SASFAA Executive Board
Meeting
Sheraton Hotel, Birmingham,
Alabama
August 2, 2003
President Ron Day called the meeting to order at 9:00 AM in Hospitality Suite 407 at the Sheraton Hotel.
President Day welcomed North Carolina President-elect Sharon Oliver and Tennessee President-elect Joanie Walker.
The changes to the agenda were as follows: State Presidents Group Report will be given at 10:00a.m..; individual photos for the website will be taken during the breaks; a tour of the hotel will be given at 2:00 p.m.; Newsletter Editor Guy Gibbs and Electronic Services Chair Erik Melis will include their sub-committee reports as part of their committee report. The following substitute voting was announced: In the absence of North Carolina President Bruce Blackmon, President-elect Sharon Oliver will vote and in the absence of Tennessee President Nancy Beverly, President-elect Joanie Walker will vote. The following absences were noted: Mary Givhan, Diversity Chair, Bruce Blackmon, North Carolina President and Nancy Beverly, Tennessee President. President Day announced that SASFAA President-elect Janet Sain was feeling ill this morning, but hoped to join the meeting later.
The following elected board members were present: Ron Day, President; Karen Koonce, Past-President; Freida Jones, Vice President; Lester McKenzie, Treasurer and Dee Talley, Secretary.
State
presidents in attendance were: Deborah
Byrd, Alabama; Nathan Basford, Florida; Lenora Jackson, Georgia; Ron McMakin,
Kentucky; Patrick James, Mississippi; Keith Reeves, South Carolina; and Sherwin
Hibbets, Virginia.
Committee
chairs in attendance were: Jane
McNaughton, Finance and Audit; Zita Barree, Conference; Erik Melis, Electronic
Services Chair; Clark Aldridge, Legislative Relations; Forrest Stuart,
Membership; Guy Gibbs, Newsletter Editor; Ron Gambill, Site Selection; Bob
Godfrey, Vendor and Sponsor.
Liaisons
present were: Michael Morgan, Agency
Liaison; Amy Moser, Lender Liaison and Greg Martin, U.S. Department of
Education.
ACTION: Karen Koonce moved to accept the minutes of
the June 6, 2003 board meeting held at the Don CeSar Resort in St. Pete Beach,
Florida. The motion, seconded by Lenora
Jackson, was approved.
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Report from Vice President, Freida Jones
ACTION: Freida
Jones moved to approve staff for the 2004 New Aid Officers Workshop. The motion, seconded by Lester McKenzie, was
approved.
ACTION: Freida
Jones moved to approve staff for the 2004 Mid-Level Training. The motion, seconded by Lester McKenzie, was
approved.
A suggestion was made to include in the Mid-Level Training individuals from states that were not represented in the New Aid Officers Workshop staff.
Report from Past President, Karen Koonce
ACTION: Karen
Koonce moved to approve the GAP Committee members. The motion, seconded by Lenora Jackson, was
approved.
Report from Treasurer, Lester McKenzie
ACTION: Lester
McKenzie moved to transfer $500 from 206 (Program Committee) to 102
(President-Elect) and transfer $2000 from 206 (Program Committee) to 202
(Electronic Services) to cover expenses.
The motion, seconded by Karen Koonce, was approved.
REPORTS FROM THE
STATE PRESIDENTS
SEE ATTACHMENT D
State Presidents’ Group Report
Patrick James, Mississippi President stated a concern he had in reference to Wendy Hutchins, the Mississippi representative on the SASFAA Conference Committee. Patrick stated that after Wendy had a job change to the lender sector, she was told she could not continue to serve on the committee because three of the nine representatives would be from the lender community. Patrick emphasized that the SASFAA Policy and Procedures manual does not address this issue. Patrick stated that later Wendy was told that the SASFAA Board was polled regarding the issue, and the board decided that she should remain on the committee. Patrick’s concern was that none of the state presidents were included in this poll, and he felt that Wendy should never have been told that she could not remain on the committee because of the number of lenders that would be serving on the committee since this is not addressed in the P&P manual. Discussion ensued on this issue, and it was stated that the most qualified individuals should be selected to serve on the committee no matter where they worked. It was mentioned that the instructors for the New Aid Officers Workshop have always tended to be from an institution. SASFAA has received a great deal of support from the lending community and they are a very valuable resource to the association. The lenders have come through for SASFAA on many occasions and are always willing to do whatever they can to support SASFAA. If SASFAA wants to limit the number of lender representatives that serve on the committee, it should be addressed in the bylaws and the P&P manual. In response to the concern Patrick had about the state presidents not being polled, President Ron Day stated that he had neglected to include the state presidents in the polling, but that he would do so in the future.
Another concern that the state presidents presented to the board was the fact that, in some states, the SASFAA President will not be attending at least one of the two meetings held by the states. The state
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associations would like for the SASFAA President to attend at least one of their meetings during the year. If the President can’t attend a meeting, he/she should send a representative in his/her place, but plan to attend the next state meeting. SASFAA pays the President’s travel expenses and the individual states pay other expenses. The main concern expressed by the state presidents’ group was that they were not given the opportunity to state their preferences as to which meeting the SASFAA President should attend; they were simply given the schedule that had already been decided upon.
President Day stated that this is an issue and he has asked the Past Presidents’ Council to look at this issue. He stated that there are several things to be considered: timing of the conferences, time required out of the office and the responsibility to attend NASFAA functions as SASFAA President. President Day stated that he has a good institution that supports him in his role as SASFAA President; however, he does feel guilty for being out of the office so much. Also to be considered is the expense of flying from one city to another. President Day said that there have been times when the SASFAA President has not been treated well by the states. The President has sometimes been treated as an “afterthought” by some associations. He mentioned occasions where he had arrived in the state and there was no one to host him; some states did not pay for his expenses; he wasn’t given directions to the hotel nor was he picked up at the airport by anyone; he was given limited time to speak and he had to go to dinner on his own. Many of the state presidents stated that they were not aware that this type of treatment had been given to the SASFAA President, and this is an issue that they will discuss with their boards. President Day will get with President-elect Janet Sain and take another look at the travel schedule and see if they can make any changes.
The board meeting recessed at 10:17 a.m.
The board meeting reconvened at 10:38 a.m.
COMMITTEE
REPORTS
SEE ATTACHMENT B
Report from Conference Chair, Zita Barree
Zita reported the members of the Conference Committee and recommended that the board approve them.
ACTION: Sherwin
Hibbets moved to approve the members of the Conference Committee as stated by
Conference Chair, Zita Barree. The
motion, seconded by Karen Koonce, was approved.
Report from Audit and Finance Chair, Jane McNaughton
Jane reported the members of the Audit and Finance Committee and recommended that the board approve them.
ACTION: Lester
McKenzie moved to approve the members of the Audit and Finance Committe as
stated by Audit and Finance Chair, Jane McNaughton. The motion, seconded by Freida Jones, was
approved.
Jane submitted the proposed 2003-2004 budget to the board and recommended it be approved.
ACTION: Sherwin
Hibbets moved to approve the 2003-2004 proposed budget. The motion, seconded by Karen Koonce, was
approved.
Report from Membership Chair, Forrest Stuart
Forrest reported the members of the Membership Committee and recommended that the board approve them.
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ACTION: Lenora
Jackson moved to approve the members of the Membership Committee as stated by
Membership Chair Forrest Stuart. The
motion, seconded by Sherwin Hibbets, was approved.
Forrest brought up an issue in reference to membership and services. He reported that certain features of the new website will be limited to members only. How will SASFAA treat the individuals that pay membership at the conference; will these individuals be denied these services from July through February because they have not paid their membership dues? It was suggested that membership dues be paid early in the year; however, the majority of SASFAA members pay their membership at the February conference because their institutions will only pay membership if it’s included in the conference registration fee. It was pointed out that there are no advantages to paying membership fees ahead of time. SASFAA should encourage everyone to pay their membership dues up front rather than waiting to pay them at the conference. The benefits of becoming a member of SASFAA should be stressed in the membership letter that Forrest will send out to solicit membership so that everyone will pay up front.
REPORTS FROM THE
STATE PRESIDENTS
SEE ATTACHMENT D
The board meeting recessed for lunch at 12:00 noon.
The board meeting reconvened at 1:02 p.m.
State Presidents Reports Continued
COMMITTEE
REPORTS
SEE ATTACHMENT B
Report from Legislative Relations Chair, Clark
Aldridge
Clark reported the members of the Legislative Relations Committee and recommended that the board approve them.
ACTION: Lester
McKenzie moved to approve the members of the Legislative Relations Committee as
stated by Legislative Relations Chair Clark Aldridge. The motion, seconded by Sherwin Hibbets, was
approved.
The board meeting recessed at 2:00 p.m. for hotel tour.
The board meeting reconvened at 2:50 p.m.
Committee Reports continued.
Report from Electronic Services Chair, Erik Melis
Erik stated that there were four areas that were not considered when the board decided to move on creating a new website with ATAC. They are: posting of jobs on-line; listserve functionality; on-line voting and on-line newsletter. Erik’s committee is recommending that the issue of posting jobs on-line be tabled. His committee feels that the board needs to consider if all the listserves it currently has are necessary, or if other options could be used. Erik reported that if on-line voting is incorporated into the new website, a number of policies and procedures would need to be reviewed as well. Erik and his committee would like to recommend expanding the services provided by ATAC to include the newsletter functionality and on-line voting.
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ACTION: Keith
Reeves moved to approve the recommendation made by Electronic Services Chair
Erik Melis to expand the services provided by ATAC to include newsletter
functionality and on-line voting. Patrick
James seconded the motion.
Further discussion ensued on the issue of expanding the services offered by ATAC. A concern was expressed about the length of the ads if pictures are included; would this count as a full page or half page? Also, SASFAA’s Policy and Procedures Manual would need to be reviewed and/or revised to address the issue of on-line voting and the newsletter functionality. Another concern was expressed about the cost of these new functionalities not being included in the 2003-2004 budget. The cost for the newsletter and on-line voting could be up to $2500.
