\ November 12, 2002
 South Dakota Association of Student Financial Aid Administrators
 

 

SDASFAA Board Meeting
Minutes for November 12, 2002
Kings Inn, Pierre, SD

  1. Call to Order: President Cody McMichael called the meeting to order at 1:20 p.m. CST.
  2. Roll Call and Welcome: Members present: Cody McMichael - President; Pam Lane - President-Elect; Cheryl Bullinger - Past-President; Starla Russell - Secretary; Ruth Hanson - Treasurer; David Martin - Member-At-Large; Valerie Weisser - Member-At-Large; Grace Bick - Executive Council; Rich Coplan - Executive Council; Todd Otterberg -Associate Council.

    Guest members: Jean Rock - Associate Member-Elect; Monica Gannon - Secretary-Elect; Brenda Murtha - President-Elect; Denise Grayson - Executive Council-Elect.

    President McMichael welcomed the newly elected members and invited them to ask questions.

  3. Reading and Approval of the Minutes: All members reviewed the minutes from the June 26, 2002, SDASFAA Board meeting. Rich Coplan substituted for Starla Russell in drafting the minutes. Todd moved to approve the minutes with the understanding that the necessary spelling and grammatical changes will be made by Starla, Grace seconded the motion; all members were in favor and the motion was passed.
  4. Reports of Officers
    1. Treasurer's Report: Expenses from the Support Staff Workshop are still pending. It is estimated that approximately $1,045.00 is still outstanding. The U.S. Bank CD matured in October, 2002, and was rolled over. The Wells Fargo CD matures in December 2002. The extra expenses that are showing in the SDASFAA Conference is for the print that was given to EAC. The Savings and Checking Balances continue to show a healthy balance. Funding proposals will be discussed later in the meeting. David made a motion to approve the Treasurer's Report; Cheryl seconded the motion; all members were in favor and the motion was passed.
    2. Secretary's Report: There was no secretary's report.
    3. Past-President's Report: Cheryl will submit to Pam the past year's of service reports as she did not have it with her at this time.
    4. President-Elect's Report: Pam reported that she attended the RMASFAA retreat in Colorado Springs, CO on September 26-28, 2002. Pam also attended the old and new Board Meetings during the RMASFAA Conference in Bismarck, ND. Most of the time was spent reviewing the budget and discussing finances. Road Rally and the Retreat will not be held next year. Jim Swanson will be making a presentation to each of the State Board Meetings in order to revisit the budget issues. The NASFAA Leadership Conference will be held from March 2-4, 2002, in Arlington, VA. Pam reported that last year the Board discussed perhaps sending two people to attend the Leadership Conference. That issue will be discussed under New Business.
    5. President's Report: The 2002 Fall Decentralized Training topic will be Additional Resources and Packaging Considerations. More discussion regarding the logistics of the training will be discussed under New Business. Leadership Development Scholarships and Committee Structures will be discussed under Old Business.
      1. Cody also attended the RMASFAA Board Meeting on October 12, 2002. He reported that the issues SDASFAA faces is much like what other state's are facing. It has been a great learning experience to meet the other state presidents and members.
        1. The RMASFAA Listserve has gone through some changes to ensure that updates are being made and that members are included on the list. Voting and notifications are sent through the listserve, so members are encouraged to notify RMASFAA of changes and if messages are not being received.
        2. The RMASFAA Calendar that is on the website can be updated by members of SDASFAA. The site is user-friendly and can walk you through the steps easily.
      2. EAC has donated $1,500.00 for three $500.00 leadership development scholarships for the 2003 year.
      3. Spring Decentralized Training will have three different modules. The Training will be held during the 2003 Spring SDASFAA Conference.
      4. The SDASFAA Calendar that lists job responsibilities has been updated and should be reviewed by the members. The calendar can be updated yearly. Cody will e-mail the calendar to Pam.
      5. Policies and Procedures will be discussed under Old Business.
  5. Reports of Standing and Special Committees
    1. Education Committee
      1. High School Counselor Sub-Committee - Pam Lane reported on the dates for the High School Counselors Workshop. Dec 9, 2002: Aberdeen, Sioux Falls; Dec. 10, 2003: Pierre, Vermillion; and Dec. 11, 2002: Brookings, Rapid City. There are 117 counselors registered currently. Rather than utilize the DDN, live presentations will be held. Binders of information will be distributed to all attendees. Training binders will be given to all participants in order to provide more structure and guidance to the presenters. It will be presented via PowerPoint. The number of registrants have increased from last year.
      2. Awareness Sub-Committee - Val reported on the Quinn and Quiggly project that is currently underway. Gretta Siegel, member from Northern State University, is currently taking a class and has volunteered to help develop an Internet-based game. At this time, the project is being done free of charge. It is scheduled to be released in December 2003.
        In regard to the Financial Aid Awareness Month in January 2003, a budget proposal was submitted to increase the budget by $790.00. The current budget is $500.00. A two-fold approach is being considered that would include a media packet for the various media outlets within the state and an awareness kit for the high schools. A new design is being considered. Posters, tabletents, ad slicks, and a radio trivia give-away, as well as a governor's proclamation, press release, and PSAs have been designed and will be targeted to each packet/kit. Todd indicated that the SD National Guard may be willing to pick up the costs of printing the table tents and posters.
      3. Conference Sub-Committee - One meeting has been held to assign tasks to the members regarding the 2003 Spring Conference, which is being held April 14-16, 2003, in Deadwood, SD, at the Holiday Inn Express-Gold Dust. The timing of the workshops and starting time of the conference is being considered. Paul Tone is being considered as a featured speaker. Jim Swanson, RMASFAA President, is also scheduled to attend and speak. Ideas regarding entertainment and workshops are being solicited. Pam reported that selecting a site was the most challenging issue regarding the conference. She suggested that the new chairperson start on the site selection earlier than has been done in the past.
      4. Support Staff Workshop - Cheryl reported that approximately 55 participants attended the Workshop. It was well attended, and the sponsors and vendors did an excellent job. The attendance nearly doubled from the past year, and the feedback from participants was very favorable. Pam reported that SDASFAA added funds in order to assist with transportation to the workshop from the outlying areas. Although this type of transportation was not as successful, due to insurance and usage issues, the transportation to the Crazy Horse Monument worked well and was well worth the funds SDASFAA contributed.
    2. Review Committee: No Review Committee report was given.
    3. Committee of Record
      1. Web Page Updates - This item will be discussed under New Business.
      2. Membership Info. Sub Committee - This item will be discussed under New Business.
    4. Recognition Committee: Cody reported the committee will be meeting in the near future.
  6. Old Business
    1. Policy and Procedure Manual: Cody asked for a volunteer to assist in proofreading the document. Monica Gannon volunteered to assist. Cody reported that getting the document to flow was a challenge. He reported that it was a group effort, specifically during the June 2002 meeting. Cody will e-mail a copy to the members. He would like to include the document on the SDASFAA website. It will be an ever-changing document that will need attention in the future to include updates and periodic revisions. Cody asked for additional recommendations on where it should be published. It was agreed that the document will be included on the website, and a hardcopy will be given to Grant to be included with the SDASFAA Committee of Record information. Cody reported the document will be a good review for current and future board members. Discussion included questions about committee makeup, and other areas. Board members are encouraged to review the document and make recommendations. Cody asked to have the changes to the Policy and Procedures manual be presented at the next SDASFAA Business Meeting for final approval by all members. Discussion regarding which committee should be responsible for updating the Policy and Procedures. David motioned to amend the Constitution and By-laws to include as a responsibility of the Review Committee to conduct an annual review of the Policy and Procedures Manual to ensure compliance with the Constitution and By-laws; Todd seconded the motion; all members were in favor and the motion was passed.

