South Dakota Association of Student Financial Aid Administrators
 

 

 

SDASFAA Executive Council Meeting
Minutes for August 4, 2005
Chamberlain, SD

  1. Call to Order: Val called the meeting to order at 10:38 a.m. Members present were: Val Weisser, President; Brenda Murtha, Past President; David Martin, President Elect; Laura Olson, Treasurer; Monica Gannon, Secretary; Julie Hamer, Emily Studenski, Members at Large; Mike Mutziger, Associate Member. Members absent were: Sharon Martin and Carol Bogaard, Members at Large.
  2. Approval of Agenda: Val handed out the agenda. David asked to add a joint meeting with ND for Fall and a new responsibility given to the president by RMASFAA. Brenda made the motion to approve the agenda as amended. Mike seconded the motion. All members were in favor, the motion passed.
  3. Approval of Minutes: Monica distributed copies of the Executive Council meeting and the Business Meeting from April 4, 2005. Laura made the motion to approve the Executive Council meeting minutes. Emily seconded the motion. All members were in favor, the motion passed. The Business meeting minutes need to be corrected for Val's name and RMASFAA. Julie made the motion to approve the Business meeting minutes as amended. Emily seconded the motion. All members were in favor, the motion passed. The Business meeting minutes can now be posted to the website. The will be formally approved by the membership at the next business meeting.
  4. Officer Reports:
    1. Treasurer: Laura reported that the balance Sheet is current as of today. Val advised that Department of Education has not paid for the Spring conference yet, as they had not been billed for equipment and room rental. None of the EAC Professional Development Scholarships have been used yet. Miscellaneous expense is for the filing of the non-profit status with the state, which is required every other year. The savings accounts are not reflected on the balance sheet, they have not changed as the CDs have not yet rolled over. The RMASFAA board meeting budgeted expenses are for sending the President Elect to RMASFAA, as RMASFAA picks up the expense for the president. We need to remember to keep this budget item as there might be a year that RMASFAA can not afford to pick up those expenses. The last RMASFAA board meeting is in conjunction with the RMASFAA conference, the President has their final meeting and the president elect has their first meeting. Should SDASFAA be paying for the registration for both of these persons? What about transportation and lodging? The worst case scenario would be about $1000 per person. NASFAA does not have any obligations such as a board meeting. Would it be better to fund both persons fully for RMASFAA and not fund the President to go to NASFAA? We actually made money on the Spring conference this year as Sponsorship was higher. Brenda made the motion to send the President Elect to the RMASFAA Board meeting for Fall of 2005, and for SDASFAA to pay for the registration fees, transportation and lodging for both the President and President Elect. Laura seconded the motion. All members were in favor, the motion passed. Monica motioned to approve the Treasurer's report. Mike seconded the motion. All members were in favor, the motion passed.
    2. Secretary: Monica reported that the meeting minutes from November 15, 2004 were posted to the website.
    3. Past-President: Brenda had no report
    4. President: Val thanked SDASFAA for sending her to NASFAA. There was a great session on how to interpret tax returns. The site has been selected for Decentralized Training. Materials and everything are just like they have been in the past, even though the membership fee structure has changed. Pam Lane is a possibility for the trainer. U.S. Bank has always donated 3 ring binders in the past, except for last year. Rosie has asked to be able to provide these again this year.
  5. Report of Standing Committees
    1. Education Committee: Sharon was not at the meeting. But her e-mail stated that things are progressing for the Support Staff Workshop.
      1. High School Counselor Sub-Committee: David handed out the registration form. All sites and coordinators have been set. Discussion ensued about the registration deadline and the printing deadline and distribution of the materials. We have many late registrations and walk ins. If we take the highest number of participants for the past 3 years, we could use that amount for the printing deadline, and then move the registration deadline closer to the actual conference. Do we need to provide new binders? It has been 3 years since we last gave everyone a binder. David will get with Mary Anne to let her know the information is on the website and so that she can hand out the flyers at the HS Counselors meeting. It will also be sent to their list serve.
      2. Awareness Sub-Committee: In regards to College Goal Sunday, the preliminary planning checklist is almost done. Jay Larsen has agreed to lead and Peggy and MaryAnne will jointly be the assistant. Looking at having the first site on the reservation. We need a copy of the IRS determination letter for non-profit status, Laura does not have it. Check with Grant, if not find out where we can get a copy.
      3. Conference Sub-Committee: Location in Watertown and the committee is set for this.
      4. Review Committee: No report.
    2. Committee of Record: No report.
      1. Membership Information Sub-Committee: Brenda reported the new website is up and running. The challenge will be to keep it up to date and to make sure we put on the upcoming events.
