OASFAA Executive Committee Meeting Minutes

Hilton Akron/Fairlawn

May 18, 2005

 

Amy Baker                           

Mark Bandré

Phil Bovenizer*

Marc Brenner*

John Brown

Diane Burnham

Beth Casper*
Jeff Daniels

Deb Divers*

Kacy Duling

Steve England

Suzanne Fahrer

Mary Kay Freshour*

Sandy Gilbert

Ann Marie Gruber*

Greg Guzman

Lee Harrell

Gail Houtz*

Kathy John*

Angela Johnson

Betsy Johnson

Michael Jones*

Susan Kannenwischer*

Val Kepner

Chuck Knepfle*

Scott Lehman

Todd Matthews

Tasha McDaniel

David Miller*

Lisa Mitchell*

Kim Nash-Yore

Melony Ohalek

Mayme Patthoff

Mary Lynn Perri

Faith Phillips

Wendell Schick

Michiale Schneider

Charles Shahid*

Pam Stimpert

Stephanie Sutton

Emily Swain

Lee Ann Timmerman

Randy Ulses

Michele Wade

Mickie Waterman*

Claudia Wenzel

Cheryl Willard*

 

 

Absent*

 

 

I.  Announcements and Opening Business                                    Mark Bandré

 

                A) financial aid awareness month certificate question

                Stephanie and Lisa are still working on getting a new certificate that indicates the correct year. 

 

                B) Lumina Foundation grant update

We do officially have the $25,000 grant check.  It was put into the reserves in a 75/25 split between the two TIAA-CREF accounts.   

 

                C) OASFAA list serv protocal/web site links ad hoc committee report

Questions that need to be answered:

Who can send a message to the listserv?

How membership is determined (associate members who charge to file FAFSA)?

Should listserv be filtered (is it currently by ATAC)?

 

Random thoughts:

Policy should be guided by OASFAA, not ATAC.

 

An announcement of training is ok, but info on new products not ok; addressed personal info, and decided this was heart of OASFAA.

 

Calendar of Events – sponsored by OASFAA

Constituent sponsored events (lenders, MASFAA, NASFAA, Summer Institute) – visit this site, not a click here link

 

Guidance as to what is appropriate for the listserv at same place as how to subscribe and unsubscribe

 

Associate members have ability to buy ad, don’t need link (page of links if paid?); Sponsorship of membership directory and gazette discussed – ad only viewed by membership, not on overall home page for anyone to see.

 

Proposal:

Create chair (potentially committee) that regularly reviews web content and direct contact with Paula (“gate-keeper” – others can still go straight to Paula, but this chair gives her the heads up first).  This person would report to the Past President.  Control over web content and listserv, what is appropriate and what is not appropriate based on guidelines established; procedure of questionable material taken to exec for input, advice and guidance; Have in place by September.

 

Offer:

Current ad-hoc committee is willing to take to the next level and set guidelines and review web, and then take to exec for approval to give starting point for new chair.

               

Comments:  Betsy mentioned that the web site should be monitored by OASFAA and not ATAC.  Everyone knows what the intent of the web is, but it is not in writing.  This person will be the direct contact with Paula.  The question was raised if when someone becomes a member is it an automatic that a person is on the list serv.  The answer was yes.  This guideline should also apply to the Gazette. Summary:  Everyone agrees that the committee recommendation to start a new position is a good idea.  The question was whether we need to create a new position or fold it into a current position.  Randy suggested that we make this a part of the VP for Training.  Randy and Mary Lynn will work together to put this into place. 

D)      final letter to Division Street Design

Wendell send Jim at Division Street a preliminary response indicating that their last bill was paid in full and that all had agreed nothing further would be presented to us.  Hence, we would not be paying anything further.  Faith reviewed the past bills and did not find any bills that indicated it was the final bill.  Wendell did mention that we never received the video tape that was made at the 35th conference for us.

