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SDASFAA Executive Board Meeting
Minutes for July 28, 2003
Chamberlain, SD
- Call to Order -Pam Lane, President called the meeting to order at 10:08 a.m. Members present: Pam-President, Cody McMichael-Past President, Brenda Murtha-President Elect, Ruth Hanson-Treasurer, Monica Gannon-Secretary, David Martin-Member at Large, Ken Kocer-Member at Large, Jean Rock-Associate Member.
- Approval of Agenda -Pam presented the agenda. David made the motion to accept the agenda as presented. Cody seconded the motion. All members were in favor, the motion passed.
- Reading and Approval of Minutes -Pam presented the minutes from the Executive Board meeting on 4/13/03. Cody made the motion to accept the minutes as presented. Jean seconded the motion. All members were in favor, the motion passed. Pam presented the minutes from the Business meeting on 4/16/03. The spelling of Deb Henriksen's name needs to be corrected, Sioux Falls needs to be capitalized. Ruth made the motion to accept the minutes as amended. Brenda seconded the motion. All members were in favor, the motion passed.
- Officer Reports
- Treasurer's Report -Ruth presented the updated balance sheet as of July 25, 2003. Spring conference made money. The $100 of expense for Recognition is Clarence Shoemaker and the Douglas Steckler award. General Printing expense was the printing of the policies and procedures manual. Both CDs have matured and been renewed, Wells Fargo was renewed on June 1, 2003 for 6 months and US Bank on May 19, 2003 for 7 months. Brenda made the motion to accept the balance sheet as presented. Ken seconded the motion. All members were in favor, the motion passed.
- Secretary's Report -None, minutes were all ready approved.
- Past President's Report -None, the web site will be discussed in the committee reports.
- President Elect's Report -Brenda has put together a slate of candidates for next year. She has at least one person in each slot and will now open up nominations to the membership.
- President's Report -Pam reported that NASFAA was good. There was a very good session on tax returns that will also be presented at RMASFAA. Pam thanked the membership for sending her to the conference. There was some confusion on who was to send out the ballot for the approval of extending the Secretary's term. It will now be sent out and put on the web page to vote on this week, with EAC's help to set it up. The membership will have two weeks to vote.
- Reports of Standing and Special Committees
- Education Committee -Pam advised that the Support Staff Workshop is scheduled for October 23 & 24, two half-days in Sioux Falls. Tours of Citibank and Wells Fargo are scheduled. They will meet at Wells Fargo the first day and Citibank the second day. The state schools' computer system will just be coming back on line after a down period, which might affect attendance. They will possibly try to set up transportation again. The theme is Homecoming.
- High School Counselor Sub -Committee-Brenda has not had a conference call yet, but has polled members about the sites for this workshop. The workshops will still be live workshops as the response was overwhelming in favor of live workshops. The sites possibilities will be Aberdeen, Sioux Falls, Rapid City, Chamberlain instead of Pierre, Yankton instead of Vermillion, and Madison instead of Brookings.
- Awareness Sub-Committee -Monica advised that Starla Russell has not had a conference call yet. She will need to find out from Greta Siegel where the Career Quest game is at as Greta will not be at Northern much longer. Greta was also to check into the legalities of putting the game on line.
- Conference Sub-Committee -Brenda advised that the Spring Conference will be in Sioux Falls at the Sheraton on March 15-17. The Sheraton will offer state rates. She had a bidding war with Ramkota and got the Sheraton for the same rate with no charge for the meeting rooms. We do not have Spring Training in conjunction with the conference this year.
- Review Committee -Denise Grayson was not here to report.
- Committee of Record
- Membership Information Sub-Committee -Cody advised that a conference call was held regarding the web site. Most of it was talking to Diane about where the site was and some design ideas that Diane had. She is currently working on it through EAC. Diane hopes by the November meeting that she will have something ready on the redesign. Diane has been doing a lot of work. We are very thankful of all that EAC has done for us. They will have another conference call in September. The Membership Information Sub-Committee was discussed again after the Recognition Committee. There is a need to improve the flow of how new members are signed up. Ruth sends a list of all members to the Membership Information Sub-Committee and they are to let the new members know how to sign up for the list serve. We have an old membership application, this needs to be updated, put on the web site, and used. Could we use the list serve as a marketing tool? Let prospective member be on the list serve and then ask them if they want to join. SDASFAA website e-mail is still going to Cheryl Bullinger, this needs to be changed to Pam. Pam will call Peggy at EAC, to have this changed. It is mostly tribal schools or offices that are not members.
- Recognition Committee -Cody advised that members were recognized at the Spring Conference. The comprehensive list of years of service was given to Pam. Cody will give updates for the list to Pam. Monica advised that the awards given at the Spring Conference were given to EAC, and are now posted on the website.
- Old Business
- Fall Decentralized Training -Pam advised that Fall Decentralized Training will be at Cedar Shores, Chamberlain on Nov. 17 & 18. SDASFAA will have the conference on the 17th and the training will be on the 18th. The topic is Student Eligibility issues. Cheryl Bullinger will be the trainer from our state. She will attend training in D.C. on September 21 & 22. At the last Executive Board meeting we talked about bringing in a speaker for the dinner the night before. How much do we want to spend on a speaker? Expenses could include a fee, transportation and room, or do we know someone locally, who would be cheaper? Pam will check to see if Clark Wold, EAC has any suggestions. For those who wish to have the conference rate of $59.95 reservations must be done by October 17.
- New Business
- RMASFAA Expenses -Pam advised that the policy states that SDASFAA will cover the expenses for the President to attend the RMASFAA Expenses. Right now we are fine financially, the board felt that we could afford to take care of the expenses for the RMASFAA Conference for the President, especially as it is written in the policy. It is valuable to send 2 people to the NASFAA Leadership Conference. Later if we need to cut expenses, Pam recommended that we cut sending the president to the NASFAA Conference, as this conference benefited the president's school only, but at RMASFAA there is the board meeting to attend. It was decided to look at this expense in the year that we have the financial problems. RMASFAA is talking about having the states help their budget by paying for Fall Decentralized Training, and NASFAA will no longer be conducting Spring training.
- Leadership Development Scholarship -Pam advised that Greta was awarded one of these scholarships, and will not be able to use it this year. Sharon Kienow had declined this scholarship this year as Greta had won it. The board decided to give the scholarship back to Sharon, as she was the only one who was drawn and declined it.
- b -Pam advised that Thank You's were received from SLFC for the picture that was given, Jim Swanson for the money clip & complimentary room, and The Holiday Inn Express in Deadwood. The next Executive Board meeting will be on November 17, in the afternoon, at Cedar Shores in Chamberlain. Ruth handed out mileage reimbursement forms.
- Adjourn -At 2 p.m. Brenda made the motion to adjourn. Jean seconded the motion. All members were in favor, and the motion passed.
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