Executive Board Meeting
November 3 – 5, 2006
November 4, 2006
CALL TO ORDER
President Brent Tener called
the meeting to order at 9:01 a.m.
WELCOME
Brent opened the meeting by
welcoming everyone to
President Tener, without
objection, moved the Executive Session to 10:45 a.m. and switched
INTRODUCTIONS
The following elected board
members were present: Brent Tener, President, Guy Gibbs, Past-President;
Lisanne Masterson, President-Elect; Sandy Neel, Vice President; Heather
Boutell, Treasurer and Deborah Byrd, Secretary.
State Presidents in
attendance were: Runan Pendergrast, Kentucky; Jenelle Handcox, Georgia; Erik
Melis, Virginia; Jonna Gibson, Alabama; Kim Jenerette, South Carolina, Garry
Jones, Mississippi, Rance Jackson, North Carolina, Janette Overton, Tennessee,
and Tom Judge, Florida
Committee Chairs in
attendance were: Clark Aldridge, Budge and Finance; Janet Sain, Diversity,
Soraya Welden, Membership; Ron Gambill, Site Selection; Keith Reeves, Vendor
and Sponsor; Michael Morgan, Conference, 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 August 5, 2006 at the Renaissance
Hotel,
REPORTS FROM THE OFFICERS
SEE ATTACHMENT A
Report from President, Brent Tener
Brent discussed his travels
since August which included state conferences and testifying at the Federal
hearing. Deborah Tollefson
is on the NASFAA Nominations and Elections Committee. She will send an email via SASFAA’s listserv
seeking nominations.
Report from President Elect, Lisanne Masterson
Lisanne stated the following
individuals agreed to serve on the 2007 – 08 Executive Board. Chairs will be Lester McKenzie
(Vendor/Sponsor), Brad Barnett (Conference), Janet Sain (Site Selection) and
Bill Spiers (Legislative Relations).
Report from the Vice President, Sandy Neel
ACTION: Jenelle
Handcox made a motion to accept the names of the 2007 NAOW instructors. The motion being seconded by Kim Jenerette
was approved.
ACTION: Guy
Gibbs made a motion to accept the location of the 2007 NAOW. The motion being seconded by Heather Boutell
was approved.
Report from the Past President, Guy Gibbs
Guy presented the slate for
the 2007 elections.
ACTION: Guy
Gibbs moved that we accept the slate as presented. The motion being seconded by Runan Pendergrast
was approved.
Report from the Secretary, Deborah Byrd
Deborah thanked everyone for
getting their reports in on time.
Report from the Treasurer, Heather Boutell
SASFAA will receive $12,000
from the state of
Heather recommended changes
to the 2006 -07 budget – amend Line 9 to $36,050 and
Line 215 to $9,475.
ACTION: Sandy
Neel made a motion to accept the changes as presented. The Motion being seconded by Lisanne
Masterson was approved.
STATE PRESIDENT’S REPORTS
SEE ATTACHMENT B
COMMITTEE REPORTS
SEE ATTACHMENT C
Report from Budget and Finance Chair, Clark Aldridge
ACTION: Lisanne
Masterson moved for the adoption of the recommendation of PP 6.32, PP 6.38 as
presented. The Motion being seconded by
Guy Gibbs was approved. PP 6.32, PP 6.38 – Based on an analysis of
the cash on hand and in the savings account and in consultation with the
Treasurer I recommend that SASFAA purchase an additional Certificate of Deposit
of $65,000. This purchased should be
designated as part of the SASFAA “Endowment” and revenue from this CD will be
dedicated to carrying the objects identified in the Long Range Plan adopted
June 2006.
ACTION: Moved
into Executive Session at 10:45 a.m. and adjourned at 11:30 a.m.
ACTION: Called
to order at 1:01 p.m.
Report from Diversity Chair, Janet Sain
ACTION: Lisanne
Masterson moved to add LaShanda Chamberlain as the
Report from Newsletter Chair, Sharon Oliver
Brent Tener presented a
proposal on Sharon Oliver’s behalf to change permanently the Newsletter format
from HTML to PDF format with appropriate charges.
ACTION: Janelle
Hancock moved to accept the proposal as presented. The Motion being seconded by Sandy Neel was
approved.
