2006-07 MASFAA Executive Council Meeting
Minutes
January 20, 2007
Attendance:
Amy Baker * Tim Hercules Michiale
Schneider *
Dick Battig Leo Hertling Colby Sellers
Jim Brooks Roberta Johnson * Rick
Shipman
Nancy
Calvert Karen Kopp Mary Jo Smith
Vickie Crupper Diane Lambart-Fleming
Deonna Decker * Joann Laugel Howard Thomas
Susan Fischer * Dan Mann Jerry Wade
Robin Fisher Debra McKinney Christal
Williams*
Pamela Fowler Ernesto Mongue Keith
Williams
Candy Frazier Lloyd Mueller Cari
Wickliffe *
Brad Gamble * Al
Pinckeny
Arman Habegger * John Pogue
Billie Jo Hamilton Margaret Rodriguez
*
Delores Hawkins Joann
Ross
Brian Heinemann *not in attendance
ACTIONS:
Motion: to require
participants of the Leadership Development training to be MASFAA members. Woods/Heinemann. Motion carried.
Motion: The following changes (see section 3.1) to
the P&P were read to the Board for approval. Mann/Kopp. Motion passed.
It was recommended
that policy regarding conference logo be added to P&P.
Motion: Change the name of the “Finance Committee” to
“Finance and Audit Committee”. Heineman/Hamilton. Motion passed.
Motion: Fees for
summer institute: $150 commuter, $250
double occupancy, $350 single occupancy.
MASFAA to supplement the rest of the costs.
Hamilton/Heinemann. Motion
passed.
Motion: Approve minutes from October 2006 Board
meeting of 0506 Executive Committee. Mann/Heineman. Motion passed.
Motion: Approve
minutes from October 2006-2007 Executive Board meeting. Heineman/Calvert. Motion passed.
Motion: Accept the treasurer’s report. Kopp/Woods.
Motion passed.
1.0 President’s Report Vickie Crupper
President Vickie Crupper welcomed the group and discussed housekeeping items.
The “Above and Beyond Award” was given to Howard Thomas for his service.
Everyone introduced themselves and gave their worst weather story.
Names of three board members were submitted to attend the NASFAA leadership conference in March. Vickie has attended three state conferences and will have the rest of the visits completed by June.
MASFAA hosted the NASFAA board meeting in November which she attended. Highlights of that meeting: probably will not have reauthorization extending higher ed act; Jeff Baker spoke at that meeting; be careful about preferred lender list – cannot refuse to certify a loan from a school not on preferred lender list; schools need to have longer lists; if you have reasonable knowledge that a student has borrowed an alternative loan it must be counted in financial aid package; some of these loans are being marketed through other offices on campus.
Reminder: Interim regulations on ACG/SMART state that ACG/SMART may be awarded in a period in which there is no Pell eligibility provided the full Pell was disbursed within the same award year. If there are incomplete grades then there is no GPA and cannot calculate eligibility for ACG/SMART; if the incomplete is calculated as an F and still eligible then can go ahead and award. SMART: Need to make sure (at least by a sampling) that students are taking classes and making progression toward the degree.
Three board members resigned. Ernesto Mongue and Lloyd Mueller will co-chair the research committee and Samantha Ruffini will chair Membership. Federal issues committee is open at this time.
Vickie will attend regional exchange conference with SASFAA in February and she wrote the welcome for the newsletter and collected information to highlight the generous philiphropic activities done by MASFAA and its member states.
1.1 Conference
Program Committee Report Candi Frazier/Joann Ross
The committee met this week prior to the board meeting. Similar program outline as in past will be utilized and the “Gateway to Access” theme will be continued. The program will use CORE materials presented by summer institute and they want to use seasoned financial aid professionals as faculty.
Speakers are being researched and the committee wants to make decisions soon. Committee assignments have been made and they will have conference calls. A request will go out again to ask for input from members. They will meet again before the next Board meeting.
Diane Lambart-Fleming suggested to ask state presidents to
provide input from their state conference that could be repeated at MASFAA. Roberta Johnson sent overall evaluations from the
1.2 Conference
Local Arrangements Committee Report Leo
Hertling/ Pam Fowler
Committee met this week prior to the Board meeting and plan to meet each month. They toured hotel over Christmas break. Some vendors will be in foyer and some inside the vendor room. Trying to make enough room for all of the vendors and they will have to determine who will be in each spot.
Finalizing locations for the President’s reception on the Riverboat, opening in hotel, main event in another location that holds 800 with outside balconies . There will be a live auction for MASFAA’s birthday.