      Grace made a motion to change the Policy and Procedures Manual to include the past-president as one of the members of the Review Committee; Ruth seconded the motion; discussion regarding the approval of the Policy and Procedures Manual was held regarding where does final approval of the Manual lay. As a result of the discussion, Grace withdrew her motion.

      Cody asked for suggestions on how to draft two proposed changes to the Bylaws and Constitution. It was discussed to include the Policies and Procedures Manual in Article VII, Section V. Ruth moved that the President develop wording to include review and approval of the Policies and Procedures Manual to the Constitution; Grace seconded the motion; all members were in favor and the motion passed.
  7. New Business
    1. SDASFAA Webpage/Membership Information Committee: Cody suggested that changes be considered in order to ensure the SDASFAA webpage information is updated. Pam suggested that the Members at Large serve on the Membership Information Committee in order to ensure that up-to-date information is forwarded accordingly and updated on the SDASFAA Webpage. This change will be made in the Policies and Procedures Manual.
    2. Leadership Committee: Cody suggested that the treasurer, in addition to the President-elect, attend the NASFAA Leadership Conference in 2003. Todd moved that the Treasurer attend the March 2003 NASFAA Leadership Conference and SDASFAA will cover the expenses; Grace seconded the motion; all members were in favor and the motion passed.
    3. Budget Proposal: Todd reported that the SD National Guard will cover the printing expenses for the Awareness Month posters and tabletents. Grace moved that SDASFAA pay for the additional expenses that will not be covered by the SD National Guard for the Awareness Sub-Committee's Financial Aid Awareness month, not to exceed $700; Pam seconded the motion; all members were in favor and the motion passed.
    4. Electronic Ballots: Pam is seeking approval to destroy the electronic ballots submitted for the 2003 elections. Cheryl reminded the Board that the ballots must be kept for one year, and can be destroyed thereafter.
    5. SDASFAA Letterhead: Pam purchased paper and copied the SDASFAA letterhead. Anyone needing letterhead can contact Pam.
    6. SDASFAA Committees: The new chairs should be taking office in January, or arrangements should be made to have the existing chairpersons make the transition shortly after the new year. Pam will be sending information to members inviting them to be members of the various committees.
  8. Announcements: Cody read the Thank You note submitted by Sharon Martin regarding the Leadership Development Scholarship she received in order to attend RMASFAA in October 2002. Sharon shared her scholarship with Krista Tyler so that both staff could attend the RMASFAA 2002 Conference.
    1. Changing of the Guard: Cody turned the gavel over to Pam Lane who will serve as SDASFAA Board President beginning January 2003.
    2. Next Meeting Time: Pam indicated the next meeting will be in late January 2003. Pam will make an announcement at a later date.
  9. Adjourn: Rich made a motion to adjourn the meeting, Cheryl seconded the motion; all members were in favor and the motion was passed. The meeting adjourned at 4:20 p.m. CST.
Submitted by,
Starla Russell, Secretary
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