Executive Board Meeting
Nashville Renaissance Hotel
February 9 – 10, 2007
February 10, 2007
CALL TO ORDER
President Brent Tener called
the meeting to order at 9:05 a.m.
WELCOME
Brent opened the meeting by
welcoming everyone to
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, Paul Mittelhammer, Lender, and Greg Martin, U.S. Department of
Education.
Janet Overton,
APPROVAL OF THE MINUTES
ACTION: The
minutes from the Executive Board meeting of November 4, 2006 at the Orlando
Airport Hyatt Hotel,
REPORTS FROM THE OFFICERS
SEE ATTACHMENT A
Report from President, Brent Tener
Brent thanked everyone for
their hard work in making the conference a success. He reminded everyone about completing our
Goals and Objectives and he would send a reminder.
Report from President Elect, Lisanne Masterson
Lisanne stated the following
individuals agreed to serve on the 2007 – 08 Executive Board. Chairs will be Sharon Oliver (Newsletter),
Sandy Neel (Special Appointee), and Tracey Ireland (Agency). Volunteer forms will be on the web after the
conference.
Report from the Vice President, Sandy Neel
ACTION: Sandy
Neel made a motion to add Buddy Jackson, Kim Jenerette and Brenda Brown to the
Professional Development Committee. The motion being seconded by Janet Overton
was approved.
Report from the Past President, Guy Gibbs
Guy announced that the GAP
Committee will meet in early May. Guy
will get with
ACTION: Guy
Gibbs moved that a plaque be presented to Past presidents and SASFAA
Distinguished Service Award recipients who cease to meet the active membership
criteria as set forth in the SASFAA P&P Manual. The plaque shall read as follows:
(SASFAA Logo)
HONORARY LIFETIME MEMBERSHIP IN THE
SOUTHERN ASSOCIATION OF STUDENT
FINANCIAL AID
ADMINISTRATORS, INC.
IS PRESENTED TO
XXXXXX
IN RECOGNITION OF SERVICE TO SASFAA AND
THE FINANCIAL AID PROFESSION
(DATE)
The motion being seconded by Sandy Neel was approved.
ACTION: Guy
Gibbs made a motion that the SASFAA banner be kept by the Vice President. The Motion being seconded by Erik Melis was
approved.
Report from the Secretary, Deborah Byrd
Deborah thanked everyone for
getting their reports in on time.
Report from the Treasurer, Heather Boutell
Heather notes that it has
been a pleasure working on the conference with President Brent Tener, Hotel
Liaison Ron Gambill, Conference Chair Michael Morgan, Membership Chair Soraya
Welden, Diversity Chair Janet Sain, and Vendor/Sponsor Chair Keith Reeves. She appreciates their support,
professionalism and hard work to get everything ready for
ACTION: Heather
Boutell moved the budget be revised with the proposed changes to the budget as
discussed. The Motion being seconded by
Janet Overton was approved.
STATE PRESIDENT’S REPORTS
SEE ATTACHMENT B
COMMITTEE REPORTS
SEE ATTACHMENT C
Report from Budget and Finance Chair, Clark Aldridge
ACTION: Heather
Boutell moved that section 4.1 Checking
Account changes as presented be made to the financial management section of
the P&P Manual. The Motion being
seconded by Janet Overton was approved.
Report from Site Selection Chair, Ron Gambill
ACTION: Guy
Gibbs moved that the 2010 SASFAA Conference site will be at the Marriott with
the overflow at the Hyatt on February 21 – 24, 2010 in
Brent Tener adjourned the
Executive Board meeting at 3:20 p.m.
Respectfully submitted,
Deborah W. Byrd, Secretary
REPORTS FROM THE OFFICERS
ATTACHMENT A
President’s Board Report
Brent Tener, President
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.
We are sending a total of 5 individuals to the NASFAA workshop.
GAP22: (05-06): Work with state presidents to promote SASFAA
membership and activities at state conferences by having a SASFAA display booth
at the state fall meeting/conferences and/or distributing SASFAA brochure when
completed.
Activity: I have promoted SASFAA through
presentations at each conference but have yet to produce a separate brochure
for distribution.
