OASFAA Executive Committee Meeting Minutes
Great Lakes
Higher Education Corporation, Columbus
July 28, 2006
Pamela
Arrington
Mary
Arter
Amy
Baker*
Robin
Belleville*
Stacey
Black
Doran
Brock
John
Brown
Mike
Clouse
Don
Chenelle
Tina
Coulter*
Bev
Dalheim
Deb
Divers*
Joan
Dornette*
Roger
Eldridge
Steve
England*
Ann
Marie Gruber
Greg
Guzman
John
Hammond
Lee
Harrell*
Pamela
Hughes
Sherri
Jianuzzi*
Angela
Johnson*
Betsy
Johnson*
Karen
Kopp
Scott
Lehman
Marty
Maliwesky*
Donna
McCullough
Amanda
McPherson*
Jennifer
Minyo*
Kim
Nash-Yore
Melony
Ohalek*
Mayme
Patthoff*
Mary
Lynn Perri*
Francis
Robbins*
Marnie
Roberts*
Wendell
Schick
Michiale
Schneider
Carmen
Sears-Edwards
Charles
Shahid
Becky
Shinaberry*
Doris
Smith*
Stephanie
Sutton*
Emily
Swain*
LaToya
Sykes
Karen
Tijanich*
Lee
Ann Timmerman
Andrea
Tracey*
Randy
Ulses*
Jerry
Wade*
Michele
Wade*
Ralph
Walker*
Karen
Wallace*
Claudia
Wenzel*
Amy
Wilkens
Cheryl
Willard
Connie
Williams*
Dayna
Wymer*
*Present
I. Announcements and New Business Claudia Wenzel
a.
Michiale Schneider update – Recently had surgery and she is
recovering well
b.
Leasing of computers – Quote for 3 year lease, recommend
lease one the first year, a second the next and the last the third so each year
we are getting a new one and it is cycled.
Mary Lynn will do an inventory list.
Last laptop purchased was for Outreach.
Who needs a decent one? Treasurer
and secretary
c.
Website – Becky Shinaberry can’t get into the website,
nobody else indicated any trouble getting in to Chair Access. Claudia has given Paula all exec names so
everyone should have access. Deb Divers
needs to get e-mail when memberships are updated to show as paid. Claudia will work with Jerry Wade and John
Brown to make necessary updates to the public website.
d.
Ordering Stationary – Scott will be ordering.
a. Goals From
planning retreat – Claudia passed out summary list to everyone (add as
appendix)
a. Partner
organizations – identify potential partners and Claudia will send a letter
after conference agenda is set
i.
Recommended to add Registrar’s group
ii.
Discussion of renewing contract similar to last year with
OCAN and OACAC regarding conferences
b. State
organizations
i.
Not receiving response from Charles; concern shared with
Paula Compton at spring conference and she discussed with her boss, John Tafel
ii.
Claudia will try one more time and if no response, will
request another representative to join us in his place
c. Federal
Organizations
i.
Include in guidance counselor workshop
ii.
Continue to work with John Pearson to come to conference or
regional meetings
d. Membership
i.
Promoting membership
1. Non
participating schools contact to encourage involvement
2. Invite to
regional meetings
ii.
Serving membership
1. Recognition of
years of service
2. Highlights of
exec meetings
3. Exec shirt or
ribbons and at Thursday lunch each table have somebody from exec and talk about
volunteering and nominating
iii.
New member
e. Volunteers
i.
Communications – committee featured in every Gazette
f.
Students
i.
Invite to regional meeting for student success stories
ii.
Early awareness
g. Training
i.
Monthly training calendar update to listserv
ii.
Focused training by topic at conference
iii.
Regional meetings focused topic of day (all about loans, or
verification, etc. as typically different topics discussed and hard to send out
more than one person, yet some offices would like to send 3 or 4, but can’t);
may try this in spring
b. $1,190 of
Charitable contribution – From Winter 05 conference, lost contact with source
in Louisiana; recommended to go into general Katrina fund, Red Cross or pick
school in that area and give to them for their scholarship fund or contact
Louisiana “board of regents” or equivalent
c. P&P update
– still working on updates and Mary Lynn working with Melony on membership
application update so students and private consultants would come to exec for
approval; will have updated copy at next exec
III.
Secretary’s Report Scott
Lehman
Minutes approved from meeting at
spring conference (May 31, 2006) with motion from Stephanie Sutton and second
by Mary Lynn Perri
Reminder that reports need to go to
Trustee and Scott Lehman, even if have nothing to report
III.
