\ April 3, 2002
 South Dakota Association of Student Financial Aid Administrators
 

 

SDASFAA Board Meeting
Minutes for April 3, 2002
Holiday Inn, Mitchell, SD

  1. Call to Order: President Cody McMichael called the meeting to order at 8:40 a.m. CST.
  2. Roll Call and Welcome: Members present: Cody McMichael - President; Pam Lane - President-Elect; Cheryl Bullinger - Past-President; Starla Russell - Secretary; Ruth Hanson - Treasurer; David Martin - Member-At-Large; Valerie Weisser - Member-At-Large; Grace Bick - Executive Council; Rich Coplan - Executive Council; Todd Otterberg -Associate Council.
  3. Reading and Approval of the Minutes: All members reviewed the minutes from the February 25, 2002, SDASFAA Board meeting. Todd moved to approve the minutes, Grace seconded the motion; all members were in favor and the motion was passed.
  4. Reports of Officers
    1. Treasurer's Report: The U.S. Bank CD has matured on March 19, 2002, and resulted in SDASFAA receiving $53.56. Unless SDASFAA would like to invest in other opportunities, the CD will rollover (it is a 7 month investment). It was noted that the Savings Account has a charge of $5.00 for dormant savings account. The Board will consider how much funds should be maintained in checking and savings. All sponsors have contributed their pledge for the SDASFAA Conference; some conference fees will be collected. Todd made a motion to approve the Treasurer's Report; Valerie seconded the motion; all members were in favor and the motion was passed.
    2. Secretary's Report: There was no secretary's report.
    3. Past-President's Report: Cheryl reported that selecting the recipients for the SDASFAA awards was extremely close. However, the votes have been tallied and the plaques have been ordered for presentation during the SDASFAA Awards Banquet on April 4, 2002. Cheryl did ask the Board for guidance on presenting the Douglas Steckler award, which includes a $100 voucher to be utilized for professional development of the recipient's choice within the year of being awarded. SDASFAA will reimburse the recipient for professional development expenses, rather than issue a voucher.
    4. President-Elect's Report: Pam reported that her experience at the NASFAA Leadership Conference from March 3-5, 2002, in Washington, D.C. was very beneficial, and she recommended that perhaps two people attend next year. Pam also reported that she attended the RMASFAA Board Meeting in Denver March 22-24, 2002, which was also a great learning experience. Finally, Pam indicated that to date nominations for the 2003 SDASFAA positions were not coming in as much as she had hoped. During the Business Meeting on April 5, 2002, Pam will encourage SDASFAA members to volunteer and nominate others for positions on the Executive Board.
    5. President's Report: The 2002 Fall Decentralized Training topic will be Additional Resources and Packaging Considerations. More discussion regarding the logistics of the training will be discussed under New Business. Leadership Development Scholarships and Committee Structures will be discussed under Old Business.
      1. Cody also attended the RMASFAA Board Meeting with Pam. He reported that the meeting was very productive; volunteers are being sought for the various RMASFAA committees.
      2. The Business Meeting is scheduled for the morning of Friday, April 5, 2002. The agenda will include officer's reports and committee reports.
      3. The 2002 calendar was reviewed to ensure all members are on task. The SDASFAA website must be updated.
  5. Reports of Standing and Special Committees: These reports will be given during the Business Meeting on April 5, 2002.
  6. Old Business
    1. SDASFAA Investments: David reported that he received responses from six SDASFAA members regarding activities SDASFAA should consider for the upcoming year. There was a caution expressed regarding ensuring SDASFAA's viability should finances fall short in the future. Discussion included reviewing the responses received to developing a philosophy of utilizing current and future funds to enhance membership opportunities and provide leadership and training opportunities through speakers, support staff workshops, etc.

      Issues surrounding the SDASFAA Investments centered around how much should be kept in the Checking and Savings accounts, and how much should be utilized for other projects. Grace made a motion to recommend to SDASFAA that the organization mail postcards to high school seniors to apply for PIN and to also develop support staff workshops. The Board felt that more discussion was needed on funds maintained in Checking and Savings accounts before entertaining such a motion. The motion failed.

      Todd moved that at the Executive Board Meeting held each January, the Board consider holding a minimum of $5,000 in checking, and transferring any excess funds into Savings for a maximum balance of $5,000; excess funds from Savings could be placed into a longer-term investment. Grace seconded the motion; a majority of the members were in favor and the motion passed.