ACTION: Sherwin
Hibbets called the question. The motion
was restated and a vote was called. The
motion was approved.
LIAISON REPORTS
Report from Lender Liaison, Amy Moser
Amy reported the members of the Lender Liaison Committee and recommended that the board approve them.
ACTION: Lenora
Jackson moved to approve the members of the Lender Liaison Committee as
reported by Lender Liaison Amy Moser.
The motion, seconded by Nathan Basford, was approved.
SUB-COMMITTEE
REPORTS
These reports are included in the committee
reports. All sub-committees should have
a formal proposal to be submitted at the November board meeting, if necessary.
New Business
Decentralized training was discussed and the initial policy was reinstated. However, the state presidents voted to discontinue decentralized training at the August 2002 Board meeting.
The announcement was made that NASFAA will only offer fall training this year.
SASFAA’s policy for paying expenses for state presidents and committee chairs was reviewed, and the per diem was stated. SASFAA will pay room and tax for state presidents to attend the board meetings, and will pay room, tax and travel for the committee chairs. The per diem is $6 for breakfast, $8 for lunch and $20 for dinner. If the per diem is used, there’s no need to submit receipts to the treasurer. It was strongly recommended that everyone submit their expense forms as soon as possible after attending a board meeting or purchasing items.
Old Business
Old business was the sub-committee reports, which were given earlier in the minutes.
ACTION: Lester
McKenzie moved to adjourn the Executive Board meeting. The motion, seconded by Karen Koonce, was
approved. The meeting adjourned at 4:45
p.m.
Respectfully submitted,
Dee Talley, SASFAA Secretary
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ATTACHMENT A – OFFICERS REPORTS
Report from the
President, Ron Day
Ron is excited
about the opportunities for this year.
Together we can make our wonderful association even stronger.
Below is a list of
recommendations and charges that will involve many of us. This is certainly not to be construed as the
only tasks we will pursue this year. We
have many, many tasks that must be achieved – many of which are cyclical in
nature. However, that does not mean they
should be approached as laborious or routine.
To the contrary, please approach them knowing you are promoting our
association, our schools, agencies, institutions, organizations, and certainly
our students.
Therefore, be excited,
enthused, and above all – have fun!!
Elected Board:
1.
Vice
President:
a.
Begin the year
knowing you will not be able to plan and implement all training activities,
i.e., NAOW, one-day NAOW (conference), Mid-Level, and possibly the Management
Institute. Seek assistance and qualified
individuals to co-chair some of these activities.
b.
All of the
training activities MUST be advertised appropriately. Therefore, please begin now sending
information out on the web; have brochures printed for the conference (all
activities); have a booth (table) advertising the events at the conference.
c.
Work with the
Site Selection Chair to get a “master contract” designed for sites for the NAOW
and Mid-Level workshops. We will begin
securing these sites no less than two years out.
d.
Make a
recommendation that your selection of Curriculum Coordinator and Site
Coordinator be present as observers at the NAOW and Mid-Level the year prior to
your year of service.
e.
Note GAP
recommendations regarding selection of site coordinator and curriculum
coordinator.
2.
Secretary:
a.
A calendar has
been designed to inform board members when reports are due. Enforce these dates by sending out reminders
– once.
b.
Members of the
board must be fiscally responsible by booking travel in a way to insure
discounts.
c.
Please contact
all state presidents regarding the following:
1.
Birthdates of all
board members
2.
Any special
events within each states, i.e., births, weddings, etc.
3.
Any benevolent or
compassionate needs within each states, i.e., deaths, etc.
d.
Purchase cards
for each need (boxes will be appropriate) and insure that SASFAA members
receive the appropriate response.
e.
We will probably
have some by law changes this year, i.e., Past Presidents Council
recommendations, etc.
f.
Develop generic
stationary, i.e., envelopes, letterhead, cards, etc.
3.
Treasurer:
a.
Work with the
Finance Chair to insure that the tax form is filed in a timely manner. The GAP Committee recommends that it be filed
by October 15, 2003 and reported to the February Board meeting.
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b.
Please make sure
that the annual report is provided for purposes of GAP recommendations. Annual reports are due April 1st.
c.
Be enforceable
regarding the proper documents needed for expense reports.
d.
Work with the
Membership Chair, the Electronic Services Chair to revamp the web info, i.e.,
listserv, membership directory, etc. You
will hear more about this later.
e.
Work very closely
with the Conference Chair regarding needs for the conference, i.e., paid
members, accurate lists, etc. This also
applies to the Vice President regarding the workshops.
f.
Follow-up
regarding agreed sponsorship.
4.
President-Elect:
a.
Begin the process
of selecting committee chairs as soon as possible. Several key committee chairs will be new (P
& P requirements), i.e., Site Selection.
For that reason, they should “shadow” the current chair for proper and
adequate transition. This may very well
need to be a recommendation from you to change the P & P to reflect this
very important need.
b.
Be aware of
Roberts Rules. I have provided you a
“cheat sheet” on “How to Make a Motion.”
Please familiarize yourself with this and be prepared to offer
clarification to all parties.
c.
You will be
responsible for keeping up with the order individuals should speak. When board members request to be recognized,
you will keep a sequential list of individuals to be recognized by the
president.
d.
Work with Erik
regarding the volunteer form. Advertise
the need for volunteers beginning in November.
Try to place as many volunteers as possible.
e.
Work with the
president concerning the state visits.
We will visit the states only once during the year.
5.
Past
President:
a.
You will need to
have replacements to the GAP committee.
Only one individual will be returning.
Make sure that the President-Elect is invited. Make sure that board members utilize the
proper format regarding the reports needed.
Work with the Finance Chair and Treasurer to get their respective
reports for GAP.
b.
Follow the
correct procedures regarding nomination and elections, i.e., resumes, asking
their approval prior to the October meeting, etc.
c.
Work with the
Conference Chair regarding the voting area.
The voting booth for the Jacksonville conference was very adequate and
should be imitated if available and appropriate.
State Presidents:
1.
You are a very
vital part of the Board. Please
remember, you are serving your state but representing SASFAA’s needs and
concerns. Please do not have an agenda
that will serve your state’s needs only – keep SASFAA’s needs in mind as well.
2.
You should have representation
at all Board meetings. If you know you
cannot attend a function, please make sure that your select a substitute voting
individual and notify the Secretary within the appropriate time.
3.
Make every effort
to plan your travel so as to insure your participation in the State President’s
meeting prior to the Board meeting (routinely held on Friday before the Board
meeting).
4.
Each of you will
be featured one month on the Newsletter.
It is imperative that you work very closely with the Newsletter Chair. The following will be the order of the
feature:
a.
Alabama
b.
Virginia
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c.
Florida
d.
Tennessee
e.
Georgia
f.
South Carolina
g.
Kentucky
h.
Mississippi
i.
North Carolina
You will receive information
concerning this from the Newsletter Chair.
Please be prompt, following the format designed, and provide adequate
and informative information.
5. Please make sure you contact the
Secretary regarding any benevolent events.
Also contact her regarding any special need for recognition.
6.
Make sure your
reports are receiving in a timely manner and in the appropriate format.
7.
Provide access to
the President and President-Elect to each listserv.
Committee Chairs and
Liaisons:
1.
Agency Liaison:
a.
If possible,
please make sure you attend all conferences, i.e., NCHELP, NASSGAP, etc. Then report back to the Board.
b.
Make every effort
to get each agency to report to the Board regarding state reports.
c.
Provide “feed
back” to the agency representatives regarding Board recommendations or
concerns.
d.
Work with the
Lender Liaison and the Dept of Ed. Liaison to prevent duplicated reporting.
e.
Provide to the
GAP Committee a report according to the proper format.
2.
Audit/Finance
Chair:
a.
Work with the
Treasurer regarding the deadline for submission of the 990-tax form.
b.
Evaluate the
budget routinely regarding needed adjustments.
c.
Work very closely
with the Treasurer regarding audit recommendations, i.e., documentation needs,
etc.
d.
Evaluate
investments and purchasing new CDs as needed.
e.
Provide a report
to the GAP Committee according to proper format.
3.
Conference
Chair:
a.
Work very closely
with the President regarding the conference.
b.
Provide a
“skeleton” of the agenda for the conference to the Sponsorship Chair regarding
needs. This should be done prior to the
August Board mtg.
c.
Develop a track
for “Experienced Aid Officers” for the annual conference.
d.
Work to insure
that all NASFAA, national, regional, and other distinguished individuals’ needs
are covered during the conference, i.e., airport pickup, hotel accommodations,
“shadowing” for involvement, etc.
e.
We do not need a
speaker for all events. Work with the
committee to develop this concern.
f.
Work with
Diversity Chair for conference theme.
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4.
Dept
of Ed Liaison:
a.
Keep the Board
abreast of all issues – especially Reauthorization.
b.
Provide
information to the Legislative Relations Chair for timely release on the
listserv.
c.
Invite
representatives to the Board meeting as appropriate, i.e., IG, COD, etc.
5.
Diversity
Chair:
a.
Work very closely
with the Conference Chair regarding conference needs. This conference is in Birmingham and the
resources, i.e., Civil Rights Institute, 16th Street Baptist Church,
Lynn Park, etc., are invaluable for membership exposure.
b.
Work to develop
diversity needs other than race concerns, i.e., income diversity issues,
disability issues, etc.
c.
Work to involve
all nine states in committee makeup.
8.
Electronic
Services Chair:
a.
Work with
Membership Chair, Treasurer, Conference Chair, and others to insure membership
information is correct for listserv and directory access.
b.
Re-design the web
site.
c.
Make a proposal regarding
“outsourcing” the web and updates.
d.
Work with the
Newsletter Chair regarding new initiatives.
e.
Work with the
Sponsorship Chair regarding new initiatives.
f.