ACTION: Heather
Boutell moved to add Martie Adler as the
Report from Site Selection Chair, Ron Gambill
ACTION: Sandy
Neel moved to add Dave Cecil to serve on the 2006 – 07 Site Selection
Committee. The Motion being seconded by
Heather Boutell was approved.
ACTION: Erik
Melis moved to allow the Site Selection Committee to work with the Don Cesar
Resort to negotiate for a $199 room rate for the June 2009, 2010 and 2011
Transition Meetings. The Motion being
seconded by Jonna Gibson was approved.
Brent Tener told the Board
that due to some employment changes Paul Mittelhammer would have other
employment responsibilities along with his lender duties. Brent opened this up for discussion as to
whether Paul should continue on the Board as Lender Liaison.
ACTION: Janette
Overton moved to allow Paul Mittelhammer to continue on the Board as Lender
Liaison. The Motion being seconded by
Sandy Neel was approved.
Brent Tener adjourned the
Executive Board meeting at 2:36 p.m.
Respectfully submitted,
Deborah W. Byrd, Secretary
REPORTS FROM THE OFFICERS
ATTACHMENT A
Report from President Brent Tener
President’s Board Report
November 4, 2006
Summary of Activities
GAP06: (05-06) Incoming president needs to stress the importance of reading and reviewing the GAP report and the recommendations set forth so that changes can be made. The format of the GAP report needs to be reviewed and changed for 06-07 GAP committee.
Activity: Stressed the importance of the GAP Report
recommendations to the incoming board at transition. Have incorporated each
recommendation into the formal goals and activities for each member. Have changed the board
reporting to add an ongoing review of each objective/task for each officer and
committee member.
GAP10: (05-06) SASFAA pursue the development of a
Leadership workshop to assist the region and individual states in developing
future leaders and committee chairs.
Activity: Barry Simmons was appointed to develop the
leadership workshop. Adequate funds were appropriated by the SASFAA Board to
conduct the leadership workshop. State associations will assist, when
necessary, in covering travel costs to and from the workshops.
GAP11: (05-06) SASFAA President identify potential
elected board members and committee chairs who have never attended the NASFAA
Leadership Training and commit to sending no more than three each year in order
to promote future leaders. The board
should consider elected officers first, then committee chairs. Efforts should
be made to target under-represented groups.
Activity: Will need to work with Executive Board to identify up to three
individuals to attend the NASFAA Leadership workshop per the objective. A total of $1,500, per individual, has been
set aside for the NASFAA Leadership Workshop.
GAP57: (05-06) Provide training opportunities on site
selection procedures and contract negotiations at the state level. Including
how to read and understand hotel contracts utilized for annual conferences and
state meetings.
Activity: We held a
workshop on Sunday, August 6, that will discussed site selection. Ron Gambill,
current Site Selection Chair conducted the training.
Welcome to
Review and Progress toward Goals and Objectives
I hope that you are making progress toward the goals
and objectives we outlined and approved at our August meeting. We have a lot to get accomplished this year
and we’re already four months into our year serving our SASFAA membership.
I’m looking forward to your reporting of your
activities and those of your committees as we proceed through this board
meeting today and tomorrow. I also look forward to a report from the State
Presidents and the activities that they have been engaged in at the state level
since our last board meeting.
It is extremely important that we share all of our
activities with the membership, and I would ask that you
forward your report to Deborah Byrd, SASFAA secretary, as
soon as possible. If you have already done so,
you’re to be commended on being so very prompt. I know that Deborah appreciates your getting
information to her as soon as possible.
President Attends Conference Committee Meeting
I was in attendance at the October 7-9 meeting of the
Conference Committee held in
Representing SASFAA at State Conferences
Since we met in July, I’ve been to five state
conferences. I’ve visited with FASFAA in
It has been my pleasure to represent SASFAA at these
state conferences and to bring an update of the activities that we are engaged
in at the regional level. It has also given us an opportunity to encourage
volunteerism and membership within SASFAA.
I would like to thank Tom, Jonna, Jenelle, Runan and
Janette for the warm welcome that I received at each meeting. I commend them on
the selection of their conference/training chairs. They each had a great
conference agenda, and I only wish that I had had more time to visit. It was
evident that a lot of work and planning had gone on at each conference. The agendas were “meaty” and I’m sure that
their membership left with new skills and updated knowledge. I can also tell you that they did a masterful
job in “running the show.” Congratulations to each of you.