      Through discussions by the Board, there are five main projects to consider for SDASFAA Investments:
      • Support Staff Workshop - The Board will ask this Committee to consider offering one free night's lodging to support staff to attend the SDASFAA Conference in order to provide training opportunities for these members.
      • Fall Conference/Decentralized Training - Continue hosting a dinner for participants.
      • Spring Conference - The Board will ask the Conference Committee to consider selecting a dynamic speaker for the Spring Conference.
      • Financial Aid Awareness Month - The Board will ask the Awareness Committee to consider obtaining a mailing list for high school seniors to mail postcards outlining the steps for applying for a PIN.
      • High School Counselor Workshop


      Cody will ask the Committees to submit written reports to Cody that outline projects and expected expenditures before the Fall 2002 Decentralized Training.

      Grace suggested that SDASFAA also consider utilizing some funds to recognize sponsors, in addition to soliciting project ideas from Committees. The Board will keep this in mind when they evaluate ideas from Committees during the Fall 2002 meeting.

    2. High School Counselor Workshops: Site and overall evaluations, which are quite favorable, were distributed to the Board for review. The timing of the workshops appear to be the lowest rated comment. As discussed during the last Board Meeting, Cody and Pam will contact the High School Counselor's Board to seek input on what the counselor's would prefer.
    3. Policy and Procedure Manual: Board members will submit changes in italics and e-mail them to Cody before the Summer meeting for discussion. It is anticipated that all recommendations will be submitted to the SDASFAA membership during the Fall 2002.

      Questions/Clarifications/Suggestions: Cody: Refer to Executive Board as "Executive Council" instead. The Council will be made up of the officers (President, President-Elect, Past-President, Secretary, Treasurer) and executive members at large (institutional members).

      Cheryl: Should the Nomination Committee be comprised of the president and two immediate past presidents, as listed in the Policies and Procedures? It was revealed that that there are only four committees, rather than the numerous listed in the policies and procedures.

      Todd: Are we going back to a Fall Conference? Under General Policies and procedures, we need to ensure that the electronic ballot is included.

      Grace: Work is being done to combine the responsibilities of the numerous committees listed that are not active into the four committees that are active. Cheryl has some information that David Vikander put together when he was president. Cheryl will give the information to Grace and Cody.

      Changes should be submitted to Cody electronically by May 15, 2002.

    4. Leadership Development Scholarship: Pam moved that the name of the Professional Development Scholarship be changed to the Leadership Development Scholarship, and that recipients report to the Board on their use of the Scholarship funds. Cheryl seconded the motion; all members were in favor and the motion was passed.
  7. New Business
    1. SDASFAA Laptop: Rather than purchase a new laptop, the Secretary should attempt to access a laptop for use in preparing SDASFAA meeting minutes, if so desired. This statement will be reflected in the policies and procedures. The current laptop will be disposed of.
    2. Fall Decentralized Training: Should the Fall Decentralized Training be considered a Fall Conference event? This format would promote a combined Decentralized Training, along with Committee Meetings, a Board meeting and dinner. Board members felt the name should remain the same, with the additional format of meetings and dinner included. Dates in November 2002 will be considered, and the location of the Cedar Shores Resort in Chamberlain, S.D. will also be considered Grace indicated she would be interested in being a trainer for the training.
    3. 2003 Conference: Cody and Pam will meet to discuss this event and report to the Board
    4. Are You Ready Brochure: The Awareness Committee will be approached to discuss their wishes on utilizing the brochure.
    5. PIN Card to High School Students: Earlier in the meeting, Cody distributed a sample of a postcard that was mailed to high school students outlining the steps they could take to obtain a PIN for applying for financial aid. This information will be given to the Awareness Committee for their consideration in developing projects.
  8. Announcements
    1. Pam reported that she obtained a form that SDASFAA could utilize to invite members of the NASFAA organization to present and speak at SDASFAA functions.
    2. Pam reported that she printed a Volunteer Committee Form from another state association's website. She would like to see this as part of SDASFAA's website, perhaps linked to the membership information.
    3. Pam reported that the SDASFAA website does not have a link to membership institutions, and the Board should consider adding the links to the membership's websites.
    4. Cheryl reported that nominations for SDASFAA awards can be made by any SDASFAA member, however, only one member from the institution can vote. The low number of nominations may be contributed to only those voting members submitting nominations, rather than other members realizing they could also make nominations for the awards.
    5. The next meeting will be on June 26, 2002. The selected location is the Day's Inn in Murdo, S.D. The time will be announced once Cody has contacted the Day's Inn. Grace made a motion to adjourn the meeting, Pam seconded the motion; all members were in favor and the motion was passed. The meeting adjourned at 12:20 p.m. CST.
    Submitted by,
    Starla Russell, Secretary
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