SASFAA
Executive Board Transition Meeting
North Terrace,
June 9, 2006
CALL TO ORDER
President Guy Gibbs called
the meeting to order at 8:39 am at the Don CeSar Beach Resort in St. Pete Beach
Fl.
WELCOME
Guy opened the meeting by welcoming
everyone to
CHANGES TO THE AGENDA AND SUBSTITUTE VOTING
The following changes to the
agenda were noted: Buddy Jackson will not be at the meeting. Janet Sain and
Tolly Tollefson will not be at the meeting so Brent Tener will be present their
reports. The agenda stands as amended.
INTRODUCTIONS
The following elected board members
were present: Guy Gibbs, President; Brent Tener, President-Elect; Heather
Boutell, Treasurer and Sandy Neel, Secretary.
State Presidents in
attendance were: Shelley Park, Kentucky; Forrest Stuart,
Committee Chairs in
attendance were: Clark Aldridge, Finance and Audit; Crusie Lucero, Diversity,
Carol Mowbray, Special Projects; Juanita Russell, Membership; Ron Gambill, Site
Selection; Keith Reeves, Vendor and Sponsor; Lisanne Masterson, Conference;
Susan Little, Special Appointee; and Bill Spiers, Legislative Relations.
Liaisons present: Mike
Hawkes, Agency, and Paul Mittelhammer, Lender.
APPROVAL OF THE MINUTES
ACTION: The minutes from the Executive Board meeting
of February 11, 2006 at the Sheraton Four Seasons,
REPORTS FROM THE OFFICERS
SEE ATTACHMENT A
Report from
President, Guy Gibbs
Guy reflected on his year as
President and thanked everyone for their hard work on the board.
Report from
President Elect, Brent Tener
Brent provided everyone with
a list of the new Board Members for 2006-07.
Report from Treasurer, Heather Boutell
Heather presented the new
SASFAA Travel Expense Voucher that we will discuss later in the meeting.
STATE PRESIDENT’S REPORTS
SEE ATTACHMENT B
COMMITTEE REPORTS
SEE ATTACHMENTS C
Report from Budget and Finance Chair, Clark Aldridge
The following Action was
presented by
ACTION: The Budget and Finance committee recommends
that the Association purchase $25,000 CD from cash on hand. The Motion being
seconded by Sandy Neel, was approved.
Discussion occurred about
bringing each line item in the budget in balance.
ACTION: Brent Tener made a motion to move $200 from
Special Projects line item 219 to Nominations and Elections line item 208
changing the budgeted amount to $4200 and to move $1500 from Special Projects
line item 219 to Diversity line item 214 changing the budgeted amount to $9000.
The Motion being seconded by Dana Kelly, was approved.
Discussion occurred regarding
the CD’s and how they should pay.
ACTION: Susan Little made a recommendation to have our
archived data stored on electronically and CD of the data be held by the
Secretary, President, and President-Elect. Motion Carried.
Report from
Carol presented several
recommendations from the Long Range Committee.
ACTION: On recommendation of the
ACTION: On recommendation of the
ACTION: On recommendation of the
Brent Tener presented the GAP
report
ACTION: Dana Kelly made a motion to table the GAP
report until further clarification could be made. The motion, being seconded by
Brent Tener carries.
Sandy Neel Presented the
recommended changes to the Policy and Procedure Manual by her committee.
3.3 Association Properties
3.3.1 Banners
The
banner bearing the Association’s logo is retained by the secretary and is
displayed at Association meetings. It is the responsibility of the secretary to
transfer the banner to the succeeding secretary.
The Committee suggests that the Banner stay with the Program Chair.
In the two years that I have
been secretary I have never had the Banner. Dee and Guy both confirmed that
they never had the Banner as the Secretary.
3.4.2 Ballot Boxes
The past president is
responsible for the ballot boxes to be used during Association elections and
transferring to the succeeding past president.
Change: The ballot boxes are stored at Edsouth in archive.
5.1 General Expectations of Board Members
It is expected that Board members will:
a. Attend all Board meetings and stay until the end of
the meeting. All
Board members unable to attend should notify the
president as soon as
possible;.
b. serve as
leaders in the financial aid profession and set an
example for other members of the Association and for
external
constituencies;
c. Recognize and uphold all fiduciary responsibility
vested in the Board.
d. Provide a
report at each Board meeting outlining the activities
and/or
issues of each Board member’s area of responsibility. Provide an electronic
copy
to the
secretary.
e. Adhere to the policies and procedures adopted by
the Association and
provide suggestions for change when appropriate.
f. Be an active participant in decisions made by the
Board on behalf of the
members.