GAP48: (05-06) Ensure that a change in the Policy and Procedures
Manual was made to reflect that the Management Institute Chair should be
appointed by the President and not be the direct responsibility of the Vice
President as this is not a training workshop, but an enhancement of management
abilities for Directors and Asst Directors.
Activity: I reviewed the P and P and do not see a
conflict. The President appoints
committee chairs and they serve under his/her instruction.
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.
GAP73: (05-06) Change the $1000 scholarship that the Past
President normally gets to give to a student at their institution to one where
it is put into a drawing for a school-related chair to award if that Past
President is no longer at a school.
Consider how SCASFAA awards scholarships opportunities based on how many
committees they volunteer/serve on.
Activity: Will discuss this
issue at the February, 2007 meeting.
Welcome to
I cannot adequately express
my appreciation to Michael Morgan, the Conference Committee and Local
Arrangement folks for the work that they have done to prepare for our 44th
annual conference. Untold hours have
been spent in getting us ready for this event.
I hope that you will take the time to thank each of them individually
for their hard work.
Also, thanks to Heather
Boutell, Soraya Welden and Keith Reeves.
As they present their reports, you will have a better understanding of
the tremendous amount of work that each of them has done. They are to be commended for their hard work
and dedication to SASFAA.
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. I’m looking forward to your reporting of your
activities and those of your committees as we proceed through this board
meeting. 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.
I’m very pleased that Janet
Dodson, NASFAA National Chair, is here with us today. Janet and I go back to the days when both of
us worked and lived in
Representing SASFAA at State Conferences
The spring conference season is right around the
corner and I am looking forward to my visits.
Currently, I am scheduled to attend the
I am excited about the individuals who will be
representing SASFAA at the NASFAA Leadership Workshop in
NASFAA Board Meeting
Guy Gibbs, Lisanne and I represented
SASFAA at the NASFAA board meeting in
NASFAA
Inter-Regional Visit
As
part of my service on the NASFAA board, I have had the opportunity to
participate in the NASFAA inter-regional visit program. My visit as SASFAA President was to the
Southwest Association of Student Financial Aid Administrators (SWASFAA) annual
conference. Their meeting was held in
My
hosts for the meeting included Rick Renshaw, SWASFAA President and Jackie
LaChapelle, SWASFAA President-Elect.
They could not have been more gracious in making me feel welcome and
part of the group. The highlight of the
conference included “The SWASFAA’s banquet on the last evening of the
conference. Formal attire was the norm
and it was an entertaining way to honor SWASFAA’s various award recipients and
to showcase some of the talent that exists in their region. My sincere thanks are extended to Rick,
Jackie and all of my new SWASFAA friends for their hospitality.
Next Board Meeting
The next meeting of the board will be held at the Don
Cesar Hotel in
March 14-16, 2007 Leadership Symposium
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 17-22, 2007 New
Aid Officers Workshop
June 17-19, 2007 SASFAA/SWASFAA
Mid-Level Workshop
June 13-15, 2007
July 6-7, 2007 NASFAA
Board Meeting
July 8-11, 2007 NASFAA
Conference
February 17-20, 2008 SASFAA Conference
President-Elect’s Report
Lisanne Masterson, President-Elect
Summary of A
PP 5.36: Begins initial planning for the next annual conference
and for the promotion of the event.
Activity: There will be a Conference 2008 booth in the Exhibit
Hall at this conference. In addition, we
have scheduled a site visit to the Crystal City Hyatt for March 7th.
PP5.31: Committees should be of suffi
Activity: An article was submitted to the Winter Issue of the
Newsletter regarding the Volunteer Form and opportunities for serving the
Association. The 2007-08 Volunteer Form
should be available on the SASFAA website by the end of the month. A review of
those not sele
PP 5.38: Condu
Activity: A workshop for State Presidents-elect will be held
Sunday, February 11th, from 9:00am-3:30pm. Mary Givhan and Bill Spiers have agreed to
assist with this training, which will include SASFAA Governance & History,
Team Building & Leadership Development, Legislative Relations, and
Parliamentary Procedure. In addition, I
have asked this year’s Presidents to share their experiences and knowledge
immediately following lunch. Lunch is
held jointly with the New Aid Officers workshop attendees where Janet Dodson,
NASFAA Chair, will be the guest speaker.
