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Monday, March 26, 2007
Holiday Inn
Spearfish, SD
CALL TO ORDER: Grace Bick, President, called the meeting to order at 8:40 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 Kim Nida, 2007 Members at Large.
Absent:
Kateri Montileaux and Kristy O'Kief, 2007 Members at Large.
APPROVAL OF AGENDA: 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, and a content change.
Patti made a motion to approve the February 27, 2007, meeting minutes as amended, seconded by Kim. All members were in favor, and the motion passed.
OFFICER REPORTS
Secretary: Starla reported that the DRAFT and FINAL meeting minutes are being posted to the SDASFAA website without any difficulties.
Treasurer: Laura provided the updated copy of the Balance Sheet from January 1, 2006 to December 31, 2006. The Balance sheet from January 1, 2007 through March 23, 2007 was also distributed.
Laura reported that the Review Committee questioned the significantly high balance that ended the 2006 year, as compared to the 2005 year. There are a few things that explain the increase in revenue being carried over. For example, the College Goal Sunday program has covered some of the expenses that SDASFAA has traditionally covered. Laura plans to give a report during the Business Meeting on Wednesday, March 28, 2007.
David suggested that conversations be had with the Associate Membership to discuss investing some of the carry over funds in CDs, etc., rather than carrying it over in the checking account. Cindy suggested that the Board in November enter into that conversation.
Cindy made a motion to approve the Treasurer's report, seconded by David. All members were in favor, and the motion passed.
Past-President: David indicated he had other items that he would report on later in the meeting.
President-Elect: Cindy indicated she had other items that she would report on later in the meeting.
President: 2007 RMASFAA Conference: Grace reported that she attended the RMASFAA Board Meeting on March 10-11, 2007. The RMASFAA Conference will be held in Breckinridge, Colorado on October 21-24, 2007.
Laura made a motion to approve the President's report, seconded by Kim. All members were in favor, and the motion passed.
REPORT OF STANDING COMMITTEES:
These reports will be given at the business meeting on Wednesday, March 28, 2007.
OLD BUSINESS
Approval of the SDASFAA Budget: Grace had provided the revised budget for consideration.
Discussion and vote on SDASFAA paying some RMASFAA co-chair expenses: Grace has included a budget item for David Martin and Mary Anne Whitman, who are acting as Co-Chairs of the 2008 RMASFAA Conference, to attend the 2007 RMASFAA Conference in preparation for the 2008 RMASFAA Conference to be held in Sioux Falls, South Dakota. H.1 of the P&P indicates an approval requirement.
David reported that the 2008 RMASFAA Budget will cover both his and Mary Anne's expenses to attend RMASFAA 2008.
Grace will include the funding for the 2008 RMASFAA Co-Chairs (David Martin and Mary Anne Whitman) to attend the 2007 RMASFAA Conference in Colorado in her proposed budget. David had visited with Mary Anne regarding her anticipated expenses, which she indicated she would not be submitting her expenses through SDASFAA. Rather, EAC will likely report this as in-kind contribution to SDSAFAA. Regardless, Grace will make the offer to Mary Ann
Cindy made a motion to approve the budget, seconded by Corey. All members were in favor, and the motion passed.
Board input on potential candidates for 2008 offices: David reported that he, Grace and Cindy will be approaching the SDAFAA membership to consider running for office for the 2008 SDASFAA Board. It appears we may have a commitment from one member to run for the Treasurer position. The positions up for election are as follows:
President Elect (3 year commitment)Update on Memberships and Sponsorships: Laura reported that nearly all of the members have renewed their membership. The Cheyenne River Sioux Tribe, Flandreau Santee Sioux Tribe, NSLP, and the U.S. Department of Education Region VIII did not renew. The Enrollment Service Center located in Vermillion renewed in 2007 after not being a member in 2006.
Secretary (2 year commitment)
Treasurer (3 year commitment)
Two Members at Large (2 year commitment)
Laura also reported that the membership application for Regent has been accepted. She submitted to them the sponsorship information and the registration materials for the 2007 SDASFAA Conference. She has not received anything further from Regent.
Update on rewriting the P&P Section 6.b: David made a motion to include the sentence "The committee responsibilities include planning and coordinating appropriate SDASFAA student financial aid awareness initiatives. The College Goal Sunday (CGS) program, as a primary initiative, involves coordinating assistance from the SDASFAA membership and other partners for implementation. The committee will coordinate other awareness programs to provide information and assistance to help students, families, and schools in publicizing college student financial planning and financial aid opportunities. The committee shall consist of a minimum of four members appointed by the President." to be added to Section 6.b of the P&P, seconded by Patti. All members were in favor, and the motion passed.