Work with the
Vice President regarding NAOW, Mid-Level, etc.
g.
Work with the
President-Elect regarding volunteer forms.
h.
Work very closely
with the Conference Chair regarding needs.
i.
Updates should be
prompt and accurate. Work with Board
members – especially the State Presidents regarding dates, etc.
9.
Legislative
Relations Chair:
a.
Provide updates
of legislative issues on a regular basis, i.e., SCASFAA provides daily, weekly,
monthly updates on their listserv. You
may want to contact Kim Jenerette regarding this practice.
b.
Work closely with
the Dept of Ed Liaison regarding updates – especially Reauthorization concerns.
c.
Develop a plan to
gain input from all Board members regarding legislative issues.
d.
Develop a “SASFAA
Stance” for important issues.
10.
Lender
Liaison:
a.
Work with the
Agency Liaison and the Dept of Ed. Liaison to insure no duplication in reporting
to the Board.
b.
Report to the
Board any information regarding FFEL issues.
c.
Develop a
committee of nine representatives (one from each state) to issue lender needs
are voiced.
d.
Work with the
Conference Chair regarding exhibition concerns.
e.
Work with the
Vendor/Sponsorship Chair regarding needs.
11.
Newsletter
Editor:
a.
Work with the
Electronic Services Chair to revamp the newsletter.
b.
Work with the
States regarding the “Monthly Feature.”
c.
Work to develop a
plan for featured articles – “real-time” articles.
d.
Work with all
Board members to insure proper reporting.
e.
Work with
Vendor/Sponsorship Chair regarding advertisements.
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12.
Membership
Chair:
a.
Work with the
Treasurer, Conference Chair, and Electronic Services Chair to develop a new and
adequate procedure to update data. I
would like to have work begun on this immediately and have a formal proposal to
be implemented no later than the November Board meeting.
b.
Work very closely
with the Conference Chair regarding necessary data, i.e., accurate lists,
nametags, etc.
c.
Work with the
Committee Chairs and Liaisons regarding committee assignments (all committee
members must be SASFAA members).
d.
Develop a
“brochure” to inform members – “Why Be a Member of SASFAA?”
e.
Membership forms
must be mailed to ALL schools within the SASFAA region – NOT just SASFAA
members. Please note the GAP
recommendations regarding this.
f.
Work with
Electronic Services Chair regarding membership notices via the web.
13.
Site
Selection Chair:
a.
Work to develop a
“master contract” for conference sites.
This will enable proper transition from chair to chair.
b.
Work with the
Vice President to develop a “master contract” for NAOW and Mid-Level sites.
c.
Work with the
Vice President to secure a site for the NAOW two years out.
d.
Work with the
President-Elect to have an apprentice for proper transition to the new chair.
e.
Note GAP
recommendations – especially regarding Professional Conference Planners. Give recommendations as appropriate.
14.
Vendor/Sponsor
Chair:
a.
Sponsorship forms
should be mailed 1 week following the August board meeting.
b.
Work to develop a
charge for a “two-table” booth for conferences.
c.
Work very closely
with the Conference Chair regarding the skeleton agenda for possible needs.
d.
Work with the
Vice President for workshop needs.
e.
Assist the
Treasurer with proper and adequate follow-up regarding commitments.
f.
Work with
Electronic Services Chair to develop an on-line sponsorship form which includes
needs, etc.
Report
from the President-Elect, Janet Sain
No report.
Report
from the Vice-President, Freida Jones
The
formation of a committee for the purpose of conducting the annual New Aid
Officers Workshop has been completed.
The members selected are listed below:
Returning:
(2003)
Ron
Anderson, University of Florida, FL
Sandra
Neal, University of Louisville, KY
Kelvin
Nichols, University of Mississippi, MS
Thelma
Ross, Clark Atlanta University, GA
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Glenn
Shumpert, University of South Carolina, SC
Carolyn
Sparks, Spartanburg Methodist College, SC
New: (2004)
Deborah Barbone, N GA College
and State University, GA
Michael Barree, Virginia
Commonwealth University, VA
Nancy Melton, Alice Lloyd
College, KY
Janette Overton, Johnson
Bible College, TN
Lynda Sayer, Furman
University, SC
Kenneth Wilson, Albany
Technical College, GA
Curriculum Coordinator: Brad Barnett, James Madison University, VA
Lender Assistants:
Salim Bradley, edamerica, FL
Biz Daniel, National
Education, VA
Karen Gibson, edamerica, TN
Gary Mann, SunTrust, GA/FL
As of this writing, the
contract has not been signed but a proposal has been presented to the
University of South Florida (Tampa) for the 2004 New Aid Officers
Workshop.
Plans are underway in
developing the agenda for the Fall Conference one-day NAOW in February.
SASFAA/SWASFAA Mid-level Workshop Report
Plans are underway for the
Mid-level workshop that will culminate the week following the Summer New Aid
Officers Workshop. The following
committee members have been selected to coordinate the workshop pending
approval of the board:
Mary Givhan, Coordinator
Cheryl Lyons, SWASFAA Liaison
Brenda Pagnelli, Curriculum
Coordinator
Other staff members will be
named later.
Subcommittee Report
A subcommittee was appointed
by the president to develop a skeletal contract to be used in assisting other
VPs in securing sites for future NAOW.
Furthermore, these sites are to be selected two years in advance. The challenge to the committee is to decide
at what point selecting future sites begins.
Further guidance will be needed in this area.
The following people were
assigned to the subcommittee:
Bruce Blackmon
Mary Givhan
Sherwin Hibbets
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Patrick James
Brad Barnett (non-board
member)
Freida Jones, Chair
A basic contract was
developed and presented to the members who provided suggestions and/or
changes. This information was merged
into one document that can be used to develop a good proposal. An institution will develop its own
contract. However, there needs to be
standard requests from the Association that are basic to the success of the
workshop. The committee has developed
such a proposal/contract.
Report from the Past President, Karen Koonce
The nominations and elections
committee will be meeting in October to bring forward a slate of candidates for
consideration by our membership. The
positions that will be available are:
President-Elect, Vice-President, and Secretary. The committee is made up of the immediate
state past presidents, which consist of the following: Anita Kaminer, Cara Suhr, Nancy Melton, Dewey
Knight, Leonard Gude, Rosemary Stelma, Barry Simmons, Mike Reynolds, and Julia
Perreault. The slate will be presented
to the board of directors for their approval at the November board meeting.
The Governance and Planning
committee (GAP) is also being formed at this time, although they do not meet
until the following spring. Currently,
the members will be Janet Sain, Rosemary Tutt, Earl Mayo, Margaret Hunt, and
Karen Koonce.
Report from the Secretary, Dee Talley
Since the June transitional
meeting, Dee has been engaged in several activities:
1.
Contacted several
printers to get estimates on SASFAA stationery and envelopes.
2.
Worked on the
minutes of the June board meeting, and e-mailed to the board for review and
corrections.
3.
Worked on the
necessary preparations for the August board meeting.
4.
Reviewed the
recommendations made by the GAP Committee for the Secretary.
Dee thanked everyone for
submitting their board reports prior to the August meeting. She asked those that have not submitted their
reports to her to get them e-mailed soon after their return to the office. The reports should be written in Microsoft
Word, Times New Roman, 10 pitch and third person.
Report from the Treasurer, Lester McKenzie
See the next page.
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Actual Budget $ Over Budget %
of Budget
Income
01 ·
Membership Dues 700.00 23,225.81 -22,525.81 3.0%
02 ·
Professional Advancement 1,850.00 60,387.10 -58,537.10 3.1%
03 ·
Annual Meeting 0.00 105,987.10 -105,987.10 0.0%
04 ·
Vendors/Sponsors/Patrons 0.00 89,032.26 -89,032.26 0.0%
05 ·
Advertising 0.00 11,612.90 -11,612.90 0.0%
06 ·
Publications 0.00 0.00 0.00 0.0%
07 ·
Interest Income 0.00 12,387.10 -12,387.10 0.0%
08 ·
Miscellaneous Income 1,800.00 387.10 1,412.90 465.0%
Total
Income 4,350.00 303,019.37 -298,669.37 1.4%
Expense
101 ·
President 1,158.11 4,258.06 -3,099.95 27.2%
102 ·
President-Elect 0.00 5,032.26 -5,032.26 0.0%
103 ·
Vice President 0.00 3,096.77 -3,096.77 0.0%
104 ·
Secretary 0.00 3,096.77 -3,096.77 0.0%
105 ·
Treasurer 431.09 3,096.77 -2,665.68 13.9%
106 ·
Past President 375.00 9,754.84 -9,379.84 3.8%
201 ·
Membership/Directory 0.00 4,258.06 -4,258.06 0.0%
202 ·
Electronic Services 408.14 5,651.61 -5,243.47 7.2%
203 ·
Professional Adv 1,173.14 75,096.77 -73,923.63 1.6%
204 ·
Newsletter 0.00 3,483.87 -3,483.87 0.0%
205 ·
Finance and Audit 0.00 3,406.45 -3,406.45 0.0%
206 ·
Annual Meeting Program 0.00 137,032.26 -137,032.26 0.0%
207 ·
Site Selection 0.00 1,161.29 -1,161.29 0.0%
208 ·
Nominations and Elections 0.00 0.00 0.00 0.0%
209 ·
By-Laws 0.00 0.00 0.00 0.0%
210 ·
Executive Board 0.00 26,322.58 -26,322.58 0.0%
211 ·
President's Contingency 0.00 2,709.68 -2,709.68 0.0%
212 ·
Archives/Research 0.00 619.35 -619.35 0.0%
213 ·
Advance Program Planning 0.00 1,161.29 -1,161.29 0.0%
214 ·
Diversity Issues 0.00 3,716.13 -3,716.13 0.0%
215 ·
Prior Administration Bills 4,132.37 387.10 3,745.27 1,067.5%
216 ·
Legislative Relations 0.00 4,025.81 -4,025.81 0.0%
217 ·
Long Range Planning 0.00 0.00 0.00 0.0%
218 ·
Vendor/Sponsor/Patron 0.00 3,096.77 -3,096.77 0.0%
219 ·
Special Projects 0.00 1,548.39 -1,548.39 0.0%
221 ·
Computer Hardware/Software 0.00 1,006.45 -1,006.45 0.0%
Total
Expense 7,677.85 303,019.33 -295,341.48 2.5%
ATTACHMENT B – COMMITTEE REPORTS
Report
from Audit and Finance, Jane McNaughton, Chair
Jane
submitted copies of the current investments for the Board’s review. Since the transitional meeting, one certificate
of deposit matured and was reinvested at 2% for 36 months after Jane consulted
with Jim Mills, SASFAA’s Investment Officer at SunTrust Bank in Norfolk,
Virginia. Two certificates of deposit
mature in 2003 (September 19 and December 29) and Jane will consult with Jim
Mills to reinvest these funds according to SASFAA’s investment strategy.
