\ November 15, 2004
 South Dakota Association of Student Financial Aid Administrators
 

 
  1. Call to Order: Brenda call the meeting to order at 8:39 a.m. Present were: Brenda Murtha, President; Pam Lane, Past President; Val Weisser, President-Elect; Ruth Hanson, Treasurer; Monica Gannon, Secretary; Julie Hamer, Denise Grayson, Carol Bogaard, and Ken Kocer, Members at Large; and Jean Rock, Associate Member. Brenda invited members of the 2005 Executive Council, present were: David Martin, President-Elect; Laura Olson, Treasurer-Elect; Sharon Martin and Emily Studenski, Members at Large-Elect; absent was Mike Mutziger, Associate Member-Elect. Brenda welcomed the invited members, they were invited to observe, but could not vote.
  2. Approval of Agenda: Brenda handed out the agenda, Ken made the motion to approve the agenda. Jean seconded the motion. All members were in favor, the motion passed.
  3. Reading & Approval of Minutes: Monica distributed the minutes from the July 9th Executive Council Meeting. They had been previously e-mailed to the board members. Changes were recommended under old business, Fall Decentralized training, the RMASFAA training coordinator is Karen, remove that she will be providing the training. Ruth made the motion to approve the minutes as amended. Jean seconded the motion. All members were in favor, the motion passed.
  4. Officer Reports
    1. Treasurer: Ruth handed out the checking balance statement and the summary. The Checking Balance statement has the board meeting expenses posted on it, there was not much expense to report for Support Staff Workshop as we have sponsors. The income is the only monetary income all else the sponsors just picked up. The state gift to RMASFAA in Omaha is in miscellaneous; it was a $50 check to Habitat for Humanity. The Summary of Savings: Wells Fargo CD will mature on 12/1/04 and US Bank CD matured since the last board meeting, it is a 7 moth CD and will mature again in February 2005. Last meeting we talked about spending down our assets, we have about $1000 less than last year. We still want to watch our spending, even though we have good assets now, as we do not want to wind up like RMASFAA. We will be hosting RMASFAA in 2008. Ruth billed for membership dues in November, but she will not deposit them until 2005 as it is actually 2005 income. Dues are due January 15, 2005. Ruth keeps a special list of all the sponsorships that we receive, so that Val can use that for planning purposes; but sponsors that pay for breaks or lunches directly are not on the list. The committees need to start reporting directly paid support to the treasurer by memo. Monica made the motion to approve the Balance Statements as written. Carol seconded the motion. All members were in favor, the motion passed.
    2. Secretary: The new Policy and Procedure Manual and Executive Calendar are posted to the web. They will be changed as they are updated.
    3. Past-President: Pam advised the she will be talking about her areas later.
    4. President-Elect: Val handed out the election results and thanked all those who volunteered to be on the ballot. We need to start recruiting now for next year. We need to have 2 members at large, a secretary and a president-elect. All members of the council need to work on recruiting. Val also reported on the RMASFAA board meeting, Peg Mason and Sally will be visiting eastern state conferences, Sally will be here for ours. RMASFAA is looking for volunteers for committees. SD is not currently chairing any of the committees. Financially they are looking good for this year. Next year's conference is in Jackson Hole WY.
    5. President: Brenda report that the last year flew by. February, March, July and November we had board meetings. RMASFAA board in March and October. Brenda chaired the Spring conference in March in Sioux Falls and went to NASFAA in July. SDASFAA pays for the president to go to NASFAA, but it is at the discretion on the president depending on the finances of SDASFAA. She was site coordinator for decentralized training. Brenda thanked Pam for her guidance. At the RMASFAA Board meeting they talked about Colorado site selection for 2007 they are thinking of Breckinridge or Vail. The RMASFAA Board is structuring levels for corporate sponsorship and each corporation would receive certain perks for the level at which they they support RMASFAA. Jean said that Minnesota and Wisconsin have their sponsorship this way and the associate members like this as they are only asked one time during the year for sponsorship and not continually for little things throughout the year. RMASFAA went through their Policy and Procedure manual and changed a lot of their wordings, but they had to change quite a bit in relation to the corporate members. The RMASFAA board also discussed their CD maturation dates, they want one CD to be cycling through at all times, to be available for funds. The RMASFAA board changed their audit schedule, and pondered if they needed to pay for a full audit every year or only when a new treasurer comes on.
  5. Reports of Standing & Special Committees
    1. Education Committee: Jean reported on the support staff workshop. They met the first day at EAC and then the second day at SLFC. They had great sponsorship, which is why the expenses are so little. It was decided to continue to have this every year. There were about 19 who participated.
      1. High School Counselor Sub-Committee: Val reported that her trunk is full of things for people to take. We will have 6 sites again this year. Last year there were 127 participants, and there are 103 as of now. She is giving out extra materials in case there are more that show up. Each site collects all of their registrations and money, they then forward these to Ruth. The only new thing in the binder is the SD Opportunity Scholarship.