Discuss and act upon lack of mention in the P&P about providing information on current legislative issues that are in the by-laws for the education committee: Cindy indicated that the P&P should also reflect that the Education Committee be responsible for keeping the membership updated with current legislative issues, as the By-Laws reflect.
David made a motion to include the sentence "In addition, this committee will provide information to the members on current legislation related to student financial aid" be added to the end of the Education Committee responsibilities in the P&P, seconded by Laura. All members were in favor, and the motion passed.
NEW BUSINESS
Discuss audit review question about overpayments from schools for workshops: Cindy reported that the audit committee learned that three schools who registered for the SDASFAA High School Counselor's Workshop did not attend. Laura asked for the Board's input on refunding the schools their $5.00, for a total of $15.00.
Cindy made a motion that anytime SDASFAA receives an overpayment, that SDASFAA contact the organization/members to inform them of the overpayment.
Grace amended the motion to include that discussion regarding refunding any potential overpayments would be considered after the event has occurred.
Discussion included the idea of drafting a separate policy and that addresses an overpayment policy and a cancellation policy.
Cindy withdrew her motion.
It was the board's recommendation that overpayments be addressed at the end of the event for which the overpayment occurred.
David made a motion that based upon the Audit Committee findings, the Treasurer return funds to the three schools who overpaid their 2006 High School Counselor's Workshop fee, and henceforth, we will determine after an event if an overpayment has occurred, and a refund has to be processed, seconded by Corey. All members were in favor and the motion passed.
Cindy asked that the Board consider addressing a cancellation policy and it be discussed at the next board meeting. Grace has appointed Laura to chair the committee, who will appoint other members to develop a cancellation policy for presentation to the Board during their next meeting.
NASFAA Leadership Conference Report: Cindy reported that despite adverse weather conditions, she did make it to the Leadership Conference. Cindy asked the board to consider researching the purchase of liability insurance and bonding the Treasurer of SDASFAA. Additionally, the Board should consider housing the treasurer's reports and documents at another location for back-up purposes.
Grace asked Cindy to research insurance and bonding opportunities for SDASFAA, and report back to the board. The Committee of Record already has the general treasurer's information. However, Laura had placed everything for the past three years electronically. Laura can send these documents to EAC, if it is determined that they would be willing to store the details of the treasurer's records.
Cindy also reported that the St. Louis office is behind 12-16 weeks in processing National Guard Benefits. Cindy learned that other offices that process these benefits are behind only three weeks.
Update on RMASFAA 2008 - South Dakota: David reported that he has a lot of information that he will be sharing with the committees during this afternoon's RMASFAA conference sessions.
Update on Membership Renewals: Laura had reported this item under Old Business, update on Membership and Sponsorships.
Regents Education request for membership: Laura had reported this item under Old Business, update on Membership and Sponsorships.
Proposal from K Bar S Lodge to hold 2009 Conference: David reported that those paying the conference rate will have the continental breakfast included in their room fee. The breakfast fee, however, is not covered those who get state rates. David recommended that that year's conference chair inform the hotel what the registration fee includes. If the conference fee includes breakfast, SDASFAA would need to pay for only two meals, the Tuesday lunch and Tuesday dinner. Therefore, the conference committee may want to look at the registration fees, which could be less that it has been in previous years.
Cindy made a motion to continue negotiations with K Bar S Lodge for the 2009 conference, seconded by Patti. No discussion. The motion passed.
Phone Call asking that Best Western RAMKOTA Hotel in Aberdeen be considered 2012: Grace reported that she received a phone call inquiring about hosting the SDASFAA Conference in 2012 in Aberdeen at the Best Western RAMKOTA. This is a discussion item for future planning.
EAC Scholarship: Grace reported that all of the scholarship recipients were contacted and are planning to use their awards.
The scholarship recipients are:
- Deb Wiemers - USD
- Brenda Murtha - Augustana
- Mindy Scholten - CTU
- Juanita Robideaux - Sinte Gleska
- Denise Grayson - DSU
- Shirley Brownell - BHSU will also use a scholarship as one of the 2006 scholarships were not utilized.
Alternate 2 - Mindy Haerer - NAU
Alternate 3 - Irene Vanderbush - SDSM&T
Alternate 4 - Mike Niles - SDSU
ANNOUNCEMENTS
Next Meeting - July, 2007. The details of the next meeting will be determined at a later date and forwarded to the committee members.
ADJOURN Laura made a motion to adjourn the meeting, seconded by David. No discussion. The motion was passed, and the meeting adjourned at 10:40 a.m.
Respectfully Submitted,
Starla Russell,
Secretary
South Dakota Association of Student Financial Aid Administrators
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