\ March 28, 2007
 South Dakota Association of Student Financial Aid Administrators
 

 

 

SDASFAA ANNUAL BUSINESS MEETING
Wednesday, April 1, 2009
K Bar S Lodge - Keystone, SD

CALL TO ORDER

Denise Grayson, President, called the meeting to order at 8:14 a.m.

APPROVAL OF THE AGENDA

Grace Bick made a motion to accept the agenda, seconded by Deb Henriksen. No discussion followed. The motion passed.

APPROVAL OF THE MINUTES

Deb Henriksen indicated her last name was misspelled and asked that correction to be made. Cindy Swinson made a motion to approve the April 2, 2008, Annual Business Meeting Minutes as amended, seconded by Cheryl Bullinger. No discussion followed. The motion passed.

OFFICER REPORTS

President: Denise Grayson distributed a written report to the membership. The 2009 budget looks good, although corporate support has been reduced by 40% due to the current economic conditions. Efforts have been implemented to cut costs and stay in the black, rather than dip into reserves. The committee assignments have been set. Denise attended the RMASFAA transitional board meeting, the Fall 2008 RMASFAA board meeting and the Spring 2009 RMASFAA meeting. There have been a lot of changes in the financial aid regulations recently, which is keeping all aid administrators extremely busy. It appears that the PLUS loan auction will be delayed a year, and a letter was sent by SDASFAA to voice concern about the process. A new corporate sponsorship has been developed. SDASFAA’s assets also look healthy.

President-Elect: Tom Polonic reported that he attended the NASFAA Leadership Conference in Washington, D.C., in March 2009. Tom reported that the national conversations initiative continues and NASFAA will build reports based upon the results of these conversations. Tom also reported that there have been conversations about how to get younger professionals involved in financial aid. The Dallas Martin Endowment was also discussed. NASFAA’s goal is to raise $3 million to promote financial aid initiatives. NASFAA is asking all state and regional associations to invest in this Foundation.

Past-President: Cindy Swinson submitted a written report outlining the activities she’s undertaken last year. She reported that she enjoyed her year as President and it was an honor to recognize those who have hit milestones for their years of service.

Secretary: No report was given.

Treasurer: Becky Pribyl distributed the Balance Sheet from January 1, 2009 through March 27, 2009. The year began with a checking balance of $3,950.04, with income from membership, workshops, professional development funds, and interest for a total income of $28,325.70. The expenses included the SDASFAA Spring Conference, travel, workshops, committee activity expenses, professional development scholarship and miscellaneous expenses for a total expense of $19,638.16. The year ended with a balance of $21,173.67. Assets include two CDs and the saving and checking accounts for total available assets of $32,425.72. Becky reported that a tax return will be required to file a tax return due to the fund level that SDASFAA has reached.

Becky Pribyl also distributed the Balance Sheet from January 1, 2008 through March 26, 2008. The year began with a checking balance of $21,173.67, with income from membership, sponsorships, workshops, and miscellaneous income, for a total income of $21,610.63. Year-to-date expenses include workshops/meetings, travel, committee activities, College Goal Sunday, and miscellaneous expenses, for a total of $5,138.66. Associate members increased from 26 in 2007 to 29 in 2008. Sponsorship dollars are a bit lower in 2008, but total income is only about $2,000 less than in 2007. In addition, $18,000 has been moved to the savings account and the purchase of a 6-month CD. Expenses for the annual spring conference have yet to be paid, however. The to-date year-end balance is $19,645.64. The 2008 assets include three CDs and the saving and checking accounts for total available assets of $48,961.77.

The tax returns will be completed by Nelson & Nelson and filed with the IRS. Also, the nonprofit return for the State of South Dakota will be filed in April.

David Martin made a motion to accept the all of the Officer’s Reports, seconded by Laura Olson. No discussion followed. The motion passed.

REPORT OF STANDING COMMITTEES

Education Committee: Sharon Martin reported that the 2008 SDASFAA Support Staff Workshop held in Hill City went well. The 2009 Support Staff Workshop will be held during the first week in November, 2009, at the AmericInn in Chamberlain. It will be a Beach Party Theme, and topics will be solicited from the membership throughout the next few months.