Jane
reported that Lester McKenzie, SASFAA’s new Treasurer, met with Anne Rochester,
CPA, from edamerica who completes
SASFAA’s 990 Income Tax Return. As soon
as the books are closed for 2002-2003, Jane and Lester will begin the 990
process. As soon as the 990 is complete,
Jane will begin the audit process for 2002-2003.
Jane
thanked Lester and Karen Koonce for their hard work in transitioning SASFAA’s
Treasurer position through June 30, 2003.
Jane
distributed copies of SASFAA’s assets.
She asked for updates to the report for new asset items.
Jane
reported that she had contacted the members of the audit and finance
committee (Terri Parchment from
Tennessee, Terry Bland from Mississippi and Dave Cecil from Kentucky) and all
had agreed to serve on the committee for 2003-2004 pending SASFAA Board
approval.
Jane
presented the proposed 2003-2004 SASFAA Budget.
She asked for input and discussion from the Board and Committee Chairs.
Report
from Conference Committee, Zita Barree, Chair
The
Conference Committee is scheduled to meet August 2 – 4, 2003 at the Sheraton
Birmingham Hotel. A conference theme and
tentative agenda will be finalized at that time. Following this meeting, a call for sessions
will be conducted with a due date of September 15, 2003. Plans are to once again offer concurrent
sessions by tracks such as new aid officers, diversity, technology and a new
track for experienced aid officers.
On
August 1, 2003, Ron Day, Zita Barree, Bob Godfrey, and Mike Reynolds visited
several places in Birmingham as potential sites for the President’s
Reception. They included the Civil
Rights Institute, the McWane Center, and the Birmingham Museum of Art.
Pending
Board approval, committee members are as follows:
Dorenda
Adams, Alabama rep
David
Bartnicki, DOE rep
Heather
Boutell, Kentucky rep
Jolene
Burke, Virginia rep
Bridget
Ellis, North Carolina rep
Antoinette
Esposito, Georgia rep
Wendy
Hutchins, Mississippi rep
Andrea
Perry, South Carolina rep
Michael
Reynolds, Local Arrangements chair
Brent
Tener, Tennessee rep and 2005 Conference Chair
Rick
Wilder, Florida rep
14
Ex-officio
members are as follows:
Ron
Day, President
Mary
Givhan, Diversity chair
Bob
Godfrey, Vendor/Sponsor chair
Freida
Jones, Vice President
Lester
McKenzie, Treasurer
Forrest
Stuart, Membership chair
Report from Diversity
Committee, Mary Givhan, Chair
The
Diversity Committee members include:
Liza
Bruce – ECMC Group
Sandra
Gibson – Morris College
Anita
Haynes – Emory University
Em
McNair – Texas Guarantee Agency
Mike
O’Grady – Bank of America
Pebblin
Warren – Alabama Department of Postsecondary Education
The
committee has not had a formal meeting, but one will be scheduled for September,
at a date yet to be set. However, the
committee has corresponded by e-mail.
Thus far the following activities have been discussed:
We
have a lot of work to be done. The committee will discuss each of these
activities in detail at our September meeting.
Report from Legislative
Relations, Clark Aldridge, Chair
The House narrowly pass the
House-Labor-HHS Education Appropriation Bill for FY 04 on July 10, 2003.
Highlights of the bill
include: a $1 billion increase in
expenditures or FY-03 for IDEA, bringing the total IDEA funding to $9.9
billion; a $666 million increase over FY-03 for Title I, bringing the total
funding level to $12.35 billion; and a $400 million increase over the
President’s budget request for the 21st Century After school program
bringing the program to a total funding level of $1 billion and fully
replenishing the cut the President proposed in his budget request. The bill also includes small increases for
Head Start, TRIO, and GEAR UP programs.
15
However, the bill falls
$700million short of the $3 billion increase assumed in the FY-04 Budget
Resolution. This is approximately $450
million short of the $1.3 billion promised for the Pell Grants shortfall.
The bill restores most of the
46 programs targeted for elimination in the President’s FY-04 budget
request. However, it freezes most
programs.
Virtually all higher
education programs are level funded including SEOG at $765 million, FWS at $1.011
billion, Perkins Loans at $167.5 million and LEAP at $67 million. The maximum Pell Grant will be $4,050. The $450 million cut in funding from the Pell
Grant shortfall is used to restore some of the cuts and terminations proposed
in the President’s FY-04 budget request.
The Senate will likely take
up their version of the budget during the first or second week of
September. With the exception of some
differences in TRIO Programs and Byrd Scholarships they should be similar. Expect Senator Kennedy to attempt to increase
funding to some extent.
Reauthorization
The House plans to approach
reauthorization by passing four separate bills then possibly folding them into
one reauthorization bill. The first two
of these bills dealing with teacher issues have passed. The first is the Ready to Teach Act. This bill aligns the teacher training
programs under the HEA with the high standards of for accountability and
results found in the NO Child Left Behind Act.
The second is the Teacher
Recruitment and Retention Act. This bill
more than triples the amount of loan forgiveness available for teachers in
subject areas facing extreme shortages.
Currently, a teacher who commits to spending five years working in
high-need schools are eligible to have up to $5,000 of their outstanding
student loans forgiven. Eligible highly
qualified math, science, and special education teachers would have access to
loan forgiveness of up to $17,500. Teachers
of all subjects in Title I schools would continue to have access to the current
$5,000 of benefit.
As work on the
reauthorization process continues, it is expected that other hearings will
focus upon specific issues and/or parts of the Higher Education Act. It is likely that the basis for more
legislation can be characterized as the three A’s: Accountability, Affordability, and
Accessibility.
When speaking about
accountability some members of Congress say they have been inundated in recent
years by “horror stories” that point to problems, such as:
College graduates are entering
the workforce and being forced to take remedial courses in Subjects such as
basic memo writing
Teacher colleges are
graduating teachers who are not prepared to teach, contributing to the shortage
of qualified teachers in America’s K-12 schools. (Legislators are particularly concerned about
the “gaming” of certification pass rate reporting by some teacher
colleges. Currently, Title II of the HEA
requires that institutions of higher education report the pass rates of their
teacher education graduates on licensing exams, and that states establish
procedures for identifying “low-performing” teacher education schools. In the recent past, a number of programs
across the country have reported 100 percent pass rates for their teacher
preparation programs because students that fail the exam are not counted as
“program completers” for reporting purposes.)
U.S. employers are having
difficulty finding American college graduates with the skills they need to
compete.
At the very first hearing to
kickoff the reauthorization process in the House, Frank Newman, Director of
Futures Project at Brown University, told members that regular assessment of
student progress is quite possible in higher education, just as it is in
elementary and secondary education. He
suggested Congress should consider taking steps to ensure that the consumers of
higher education-parents and student-have as much information as possible about
the quality of the institutions they are paying for.
The House Committee on
Education and the Workforce on May 13 conducted the first of a series of public
hearings on the reauthorization.
Committee Chairman John Beohner (R-OH) stated; “College prices are
exploding. Students, parents, and
taxpayers are paying a staggering amount of money today for higher education.” He then asked, “What are they getting for
their money?” Howard P. “Buck” McKeon
(R-CA),
16
Chairman of the 21st
Century Competitiveness Subcommittee, noted, “Since I came to Congress only 10
years ago, college cost have skyrocketed by more that 115 percent. I am extremely concerned about the cost of
postsecondary education and
have committed myself to finding sound solutions to keep the price of attending
college affordable.”
Other Items
House GOP leaders on July 22
released a set of guiding principles for reforming the higher education system
as part of the move toward reauthorization.
In a news release they stated that U.S. higher education is “in crisis
as a result of uncontrolled cost increases that threaten to put college out of
reach for low and middle-income students and families within the next decade.”
“The federal role in higher
education needs to be realigned to confront the cost crisis head-on,” said Rep.
John Boehner. The dream of higher
education should be available to every American who strives for it. Current federal policy simply isn’t getting
the job done.”
The four principles that the
house Republicans say will govern future legislative action are:
Holding colleges accountable
for cost increases—without inappropriate federal involvement. “Rapidly increasing college costs are
depleting the purchasing power of the Pell Grant and putting college out of
reach for many needy students.”
Removing barriers for
non-traditional students. “Innovative
solutions such as distance learning and the use of advanced technology in the
classroom can provide non-traditional college students with a chance to
succeed.”
Improving quality and
innovation by empowering consumers.
“Republicans believe reauthorization of the HEA is an important opportunity
to hold institutions accountable by adding new transparency so parents,
students, and taxpayers know what they’re getting for their multi-billion
dollar investment.” Also, “the HEA
reauthorization provides an opportunity to make sure schools are reporting the
right data, and that it’s available for parents and students in a
consumer-friendly, useful, and easy to understand format.”
