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SDASFAA Executive Council Meeting
Monday, March 27, 2006 – 9:00 a.m. Central
Watertown Events Center
Watertown, SD
Call to Order
David called the meeting called to order at 9:10 a.m.
Members present: David Martin, President; Grace Bick, President-Elect; Val Weisser, Past-President; Laura Olson, Treasurer; Starla Russell, candidate for Secretary; Sharon Martin, Kateri Montileaux, and Emily Studenski, Members at Large.
Absent: Mike Mutzinger, Associate Member; Kim Nida, Member at Large.
Appointment of SDASFAA Secretary
Starla Russell has volunteered to assume the responsibilities of the Secretarial duties of SDASFAA, which were vacated by the departure of Carol Bogard who has accepted a position outside the financial aid profession. Grace motioned that Starla be appointed as the new SDASFAA secretary. Laura seconded the motion. No discussion. The motion passed.
Approval of the Agenda
David distributed the agenda. Sharon made a motion to approve the agenda. Valerie seconded. The motion passed.
Approval of the Minutes
David distributed the minutes that contain his proposed changes, which where were changes of spelling and grammar, rather than content.
Laura questioned page 3 last paragraph. "Associate members will be asked through a follow-up letter to track in-king support so recognition can be given." Laura asked who would be sending the letter. David recalled that discussion surrounded the associate member delegate sending the letter. However, Mike Mutzinger could likely provide more input on this topic. The purpose is to recognize the in-kind support given by the members, rather than the amount. Laura feels the letter should come from an associate member. David will contact Mike for his input and clarification and report back to the Council.
Emily made a motion to approve the February 13, 2006, meeting minutes as amended, seconded by Grace. The motion passed.
Officer Reports
Secretary: Starla asked if the minutes are submitted to Diana at EAC when they are approved. The minutes are to be submitted to the Executive Council meeting timely for their review and proposed changes. The past secretary submitted the last meeting minutes within one or two days from the conclusion of the meeting.
David reported that the RMASFAA policy indicates that the Secretary shall submit the minutes to the Board members within four weeks of the meeting, and that the minutes be approved and posted on the website within 8 weeks.
The SDASFAA policy indicates that the meeting minutes should be (distributed) posted within 30 days after approval.
It was recommended that the minutes be posted in draft form on the website. David recommended that the SDASFAA policy be updated to include that the draft minutes be posted on the website. David will submit a draft proposal to change the Policies and Procedures regarding posting of Board and Annual Business Meeting Minutes.
Treasurer: Laura provided copies of the Balance Sheet from January 1, 2006 to March 24, 2006. Information has been sent for two potential new members. A vote will be taken when these membership forms are received. The Enrollment Center, NSLP and Flandreau have not renewed their memberships.
The breakdown of the sponsorships is included on the SDASFAA website. The sponsorship form is also included as a link on the same webpage.
Committee chairs will be reminded to submit expenses to Laura for reimbursement during the Board meeting on March 28, 2006.
David asked how the annual sponsorship this year compared to this time last year. The sponsorship income for the 2005 conference was $5,600. Total income for 2005 was $18,550.00 Total income for 2006 is $22,216.00.
The discrepancies in income and expenses from last year to this year include the timing of income received for the HS Counselor's workshop, sponsorship, and also travel expenses to RMASFAA, which included the expenses for two members attending, rather than in past years one had attended.
David reported to NASFAA's College Goal Sunday the details of the budget for the last two years.
Laura reported that the annual sponsorships will enable SDASFAA to have a better idea of the income we have to work with annually. Valerie also reported that there was a meeting at the 2005 SDASFAA conference to gain input on moving to a sponsorship level of contributions, rather than asking from event to event.
Past-President: Valerie reported that nine people are receiving years of service awards; one member is receiving the outstanding service award and one member will be receiving the Douglas Stecker Professional Development award. Valerie has also prepared award certificates for the outstanding committee.
Valerie reported that on 7b of the Recognition Committee (page 11) and on page J3 (page 13), there seems to be a discrepancy regarding how to recognize committee chairs and committee members. In addition, page 12 of the Policies and Procedures regarding the years of service and definition of active members may also need to be clarified.
David reported that the Professional Development Scholarships were picked from the members listed on the SDASFAA website. However, those members may not also be active members. David also reported that he believes the intent of the SDASFAA years of service awards were for active SDASFAA members, rather than for professionals in the financial aid profession who are not active, for whatever reason, in SDASFAA. Such recognition should be given at the institution level.
Valerie asked for clarification on the 5-year increments for the years of service awards after the 15 year benchmark. David reported that the years of service awards will be given for every 5, 10 and 15 years of service, then each 5 years thereafter.
2007 SDASFAA Conference Site: David asked that the Council deviate from the agenda and have Deb Hendrickson report on the proposals for the 2007 SDASFAA Conference.
