\ July 9, 2004
 South Dakota Association of Student Financial Aid Administrators
 

 

SDASFAA Executive Council Meeting
Minutes for July 9, 2004
Sioux Falls, SD

  1. Call to Order: Brenda called the meeting to order at 1:30 p.m. Present were: Brenda Murtha, President; Pam Lane, Past President; Ruth Hanson, Treasurer; Monica Gannon, Secretary; Julie Hamer, Member at Large; Denise Grayson, Member at Large; Ken Kocer, Member at Large; Carol Bogaard, Member at Large; and Jean Rock, Associate Member. Absent was Val Weisser, President Elect.
  2. Approval of Agenda: Brenda handed out the agenda and added a C to new business for 2005 new officers. Ken made the motion to approve the agenda as amended. Julie seconded the motion. All members were in favor, the motion passed.
  3. Reading & Approval of Minutes: Monica distributed the minutes from the March 15, 2004 Executive Council Meeting and the March 17, 2004 Business Meeting. If the Business Meeting Minutes are approved they will then be posted to web and officially approved at the next Business Meeting. In the future, the secretary will e-mail meeting minutes to the whole board to read through before the next meeting. No changes were recommended to the Executive Council Meeting Minutes. Carol made the motion to approve the meeting minutes as presented, Jean seconded the motion. All members were in favor, the motion passed. The following changes were recommended to the Business Meeting Minutes, Jennifer Wuebben is spelled wrong. Pam made the motion to post the minutes as amended to the web. Ruth seconded the motion. All members were in favor, the motion passed. Monica will post both sets of minutes to the website.
  4. Officer Reports:
    1. Treasurer: Brenda mentioned an article published in the newspaper, that stated that SDASFAA might have unclaimed money from the state. Brenda will check on this. Ruth handed out a balance statement for checking and a balance statement for savings, CDs, and summary. On the checking balance statement through July 1, all income and expenses for the Spring conference are accounted for, as well as Val's expenses for the Leadership conference. We did not have a Professional Development Scholarship from EAC for 2004, the entry for this is what was spent from the 2003 contribution in 2004. The 2003 year is now completed. The Wells Fargo CD just renewed for 6 months on June 1, US Bank just renewed for 7 months on July 1, so the interest has not been reported yet. The Spring conference made money and we gained a couple more membership dues from last meeting, we now have an even 50 members. Julie made the motion to approve the balance statements. Jean seconded the motion. All members were in favor, the motion passed.
    2. Secretary: Monica reported that the Constitution has been updated and posted to the web on 7/2/04.
    3. Past-President: Pam no report.
    4. President-Elect: Val sent an e-mail to Brenda with her report. Val thanked the membership for the opportunity to attend the Leadership conference. She said it was very beneficial for a leadership position. She got very interesting information from the open forum after the hill visit.
    5. President: Brenda advised she will e-mail the membership as a whole after NASFAA, to recap NASFAA and the executive council meeting. She has been keeping Val informed by e-mail, so that Val is ready for next year.
  5. Committee Reports:
    1. Education Committee: Mary Anne was not able to make a report, due to family problems. Donna provided information to Brenda regarding the Support Staff workshop, which will be Oct. 28 & 29 in Aberdeen at the Ramada.
      1. High School Counselor Sub-Committee: Val gave Brenda the following report. Tentative dates are set for Dec. 6, 7, 8 with 2 locations per day. Tentative locations are Aberdeen, Sioux Falls, Brookings (might change due to remodeling), Yankton, Rapid City, and Pierre (with Grant as the site coordinator). The SD Opportunity Scholarship will need to be in the manual this year. Val will send postcards to the HS Counselors to remind them of the workshop in August.
      2. Awareness Sub-Committee: No report. Pam stated that the student who was thinking of finishing up the on line Career Quest game never got back to her, but she is talking to teachers to see if they can set up a student who can earn credit for it.
      3. Conference Sub-Committee: Val reported to Brenda that the tentative dates are April 4, 5, and 6 for the Spring Conference. This will not conflict with Easter as it March 27. First choice for location is Spearfish Canyon Lodge or new the Holiday Inn Express Convention Center under construction in Hot Springs. Concerns were raised at to whether the convention center which has not been started yet will be finished in time. Val will continue to check on locations. Brenda advised that ND's Spring Conference is March 30 - April 1. Easter in 2006 is April 16. Check April 3-5 or 5-7 for 2006. There is a possible new convention center at the Ramkota with a Minerva's restaurant in Watertown.
    2. Review Committee: Denise no report from Donna Johnson.
    3. Committee of Record:
      1. Membership Information Sub-Committee: Pam, Ruth and Corey Rabenburg have everything up to date. They want to have the new website up in November but this will depend on Diane Francis' workload, when they met in March they each took a part of the website for which to be responsible.
    4. Recognition Committee: Pam no report.
  6. Old Business:
    1. Policy and Procedure Manual Updates: After we adjourn meeting, we will review our parts and then be done with updating. Monica will then update and post the revisions to the website.
    2. Fall Decentralized Training: The Fall Decentralized Training is set for Nov. 15 & 16 in Chamberlain at Cedar Shore, RMASFAA training coordinator is Karen, and the topic is loans. We are looking for a trainer from our state. Training of Trainers in Washington, DC is on Sept. 19 & 20. Brenda needs a list of potential trainers by Aug. 1. If we have more than one volunteer the regional office will choose based on experience. Grace Bick has volunteered, Brenda would like to but has done it twice so would like to give others an opportunity. Monica also wouldn't mind doing the training. Brenda will post a message to the listserve for others to volunteer. Do we want to piggy back a verification session to this training? How deep do we go in verification and what is considered conflicting information? Possibilities of Marlene Seeklander doing this session as she does this for EAC. If we set it for the end in the second afternoon, then people could stay for it if they wanted; or possibly in the early afternoon on the first day and have decentralized for the whole day on the second day, instead of 2 half days. Brenda will check with Marlene, to see if she would be willing to do this and how long she thinks it would take.
  7. New Business:
    1. 2005 Committee Members: Val is concentrating on putting a ballot for officers together, so committees will follow that.
    2. 2005 Conference: Discussed above under conference sub-committee.
    3. 2005 Officers: Slate so far: Associate Member: Carolyn Halgerson, Jackie Payne, and Mike Mutzinger. Members at Large: Denise Grayson, Sharon Martin, Grace Bick. Denise and Ken will be off the board next year. Treasurer: no volunteers. President Elect: no volunteers. Asked for recommendations from the board for names to contact. The board discussed several people, but some of the people had all ready declined. The board suggested contact for President Elect: Deb Henriksen, Rich Coplan, Cindy Swenson and Treasurer: Rachel Gunn and Ken Kocer.
  8. Announcements:
    1. Next Meeting: Morning of Nov. 15, 2004 more details will follow.
  9. Adjourn: Monica made a motion to adjourn the meeting at 2:45. Carol seconded the motion. All members were in favor. The motion passed. The Executive Council adjourned to work on updating the Policy and Procedures Manual.


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