Conference Local Arrangements Minutes/Report

Conference Local Arrangements

Minutes/Report:
DATE: September 13, 2007 - Conference Local Arrangements Minutes 9
LOCATION: Cincinnati Ohio
ATTENDEES: Members present: Dara Abraham, Julia Benz, James Buchanan, Leigh
Cameron, Mary Cannon, Andrea Caputo, Stefanie Channell, Suzanne
Fahrer, Diane Fleming, Martha Geiger, Michael Gibboney, Charlotte
Hardy, Angelene Harris, Liz Hunley, Michael Jones, Val Kepner,
Chuck Knepfle, Kris Lowe, Dan Mann, Tasha McDaniels, Kathy Mills,
Matthew Moore, Jason Reinoehl, Michiale Schneider, LeeAnn
Timmerman, Jackie Tracy, Cheryl Willard.

Members absent: Sue Allmon, Mike Clouse, Jennifer Gates, Jennifer
Hayes, Angela Johnson, Betsy Johnson, Tiffanie Lee, James McDougal,
Amanda Mcpherson, Steve Queisser, Janice Riutta, Frances Robbins,
Joann Ross, Carmen Sears-Edwards, Craig Sneider, Jiv Subramanium,
Anne Watson, Claudia Wenzel

GUEST(S):
MINUTES STATUS:

Introductions & Icebreaker

Theme is called MASFAA Aboveground: Overcoming Ignorance through
Education

Moving forward—looking at the agenda
• Take a look at future meetings—mix it up—some will in
person/conference calls
• In person meetings should only be attended by sub-committee
chairs
• Conference call will last 2 hrs.- 9 – 11:00—if you cannot
make a meeting inform MS/JR
• In the packet were the conference program items, the
various committees and the responsibilities and the
project/activity guide, along with the list of all committee
members, and what institution they represented.

President & Program Chair Introductions

Introduced Dan Mann/Julia Benz Conference Program for 08-09
• Dan Mann spoke a little bit about changes in the dates for
memberships. He also talked about distinguishing between what are
conference program expenses, conference local arrangement expenses,
and what are truly expenses that are related to the annual
conference. We are really trying to get these expenses figured out
separately. Jason will have a spreadsheet of all expenses and try
to keep track of everything for the local arrangement committee.

Introduced Diane Fleming
She thanked everyone for their participation
She would like this conference well known in the Cincinnati
area
Would like to invite the Mayor of Cincinnati and/or local
charities

Ice breaker: One thing you would like to change
• Coordinate or intelligently working together from the
state, federal etc so that things are more seamless.
• Get rid of summer. We need a voice in Congress. How
important financial aid is to those attending postsecondary
education.
• Reduce student loan debt
• Availability of more funds at the institutional level
• Recognize hard work of financial aid staff
• Reach out to parent/students and reducing the fear of
financing college
• Student fin aid pack—usually see a lot of loans—is there a
way to combines loans into one program-consolidation issues, limits
etc.
• Family awareness—making students aware of borrowing and
what it means
• Eliminate paper
• Financial literacy for high school—consumer debt etc.
• Change the outreach
• Get back to the respect that students/lenders
• Increase in financial literacy
• Ethic guidelines need to be centralized in one hub—have
people from the hill sit in our seats so that there is a better
understanding of what we deal with
• Have students react earlier to their bills then the
third/fourth weeks
• Responsibilities of raising children
• Mind-set about college being a reality and how to afford it—
parents need to know
• How to finance a college education
• Less than 30% leave college with no idea of personal finance
• Access mentality—college students want everything now—no
check and balances
• Need to look at the educator’s –guidance counselors,
teachers etc.
• Concerned about the future of our profession where it is
going to be 10 -15 years down the road
• Eliminate Pell, SEOG and have one grant—would be the utopia
• Future of higher education—last 7-8 yrs there has been a
great change—we need to step back and see where we are, where we
are going in higher education. There does not seem to be the same
commitment level in financial aid.

