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SDASFAA
Board Meeting
July 28, 2006 Huron Events Center Huron, SD Call to Order: David Martin, President, called the meeting to order at 11:07 a.m. Members present: David Martin, President; Val Weiser, Past-President; Starla Russell, Secretary Laura Olson, Treasurer; Mike Mutziger, Associate Member, Sharon Martin, Kim Nida, and Kateri Montileaux, Members at Large. Absent: Grace Bick, President-Elect; and Emily Studenski, Member at Large. Approval of the Agenda: Laura Olson asked that the agenda be amended to include the in-kind support for associate members. The same form may also be used for College Goal Sunday. President Martin indicated that if time permits, the item will be discussed. Otherwise, it will be discussed by email. Kateri made a motion to accept the agenda, seconded by Laura. No discussion followed. The motion passed. Approval of the Minutes: Starla distributed the minutes that contain proposed changes by David, which were changes of spelling and grammar, rather than content. Kim indicated that Deb Henriksen’s name (on page 3) is spelled incorrectly. Sharon made a motion to approve the March 27, 2006, meeting minutes as amended, seconded by Val. All members were in favor, and the motion passed Officer Reports Secretary: There was no report given Treasurer: Laura provided copies of the Balance Sheet from January 1, 2006 to July 27, 2006. The SDASFAA Spring Conference netted an income of $3,320.00. Additionally, $4,500 was deposited into the SDASFAA account from College Goal Sunday; however, USF has submitted their application to be the agent for College Goal Sunday. Therefore, if their application is approved, those funds will be debited from the SDASFAA account. The current income totals $28,240.21. There have been limited expenses, other than the SDASFAA Spring Conference of $4,735.58. The current expenses total $12,063.34. The ending balance totals $20,310.04. David reported that the president elect and president will be attending the RMASFAA Fall 2006 conference; therefore, expenses will be incurred from that conference. David indicated that with Grace Bick’s absence from the meeting, a report regarding the site locations and work that is being done on the High School Counselor’s Workshop and any anticipated expenses are not available. There was discussion surrounding the need for all of the information that has been copied and included in the binder. Perhaps including more of the College Goal Sunday and scholarship criteria could be substituted. Mike made a motion to approve the Treasurer’s report, seconded by Kateri. All members were in favor, and the motion passed Past-President: Valerie reported that the election results are in and that she will post those on the website. All candidates will be notified of their standing before the results are posted on the web. Valerie also reported that she forwarded the decentralized training information to David. President-Elect: There was no report given. President: There was no report given. Report of Standing Committees: There were no reports given. OLD BUSINESS Further Tweaking of the Budget: David continues to review the proposed budget to look at ways to keep it updated to account for under- and over-budgeted items. NEW BUSINESS Use of Transitional Board Meeting in November for Orientation: David reported that the meeting minutes from the last meeting reflect that Grace brought forth this idea. David also reported that RMASFAA uses this format to assist in the transition of new members, specifically the treasurer position. Perhaps having a one-year overlap for the Treasurer positions, similar to the President and President-Elect positions that currently serve on the board, might be a good way to transition the position. Laura reported that a shorter training period might be more beneficial, rather than a one-year commitment to the Board for the incoming Treasurer. Sharon suggested that because travel for the Fall Decentralized Training and the SDASFAA Board meeting usually occurs on Sunday, this might provide an opportunity to have a transitional meeting on Sunday, and the new board members also sit in on the regular board meeting on Monday. David will contact the Cedar Shores for the Fall 2006 meeting on November 12, 2006, to determine if there is a meeting room available for that Sunday evening. This is not a by law change, but rather an opportunity to inform the new board of their responsibilities. Update on SDASFAA 2007: No report was given. However, Grace Bick will be asked for the details of the planning committee. Update of SDASFAA 2008: David reported that Donna Johnson and Emily Studenski met with a representative of the Sheraton regarding the Spring 2008 SDASFAA conference to work out the details of the Sheraton hosting the conference. That location will also host the RMASFAA 2008 conference. The negations with the Sheraton for SDASFAA 2008 are