High School Counselor Sub-Committee: Denise Grayson reported that 113 counselors attended the High School Counselor’s Workshop in December 2008. The comments provided on the exit surveys were very favorable. Counselor’s suggested that a beginner’s event be held for the event in the future. December 9, 10, 11, 2009, will be the dates for the 2009 event.

Awareness & College Goal Sunday Committee: Marlene Seeklander distributed a written report indicating that CGS was held at 13 sites on February 22, 2009. The Lumina Grant will continue from the original 3-year grant to a 4-year grant. There are some items that membership will need to consider. The 2010 event date has yet to be set, although February 21, 2010, is favored by most. Also, the 2010 locations will need to be discussed, as for the past 3 years, there have been 13 sites for the event. The 2009 event resulted in 53% of first generation students being served and 46% minorities. Clark Wold suggested that members from the association speak to the YMCA directors to educate them more about the event since the YMCA is to be involved in the future, and since the Lumina Foundation will no longer fund the grant. More discussions will be held throughout the year in preparation for the 2010 event.

Conference Sub-Committee: Denise Grayson reported that the committee members have done a great job with this year’s conference, and made special note to thank them. Weather-related challenges required changes in the programs agenda, as well as meals, etc. The billing for conference expenses will be submitted by K Bar S Lodge once all of the changes have been made. March 22-24, 2010, will be the 2010 conference in Huron.

Review Committee: Becky Pribyl reported that on January 23, 2009, the Review Committee met with Becky. There were a couple of concerns expressed, including the reimbursement forms being submitted directly to the treasurer, more definition in the Policies and Procedures outlining the duties of the Treasurer, and SDASFAA having an outside entity completing the taxes (which is currently being done). As a result of the Review Committee’s review, the Executive Board will be addressing their concerns.

Committee of Record: Grant Uecker reported events and changes that occurred in 2008, including mentioning changes in the financial aid regulations, and outlining that the 40th RMASFAA Conference was held in Sioux Falls, SD.

Membership Information Sub-Committee: No report was given.

Recognition Committee: Cindy Swinson distributed a written report to the membership outlining the results of the committee’s work for the 2009 conference, including the Douglas Steckler and Outstanding Service Awards, and other recognitions.

Grant Uecker made a motion to accept the Standing Committee Reports, seconded by Brenda Murtha. No discussion followed. The motion passed.

OLD BUSINESS

2008 RMASFAA Conference Recap: Mary Anne Whitman reported that the 2008 40th Anniversary RMASFAA Conference went very well. David Martin also reported that the evaluations received were very good, and that expectations were met and exceeded for conference attendees. It was reported that the conference committee stayed approximately $5,000 under budget. Sharon Kienow reported that policy and procedure manual is being developed to assist states in planning future RMASFAA conferences.

NEW BUSINESS

Corporate Support Structure: This will be discussed further for the Executive Board.

Membership Dues: This will be discussed further for the Executive Board.

Formal Written Procedures for Treasurer: As a result of the Review Committee, Becky will be working on developing additional policies and procedures. This will be discussed further by the Executive Board.

ANNNOUNCEMENTS

  1. The Department of Education Spring Training will be conducted through Webinar.
  2. The support Staff Workshop will be held on November 3, 2009, at the AmericInn in Chamberlain.
  3. The 2009 Decentralized Training is currently scheduled for November 9-10, 2009, at the AmericInn in Chamberlain, however, it has been discussed that it may be held as a Webinar.
  4. The SDASFAA 20010 calendar was distributed to the membership who attended the SDASFAA 2009 Spring Conference.
  5. The SDASFAA 2010 Spring Conference will be held in Huron, SD at the Crossroads on March 22-24, 2010. Sharon Kienow asked if the membership could be surveyed to discuss future SDASFAA conference dates to determine if a later date in the year might work better. The membership is encouraged to let the Executive Board know of ideas.

David Martin made a motion to adjourn the annual Business Meeting. Marlene Seeklander seconded the motion. The motion passed. The meeting adjourned at 9:20a.m.

Submitted by:

Starla Russell
Secretary of SDASFAA

 


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