OASFAA Executive Committee Meeting Minutes
November 3,
2006
Mary
Arter
Amy
Baker*
Robin
Belleville*
Stacey
Black*
Doran
Brock
John
Brown*
Mike
Clouse
Don
Chenelle*
Bev
Dalheim
Deb
Divers*
Joan
Dornette
Roger
Eldridge
Steve
England*
Carrie
Euype*
Ann
Marie Gruber
Greg
Guzman
John
Hammond
Lee
Harrell*
Pamela
Hughes*
Sherri
Jianuzzi*
Angela
Johnson
Betsy
Johnson*
Karen
Kopp*
Scott
Lehman*
Marty
Maliwesky*
Amanda
McPherson*
Kim
Nash-Yore*
Melony
Ohalek*
Mayme
Patthoff
Mary
Lynn Perri*
Francis
Robbins
Wendell
Schick
Michiale
Schneider
Carmen
Sears-Edwards*
Charles
Shahid
Becky
Shinaberry*
Stephanie
Sutton*
Emily
Swain*
LaToya
Sykes
Karen
Tijanich*
Lee
Ann Timmerman
Andrea
Tracy*
Randy
Ulses*
Michele
Wade*
Ralph
Walker*
Karen
Wallace*
Claudia
Wenzel*
Amy
Wilkens
Cheryl
Willard
Connie
Williams*
Dayna
Wymer
*Present
Meeting called
to order at 10:10 a.m.
I. Announcements and New Business Claudia
Wenzel
Remain Unanimous or majority to
membership. Poll taken to reword membership clause to
majority or unanimous.
Michele and
Steve to re-word proposed changes and vote to be taken in January.
Stephanie Sutton received a thank you
card from the Louisiana State Association for our donation to the Hurricane
Katrina Relief effort.
2008 Winter Conference-Discussion about
the Winter ’08 Conference with the MASFAA
Conference being in
State
Association Partnership Program-Learnstudentaid.org (NASFAA) Do we want to
partner with this group. Online training.
No charge to OASFAA. John to add a link to in on website. Emily to notify membership regarding
learnstudentaid.org
III.
Secretary’s Report Scott
Lehman
Summary of activities:
Minutes from the July 28 Executive
Committee meeting are now posted on the web. The minutes from the September 23
meeting will be posted approximately a week after they are approved.
Note cards were passed out. A spelling error was pointed out. Scott to re-order.
Motion to
accept September 23 minutes by Deb.
Seconded by Emily. Minutes approved.
III.
Treasurer’s Report Stephanie
Sutton
(Attached)
A.) Northeast Stacey
Black
Summary of activities:
1st regional meeting planned 10-26-2006. 17 attendees
Activities planned but not yet completed:
·
2nd
regional meeting site (LCCC) November 13.
TEAP update
·
3rd
regional meeting site Needs Analysis (tentatively Cleveland Foundation)
B.) Northwest Sherri
Jianuzzi
Summary of activities:
Our
first regional meeting was held on Thursday, October 19th at The
University of Toledo Law Auditorium.
We had 30 people sign-in on Thursday. Lawrence Matthews started our meeting
with an update from the Outreach Committee, followed by a roundtable
discussion. Jeff Johnston presented
“Teaching Financial Literacy” in the afternoon. The evaluations were mostly
positive except for the roundtable discussion. The room we had was not set-up to have
small group conversations and it was difficult to hear everyone.
Activities planned but not yet
completed:
The
second regional meeting is scheduled for Thursday, November 9th at
Owens Community College-Findlay Campus.
The theme is Default Prevention Tools and Presentation Skills (still
tentative as of today). The Needs
Analysis Workshop for the Northwest Region is scheduled for February 1st
at BGSU-Firelands.
I
am still in the process of securing sites and topics for the March 30th
and April 17th meetings.