progressing positively in spite of the process that the RMASFAA Conference negotiator uses in securing the best possible deal each year for RMASFAA. Update on RMASFAA 2008: David reported that the site committee researched overflow hotel space in light of the opening day of hunting season coinciding with the RAMSFAA 2008 conference. The Ramada and Holiday Inn locations are being sought for possible overflow purposes. Sally Schuman, RMASFAA President, will be signing the contact for the Holiday Inn by August 4, 2006. A shuttle will be provided by the Holiday Inn for RMASFAA guests staying there. A contract from the Ramada was provided, and an extension will be asked for in order to accept it by RMASFAA. The conference rate is $94/night. This rate will be honored by both the Ramada and the Holiday Inn. College Goal Sunday update: This agenda item was moved up due to the conclusion of the College Goal Sunday meeting. Jay Larsen, College Goal Sunday Chair, who is meeting with College Goal Sunday volunteers next door to the SDASFAA Executive Meeting, reported on the ideas for themes that are being suggested. Members reviewed the themes and made suggestions, that Jay will take back to implement more ideas. Approval to destroy 2006 election results from the Spring 2005 election: Laura made a motion to approve destroy the 2006 election results, seconded by Kim. All members were in favor, and the motion passed. The results are in the container that David provided to Grace. Grace is charged with destroying those records accordingly. Election 2007 results: This item was discussed during the Past-President’s report. Report from Val on Review of Policies and Procedures, et. al: Val compared the Policies and Procedures with the verbiage on the web. The areas that were reviewed include: Outstanding Service Award, Committee Chair, Years of Service Award, Previous Years of Service (J(1)), Retirement Awards, and Token of Appreciation. The discrepancies will be forwarded by Val to Diane. These are not changes to the Polices and Procedures. It was recommended that the Past-President be charged with reviewing the Policies and Procedures annually and bring recommendations to the Board. This would be a new duty for the Past-President. Val moved that an annual review of the policies and procedures and updates to the SDASFAA website be added to the duties of the Past-President. David seconded the motion. All members were in favor, and the motion passed. Review update to posting of minutes information revision: David suggested making a policy and procedure change to set the dates for posting the draft and final meeting minutes to the Executive Council and SADSFAA membership. Laura made a motion to approve the suggested changes, seconded by Kateri. All members were in favor, and the motion passed. The secretary will make the approved changes to the Policies and Procedures manual and submit those updates to Diane at EAC. Because the web-based policies and procedures and the hard-copy document may not be the same, contact will be made with Diane to obtain her most recent copy and ensure the hard copy document is accurate. Presenters need for Fall Decentralized Training – Subject: Verification: David asked for volunteers to serve as the Fall 2006 trainer. Request from Cindy Swinson for budget increase for Support Staff Workshop from current $1000 to $1500: The next support staff workshop will be held on October 26-27, 2006 at the Baymont Hotel in Sioux Falls. The Education committee is asking for a $500.00 budget increase for enhanced activities for this year’s Support Staff Workshop. In Kind Support letter for Associate Members: This agenda item was added. Mike distributed a form that the board may want to consider to track the in-kind contributions by associate members. It was recommended that an electronic form be added to the SDASFAA website that can be downloaded and submitted by associate members by the end of each year. A letter can be drafted and sent annually by the Treasurer to the associate members asking them to complete their form. Mike will distribute the form to the members for their review. SDASFAA 2009 location: Discussion regarding the location of having the Huron Crossroads host the 2009 SDASFAA location ensued. This would mean that the 2008 and 2009 SDASFAA conferences would be held in the eastern part of the state, rather than the 2009 conference being hosted in the western part of the state. David will solicit cost information and will report at the next board meeting. The next meeting will be at the Cedar Shores on November 13, 2006. David will make the arrangements and will also check on the November 12, 2006, date for a transition meeting with the 2007 Board members. Mike made a motion to adjourn the meeting, seconded by Laura. No discussion. The motion was passed, and the meeting adjourned at 2:09 p.m. Submitted by:
Starla Russell
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