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Wednesday, July 18, 2007
Al's Oasis
Chambrelain, SD
CALL TO ORDER: Grace Bick, President, called the meeting to order at 10:15 a.m.
Members present: Grace Bick, President; David Martin, Past-President; Cindy Swinson, President-Elect; Starla Russell, Secretary; Laura Olson, Treasurer; Corey Rabenberg, 2007 Associate Member; Patti Klinkhammer, Kim Nida and Kristy O'Kief, 2007 Members at Large.
Absent:
Kateri Montileaux, 2007 Member at Large.
APPROVAL OF AGENDA: David asked that the agenda be corrected to indicate that the ballots for the 2007 election from spring 2006 are the ones being requested to be destroyed, not the ones from the most recent one. Grace asked for a motion to accept the agenda. Laura made a motion to accept the agenda, seconded by Cindy. No discussion followed. The motion passed.
APPROVAL OF MINUTES FROM LAST BOARD MEETING: Grace asked for a motion to accept the minutes from the March 26, 2007, meeting. Laura made a motion to approve the minutes, seconded by Kristy. All members were in favor, and the motion passed.
OFFICER REPORTS
Secretary: No report was given.
Treasurer: Laura provided the updated copy of the Balance Sheet from January 1, 2007 to July 17, 2007. Revenue from the Spring 2007 SDASFAA conference registration fees were received. Total income is $25,198.69, and expenses are $10,847.34, for a total ending balance of $26,837.48. Kristy made a motion to approve the Treasurer's report, seconded by Cindy. All members were in favor, and the motion passed.
Past-President: No report was given.
President-Elect: No report was given.
President: No report was given.
REPORT OF STANDING COMMITTEES:
No reports were given
OLD BUSINESS
Further Tweaking of the Budget: Grace asked if the Board had any further suggestions regarding the final budget. There were no suggestions.
Update on Master Calendar: Grace asked that each of the Board members review their respective SDASFAA Board member tasks as outlined on the Master Calendar, and report back at the November 2007 meeting. Proposed changes should be e-mailed to the Board members. The Secretary maintains the electronic copy, therefore, Starla will get an electronic copy make suggested updates to the Master Calendar based on the feedback from Board members prior to the November 2007 Board meeting, and make that draft document available to the Board.
NEW BUSINESS
Use of Transitional Board Meeting in November for Orientation: Grace suggested that the November 2007 Board meeting be used also as a transitional meeting for new board members. The Board agreed. An invitation will be extended to the incoming board members to attend the meeting.
Update on SDASFAA 2008: No report was given.
Update on SDASFAA 2009: No report was given.
Update on RMASFAA 2008: David reported that there was some concern about the Hammond Corp pulling their contracts out of the city of Sioux Falls. The Hammond Corp operates the Sheraton Hotel in Sioux Falls, which is the hotel that the RMASFAA 2008 conference will be held. There has not been anything official regarding this issue. David and Mary Ann Whitman from EAC will be presenting the conference budget to the RMASFAA Board in October 2007. David also reported that there will be budget proposals received from the various conference chairs. Copies of the RMASFAA 2007 budget are being reviewed for guidance on the RMASFAA 2008 Conference Budget. Cindy suggested that with the potential for lenders not to be able to provide support, the entertainment and meal budget may need to be increased.
Approval to destroy 2007 election results (from the Spring 2006 election): Grace asked for a motion to approve destroying the ballots received for the 2007 election. Corey made a motion, and Patti seconded it. Discussion included comments from David asking for who has the election results so that all copies can be destroyed. The Recognition Committee members may all have copies. David will check on this and ensure that all records are destroyed. The motion passed.
Election 2008 results: The 2008 election results include:
President Elect (3 year commitment) - Denise Grayson, DSU
Secretary (2 year commitment) - Starla Russell, WDT
Treasurer (3 year commitment) - Becky Pribyl, NSU
Two Members at Large (2 year commitment) - Krista Tyler-Raye, WDT and
Tom Poloncic, BH Beauty College
Patti also returned to complete her 2007 term.
