\ April 4, 2005
 South Dakota Association of Student Financial Aid Administrators
 

 

 

SDASFAA EXECUTIVE COUNCIL MEETING
Minutes for April 4, 2005
Spearfish, SD

  1. Call to Order: Val called the meeting to order at 10:08. Present were: Val Weisser, President; Brenda Murtha, Past President; David Martin, President Elect; Laura Olson, Treasurer; Monica Gannon, Secretary, Julie Hamer, Sharon Martin, Emily Studenski, Carol Bogaard, Members at Large; Mike Mutziger, Associate Member. Sally Schuman, RMASFAA President Elect sat in on the meeting.
  2. Approval of Agenda: Val handed out the agenda. Brenda made the motion to approve the agenda. Julie seconded the motion. All members were in favor, the motion passed.
  3. Approval of Minutes: Monica advised that the meeting minutes from the last meeting were posted to the website on Friday. Monica distributed the minutes from the February 25, 2005 Executive Council Meeting. The council advised that the dates for the Spring conference might have changed since the last meeting. Val will check for the new dates or to see if we had the dates right last time. David made the motion to approve the minutes. Sharon seconded the motion. All members were in favor, the motion passed.

    David advised that the vote to approve College Loan Corporation as a new institutional member was approved.

  4. Officer Reports:
    1. Secretary: Monica advised that the minutes from the last meeting were posted to the website. The Business Meeting minutes from last year are all ready posted to the website, but they need final approval at this year's Business meeting.
    2. Treasurer: Laura handed out the balance sheet current as of April 1, 2005. We have received a couple more people paid membership dues. Spring conference items include sponsorship and registration fees. The scholarships from EAC have not been used yet. Expenses do not include the full expenses from the Spring conference as the conference is not yet concluded. David and Laura were under budget for NASFAA leadership conference. The RMASFAA conference expense was from last year. Awareness committee expenses are done for the year. No new savings account information as that is quarterly. Laura and David will be signing the bank account signature card today.
    3. Past-President: Brenda reported that awards will be distributed for years of service tomorrow night, as well as certificates for service on the board and committees. Pam Lane has given different people different pieces of the website to proofread. Those pieces will be put together this week, so far it looks really professional. The committee hopes to have it up and running after this week.
    4. President-Elect: David reported on the election slate of candidates. Grace Bick for President Elect, 3 people for the 2 at large positions, and Carol Bogaard for Secretary. David sent out and e-mail to the HS Counselor workshop committee for site selection, they have three sites all ready in Aberdeen , Sioux Falls , and Sprearfish. The committee will meet this week and see where the other sites will be.
    5. President: Val attended RMASFAA board meeting. There was much good discussion. Sally Schuman gave a quick overview of the meeting. Val advised that the RMASFAA Conference Program Committee will have one representative from each of the other states to beef up the program. That will help to have a more uniform program in each state, and keep it from being state specific, so that all of the state's needs will be met. This will help the states with small associations, when they host the RMASFAA conference. Sally Schuman announced the slate for RMASFAA, President Elect, Beverly Bell, WY and Christi Easton, Utah; Vice President, Anthony Lyons, KS and Marty Somero, CO; Treasurer James Broscheit, CO and Randy Sell, NE; Secretary, Karen Henriquez, UT, and Brenda Zastoupil, ND; Associate Member Delegate, Jim Harris, CO and Ron Muffick, MT. RMASFAA has turned their financial situation around. RMASFAA would like us to send scenery and member pictures from SD. The RMASFAA site committee has an outside consultant who is looking at the best deal, for the site in SD. The RMASFAA Conference committee has had 2 outside presenters who were good. RMASFAA different levels for sponsorship. Some associations are sponsoring different people to send to Summer Institute with the understanding that they will then be coming back to the state ready for leadership positions. Val also discussed the number of volunteers for RMASFAA from each state.
  5. Report of Standing Committees:
    1. Will be done at business meeting on Wednesday, April 6th
  6. Old Business:
    1. College Loan Corporation Membership-Discussed previously.
  7. New Business:
    1. Leadership Conference: David and Laura shared their experience. Laura thought that the conference was extremely helpful. Laura advised that unless your association is dealing with more than $25,000, the association does not have to file a tax return. They discussed institutional vs. personal memberships in various associations. Membership dues were discussed, SDASFAA was the highest charge for an institutional membership. Bonding of board members and insurance in case a conference gets cancelled were also discussed. Many associations offer scholarships as they have more money, this is used to try to increase membership. Discussed the embezzlement by the treasurer for EASFAA. Most association used the Associate member to recruit sponsorship. Laura will look at moving our books to Excel, rather than having everything on green ledger paper. She will try to find software that is web based software or host the books on EAC's website, so the transfer from one treasurer to the other would be easier. This would allow committee chairs and board members to have view access to the books. David and Laura met with the aides for the members of the hill, they also got to see the NASFAA offices. Sally Schuman shared a story. On her way to see the WY senator, she saw Senator Kennedy and took a picture. Security was not as bad as what they thought it would be.
    2. Update RMASFAA 2008: RMASFAA 2008 will be held in South Dakota . It was discussed previously that there will joint program committee. We need to have a sign up sheet for the conference committees as we have to do everything else, except for the program.
    3. CORE 2005-06 Order: The minimum cost is $600, which provides materials for up to 60 people and the power point presentations. Fall Decentralized training possible topic is Institutional and Administrative capability. How does the revised membership dues levels with NASFAA affect how we order materials for decentralized? Would you still pay for the training? The copy you would receive for your membership would be for your office use. We have to order $600 worth, which would cover 60 people, but we can decide what to charge for the training. Additional training materials would be $10 each. Sally Schuman advised that RMASFAA determines the amount to be charged for decentralized. Val will follow up with Karen Henriquez to check if the information is correct in regards to the minimum order. If this is truly the minimum order, can we go in with ND and then split the cost. Sally Schuman advised the program committee for 2005 is seriously considering combining decentralized training with the RMASFAA conference.
  8. Announcements:
    1. Next Meeting: Mike asked about the Lender updates tomorrow at 9:00 a.m. He will meet with the associate members before that and talk about the block sponsorship idea and see what they think about it. Do we want just a general sponsorship or do we want them to specify where they would like it to go? This could be with the understanding that if we have too much money in one category, that any extra money will then go to another event, but you would still be listed as a sponsor for the event. Or we could have the associate members designate money for different categories of expenses rather than events. Do we need to recognize in kind sponsorship also? Yes, we need to start tracking this for the treasurer and the sponsorship level. Val has information from Laura as to how much sponsorship we have received in the past that we can use as a base. Also, ask if Associate members want topics on the conference agendas for breakout sessions.
    2. Brenda wanted to know about committee meetings. They are at 4:30 this afternoon. We need to find the Expense reimbursement form to be posted to the web in the forms area.
    3. Next meeting: No date as of yet. Late June or late July, shoot for the end of June as some people had conflicts for late July. The meeting will be in Chamberlain.
  9. Adjourn: Julie made the motion to adjourn. Emily seconded the motion. All members were in favor, the motion passed.
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