OASFAA Executive Committee Meeting Minutes
Sawmill Creek Resort,
May 31, 2006
Pamela Arrington*
Amy Baker*
Robin Belleville*
Doran Brock*
John Brown
Tina Coulter*
Deb Divers
Kacy Duling*
Roger Eldridge
Steve England
Suzanne Fahrer
Jason Florack*
Mary Kay Freshour
Sandy Gilbert
Ann Marie Gruber
Greg Guzman
Lee Harrell
Gail Houtz*
Angela Johnson
Betsy Johnson
Jeanette Jones*
Michael Jones*
Kim Landis
Tasha McDaniel
Jennifer Minyo
Rebecca Moore
Kim Nash-Yore*
Melony Ohalek*
Mayme Patthoff*
Mary Lynn Perri*
Faith Phillips
Lisa Pitkin
Francis Robbins
Wendell Schick*
Michiale Schneider*
Carmen Sears-Edwards*
Charles Shahid
Jo Slade*
Pam Stimpert
Stephanie Sutton*
Emily Swain*
Lee Ann Timmerman*
Randy Ulses*
Jerry Wade*
Michele Wade
Karen Wallace*
Claudia Wenzel*
Cheryl Willard
Present*
Meeting was called to order at 9:46am
I.
Announcements and New Business Mary Lynn Perri
A) Regional Meetings/Needs Analysis
Discussion: Mary Lynn gave an update to Executive
Committee on the advantages of Need Analysis training at regional
meetings. Need Analysis would use their
budget but Regional Rep would plan the place.
Regional reps will have 4-5 meetings per year, including Need Analysis
Training.
We
also discussed the policy implemented by Mark Bandre’,
past President, that a non-member could attend one meeting without being a
member. Mary Lynn said this policy was
written; however, it’s not in the P&P Manual. Do we really want to limit attendance by
requiring attendees to be members? Do we
want to open it up again to try and increase participation? Jason asked how we would communicate with the
non-members. Mary Lynn added that
members could notify the non-members as opposed to keeping a separate
list. Membership would determine who
would was already a member. Claudia
offered that we could use regional meeting training to show some of the
benefits of membership of OASFAA.
Randy
asked that we continue sending the list of attendees to regional meetings to
the Membership Chair. The Chair would
contact them and walk them through the process of registering for
membership. Wendell mentioned that there
are very few people who attend and don’t pay membership. It was suggested that we open up regional
meetings for a year and monitor who attends and has not paid membership. The expectation should be that at least one
person from each school (who attended the meeting) holds a membership.
Claudia
suggested taking this issue to the “transition meeting” and making it a goal
for the upcoming year. Claudia and Mary
Lynn have reviewed the P&P Manual and suggest that we take it to the floor
when we see “repeat offenders.” Could we
send a letter from the President of OASFAA to the non-member attendee? Membership Chair currently sends a letter.
B) Year end reports
Year-end
reports are due to Mary Lynn by June 30, 2006.
Mary Lynn will put them in the archives.
C) Upcoming Transition – Claudia
We’re
meeting at Sawmill Creek on June 14-15th for “transition meeting.” It’s not the traditional transition meeting;
however it will be only for the new executive committee for 2006-2007. The current executive committee has been
asked to pass the current information to the new executive committee before
June 14th. We need to RSVP by
June 5th.
D) Upcoming Finance Committee – Amy
Amy
gave an update that the Finance Committee Meeting will meet at 9am on June 14th. Any finance committee requests/increases need
to be sent to Amy Baker before June 14th.
E) P&P review/changes/updates – Updates are bolded
Add to President’s duties – section
3.2.1
Special
gifts or donations up to the amount of $300 paid on the behalf of OASFAA may be
made at the discretion of the president.
Any special gifts or donations
above $300 must be approved by the Executive Council.
Discussion: Mary Lynn provided an update. Money is budgeted under the President for
this. Emily updated the second sentence.
Motion
offered by Randy and a second by Wendell.
Motion approved.
Membership – section 5.1.8
Current #4:
Evaluates
applications for membership and refers to Trustees as necessary.
Proposed
change to #4:
Evaluates
applications for membership, paying close attention to those listing as not
associated with an institution or lender, and refers to Trustees as necessary
for membership approval.
