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Sunday, November 12, 2006
Cedar Shore Resort
Chamberlain, SD
CALL TO ORDER: David Martin, President, called the meeting to order at 5:10 p.m.
Members present: David Martin, President; Grace Bick, President-Elect; Val Weiser, Past-President; Starla Russell, Secretary; Laura Olson, Treasurer; Sharon Martin, Kim Nida, and Kateri Montileaux, and Emily Studenski, Member at Large. The 2007 members present were: Cindy Swinson, President-Elect, and Patti Klinkhammer, 2007 Member at Large
Absent:
Mike Mutziger, Associate Member; Kristy O’Kief, 2007 Member at Large; Corey Rabenberg, 2007 Associate Member.
APPROVAL OF AGENDA: David asked for a motion to accept the agenda. Sharon made a motion to accept the agenda, seconded by Laura. No discussion followed. The motion passed.
APPROVAL OF MINUTES FROM LAST BOARD MEETING: Starla distributed the minutes that contain proposed changes by David, which were changes of spelling and grammar, rather than content. A few grammatical changes were also made during the meeting.
Emily made a motion to approve the July 28, 2006, meeting minutes as amended, seconded by Grace. 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 November 10, 2006. The year began with a checking balance of $4,133.17. The current income totals $28,711.81, and the expenses to date are $18,060.63. The total ending balance to date is $14,784.35.The bulk of the expenses and income from the 2006 year has been recorded. The remaining items to be recorded are the High School Counselor Workshop and the Professional Development Scholarships. Since the University of Sioux Falls is the fiscal agent for College Goal Sunday, the income and expenses will no longer be reflected on the SDASFAA Balance Sheets. David Martin indicated that the Board had decided to send the president and president-elect to the RMASFAA Conference at the expense of SDASFAA. Kateri made a motion to approve the Treasurer’s report, seconded by Grace. All members were in favor, and the motion passed
Past-President: There was no report given.
President-Elect: Grace reported that she attended the 2006 RMASFAA Conference and the meetings in Salt Lake City, UT. Preparations for the High School Counselor’s workshop are underway, and the packets will be prepared after the committee reports are given at 7:00 p.m. on Monday, November 13, 2006. Grace is still seeking chairs for the SDASFAA committees.
President: There was no report given.
REPORT OF STANDING COMMITTEES:
Support Staff Workshop: Cindy Swinson reported that the Support Staff Workshop on October 26 and 27, 2006, was well attended, with 25 participants. The evaluations resulted in very good comments. The in-kind and other sponsorship donations were noted in a written report that was prepared. The registrations were completed on-line this year, and the participants seemed to like that process. Perhaps next year certificates and other recognition efforts may be explored to recognize the people who have been in the financial aid profession for numerous years.
OLD BUSINESS
Further Tweaking of the Budget: David will review the budget with the new figures that have been presented during this meeting by the Treasurer.
NEW BUSINESS
Update on SDASFAA 2007 Conference: Grace reported that March 26-28, 2007 are the dates for the Spring Conference, which will be held at the Holiday Inn, Spearfish, South Dakota. The committee has been formed and preparations are underway for identifying breakout sessions. David suggested that there be some general meeting time reserved to discuss the 2008 RMASFAA conference during the spring conference, and two times reserved for RMASFAA 2008 committees.
Update on SDASFAA 2008 and RMASFAA 2008: David reported that the March 30- April 2, 2008, are the dates for the Spring 2008 Conference, which will be held at the Sheraton in Sioux Falls, South Dakota. This is the same location as the RMASFAA 2008 Conference. This will serve as a “dry run” for the regional conference. It will provide an opportunity to have a “working conference” so that we can prepare for the RMASFAA Conference. There will be 175 rooms at the Sheraton, 50 rooms at the Ramada, and 50 rooms at the Holiday Inn Downtown, which will provide shuttle service. The Ramada will be asked if they would be able to provide another 50 rooms, as participants may not want to be shuttled back and forth from the downtown Holiday Inn.
Review and update to Policies and Procedure (recovery of 2003 version): David reported that the 2003 and the 2005 copies of the P&P were reviewed, and the Board approvals to the P&P through 2006, have been incorporated into a single document that David prepared and distributed.
Update to the P&P manual – A. Executive Council Policy; 3. d. under the Past-President’s duties: “The Policies and Procedures Manual and information on the SDASFAA web site will be compared by the Past-President for discrepancies. Findings of this comparison will be presented to the Executive Council no later than the summer board meeting so as to allow for proper review of the findings and updating to the Policies and Procedures Manual prior to the fall Executive Council meeting.” Val made a motion to approve the proposed change, seconded by Laura. All members were in favor, and the motion passed.