5.6
Secretary
h. maintains the banner
Change: To
match the decision of 3.3.1
6.5
Electronic Services
h. Develop and monitor contingency plans to transfer
list serve and Web site management to other locations.
Change:
Delete h. because ATAC now houses the Web site and List Serve
6.16 Sponsorship
6.16.1 Sponsorship of SASFAA
Conferences
1)
SASFAA requests sponsorship for such items as refreshment breaks, meal functions,
conference program printing, entertainment and other costs associated with the
annual conference.
2) A sponsor of a SASFAA event
in the previous year shall have the right of first refusal for that same item
for the current year.
3) All sponsors will be recognized in the
conference program for their contributions. To receive such recognition, a
commitment for the sponsorship of the event must be made by the time the
program is prepared for printing.
4) All sponsors shall have an opportunity to
provide a brief description about their organization to be printed in the
conference programs.
Change #4:
instead of all. Keith suggests “Only Platinum”
And
12) SASFAA recognizes and provides incentives for
the following categories of sponsorship at conferences, based on the amount
contributed.
General: A contribution of less than
$1,185 provides no entitlement to the sponsor for complimentary exhibit space
or registration.
Bronze:
A contribution of $1,186 to $1,499
entitles the sponsor to one exhibit space. The Bronze Sponsor must pay for at
least one conference registration in order to be an exhibitor. This amount
includes the $25 membership fee.
Silver: A contribution of $1,500 to $2,399 entitles the
sponsor to one exhibit space and one complimentary registration that will
include the $25 membership fee.
Gold: A contribution of $2,400 to $4,199 entitles the
sponsor to one complimentary exhibit space plus two complimentary registrations
that will include the $25 membership fee and opportunity to participate in
Business Resource Network Seminars. Revised and Approved November 2002 38
Change:
Under Bronze delete: The Bronze Sponsor must pay for at least one conference
registration in order to be an exhibitor
8.1
Newsletter
8.1.1
A complimentary copy of each issue of the newsletter
should be
provided to all regional association presidents and
presidents-elect, the
NASFAA office, and the NASFAA National Chair and
National Chairelect.
Change:
Committee suggest- an email notice is sent to ……. informing them that the
SASFAA Newsletter is available at SASFAA.org
8.1.2
Membership Directory
The primary purpose of the
directory is to serve as a reference. The directory should list all members for
the most recent fiscal year.
The directory should include the following:
1) letter from the previous year’s president;
2) table of contents;
3) Articles of Incorporation;
4) listing of past presidents;
5) listing of honorary members;
6) special award recipients;
7) alphabetical listing of each active member
with address, institution, telephone number, e-mail address, and fax number;
8) alphabetical institutional
listing of active members;
9) Board, committee chairs and
liaisons, including persons for the previous year as well as newly elected
and/or appointed individuals; and
10) bylaws of the Association.
Change: Committee suggests leaving this section deleting everything but
this statement- The Membership Directory will be maintained on the SASFAA
website.
8.3 Electronic
Communications
SASFAA utilizes various forms
of communications to report information, programs, and services to the
membership and its affiliated institutions, agencies, and constituencies.
1. List Serve. The Board and
committee chairs shall use this type of communication to provide information to
Board members and other committee chairs included on the list serve. The chair
of the electronic services committee maintains the list serve. The ongoing
maintenance of this list serve should have as much continuity as possible and
movement of the responsibility should be kept to a minimum. There should be a
backup person assigned to assist or to assume responsibility for the
maintenance of the list.
2. Web Site. SASFAA shall maintain a Web site
to provide informational materials pertaining to the Association such as its
programs, activities, services, meetings, workshops, and conferences. Content
should reflect the Association’s mission and goals. The useful life span of the
content should be a maximum of two years and older materials should be archived
with the ability to retrieve them as needed.
Change: Erik suggest the following
for #1
"The primary purpose of the SASFAA Listserv is to facilitate
communication by and between SASFAA members regarding topics related to the
administration of student financial aid. When communicating through the
Listserv, ethical behavior should be observed at all times, and no behavior
should take place over the Listserv that would be considered inappropriate for
a face-to-face meeting. Failure to adhere to this standard of conduct may
result in loss of access to the Listserv or more severe action,
depending on the circumstances.