Overview, Timeline & Committee Responsibilities

Michiale and Jason talked about the reimbursement claim forms
• MASFAA does not cover internet charges
• Complete and submit with documentation by faxing or
mailing, Jason will sign off of the claim forms and he is committed
to having this form turned around quickly.
• Check annual conference local arrangements, purpose/place
of expense
• If you use a company car or university vehicle,
reimbursement will be made to the institution. If you pay for the
gas then the person will be reimbursed to the person.
• Mileage is currently 44.5
• All forms are on http://www.masfaaweb.org/docs
• Expenses completed and submitted within 5 days
• There are per diems for breakfast, lunch and dinner so
please keep expenses within per diems
• Alcohol is not permitted as a expense
• Receipt is not required but we would like to have all
receipts for meals over $5.00 if possible as it makes it easier—no
receipt maximum is per diem
• Keep copies of everything—Murphy’s Law

Need to work with Jason or Michiale if you are working with
contracts. V.P. needs to sign off on contracts and approve.
Anything over $100 you will want to pass it by Michiale or Jason.
Communications are so important and that is why we are meeting on a
monthly basis. This will also give committee member an opportunity
for discussion on items that may come up in the interim.

Michiale and Jason will work with us individually on the budget
amount. We need to be as creative as possible in cutting costs but
still have a stellar conference and everything goes off with-out a
hitch.

We are also tax exempt and a form is available on the web.

If you are going out to register for conference membership,
indicate on the application under volunteer section—Local
Arrangement Committee.

Audio-Visual—looking for more staff to join this committee
Making sure all equipment is available, there will be one flash
drive available for each room and will have all presentations for
that one on the drive

All presentations, meals will be at the conference center. Hotel
will be in the Hilton which is a block away from the center. This
is accessible by the Sky walk.

Charity—Claudia was unable to join us this morning.

Any questions! Michiale, Jason

Timeline: very important, want to stick to this—place note where
you are on the time line
Keep in mind if you are working with the staff member from
conference center do not wait until the last minute. Keep things
flowing to circumvent problems down the road!

Diane wants to acknowledge that life happens and that if something
comes up in personal/ professional life you need to communicate
this to MS/JR. All the pieces need to mesh together, if you cannot
meet a deadline you need to communicate. Communication is the key
and will take the extra effort. If you become over-whelmed feel
free to reach out to others and let MS/JR.

Jason indicated that this is a great group if you look around the
table—and he said that he was overwhelmed at the beginning but
looking at the people who volunteered, he now feels great about
what he has agreed to take on. People will make it happen—someone
will have your back.

Conference attendees in the past range between 600-700 people to
attend a conference—everything is very fluid right now given the
atmosphere. This question was asked by LeeAnn as she begins to
plan for the programs.

Julia indicated that this is an excellent opportunity to meet a new
group of folks and that in a way it becomes an extended family.
This is a benefit of joining a committee and she feels excited and
charged, and she is confident that as a community that we will rise
to the challenge.

Chuck raised the question whether or not we should invite folks
from Kentucky—they are only four blocks away—do we want to do
anything. Diane will see who the Kentucky president is and let
them know the agenda and training opportunities. Should we reach
out! Julia raised the question that if we decide to invite folks
from Kentucky, should we reach out to the president first to see if
they or part of their committee would be interested in
participating with the planning of the conference.

Michiale indicated that the conference call telephone number and
pass code is listed on one of the handouts.

Michiale passed around the master copy of committee members and
requested that you check your information to make sure it is
correct and then check your name off of the list. As a committee
we all need to be kept in the loop.

TOUR of the Convention Center: Duke Energy Center

If you are on a committee and a contract is needed, it must be
signed and approved by the Vice President. Will look for the best
price break so person will want to get bids. A budget will be
presented to all chairs, co-chairs. Need to be as creative as
possible to cut costs—need to be smart and stick to parameters.

Diane encourages us all to look at the website for an over-view of
each committee and responsibilities.

We are also tax exempt and the form is also on the web.

Membership is changing—it will be from Jan. 1 – Dec. 31—has not
been passed yet. When completing the application you need to check
on the application what committee you are serving on.

Need to differentiate the expenses between Conference Program and
Local arrangements

Brainstorm Ad for St. Louis

Fun part of meeting:
Promo on Wednesday at the Iowa conference? Would like to do a skit
regarding the Cincinnati conference in 08-09. Need something
created and MS/Jason handed out some songs with some lyrics.
Shared and presented some information from the Cincinnati visitor
center along with music. A variety of music is used in the DVD.
Folks liked the DVD, and MS indicated that the visitor’s center
offered to put together a web page with a link and we can put it on
our web site where they can welcome MASFAA to Cincinnati.

There’s a lot to do in Cincinnati, you have the zoo, the Newport
aquarium, Macy’s across the street etc. We don’t want folks
spending all of their time there.

Jason spoke with a person from the visitor center who can provide a
customization program for us—connected to local events,
restaurant’s, provide a packet of information, and promotional
materials. Jason passed around materials for the committee to
review. This gives us an opportunity to get this information out
to the web after the St. Louis conference.

