SDASFAA Executive Council Meeting
November 14, 2005
Chamberlain, South Dakota

1. Call to Order: Val called the meeting to order at 9:03 a.m. Members present were: Val Weisser, President; David Martin, President Elect; Brenda Murtha, Past President; Laura Olson, Treasurer; Monica Gannon, Secretary; Sharon Martin, Emily Studenski, Carol Bogaard, and Julie Hamer, Members at Large; Members Absent were: Mike Mutziger, Associate Member. Members of the 2006 board were invited to sit in on the meeting, Kim Nida, Member at Large was present. Members of the 2006 board who were absent were: Grace Bick, President Elect; and Kateri Montileaux, Member at Large.
2. Approval of Agenda: Val distributed the agenda. Brenda made the motion to approve the agenda, Sharon seconded the motion. All members were in favor, the motion passed.
3. Approval of Minutes: Monica distributed copies of the last Executive Council meeting minutes. Under the Awareness Sub-Committee, notate that the information is in regards to College Goal Sunday. In new business, Val passed out the summary of the sponsorship from the past 3 years. Emily made the motion to approve the minutes as amended, Carol seconded the motion. All members were in favor, the motion passed.
4. Officer Reports:
   1. Treasurer: Laura distributed the balance sheet updated as of Friday. Membership dues are current. Spring conference numbers are finalized and Support Staff workshop is reported. In previous years the support staff workshop was not fully reported because most of the expenses were covered by sponsorship. This year we wanted to report all of the sponsorship, so everything flowed through Laura. There is more sponsorship which will be coming. Expenses were more than income due to support staff workshop expenses being paid, but not all of the sponsorship in yet. Laura reported that the RMASFAA board meeting, RMASFAA conference and the NASFAA conference expenses have not yet been reported. HS Counselor workshop income and expenses are not reported yet. Membership dues for 2006 that have been received before January 1 are reported as next year's income. The miscellaneous expense is the filing fee for our annual non-profit status with the state and the donation to Rich Coplan's daughter's medical expenses. Sharon made the motion to approve the balance sheet as presented, Julie seconded the motion. All members were in favor, the motion passed.
   2. Secretary: Monica reported that the minutes for both the Business and the Executive Council meetings in April have been posted to the website. She also apologized for late meeting minutes. A notice will be posted to the list serve when meeting minutes are posted to the website.
   3. Past President: Brenda advised that she has enjoyed her year as past president, since most of her major duties are done.
   4. President Elect: David will report at other points in the agenda.
   5. President: Val reported that the RMASFAA meeting was good. She survived the pie throw, as Grant Uecker threw the pie at himself instead. RMASFAA is looking financially stable. Val did Decentralized Training in ND last week.
5. Report of Standing Committees:
   1. Education Committee: Sharon reported on the Support Staff Workshop which was held in Deadwood, and very well attended. The workshop went very well and everyone had a good time. There are pictures on the website. Next year it will be either in Sioux Falls or Brookings, people voted on the site on their evaluations.
      1. High School Counselor Sub-Committee: David reported that he has all of the material ready and he would never wish it on anyone else. 130 counselors are registered so far. He has sent out 2 reminder e-mails last week, one with a roster and as a result got many questions from counselors who thought they were registered. Diane at EAC was able to retrieve the lost registrations from the web site. He did not cut off registrations on the deadline, but he made sure they understood that if they did not pre-register there is the possibility that there will not be materials on hand. If they pre-register they will pay $20 for the materials, but if they do not pre-register and there are no materials on hand it will be $25 to mail the materials. Some of the people in Mitchell were upset that they would have to travel to Madison instead of having it in Mitchell, so we added a site in Mitchell. Only 2 people, so far have asked to have materials mailed as they could not attend. We have almost 15 presenters, so now he will have to make copies of the materials for them.
      2. Awareness Sub-Committee: Monica reported on College Goal Sunday. The Preliminary Planning grant was approved, Jay Larsen is chair and Carolyn Halgerson is co-chair. In the process of putting together the Preliminary Planning Grant application it was found that our Non-profit status with the Federal Government was not filed. College Goal Sunday also wanted audited financial statements; we only have financial statements reviewed by our review committee. The money for College Goal Sunday will have to flow through the SDASFAA treasurer. The next step is for Jay and Carolyn to go for training in February. Brenda had a concern that the non-profit status had not been filed since 1985. We do not know if we will be fined for not filing. David proposed adding this to the Policy and Procedure manual, so that it will be done as required every 5 years. Laura was not sure if we have to also file a tax return annually. We need to make sure all of this is in the Policy and Procedure manual. Val wanted to know the threshold to be required to have an outside auditor. No one knew. We need to follow up on this. Check with other states. College Goal Sunday will start small with a site on a reservation, maybe two, then we would like to expand to the rest of the state. After the Preliminary Planning Grant and the Implementation Grant expire, we will have to come up with sponsorship for this event. The Implementation Grant may last for 3 years. EAC has said that they are very committed to College Goal Sunday.
      3. Conference Sub-Committee: Spring conference 2006 is in Watertown at the Best Western, their new conference center is attached to the hotel. Pam Lane has stepped forward and is willing to organize this conference, although she may not be there as she might be on maternity leave. They will be discussing the conference further at this Decentralized Training. The dates of the conference are March 27-March 29 this includes the board meeting on the morning of March 27 and leaving after Noon on March 29. We can make reservations now, be sure that they are notified that it is for the SDASFAA conference.
