(DRAFT) SASFAA Executive Board Meeting

Annual Conference- Hyatt Regency Atlanta

Atlanta, Georgia

February 12, 2005

 

CALL TO ORDER

 

President Janet Sain called the meeting to order at 8:59 a.m.

 

WELCOME

President Sain asked Frieda Jones, Georgia State President to give the welcome.

                                                                                        

CHANGES TO THE AGENDA AND SUBSTITUTE VOTING

Janet announced that the agenda is being changed to allow Lester Mckenzie, Brent Tener and Forrest Stuart give their reports early and then be released to attend to conference duties.

 

INTRODUCTIONS

 

The following elected board members were present: Janet Sain, President; Guy Gibbs, President-Elect; Ron Day, Past-President; Zita Barree, Vice President; Lester McKenzie, Treasurer and Sandy Neel, Secretary.

 

State Presidents in attendance were: Heather Boutell, Kentucky; Joanie Walker, Tennessee; Freida Jones, Georgia; Tom Morehouse, Virginia;  Chip Quisenberry, Alabama; Betty Whalen, South Carolina; Sharon Oliver, North Carolina; Laura Diven-Brown, Mississippi and Ron Anderson, Florida.

 

Committee Chairs in attendance were: Karen Koonce, Finance and Audit; Dee Tally, Diversity, Carol Mowbray, Special Projects; Forrest Stuart, Membership; Ron Gambill, Site Selection; Bob Godfrey, Vendor and Sponsor; Brent Tener, Conference; and  April Kendrick, Newsletter Editor.

 

Liaisons present: Elizabeth McDuffie, Agency, and Jane McNaughton, Lender.

 

APPROVAL OF THE MINUTES

 

ACTION: Ron Day moved to accept the minutes of the November Board meeting held at the Sawgrass Marriott, Jacksonville FL. The motion seconded by Freida Jones, was approved.

 

 

REPORTS FROM THE OFFICERS

 

SEE ATTACHMENT A

President’s report

President Janet Sain reported that in a meeting in New York for NASFAA they learned that ED has a new vision for training officers. Dallas Martin, NASFAA President agreed to work on setting up a meeting with ED to discuss the training officer’s roles with state and regional organizations. SASFAA will pay for two or three people to attend the meeting once it is set.

 

President Elect’s report

Guy announced the State President’s workshop will be held tomorrow. The meetings dates for next year are as follows: July 22-24, 2005 in Greensboro, NC, October 28-30, 2005 in Memphis, TN, Annual Conference in Greensboro, NC February 2006 and the Transition meeting at the Don CeSar in June 2006. Guy will attend an interregional meeting with RMASFAA in Denver in March. Dave Gelinas is the NASFAA Chair Elect.

 

Vice President’s report

Zita stated there will be a New Aid Officer’s Workshop tomorrow.  They have prepared for 75 and far 64 have registered. The presentation is on CD. 10 of the 12 instructors are teaching tomorrow.

 

Past President’s report

Ron Day reported that we will be voting electronically at this conference. The voting area is set-up outside the vendor area. Policy and Procedure discussion occurred. The state presidents would like the Policy and Procedures Manual issue resolved before the June Transition meeting. There is concern on how new members will know their passwords to vote.

 

ACTION: Tom Morehouse made a motion to accept the Policy and Procedures Manual changes as amended. The motion being seconded by Zita Barree carried.  

 

STATE REPORTS

 

SEE ATTACHMENT B

 

COMMITTEE REPORTS

 

SEE ATTACHMENTS C

 

 

Report from Site selection Chair, Ron Gambill

Ron presented his options for a site in Virginia in 2008.

 

ACTION: Ron Day made a motion to accept the Hyatt Crystal City in Virginia for the 2008 Annual Coference. The motion being seconded by Zita Barree carried.

 

Report from Special Projects Chair Carol Mowbray

Carol reported back about the SASFAA retreat. It is planned for September 8-11. She asked the board if it was worthwhile to proceed with the plan.

 

ACTION: Ron Day made a motion under the direction of the board to have a retreat for planning and finalizing the Long Range plan. The motion seconded by Joanie Walker, carried.