Treasurer’s Report Stephanie
Sutton
Motion to approve budget from Amy
Baker and seconded by Deb Divers and it was passed
A.) Northeast Stacey
Black
Summary of
activities: Confirmed dates for meetings
1, 2, and 3.
They are 9-21-2006, 1-17-2006 and
1-30-2007 (Needs Analysis)
Activities planned but not yet
completed:
Need to still schedule meeting 4 and
5. Also need to confirm where meetings
will be located, and what topics will be discussed.
B.) Northwest Sherri
Jianuzzi
Summary of activities:
The following dates have been scheduled
for the NW Regional Meetings:
Tuesday, September 26th
Thursday, October 19th
Thursday, November 9th
Thursday, February 1st
(Needs Analysis Meeting)
Friday, March 30th
Activities planned but not yet
completed:
Sites and topics for the scheduled
meetings have not yet been determined.
Several topic ideas and host sites have been identified through the
survey given at Spring Conference. The
OASFAA calendar will be updated with the sites/topics when finalized.
C.) Southeast Amanda
McPherson
Summary of
activities:
I have gotten
some tentative locations for meetings, but not dates. I have several colleges that have offered
including, COTC/OSU-N, OU-Z/ZSC, MTSO, MVNU, Muskingum, CSCC, and Mt Carmel
College of Nursing. Topics for meetings
are being looked at. I have a survey
from conference meeting that is giving me some good ideas.
Activities
planned but not yet completed:
I do plan to
have a meeting in early to mid October, but I am trying to decide on topic for
it.
D.) Southwest Doran
Brock
Summary of
activities:
The Southwest
Regional Meeting dates for 2006-2007 will be as follows:
October 20,
2006
November 16,
2006
February 8,
2007
March 14, 2007
April 20, 2007
Activities
planned but not yet completed:
I am working on the content and
locations for the regional meetings
1.) Support
Professional Committee
Summary of
activities:
We have
contacted interested volunteers for the committee. We have gathered and looked over last years
information.
Activities
planned but not yet completed:
Scheduled
planning meeting for August 18th at Great Lakes in
2.) Need Analysis
Summary of
activities:
Meeting was
scheduled for July 13, 2006 but had to cancel.
Activities
planned but not yet completed:
Due to
professional travel and conflicts, Pam and I have not been able to meet. We will meet the week of July 31st
to finalize planning for 0607 including but not limited too: meeting dates,
committee member commitments, and 0506 evaluations, affects of HERA, topics of
interests, and successes and issues from 0506.
3.) NASFAA
Training – ordered 100 packets and working on presenters; the topic is
verification; training is first week of October; Pre-conference is first NASFAA training and
it is December 12th, day before conference
4.) Outreach
Committee
Summary of Activities:
·
Committee met on June 29th for the first
committee meeting for the year.
·
Sub-committees have been created to help manage the
committee’s activities.
·
Volunteer recruiting has begun to help with the outreach
activities.
·
Lawrence Matthews attended NASFAA on behalf of OASFAA
Outreach to gather the information needed for the upcoming OACAC Articulations.
·
Committee contact information is being collected again since
ATAC was wiped clean. Missing members
should contact Tina.
·
Received invitation to participate in Honda Ed. Fairs again
in Oct. 4, 11, & 18
·
Confirmed OSU for one of CWS sites on 11/28/06
·
Committee Calendar of Events has been updated (as well as
ATAC calendar)
Activities
planned but not yet completed:
·
Counselor database for use by all OASFAA committees
·
8/16 – OCAN Advisor Training
·
9/6 - Counselor Workshop “Save the Date” piece available for
distribution at OACAC articulations
·
OACAC Articulations – offering general session vs. breakout
session this year
·
9/12 – Owens
·
9/13 –
·
9/14 – Veteran’s Memorial –
·
9/15 – Baldwin Wallace
·
9/29 – 1st CWS Mailers and e-mails to go
out/Registration to be available on web
·
9/29 – 2nd OR Committee Mtg. @
5.) Early
Awareness Committee
Summary of activities:
The two co-chairs have had an initial conference call and are looking to have a
meeting the first week of August with last years chairs at the LEAF office in
Activities planned but
not yet complete:
It is the intent of
the co-chairs to have the first meeting of the Early Awareness Committee in
late August at Great Lakes in
6) College Goal
Sunday Committee
February 11, 2007; established 35 sites
around state; contacted Glyhpix and contract signed and returned and students
will begin working this summer on tickets/posters/etc.