Discussion
Planning for 2007-2008
I am pleased to announ
NASFAA Board of Dire
I attended my first 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: In the fall the Immediate State-Presidents
worked to identify individuals would be interested in having their name considered
for President-Elect, Vice President and Treasurer. Emails were also posted on the SASFAA
listserv seeking nominations.
The committee met in
Status: The activities were successfully completed.
GAP07: Make electronic voting accessible 10 days
prior to the conference and on-site voting.
Activity: Voting was open on Monday, January 20, which
was 10 days prior to the conference and on-site voting. Two computers will be made available in the
Computer Lab for on-site voting and members of the Nominations and Elections
Committee will be scheduled to oversee voting on-site. Voting will close at 3 PM on Tuesday,
February 13. The Membership chair will
have accessible on-site to assist members needing assistance with their user
name and/or password. Due to the fact
that the Treasurer is a candidate for elective office her access to this
information has been removed.
PP 6.131: Candidate statements and resumes were included in the
December newsletter and met the SASFAA P&P requirement that the
information be posted at least 30 day prior to the annual conference.
Status: In process and will be completed on February
13.
GAP72 and GAP72: (05-06) Develop the purpose and
structure for the SASFAA Foundation and finalize plans for SASFAA Foundation.
Activity: The Past-President will meet on Tuesday,
February 13, with the Budget and Finance Committee to discuss funding sources
for the SASFAA Foundation. After this
meeting, and with information gathered, the Past-President will meet with
individuals to be identified to discuss development of guidelines for the
Foundation.
Status: In progress with the intention to present the plan for
the Foundation at the June board meeting.
PP6.102: Review annual year-end report to determine committee
and Board effectiveness in meeting goals and objectives and ensure consistency
with the mission of the Association.
Activity: An annual report will be required from
officers, committee chairs and special appointees. The date of submission will be determined in
consultation with the President and provided to all members required to submit
a report. That report will be reviewed
by the GAP committee to determine if progress is being made to meet the
requirements set forth on the Long-Range Plan.
The committee will meet on Sunday, February 11, to determine the future
direction of this committee and to plan a weekend to meet to review and develop
the report that will be present to the full Board at the June board meeting.
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 met in executive session
during the November board meeting to consider persons that might qualify for
the following:
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.
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.
Action Item: See handout.
NASFAA Distinguished Service
Award
Guidelines were received from
NASFAA for this award. The 2006
recipient is Dave Cecil who was recognized by NASFAA at the annual conference
in
Vice President’s/Professional Development Committee
Report
Sandy Neel
Code Number: PP5.41: Plans and
coordinates the summer new aid officers’ workshop, including curriculum
development, recruitment of faculty, site selection and advertising the
workshop.
Activity:
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Name |
Email |
State |
New/Cont |
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Buddy |
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New |
New Aid |
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Brenda Brown |
FL |
New |
Mid-level |
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Kim Jenerette |
SC |
New |
Mid-level |
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Janet Jones |
KY |
New |
Mid-level |
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John Noah with Citibank will
be coordinating the Mid-Level Workshop. It will be held at the Crowne Plaza
Suites in
The New Aid Officers Workshop
in conjunction with the Annual Conference is scheduled for Sunday February 11,
2007 from 8:30- 3:30. Currently 55 people are registered for the workshop.
Information regarding the New
Aid Workshop has been sent to the Electronic Services Chair to be placed on the
SASFAA Website. Emails will soon be
going out to the membership reminding them of the Mid-level and New Aid
workshops.
Code Number: LP08: Ensure that committees with broadly defined responsibilities such as
the Professional Development committee include at least one representative from
each state in the region.
Activity:
Code Number: GAP 53: Promote the New Aid Officer’s workshop and the
Mid-Level workshop at the annual conference by staffing a booth in the exhibit
hall and provide literature for the conference registration packets.
Activity:
All staff Professional Development Staff members not on the SASFAA Program
committee will staff a booth during times when the vendor area is open.