 

LIASON REPORTS

SEE ATTACHMENT D

 

 

Old Business

 

None

 

New Business

 

President Janet Sain would like to send 2 people to the NASFAA Leadership Conference. One person would be from our newly elected board who has never attended and one person from the membership that has never attended.  The person will be selected from a person attending the Leadership pre-conference Symposium on Sunday.

 

Laura Diven Brown asked that SASFAA help send someone to SAFAA that has never gotten to attend. Guy Gibbs said that will be addressed by next year’s board.

 

Announcements

 

Hospitality opens at 5:03. The President’s appreciation reception will be in Hanover C/D.

 

ACTION: Tom Morehouse made a motion to adjourn the Executive Board meeting. The motion being seconded by Joanie Walker carried.

 

Meeting adjourned at 4:36 pm

 

 

Respectfully submitted,

 

Sandra J. Neel, SASFAA Secretary

 

 

 

 

 

ATTACHMENT A

EXECUTIVE BOARD REPORTS

 

President Janet Sain’s Report

 

President Elect Guy Gibbs’Report

Guy F. Gibbs, President-Elect

Board Report, Atlanta, Georgia

February 12, 2005

 

As President-Elect I have been involved in a number of activities since the last board meeting held in Jacksonville.

 

State President-Elect Workshop Scheduled for February 13, 2005

 

The State Presidents-Elect workshop will be held on Sunday preceding the opening session of the conference.  Carol Mowbray will conduct the workshop.  We are very pleased that the following individuals will be participating in the workshop as presenters and provide invaluable information to this group to prepare them for their year as a member of the SASFAA Executive Board:

 

  • Guy Gibbs – General overview
  • Carol Mowbray – Governance and Planning, Long-Range Plan
  • Karen Koonce – Association finances, budget structure, fiduciary responsibility
  • Bill Spiers – Federal relations update
  • Ron Gambill – Loan issues update
  • Marcia Weston – College Goal Sunday
  • Lisanne Masterson – Parliamentary procedures and Roberts Rules of Order
  • Dave Gelinas – “Getting Involved,” NASFAA and Its Relationship to the States and Regions
  • Laura Diven-Brown – “Getting Ready and What I Wish I had Known”

 

Thanks to these individuals for their willingness to participate in the orientation for the incoming State Presidents.

 

The State Presidents-Elect of their respective state associations are:

 

  • William “Buddy” Jackson, Faulkner University, Montgomery, Alabama; AASFAA
  • Ruth Strum, Clearwater Christian College, Clearwater, Florida; FASFAA
  • Suzanne Pittman, Georgia College and State University, Milledgeville, Georgia; GASFAA
  • Shelley Park, Eastern Kentucky University, Richmond, Kentucky; KASFAA
  • Soraya Welden, Meridian Community College, Meridian, Mississippi; MASFAA
  • Dana Kelly, High Point University, High Point, North Carolina, NCASFAA
  • Nancy Garmroth, Spartanburg Technical College, Spartanburg, South Carolina; SCASFAA
  • Forrest Stuart, Rhodes College, Memphis, Tennessee; TASFAA
  • Brad Barnett, James Madison University, Harrisonburg, Virginia; VASFAA 

 

Site Selection Activity for the Board Meetings

 

Ron Gambill has worked very hard with the President-Elect to identify sites for the 2005-2006 board meetings.  

 

After contacting a number of potential locations for the board meeting, and working with the hotels to identify dates, the following sites and dates were selected.

 

  • June 9-12, 2005, SASFAA Transition Board Meeting, Don CeSar Beach Resort and Spa, St. Petersburg Beach, Florida
  • July 22-24, 2005, SASFAA Board Meeting, Sheraton Four Seasons, Greensboro, NC
  • October 28-30, SASFAA Board Meeting, The Peabody, Memphis, TN
  • February 10-11, 2006, SASFAA Board Meeting, Sheraton Four Season, Greensboro, NC
  • June 8-11, 2006, SASFAA Transition Board Meeting, Don CeSar Beach Resort and Spa, St. Petersburg Beach, Florida

 

While the dates may not be optimum for all members of the board, it was necessary to work with the hotels in finding dates where they could accommodate our needs. 

 

Spring State Association Board Meeting President-Elect to Attend

 

President Sain has requested that I assist her in presenting the SASFAA update at several state conferences in the spring.  I am pleased to assist her and thank the state associations for working with me as they found time on their schedules for the update.

