\ April 16, 2003
 South Dakota Association of Student Financial Aid Administrators
 

 

SDASFAA Business Meeting
Minutes for April 16, 2003
Deadwood, SD

  1. Call to Order - Pam Lane, President, called the meeting to order at 8:36 a.m..
  2. Approval of Agenda - Pam handed out the agenda (see attached). Grant Uecker made a motion to accept the agenda as presented. Cheryl Bullinger seconded the motion. All members approved, the motion was passed.
  3. Reading and Approval of Minutes - Pam handed out the meeting minutes from last year. Grace Bick made a motion to approve the meeting minutes as presented. Glen Poppinga seconded the motion. All members approved, the motion was passed.
  4. Officer Reports -
    1. Treasurer's Report - Ruth Hanson, Treasurer, handed out the complete 2002 balance statement. SDASFAA is within $500 of the beginning balance from the year before (see attached). Ruth also handed out the balance statement as of April 11, this year. SDASFAA still has a lot of spring conference expenses to pay but the balance sheet shows most of the income from this conference. Cody McMichael, Past President, made the motion to accept the treasurer's report as presented. Rosie Jamison seconded the motion. All members approved, the motion was passed.
    2. Secretary's Report - None.
    3. Past President - Cody gave a copy of the awards presented at the banquet to the secretary to be put into the Executive Board minutes. Cody presented the final version of the Policies and Procedures Manual (see attached). The Policies and Procedures Manual will be posted on the web page. Cody outlined what the manual is and the procedures to update the manual. Cody thanked last year's Executive Board for their hard work in putting this together.
    4. President Elect - Brenda Murtha reported that she and Ruth Hanson attended the NASFAA leadership conference, which was very beneficial. They thanked the association for the opportunity.
    5. President - Pam reported on the RMASFAA Executive Board meeting in February. The majority of time was spent discussing RMASFAA finances which are tight now. RMASFAA also discussed the decentralized training, fee structure, and the possibility of no longer offering Spring decentralized training. RMASFAA also discussed the possibility of having the state associations subsidize the training of the trainers.

      At the SDASFAA board meeting in Chamberlain, the board and committee calendar was updated. Nominations and elections of officers has been pushed back on the calendar. The Past president is now in charge of the policies and procedures manual. The SDASFAA lap top was donated to a church youth group, as it was way past its prime. The committee volunteer form was on the web site and it worked very well. The main goal of her presidency is to update the web site. Diane Francis has volunteered to update the web site. Cody is chair of the website committee.

      Last year David sent out an e-mail asking for suggestion to spend money for the association and this will be discussed in old business.

  5. Reports of Standing and Special Committees -
    1. Education Committee - Mary Anne Whitman reported for the chair Marlene Seeklander who submitted the attached written report. The support staff workshop was held in Rapid City. The committee is looking at Oct. 24 for this year, which is earlier. The committee will send out a survey asking whether we would like the workshop to be a day and half. The workshop will be held in Sioux Falls. Thanked everyone for making the workshop a success, especially the committee members. Any suggestions for next year let committee know.
      1. High School Counselor Sub-Committee - Brenda Murtha poled site coordinators, who agreed that doing live presentations was very much appreciated. The committee discussed switching the sites around every year.
      2. Awareness Sub-Committee - Monica Gannon reported for Starla Russell. The committee has decided to move FA Awareness month to February to be able to promote it during the FAINs in January, and not coincide with the Christmas mailing of the media packets. The media packets were very well done last year and we intend to continue this. The Chat night will be moved to the middle of February as people will then have their W-2s and can look at taxes by then. Monica expressed thanks to Starla for the work done on the media packets. Greta Siegel presented an update of the Career Quest game which is being moved to electronic media and she will check into publishing it on the website instead of CDs as it will be easier to update and cheaper for the association. Teachers from North Dakota are all ready using this game. Can we password protect the game, so it is controlled? Does it need to be controlled?
      3. Conference Sub-Committee - Brenda Murtha reported that the location for the conference next spring is Sioux Falls, probably the week of April 12 or the week of April 19. The committee is trying to stay away from ND and NE dates and avoid Holy week.
    2. Review Committee - Deb Henriksen met with Ruth Hanson on Feb 13. The suggestion was made to list actual income and expenses for the upcoming years board versus the budgeted. It was suggested to match accounts to actual items and carry current balance of each accounts. It was also suggested to switch from manual to a computerized accounting. See attached report.
    3. Committee of Record - Grant Uecker had a brief meeting. The committee is lacking pictures from some of the meetings. Each year Grant does a synopsis of the year's events. Larry Viturna gave Pam Lane a CD from this conference and Deb will give her pictures to Grant also.
      1. Membership Info Sub-Committee - Cody McMichael advised that Diane Francis is excited to update the website. The updated website will include a documents page. The committee is looking for ideas from the membership.
  1. OLD BUSINESS
    1. SDASFAA Financial Investments - Last year the Board asked for requests for where to spend the money. The following are areas were more money was spent: supplemented support staff workshop more, HS Counselors workshop format was changed which increased expenses, and awareness committee spent more. The Board thought more would be spent by sending 2 members to the leadership conference but Brenda Murtha has a sister who lives there and this saved us money.
  2. NEW BUSINESS
    1. Executive Board Member Position - Melissa Hiatt stepped down from her position. Ken Kocer was appointed to this Board Member at Large position.
    2. Decentralized Training - Pam contacted Chamberlain and has tentatively set November 17 and 18 for the Fall decentralized training. The Board has voted to expand the training to include a dinner the night before with a speaker. Pam asked for suggestions regarding speakers from the membership. Does the membership think this is a good idea? We could benefit from this. A trainer is needed for the decentralized training for the possible topic of program eligibility with an emphasis on Distance Learning and non-traditional education
    3. Secretary's term in office - Cody presented a proposed change to the bylaws changing the secretary term in office from 1 year to 2 years. This would provide greater consistency. This change to the bylaws will be put up for a vote. The membership has 30 days to think about the change and then will vote by e-mail as a membership.
  3. Announcements - SDASFAA received thank you's from Sharon Colombe and Clark Wold for the flowers that were sent. These were read to the membership. Wendy Clark is looking for volunteers for registration table at NASFAA. Pam has her e-mail if needed. Jim Swanson thanked everyone for the kind hospitality.

    The Leadership scholarship winners were drawn. Leadership scholarship winners are to supply the board with a 1 page written synopsis of how they spent the money. The winners were Cindy Swenson, Greta Siegel, Sharon Kienow (who declined hers as Greta had all ready won) and Glen Poppinga.

  4. Adjourn - Ruth Hanson made the motion to adjourn the meeting. Jean Rock seconded the motion. All members approved, the motion passed. The meeting was adjourned at 10:32 a.m.
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