Realigning student aid
programs to ensure fairness for America’s neediest students and families. “Federal resources are increasingly
subsidizing individuals who have long since earned their degrees and entered
the workforce, and a declining share of federal resources is being devoted to
low-income students striving for the dream of higher education.”
Rep. Buck McKeon noted that
“we are spending a staggering $90 billion a year on federal higher education
programs, including $65 billion in the form of direct financial assistance to
students, yet the dream of a college education is slipping further and further
away form the typical U.S. family.”
Rep. Buck McKeon and Rep.
Rahm Emanuel introduced the Financial Aid Simplification Act on July 25,
2003. This legislation is part of the
reauthorization process. The bill would
require a through examination of the FAFSA and the need analysis formula.
The bill would direct the
Advisory Committee on Student Financial Assistance, which provides advice and
counsel to Congress and the Secretary of Education on student financial aid
matters, to conduct a thorough study of how the needs analysis model in the
Higher Education Act could be simplified.
Among the list of study requirements the Committee will examine are:
Whether the formula can be
simplified without significant adverse effects on program intent, costs,
integrity, delivery and distribution of awards;
Whether the number of data
elements and the complexity of questions can be reduced;
Whether the application can
be streamlined; and
Whether students can complete
limited sections of the financial aid application according to their specific
circumstances.
The Committee will also look
at whether information provided on other federal forms could be used to qualify
potential students for the simplified needs test. Additionally, the Financial Aid
Simplification Act requires the
17
Secretary of Education to
make special efforts to notify students who qualify for free lunch of food
stamps of their eligibility for the maximum Pell grant award.
Recognizing that the
complexity of the form is a particular problem for families seeking financial
aid, the bill will require that the Advisory Committee consult with a form
design expert to ensure that the revised application form is easily readable
and understood by parents, students and other members of the public. The bill sets out certain requirements and
deadlines on both the Advisory Committee and the Department of Education to
meet the goals of obtaining a substantial reduction in the number of items
contained on the FAFSA—currently there are at least 99 items, not including
additional worksheets, which families must complete in order to apply for
student aid.
Member of the Legislative
Committee include:
Cindy Lewis-FL
Forrest Stuart-TN
Dot Wilkinson-AL
Kim Jenerett-SC
Rance Jackson- NC
Marie Bennett-VA
Lee Ann Kirkland-GA
Kristi Motter-MS
Robin Thomerson-KY
Report from Membership Committee, Forrest Stuart,
Chair
The SASFAA
Membership Committee is ready to work. We are excited about the improvement in
membership services that ATAC will bring to the web, and we are hopeful that
this will be the most productive year to date. Following are the initial
activities of the committee:
1. 2003-04 proposed SASFAA Membership Committee members are:
2. The 2003-04 Membership Form was
updated to include statistical questions to incorporate into the database.
Added data include:
3. Guidance on the new SASFAA Website
hosted by ATAC was given at the request of the Electronic Services Committee.
18
4. Draft of the 2003-04 Membership
Letter was created and approved by the president. The letter will be mailed
after the president signs it at the August, 2003 Board Meeting in Birmingham.
5. Continuous entry of data from
membership forms occurs to ensure timely information. Cross-referencing with
treasurer ensures accuracy.
Report from Newsletter Editor, Guy Gibbs
SASFAA Policy and Procedure Manual, Newsletter, Sections 8.1.1 and 6.12
Section 8.1.1 states, “The primary purpose of the newsletter is to disseminate information that may be of interest to the financial aid community. Generally the newsletter shall be published in October, December, April and June. Each newsletter shall include news of interest to student aid administrators including professional development information and events pertaining to aid administrators in the SASFAA region.”
Section 6.12 states, “The newsletter editor coordinates the quarterly production of the SASFAA newsletter that contains information on activities and issues important to the membership. Four issues are produced annually with on-line availability for October, December, April and June. Production and distribution of the newsletter must comply with fiscal year and bylaws requirements.”
The newsletter editor is further directed, among other things, to:
· solicit pertinent articles…
· review state newsletters…
· coordinate newsletter advertising…
· collect newsletter sponsorship ads and/or logos…
· develop a production schedule…
Each newsletter shall contain:
· a calendar of training and development activities in the region provided by state associations, the SASFAA vice president, the U.S. Department of Education, guarantors and state agencies; and may contain,
· board meeting highlights;
· message from the president;
· treasurer’s report;
· committee reports; and
· state reports.
Newsletter Subcommittee Appointed
With Sections 6.12 and 8.1.1 in mind, President Ron Day appointed a Newsletter Subcommittee. The subcommittee includes: Guy Gibbs, Chair, Nancy Beverly, Deborah Byrd, Lenora Jackson, Michael Morgan and Donja Tripp. The subcommittee was charged with reviewing the purpose of the newsletter; name; content; format; potential for featured articles; and advertisements. As President Day indicated, the advent of electronic systems has resulted in most state, regional and national organization converting to on-line “informational sheets” as opposed to the traditional printed newsletter.
Given the charge by President Day, the subcommittee, with the exception of Donja Tripp who was not in attendance, met briefly during the Transition Board meeting and concluded that:
· The newsletter should continue to be an on-line publication;
· The newsletter should be published more frequently;
19
· The newsletter should be delivered to the membership in a timely manner, real-time, as opposed to stale and out-dated information;
· The newsletter should contain feature article about state associations, members, events, etc.
· The newsletter should contain information/articles from committee chairs as appropriate and timely;
· The newsletter should contain “What’s Going On” in SASFAA and member states;
· The newsletter should be “featured” in state newsletters, on state list serves, etc.; and
· The newsletter should contain summary information about SASFAA board meetings since all board minutes are available on the SASFAA Web site.
Recommended Publication Schedule
Section 8.1.1 stated, “Generally the newsletter shall be published in October, December, April and June.” Section 6.12 provided information about, “…the quarterly production of the SASFAA newsletter….” Taking this information into account, there does not appear to be any reason why the newsletter could not be published more frequently. Following through with President Day’s requests concerning maintaining a timely information piece, it is projected that there will be 10 publications during the course of the year. The first issue will be in September followed by a monthly publication concluding with a June 2004 summary issue.
A close examination of Sections 8.1.1 and 6.12 does not preclude this publication schedule and does not appear to require board approval. It may be entirely appropriate to have an official SASFAA newsletter, “SASFAA News On-Line” designed for October, December, April and June with intervening “SASFAA Monthly Updates” at other times.
State Associations Featured in the Newsletters
One of President Day’s recommendations was that each state association should be featured in the newsletter during the year. The subcommittee concurred with that suggestions, and the following schedule established.
· September – Alabama, Deborah Byrd , AASFAA State President
· October – Virginia, Sherwin Hibbets, VASFAA State President
· November – Nathan Basford, FASFAA State President
· December – Joanie Walker, TASFAA State President
· January – Lenora Jackson, GASFAA State President
· February – Keith Reeves, SCASFAA State President
· March – Ronald McMakin, KASFAA State President
· April – Patrick James, MASFAA State President
· May – Bruce Blackmon, NCASFAA State President
State presidents will provide their featured article to the Newsletter Editor no later than the 15th of the month preceding the month that their state association will be featured in the newsletter. Articles should be no longer than 700-1000 words and will be subject to editing to accommodate available space. State presidents will decide “how and what” is to be highlighted.
Newsletter Featured Articles, Advertisements and Publication Submission Dates
Each elected board member; state president and committee chair and liaison is encouraged to provide articles for inclusion in the newsletter each month. While some committees may be featured more often, for example Conference, it is important that each committee chair provide timely features for inclusion in the newsletter.
Since the newsletter will be published frequently, it will remain timely and provide useful and up-to-date information for the membership. The number of pages and the number of articles for each edition of the on-line newsletter is expected to vary while at the same time keeping the membership informed of activities/events within the members states, other regions and nationally.
20
Persons submitting articles, advertisements, etc. are reminded that the 15th of the month is that date that all submissions should be provided to the Newsletter Editor. Articles are to be submitted to Guy F. Gibbs, Northern Virginia Community College. The e-mail address is ggibbs@nvcc.edu, telephone number 703-323-3085, fax number 703-323-2189. Materials should be sent as a Word attachment, New Times Roman font, 10 pitch, and third person. Questions should be addressed to the Editor.
Report from Site
Selection, Ron Gambill, Chair
Site
selection activities will involve locating and contracting for a conference
site for 2007, developing site checklists for SASFAA hosted workshops,
Executive Board meetings and the annual conference, and developing a
standardized contract for hotel negotiations.
A site selection subcommittee has been designated by President Day to
develop the checklists and pro-forma contracts.
The subcommittee includes the following individuals:
Ron Gambill, Chair
Karen Koonce, Past President
Ron McMakin, Kentucky President
Janet Sain, President-Elect
Lynda Sayer, Non-Board Member
Dee Talley, Secretary
The
subcommittee will develop a process for site selection timelines to be met and
procedures to assist future Site Selection Chairs and other SASFAA members
involved with selection of appropriate meeting sites.
The
President of TASFAA, Nancy Beverly, has extended the hospitality of Tennessee
for the 2007 annual meeting. Locations
will be visited that have the capability of meeting the SASFAA requirements for
facilities bidding on the 2007 conference.
Report from Vendor/Sponsor,
Bob Godfrey, Chair
We
were fortunate to be able to fully sponsor each food and beverage event of both
the Board and the Conference Committee meetings. A total of 11 sponsors will contribute $6500
+ towards these events. The following
have provided sponsorship:
Hospitality
– National Education, Rosemary Tutt
Friday
Dinner – Ed South, Karen Gibson
Saturday
Breakfast – South Trust Bank, Cindy Massey
Saturday
Morning Break – Nellie Mae, Kathleen Donahue
Saturday
Lunch – Regions Bank, Bruce Austin
Saturday
Afternoon Break – Alabama Student Loan/KHEAA, Tommy Dismukes
Saturday
Dinner – USA Group Services, David Long
Sunday
Breakfast – Alabama Student Loan/KHEAA, Tommy Dismukes
Sunday
Morning Break – Student Loan Xpress, Erin Guerrero
Sunday
Lunch – Nelnet, Connie Gormley
Sunday
Afternoon Break – Educaid/Wachovia, Petrina Taylor
Sunday
Dinner – Citibank, Paul Mittlehammer
Monday
Breakfast – Educaid/Wachovia, Petrina Taylor
Only
few sponsors declined my invitations to sponsor an event for our meetings.