 

  • TASFAA, April 10-11.  The update will be presented on Monday, April 11.
  • NCASFAA, April 12-13.  The update will be presented on Wednesday, April 13.
  • GASFAA, June 1-3.  No decision yet as to the date and time of the update.

 

I look forward to attending a portion of each of these conferences and representing SASFAA.  At the NCASFAA I will have an opportunity to discuss with the 2006 conference to be held in Greensboro.

 

Summary Report of the NASFAA Board Meeting

 

The President-Elect attended the NASFAA board meeting held in New York City, November 14-16.  Janet Sain and Ron Day were also in attendance as SASFAA’s voting members to the NASFAA board.  I can assure you that they represented SASFAA well.

 

As President-Elect it provided me the opportunity to meet those in this same position from other regional associations.  They were:

 

·         Susan Howard from EASFAA.  Susan works at Antioch New England Graduate School, Keene, NH.

·         Dan Mann from MASFAA.  Dan works at the University of Illinois at Urbana-Champaign, Champaign, IL.

·         Sally Schuman, RMASFAA.  Sally works at the University of Wyoming, Laramie, WY.

·         Steve Herndon, WASFAA.  Steve works at California State University-Bakersfield, Bakersfield, CA.

 

Richard Renshaw of SWASFAA was unable to attend.  Richard works for the Dallas County Community College District, Dallas, TX.  SASFAA will have the honor of hosting Richard at the 2005 Transition Board Meeting and the board will have the opportunity to meet him at that time.

 

As a regional president-elect, we are encouraged to attend another region’s board/executive committee meeting.  This agenda is coordinated by Dave Gelinas as NASFAA Chair Elect.   I will attend the RMASFAA board meeting to be held in Denver, CO, March 10-11, 2005.

 

The following is information from the NASFAA Board meeting and will be of interest to the SASFAA board and membership:

 

  • National Chair George Chin reported on his activities to date.  He acknowledged discussion regarding NASFAA and diversity and noted that the NASFAA board needs to be attentive and responsive to the concerns of the community.  He explained that the 2004-2005 Access and Diversity and the Leadership Development and Professional Development Committees had been assigned student and professional diversity issues.  He went on to explain that the former Diversity and Multicultural Issues Committee’s responsibilities had diminished somewhat because of the practical considerations that led to discontinuing the Carnival of Learning for the 2005 NASFAA Conference in New York, which falls over the Independence Day holiday.   As a result, its several other responsibilities were assigned to the two 2004-2005 committees.
  • National Chair-Elect Dave Gelinas announced his plans to begin organizing 2004-2005 inter-regional visitations.  He noted that NASFAA’s 40th anniversary would take place at the 2006 Seattle Conference.

 

  • Dallas Martin presented the President’s Report.  Some of Martin’s comments were as follows:

 

    • The lame duck session of Congress and work needed on the remainder of the 13 appropriations bills.  Work on only four have been completed.  He noted that the House and Senate are working under a self-imposed $821.9 billion ceiling and that defense, homeland security and the District of Columbia have already used up over half of the funds.  He further noted that education appropriations might rise slightly but that postsecondary programs might suffer cuts in order to increase funding for the No Child Left Behind initiative.
    • President Martin noted that President Bush has announced that he has a mandate from the American people that allows him to pursue his agenda.
    • Future legislation and appropriations will hinge in part on how the economy performs.  He noted that while the financial aspects of reauthorization are uncertain.
    • NASFAA will continue to monitor the Department of Labor regulations concerning a new interpretation that counselors in admissions and financial aid offices who had been considered professional and exempt from overtime pay many actually have certain responsibilities that would establish them as exempt and now be eligible for overtime but lose other employment benefits.
    • Standard of Excellence Review Program is averaging two reviews per month.  North Carolina and Kentucky agencies continue to assist financially with these reviews.  NASFAA is working wit the United Negro College Fund to conduct approximately 20 reviews over the next three years with Lumina Foundation funding.