Discussion: The only way we can require the member to
state where they are from, we could have them use “not listed.” Mary Lynn said we need to check with
ATAC. Do we have a difference between
student and staff membership? Any “not
specified” items should be brought to the Executive Committee. Claudia will check with ATAC to see if we can
streamline this process. Should Exec
monitor members who are outside of
Mary
Lynn suggested that we work on the application on ATAC in order to get more
accurate information. Melony will assist Mary Lynn in this review and bring it to
the next Exec Meeting.
Use of Logo:
Current:
1.4
Representation
of the Corporation
1.4
1.4Use of the
properties of the Corporation, including but not limited to its logo, name,
stationery, and banner, shall be considered representation of the Corporation.
Recommendation:
Representation of the Corporation
Use of the properties of the Corporation, including
but not limited to its logo, name, stationery, and banner, shall be considered
representation of the Corporation.
Therefore, use of such properties must be within approved activities of
the Trustees.
Only the official basic logo and the six approved
variations printed below are to be considered valid for use.
Discussion:
Mary Lynn asked Randy to send her the six logos that have been
approved. Emily noted the wording
change.
Robin commented that we’ll have this information on
the P&P Manual under the membership section. We could also have an online forms bank for
the membership section.
A motion was given by Randy to approve and a second
by Wendell. All in favor none
opposed. The motion has been approved.
5.1.18 College
Goal Sunday Committee
1. Works closely with Outreach and other organizations (e.g. OACAC and OCAN) to promote the event
outside of the organization.
2. Works with designers in creating brochures, posters,
etc. for distribution.
3. Distributes brochures, posters to state high schools,
colleges, and other pertinent organizations.
4. Develops, with the assistance of ATAC, the official
website for publicity and registration purposes.
5. Solicits volunteers and site coordinators for the
year’s program.
6. Contacts, confirms and sets sites across the state
based on data/participation from the year before.
7. Coordinates publicity with each official site and regional representative.
8. Coordinates agenda, program, evaluations, and all
materials with the site coordinators at each official site.
9. Tracks statistics as far as attendance of students
and parents at each site.
10. Collects all evaluations (Site, Volunteer, and
participant) – forwards participant evaluations on to NASFAA for evaluation,
and uses others for determining site for future years.
Discussion: Emily noted changes discussed.
A
motion was given by Wendell and a second by Randy.
6.2
Conference Guests Policy (Page 32)
In
order to give guidance and direction to OASFAA's
conference planner and to provide consistency regarding their decisions from
year to year, the following policy has been adopted: OASFAA may choose to invite selected
individuals to annual meetings as "Conference Guests." A conference guest invitation and expense
must be approved through the Vice President for Conferences. The Corporation may cover the registration
fee for the conference guests, reasonable transportation coverage, room
accommodations, and/or an honorarium.
In
addition, due to their involvement with the planning of the association
conferences, conference registration fee and hotel accommodations will be
complimentary for the following:
President,
President-Elect, Vice President for Conferences, Vice President for Training,
Registration
Chair, Site Chair Treasurer and Treasurer-Elect.
Discussion: Mary Lynn noted that the new policy has now
been updated deleting the old.
***New policy Effective 7/01/2005
5.1
The Committee Chair
#11
– Remove – Co-chairs assigned by President-Elect.
A
motion was offered by Claudia and a second by Emily. All in favor; none opposed.
Standing
Committees
Remove: Associate Member, Corporate
Development (listed twice)
Change: Web Development to Web Managers
Add: New
Member/Mentoring Committee, College Goal Sunday Corporate Support, Professional
Development, Leadership
5.1.1
Remove description Associate Member Committee
5.1.3
Under Communication Committee – remove #4
A
motion was offered by Robin and a second by Jo Slade. All in favor; none opposed.
Discussion: Claudia said we’ll have to revisit this issue
and we’ll have the new executive members write these committee descriptions.
Add/update
descriptions for those committees listed as changed or added.
a. Policy updates discussed throughout the year – review
for approval
b. Update from Outreach Committee
Claudia clarified that we had $1500 instead of a
specific number of members.
Clarification
by Randy that the Department of Education is ED not DOE.
c. CGS duties/tasks reviewed
d. New Web Committee – Claudia
e. Other Changes – Claudia
Claudia
asked that we submit reimbursements soon so we can review them before the
finance committee meeting.