Website has not been updated yet,
Claudia recommended is should be updated before articulation
Registration for students will not go
live until after January 1, 2007, but volunteer registration will begin around
conference time
Site coordinator meeting during winter
conference as well as vendor table
7) Web Manager
Direction for contact with Paula -
discussion ensued, for the time being, chairs send information directly to
Paula and copies to Jerry and John – that may change after future conversations
1.) Corporate
Development
Summary of activities:
Michael and
Stephanie are balancing 20005-2006 Corporate Sponsorship dollars. One item for
$750 is under review.
Waiting for
one check from 2006 Spring Conference to be reissued in the amount of $1,850.
Reviewing
website for general sponsorship opportunities. Attended conference planning
call 7/13/07 for chairs to review upcoming 2006 Winter Conference issues.
Activities
planned but not yet completed:
Once 2006-2007
Budget approved will submit revised sponsorship website to Web committee for review/edit
before going live in August.
Conference
planning meeting scheduled August 3rd and will begin planning Winter
2006 Conference Sponsorship.
2.) Professional
Development
Summary of
activities:
Currently
entering the names of folks interested in helping on the PD committee.
After the
pre-conference planning conference call, Ralph and I will be meeting to discuss
our role at the Winter Conference and how to get to get other member
involvement.
Activities
planned but not yet completed:
Ralph and I
are contacting various lenders for presentation topics to bring to the
conference planning committee set for August 3rd.
3.) Conference
Summary of activities:
The conference
committee chairs met via conference call to discuss conference planning
activities for Conference, Entertainment, Program, New Member/Mentor,
Leadership, Professional Development, Sponsorship, and Site. There were 12 committee chairs or co-chairs
in attendance. We had good conversation
about possible themes, concepts, and particular sessions based on information
gleaned from the June Planning Retreat.
A request had
been sent to members on July 18 to provide input for potential conference
sessions and good feedback has been received thus far. We wanted to give members another opportunity
to recommend sessions beyond the evaluations at conference. We had discussed an opportunity to profile
committees at general sessions at conference to all members to become more
engaged in the activities of other committees.
We will have an OASFAA table in the vending area and ask committees to
sign up to be at the table. A copy of
the schedule will be in all registration packets.
An
announcement has been sent to the membership for participation in the August 3,
2006 Conference Planning Meeting. So
far, we have 20 committee members committed to attending the meeting. An overarching theme that is being discussed
is the “Connection” theme that was a part of the President’s speech and Spring
Conference; we will continue to discuss topics around that.
We have
reviewed the conference planning timeline and built in some new enhancements
and check-offs for various committees and more communication to members.
Activities
planned but not yet completed:
The conference
planning meeting will be held on August 3, 2006 at
a.) Site
No report at this time
b.) Program
No report at this time.
c.) Entertainment
Summary of activities:
Formed
entertainment committee (Heather Elliott -
Held initial
entertainment committee conference call & discussed entertainment &
charitable activity ideas.
Activities planned but not yet completed:
·
Entertainment
o
Coordinate winter conference entertainment idea: “Price is
Right” + DJ
§
Build & plan game
§
Begin investigating & evaluating DJ services
o
Coordinate concierge service for “Evening on your own”
night*
§
Obtain restaurant recommendations
§
Create sign-up sheet
§
Make reservations at recommended restaurants
o
Coordinate w/ hotel for drink tickets and hotel restaurant
& bar hours of operation
·
Charitable
o
Contact American Red Cross for possible blood drive at
winter conference
o
Investigate “Bags 4 All” charitable program (bags for
homeless families)
o
Obtain contact & other related information for
§
Follow-up w/ “Reach out & Read” & Barnes & Noble
*for members
who don’t wish to participate in vendor hosted events or are not invited to
lender hosted events.
Recommended discussion items for the Executive Committee:
·
Creation of OASFAA “Disaster Relief Fund”
o
Charitable fund raising at conferences
o
Funds raised could be designated for members who experience
catastrophic personal event
And/Or
o
Funds raised could be designated for creation or
contribution to memorial scholarships
o
Discussion ensued that currently under President’s
discretion; This is typically personal and private; personal comment that
current method works well
·
·
Concern with this - blood given to one community and may be
taking away from community where one would normally have donated, thus changing
location of benefits; possibility that someone could pass out; liability
outweighs good it will do - not recommended
Recommended action items for the Executive Committee:
I’m looking
for guidance on ideas for charitable activity. We believe we have a solid
standby charitable activity (
d.) Registration
No report at this time.
4.) Leadership
Summary of Activities:
·
Participated in conference call on Thursday July 13th.
·
Have been in contact with each other over email concerning
where to begin.
·
Have also been in touch with Claudia Wenzel, and past chairs
Steve England and Cheryl Willard regarding any recommendations.