1.3 Site
Selection Committee Report
Dick Battig
The contract at the Amway Plaza Hotel in
President-elect retreat for August 2007 is finalized for
2.0 President-Elect
Report Diane
Lambart-Fleming
Diane attended her first NASFAA board meeting as a
spectator. She attended the Department
of Education Default Prevention Symposium in
Working on committee chairs for 0708 and planning her president-elect
retreat in
2.1 State
Exchange Report Diane
Lambart-Fleming
All states do not have the same calendar, but Presidents or President-elects are getting their visits set up. Diane requested information to be sent to her.
2.2 Leadership
Development Committee Report Howard Thomas
The Leadership Development Training will be held from lunch
on June 19 through lunch on June 21, 2007, in
Motion: to require
participants of the Leadership Development training to be MASFAA members. Woods/Heinemann. Motion carried.
2.3 Newsletter
Report Mary Jo Smith
Appreciation was expressed to those who submitted information for the “Winter Edition of MASFAA Moments” newsletter which was created in .PDF file for ease of printing. It was sent to past-presidents. The newsletter highlighted the fall conference and had lots of pictures and reviewed the success of the Charitable Event. April, July and October editions will be produced and an article from each state will be solicited. Paper or electronic versions or both had been discussed in the past. It was recommended to mail a paper copy to retired people without an email address.
Discussion ensued regarding whether or not to send a paper copy of the newsletter. Keith Williams will follow up on ATAC to determine how many people hit the website for the newsletter. The committee wants to enhance value to the members. It was discussed that a question could be added to the membership application regarding the applicants’ preference of a paper or electronic newsletter. Other ideas: Some organizations send monthly email reminders to the membership that information is available. It would be helpful to be able to click on table of content to click to a specific article. Email to have the link directly to the newsletter.
Diane suggested asking state presidents to send the newsletter to each state’s website and let the state’s help promote MASFAA membership.
MORNING BREAK
3.0 Past President
Report Dan
Mann
Dan is trying to keep up with past-presidents. He is looking for email addresses for Linda Maxwell, Deb Heinaman and Mark Brenner. Having these would let the list from 1980 to now be active. MASFAA wants to invite them to events and send them newsletters.
He has attended NASFAA Finance Committee, College Board Forum, and NASFAA Board of Directors Meeting. He will be attending Big Ten Financial Aid Director’s Meeting, ILASFAA Conference, and another NASFAA Finance Committee Meeting.
3.1 Association
Governance and Planning Committee Report Dan Mann
MASFAA governing documents have been reviewed and it has been determined that if an individual is promoted to a new role at their institution that includes supervision of the financial aid office, then that person is eligible to hold a MASFAA office. It was also determined that MASFAA does not have official colors.
It was recommended that policy regarding conference logo be added to P&P. The official MASFAA logo already has guidance.
Strategic long-range planning committee used the purpose statement as the mission statement and developed a Long-Range five-year plan which focuses on 1) training and professional development, 2) membership, and 3) association finances. Committee chairs were requested to review this plan and report back as to how their committee can work to incorporate these goals into their plans and activities. Delegates told that they may be able to help their committees implement these goals.
Audit Committee: Expanding Finance committee to officially include audit responsibilities
The Association Governance and Planning Committee has reviewed the MASFAA Policy and Procedures manual and is recommending that the following updates be made:
Discussion/questions ensued of the changes. Association Governance committee now takes care of legal issues. Some concerns were expressed about MASFAA members who now no longer work in financial aid on a daily basis could hold committee chairs/office if they supervise financial aid. Note: Associate members cannot hold an elected office but can be committee chairs.
MOTION: Accept the changes to the P&P. Dann
Mann/Karen Kopp. Motion passed.
3.2 Nominations
and Elections Committee Report
Dan Mann
January 2 email was sent out to call for nominations with a February 15 deadline. Committee will meet immediately after that date to prepare a slate of candidates for President-elect, vice-president, secretary, treasurer-elect, and two delegates-at-large by the end of March. Information will be sent to ATAC in April, balloting in May, and the announcements in June. Board members are requested to make nominations. Discussion ensued that it is ok to nominate yourself and this practice is already done at NASFAA and within the states. Committee is responsible to review the nominees to make sure they are eligible. They will try to have at least two nominees for each open office and can have more than two.
4.0 Vice
President Report
Billie Jo Hamilton
The travel form was updated and posted on the web. Names on signature cards have been changed. A transition document was created and insurance renewal was completed. A credit card was obtained for the President-Elect. E-commerce (credit cards) is now set up. The transaction fee is now being deducted from the bank once a month. The 2006-2007 budgets have been entered into Quickbooks. A better conference report has been worked on. Historically, conference income and expenses have been in two different fiscal years which makes it difficult to create reports.
4.1 Finance
Committee Report
Billie Jo Hamilton
Audit firm changed to Bradley Ogden, CPA, and the audit is already almost completed and will be done on an annual basis. At this time, revenue from the conference is in one fiscal year and the expenses are in another year. There was discussion of changing the fiscal year to run January to December. The association would have one year with a 14 month budget. The tax return year would be changed as well. The membership year would remain Nov 1 to Oct 31.