21
Since
the first Board Meeting and the Conference Committee meetings occur quickly
into the new year, the process of obtaining sponsorship is by invitation of the
chair.
Future
sponsorship events including the conference, new aid officer’s workshop and the
newsletter will be presented as a package to potential sponsors. This will be done on our web site. Working with the Electronic Services chair,
we hope to have this available by mid-August.
Of course, some sponsors will need encouragement and special
invitations. The chair will be happy to oblige.
It
is anticipated that the current (old) web format will be utilized for
sponsorship activities for the year.
However, if the new site affords us the opportunity, we would like to
use it. Regardless, we must get the new
sponsorship information onto the new site before the end of this year.
Given
the depressed nature of the economy, no change/increase to our sponsorship or
advertising rates is recommended for the 03-04 year. Efforts will be made to expand the number of
sponsors and advertisers to increase our revenue.
Report from Electronic Services Committee, Erik Melis,
Chair
The following updates were
made to the SASFAA web site since the June Board Meeting:
The following
web-related projects are in progress or will soon be:
The following items related
to SASFAA Listserv maintenance have been completed:
22
The following
items related to SASFAA Listserv maintenance are in-progress or will soon be:
Throughout the course of the
upcoming year, the Electronic Services Committee will continue to work with the
elected Board, State Presidents, and Committee Chairs to get input on
improvements and updates for the SASFAA web site and to determine ways that the
Electronic Services Committee can assist in meting goals and objectives.
23
ATTACHMENT C – LIAISON REPORTS
Report from Lender Liaison, Amy Moser
The following are the proposed members of the 2003-2004 members of the SASFAA Lender Liaison Committee:
·
Tennessee
Anthony Bowles Fifth Third
·
Mississippi
Judith Vidrine Nellie Mae
·
Alabama
Bruce Austin Regions Bank
·
South Carolina
Jennifer Jones-Gaddy South Carolina Student Loan Corporation
·
Georgia
Robin Forte-Burrell edsouth
·
Florida
Maria Holmes Citibank
·
North Carolina
Jennifer Rone Nelnet
·
Virginia
Frances Pileggi Educaid/Wachovia
·
Kentucky
Tommy Dismukes KHEAA
Your
evaluation, recommendations, and approval are greatly appreciated. Thank you.
Report from the Department of
Education Liaison, Greg Martin
With
the end of summer approaching, conference committees are planning agendas for
fall conferences. As always, the
Department appreciates all of the conference invitations extended to its
representatives by SASFAA’s constituent states.
All such invitations should be directed to Yolanda Blackman, Training
Officer in Region IV, Atlanta. She may
be reached by telephone on 404-562-6291 or by email at yolanda.Blackman@ed.gov
This
fall the Department is offering a series of one-day workshops on the Title IV
Cash Management Life Cycle. The
workshops are designed for fiscal officers and aid administrators as well as
other professionals with budget and financial responsibilities for Federal
student aid funds. Topics addressed in
this workshop include: Review of Cash Management Principles; COD;
Cash Management Tools; Reconciling Title IV Program Funds and Program
Close-Out; and Assessing Your Cash Management Procedures. Training locations and dates in the SASFAA
region are as follows:
D.G.
Erwin T Center, Tampa, FL 09/18/03
Atlanta
Training Facility, Atlanta, GA 09/10/03
Atlanta
Training Facility, Atlanta, GA 10/15/03
Atlanta
Training Facility, Atlanta, GA 11/20/03
University
of Kentucky, Lexington, KY 11/18/03
UNC
Charlotte, Charlotte, NC 12/10/03
Virginia
Tech, Blacksburg, VA 10/28/03
Dear
Colleague Letter CB-03-11 has an attached Word document containing the recently
approved Perkins Loan MPN for use by schools that wish to use the new note at
the beginning of the 2003-04 Award Year.
A
24
more
comprehensive DCL detailing the use of the MPN is in clearance and will be
posted to IFAP as soon as possible. The
MPN may be used for award years beginning on or after July 1, 2003 and must be
used for all new loans made on or after November 1, 2004.
Final
Regulations published November1, 2002 revised 34 CFR 674.2 and 674.16 to
accommodate the MPN. The MPN is defined
and the yearly signature requirement removed.
Dear
Colleague Letter GEN-03-08 provides revised guidance on the use of long-term
debt in financial responsibility calculations.
Prior guidance required an institution to demonstrate that debt included
as adjusted equity (proprietary) or expendable net assets (private non-profit)
was associated with an investments in an institution’s PP&E (property,
plant and equipment). Other long-term
debt that could not be shown to represent investment in PP&E could not be
included in the ratio calculation.
Revised
guidance outlined in this DCL allows for inclusion of all long-term debt
obtained for the institution’s purposes.
However, the overall of debt obtained for long-term purposes that can be
included in the numerator of he Primary Reserve Ratio may not exceed the amount
of the institution’s net property, plant and equipment.
DCL
CB-03-10 provides information about the Fiscal Operations Report for 2002-03
and Application to Participate for 2004-05 (FISAP). The FISAP form, Instruction Booklet and
Reference are included as attachments.
All
schools requesting campus-based funds or reporting expenditures are required to
submit a FISAP online using FISAP on the Web at www.cbfisap.sfa.ed.gov . In addition
to completing the FISAP, institutions may use this site to receive real-time
validation edits, access statements of account, and view funding levels. Instructions for making use of this function
are contained in the attached Reference.
DCL
CB-03-09 announces the availability of the Campus-Based Reallocation Form. The form is used to release unexpended
portions of 2002-03 allocations or to request supplemental 2003-04 FWS funds
for community service jobs. An
institution needs to complete this form if it does not intend to spend its
entire allocation in any of the three campus-based programs; or it wants to
request supplemental 2003-04 FWS funds for community service jobs. In order to request supplemental funds the
institution must have spent at least 5% of its total 2002-03 FWS Federal
allocation to compensate students employed as reading tutors of children or in
family literacy activities as part of your community service activities. A fair share shortfall as shown on line 28 of
its 2003-04 final funding worksheet (provided in the 2003-04 tentative
allocation letter) must also exist for the institution.
It
is important that institutions release unused campus-based funds via this
process. Since reallocation authority
exists only until September 30, such reallocations cannot be based on FISAP
data that is not due until October 1.
Any unexpended funds not released through this process revert to the
U.S. Treasury.
The
Reallocation Form is found on the FISAP on the Web site. It is available through “Help” option on the
top navigation bar. The form is due by
midnight, Eastern Time, on August 22. 2003.
Over
the next few weeks, the Department may be contacting you seeking your opinions
about the Common Origination and Disbursement (COD) system. An independent auditor, PGM Incorporated,
will be conducting the actual data collection.
As your feedback is important and necessary for the improvement of this
process, we ask that you take the time to respond to their questions. This survey was announced in an electronic
announcement posted July 16, 2003.
Treatment
of tuition assistance (often from employers) that will not be received until
the end of the term and may be contingent upon earning a certain grade has long
been the source of some confusion. Up to
$5,280 of employer-provided assistance may be provided tax-free each year. Such assistance must be considered a resource
and EFA.
25
Policy
has clarified that, if the school is reasonably certain –assuming the necessary
grade is earned- the student will collect the aid for the current term, it is
treated as a resource and EFA. This is
the case even if the aid will not be received until the end of the term. In summary, the timing of the actual receipt
of the award does not keep it from being a resource for that term.
Given
the additional requirement that a student receive a certain grade, the entire
amount of the tuition assistance should still be packaged as a resource. If the student fails to earn a portion or all
of the assistance, he may inquire as to whether his aid package may be adjusted
at the end of the term (assuming that is still possible).
Report from the Agency Liaison,
Michael Morgan
On
July 25th a meeting sponsored by Southern Region Education Board
(SREB) was held in Atlanta, GA to address issues related to merit based
financial aid. The purpose of this
meeting is to give practitioners of merit-based financial aid an opportunity to
have a dialogue on a myriad of timely issues.
Each session had an open format that allowed each participant to discuss
research, experiences, strategies and desired outcomes related to their scholarship
program. The meeting began with an
overview of each of the merit-based programs of the states present, Florida,
Georgia, Kentucky, Louisiana, Mississippi, South Carolina, Tennessee, West
Virginia and Oklahoma.
The discussions were lead by referencing
a report produced by SREB in 1998, “State Funded Merit Based Programs; Why are
they popular? Can they increase participation in higher education?” The report suggests that in order for a merit
or need based program to be successful in increasing participation in post
secondary education…
“Financial
assistance programs that are most likely to show the best results are those
that serve students who meet academic expectations in high school and are
likely to succeed in college and whose education after high school could be
jeopardized by their family’s finances. Financial aid, especially grant funds,
should be distributed where they will have the most impact on increasing both
access to and completion of postsecondary educational programs. Increasing participation in higher education
calls for state policies that:
§
Encourage students to take more challenging courses in high school to
better prepare for further education;
§
Result in high-quality curriculum and teaching in high school;
§
Ensure adequate support services for students as they move from high
school to college and during their freshman year;
§
Improve the transferability of courses and programs among colleges and
universities;
§
Encourage students to stay in college and earn degrees; and
§
Reduce geographical and financial barriers to education beyond high
school.”
The
discussion topics included:
The Challenge Offered by
Declining State Revenues: Questions to be discussed include: How are the programs addressing the
current economic climate? What changes,
if any, are being considered? Do we
restrict eligibility and, if so, how? Do
we raise standards or place income caps?