Activities
planned by not yet completed:
·
Leadership
·
Involvement of Committee chairs
·
Choosing a Leadership Committee
·
Putting a call out for nominations for a Leadership Class
for 07-08
·
Meeting to discuss timeline and activities of Leadership
Class
Recommended
discussion items for the Executive Committee:
Leadership
Recommendations
from Professional Development committee concerning Leadership class
5.) New Member/Mentor
Summary of
activities:
We formed the
New Member/Mentor Committee with eight people agreeing to participate this
year.
Forming ideas
about winter conference this year.
Having a mentor/mentee meet and greet before Wednesday’s dinner. Then have them sit together for dinner to get
to know each other better. The other
idea is to have a mentor/mentee competition.
We will set a board or sheet and have the mentor/mentees go to the
vendor area together and get so many points, then have them set together at
meals and get so many points, have them attend a session together and get so
many points. The team with the most
points will be crowned mentor/mentee champions and get a prize.
Activities
planned but not yet completed:
We got the
list of last years OASFAA mew members and we are going to send them an e-mail
welcoming them again and see what needs or questions they may have that we
could possible address.
Recommended
discussion items for the Executive Committee:
Revise
Committee Responsibilities handout.
There are six committees including new members that are not listed in
the handout.
State in the
handout which committee needs volunteers and which ones are assigned to the
committee.
PD committee will work on this
Recommended
action items for the Executive Committee:
Each committee
chair to give a rough draft outline on what their committee does, what they
have did in the past, the basic requirements that may be need to participate on
the committee, such as meeting two times a year, attend conference, and etc.
PD committee will work on this
C. President-Elect Amy Baker
1.) Nominations
Committee
2.) Finance
Committee
3.) Research
4.) College Goal
Sunday Corporate Development
Summary of
activities:
Discussed
goals, determined action items, and identified corporations to contact.
Activities
planned but not yet completed:
Meet with
Co-Chairs of CGS and certain trustees regarding immediate and long-term CGS
Corporate Development objectives.
Form a CGS
Corporate Development Committee.
Concern
regarding timeline and deadline for proposals due October 1st, so
wouldn’t have info in time to give them recognition. Mary and Cheryle have researched with
development folks and want to put a good packet together to give to potential sponsors. What can we offer, if you donate $X this is
what you will receive and if you donate $Y you will receive this, etc. Trying to be more proactive and put together
a good proposal and will bring information to the next exec.
D.
Past President Mary Lynn
Perri
1.) Association
Governance Planning
No report at this time.
2.) Membership
Current membership is 837; 267
institutions; 755 in state members and 82 out of state: NE 223, SW 154, SE 165,
114 NW.
3.) Communication
No report at this time. Working on Gazette and it will come out soon
4.) Regulatory
Committee
a.) State Issues
Identified 8 agencies within state to
keep in contact with (ODE, BVR, etc.).
Need to reestablish relationship with OBR.
Action item – Does exec board want to
take position on Learn and Earn? Decision
was made to not take a position one way or another.
b.) Federal Issues
Summary of
activities:
We had our first committee meeting on
7/10/06. We established our goals and objectives for the upcoming year and
discussed the issues that we want to tackle, including Reauthorization and
Default Aversion. We have several OASFAA members who indicated an interest in
working on the Federal Issues Committee. While we greatly appreciate their
interest and enthusiasm, we are concerned that this kind of committee does not
typically have enough work to warrant a large committee. Therefore, we are
recommending at this time to keep the committee membership at two. We feel that
we can effectively handle the duties and responsibilities of the committee between
Marty and I. Will meet on opposite
months of exec.
Suggestion
made to let those who have volunteered, but are not needed receive
communication from committees who don’t really need assistance. Options for those kinds of committees should
not be listed as opportunities in which to volunteer.
Activities
planned but not yet completed:
We will
monitor implementation of the new regulations established under the Budget
Reconciliation Act. We will monitor the latest developments pertaining to
Reauthorization. We will actively participate in discussion of federal default
aversion initiatives. We will report our findings and update the OASFAA
membership on the status of these issues at regional meetings and at the winter
and spring conferences. Of course we will report urgent news and events
immediately as needed.
c.) Reauthorization
Issues
d.) Task Force –
trying to have meeting beginning of August to define role of OASFAA in early
awareness. Working on putting committee
together.
A.) OBR Charles
Shahid
B.)
Dave Bowman is new Director for
Mike Doman new Director in
Roger Eldridge will begin at GL as
Director in OH on Monday July 31, 2006
C.) OCAN Mayme
Patthoff
Working
on advisor training, approx. 40 hours a year
Could
have CGS sign up at conference in October
Job
shadow that Andrea did in a financial aid office (John Carroll) and has
recommended OCAN advisors do something similar