Mid-level information will be provided at the booth. At the Monday morning New Aid and New Members
Breakfast we will pass out literature regarding the New Aid Workshop.
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 November
Meeting to distribute at the February Executive Board Meeting.
Activity: Posted
changes to the P&P manual.
Code # PP 5.66:
Facilitates meeting arrangements, including lodging, meal functions and meeting
rooms for Board meetings.
Activity: Submitted
menus to the hotel for the Executive Board meeting.
Treasurer’s Report
Heather Boutell, Treasurer Summary of Activities
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 November Board
meeting was sent to Leonard Gude, who then put that information on the SASFAA
Web site.
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 second quarter (July 2006 – December 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. Questions regarding
findings were answered, and additional information sent to the Chair for
clarification.
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.
GAP 67: (05-06)
Work with Ann Rochester to implement any suggestions she makes after completing
the IRS990 to ensure financial stability and legal standings.
Activity: President Tener secured an accounting firm to
work with SASFAA to complete the 990.
This firm was hired to help us determine if the 990T was required to be
filed. After extensive review work by
Mike Dunn, CPA, it was determined that SASFAA should have been completing the
990T, and that we will file it this year.
Tax due (including late fees and interest) will cost SASFAA around $8,500. SASFAA will need to determine if additional
returns should be filed for previous years.
SASFAA will also begin to file quarterly tax payments to the IRS to
assist with the tax owed.
GAP 62: (05-06) Vendor/Sponsor Chair should develop
and provide the list to Treasurer and Membership on who are the complimentary
registrations for the conference to provide smoother processing. Work with
Treasurer and Electronic Services chair to develop a tracking mechanism for the
comped registrations on the website.
Activity: Vendor/Sponsor Chair Reeves and Treasurer
Boutell have worked together to contact all lenders to determine the proper
complimentary registrations for each lender.
A comprehensive spreadsheet has been kept indicating the complimentary
attendees. The Web site allows for a
comp payment. ATAC can provide us with a
list of all comp payments for the conference.
GAP 70: (05-06)
Separate major expenditures for conference under the individual committee’s
expense. Specifically the Diversity Committee, NAOW and Vendor/Sponsor to
reflect more accurately those expenses.
If conference committee has no input on expenses, then those charges
shouldn’t be included in conference expenditures.
Activity: Expenses thus far for the Diversity Speaker
have been put under the Diversity budget line item.
Total Cash on Hand as of
February 7, 2007:
BB&T Savings: $97,685.61
Fifth Third Savings: $90,706.32
Fifth Third Checking:
$247,862.97
Treasurer Boutell notes that
it has been a pleasure working on the conference with President Brent Tener,
Hotel Liaison Ron Gambill, Conference Chair Michael Morgan, Membership Chair
Soraya Welden, Diversity Chair Janet Sain, and Vendor/Sponsor Chair Keith
Reeves. She appreciates their support,
professionalism and hard work to get everything ready for
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SASFAA, Inc. |
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Budget vs. Actual:
FY06-07 |
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July 2006 - June 2007 |
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2/10/2007 |
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Total |
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Actual |
Budget |
$ Over Budget |
% of Budget |
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Income |
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01 Membership Dues |
30,988.23 |
37,000.00 |
-6,011.77 |
83.75% |
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02 Professional Development |
0.00 |
91,650.00 |
-91,650.00 |
0.00% |
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03 Annual Meeting |
129,489.97 |
146,150.00 |
-16,660.03 |
88.60% |
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04 Vendors/Sponsors/Patrons |
139,961.93 |
162,500.00 |
-22,538.07 |
86.13% |
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05 Advertising |
42,440.00 |
47,000.00 |
-4,560.00 |
90.30% |
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07 Interest Earned |
16,457.12 |
21,000.00 |
-4,542.88 |
78.37% |
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08 Miscellaneous Income |
12,759.69 |
800.00 |
11,959.69 |
1594.96% |
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09 Balance Forward |
0.00 |
36,050.00 |
-36,050.00 |
0.00% |
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Total Income |
$ 372,096.94 |
$ 542,150.00 |
-$ 170,053.06 |
68.63% |
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Expenses |
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