Any discussion and action on any additional rewording of the P&P: Grace suggested that the board review the P&P to ensure that suggestions be made, specifically relating to vendors, during the November 2007 board meeting. Starla will ensure that all approved changes from the recent board meeting be included, and distributed to the board members prior to the November 2007 Board Meeting.
Updated information about Training of Trainers: Grace reported that this training program is being changed to webinars, rather than in-person training as has been done in the past in Washington, D.C.. Grace reviewed with the board the information regarding the new training format as relayed from NASFAA. Grace suggested that this new format may enable two trainers from South Dakota, rather than teaming with other states, such as has been done with North Dakota in the past. Cindy suggested that the North Dakota Association be contacted regarding their needs, however, an ask needs to be made to the South Dakota Association members to identify a trainer, or perhaps two.
David reminded the members that travel expenses for the trainers are paid from RMASFAA, not SDASFAA. David also indicated that the preparation for the training will be much more self-directed in that a thorough review of the materials must be done before the trainer attends the webinar.
Grace will have an e-mail sent out to the SDASFAA membership that explains the new training format and ask for volunteers to be trainers. Grace will also inquire as to the location and date of the North Dakota Conference to inquire about teaming with trainers.
Sponsorship/Exhibit Fees report from D. Johnson: Grace reported that Donna Johnson, who is the Chair of the RMASFAA Corporate Development Committee, had indicated that lenders are considering paying only exhibit fees, rather than sponsorship fees. Laura suggested that changing the SDASFAA sponsorship fees to an Exhibit Fee may assist in addressing any issues the sponsorship fee may cause lenders.
David suggested that Corey query the other Associate Members to gain insight as to what their policies might allow for as it relates to sponsorship fees. Corey will report back at the November 2007 Board Meeting.
EAC Professional Development Scholarship for 2008: Laura reported that Mike Mutziger from EAC indicated EAC will likely discontinue their $1,500 sponsorship of Professional Development Scholarship. Laura had asked Mike to make a formal announcement to SDASFAA.
EAC's storage of SDASFAA's electronic records: Laura had visited with Mike Mutziger from EAC regarding storing the SDASFAA's electronic records. Mike will get back with Laura.
Refund Policy Research: Laura distributed refund policies from different state and regional associations. It appears that most associations charge varying registration fees, lesser fees for early registration and higher fees for late registrations, rather than a flat registration fee, and that refunds are based on when the cancellation is made and what the original registration fee paid was.
Cindy suggested that the RMASFAA refund policy be considered for implementation for the SDASFAA refund policy. Grace suggested that the refunds also be considered for medical reasons of immediate family members, as well as the registrant. Kristy suggested that policy include the written request for refunds by registrants be a requirement for refunds, rather than the expectation that the Treasurer check on each and every registrant. The new policy, when adopted, should be added all registration materials. Patti suggested that there be a pre-payment fee and a pay-at-the-door fee, which would be higher.
David recommended that Laura develop the verbiage of a refund policy based on the research she has conducted, and present it to the November 2007 Board Meeting.
Update on NASFAA information on how SDASFAA will proceed: Grace asked Laura to report on the association President's meeting that was held at NASFAA during the NASFAA Conference since Grace did not attend the conference. Laura reported that the New York State Association president reported to the other association presidents about the dealings they have had regarding the issues that have been highlighted in the media and congress. NASFAA is unable to assist state associations with challenges they may be experiencing. Laura will forward a copy of her report that she submitted to Grace to Starla as an attachment to be placed with the minutes.
ANNOUNCEMENTS
Next Meeting: A next Board Meeting will be held on Sunday, November 11, 2007, at 6:30 p.m. at the Cedar Shores. This will also serve as the transitional board meeting, unless it is determined that an additional meeting is needed the next morning. If a College Goal Sunday meeting is not held on Monday morning, the next Board Meeting may be held on Monday, November 12, 2007, at 9:00 a.m. Grace will inform the board members accordingly.
ADJOURN
Cindy made a motion to adjourn the meeting, seconded by David. No discussion. The motion was passed, and the meeting adjourned at 12:10 p.m.
Respectfully Submitted,
Starla Russell,
SDASFAA Secretary
South Dakota Association of Student Financial Aid Administrators
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