 

Jeff Baker was unable to attend the board meeting; however, a telephone conference was held and following items were discussed:

 

  • The Department’s budget had not been finalized but that the forward-funded programs are in place and there would be no delays in the Pell payment schedule or campus-based allocations.
  • He reported on the status of the state tax table updates and noted that ED is currently testing its software with old as well as updated tables.
  • Baker reported on social security number issues and reported that ED has tightened up its edits and is doing hard rejects where conflicting information surfaces.  He noted that students should correct the information with the CPS and/or the Social Security Administration.
  • Reported that ED would likely be changing its procedures for handling mismatches with the Veterans Administration.   This has become an issue when recently separated persons do not show up as veterans and result in rejected data.   Most likely ED will put a “C” flag on the record and generate a comment and the student will need to present documentation of veteran status or intention to become a veteran before the end of the award year.
  • Baker discussed the return to Title IV aid and the one-week rule about the 30-day window that schools have to recalculate once they become aware of a student’s withdrawal.  ED issued a letter saying that under most circumstances a week of absence would be grounds to consider the student withdrawn.  A new letter will be issued that will extend that period of time from seven to fourteen days before the thirty-day clock begins to tick.
  • President Martin asked about the on-going issue of conflicting information, particularly as it relates to tax information and the related issue of tax preparer signature requirements.  Regarding signatures, Mr. Baker reported that regulations require either a signature or stamped name of the preparer—and the IRS requires that as well.  The name of the company does not suffice.  Baker went on to say that the institution must follow up and get the tax preparer’s or the filer’s signature even if the IRS accepts a tax return as valid and even if it might not meet all requirements.

 

On a Personal Note

 

I would like to express my appreciation to each member of the SASFAA board, to those who attended the Management Institute and signed the card sent to me, to the state associations for their cards and to the many individual members of SASFAA who took the time to send cards, call, send emails and to remember me and my family with your prayers at the unexpected death of my mother in December.  I’ve always known that we are a caring and generous people, but it was so very evident during this time.  Thank you so very much from my brother Tracy, my sister-in-law Phyllis and myself. 

 

 

Past President Ron Day’s Report

February 12, 2005

 

Past President’s Report

Submitted by Ron Day

 

The Nominations and Elections Committee will perform one of its tasks during the annual conference.  The presentation of the candidates, the voting process, and the tabulation of the votes will be performed by the committee:

                Deborah Byrd

                Nathan Basford

                Lenora Jackson

                Ron McMakin

                Patrick James

                Keith Reeves

                Bruce Blackmon

                Nancy Beverly

                Sherwin Hibbets

 

The voting is scheduled for Monday, February 14, 2005, beginning at 8:00 a.m. – 11:45 a.m.  It will resume on Monday at 1:45 p.m. – 4:30 p.m.  The voting will begin again on Tuesday, February 15, 2005, beginning at 8:00 a.m. – 12 noon.  The committee will meet during a luncheon to tabulate the votes.

 

The voting process will be done electronically for the first time at an annual conference.  All active members have been notified about the need for a password and username to access the voting module.  There have been multiple emails.

 

The GAP committee will meet in April following the submission of the annual reports from board members.  The GAP report will be completed and presented at the transitional board mtg.

 

Vice President Zita Barree’s Report

 

Vice President’s Report

Submitted by Zita Barree

February 12, 2005

 

 

Sunday’s New Aid Officer’s Workshop

 

Although there are a total of 71 people registered for the workshop, it is anticipated that a lesser number will actually attend.  An e-mail was sent to all registrants asking them to confirm their participation and of the 71, only 32 confirmed.  Materials are available for up to 75 participants. 

 

The workshop will begin at 8 am with registration and a continental breakfast and the training will start at 8:30 am.  It will conclude by 3:15 pm.

 

Ten of the twelve instructors for the June New Aid Officer’s Workshop will serve as the instructors for Sunday’s workshop – Brent Tener and Lisanne Masterson are the only exceptions due to their conference responsibilities. 

 

This year, participants of Sunday’s workshop will receive a portfolio and a CD with all presentations on it instead of the regular notebook with paper handouts.  This cut overall costs of the workshop by half.

 

At Brent’s request, an e-mail was also sent to all first-time conference attendees giving them information about Sunday’s workshop but also items to consider when planning for the conference.  Great feedback was provided by many of the recipients of this e-mail.

 

New Aid Officer Session Track at Conference

 

Vice President Barree helped coordinate several of the New Aid Officer track sessions for the conference including one to be presented by Janette Overton (one of the SASFAA NAO Workshop instructors) on Building Your Financial Aid Tool Box and another to be presented by Mick Hanson on Financial Aid Nights.