      2. Awareness Sub-Committee: Monica reported that the committee is gearing up for the February Financial Aid Awareness Month. She also discussed the College Goal Sunday program, which is a program funded by the Lumina Foundation for start up. Each state who participates, would have several sites open on the first Sunday after Super Bowl Sunday. These sites would provide financial aid information to all student and parents. The process is quite involved, as you have to write a proposal for a planning grant and if approved then write a proposal for an implementation grant before we can start the program.
      3. Conference Sub-Committee: Val reported the Spring conference is April 4-6, 2005 at Spearfish Canyon Lodge and the committee will be meeting tonight. Jackie from the Department of Education will be doing the training and we will have a board meeting at that time. Jackie will be doing a tutorial session for the online manual. Representatives from the state have been invited to come, Thune and Johnson. Sally Schuman, President-Elect from RMASFAA will be there also. Pam advised that she had contacted the Watertown Events Center for 2006, the first week of April. The beginning of the week was generally agreed upon April 3-5, 2006. They will set up a tour of the Redlin gallery.
    2. Review Committee: Denise advised that there is no report until they review the books in January. Ruth will be traveling in January, so she will have to transfer the books to Laura after the review.
    3. Committee of Record: Pam was sad to report that the web site is not ready to go. Diane has not had time to put it together for us, as she has been swamped. They will be getting together next week, to be able to put things together. Pam has the name of a person who is looking at the Awarenes game, Quinn and Quigley, to see if he could handle it. SLFC has said they would pay him to do this. They think it will be about $500. The professor that was in charge of the game before knows that he does not have the time for it. We might have to outsource it to another school or maybe a software company.
      1. Membership Information Sub-Committee: No separate report.
    4. Recognition Committee: Pam advised that quite a few people recognized last year, and she has nothing to report this time. Pam will send the updated years of service list to Brenda Murtha for next years awards.
  6. Old Business
    1. Policy and Procedure Manual Updates: Monica passed out the revised Policy and Procedure Manual and Executive Council Calendar. We updated the Policy and Procedure Manual last meeting in July and also the Executive Council Calendar. Val had some updates to the Policy and Procedure Manual. We discussed designating who is the voting member in the membership list. But then decided that maybe we to just get more explicit in the e-mail telling people that the voting member needs to go out an vote. Monica will make the changes and post it to the website under About the Association.
    2. Decentralized Training Update: Brenda reported that 41 people are registered. With the split in training over 2 days, the change did not get communicated to Cedar Shores, so the first day is being held in the Oacoma Community Center.
    3. Mentorship Program: Brenda said that we had talked at one time having an old member linked of the same type of institution linked to a new member, so that they have someone of which to ask questions. Ruth attended a session on mentorship at NASFAA and she will give this information to Brenda. It was decided that the Treasurer would notify the past president of new members and then the past president would link up the new members to old members. The old member should then call the new member and welcome them. We might want to expand this to support staff also. We do a general mailing to the membership asking them to let the past president know if they have new support staff. They will then call around to find another support staff, who has same type of responsibilities. The treasurer should recommend that the new member go to the website to read about the association, so they know what the association is.
    4. Unclaimed state money: Brenda has gone to the website numerous times and the website is no longer there, so she will contact someone in the state about this.
  7. New Business
    1. Election Results: Val advised the following election results: David Martin, President-Elect; Laura Olson, Treasurer; Emily Studenski and Sharon Martin, Members at Large; and Mike Mutziger, Associate Member.
    2. 2005 Leadership Conference: Val reported that there were many resources and a lot of interaction at the last Leadership conference. David will be going this year and then Laura will be going also as the new treasurer. It will be March 6-8, 2005. Barbara Gordon from the NASFAA office, has requested to know who is coming. Brenda will fax her the particulars.
    3. 2005 Committee Members: Val passed out volunteer forms for the board. She will pass them out to the membership at training this afternoon. Julie reported that Jay would like to see more financial aid people on the Education committee as that is mostly associate members. Anyone who does not volunteer today will be appointed to a committee. Val will post the form to the website and send the list to the list serve.
    4. Professional Development Scholarship: EAC has funded this scholarship for the 2005 year. We have $1500, and Brenda read a note that EAC sent with the check. When the grants are awarded, we need to report this to EAC. The recipient needs to report to the membership how they spent the money. We will do 3, $500 scholarships. Brenda will announce this to the membership and then have members apply on the website. The scholarships could then be drawn at the February board meeting.
    5. Other: Brenda asked for permission to destroy the ballots from last year. The board agreed that they could be shredded. There will be a birthday party for David, Jean and Denise tonight. Brenda also gave a present to Ruth from the board as she is retiring.
  8. Announcements
    1. Passing of Gavel: Brenda passed the gavel to Val.
    2. Other: Val wanted to know to know if the state association has sent anything to Clark for his wife's illness. Brenda will send a card out to him from the association.
  9. Adjourn: Ken made the motion to adjourn the meeting. Jean seconded the motion. All members were in favor, the motion passed. The meeting was adjourned at 11:10 a.m.


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