               

II. Secretary’s Report                                                                         Amy Baker

No corrections to the March minutes              

               

III. Treasurer’s Report                                                                      Faith Phillips

Faith received an application from Chase for a credit card.  Faith is concerned that someone could possibly open an account in our name.  The suggestion was made that it should be shredded with Faith calling to ask Bank One to cancel any future mailings.  Scott asked when we need to close the year as he has some bills outstanding for Needs Analysis.  Mark asked that any bills be paid by June 30, 2005. 

 

IV. Regional Representatives Reports

 

A.)    Northeast                                                                      Emily Swain

                Summary of activities:

 

Our March meeting was held at the zoo, with sponsorship from EdAmerica.  The location allowed for the professionals in the region to truly get out of the office!  We had presentations that included “Lender Evaluation,” “Consortium Agreements,” “Constructing a Training Program For Your Office,” and a presentation from staff at Ohio Rehabilitation Services Commission.  We had a total of 38 members and presenters in attendance.

 

We met at John-Carroll University on April 1st for our final meeting of the year.  TG staff presented the topics of “Believing You Make A Difference in a Student’s World,” and “Conflict Management.”   USAFunds was also represented with a presentation on “Identity Theft.”  Angela Johnson gave us an update on the Leadership classes from the past two years, and encouraged us about the future class.  All sessions were well received.  We had 31 people in attendance.  Thanks to AES for the sponsorship.

 

                Activities planned but not yet completed:

a)  Regional meeting checklist for 2005-2006 regional representatives

b)  Transition meeting w/new regional rep

 

B.)     Northwest                                                                     Todd Matthews

No report

 

C.)     Southeast                                                                      Phil Bovenizer

No report

 

D.)    Southwest                                                                     Jeff Daniels          

Jeff thanked everyone for all your support during this tough year he has had.

 

 

V. Executive Committee Reports

 

A.)    VP for Training                                                             Randy Ulses        

1.)      Support Professional Committee

A recipient has been chosen for the Support Professional of the Year Award; however, the Institution asked that we not divulge the name until the award is presented.

 

2.)      Need Analysis

 

3.)      NASFAA Training

Primary work on NASFAA training will begin once NASFAA training set for fall and solicitation of trainers to occur this month.  The topic for NASFAA training will be:  Administrative capability, campus wide compliance.  There are still some over packets available for Fall 2004 training.

       

4.)      Outreach Committee

Last official meeting was April 7th.  They were in attendance at the OCAN conference and the TRIO conference.  Participating in the committee fair and talking with OCAC on articulations.  Melony commented that she would like to encourage them to complete the OCAN/LEAF survey.

a.)      Stakeholder Relations & Training

1.        Articulation

2.        School Counselor

3.        Access Groups

4.        Others

 

5.)      Early Awareness Committee

 Last meeting was April 25th.  The members spent most of the time preparing for our session at Spring Conference.  Our session titled “How Can You Make a Difference Today for Tomorrow’s College Students?” will be on Thursday, May 19th from  10:15 – 11:30 am.  We will give an overview of the “Are You Getting the Message” early awareness program.  The program content is almost completed.  The following are the contents of the program:

What do I want to become?

What do you know about college?

Reasons why to attend college?

College is affordable

Top 10 things you can do to prepare for college

Websites and additional resources

 

We have purchased buttons with the theme and will promote the program at Spring Conference.  We will also participate in the Committee Fair on Friday.

 

Activities planned but not yet completed:

Our next meeting is tentatively scheduled for June 20th.  We will finalize the program during this meeting.  Our timeline is as follows:

                Summer – Finalize program and letters to schools.

                Early Fall – Attend OACAC Articulation Workshops

                Mid Fall – Send program information to all Ohio middle schools

                Winter Conference – Train volunteers

                Spring 2006 – Start program

                Spring Conference – Train volunteers

 

6)       College Goal Sunday Committee

College Goal Sunday will be February 12th.  Chairs will be Greg, Kim Landis and Jerry Wade. They met with the students from Kent State.  They already have great ideas set for next year.  To address the issue of volunteers there will be a general volunteer form at Thursday lunch.  Also, Greg has asked that everyone will out a site application that all schools interested in being a site needs to fill out and get back to Greg by May 27th.