 

New Aid Officer Workshop Booth in Exhibit Area

 

The booth will be manned during all open exhibit hours and has handouts on the June workshop as well as a display providing information on University of North Carolina – Asheville as well as the Asheville area.  A shortened version of the booth handout was also provided in all conference participant registration packets.

 

Committee Meeting

 

The Professional Advancement Committee will meet on Tuesday at the conference over lunch to discuss the upcoming Instructor’s Retreat, the June workshop, and to sign contracts.

 

Instructor’s Retreat

 

The Instructor’s Retreat will be held in Asheville, NC from March 18 – 20, 2005.  Thanks to Beth Bartlett of University of North Carolina – Asheville, the retreat will be held at the Asheville Courtyard Marriott at the low cost of $49 per night room rate. 

 

June Workshop

 

The 2005 SASFAA New Aid Officer’s Workshop will be held June 19 – 24, 2005 at the University of North Carolina – Asheville.  The contract has been signed and an online registration process is currently being tested.  

 

Treasurer Lester McKenzie’s Report

 

 

ATTACHMENT B

STATE PRESIDENTS REPORTS

 

Florida State Report

Florida State Report
Ron Anderson, FAFSAA President

The following is a synopsis of the current status of FASFAA and upcoming events.

·         The new year is upon us and as I write this article, FASFAA has already concluded its second statewide training initiative of the year. The New Aid Officers workshop held on January 19-21, drew new aid officers from every region of the state. The fundamentals were dissected, interpreted, and explained by some of the finest experienced aid administrators. Many thanks are due FASFAA’s Vice President of Training, Ms. Cecile Kamath for her tireless efforts in organizing as extremely successful workshop.

·         FASFAA conducted it’s first ever workshop dedicated solely to the issues surrounding clock hour schools. In attendance were over 90 participants including many Area Directors of the schools represented. As the featured presenter, Mr. David Bartnicki Department of Education’s Institutional Improvement Specialist tailored his presentation to the specific needs of the clock hour community and was able to gove much needed guidance and answers to the burning questions that many schools had.

·         FASFAA Elections will begin March 1st and the polls will be open until March 31st. As in the past years, voting will take place electronically and members will need your sign-in code in order to access the voting area.

·         Registration for FASFAA’s OMLY 04-05 conference to be held at the beautiful Hotel Fountainbleau, in Miami Beach, is soon to be made available. Tom Judge, Spring Conference Chair, and committee have been hard at work preparing for what will undoubtedly be one of FASFAA’s most memorable conferences.

Respectfully submitted,

Ron Anderson

FASFAA President

Kentucky State Report

Kentucky State Report
Heather H. Boutell, KASFAA President

KASFAA has been busy this winter to provide some great educational opportunities for students, parents, legislators and financial aid professionals!

Outreach Activities
Kentucky sponsored College Goal Sunday (CGS) on February 27, at 19 locations in 18 different cities from 2-4 p.m. Over 200 KASFAA members volunteered on that day to help families learn about the FAFSA, or to give one-on-one assistance. Over 750 students were in attendance. Evaluations from the event reveal that CGS is a very worthwhile and important event for our state, and we look forward to working with NASFAA to enhance our program in the years to come.

On January 31, KASFAA conducted its KET Call-in Show at 10 p.m. On-air panelists answered phone call questions that came in for the one-hour show.

Governor Ernie Fletcher declared February as Financial Aid Awareness Month.

Training
Kentucky’s Spring Conference will be held April 20-22 in Louisville, KY, at the Hilton Garden Inn. The theme, “Exploring KASFAA’s Wild Kingdom”, invites KASFAA members on a safari. Fun activities will include a President’s Reception, complete with Survivor-type games and a DJ for some time to jungle boogie, as well as our banquet being held at the Louisville Zoo. KASFAA is thrilled to welcome Kay Jacks, Dept of Ed FSA General Manager, who began her career in Kentucky, as well as Greg Martin, Dept of Ed, to our conference. Greg will conduct a pre-conference workshop on Resolving Conflicting Information since so many of our members could not attend the DOE Fall Training. Kentucky State Treasurer Jonathan Miller, who was instrumental in starting a prepaid tuition program in Kentucky, will also address the group. Other special guests will include SASFAA President Janet Sain, Virginia President-Elect Brad Barnett, and NASFAA Chair George Chin.