   2. Review Committee: Meets every January and so has not met yet for the 2005 books.
   3. Committee of Record: Brenda reported that some of the duties of the committee are to give information about SDASFAA to new members, have a welcome letter sent from the President and get the new members to sign up for the list serve. Policy and Procedure manual updates are listed on the calendar for January and February, but it make more sense to update this at the end of the year. Then the Policy and Procedure manual is clean for the new board. We also need to make sure that if we have any items to be put to the membership for a vote, they have to be sent to the membership before the Spring meeting. The Executive Council & Committee Calendar need to be changed to reflect updating the Policy and Procedure manual at the last Executive Council meeting of the year.
      1. Membership Information Sub-Committee: The duties of this committee include contacting new members, and keeping in contact with EAC to make sure the list serve and membership directory are up to date. Val wanted to know if this is a committee that could work on recruiting new members. Laura reported that currently the treasurer bills the membership for dues and asks for updates to the directory, but there is no correlation between the registrations/dues received and the membership directory at EAC. EAC asks for updates separately and they do not communicate this with the Treasurer. Can this be streamlined? Can we solicit the updates twice a year and then have the two entities communicate each time? Our solicitation of updates is more comprehensive than EAC's. EAC only updates the list serve. Could we create an update information spot on the website and then have the information go to both EAC and the treasurer? The website does have a submit information spot. Val would like to use the Membership info committee as a corporate development committee. We do not have many schools who are not members, but the associate membership could be increased. Brenda will talk to EAC about the updates from the website and may need to involve Laura. David reported that there are many people who are on the list serve who are not members, and vice versa. Membership to SDASFAA is not a pre-requisite to being on the list serve.
   4. Recognition Committee: No report, solicitations will go out in February for the awards that are presented at the Spring conference. This could be started earlier, as sometimes there is not enough time to get things done.
6. Old Business: No reports.
7. New Business:
   1. Annual Sponsorship: Val handed out a section of RMASFAA's Policy and Procedure manual to reflect their annual sponsorship. We are proposing $3000 or more Gold, 2000-2999 for Silver, 1000-1999 Bronze, and then up to $999 Friends of SDASFAA. Are membership dues to be included in their sponsorship? What about in kind support or door prizes? In kind support and door prizes would be outside of this. Right now we do not have a charge for a booth at the Spring conference, would space for the Spring conference be included in their sponsorship? The Associate members are planning to pay annual sponsorship. We need to make sure that the committee chairs turn in their expenses and show what and how much in kind support was received. Do not make the sponsorship specific to a committee or event, but general and then post our sponsorship to the website. We would include the associate membership dues in the upper 2 levels only. $100 minimum for the friends of SDASFAA. Laura and Val will work on designing the form tonight, so that it can be sent out with the membership dues billing. We may need to adjust the sponsorship levels next year, after we see what happens this year. We will add solicitation of membership to Chase Bank and the new owner of Aman Collection Agency, Progressive, Student Loan Express, Great Western, Home Federal, Dakota Bank, First Western, and Black Hills Federal Credit Union. We need to send them a "hi, this is our association, look at our website for further info letter". Val asked for the membership to send a listing of local banks to her with addresses and contacts for further possibilities for this letter. Laura made the motion to adopt the new levels of sponsorship funding, David seconded the motion. All members approved the motion, the motion passed.
   2. RMASFAA Conference 2008: David reported that It has been very interesting as we have to work with Don Taylor from IMN in Virginia to set up hotel and conference accommodations. RMASFAA entered into a contract with them to set up RMASFAA conferences and meetings. They are paid by a fee from the hotels. We are set up with the Sheraton. State rates are not available at the Sheraton, only government rates as Don did not realize the difference. The Sheraton only wants to agree to 175 rooms, we need more. Don did not communicate these problems with the Sheraton, he just changed the contract, then after it had been signed, he was going to present it to the Sheraton as a fait accompli. David asked him to not adversely affect our relationship with the Sheraton. Don is now working with the corporate office, whereas before he was working with Brooke at the local office. We do not know where the process is now. When everything is finalized, we need to send something to thank Brooke, so as not to lose our good reputation with them.
   3. Policy and Procedure Manual Review: The council updated the manual. The Policy and Procedure Manual and the Executive Council and Committee Calendar are both now on the website. Monica motioned to approved the Policy and Procedure Manual and the Executive Council and Committee Calendar as amended , Carol seconded the motion. All members approved the motion, the motion passed.
   4. College Goal Sunday: See above for report.
   5. 2006 Committee Members: Need to make an announcement at the training today, ask everyone to complete the form. We need to discuss the new sponsorship levels and the fact that until the sponsorship has been received and the budget is set, the committees can not develop their own budget.
   6. Other: The RMASFAA 2008 committee would like a copy of the 2007 budget. David noted that for Decentralized Training for 2006, Don Flarity, ND President would like a joint meeting. Pam Lane worked with Don on this, the site would be in Aberdeen . They are now discussing dates. Don would like to make this more than just Decentralized Training. He would like to add a federal update to this. Will reauthorization be done and all the discussion of the ramifications be done by that time? Do we need to make arrangements both in Aberdeen and Chamberlain in case this does not work? Or do we just leave it as Aberdeen in either case. It was decided to leave it in Aberdeen . Pam will bring this up over the next day to get input from the membership. David also brought up SDASFAA 2007, we were in West River last year and Watertown this year. Where are we going next year? Huron would like us to meet there. Val passed out an agenda for the training today.
8. Announcements:
   1. Passing of Gavel: Val passed the gavel to David, and thanked him for the time committed this last year and wished him luck.
   2. Years of Service: Brenda Murtha, Jay Larsen, Ellen Welke , Joell Fischbach and Barry Smith received recognition for 25 years of service at RMASFAA.
   3. Next Meeting: In February.
9. Adjourn: Julie made the motion to adjourn the meeting, Emily seconded the motion. All members approved, the motion was passed. The meeting adjourned at 12:15 p.m.