Deb Hendrickson reported that she has received two proposals; one from the Holiday Inn in Spearfish and the other from the Holiday Inn Express in Deadwood for the 2007 conference to be held on March 26, 27, and 28, 2007.
Holiday Inn Express - Deadwood: room rates are $45.00 for all SDASFAA conference attendees; $100/day for setup, and free continental breakfast.
Holiday Inn - Spearfish: state rates for state employees, $60.00 for single/double, $80.00 for suite; no equipment charges; possibility to have a bus to Deadwood; maximum setup would be $485.00 for the entire conference (based on 3-full days, so it could be less expensive). Deb reported that a tour of the renovated building at BHSU where the financial aid office is located may be arranged if the conference is held in Spearfish. David asked if the condition of the rooms could be researched due to the wear and tear caused by youth athletic teams who use the facility quite often. Deb reported that she received information regarding newly renovated rooms at the facility.
President-Elect: Grace will give her report during New Business.
President: David reported on the Polices and Procedures Section J be updated. David read his proposed changes. A copy of those proposed changed will be attached to this document.
Grace motioned to accept David's proposed changes. Laura seconded the motion. The motion passed.
Valerie asked for clarification on the verbiage of the Policy and Procedures Section E.7.b. to strike the words on the last sentence, "and members."
Laura asked for clarification on recognizing the outstanding committee. Valerie reported that the website under "awards" includes recognition of an outstanding committee, and that the President has the discretion to recognize members and/or recognition.
David suggested that the Polices and Procedures and the information on the website should be compared by the Valerie who is acting as Past President, and those discrepancies should be reported during the July 2006 meeting.
David reported that the finances of RMASFAA was discussed extensively during RMASFAA meeting in mid-March 2006. The 2007 RMASFAA Conference will be held in Breckinridge, Colorado.
Report of Standing Committees
These reports will be reported on during the business meeting on Tuesday, March 28, 2006.
Old Business
Budget item for High School Counselor Workshop: David would like to review the proposed budget to look at ways to keep it updated to account for under- and over-budgeted items. This will be reviewed further during the July 2006 meeting.
New Business
NASFAA Leadership Report: Grace will report during a later time in the meeting.
Requested name change for Awareness Sub-Committee: With the funding of the College Goal Sunday event being approved from the Lumina Foundation, it has been recommended that the name of the Awareness Sub-Committee be changes to the Awareness and College Goal Sunday Sub-Committee. David asked for a motion to accept the request for the name change. Kateri motioned to accept the change. Sharon seconded the motion. The motion passed.
Starla asked who updates the Policies and Procedures. It was reported that the Secretary updates the verbiage of the Policies and Procedures and forwards the changes to Diane at EAC for inclusion on the SDASFAA website.
Updates for 2006 Associate member sponsorship: This was reported on by Laura during the Treasurer's report.
TCF National Bank membership: An Associate membership application has been received by TCF National Bank, as well as a $100 sponsorship has been received as a "Friend of SDASFAA". TCF is based out of Minneapolis. David asked for a motion. Valerie made the motion to approve, Grace seconded. Motion passed.
Laura reported there are two other agencies (Next Student and Campus Door) are considering associate membership to SDASFAA. Completed membership forms have not yet been received, but the Council will discuss the membership applications upon receipt.
Years of Service Awards - Clarify P&P: This item was discussed under the Past-President's Report and the President's Report.
2007 Conference Selection Site: David asked for discussion on the proposals Deb Hendrickson received for the 2007 SDASFAA Conference site. David asked for a motion. Grace made a motion to have the 2007 conference at the Holiday Inn in Spearfish. Emily seconded the motion. Discussion included further negotiations to ask for a state rate for all conference attendees. The motion passed.
NASFAA Leadership Conference Report and President-Elect's report: Grace reported that the North Dakota Conference will be held on April 14-16, 2007.
Grace asked that the jacket and hat that she received for her duties as President Elect be given as a door prize, rather than be kept. Grace will return it to David, who it was given to when he served as President-Elect.
Grace distributed a report and with attachments from the NASFAA Leadership Conference she attended on March 5-7, 2006. Grace pointed out the value of a Treasurer-elect that she learned that other states have employed. SDASFAA's Treasurer currently serves as three-year term. Discussion followed regarding training opportunities for newly elected Treasurers. Perhaps a cross-over as a Treasurer-Elect the first year in office and the last year of the current Treasurer's Office would be an option. Another option may be to use the transitional board meeting as an Orientation session for new members. David will include this item on the agenda for the July 2006 meeting.
The next meeting will be at Al's Oasis in July 2006. David will make the arrangements and send a meeting request to the Council members. Laura made a motion to adjourn the meeting, seconded by Katari. No discussion. The motion was passed, and the meeting adjourned at 11:45 a.m.
Submitted by:
Starla Russell
Secretary of SDASFAA
South Dakota Association of Student Financial Aid Administrators
Site Development and Maintenance by SDASFAA