C.) Southeast Amanda
McPherson
Summary of activities:
Hosted first regional meeting on October 13th
at the OU-Z/Zane State Campus in
Activities planned but not yet completed:
Currently, I am planning the next meeting which will
be at
D.) Southwest Doran
Brock
Summary of activities:
The first Southwest Regional Meeting will be held
November 16th at The University of Cincinnati Raymond Walters
College from 10-2. The Meeting will be in SAAHB room 100.
Activities planned but not yet completed:
I am working the location and presenters for the last
two regional meetings. Looking for someone to do state updates.
Summary of
activities:
Jackie Tracy and Susan Kannenwischer attended the
NASFAA Training in
I sent an email out to the state announcing various
training opportunities as well as introducing the Regional
Representatives. I sent the
November Training Calendar to the Communications Committee to be distributed in
a NewsFlash.
I received an email from Cynthia Hudok in
Activities
planned but not yet completed:
I am working with Anne Marie Gruber on how many
attendees we’ll have for the Pre-Conference NASFAA Training.
1.) Support
Professional Committee Kim
Nash-Yore
Summary of activities:
Workshop
Dates and sites set:
North
East –
South
East –
South
West – Cedarville, Friday, November 17
92
registrants for the entire state
Workshop
Agenda and Presenters:
North
HERA
– Michiale Schneider
Customer
Service – Bob Rodriguez
FERPA
– Michiale Schneider
Needs
Analysis/FAFSA – Kim Nash-Yore and Carmen Sears-Edwards
Web
Resources – Karen Tijanich
South
HERA
– Roger Eldridge
Customer
Service – Tim Hewitt
FERPA
– Stephanie
Needs
Analysis/FAFSA – Stephanie and Greg Carlo
Web
Resources – Tim Hewitt
Activities planned but not yet completed:
Site
Coordinator Duties: North (Kim and Karen) South (Debbie and Tim)
Name
Tags
Signage
Registration
Print
Handouts, Agendas and Evaluations
Drinks
for morning
ICE
BREAKER
Lunch
2.) Need Analysis Carmen
Sears-Edwards
Summary of activities:
We
had our third meeting on October 20th. The committee reviewed the status of our
planning timeline and made adjustments as deemed necessary.
Challenges:
·
200708 FAFSAS
are not available for order until November 1st (FAFSAs ordered)
·
2006 Tax forms
are not yet available
·
Advertising for
regional trainings
Activities planned but not yet completed:
Future
committee meeting dates:
Wednesday
November 8, 2006 (meeting cancelled)
Wednesday
November 15, 2006
Friday
December 1, 2006
Regional
training dates: (Carmen to e-mail be sites)
January
30th, 2007 NE
February
1st, 2007- NW
February
8th, 2007- SW
February
16th, 2007 – SE
3.) NASFAA
Training Emily
Swain
40 people signed up for training for
pre-conference (Verification) on December 12. 44 packets sold.
4.) Outreach
Committee Bev
Dalheim/Carrie Euype
Summary
of Activities:
Honda Fair Days: Oct. 4, 11, 18 Times were
covered by Outreach volunteers.
Honda administration and employees appreciated us being there. Attendance is not great and the
committee will evaluate at its last meeting if we should continue to
participate in this program next year.
OCAN: Oct. 23, 24:
Activities planned but not yet completed:
SW
Regional meeting—at UC on Nov.
16, presenter needed, but will contact UC to see if a staff member can
cover.
Counselor
Workshops: Carrie is overseeing this project. Some schools still need presenters and
volunteers to help with registration and other duties that day. If interested in helping, contact Carrie
and the site coordinator. This is a
big project because we have 12 sites in 4 days. More than 1300 high school counselors,
access advisors and others will attend.
Recommended discussion items for the Executive
Committee:
Encourage OASFAA, especially the CGS committee explore the possibility of requesting funds from the Honda Foundation for projects.
5.) Early
Awareness Committee LaToya
Sykes/Andrea Tracy
Summary
of activities:
Held meeting on September 15, 2006 at Baldwin Wallace
and October 25, 2006 at
Activities planned but not yet complete:
Getting the EA presentation on-line by December 15, 2006.