Responsibilities of the finance committee should also include the official review the results of the Audit.
Motion: Change the name of the “Finance Committee” to
“Finance and Audit Committee”. Heineman/Hamilton. Motion passed.
Motion: Fees for
summer institute: $150 commuter, $250
double occupancy, $350 single occupancy. MASFAA to supplement the rest of the
costs. Hamilton/Heinemann. Motion passed.
Diane mentioned that during the transition year would have the expenses of two conferences and income of one committee.
4.2 Corporate
Support Committee Report Deonna Decker
Written report of committee and its procedures was submitted. It is recommended that we use the same pricing structure as last year.
5.0.1 Motion: Approve minutes of October 2006 Board meeting
of 0506 Executive Committee. Mann/Heineman. Motion passed.
Lunch break at 12:00 and reconvened at 12:50.
5.0 Secretary
Report Karen Lay
Minutes were sent out.
Motion: Approve minutes from
October 2006-2007 Executive Board meeting. Heineman/Calvert. Motion passed.
6.0 Treasurer
Report
Brian
Heinemann
Brian reported that he will pay the bills. Expense forms must be signed by two people. It was noted that program and site committee expenses are not conference expenses. Reports have been reviewed and noted that 2006 conference expenses are showing up in 06-07 budget which is due to the fiscal year setup. Some of the reserves were used to benefit the membership such as summer institute.
Motion: Accept the treasurer’s report. Kopp/Woods.
Motion passed.
6.1 Treasurer-Elect
Report
Jim Brooks
Jim is getting oriented to the job. He deposits funds weekly. Procedures should be made to make sure that the lifetime members’ membership be automatically updated each year.
7.0 Delegate
at Large Report
Karen Kopp
Has made contact with her committees and is part of site for Summer Institute.
7.1 Summer
Institute Program Report DeLores Hawkins
The program is being developed, contacts have been made for faculty and 18 sessions are confirmed with presenters. Core presentation done at summer institute can be done at the MASFAA conference. States will be asked to promote the Institute to their state’s financial aid professionals. The committee wants to send out pictures of the faculty and presenters. Notices are being sent out.
Discussion ensued of seeking extra corporate support for Summer Institute. It was determined that Institute shall remain free of any advertising. Sponsorship has changed to be in general support of MASFAA. Priority deadline will be established for schools to be able to register first.
7.2 Summer Institute
Local Arrangements Report Michiale
Schneider
Karen Kopp reported that this committee is progressing.
7.3 Professional
Development Report Cheryl Warman
Committee membership has been put together. Articles and materials related to ethics within our profession are being read. Plans are made to provide information to the membership about ethical decision making. Information regarding “My Rich Uncle” is being put together. The Committee wants Vickie to take a MASFAA conference application with her to the state conferences. Conference program inquired as to the plans for Newcomers event at the Conference. Suggested MASFAA Leadership Conference and Summer Institute attendees are recognized at the MASFAA conference. An idea was discussed to have a “Summer Institute Reunion” at the conference.
7.4 Pre-Conference
Report Debra McKinney
This committee will be looking at building access using building blocks approach. First Block – Identify who the underserved students/groups are; Second Block – Look at different programs, who is doing what? What tools do they need to make it work; Third Block – Take it home – How to follow through on recommendations. Still working on when this event will be held at the conference. Reminder that conference fee schedule must be approved at the April Board meeting. Recommendations must be made from the committees.
8.0 Delegate
at Large Report
Al Pinkney
Membership services – Samantha Ruffini has just been appointed. A reminder email will go out next week to get people to join and pay their dues. Discussion ensued about surveys that may be conducted. Salary surveys are being reviewed. It was noted that how the questions are asked can change the way the answers are given. This information is being collected to help the membership have data for information to give to legislators. Dan suggested sending info just to directors. Training survey results will be sent to Ernesto Mongue/Lloyd Mueller. Amount of disbursements survey is being considered. Efforts will be made to keep the survey easy to respond to yet get enough information to make it useful.
8.1 Membership
Database Committee Report
Cristal Williams
Written report provided. At this time ATAC seems to be meeting the membership tracking needs. Summary of membership data was given. Plans to continue to maintain statistics and data and assist the membership services committee with contacting previous members and invite them to renew their membership.
8.2
Membership Services Committee Report
Samantha Ruffini has just accepted this committee
appointment.
8.3 Research Committee
Report
Ernesto Mongu, Lloyd Mueller
Research has begun to conduct salary and disbursement surveys. It is yet to be determined if the results of the survey would be released prior to the conference or presented at the conference.