The SASFAA Listserv is not to be used to advertise, market, or to otherwise
promote products or services. For advertising and other marketing
opportunities, please follow the "Sponsorship" link on www.SASFAA.org .
The SASFAA Listserv may be used for announcements of job changes, but such
announcements must be informational only (e.g. new company, title, new
phone/fax number(s), new e-mail address) and should not include any additional
information, promotional or otherwise about the hiring entity.
The use of the SASFAA Listserv for announcement of employment opportunities
for financial aid professionals is permitted. Such postings
should be informational only, and should not include promotional information
about the institution or company.
Any Listserv communication that could lead to the unnecessary congestion of the
network or that might otherwise interfere with the work of others is not
permitted. Examples of such communications include virus warnings, email
scam warnings, and "chain" letters.
Exceptions to this policy can only be approved by the SASFAA Board."
8.4 Advertising
8.4.1
Content of
Ads
Corporate entities
serving the student aid profession are invited to advertise in the
Association’s newsletter, membership directory, and annual conference programs.
Editors of
publications (i.e., newsletter, directory, and the conference program) should
use discretion in evaluating the suitability of ads provided for publication as
well as the reputation of the advertisers by giving preference to members
whenever possible.
Change: Corporate entities …………………are invited to advertise in the
Association’s annual conference programs and on the SASFAA Website.
Remove the tern “Directory” in second paragraph.
8.4.4 Specifications for Ads
The sponsorship
chair shall be responsible for ensuring that camera-ready ads meet the
appropriate dimensions of the intended publication.
1)
Annual Membership
Directory
Size of advertisements is limited to the following options:
·
Full page ad – 7
3/4 inch x 10 inch
·
Half page ad:
·
Horizontal – 7
3/4 inch x 4 7/8 inch
·
Vertical – 3 3/4
inch x 10 inch
Change: Remove #1 totally
8.4.5.2
Membership Directory
The sponsorship chair solicits ads no later than December 1 and instructs
the advertiser to send payment to the treasurer. The ad should be sent directly to the
membership chair. Ad payment should be
sent to the treasurer.
Change: Membership Directory is now on
the SASFAA Website.
8.4.5
Establishing
Advertising Rates
In coordination with
the finance and audit committee, the sponsorship chair recommends advertising
rates to the Board. Rates are subject to
change at any time by the Board. Any
rate agreements already made for the year by the sponsorship chair will be honored.
8.4.6.1
Newsletter
Rates
To encourage newsletter ads, SASFAA offers a reduced rate for annual
ads as opposed to single-issue commitments.
For less than full-year purchases, charges will be prorated for
remaining issues.
● Per Issue
Full page $400
Half page $250
Quarter page $150
● Four (4) Issues Paid in Full
Full page $1480
Half page $900
Quarter page $550
For the first
edition, if just the logo is used, the charge should be $250.
A late fee of 10% will be assessed if payment is received after the
first day of the month of scheduled publication (October, December, April and
June) unless actual publication is delayed into the following month.
8.4.6.2
Directory
Rates
First full page ad $1,500
Advertiser’s Section
·
Full page $750
·
Half page $400
A late fee of 10% will be assessed if payment is received after the
first day of the month of scheduled publication (July) unless actual
publication is delayed into the following month.
Change: There are no longer
advertisement opportunities in the Directory since it is now housed on the
SASFAA website.
8.4.6.3
Annual
Conference Program Rates
Back cover $600
Full page $175
Half page $100
1/4 page $ 50
A late free of 10% will be assessed if payment is received thirty (30)
days after the end of the annual conference.
The conference chair will coordinate with the sponsorship chair the
number and placement of ads for the annual conference program.
8.4.7
Multiple
Advertisements
The sponsorship
chair, the newsletter editor, and the membership chair should propose multiple
advertisement discount rates to the Board as needed and before any discounts
are granted.
9.1.1
Service
Pins
A person who has
been an active member for 20, 25 or 30 years shall be given a pin. The membership chair maintains a record of
pin recipients as part of the membership database.
Question: Are there service pins being
awarded? Leave
11.1
Conferences
and Conference Planning
The host state association shall not be required to provide any
financial assistance to the conference but shall be expected to provide
staffing assistance to conference functions.
Election of SASFAA officers shall take place during the annual
conference.
Change: Election of ………shall commence 10
calendar days prior to the beginning business meeting of the annual conference
and close at 3 pm on the last full day of the annual conference.