Recommended items for discussion:
Possible sponsorship for certain items: Booklets, handouts and postcards
6) College Goal
Sunday Committee Becky
Shinnabery/Doris Smith
Summary
of activities:
OCAN Conference session went just fine.
Struggling with ATAC and getting registration up and
running!!
Addresses to printer for mailing completed.
Website is up and working
(www.ohiocollegegoalsunday.org)
Activities
planned but not yet completed:
Mailing to all High Schools, OCAN groups and Colleges
are to be mailed during the first two weeks of November. Address information has been sent to
printer and they are working on them as we speak. Posters & flyers are being mailed
now. (2 posters and 200 flyers per
school-contact Becky or
Packets for Site Chairs and Presenters are being put
together.
Recommended
discussion items for the Executive Committee:
Come up with a “permanent’ design for
College Goal Sunday.
Discussion:
Can we put a piece on the website for counselors to print from website.
There will be a session at conference for Site
Coordinators.
7) Web Manager
Updating web from last year’s
suggestions. If need something
posted, contact Paula at ATAC and John Brown. If there is a deadline, please be sure
to notify Paula and John.
“Administrator’s
resources” page added.
Complete:
We
are still finalizing a few interest sessions with moderators and presenters, in
come cases. The outstanding
sessions will be completed this week allow site chairs to finalize room
location and program chairs to finalize program content.
The
opening session has been finalized and will be presented by Patrick Donadio, a
certified public speaker. Patrick
joined us in December 2004 for two interest sessions and we have asked him to
return. We are now working on his
contract and will have a conference call with him to solidify his presentation
with the theme.
As
of today, we have 5 rooms available in our room block on each of the
nights reserved (Monday – Thursday night). I am working with the Clarion Hotel,
located around the corner, to set up an overflow hotel location. Once finalized, hotel information will
be sent as an email to the listserv and updated on the conference site. We have reserved a few more rooms this
conference than we had last year and are presented with the same problem. Ann Marie has reviewed the hotel
reservations compared to the conference registrations to see if we have any
rooms that may potential be cancelled and we can have others to re-book before
the deadline.
To
be completed:
·
finalizing the
conference giveaway item
·
reviewing the
conference menu
·
finalizing any
sessions that are incomplete
Discussion: Mike Clouse (Leadership Chair) and
Marnie Roberts (Conference Program) are not employed as of right now. Have temporarily
stepped down as committee chairs.
Positions not being filled as both are actively seeking employment.
1.) Corporate
Development Karen
Wallace
Summary of activities:
For Winter Conference 2006 we have 16 sponsors, 11
Ads and 34 exhibitors (plus OCAN and College Goal Sunday.) (36
tables) for a total dollar commitments of $39,300. Breaks will be held
in the Foyer, close to the vendor area. (Get updated amounts from Karen Kopp)
For 2006-2007 General Corporate Sponsorship we have received commitments in the amount of $23,650 (total 19 sponsors) and received $20,150 in payments. There are four items that have not been selected for sponsorship (Nasfaa Preconference and 3 Support Professional Training Meetings). We have 10 College Goal Sunday Sponsors for a total of 11,000 (one sponsor gave $2,000).Last year General Sponsorship brought in $22,900 which included $2,000 for Leadership which was not a sponsored item this year. Request for payment emails sent to 3 organizations that owe for general sponsorship.
Activities planned but not yet completed:
Vendor signs to direct attendees to vendor area. Signage for new vendors or name changes. Powerpoint scroll
down of Sponsor names to provide acknowledgement during general sessions.
Vendor table packets with conference information including shipping, raffle
instructions, President reception, etc.
