CALL TO ORDER: Grace Bick, President, called the meeting to order at 7:04 p.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 Kateri Montileaux, 2007 Members at Large.

Absent:
Kristy O'Kief, 2007 Member at Large.

The 2008 Board members present were: Denise Grayson, 2008 President-Elect; Becky Pribyl, 2008 Treasurer-Elect; Krista Tyler-Raye and Tom Poloncic, 2008 Members-At Large-Elect.

APPROVAL OF AGENDA: Grace asked for a motion to accept the agenda. David asked that an item under New Business be added to establish a policy for reimbursement for Sunday evening Board Meetings. Cindy asked that an agenda item be added to discuss the dates for the 2008 Decentralized Training. Cindy also asked that an agenda item be added to discuss the length for which records should be retained. David made a motion to accept the agenda, with the addition of the new items, 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 July 18, 2007, meeting. Laura made a motion to approve the minutes, seconded by Cory. 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 November 9, 2007. The beginning balance started at $12,486.13, with income of $25,346.39 being added. Expenses total $15,750.28, therefore, the ending balance is $22,082.24. The expenses from Cindy, Grace and David's attendance to the RMASFAA 2007 conference will be reduced by about $57.00, which will be reflected on the next balance sheet. The majority of the expenses through the end of the year will be the High School Counselor Workshop that will be in early December 2007. The 2008 budget item for the NASFAA Leadership conference will be increased due to both a new President Elect and a new Treasurer. Cindy inquired about the income and expenses being reported for College Goal Sunday. Laura reported that because College Goal Sunday cannot fund refreshments, SDASFAA billed sponsoring organizations and receipted the funds through the SDASFAA account. The expenses were a bit larger than the income, but SDASFAA is simply absorbing that shortfall of $13.08.

David also indicted that the expenses for 2007 Recognitions were a bit higher than usual because there were a few members who should have been recognized in the recent past who were not. Therefore, the recognition efforts are now up-to-date.

Grace inquired about the Professional Development Scholarship fund and their current use. Laura reported that only two of six scholarships have been submitted for reimbursement to date.

Kateri made a motion to approve the Treasurer's report, seconded by Patti. All members were in favor, and the motion passed.

Past-President: David reported that he has been privileged to serve SDASFAA, and that he will miss serving. David's service ends on December 31, 2007.

President-Elect: Cindy distributed a written report. The RMASAA Board approved a $17,000-plus deficit budget, but the reserves are healthy enough to absorb it this next year. Cindy also reported that the RMASFAA 2008 Conference fees will be raised from $145 to $165. Additionally, an increase in the annual membership dues is being considered. The RMASFAA sponsorship policy was re-worked to include "corporate support" with the option of a purchase package option and an ala carte option. The pre-registrations for the High School Counselor workshop are 136 currently, up from the 122 from last year. There are materials available for 175 participants. Cindy will take over as President in 2008.

President: Grace distributed a written report outlining her recent activity. Grace also presented each current, outgoing and incoming board member with a token of her appreciation.

REPORT OF STANDING COMMITTEES:
No reports were given

OLD BUSINESS
Final Review of the Budget: Grace asked if the Board had any further suggestions regarding the final budget. There were no suggestions.

Update on SDASFAA 2008: Cindy reported that her committee will be meeting on Monday evening, November 12, 2007. The conference will serve as a test for the 2008 RMASFAA Conference as it is being held at the same hotel.

Update on RMASFAA 2008: David reported that the RMASFAA 2008 budget was approved with the increased registration fee of $165, rather than $145. There were 420 registrants for the RMASFAA 2007 conference, and David is optimistic that the 2008 conference in Sioux Falls will be well-attended. David and Mary Anne Whitman, Conference Co-Chairs, will be having a meeting with the Chair and Co-Chairs of the Conference Sub-committees on Monday, November 12, 2007.

Review Update to P&P after "specifically relating to vendors": This will be discussed under Report on policies by vendors as it relates to sponsorship fees.

Review of the DRAFT of the "Master Calendar": A copy of the Master Calendar was distributed for discussion.

The calendar items for the High School Counselor Committee were adjusted to remove the TO BE ADDED.

David made a motion to approve the changes made to the Master Calendar under High School Counselor Committee, seconded by Laura. All members were in favor, and the motion passed.

Cindy made a motion to approve the changes made to the Master Calendar under Treasurer, seconded by Kateri. All members were in favor, and the motion passed.

Cindy made a motion to approve the changes made to the Master Calendar under the April dates for all of the officers regarding attending the Business Meeting, seconded by Patti. All members were in favor, and the motion passed.

Report on policies by vendors as it relates to sponsorship fees: Cory reported that he discussed this topic with Rosie Jamison, and perhaps an organizational membership should be considered. There needs to be more clarification on that "organizational membership" is. Additionally, in discussing this topic with Donna Johnson, perhaps an Exhibit fee with an ala carte option could be considered. The bottom line is that the term "sponsorship fee" is no longer acceptable.

