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SDASFAA BOARD MEETING
Wednesday, July 8, 2009
Al’s Oasis- Chamberlain, SD
CALL TO ORDER: Denise Grayson, President, called the meeting to order at 11:14 a.m.
Members present: Denise Grayson, President; Cindy Swinson, Past-President; Tom Poloncic, President-Elect; Starla Russell, Secretary; Becky Pribyl, Treasurer; Bob Prouty, Patti Klinkhammer, Sharon Martin and Krista Tyler-Raye, Members at Large.
Absent: Jean Rock, Associate Member at Large.
APPROVAL OF AGENDA: Denise asked that item D under “new business” be added: Member at Large Vacancy. Denise asked for a motion to accept the agenda as amended. Tom made a motion to accept the agenda, seconded by Sharon. No discussion followed. The motion passed.
APPROVAL OF MINUTES FROM MARCH 30, 2009, BOARD MEETING: Denise asked for a motion to accept the minutes from the March 30, 2009, meeting. Patti asked that the members absent be listed in the minutes: Patti Klinkhammer, Starla Russell, and Krista Tyler-Raye. Patti also had a few grammatical corrections, which she presented to Starla. Becky also mentioned that Nelson and Nelson is located in Sioux Falls. Patti made a motion to approve the minutes as amended, seconded by Becky. All members were in favor, and the motion passed.
OFFICER REPORTS
Secretary: Starla reported that the policies and procedures manual has been updated through the February 2009 Board meeting. Starla also thanked Sharon Martin for recording the March 30, 2009, meeting minutes in her absence.
Treasurer: Becky reported that the membership directory has been updated on the SDASFAA website to reflect membership dues that have been received. The National Guard and Citibank has been left on at this point, although their membership has not been received for 2009. Becky also reported there are several members who are not listed on the SDASFAA listserv. Cindy reported that the listserv had been updated last year, and the that listserv is different form the membership list. Perhaps the membership committee can take another look at the listserv.
Sponsorship income is inflated by $500 to reflect the second check that was received from Great Lakes. The beginning balance includes $3,950.04, with total income received from January 1, 2009 to July 7, 2009, of $15,828.21. The 2009 Spring Conference expenses also reflect the $500 refund check issued to Great Lakes. All conferences expenses have been received. Total expenses include $9,383.97, and $4,000.00 transferred to savings, for a total ending balance of $6,394.28.
Past-President: No report was given.
President-Elect: Tom reported that he received an email from someone who is interested in being the keynote speaker for the SDASFAA 2010 Spring Conference. The information will be forwarded to the conference committee.
President: Denise reported that she has discussed the support that Great Lakes may be able to continue to invest in SDASFAA with Mike Mutzinger. There will be more to come on that as EAC continues its merger with Great Lakes. Becky inquired as to the 2010 College Goal Sunday date. It has been set for February 21, 2010.
Bob made a motion to approve the reports, seconded by Tom. All members were in favor, and the motion passed.
OLD BUSINESS
Policy & Procedure Changes: Becky submitted several proposed changes to the Policies and Procedures as follows:
A.1.m. Conduct a cursory review of the Treasurer’s books and report findings to the Executive Council at the summer board meeting. The Board recommended that the addition of A.1.m. be adopted.
A.2.h. Conduct a cursory review of the Treasurer’s books and report findings to the Executive Council at the fall board meeting. The Board recommended that the addition of A.2.h. be adopted.
A.3.e. Conduct a cursory review of the Treasurer’s books and report findings to the Executive Council at the winter board meeting. The Board recommended that the addition of A.3.e. be adopted.
A.4.i. Conduct a cursory review of the Treasurer’s books and report findings to the Executive Council at the spring board meeting. The Board recommended that the addition of A.4.i. be adopted.
E.1. Insert at the end: Refer to G.2. The Board recommended that the addition of E.1 not be adopted as proposed, but rather the following be adopted: that E.1 be renamed to BUDGET/EXPENSES, and the addition of the sentence, “Committee chairs must approve all expenses incurred by their committee members before the Treasurer will process payments.” Be added to E.1.
G.2. Insert after sentence #2: Committee chairs must approve all expenses incurred by their committee members before the Treasurer will process payments. The Board recommended that the addition of G.2. be adopted.
G.4. No refunds will be issued for Membership Dues or Sponsorship Support. Requests for emergency exceptions must be submitted to the Executive Council for approval. The Board recommended that the addition of G.4. be adopted.
Cindy made a motion to accept the Policy and Procedures as outlined and discussed above, seconded by Sharon. Patti asked the Board to review the timing of the review of the Treasurer’s books as it relates to the when the elected board members take office. The board members discussed when the officers take office, and considered that the change in the policy is to ensure that board members at least review the books in an effort to ensure the Treasurer’s records are as accurate as possible. The motion passed.
Personal Liability Insurance Coverage: Tom reported that he has researched this topic, and distributed a price quote from Black Hills Insurance. This coverage is being considered to protect the board members, as well as the membership, and the decisions the board members make as they conduct SDASFAA business. The general liability coverage includes, for example, individuals who drive to the SDASFAA meetings. Tom asked the Board to review the information presented, and he will continue to conduct research and present more information at the next meeting.
Patti asked if this would include volunteers at the College Goal Sunday event. Tom will inquire further, including checking with other associations. There was no action taken.
The Board took a break from 12:15 p.m. to 1:20 p.m.
NEW BUSINESS
Updated SDASFAA 2009 Budget: Denise distributed the updated 2009 SDASFAA Budget, based upon changes that were discussed during the March 30, 2009, Board Meeting.
Corrections to council and committee calendar: Cindy asked the members to review their respective areas within the policies and procedures manual and update the calendar accordingly. There were several updates made, based upon the review and times by which various events occur. The calendar updates were made at this meeting. Tom made a motion to approve the changes made to the Executive Council and Committee Calendar, seconded by Cindy. All members were in favor, and the motion passed.
Fall Training – Webinar-based Training: Denise reported that it is being proposed that the Fall Decentralized Training be moved to four separate webinars: two in November and two in December. This may pose a challenge for SDASFAA to continue the November transitional board meeting to be held in conjunction with Decentralized Training, which is typically held in November. It was recommended that SDASFAA communicate with RMASFAA regarding that challenges that holding the webinars over a two-month span may make it challenging for state associations to conveniently continue holding state meetings and in-person trainings that enable the membership to gather. Further, if the webinars were made available to associations earlier (for example, late October), state trainings/meetings could be held in conjunction. Becky will email Sharon Kienow, RMASFAA president-elect, SDASFAA’s concerns, and report back to the Board members via email.
At Large Member Vacancy: Denise reported that the Krista Tyler-Raye is leaving the financial aid profession, and her term will conclude at the end of 2009. It was suggested that rather than fill the vacancy at this point, any newly elected At Large Member elected to begin in January 2010 can begin their term upon election. Since there are two At Large Members will be elected, the one with the most votes can assume the position immediately. It was recommended, however, that the position will remain vacant until January 2010, with the new member attending the transitional board meeting in November 2009. Patti made a motion to leave the position vacant at this time, seconded by Becky. All members were in favor, and the motion passed.
ANNOUCEMENTS
Next Meeting: The next meeting is tentatively scheduled for November 9 or 10, 2009.
ADJOURN
Cindy made a motion to adjourn the meeting, seconded by Tom. No discussion. The motion was passed, and the meeting adjourned at 2:37 p.m.
Respectfully Submitted,
Starla Russell,
Secretary
South Dakota Association of Student Financial Aid Administrators
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