2.) Professional
Development Pamela
Arrington
Professional Development
sessions for Winter Conference:
12/13 4:00 to 5:15
climbing the leadership ladder, what not to do:
By Dr George Reid College
Loan Corp
12/13 4:00 to 5:15 Adding
leadership skills to your management toolkit By Patricia Woods TG
12/13 4:00 to 5:15 Improve
your Office Environment By Brendon Sanger Nelnet
12/14 10:00 to 11:30AM
Gender Blender
by Brendon Sanger Nelnet
12/15 General Session
Closing
by Tom
Sharpe TG
3.) Conference
a.) Site Frances
Robbins/Betsy Johnson
Summary of activities:
We have been working on the AV needs for winter
conference. At this point, we have
heard from 20 people about their needs.
I am hoping to email all moderators this week to confirm their needs or
lack thereof for AV equipment, so that we have a better idea of how many
projectors and laptops we will need as well as anything we would need to
arrange with the hotel.
At this point, it looks like we will need at least 3
laptops and 3-5 projectors. More
people seem to be using their own equipment –especially laptops. (Soliciting offers-Don Chenelle
suggested contacting Kim Landis)
We have been working on changing the evaluation form
to be something that gets put into packets and will allow attendees to complete
on a daily basis – rather than the format used previously which caused
lots of wasted paper. The new
format will also allow people to complete the form after the session is over
but don’t have time to stay and turn it in to the moderator. (Betsy handed out evaluations for
feedback)
Activities planned but not yet completed:
We will need to seek out members to donate
equipment. As indicated above, we
could use at least a couple of laptops and a few projectors. If anyone on executive committee can
donate one, or if those who have OASFAA equipment will have them at conference,
please let Betsy and I know.
We have not yet assigned rooms to the interest
sessions, so we will be doing that in the near future so that Lee Ann can
update the program.
We will be putting together moderator packets once we
have made room assignments.
We will be making copies of the evaluation forms.
Recommended discussion items for the Executive
Committee:
Who can bring equipment to the conference?
We will have sample of the evaluation form if anyone
wants to comment on it.
b.) Program Lee
Ann Timmerman
- Postcards
have been mailed for the Winter Conference
- The
online program will be uploaded very soon to the OASFAA site
- Folders
for Outreach and Conferences have been reordered. They are similar to
last years with an additional 9/11 graphic on the back cover.
- The
paper program is currently being work on for Winter Conference
-
c.) Entertainment John
Hammond
Summary of activities:
Submitted contract to Barnes & Noble for services
related to book drive at winter conference to benefit “Reach out &
Read.”
Submitted contract to T.E.A.M DJ for DJ services
related to winter conference entertainment.
Activities planned but not yet completed:
Entertainment committee meeting scheduled for October
27th to continue preparations for entertainment activity (Price is
Right) and “concierge service” (restaurant sign up sheets for
attendees who wish to go out on their own and pair up with other attendees).
d.) Registration Ann
Marie Gruber
Summary of activities: Web registration for Winter
Conference went live on October 13, 2006. Members are given the option
at the time of registration to renew OASFAA membership for 2007. To date (10-25-06), registration numbers
are as follows:
209 full conference registrations
21 one day only registrations
40 are registered for NASFAA training
41 of the registrants are first time conference
attendees
I have received a few payments already.
Activities planned but not yet completed:
Will be working on cleaning up past due balances if
there are any. ATAC is still
showing some non-pays for past conferences but I need to find out if those are
truly non-pays or were not marked because the payment went elsewhere
(membership dues, etc.)
Discussion:
Please cancel hotel room if not attending. OASFAA could be charged for rooms not
used. (People “holding”
rooms and not cancelling when they do not show up) Not due to lack of planning.
Hotel is full.
All new registrants will be going to overflow. Talking to Marriot to
create a waiting list if rooms become available.
Also asked if your meal preferences change, please
notify.
4.) Leadership Amy
Wilkens
Summary of activities:
·
Participated 1st
exec meeting.
·
Completed
Session description and emailed to Angela Johnson
·
Received list of
past members from Cheryl Willard
·
Received list of
past members from Angela Johnson
Activities planned but not yet completed:
·
Emailing,
contacting past Leadership class participants encouraging them to attend session
at Winter Conference.
