Glen Poppinga, DW Eiler, Lynn Murphy, Wade Peterson, Lynette Grabowska, Heather Doe, Grace Bick, Clarence Shoemaker, John Rohlbach, Jason Wanlach, Mike Flahaven, Emily Studenski, Sharon Kienow, Deb Henriksen, Jennifer Wuebben, Cody McMichael, Hillary Summers, Laura Olson, Rachel Gunn, Nicole Popp, Vikki Van Hull, Jackie Payne, Peggy Kuck, David Martin, Judy Nearman, and Jim Fischer.
2. Approval of Agenda: Brenda distributed the agenda. It was recommended to add to the agenda Committee Reports and Recognition Committee. Deb made the motion to approve the agenda as amended. David seconded the motion. All members approved the motion, the motion passed.
3. Approval of Minutes: Monica advised that the minutes of the April 16, 2003 Business Meeting were posted to the web and that all members were previously invited to read through the minutes. Grant made the motion to approve the minutes as posted to the web. Wilma seconded the motion. All members approved the motion, the motion passed.
4. Officer Reports
   1. Treasurer: Ruth passed out the final balance statement for the 2003 year. Expenses included sending Pam, the president, to the NASFAA conference. The ending balance of the checking account included the Professional Development scholarships for 2003, as they had not been used yet. Ruth also passed out a balance statement for this year through March 12, 2004. All memberships have been paid. We currently have 48 paid members. Most of the registration fees and conference sponsorships have been paid, but all of the expenses have not been logged yet. As a result the current checking account balance is higher. Membership dues look lower on the 2003 balance sheet compared to the 2002 balance sheet, as most of the 2003 membership dues had been deposited in 2002 when they came in, even though they were for 2003. For the 2004 balance sheet Ruth held the membership dues and did not deposit them until the 2004 year. Grace made the motion to approve the report as presented. Glen seconded the motion. All members approved the motion, the motion passed.
   2. Secretary: Monica explained that the business meeting minutes are posted to the website once the Executive Council has read them over. The Executive Council meeting minutes are posted to the website once the Executive Council has approved them.
   3. Past-President: No report by Pam. But David asked Pam to have the website corrected in regards to access of the meeting minutes. He would like it if when clicking on the meeting minutes the site would take you directly to only those minutes, not all of the cumulative minutes.
   4. President-Elect: Pam presented for Val as Val was not here. Pam advised that except for logistics problems Val had a good leadership conference. When Val talked to the legislative aides, the aides advised that the loan limit increases would probably not pass. The aides were looking more at increasing the Hope and Lifetime Learning tax credits.
   5. President: Brenda was glad, she has almost made it through the conference and thanked her conference committee who really just pitched in and did it. Brenda handed out her budget for the year. She has used a bit of a transfer from savings to balance the budget, as Pam did last year. Pam did not wind up using it, and Brenda hopes she will not have to either.
5. Reports of Standing and Special Committees
   1. Education Committee : Mary Ann reported that they had met and will be holding the Support Staff workshop in Aberdeen on Nov 4 & 5, 2004; pending confirmation of the hotel. The committee is looking for ideas for training. Deb advised that Nov. 4 & 5, 2004 is the EDE conference, which means they could not send anyone from their office. Mary Ann will look at that and reschedule.
      1. High School Counselor Sub-Committee: Brenda advised that they did not meet as Val is the chair of that committee. Brenda recapped the committee events, she recognized the site committee. There were 127 participants last year, and a summary of the evaluations will be sent to the site coordinators. Overall the counselors loved the personal touch and the scores were in the 2.7 - 3.0 range on a 1-3 scale.
      2. Awareness Sub-Committee: Monica reported that chat night seemed to have better participation this year. Although the number of participants is still down, the questions were better. Next year we plan to promote the chat night and hope to put out a flyer regarding the chat night in the guidance counselor's state meeting information packet. We will be updating the SDASFAA Awareness brochure that EAC printed for us. We would still like to have the Career Quest game online, but that project has been stalled.
      3. Conference Sub-Committee: Brenda wanted to formally thank the committee for all of their hard work and all of the different parts of the committee: program, entertainment, registration, site, and her staff at the office that really worked hard to put this together for us.
   2. Review Committee: Donna advised that the committee met in January at Killian and made recommendations of changes to the balance sheet, the timing of the deposits of the membership and high school counselor monies. The committee also suggested that checking, savings and CDs have a separate balance sheet. Reimbursement expenses need to have a description on the form. Denise said that the board has accepted the recommendations, but they were wondering why these changes were recommended. Donna advised it would clarify the accounts and make it easier to understand and less confusing.
   3. Committee of Record: Grant is continuing to gather photos, information, and posted meeting minutes. He has gone beyond the file cabinet and added a box.
      1. Membership Info. Sub-Committee: Pam reported that the committee met yesterday. Diane Francis and Pam got together last month and worked on the website update. The background of the website will have a building and some paperwork. The committee looked at all of the information on the website and what other states have on their website and have done a lot of reorganization of the information. Pam's goal is to have all of this completed by the end of November. Pam would like any comments and recommendations that the membership has.
      2. Recognition Committee: A President's award was given to Diane Francis in recognition for her work on the website. The Douglas Steckler award was given to Marlene Seeklander. The Outstanding Service award was given to Cody McMichael. The Committee of the Year was the H.S. counselor Sub-Committee. The following Committee Chairs were recognized: Education Committtee-Marlene Seeklander
         Awareness Committee-Starla Russell
         H.S. Counselor Workshop Committee-Brenda Murtha
         Committee of Record-Grant Uecker
         Review Committee-Donna Johnson
         Recognition and Membership Info. Committee-Cody McMichael
         