 

B.)     VP for Conferences                                                      Cheryl Willard

1.)      Corporate Development

                General Sponsorship: Currently we have a total of $19,300 committed and $19,300 paid.

                                Winter Conference Sponsorship: $44,300 committed and $44,700 paid.

 

                                Spring Conference: We have 37 exhibitors (plus the OASFAA and the Scholarship Day

                                Awareness booths). We have $44,850 committed and $18,750 already paid. The new

                                database and automated options have proven very nice. As we get them entirely

                                functioning as planned/envisioned, they will make life much easier on the corporate

                                development chairs.

 

                Activities planned but not yet completed:

 

                                Will begin follow-up on unpaid spring sponsorship balances as they go past 30 days old.

 

2.)      Professional Development

                                The Professional Development Committee has been hard at work preparing for Spring                                                                 Conference.  We have finalized all activities and are fine-tuning the details. 

 

                                We have 15 mentors and 7 mentees registered to participate.  Becky Moore (Professional                                                           Development Committee) and Laura Caruso (New Member/Mentor Committee) are                                                                       working to match up the mentor-mentee pairs and will provide the information to                                                                      participants prior to conference.  Our goal is to match participants by geographic region                                                                               to allow them to make contact throughout the year, which will be shared as suggested                                                                              guidelines of involvement at the “Mentoring-The Power of One” presentation on the                                                                    Wednesday of conference.  Participants will be asked to attend the mentoring session.

 

                                The Committees Fair on Friday has confirmed 11 committees to participate and showcase                                                   their committee and recruit membership participation for the 2005-2006 year.  The theme                                                               for the Committees Fair is “Join Team OASFAA”.  We will ask members, in an                                                                                                 announcement to be sent next week, to wear their favorite team regalia.  We plan to stick                                                                          to baseball teams with respect to the season and the Akron Arrows.        

 

                                We have also concluded the Regional Meeting presentations on Leadership for Northeast,                                                       Southeast and Northwest.  We received a lot of feedback that we will forward to the                                                                    incoming Leadership Chair.   Related to past leadership participants, the PD committee                                                                         has been working with them to keep them abreast of the recommended changes that they                                                                            have shared with us for consideration.  And many past participants would like to get                                                                     involved on the 2005-2006 committee.

 

                Activities planned but not yet completed:

 

                                We are in the process of finalizing the set up for the Committees Fair and purchasing the                                                            theme items as well as the “giveaway” for the 2005-2006 team members. 

 

3.)      Conference

Spring Conference, 2005 will take place at the Hilton Akron/Fairlawn from May 18 – 20, with the golf outing on May 17.

Conference theme is “Close Encounters of a Student Kind”.  Conference program will include a keynote presentation by Dr. W.S. Swail, President of Educational Policy Institute, and a general session state update by Charles Shahid.  35 interest sessions have been planned.  Details including room set up and meal counts currently being finalized.

 

005 Spring Conference Management Statistics – as of May 9, 2005

Total Registrants: 300

33 This is my first OASFAA conference.

238 Full Conference Registration ( 3 days )

34 One Day Only Registration ( 1 day )

                                       

a.)      Site

                Have completed Av request list for Spring conference sessions.

                Have completed Session room signs for Spring Conference Sessions

Thanks to all the volunteers for supporting the conference with use of their av equipment, this conference promises to be a well-equipped. We will have a nice utilization of av equipment for all conference sessions.

A memo will be sent via email asap to all moderators with suggestions on AV use for the session rooms.

 

b.)     Program

Printing of conference program, quick reference card and postcard.                         

 

Timetable needed for goal completion:

 

Postcards were printed online at 48HourPrint.com at the price of $ 156.73.  The quick reference card also being printed by 48Hour will be uploaded next week at the estimated cost of $155.00.    Golden Graphics in Kenton, OH will be a printing a full color cover & program at the estimated cost of $693.00 for a 400 count.

 

Expected budget:

I expect the total cost for spring printing materials to be$1005.00.