NASFAA
I really do not have any report from NASFAA at this
time since the board has not meet for the year. The first board meeting will be
held in
Next Board Meeting
The next meeting of the board will be held in
November 6-8, 2006 Joint North
November 7-10, 2006 SWASFAA Conference Interregional Visit
November 17-19, 2006 NASFAA Board Meeting
Nov 28 –Dec 1, 2006 DOE Electronic Access Conference
February 9-10, 2007 SASFAA Board Meeting
February 11-14, 2007 SASFAA Annual Conference
April 11-13, 2007 Alabama Spring
Conference
April 11-13, 2007 Kentucky Spring
Conference
April 15-18, 2007 Tennessee Spring
Conference
April 21-23, 2007 NASFAA Board
Meeting
April 22-25, 2007 North Carolina
Spring Conference
April 22-25, 2007 South Carolina
Spring Conference
May 19-23, 2007 Virginia Annual
Conference
May 23-25, 2007 Florida Spring
Conference
May 23-25, 2007
June 7-10, 2007
June 13-15, 2007
July 6-7, 2007 NASFAA Board Meeting
July 8-11, 2007 NASFAA Conference
President-Elect’s Report
Lisanne Masterson, President-Elect
Summary of Activities Since
Last Report
PP 5.36: Begins initial planning for the next annual conference
and for the promotion of the event.
Activity: Initial contact has been made with the site hotel to
obtain information on meeting space and hotel services. A site visit with the 2008 Conference &
Local Arrangements Chairs cannot be arranged until after January 1; however, we
have submitted some initial questions to the hotel in order to begin planning. We are working on the exhibit booth and 2008
conference program page for this year’s conference.
PP 5.37: Serve as parliamentarian to the Board.
Activity: Attended the NCASFAA Fall Executive Board Meeting and
presented a parliamentary procedure session on Friday, September 29.
PP5.31: Committees should be of sufficient size and number and
represent the diversity of the membership to accomplish the goals of the
Association and to develop future leadership while being fiscally responsible.
Activity: In process of putting together a Volunteer Form that
outlines the number of and criteria for positions available on the SASFAA Board
and Committees. The membership should be
made aware of the selection process and the requirement to have adequate representation
of the membership. A review of those not
selected from this year’s volunteer list will be done in addition to those
completing the Volunteer Form for 2007-08.
PP 5.38: Conduct an orientation session at the annual
conference for state Presidents-elect.
Activity: Initial planning for the state Presidents-elect
workshop at the upcoming Conference in
Discussion
Planning for 2007-2008
Planning has begun for the 45th
Annual Conference to be held in
Two additional committee
chairs for 2007-08 have been selected – Bill Spiers from Tallahassee Community
College (FL) has agreed to serve again as Legislative Relations Chair and Janet
Sain from SunTrust has agreed to serve as Site Selection Chair.
NASFAA Board of Directors
There is an upcoming NASFAA
Board meeting November 17-29 in
Recommendations:
None
Past President’s Report
Guy Gibbs, Past President
Summary of Activity
GAP03: (05-06) The Chair of the Nominations and Elections
committee continues to ensure, to the extent possible, that minorities are
represented on the slate of candidates.
GAP04: (05-06) The SASFAA Past President and the Immediate
Past Presidents of the state associations start the process of obtaining viable
candidates and remain proactive in getting nominations for the position of
President-Elect, Vice President and Treasurer.
GAP05: (05-06) The
committee should meet in the fall at a place and time that will result in the
participation of all Immediate Past President of the states and does not
conflict with other committee meetings.
Activity: During the fall the Immediate
State-Presidents worked to identify individuals from their state who would be
interested in having their name considered for one of the SASFAA elective
offices that will be filled for 2007-2008.
Those three positions are President-Elect, Vice President and
Treasurer. During this same time the
Chair of the committee posted emails on the SASFAA listserv on a number of
occasions seeking nominations from the general membership.
The committee met in
PP6.135: The nominations of SASFAA officers should be
on the agenda of each state association’s board meeting.
Activity: The nine state associations made the SASFAA
nominations process available through their individual state listserv.