II. Secretary’s Report Emily
Swain
III. Treasurer’s Report Betsy
Johnson
A.) Northeast Jason
Florack
Summary of activities:
·
Held Regional
Meeting #4 at
·
Held Regional
Meeting #5 at the Pro Football Hall of Fame on Thursday, April 13. We had 22 attendees, including our sponsor,
our presenters, and myself.
Presentations were given on Loan Consolidation (Lee Harrell from Great
Lakes), Satisfactory Academic Progress (Tanya Lundy from U. of Akron), and
Professional Judgments (a panel discussion, led by Emily Swain of Mount Union
College, and assisted by Amy Wilkens of the U. of
Akron and myself). The presentations
were excellent, and the site was a neat place to have our final meeting of the
school year.
·
Coordinated the
Spring Conference regional breakout session with Stacey Black, the 2006-07 NE
Regional Rep
·
Purchased the NE
regional door prize for Spring Conference
Recommended discussion items for the
Executive Committee:
As time allows…
·
I would like to
discuss the phenomenon of reduced attendance at regional meetings, as well as
what we might want to do about it (if anything).
B.) Northwest Robin
Belleville
Summary of activities:
Held final meeting 4/28/06 at
Activities planned but not yet completed:
Still waiting on catering bill from March meeting at
UT. No idea what dollar figure is
Ordered part of door prize for spring
conference/purchased other part of door prize
Waiting on catering bill from April meeting at
C.) Southeast Jo
Slade
The
last meeting for the Southeast Region was held on Wednesday, April 21st at
D.) Southwest Doran
Brock
The
Fourth Southwest Regional meeting was a success. It was held on May 1, 2006 and Judy Schneider
from CHASE presented on Debt Management and Identity Theft. The meeting was
sponsored by CHASE and it was held at The University of Cincinnati Raymond
Walters College.
No
report at this time.
1.) Support Professional Committee
2.) Need Analysis
No
report at this time.
3.) NASFAA Training
4.) Outreach Committee
Summary
of activities:
Things
to be accomplished:
5.) Early Awareness Committee
6) College Goal Sunday Committee
1.) Corporate Development
Summary of Activities: It appears that General sponsorship will end
the year with a total sponsorship amount of $22,900.00 This is an increase of nearly 19% from last
year.
Spring Conference 2006 will have 40
exhibitors (includes OCAN) and 20
Sponsors. Total sponsorship/exhibitor dollars committed
are $45,250 which is $200 less than Spring 2005.
2.) Professional Development
3.) Conference
a.) Site
Summary of activities:
We have all the rooms set up for the conference. We have secured sufficient laptops and
projectors, and flipchart easels for our AV needs (thanks to OASFAA,
Due to the cost of renting certain equipment
(electrical power and display easels), we decided to purchase extension cords
and display easels that can be used at not just this conference but future
conferences. The cost to purchase these
supplies was about the same or less than the cost to rent for just this
conference.
b.) New Member/Mentor
c.) Program
d.) Entertainment
e.) Registration
4.) Leadership
Summary of activities:
Leadership training has been scheduled for Wednesday,
May 31, 2006 during Spring Conference.
Sessions have been planned by members of the
Leadership Committee, and include an interactive program that determines an
individual’s ‘true colors’, training on situational leadership, an OASFAA
information-based game, and a closing ceremony.
Activities planned but not
yet completed:
Spring Conference Leadership training.
Year end report and recommendations for future
Leadership Committee.
C. President-Elect Claudia
Wenzel
1.) Nominations Committee
2.) Finance Committee
3.) Research
4.) College Goal Sunday Corporate Development
D.
Past President Wendell
Schick
1.) Association Governance Planning
2.) Membership
There
are currently 792 members.
3.) Communication
Summary of activities:
Currently working on the Summer 2006 edition of the
Gazette
Activities planned but not yet completed:
·
2 more editions
of the Gazette
4.) Regulatory Committee
a.) State Issues
b.) Federal Issues
c.) Reauthorization Issues
A.) OBR Charles
Shahid
B.)
C.) OCAN Mayme Patthoff
College Goal Sunday is
February 11, 2007.
Randy moved to close the
meeting and a second by Emily. All in
favor; none opposed.