Grace asked if RMASFAA has approved a policy to address the "sponsorship fees" that are no longer acceptable. The policy was approved and includes a sponsorship policy that was re-worked to include "corporate support" with the option of a purchase package option and an ala carte option. Cory asked if there was an ability to charge for "advertising" opportunities. Currently, there are limited avenues for advertising, however, perhaps advertising during the SDASFAA Conference in a program booklet, etc.

Grace asked for suggestions from the Board. Laura inquired about RMASFAA's take on having to cutback on services or other products being offered due to RMASFAA's new policy. Cory reported that he did not think that was a consideration. The SDASFAA board must act promptly due to the rapidly approaching new calendar year. Grace reported that since RMASFAA has done much of the research just recently, SDASFAA should consider adopting much of the policy that RMASAA has passed.

Laura indicated that the ala carte options are limited with SDASFAA, which may not be the case with RMASFAA due to SDASFAA's limited programming.

Cindy indicated that the membership dues cannot be changed for the 2008 year, but it must be reviewed early for the 2009 membership cycle. Laura reported that the associate membership dues for SDASFAA appear to be comparable to RMASFAA, although the SD Association is smaller.

It is apparent that there must be significant research on this, specifically relating to the corporate support, before a decision can be made, as it impacts the bylaws. The levels are currently not acceptable, and center around the fact that the there must be an exchange of goods (i.e. a booth, etc) in exchange for the support to SDASFAA. It was discussed the following items could be considered:

Laura made a motion that a subcommittee (Cindy, Grace, Laura, Starla and David) be developed to meet (8:30 a.m. at the Howe Meeting Room on Monday, November 12) on this issue to prepare a proposal. The proposal will be considered during a short Executive Council Meeting on Tuesday, November 13, 2007, immediately following the Decentralized Training. David seconded the motion. All members were in favor, and the motion passed.

Draft of Refund Policy (inserted as Section M. Refund Policy): Laura distributed a proposed Refund Policy, including the reasons the policy is needed. Laura's research included reviewing other state association's policies.

Proposal to establish a SDASFAA Refund Policy for Registration Fees
Reason a policy is needed:

• There are no clear guidelines on refunds.
• There are no clear guidelines on who is eligible for a refund or how that request happens and how decisions are made.
• There is currently no penalty for cancelling, not showing up or non-payment.
• There is currently no benefit to the member to register or pay early.
• Conference Committee requires a head count when allotting for space and food requirements. This is a cost issue.
• Many conference costs are required prior to the conference, yet conference registration funds have not been received to cover these costs.

Proposed Policy:

• All requests for refunds are in writing and sent to the Treasurer for approval.
• A 100% refund is granted if the request is received at least 15 calendar days prior to the start of the activity. The treasurer will confirm that the fee was received, issue the refund, and notify the committee chair.
• For requests not received in the timeframe listed above, a request for a refund, up to 50%, upon approval of the Treasurer and the President, may be granted if extenuating circumstances prevent a member from attending an Association function. Requests must be received no later than 15 days after the activity.
  • A 100% refund may be allowed for immediate family medical reasons or death in the immediate family or for persons who have resigned from their employing institution prior to the start of stated activity.
• The amount of the registration fee will be set at two rates: one for pre-registration & receipt of payment 15 days prior to the event and one rate for late (14 days or less before event) or walk-in registrations & payments.
• The refund policy and notice must be included on the SDASFAA website registration and on the registration confirmation emailed to the registrant.

Cindy made a motion to approve the policy as discussed, seconded by Cory. This new policy will be added as a new Section M. Refund Policy. What is current listed as Section M. will be listed as Appendix A. All members were in favor, and the motion passed.

Formal Written Announcement from EAC pertaining to the $1500 yearly Leadership Grant to SDASFAA: Grace reported that she received a written announcement from EAC on July 24, 2007, indicating that EAC's yearly Leadership Grant will no longer be funded by EAC due to the current climate of the student loan industry and code of conduct issues the state associations and lenders are experiencing.

Cindy made a motion that if the current 2007 scholarships are not utilized by the end of 2007, the funds be returned to EAC. Laura seconded the motion. Discussion included David's recommendation that EAC be contacted to discuss their wishes. There are two recipients: Mindy Scholten, CTU, and Juanita Robideaux, Sinte Gleska, who have not yet utilized their awards. Cindy amended her motion to have the President make contact with the two recipients, and if they are not planning to use their awards by December 15, 2007, the alternates that have already been selected be notified. If all alternates are exhausted, other recipients who have incurred expenses that need to be reimbursed be selected by Laura. David moved to accept Cindy's amended motion and Patti seconded the amended motion. All members were in favor, and the motion passed.

Storage of SDASFAA's electronic records by EAC: Laura reported that EAC will store the SDASFAA's financial documents as archives, which records date back to up to six years. The President and Treasurer will have access to the passwords.

NEW BUSINESS
Discussion on SDASFAA website for Newsletter archives (Discussion of Added Agenda Item from Cindy regarding Archiving Documents): Patti reported that the current SDASFA website contains newsletters from 2000 and 2001. Can they be removed? It was recommended that they be removed. Cindy asked that the Board consider adopting a policy on archiving and report back to the next board meeting. It was suggested that SDASFAA adopt the federal Title IV policy for archiving documents.