Does anyone have any ideas how to promote.

Have a pin that attaches to name tag—ex. Locomotive pins
Candy bar, bowls of cin. chili , key chain with flip flop to
announce next conference, freedom center, pigs, anything with the
Queen city etc. Table in exhibit area that promotes next year
conference, model train set etc. Need an attention getter.
Suggestion was made about using a High school band to promote
cincy.

Michiale and Jason had three songs to share with the committee.
The songs that were played were: C’mon N’Ride It (The Train)
Lyrics, Locomotion, and O-H-I-O (Hang on Sloopy)

Committee members liked the Locomotion song—changing words, grease
type of thing for dress, everyone participate—have the old then the
new as far as group coming into the room. Looking at this from an
historic perspective—underground railroad. Conductor hats, red
bandana, whistle (stamped with MASFAA logo). Create new lyrics for
this song before the St. Louis conference-which is three weeks. We
can start out with the locomotion and get the crowds all jazzed up
and then present the video from the visitor’s center info. If we
had a table we could place empty containers for Cincinnati chili,
Montgomery inn in the center of the table with the model train.
How do we want the song to sound?

Spent to time on the lyrics and below was the final version.

Cincinnati is doing a brand new conference
Come on MASFAA, do the locomotion,
I know you’ll get to like it if you give a chance now
Come on MASFAA, do the locomotion
My little baby sister can do it with ease
It’s easier than learnin’ your EFC’s

You gotta swing your hips now
Come on MASFAA, jump up, jump back
Oh, well, I think you got the knack

Now that you can do it, let’s make a chain now
C’mon, MASFAA, do the locomotion
A chuga chuga motion like a railroad train now
Come, MASFAA, do the locomotion
Do it nice and easy now don’t lose control
A little bit of rhythm and a lot of soul
Come on, come on, come to Cincinnati with me
Come on, MASFAA, do the locomotion

Move a round the floor in a locomotion
C’mon MASFAA do the locomotion
Do it holdin’ hands if you get the notion
Come on MASFAA do the locomotion
There’s never been a conference that’s so easy to do
It even makes you happy when you’re feelin blue
So come on, come on, come to Cincinnati with me
Come on, MASFAA, do the locomotion

Cheryl will have her husband re-work the lyrics—maybe a demo

There were some discussions on how we want to handle the lyrics—
should we pass them out or put them up on a screen. Does someone
want to take charge of putting C I N C Y on cards. Kathy
volunteered. Do we want Cincy or Cincinnati? Do we want to have
audience participation?

Do we want hats, 60’s stuff—what do we want to do! Keep the train
theme, hats, bandanas, whistles etc. Keep the train theme!

Jason will work it out with Leo—chair of local arrangements.

Do we want something on the tables? Save the budget or do nothing
on the tables.
Let’s try to tie in the why—have the train logo on screens or small
table tents on each table during breakfast instead of center
pieces. Table tents would be cheaper. Maybe have the lyrics on
the back of the table tents….does this blow the element of
surprise?

MS wanted to do a dry run on the theme and asked that those
attending the St. Louis conference to participate. A lot of
discussion took place after the train wreck! MS thought we got
the reaction that she was looking for. It was very unbalanced and
whatever other adjectives that were used. Consistency! There will
be spatial limitations at the St. Louis conference for this
presentation of the locomotion.

Had a discussion on how to present the theme for the 08-09
conference.

How to tie in the train theme—MS/Jason will get something put
together!

Maybe exclude the instrumental section of the song—maybe remove one
of the verses. Discussed what everyone should wear.

Everyone wear blue jeans and black t-shirts and tape the letters of
Cincinnati on back of individuals spelling the word and an
exclamation point.

TOUR of Hilton

On your sheet of names, look for those who do not have an
assignment next to their name and feel free to reach out to
individuals and contact them. If you do add someone to your
committee let MS/JR know.

Wrap Up

There was a discussion about the open night which follows:

Open night: Cruise at your own expense—put on registration to see
who is interested
No price listed – they have dinner cruises ($45), and a site cruise
with beverages. There are three different options. Michiale will
explore the different type of options. Will check to see if there
is a group rate. Martha Geiger will check out the options and
prices.

Chair folks need to let Jason and Michiale know who will be serving
on their committee.
Martha will check out other options around Cincinnati…shopping,
football games etc.

Next meeting in Dayton!

NEXT MEETING: October 18, 2007
MEETING ADJOURNED:
SUBMITTED BY: Suzanne Fahrer, BGSU

POSTED BY: Michiale M Schneider