Update to the P&P manual – A. Executive Council Policy; 5. b. under the Treasurer’s duties: “Represent SDASFAA at the NASFAA Leadership Conference within the first year of assuming the office of Treasurer.” This is an insertion to the duties and update lettering of subsequent duties as appropriate. Grace made a motion to approve the change, seconded by Emily. All members were in favor, and the motion passed.
Laura suggested that the duties of the secretary should be updated under G regarding the maintenance and distribution of the Policy and Procedures Manual.
Update to the P&P manual – A. Executive Council Policy; 4. g. under the Secretary’s duties: “Updates to the Policy and Procedures Manual by the Executive Counsel will be posted to the website within 30 days of approval.” Laura made a motion to approve the change, seconded by Val. All members were in favor, and the motion passed
Update to the P&P manual – C. Executive Council Policy – Meetings 1: “The Executive Council may meet up to four times per year. Two of these meetings will be held in conjunction with the Fall Decentralized Training and the annual SDASFAA Spring Conference. The remaining two meetings will be held at a time that is most convenient for the Executive Council members. The location and times of these meetings will be the decision of the President. Notification of meetings will be given to all members in accordance with the Bylaws of the Association.” Sharon made a motion to approve the change, seconded by Kim. All members were in favor, and the motion passed.
Update to the P&P manual – C. Executive Council Policy – Meetings 1: Remove item 8 as it is redundant. Grace made a motion to approve the change, seconded by Kateri. All members were in favor, and the motion passed.
Update to the P&P manual – E. Committee Responsibilities – 6. b.: Jay Larson provided information outlining the responsibilities of the College Goal Sunday Sub-Committee. Discussion included formulating a coordinating sub-committee rather than implying that this committee has the sole responsibility of implementing College Goal Sunday. The item was tabled until further updates and discussion could take place.
Update to the P&P manual – E. Committee Responsibilities – 5. Committee of Record: Clarify that the committee makes recommended changes to “the Constitution”, rather than the Policy and Procedure Manual. Emily made a motion to approve the change, seconded by Sharon. All members were in favor, and the motion passed
Update to the P&P manual – A. Executive Council Policy; 4. h. under the Secretary’s duties: “Updates to the Executive Council Calendar will be posted to the website within 30 days of approval.” Laura made a motion to approve the change, seconded by Sharon. All members were in favor, and the motion passed.
Membership Dues: Laura indicated that the membership due notices will be sent within the next few weeks. Discussion surrounded the $75.00 amount of the dues. It appears that SDASFAA is doing well financially, and there is no need to raise them. Laura would like to send the notifications out electronically, rather than by U.S. Postal mail. Laura plans to email the billing statements to each of the directors of the schools, and to also update the listing of the institution’s members to the SDASFAA membership.
Annual Sponsorship Requests: This is the second year that SDASFAA will be soliciting annual sponsorship requests at the levels that were set last year. These requests will be made electronically with a request that an update to the list of the members to the SDASFAA membership.
In-Kind sponsorship: Last week Laura received from Mike to track the in-kind sponsorships that were received in 2006. Laura reported that, for example, SLND has offered to sponsor a continental breakfast at each of the locations for the upcoming High School Counselor’s Workshops. Laura will report at the February 2007 meeting.
New Membership requests to SDASFAA: Laura reported that there have been two organizations who have inquired about being a member of SDASFAA: Campus Door, located in Pennsylvania, has submitted their membership request and fee. Chase has made a request, but has not submitted the membership request form yet. David asked for a motion to accept Campus Door. Val made a motion to approve Campus Door as a member of SDASFAA, seconded by Kateri. All members were in favor, and the motion passed.
EAC Scholarships: Laura will be sending reminders to the people who have won the $300 professional development scholarships. Those using the scholarships should submit receipts to Laura before the end of the year. Funds not being used this year will be rolled forward for 2007.
The board members took a brief break.
David reported that he received the same price information from the Huron Events Center that we received in July 2006 regarding hosting a SDASFAA conference in the future. Rather than hold the 2008 and 2009 conferences in East River, the Board may consider Huron for the 2010 SDASFAA Conference.
Transitional Board Meeting: David reviewed the Executive Council and Committee Calendar with the incoming board members. Changes to the calendar will be made and posted to the website.
The next meeting will be in February, 2007. Sharon made a motion to adjourn the meeting, seconded by Grace. No discussion. The motion was passed, and the meeting adjourned at 8:51 p.m.
Submitted by:
Starla Russell
Secretary of SDASFAA
South Dakota Association of Student Financial Aid Administrators
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