Cindy made a motion to archive any records that are older than 2 years, and adopt the Federal Policy for archiving records. David seconded the motion. All members were in favor, and the motion passed. It will be added as Item N under the Policy and Procedure Manual.

Food for HS Counselor Workshop (breakfast and snack?): Cindy suggested that the costs of a continental breakfast be paid for by SDASFAA, but that the parting snack may not be needed since many institutions are paying for lunch for the attendees. Laura made the motion that SDASFAA will cover the reasonable costs of continental breakfast for the 2007 High School Counselor workshop, seconded by Cory. All members were in favor, and the motion passed.

Discussion on new dates for High School Counselor Workshop 2008: This was discussed during the agenda item updating the Master Calendar.

Discussion on new dates for Decentralized Training (Discussion of Added Agenda Item from Cindy): Cindy asked that consideration be made to move the training either before or after the Veterans Day Holiday in the future. Cindy will explore new dates for 2008.

Policy on Travel Expenses for Executive Council Meetings during the evening prior to Decentralized Training (Discussion of Added Agenda Item from David): David asked the Board to consider implementing the RMASFAA policy regarding reimbursement for travel and lodging expenses for meetings held either before or after RMASFAA or SDASFAA conferences and/or trainings. This has become more of an issue with the increase in tasks that we're trying to accomplish, for example College Goal Sunday, Executive Council Meeting, Decentralized Training, SDASFAA Committee Meetings. Cindy indicated that the President has the ability to set the meetings, and she will consider the timing of the Board Meeting that will be held during the 2008 Decentralized Training. There was no action taken.

ANNOUNCEMENTS
Next Meeting: Cindy will determine the next date of the meeting, and will inform the Council members.

ADJOURN
Laura made a motion to adjourn the meeting, seconded by Kateri. No discussion. The motion was passed, and the meeting adjourned at 9:42 p.m.

~~SPECIAL MEETING TO DISCUSS PROPOSED CORPORATE SUPPORT~~

CALL TO ORDER: Grace Bick, President, called a special meeting to discuss the Corporate Support Fee Policy to order at 11:43 a.m. on November 13, 2007.

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, Kristy O'Kief and Kateri Montileaux, 2007 Members at Large.

PROOSED ANNUAL CORPORATE SUPPORT INVOICE
As the environment in our industry changes so must the structure of the annual support and membership dues to SDASFAA. Your support is critical in the operation of the SDASFAA organization and the past support you've shown SDASFAA is very much appreciated. We hope under this new format you will continue that support into the coming year.

Below, please find a new breakdown of the ways you can financially support the efforts of SDASFAA. Please check the area(s) of financial support that «Organization_Name» will contribute to SDASFAA for 2008.

These are the primary areas where you can contribute to SDASFAA as well as gain recognition for your organization within the membership of SDASFAA. Membership dues are required by any corporate organization wanting to be a member of SDASFAA and participate in organization functions. Please place a check mark beside each item of support:

SDASFAA Spring Conference:
______$500 - Booth Space ______$200 - Presentation Space on the Agenda
______Ad Space in the Conference Program (Check below for your ad size) ____
Full Page $1,000 ____ ½ Page $750 ____ ¼ Page $500 ___ 1/8 Page $250

Support Staff Workshop:
______$150 - Materials Distributed to Attendees
______$100 - Presentation Space on Agenda

Decentralized Training:
______$200 - Presentation Space on agenda

7 South Dakota High School Counselor Workshops:
______ $250 - Materials Distributed to 135+ High School Counselors across the state of South Dakota

SDASFAA Calendar (July 1, 2008 to June 30, 2009):
______ $100 - Border Ad - Calendar distributed to each SDASFAA Member

2008 Membership Dues:
______$75 - SDASFAA Membership Dues (Required for any participation in SDASFAA)

In addition to the above support, my organization would like to give an additional amount to SDASFAA in a charitable contribution: $_____________

Total Amount of Check Enclosed = $________________

_______I would like the SDASFAA President to contact me regarding additional opportunities for my organization to support the efforts of SDASFAA.

Make check payable to: SDASFAA
Please remit to:
Laura Olson, SDASFAA Treasurer
University of Sioux Falls
1101 W 22nd Street
Sioux Falls, SD 57105

Please remit dues no later than January 15, 2008.

If you have questions regarding this billing, please contact me at 605-331-6623 or email laura.olson@usiouxfalls.edu.

David moved to accept Annual Corporate Support fees and Cindy seconded the motion. All members were in favor, and the motion passed.

Cindy made a motion to change the Bylaws for the membership dues and the Corporate Support Fees be due from December 15 to January 15 annually, Laura seconded the motion. Grace will work with EAC to set up an electronic vote to the SDASFAA Website so the SDASFAA voting members can review the recommended Bylaws change and vote accordingly.

ADJOURN
Patti made a motion to adjourn the meeting, seconded by Kim. No discussion. The motion was passed, and the meeting adjourned at 11:59 p.m.

Respectfully Submitted,

Starla Russell,
Secretary