- The addition of 2006,
- The addition of 2006
under
- Update section
6.15.1(1) to read: Have the
capability of committing 600 rooms for lodging on peak nights (Sunday,
Monday, Tuesday) or 500 rooms for lodging with an overflow hotel nearby
for another 100 rooms;
- Update section
6.15.1(2) to read: Have ten (10) or
more breakout rooms for group meetings capable of a seating capacity of
1,000;
- Update section
6.15.1(5) to read: Have display
space for 85 vendors with 10 feet by 10 feet booths.
- Reword the first
paragraph in 6.15 to read as follows:
The site selection committee evaluates and recommends locations and
hotels for future annual conferences, Executive Board meetings and other
meetings as may be requested by the President, other officers or committee
chairs. Checklists for the meetings
are included in Appendix of the
manual.
- Include the checklists
developed by the Site Selection Committee in an Appendix in the back of
the manual and specify the individual checklists in the Table of Contents.
ACTION: Dana Kelly seconded the
recommendations of the Policy and Procedures Committee and the Motion Carries.
Heather
Boutell Presented the changes to the Treasures section of the Policy and
Procedures Manual and the SASFAA Guide to Financial Management recommended by
her committee.
ACTION: Brad Barnett made a motion to
accept the changes to the Policy and Procedure’s Manual recommended by Heather
Boutell’s Committee. The motion, being seconded by Dana Kelly carries.
ACTION: Heather Made a motion to make
the previous motion effective July 1, 2006. The Motion being seconded by Brad
Barnett, carries.
LIASON REPORTS
SEE ATTACHMENT D
Old Business:
Brent asked everyone to read
the GAP report again and it will be discussed with the new Board for 2006-2007.
New Business:
None
ANNOUNCEMENTS:
Dinner tonight is sponsored
by Chase and will be at Hurricanes.
ACTION: Brent
Tener moved to adjourn the Executive Board meeting. The motion seconded by
Shelly Park, was approved. The meeting adjourned at 3:38 p.m.
Respectfully submitted,
Sandra J. Neel, SASFAA
Secretary
ATTACHMENT A
Report from President Guy
Gibbs
Report from President Elect
Brent Tener
President-Elect
Report
Brent
Tener
June,
2006
SASFAA 2006-2007 Executive Board
The President-Elect is happy to report the
following individuals will serve as the SASFAA board next year:
President Brent
Tener,
Vice
President Sandy
Neel,
Past
President Guy
Gibbs, Northern
President
Elect Lisanne
Masterson,
Secretary Deborah
Byrd,
Treasurer Heather
Boutell,
Alabama
President Jonna
Gibson, Regions Bank
Florida
President Thomas
Judge,
Kentucky
President Runan
Pendergrast, Bluegrass Community and
Mississippi
President Garry
Jones,
North
Carolina President Rance
South
Carolina President Kim
Jenerette,
Tennessee
President Janette
Overton,
Agency
Liaison Mike
Hawkes, Educational Credit Management Company
Budget
and Finance Clark
Aldridge, Chase Manhattan Bank
Conference
Chair Michael
Morgan, Edamerica
USDE
Liaison Gregory
Diversity
Chair Janet
Sain, SunTrust Bank
Electronic
Services Chair Leonard
Gude,
Legislative
Relations Chair
Lender
Liaison Paul
Mittelhammer, Citibank
Membership
Chair Soraya
Welden,
Newsletter
Editor Sharon
Oliver,
Site
Selection Ron
Gambill, edsouth
Special
Appointee Janet
Sain, SunTrust
Special
Appointee Barry
Simmons, Virginia Tech
Vendor/Sponsor
Chair Keith Reeves,
Volunteer
for Service to SASFAA
The volunteer form
will remain active on the Web site. To
date we have received 80 volunteer requests.
Priority will be given to those who volunteered last year but were not
selected.
NASFAA
The
2006 NASFAA conference will be held in
Report from Vice President
Tolly Tollefson
Report from the Vice
President
Deborah “Tolly” Tollefson
The 2006 SASFAA New Aid
Officer’s Workshop was be held June 18 – 23 (Sunday through Friday) on the
beautiful campus of
The faculty and staff for the
New Aid Officers Workshop and the Mid-Level Workshop comprise the Professional
Advancement Committee.
Curriculum Coordinator:
Henry “Chip” Quisenberry, Jr.
Enterprise-Ozark Community College, AL
Local Arrangements:
Beth Bartlett –