PP6.21 and PP6.22: Solicit
nominations for outstanding, significant and meritorious contributions to the
advancement of student financial aid and make recommendations to the board.
Activity: The Executive Board was notified that they
are required by SASFAA policy to identify and approve qualified individuals for
awards. These are the Distinguished
Service Award, Honorary Membership and NASFAA Distinguished Service Award
Section 9.2.1 – Distinguished Service Award
This is the highest honor
bestowed by SASFAA. Individuals honored with a SASFAA Distinguished
Service Award shall have made outstanding, significant, and meritorious
contributions to the advancement of student financial aid or the profession.
The awards committee, comprised of the elected officers of the Association,
shall be charged to consider nominees and recommend them for consideration to
the Board. Nominees must be approved by a two-thirds vote of Board
members present and voting.
Each recipient shall be
presented an appropriate plaque at the annual conference of the Association and
shall be entitled to honorary membership in the Association when the recipient
ceases to meet active membership eligibility requirements.
Section 9.2.2 – Honorary Membership
Honorary membership shall be
awarded to persons who have demonstrated outstanding service to SASFAA and to
the student aid profession. Practicing financial aid administrators
are not eligible to receive this award. Past presidents
and SASFAA Distinguished Service Award recipients who cease to meet active
membership criteria shall be automatically granted honorary membership.
These persons shall receive the same level of recognition as persons who
receive honorary membership through the normal award process.
The Nominations and Elections
Committee shall solicit the names of individuals to be considered for honorary
membership. Any voting member of the Board can make nominations.
Individuals nominated for honorary membership must be approved by a majority
vote of Board members present and voting.
NASFAA Distinguished Service Award
Specific guidelines have not
yet been received from NASFAA for this award.
The 2006 recipient is Dave Cecil who was recognized by NASFAA at the
annual conference in
NASFAA Board Meeting
I will be attending the
NASFAA board meeting in
Yet to Finish
GAP07 Coordinate
with Nominations and Elections Committee, Treasurer, Membership Chair,
Newsletter Editor, Electronic Services Chair and the Coordinator of PC Lab at
the Annual Conference.
Activity: I will coordinate with these individuals to ensure
that they are aware of their involvement in the voting process. This may involve such activities as getting
candidate information in the next edition of the newsletter, getting candidate
statements and pictures posted to the SASFAA website by ATAC and ensuring that
voting stations are in place in the PC Lab.
GAP78
Develop the purpose and structure for the SASFAA Foundation.
Code # PP 5.62: Prepares and submits meeting minutes with supporting
documents and publications, including annual conference programs, special
reports, and membership directories to archives.
Activity: Reviewed and printed the minutes of the August Board
Meeting to distribute at the November Executive Board Meeting.
Code # PP 5.64:
Orders and distributes the Association's official stationery.
Activity: Ordered
and distributed the Association stationery to the President, President-Elect
and Past President.
Code # PP 5.66: Facilitates meeting arrangements, including lodging, meal functions and meeting rooms for Board meetings.
Activity:
Treasurer’s Report
Heather Boutell, Treasurer
GAP 36: (05-06) Pursue permanent set up of PayPal option for use of membership fee payment, conference
registration payment and vendor/sponsor payments.
Activity: PayPal can now be
used to pay membership fees and vendor/sponsor payments. No vendor/sponsor payments have been received
via PayPal. Fifty-four members have utilized PayPal to pay membership.
Leonard Gude recently completed the SASFAA page to include
conference registration so members can pay those fees once registration is
opened. The payment page is currently
stored on a USF web page. The future of
the site location needs to be discussed since Leonard Gude is resigning as
Electronic Services Chair. The Policies
and Procedures and Guide to Financial Management have been reviewed by
Treasurer Boutell and sent to Budget and Finance Chair Clark Aldridge for his
committee to consider.
GAP59: Within
two weeks following each Board meeting, send budget presented at the meeting to
Leonard Gude for posting on the ATAC
website.
Activity: The budget presented at the August Board
meeting was sent to Leonard Gude, who then put that information on the SASFAA
Web site.
GAP74: Purchase QuickBooks on-line to allow Budget
and Finance Chair, President and Anne Rochester, preparer of the 990, to have
access to information at any time. Start
from scratch on QuickBooks on-line to eliminate old data that is currently in
the software version of QuickBooks on the laptop. Revise Policies and
Procedures and/or Guide to Financial Management to reflect accounting kept
on-line rather than kept on software product.