Nominations
At our spring conference, KASFAA will hold elections. President-elect candidates are Lori Dial, Murray State University, and Runan Pendergrast, Lexington Community College. Vice President Candidates are Bryan Erslan, Berea College, and April Kendrick, Lexington Community College. Treasurer candidates are Jennifer Cosens, KHEAA, and Rick Wilson, Bowling Green Technical College. Private school representative candidates are Aaron Gabehart, Campbellsville University, and Katie Valentine, Midway College. Agency representative candidates are Elaine Brumback, KHEAA, and Wendi Dailey, KHEAA. Past President Ron McMakin is to be commended for creating such a talented and diverse slate.

Legislative Issues
Kentucky offers a lottery-sponsored scholarship called KEES. After its creation, it seems that each year our legislators get some crazy ideas about what would make the program work better. Each year our Legislative Committee and campuses respond to the legislators’ whims. KASFAA decided to create a Task Force, and meet with the Senator who created the program. The Task Force met with Senator Shaughnessy, and let him know of our suggestions for changes. KASFAA has drafted legislation, HB 460, which was presented in the Kentucky chambers for approval. After several KASFAA members testified before Education Committees, both the Kentucky House and Senate voted unanimously to approve our bill. The bill is now on the governor’s desk for him to sign. President Boutell congratulates the task force on writing legislation, finding a sponsor, and bringing it before our policy decision makers.

State Awards
KASFAA submitted 3 projects for consideration of a state award. President Boutell submitted our CGS Video/DVD Project, our Fall Conference Opening Session Movie, and the Shaughnessy Task Force Legislation. Kentucky has not submitted a project for quite some time, so keep your fingers crossed for us to possibly receive an award in New York.

KASFAA looks forward to spring as we warm up and prepare for freshmen packages, March Madness, our spring conference, Derby, and much more!

South Carolina State Report

SCASFAA Report to SASFAA Board

February 12, 2005

 

 

SCASFAA’s 2005 Spring Conference will be held April 17-20 at Ocean Dunes Resort in Myrtle Beach, SC.  We look forward to welcoming Guy Gibbs, SASFAA President-Elect. 

 

Jennifer Jones-Gaddy, SCSLC, serves as conference chair.  JJ and the conference committee are doing an outstanding job in preparing a great conference for our members.  Informative sessions, great entertainment, and sunny days are all in store for participants.

 

SCASFAA officers and committee chairs have been exceptionally busy during the winter months.  Forty-four financial aid professionals attended the New Aid Officers Workshop held in Columbia on December 3 and 4.  Elizabeth Milam-Lomas, SCASFAA VP and the Professional Development Committee, organized a workshop full of information and challenges for the participants.  Kim Jenerette, USC Upstate, Carolyn Sparks, Spartanburg Methodist College and Kim Ellisor, Francis Marion University served as instructors.

 

The Professional Development Committee will present a leadership workshop for mid-level managers on March 4 in Columbia. 

 

Diversity Workshops have been organized by Bridget Blackwell and members of the Diversity Committee.  The workshops will be presented by Pat Woods of TG in Greenville and Columbia on February 21 and 22.

 

The Counselor Relations Committee, chaired by Meg Hurt, Coastal Carolina University, along with 20 SCASFAA volunteers will host FAFSA Day at 6 locations across the state on February 19.

  

The SCASFAA Executive Board and committee chairs continue to review results of the SCASFAA Membership Survey organized and tabulated by Nancy Garmroth, SCASFAA President-Elect.  The task of an ad hoc group will be to incorporate the findings into SCASFAA initiatives in the future.

 

The Nominations and Elections Committee, chaired by Keith Reeves, SCASFAA Past President, has presented an outstanding dual slate of candidates for office for the 2005-06 year.  Voting will take place at the Spring Conference.

 

Candidates for office are listed below:

 

                President-Elect:    Jeff Dennis, Southern Wesleyan University

                                                                Kim Jenerette, USC Upstate

 

                Vice President:     Tabitha McAllister, York Technical College

                                                                Bill Whitlock, Central Carolina Technical College

 

                Treasurer:                              Kim Ellisor, Francis Marion University