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 South Dakota Association of Student Financial Aid Administrators
 

 

SDASFAA Executive Board Meeting
Minutes for April 13, 2003
Deadwood, SD

  1. Call to Order- Pam Lane, President, called the meeting to order at 3:11 p.m. Members present: Pam-President, Cody McMichael-Past President, Brenda Murtha-President Elect, Ruth Hanson-Treasurer, Monica Gannon-Secretary, Val Weisser-Member at Large, David Martin-Member at Large, Denise Grayson-Member at Large, Jean Rock-Associate Member.
  2. Approval of Agenda - Pam presented the agenda. Monica made the motion to accept the agenda as presented. Ruth seconded the motion. All members were in favor, the motion passed.
  3. Reading and Approval of Minutes - The Executive Board minutes were presented from the 2/20/03 meeting. Pam suggested that Diane Francis name be corrected. Jean made the motion to accept the minutes as amended. Cody seconded the motion. All members were in favor, the motion passed.
  4. Officer Reports -
    1. Treasurer's Report - Ruth presented the updated balance sheet as of April 11. We show registration fees for the spring conference and a few expenses for the spring conference. We had very low expenses for the NASFAA leadership conference. Miscellaneous expenses are the flowers and plant for Clark Wold, Sharon Colombe and Grant Uecker. Brenda made the motion to accept the report as presented. David seconded the motion. All members were in favor, the motion passed.
    2. Secretary's Report - None, minutes were all ready approved.
    3. Past-President - Cody asked that at the banquet Tuesday night, the secretary write down the awards and add them to these meetings for the recognition committee. (See attached.) These will also need to be posted on the listserve next week. Cody will give an update on the web page at the business meeting.
    4. President Elect - Brenda reported that the Leadership conference was very worthwhile. They were able to meet with Tim Johnson, and Joan Huffer, who is an aide from Tom Daschle's office. They received a letter from Tom Daschle referencing the expiring provisions. Brenda and Ruth thanked the association for sending them. She thought it was a very good idea to send two people. Pam suggested that Brenda ask for people to think about running for office at the business meeting.
    5. President - Pam attended RMASFAA board meeting in Salt Lake City. The majority of the time was spent discussing finances which are tight. RMASFAA has cut budget and had to cash in CDs. RMASFAA discussed Decentralized Training as this costs a lot of money for the training of the trainers and to send the trainers to the states. RMASFAA may ask states to subsidized the training in the future, or no longer offer the Spring training, do the Fall training only. They have all ready cut the Road Rally due to finances. Out of all the states at RMASFAA, SDASFAA is sitting very well financially. Many states do not reimburse board members for expenses, but that then limits the number of people who can afford to be on the board. Wendy Clark was at the RMASFAA board meeting and asked for people to work the registration table in 2 hour shifts. At last year's SDASFAA business meeting we discussed how to spend our excess money. SDASFAA has spent extra money for the awareness committee, HS counselors workshop and sent the treasurer to the NASFAA leadership conference.
  5. Reports of Standing and Special Committees -
  6. These will be done at Business Meeting on Wednesday, April 16, 2003.
  7. New Business -
    1. Secretary Term in Office - All of the other states in RMASFAA have one year terms for the Secretary, except one in which the same person is both treasurer and secretary at the same time and that was a two year term. If we want to change the Secretary's term, this would entail a change to the bylaws. The change to the bylaws would have to be presented at the Business Meeting and then vote by e-mail should take place 30 days later, as any change to the bylaws has to be presented 30 days before a vote. Cody will present the proposed change to the business meeting on Wednesday. The proposed change will need to be in writing and signed by at least 3 voting members. Cody made the motion to change the bylaws to read "The secretary shall be elected for a 2 year term and shall take office on January 1". Denise seconded the motion. All members were in favor, the motion passed.
    2. Executive Board Member Position - Pam advised that Melissa Hiatt has stepped down from her position and is no longer in the financial aid profession. We need to fill her position on the Executive Board. Names were suggest and it was decided Pam will ask Ken Kocer if he would like to serve out the position. If he accepts, according to the bylaws Pam (President) can appoint him to the board. Ken arrived at the meeting to drop off decorations. Ken agreed to accept the Member at Large position. Pam appointed him on the Member at Large position.
    3. Decentralized Training - We wanted the Spring Conference in Chamberlain but Chamberlain was booked. Pam then looked at having the Fall training in Chamberlain, November 17 and 18. Do we want to expand the Fall Decentralized training and have a speaker at the supper? Everyone agreed. Pam will ask EAC and the total membership for suggestions.
    4. 2004 Conference - Brenda's committee will meet tomorrow. The suggestion was for the first week in April in Sioux Falls. The conference will be discussed more at the Business meeting.
  8. Announcements - SDASFAA received a thank you from Sharon and Clark for the plant and flowers, and also from Rosie for the Professional Development scholarship.

    All meals for this spring conference except the banquet will be at the Gold Dust. The state picture will be after lunch on Tuesday.

    Tricia Turner from USA Funds wants to submit articles to the SDASFAA newsletter. Since EAC is doing our website and we all ready receive information from our membership, we will not open this up. Pam will respond that we are not interested. Pam is working with Diane Francis to put the letter out on the website.

    1. Thanks - Pam expressed her thanks.
    2. Next Meeting - Summer meeting week of the 20th of June, in Chamberlain.
    3. NASFAA Conference - Please remember that Wendy Clark is looking for help at the NASFAA registration table. Brenda advised that the NASFAA President Elect wants to do a board meeting in the hills. They have asked for planning help from the people in the Hills. They want to do Mt. Rushmore and some cultural things here, Crazy Horse and the Journey were recommended. The proposed decentralized training fall topic is Program Eligibility with an emphasis on Distance Education and non-traditional education.
  9. Adjourn - Ruth made the motion to adjourn the meeting. Ruth seconded the motion. All members approved, the motion was passed. The meeting adjourned at 4:21 p.m.

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