         The following 2003 Executive Council members were recognized:
         President Elect-Brenda Murtha
         Past President-Cody McMichael
         Secretary-Monica Gannon
         Treasurer-Ruth Hanson
         Member at Large-David Martin
         Member at Large-Val Weisser
         Member at Large-Denise Grayson
         Member at Large-Ken Kocer
         Associate Member-Jean Rock
         
         The following years of service were recognized:
         10 Years
         Judy Dopenmueller
         Jared Gunhammer
         Deana Hauge
         Diana Shotwell
         
         15 Years
         Rich Coplan
         Lisa Gross
         Lane Halverson
         Peggy Kuck
         Cheryl Lahe
         Lynn Murphy
         Dave Zahn
         
         20 Years
         Ruth Hanson
         Deb Henriksen
         Holly Schirado
         
         25 Years
         Jay Larsen
         Brenda Murtha
         
         30 Years
         Grant Uecker
         
   We will be cleaning up the years of service list. The Past-President will also use some discretion in the awards, according to members who have been active in the association.
   
   
6. Old Business:
   1. SDASFAA Constitution: Brenda advised that the SDASFAA Constitution is now posted on the website. It has also been updated. The Policy and Procedure manual is updated on the website also.
   2. Secretary's Term of Office: The term has now been increased to 2 years as the amendment to the constitution was passed and the constitution has been updated.
   3. Committees for 2004: Brenda passed out the listing of committees. Brenda did assign some people to committees as they did not volunteer. If you would like to change let Brenda know.
   4. Policy and Procedure Updates: Each Executive Council committee liaison this summer will look at the Policy and Procedure Manual for updates to this document. Updating this manual does not require a vote of the membership but changes to the constitution do require a vote of the membership.
7. New Business
   1. Vote on Constitution Change: An e-mail regarding the review of ethics by the review committee was sent out the membership on the listserve 30 days prior to this vote. The change to the constitution would be to delete this provision for the review committee. We do care about ethics but we use the code of ethics from NASFAA and we do not have power over this. Brenda made a motion to change the constitution as stated in the e-mail. Brenda called for a vote. All members approved the change to the constitution, the motion passed. Monica will make the changes to the constitution.
   2. Fall Decentralized Training: Fall Decentralized Training will be at the Cedar Shores resort for Nov. 15 & 16, 2004. Brenda will send a message to the membership on the topics.
   3. Other: None
8. Announcements
   1. 2005 Conference: Deb Henriksen advised that the conference will be West River and the location and dates are yet to be determined.
9. Adjourn: Grant made a motion to adjourn the meeting. Sharon seconded the motion. All members approved the motion. The meeting was adjourned at 11:02 a.m.