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 A