How best to preserve the integrity of the program in the current
economic environment?
Reaching Your Target
Audience: What are the “best
practices” when it comes to educating the K-12 community and higher education
about financial aid and merit-based programs?
How do you ensure that your message is heard? How do you go beyond the population that
already is planning on attending college?
How do we increase minority and low-income participation?
26
Raising the Bar: Do these programs increase
academic performance both in high school and college? Are these programs increasing academic
preparation? What are effective
strategies? What does the research tell
us?
Nuts and Bolts: Discuss various issues
including the application process (centralization vs. decentralization). Discuss what the standards between each state
are and whether they were uniform. (e.g., statewide grading system). What are the benefits and shortfalls of
multi-tiered awards?
In
conclusion, the workshops was very informative and provided a forum for each of
the agencies to discuss issues related to each of the states and to compare
notes on merit aid administration.
June
9-11, 2003 the National Association of State Student Grant and Aid Programs
(NASSGAP) held its spring conference in Washington, DC.
The
Agenda consisted of Reauthorization Issues, Perspectives Relative to State
Partnerships; FERPA; Updates on the FAFSA; Update of Individual State Issues;
Financial Aid Knowledge of Low Income Families and Updates on SLEAP/LEAP. Representatives attended this national
conference from several of the SASFAA states, Florida, Kentucky, North
Carolina, South Carolina, Tennessee and Virginia.
During
the Reauthorization sessions several issues were identified as hot topics. Loan limits were under heavy debate. Many representatives believe an increase in
the loan limits will generate further increases in college tuitions. Elimination of fees has been debated at
length. This proposal carries a huge price tag, it is estimated that the annual
cost will approximately 4 billion dollars.
Another big issue is whether federal aid should have a merit component. Of course the debates could not be complete
without a discussion on how to simplify the FAFSA. The overriding theme evident in many of the
discussion was accountability at both the state and school level.
Representatives from three DC based groups gave a brief presentation some of their stances on some of the reauthorization issues. United States Student Association (USSA) identified several topics they wanted to have addressed during reauthorization:
National
Association of Independent Colleges and Universities (NAICU) stated the hot
topics for its organization are:
National
Council on Higher Education Loan Programs (NCHELP) strongly supported:
The
agencies represented were asked to provide a brief narrative of the legislative
and funding issues of their states.
Below are notes from the SASFAA states represented in this conference:
27
The
prevailing concerns among those in attendance of this conference were budget
constraints and funding levels. Many
members could not attend due to travel restrictions imposed by their
state. Several state agencies are may
experience reductions or eliminations in the programs.
Mid
June NASSGAP Federal Relations Committee members received notification that the
House Appropriations subcommittee provides a $4,050 Pell Grant maximum, a level
funding level for SEOG, Perkins, Work-study and SLEAP/ LEAP. Trio has been increased to $835 million and
Gear up to $300 million. Ranking
minority leader Congressman Obey was quoted as saying of Chairman Regula. “He
did the best he could under the miserable circumstances of a diminished
allocation, excess spending on tax cuts, etc.” The agency group was please to see the
continued funding of the SLEAP/LEAP program, a program used to fund most need
based state grants and that is constantly under the threat of being eliminated.
Accountability
at both the agency and school level will be more and more commonplace given the
financial strains experienced at this time in our nation. Currently a survey has been generated that
wants to identify states in which state
funded student aid assistance for 2003-2004 is either decreasing, remaining the
same, or substantially failing to keep pace with the increases in tuition and
fees.
An
article published at stateline.org entitled Tuition Spikes While Financial Aid Falters
By Pamela M.
Prah, begins… The state budget squeeze is putting many students in a
double-vise: their tuition is climbing while financial aid is shrinking. At
least 25 states cut higher education funding for the 2003-2004
28
school
year, said David L. Wright, a senior research analyst for the State Higher Education Executive Officers (SHEEO),
a Denver-based nonprofit group representing top state higher education
officials. Education experts worry that
state budget cuts may ultimately price some students out of a higher education,
not just at public
universities,
but also community colleges, which in many places also are registering
double-digit spikes in tuition for 2003-2004.
An article “Cuts put squeeze on aid, More applying for fewer college scholarship dollars”
By RAHAF KALAAJI
published
in the Ft. Collins Coloradoan expresses the tuition woes experienced by
many students of Colorado State. State budget cuts have forced
Colorado State University to eliminate the President's Scholarship and other
merit-based financial aid, affecting about 500 students who would have been
eligible, the Coloradoan reports. "Merit-based aid was reduced by
53%, or more than $1 million. Need-based aid and work-study also were cut by
nearly 11% each, which adds up to more than $600,000 combined. CSU reallocated
$500,000 to need-based financial aid to partially offset reductions."
Another
article “ Use Both Merit and Need Awarding Student Aid”, by William Nelson in
the July 4 issue of The Chronicle of
Higher Education asks the question, “Should student aid be based on merit
or need?” The article states that 50 percent of the states now offer a merit
based scholarship program that is based on performance in high school. Merit based funding grew 18.3 percent in the
10 year period between 1991 and 2001, while need based aid only increased 7.7
percent. The article suggest that a combined
need based and merit based balanced funding approach will help each state
achieve its particular educational goals.
29
ATTACHMENT D –
STATE PRESIDENTS REPORTS
Report from Alabama State
President, Deborah Byrd
The 2003 - 2004 AASFAA
transitional board meeting was held June 26th and 27th at
the Alabama 4-H Center in Columbiana, Alabama.
After the Executive Board meeting Dee Talley and Dr. Bill Wall conducted
an Officer and Committee Chair Workshop.
Items covered were job responsibilities of officers and committee
chairs, association by-laws, policy and procedure manual, meeting protocol,
communications and setting goals and objectives. After the workshop Deborah Byrd listed her
goals for the year with each board member.
The next Executive Board meeting in conjunction with the Fall Conference
Committee will be held on August 7, 2003 at the Auburn Conference Center,
Auburn, Alabama.
The 2003 – 2004 elected
officers are as follows:
President Deborah
Byrd Calhoun Community
College
President
Elect Dr.
Chip Quisenberry Ozark Community
College
Vice
President Cindy
Massey SouthTrust Bank
Secretary Cheryl
Newton ACHE
Treasurer Charles
Holloway Bishop St Community
College
Past
President Mike
Reynolds Auburn University
Treasurer
Elect Ben
Baker University
of No Alabama
The
2003 – 2004 committee chairs are as follows:
ACHE
Liaison Cheryl
Newton ACHE
Archives Clark
Aldridge University of
Montevallo
Awards
& Recognitions Mike
Reynolds Auburn University
Budget Ben
Baker University
of No Alabama
By-Laws Dorenda
Adams Alabama State
University
Diversity Pebblin
Warren Depart of
Postsecondary
Fall
Conference Andrew
Weaver UAH
Fall
Local Arrangements Dan
Miller Auburn
University at Montgomery
Finance
and Audit Buddy
Jackson Faulkner
University
Legislative
Relations (National) Jay Powell Sallie Mae
Legislative
Relations (State) Dot
Wilkinson Southern Union
Community College
Lender
Liaison Karen
Gibson edsouth
Long
Range Planning Dee
Talley UAB
Membership Lora
Kiser KHEAA
Nominations
& Elections Mike
Reynolds Auburn University
Policies
& Procedures Dr.
William Wall ACHE
Postsecondary
Education Liaison Pebblin Warren Depart of Postsecondary
Professional
Development Cindy Massey SouthTrust Bank
Publications Anthony
Richey Auburn University at
Montgomery
Public
Relations Joan
Waters Chattahoochee
Valley Comm. College
Site
Selection James
Berry South
University
Special
Projects Tommy
Dismukes KHEAA
Spring
Conference Shannon
Cross AmSouth Bank
Spring
Local Arrangements Jonna
Moses Regions Bank
Two
Year Concerns Kim
Carter Gadsden St
Community College
Vendor/Sponsor Melinda
Calhoun KHEAA
Web
Master Jennifer
Cosens KHEAA
30
Dates
for the Annual Conferences are as follows:
October
15 – 17, 2003 Auburn
University Conference Center, Auburn, Alabama
April
13 – 16, 2004 Perdido
Beach Resort, Perdido Beach, Alabama
Report from Florida State President,
Nathan Basford
FASFAA has been very busy since the President Retreat, which was held June 25-27, in Vero Beach, Florida,
at Dodgertown.
During the retreat we covered/reviewed Policy & Procedures, bylaws, history of FASFAA, our mission statement, goals, where we currently are, what we need to continue doing, and what we need to change.
FASFAA’s guest speaker, Tippy Amick, from Tallahassee, Florida, gave us valuable information on working as a team, implementing change, and staying focused.
After receiving the above information, and playing a great game of softball, the executive board members came together and developed the following action items for the year:
·
Enhance our Web site
·
Develop future FASFAA leaders
·
Fiscal Concerns
·
Develop New Training Sessions
·
Develop/Expand our Volunteer Program
·
Expand on Diversity Issues
FASFAA has stepped up to the plate, ready to throw out the first ball, and begin the game.
Nathan is looking forward to an exciting year as President of our great Association and it is his goal to:
“Make Change a
Reality” (Shake it Up)
Report from Georgia State President, Lenora Jackson
The transitional meeting of the 2003-2004 Executive Board for the Georgia Association of Student Financial Aid Administrators, GASFAA was held on June 26-27 at our Fall 2003 conference sight, the Renaissance PineIsle Resort, Lake Lanier Islands, Georgia. The fall Conference will be held on October 16-17, 2003. This will be a new venue for GASFAA; however we are looking forward to our conference being held here after the excellent service we received during this meeting. The first day of the meeting was devoted mainly to the outgoing 2002-2003 board. They gave their final reports and recommendations to the incoming 2003-2004 board.