 

c.)      Entertainment

We’ve met with the Hilton (Akron-Fairlawn) to discuss the entertainment needs for the spring 2005 conference.  We have the contract with the DJ complete; decorations prepared and have contacted Barnes & Noble to be on-site throughout the conference.   Reminder email to go out this week to the membership.

 

d.)     Registration

 

e.)      New Member/Mentor 

We have approximately 30-40 new members.  All new members will get a bingo card and the instructions on what to do.  The new member is to collect stickers for all the activities they have been involved in.  Diane wanted to ask associate members for prize donations.  She had sent an email out to the listserv but it was never posted. 

 

C.)     President-Elect                                                             Mary Lynn Perri

Elections were run through ATAC on the web for eight available 2005-2006 OASFAA positions.  The election concluded at 5:00pm on April 21st.  The following are the newly elected officials:

o        President-Elect                                                     Claudia Wenzel

o        Vice President for Conferences                         Angela Johnson

o        Secretary                                                               Emily Swain

o        Treasurer-Elect                                                     Stephanie Sutton

o        NE Regional Rep                                                  Jason Florack       

o        NW Regional Rep                                                Robin Belleville

o        SE Regional Rep                                                   Jo Slade

o        SW Regional Rep                                 Doran Brock

 

Cheryl Willard will be attending the Michigan conference in late June for the MASFAA Exchange Program.  She is looking forward to seeing how Michigan puts their conferences together.

Most Committee Chairs for 05-06 have been appointed.  Just a few more calls to make and a few more confirmations.

 

Activities planned, not yet completed:

 

Transition meeting is scheduled for June 20th at the Columbus Holiday Inn by Great Lakes.  We will be meeting at 10:00am and concluding between 2 and 3pm.  During this meeting, the outgoing 2004-2005 executive committee will meet with the incoming 2005-2006 executive committee for team building and planning. 

 

1.)      Nominations Committee

2.)      Finance Committee

3.)      Research

4.)      College Goal Sunday Corporate Development

        Summary of activities:

 

Letters went out to corporations who have corporate headquarters in Ohio.  There was little response from these organizations.  A new approach will need to be planned for late summer, early fall.

 

        Activities planned but not yet completed:

 

Personal visits to these corporations are an option.  Perhaps we need to get someone who is a grant writer involved.

 

D.)    Past President                                                               Wendell Schick

1.)      Association Governance Planning

This is the time to review your section of the Policies and Procedures annual and make recommendations of changes for next year.  Bring them to the transition meeting.

 

2.)      Membership

We currently have 745 members.

 

a.)      Communication

We’ve completed this quarter’s issue of the Gazette and it was online for the membership in March 2005.  We are currently soliciting articles etc for the summer issue – to be released (tentatively) in June 2005.  Plans are to include information about the spring OASFAA Conference, MASFAA Summer Institute (which is in early June this year) and MASFAA (October). 

 

b.)     Membership Support

3.)      Regulatory Committee

a.)      State Issues

b.)     Federal Issues

c.)      Reauthorization Issues                              

Reauthorization task force is asking for feedback in regards to the school as lender issue and the STAR bill.  The push is still there to have reauthorization is final by September 30, 2005.

VI. Liaison Reports

 

A.)    OBR                                                                                Charles Shahid

B.)     Great Lakes                                                                   Lee Harrell

 

The meeting room at Great Lakes will not be available for the summer but they will make arrangements for meeting space at the Hampton Inn on Hamilton Road.

 

C.)     OCAN                                                                            Mayme Patthoff                                                                  

Brochure is available at the conference for Financial Aid people to pass out to families.  The packet includes material regarding college access programs in the state.  They are currently working with the Ohio Board of Regents in continuing some efforts of access.  Mayme mentioned that they had sent save the day conference postcards.  She will be sending out another reminder about submitting information on college cost comparison.  They did post the date for College Goal Sunday on their website.

VII. Old Business

None

VIII. New Business 

None

Next Meeting – TBA by Mary Lynn

 

The meeting was Adjourned at 10:55 am.