Activity: Treasurer Boutell has reviewed the Policies
and Procedures and Guide to Financial Management to update information
regarding QuickBooks on-line. These
suggested changes have been sent to Budget and Finance Chair Aldridge for his
committee to review.
GAP 82: Send
quarterly statements to all of the committee chairs and officers letting them
know their current budget expenses.
Activity: Quarterly statements were sent to all
committee chairs and officers with current budget expense information after the
end of the first quarter (July 2006 – September 2006).
PP 5.55: Arranges in coordination with the budget and finance
chair for an annual independent audit of financial records.
Activity: All necessary documentation and records for
the 2005-2006 year were sent to Budget and Finance Chair Aldridge for his
committee’s review.
PP 5.56: Files IRS form 990 for the fiscal year by the
prescribed deadline, currently November 15, and all financial reports in a
proper and timely manner.
Activity: All necessary reports and paperwork were sent
to Anne Rochester for preparation of the 990.
Anne has been in discussion with Brent Tener and Clark Aldridge about
issues with advertising taxes.
Total Cash on Hand as of
November 2, 2006:
BB&T Savings: $96,744.36
Fifth Third Savings: $78,615.86
Fifth Third Checking:
$123,015.68
Treasurer Boutell attended
the Conference Committee meeting in October in
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Southern Association of Student Financial Aid
Administrators, Inc. |
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Budget vs. Actual |
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July 2006 - June 2007 |
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Total |
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Actual |
Budget |
$ Over Budget |
% of Budget |
|
Income |
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01 Membership Dues |
18,172.24 |
37,000.00 |
-18,827.76 |
49.11% |
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02 Professional Development |
0.00 |
91,650.00 |
-91,650.00 |
0.00% |
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03 Annual Meeting |
0.00 |
146,150.00 |
-146,150.00 |
0.00% |
|
04 Vendors/Sponsors/Patrons |
76,652.18 |
162,500.00 |
-85,847.82 |
47.17% |
|
05 Advertising |
32,880.00 |
47,000.00 |
-14,120.00 |
69.96% |
|
07 Interest Earned |
8,171.08 |
21,000.00 |
-12,828.92 |
38.91% |
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08 Miscellaneous Income |
543.27 |
800.00 |
-256.73 |
67.91% |
|
09 Balance Forward |
0.00 |
35,275.00 |
-35,275.00 |
0.00% |
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Total Income |
136,418.77 |
541,375.00 |
-404,956.23 |
25.20% |
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Expenses |
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101 President |
3,068.11 |
8,000.00 |
-4,931.89 |
38.35% |
|
102 President-Elect |
1,371.49 |
5,000.00 |
-3,628.51 |
27.43% |
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103 Vice President |
1,359.89 |
4,600.00 |
-3,240.11 |
29.56% |
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104 Secretary |
829.96 |
4,200.00 |
-3,370.04 |
19.76% |
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105 Treasurer |
1,176.22 |
7,406.00 |
-6,229.78 |
15.88% |
|
106 Past President |
2,298.64 |
3,558.00 |
-1,259.36 |
64.60% |
|
201 Membership/Directory |
1,252.95 |
6,000.00 |
-4,747.05 |
20.88% |
|
202
Electronic Services |
2,895.00 |
12,200.00 |
-9,305.00 |
23.73% |
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203 Professional Advancement |
1,000.00 |
124,921.00 |
-123,921.00 |
0.80% |
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204 Newsletter |
648.15 |
3,624.00 |
-2,975.85 |
17.88% |
|
205 Budget and Finance |
756.45 |
3,500.00 |
-2,743.55 |
21.61% |
|
206 Annual Meeting Program |
17,224.80 |
214,000.00 |
-196,775.20 |
8.05% |
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207 Site Selection |
291.90 |
1,500.00 |
-1,208.10 |
19.46% |
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208 Nominations and Elections |
4,141.81 |
7,600.00 |
-3,458.19 |
54.50% |
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210 Executive Board |
6,205.59 |
42,479.00 |
-36,273.41 |
14.61% |
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211 President's Contingency |
2,000.00 |
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