GASFAA
will have its first Diversity Chairperson, chaired by Tere Coll-Harris from
Emory University. With the winning of
its first NASFAA state award during the 2002 NASFAA Conference, we have decided
that it would be important for us to add a Project Development Chairperson, to
the board. Carole Jones of the Georgia
Student Finance Commission is chairing this position. She and her committee will be responsible for
developing ideas that can be sent to NASFAA in consideration of another state
award.
Jenelle
Handcox, our Vice President for Programs and her committee are planning their
first meeting on July 25, to set the programming of our conference in
motion. Our Newsletter Editor has
informed all of our members that the deadline for our fall edition of the
GASFAA Grapevine newsletter is due by August 11. We anticipate having the newsletter in our
members’ hands at least one month prior to our fall conference. Other members of the Executive Board are hard
at work preparing for their year in office.
31
GASFAA
is proud to announce that it has a fairly diverse group of people serving its
members. This year GASFAA has seven new
members on the Board, one Hispanic, two African Americans and four Caucasians. Unfortunately, GASFAA was only able to get
one male to serve this year, but have tried to make sure that it has included
males on the various committees.
Report from Kentucky State
President, Ron McMakin
KASFAA
held its transition meeting at the Farmington Historic Home in Louisville on
the 12th of June. At that time the old and new Boards met and
exchanged positions and responsibilities. President Elect Ron McMakin talked
about the upcoming year and what he would like KASFAA to accomplish. He would
like to see Training as the main focus of the Association. One of the highlights of the day was touring
the 1800’s Plantation and lunch on the grounds<Sullivan University which has
a Culinary School provided lunch>.On July the 21st the Program
Committee met at the Hilton Greater Cincinnati Airport Hotel where the fall
2003 conference will be held <Oct the 29th thru the 31st>.The
theme will be GETTING A CLUE WITH KASFAA.
Program Chair Runan Pendergrast and her committee are hoping to have a
representative from the NASFAA Training staff to present several sessions. On
the 22nd the Executive Board held their first meeting for the
2003-2004 year. The committee-chairs gave a brief talk about what their goals
will be for the up-coming year. The position for Vice-President of Training,
which was created last year, has now been filled by Shelley Park Director for
Financial Aid at Eastern Kentucky University. This one year term position will
be responsible for coordinating all training activities for KASFAA.Her committee
has already schedule the NASFAA Training for the week of November the 10th.Charles
Vinson, Director of Financial Aid at Murray State University will serve as the
instructor. The High School Counselors Workshop will be held in November and
the Support Staff workshop will be held in December. Again this year KASFAA
will ask our Kentucky Governor to declare February as Financial Aid Awareness
Month. The Association will also host
College Goal Sunday. This will be the fourth year that KASFAA has held this
event in February. They plan on having 15 selected sites in the state with
workshops to help students and their parents complete the FAFSA. The Spring 2004 Conference will be held in
Louisville at the Marriott East beginning April the 7th and ending on
Friday the 9th.
Report from Mississippi
State President, Patrick James
No
report.
Report from North Carolina
State President, Bruce Blackmon
The
Executive Board of NCASFAA held their first meeting on July 30th. Membership for the 2002-2004 was at 518
members. This is the highest number of
members that NCASFAA has had in recent memory.
The
new board has already been hard at work. Conference committee chairperson have
already secured a keynote speaker and outlined the training sessions for the
fall conference. NCASFAA’s Legislative
Advisory chairperson, Mr. Rance Jackson, has been tapped to serve on the
Legislative Advisory committee for SASFAA.
The
Board has undertaken two new projects for the year. One is the further
development and expansion of the neophyte listserv for new aid officers. This will supplement the existing mentoring
program. The second project is the
development of an early awareness program targeted for at-risk middle schools
in North Carolina. This project will be
undertaken with the support of the North Carolina State Education Assistance
Authority.
Report from South Carolina
State President, Keith Reeves
Transition Board Meeting
The
Transition Board Meeting was held at the Whitney Hotel in Columbia June 19-20,
2003. Business conducted at this meeting
included selecting Ocean Dunes Resort in Myrtle Beach as the site for the
Spring 2005 Conference (April 17-20, 2005), adopting an official long-range
plan, approving non-standing committees for the 2003-2004 year, and purchasing
general liability and Directors and Officers liability insurance. Time was allotted for out-going board members
to pass information on to new members.
32
|
2003-2004 Executive Board
and Committee Chairs |
|
|
President
- Keith Reeves |
Lender
Liaison - Bill Mackie |
|
President-Elect
- Betty Whalen |
Long
Range Planning/Governance - Anita Elliott |
|
Vice
President - Nancy Garmroth |
Membership
- Bill Whitlock |
|
Treasurer
- Jeff Dennis |
Newsletter
Editor - Neal Kiker |
|
Secretary
- Elizabeth Lomas |
Nominations
and Elections - Anita Elliott |
|
Member-at-Large
- Bill Whitlock |
Peer
Support - Ed Miller |
|
Past
President - Anita Elliott |
Professional
Development - Nancy Garmroth |
|
Budget
- Jeff Dennis |
Program-Fall
- Kim Jenerette |
|
By-Laws
- Elizabeth Lomas |
Program-Spring
- Cheryl Hughes |
|
Counselor/Consumer
Relations - Sandra Davis |
Site
Selection - Sandra Rhyne |
|
Diversity
- Tabatha McAllister |
State
Agency Liaison - Karen Woodfaulk |
|
Legislative
Concerns - Kim Jenerette |
Vendors/Sponsors
- Martin Carney |
Budget Committee
The
Budget Committee met on July 21 at the offices of the SC Student Loan
Corporation in Columbia to finalize the 2003-2004 budget. The committee noted that a long-standing goal
of accumulating a "nest egg" of at least one year's expenses had been
achieved within the past two years. As a
result of no longer needing to be as frugal as in the past, this year's budget
is significantly larger than in past years.
The committee also decided not to increase membership dues ($20) and
after analyzing budgets for the fall and spring conferences, decided not to
increase registration fees for either event.
In light of budget issues for many schools in the state, the committee
was pleased to not have to increase any fees to membership.
Fall Conference
Kim
Jenerette and the Fall Program Committee are busy preparing for the fall
conference, which is to be held at the Embassy Suites in Columbia on October
20-21, 2003. The theme for this
conference is "Pursuing Excellence," and promises to be a very
informative event.
Professional Development
Nancy
Garmroth and the Professional Development Committee are making plans for the
following events:
·
NASFAA Decentralized Training - November 13, 2003 at Midlands Technical
College
·
New Aid Officer Training - First week of December, 2003 at TBA
·
Support Staff Symposium - Late January/early February, 2004 at TBA
Report from Tennessee State
President, Nancy Beverly
No
report.
Report from Virginia State
President, Sherwin Hibbets
q “Going the Distance”
q Refine and enhance training opportunities
q Promote awareness of, and
access to financial aid in general, as well as promoting our Association
q Further professionalism in the financial aid industry, to encompass a broad perspective of member involvement in VASFAA; responding to legislative, regulatory, and industry initiatives; as well as being a defining leader of integrity and accountability in association business matters.
Board
Retreat 6/10-12/03, Founders Inn and Conference Center, Virginia Beach, VA
q Welcome, structure and
objectives of retreat
q Outgoing and incoming
officers and reps at large critiqued prior year
33
q Both outgoing and incoming
exposed to overall VASFAA finances and budgeting
q Outgoing and incoming reps
at large and officers one-on-one sessions
q Outgoing present “Lessons
Learned”
q Outgoing depart and incoming
committee chairs arrive
q Welcome, structure and
objectives of retreat part two
q VASFAA budget process and
finances
q Reps-at-Large meet with
committee chairs
q VASFAA on the WEB
presentation
q Reps-at-Large meeting with
committee chairs for goals and budget request
q Presentation of goals and
budget request
q Wrap-up
One of the things learned from this retreat was the need to have policies and procedures in place for the unexpected situations that do not typically occur. Also, with the new position of Treasurer-elect beginning this year, the VASFAA policies and procedures will be updated to appropriately address this duties and functions of this office.
At
the transition Board meeting in June, VASFAA voted to co-sponsor an “Awareness
Summit” with the State Council of Higher Education for Virginia (SCHEV) and
Education Credit Management Corporation (ECMC), Virginia’s state guarantee
agency. The theme of the Summit is
“Virginia Partnership for College Access”.
The goals of the Summit are to foster a cooperative effort to
centralize Virginia college access services and to coordinate a network of
service providers. Some of the
objectives for the summit are to:
·
Identify college access services currently available
·
Identify needs of people seeking postsecondary education
·
Provide an opportunity for service providers to network
·
Create a centralized, comprehensive information bank
·
Establish workgroups to develop the Virginia College Access Network
The
dates of the Summit are November 9-10, 2003 in Richmond, VA. Christina Milano,
Executive Director of the National College Access Network and Chief Executive
Officer of the Ohio College Access Network.
The
format will include keynote and general sessions as well as concurrent sessions
dealing with the topics of “Early Awareness”, “College Access”, and “Measuring
Success and Providing Resources”.
Conferences
This
fiscal year will be the last year that VASFAA will hold both a fall and spring
conference before transitioning to a single conference in 2004-2005. The dates of the conferences are:
·
October 12-15, 2003 in Richmond, VA (Richmond Marriott Downtown)
·
May 2-5, 2004 in Virginia Beach, VA (Founders Inn and Conference
Center)
Additionally, it is VASFAA’s intent to bring to fruition the efforts expended over the last three years in preparing and planning for an Experienced Aid Officers’ Workshop. Due to severe budget shortfalls at many institutions last year, the workshop was postponed. It is anticipated that the workshop will be held in mid-spring 2004.
Next Board meeting - 8/7/03
in Richmond VA at the University of Richmond
Fall Board meeting -
10/12/03, Richmond Marriott, Richmond, VA
Spring Board meeting - 5/02/04,
Founders Inn and Conference Center, Virginia Beach, VA
34