    3. Recognition Committee: Awards are posted on the website.
  6. Old Business: None.
  7. New Business:
    1. New Memberships to SDASFAA: Stewart's School of Hair Styling has applied for membership again. The director is Penny Thompson. The blank membership application needs to be posted on the website. Mike made the motion to accept Stewart's School of Hair Styling as a member. Brenda seconded the motion. All members were in favor the motion passed.
    2. Annual Sponsorship: Val passed out a summary of the sponsorship from the past 3 years for Spring Conference. We do not track much of anything else. We need to start tracking all sponsorship. Mike reported that at the Spring conference, the associate members were overwhelmingly in support of an annual sponsorship. A lot of sponsorship has been in kind support. Mike was thinking $3,000 for gold level, $2,000 or $1,500 for Silver level, $500, $250, and anything below that is Friend of SDASFAA. Discussion ensued as to what we have previously received for sponsorship and what are our expenses. Do we want to let the associate members decide where their support goes? Training, Conference, Operating expenses, etc. Associate members were not worried about where their money would be spent, as SDASFAA is a pretty lean organization. We could post sponsorship on the website. Associate members would like more space at the Spring Conference, so that they have more time with members. Would we then be able to keep our membership fees at our same level in future years? Mike proposed setting up an e-mail survey of the Associate members to get an idea of what in kind support they provided last year. The e-mail should come from Val to the Associate members. It was decided instead to have the committee chairs to look at their budgets and come up with the total expenses.
    3. RMASFAA Conference 2008: Mary Anne and David went to different facilities in Sioux Falls and checked out their facilities. All had different pros and cons. They are debating between the Sheraton and the downtown Holiday Inn. They will make the presentation to the board in October and then have the board make the decision. The final dates have not been set for the conference yet. We need to look back at SDASFAA expenses for RMASFAA 2000, to see how much our state had for expenses.
    4. Computer Software: Val checked into this with her IT guys and they thought quicken would work for the Treasurer's books, but we would also need to develop the access to this from the website. Laura will set up the books on excel, so that it is portable to the next treasurer. Val and Laura will work on entering history. We could post the final balance sheets to the website. Or do we want to use a different software on the EAC site, and have it password protected? Val will ask around about Quicken software or another small business product and Mike will check on how to password protect this on the website. Will people not use it on the website, if they do not understand the software.
    5. Other-Rich Coplan's daughter and the benefit for her medical expenses, does SDASFAA want to give a donation from SDASFAA as a whole? It was decided to donate $50 to the benefit. Laura will cut a check and send it with a card to the benefit.
    6. Other-Learn Student Aid.org. NASFAA's primary mission is to provide training to administrators at all levels. NASFAA wants to know if we want to become a partner in Learn Student Aid.org. Each member of the state would then receive a 10% discount to use this. We would then need to do a lot of promotion for this at the state level. It was felt that members could participate in this through their membership in NASFAA and the Department of Education also offers training modules for free. We decided not to participate.
    7. Other-SDASFAA uses 35 cents per mile and the federal rate is 40.5 cents per mile. Do we need to change the SDASFAA rate? We discussed this and decided that 35 cents per mile was fine.
    8. RMASFAA is looking for presenters from each state. RMASFAA is looking for recommendations from us for presenters.
    9. Val asked for permission to destroy last year's election votes. The council approved the destruction.
    10. David advised that the ND President Elect, Don was asking if we wanted to have a joint meeting for the 2006 Decentralized training. Could we do this as a joint meeting and have it in Aberdeen . This would save RMASFAA money and it would save the presenters' time. David will talk to Don about setting up a joint Decentralized Training for 2006.
  8. Announcements

    1. Next Meeting: Will be during Decentralized Training. Agenda items for the meeting will be sponsorship, update on College Goal, review the Policy and Procedure manual by breaking it up into sections and have 2 people review each section (one being the person currently in that section's capacity), review the council calendar and make sure it is posted on the website. In addition we will have news on RMASFAA 2008. Plan to have the board meeting the night before at Cedar Shores . Are we splitting the training up for travel time or presenting all in one day. We also need to ask when people are going to use the Professional Development scholarships, as they need to be used by December.
    2. Adjourn: David made the motion to adjourn the meeting. All seconded the motion. All members were in favor, the motion passed. The meeting was adjourned at 2:50 p.m.


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