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SDASFAA BOARD MEETING
Thursday, July 31, 2008 Al’s Oasis - Chamberlain, SD CALL TO ORDER: Cindy Swinson, President, called the meeting to order at 10:30 a.m. Members present: Cindy Swinson, President; Denise Grayson, President-Elect; Starla Russell, Secretary; Becky Pribyl, Treasurer; Patti Klinkhammer, Tom Poloncic, Krista Tyler-Raye, and Kristy O’Kief, 2008 Members at Large; and Corey Rabenberg, 2008 Associate Member. Absent: Grace Bick, Past-President. APPROVAL OF AGENDA: Cindy asked for a motion to accept the agenda. Kristi made a motion to accept the agenda, seconded by Patti. No discussion followed. The motion passed. APPROVAL OF MINUTES FROM MARCH 31, 2008 BOARD MEETING: Cindy asked for a motion to accept the minutes from the March 31, 2008, meeting. Tom made a motion to approve the minutes, seconded by Krista. All members were in favor, and the motion passed.
OFFICER REPORTS Treasurer: Becky distributed the 2008 balance sheets. The beginning checking balance totaled $21,173.67. The income from July 1, 2008 through July 29, 2008 totaled $22,506.45. The expenses reflect year-to-date expenses totaling $12,245.63. Expenses for such items as the High School Counselor workshop and Fall 2008 Decentralized Training may total approximately $5,000.00. The ending balance totaled $5,254.49, including moving $16,000 to saving and purchasing a $10,000 CD. The assets had an ending balance of $42,695.88, which includes three CDs and moving $16,000 from checking into savings. There was discussion about moving more of the savings balance (currently at $17,428.84) to a CD, especially if the estimated expenses are totaling only $5,000 through the end of the year. Becky reported that she received a bill for $1,400 from the IRS because their records indicate that SDASFAA’s 990 EZ was submitted late (tax forms are required 5 months after the fiscal year). Historically, SDASFAA’s fiscal year was July 1 through June 30. However, in 1995, SDASFAA switched to a calendar year fiscal year, but the IRS did not receive the notice. Nelson and Nelson, the accounting firm that submitted SDASFAA’s 2007 tax return, sent a letter to the IRS asking the amount to be waived, especially since SDASFAA had not been required to file tax returns until this last year. Becky will report to the Board when she receives information from the IRS. Becky reported that on-line banking has been set up and the president-elect, Denise, has been given the passwords. Becky also reported that the mileage rate has increased from .505 to.585 as of July 1, 2008. Globe University has submitted a membership application for SDASFAA. This item will be moved to New Business for further discussion. Past-President: Grace was unable to attend, therefore, Cindy reported on the election returns as forwarded to the board follows:
President Elect: Tom Poloncic, BH Beauty College Associate Member at Large: Jean Rock, Student Loan Finance Corporation President-Elect: Denise reported that she has been setting up the High School Counselor Workshops for Fall 2008. She will receive additional information from Cindy regarding the Pierre site. December 8, 9, and 10 are the dates that have been set. President: Cindy reported the budget looks like its on track to run in the black. The Listserv is currently housed at SDSU, and Cindy has been named as the contact. As bad e-mail addresses are identified, Cindy will receive a notice and can forward it to the appropriate committee for follow-up. Cindy also reported that she has periodically reviewed the policies and procedures and the bylaws to ensure she is completing her duties accurately. She has taken note of items that are done “at the discretion of the President” and will ensure she follows through with that. Kristi made a motion to approve all of the Officer reports, seconded by Patti. All members were in favor and the motion passed.
REPORT OF STANDING COMMITTEES There were no other Committee reports given.
OLD BUSINESS NEW BUSINESS New Membership Application: Tom made a motion to approve the membership of Globe University, seconded by Patti. All members were in favor and the motion passed. Destroying 2007 Ballots: Cindy asked for a motion to destroy the 2007 ballots. Kristi made a motion to approve destroying the 2007 ballots, seconded by Becky. All members were in favor and the motion passed. Trainer for De-Centralized: Cindy reported that the 2008 Decentralized Training topics are Student Eligibility, Cost of Attendance and FAFSA Changes for 2009-2010 and will be held at the AmericaInn in Chamberlain, SD on November 12-13, 2008. Brenda Murtha as agreed to be the trainer. Are You Ready Brochure: Cindy reported that she received a note from Peggy at EAC regarding the updates to this brochure. The brochure is distributed during the HS counselor Workshop and for EAC’s HS Counselor packets. The Board feels the brochure should be continued. The president-Elect, Denise, will address this during her term next year. Setting location and dates for SDASFAA 2010: Cindy reported that the Crossroads in Huron would like to host SDASFAA 2010 Conference. The hotel will honor state rates for all attendees, and will not charge for many of the meeting rooms. The Board discussed possible dates and availability for the hotel, including the Easter Holiday and dates of SD High School Activities. Patti made a motion to set the 2010 SDASFAA Conference at the Huron Crossroads Hotel and Events Center on March 22-24, 2010, seconded by Tom. All members were in favor and the motion passed. SDASFAA support for RMASFAA 08: Cindy reported that the RMASFAA 2008 conference committee has been setting the agenda, including setting a meal on the Monday evening. The RMASFAA 2008 budget may be stretched a bit, therefore, the RMASFAA 2008 conference Co-chairs have asked SDASFAA to consider possibly making a commitment of a set monetary amount (for example, $2,000) in the event that the budget wouldn’t be able to meet the budget demands of the conference. It was questioned whether states have historically contributed to the RMASFAA conference. Cindy will visit with the Conference co-chairs and the RMASFAA Board to get more information. It was decided by the Board that SDASFAA would consider making a contribution of the RMASFAA 2008 conference if needed. More discussion will be held at a later date, if needed. Replacing At-Large Board Member: Cindy congratulated Tom on his election as President-Elect. Tom is currently serving as an At-Large member, and will have a one-year term that will be vacated when he takes office in January 2009. Cindy reported that she reviewed the Bylaws to determine how to fill the vacancy. It appears that the Executive Council makes the appointment for all of the offices, expect for the At Large or Associate member – the Bylaws do not specify the appointment of these offices if left vacant prematurely. It appears the board has three options:
Patti has volunteered to serve the remaining one-year term that will be left vacant by Tom who will begin his duties as President-Elect on January 1, 2009. Patti will be completing her second year as at At-Large member at the end of 2008. Kristi made a motion that on January 1, 2009, Patti be appointed to serve out the remaining one-year term of the At Large position that will be vacated by Tom, who will resign as the At-Large Member and begin his service as the President-Elect, seconded by Denise. All members were in favor and the motion passed. Other: Tom made a recommendation to increase the US Bank CD when it matures, at the discretion of the Treasurer. This recommendation is in line with the Treasurer’s report noted above.
ANNOUCEMENTS
ADJOURN
Respectfully Submitted,
Starla Russell, Return to Menu |
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