9.0 Delegate
at Large Report Colby Sellers
Colby has been in contact with all of his committee chairs. One person’s name on the award was misspelled last year. Committee will meet next week.
9.1 Awards
Committee Report Susan Fischer
The committee has met and agreed to goals of surveying the membership regarding years of service and retirement awards. An article regarding this was written for the MASFAA newsletter.
9.2 Archives
Report Arman
Habegger
Not present.
10.0 Delegate
at Large Report
10.1 Family
Educational Concerns Committee Report Cari
Wickliffe/Tim Hurcules
Event was held 1-19-07 at a local
Reality Store event is being pursued for fall. This material is being sent out to states and schools so that they can use this idea.
10.2 Federal
Issues Committee Report Vacant
Pam Fowler gave a Negotiated Rulemaking report. Protocol says that you must come to a consensus. If no consensus than Dept of Ed writes regs anyway but would take into consideration the concerns expressed. If you are a negotiator then you can offer up agenda items. One discussion item was to get lenders to send out information every couple of years to let borrowers know there are other options to be considered. Preferred lender list was discussed. There will be another meeting in two weeks where Dept will bring draft legislation. Pam will send updates to the newsletters. Discussion ensued regarding these issues.
Cheryl Wagman had discussed textbook discussion with Federal Student Advisory Committee which included textbook rental. Students, financial aid representatives, presidents, and publishers were present. “What federal laws would you like to see in place to regulate textbooks?” That committee is reviewing the entire issue of textbooks
(Later note: Bruce Foote agreed to chair this committee after the Exec meeting.)
10.3 Web
Services Committee Report Keith Williams
The committee has met and numerous updates to the webpage have been made. Pictures of some exec members are still needed. Electronic reports can be posted to the web. Feel free to use Keith as liaison to ATAC.
Discussion ensued about providing loan consolidation information and the committee decided that is not the scope of this group.
2:40 Break and took tour of hotel
3:30 reconvened to continue reports
11.0 State
Representative Reports
11.1
Report was submitted. November Board Meeting was held at the Conference Site. Finance Council moved funds to higher yield accounts and is going to review insurance needs of the association. Two workshops were held in November. Elections are currently being held with results available by January 12. The President’s Council met with the new Director of the Illinois Student Assistance Commission. Plans are made to review the policies and procedures. The ethics issue of vendor giveaways is being discussed. Suggest that MASFAA ask Department of Education to do more FA Conferences. The question was asked if that may reduce attendance at the MASFAA conference.
11.2
Report was submitted.
Joan is now president-elect as previous person changed jobs. Indiana Winter Conference was held in
December. Elections are under way for
2007-2008 officers. Two members will
attend NASFAA Leadership Conference in March.
NASFAA verification training will be held. College Goal Sunday event will be held. Planning is under way for ISFAA Leadership
Symposium. Spring Conference will be in
April.
11.3
Report was submitted.
Robin is retiring at the end of May to pursue personal interests. Fall state conference was not held since
MASFAA was in
11.4
Report was submitted. Rick will become president in a few weeks. Federal update for
11.5
Report was submitted.
One hundred and fifty students participated in the Early Awareness
Workshops in
11.6
Report was submitted. Fall 2006 conference was held with election of officers. Will participate in College Goal Sunday on February 11, Spring Conference in March, leadership retreat to follow, 40 year anniversary of MASFAP this fall, and will recognize members for work outside of financial aid.
11.7
Report was submitted.
Winter conference was held in December with HERA and NASFAA training
prior to the conference. Nine guidance
counselor workshops were held. Planning
is underway for 2008 MASFAA in
11.8
Report was submitted. Fall conference was held in October. HERA training was in November. Ten counselor financial aid workshops were held in November. Students who attend high school financial aid nights are entered into a drawing to win scholarships. Spring conference is March. Governor Manchin signed proclamation of Financial Aid Month and awareness materials will be supplied across the state. Elections will be held and announced at the spring conference.
11.9
Report was submitted. Fall meeting held in November celebrating 40th anniversary and participants were given a CD of memories with engraved case. Carnival of Learning was held for middle-school students. Election of officers is in process. Office professionals retreat will be in February. Spring Conference will be in April.
Discussion ensued regarding whether or not to “recommend” to vendors about what they should give away: conference scholarships, student scholarships, prizes,
12.0 Old Business
Thank you letter was read from Joseph Madona who won the
MASFAA scholarship and attends
Discussion ensued about MASFAA colors and it was determined that there are none. Consensus was to let the Association continue to use the unofficial colorful logo with blue background Cheryl Wegman will try to get the official Pantene blue color number.
States can reserve a room for a
13.0 New Business
Ken Frisman will retire Feb 28 send cards or emails to Diane Lambart-Fleming by next week.
Elaine Chiles is retiring end of January
Meeting adjourned.4:25pm