·
Picking out menu
items/beverages for session
·
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 Jennifer
Hayes/Robin
Summary of activities:
The committee met on October 16, at
Also, we discussed the mentor/mentee program and
reception at conference. Decided to have a competition between mentor/mentee pairs to
encourage active participation throughout the whole conference and not just one
day. Hopefully the
relationship will extend after conference as well.
We sent e-mails out advertising the mentor/mentee
program to the organization, hoping lots will sign up.
Activities planned but not yet completed:
Working on welcome packets to send to all the new
members before conference. This will give them an idea what they
need and can expect at winter conference.
Also, finalizing details about the mentor/mentee
reception. We have to wait to see who all signs up
first before we can match up participates and get an idea of what all we may
need for the competition.
At the meeting we started looking ahead for spring
conference to see what we may want to do in regards to new member and a follow
up with mentor program (see how well winter conference will go.)
Recommended discussion items for the Executive
Committee:
Status on the committee responsibilities/information
packet so we can use it for our new members.
C. President-Elect Amy
Baker
Summary
of Activities:
¨
Attended the
MASFAA conference and exec meeting
¨
Attended OCAN
conference
Activities planned but not yet completed:
None at this
time.
Recommended discussion items for the Executive
Committee:
·
Need to identify
·
Need to identify
Local arrangements folks to help with the planning of MASFAA 2008
·
Need
·
March 3-5 NASFAA
Leadership Conference (Amy & Deb Divers to attend)
1.) Nominations
Committee-Amy will be soliciting nominations at conference for upcoming year.
2.) Finance
Committee
3.) Research
4.) College Goal
Sunday Corporate Development Mary Arter
Summary of activities:
·
Continued work
on developing implementation plan (Project Plan attached)
·
Held committee
meeting on 10/11/06
·
Confirmed
companies to contact, gathered contact information and identified committee
member responsible for contact
·
Completed
introductory letter
Activities
planned but not yet completed:
·
Begin contacting
organizations
·
Create follow-up
phone script
·
Create follow-up
email
·
Create invoice
Discussion:
D.
Past President Mary
Lynn Perri
1.) Association
Governance Planning Michele
Wade
Summary
of activities:
Committee met on October 19th to discuss:
a) 2000-05 AG&P revisions to P&P that were approved but are not in P&P. We will
incorporate these changes into P&P along with anything that results from b)
below.
b) P&P revision that covers prohibition from
sponsorship (general & conference) and exhibiting for vendors whom are not
operating in accordance with OASFAA’s mission, vision and goals.
Recommendation to be handed out at Exec mtg. (Attached)
Activities
planned but not yet completed:
- Once totally revised, we will send updated P&P
to John Brown for posting to the web.
Recommended
discussion items for the Executive Committee:
- Will prohibition of
vendor be annual or permanent?
- Appeal process
especially if prohibition is permanent?
- Communication with MRU
as current proto-type violator? How? By whom?
- Communication with
membership? Newsflash? Listserv?
- Should we consider a
more secure entrance to vendor and/or session areas?
- Are we ok with just
rolling the old items in since they were approved previously?
Recommended action items for the Executive Committee:
a)
Make the changes to P&P from 2005-06
b)
Approve recommendation from AG&P for prohibition clause(s) to be added to
P&P.
2.) Membership Melony
Ohalek
Membership
brochure to be available by 11/30.
Requested to add training opportunities to brochure. Emily to work on that. On brochure, refer to web for Executive
Committee members as well as benefit of the website. Requesting feedback from corporate
development for ideas as to what goes into brochure.
Discussion: Non-members that are registering for
conference are registering to be members 2007. (get 2 months
“free”) People that are
signing up for memberships only, are only being registered for 2006. Do you count them as 2006 or 2007. As of right now, can only sign up for 2006 membership only. (No conference registration) Not getting communication right
now. Melanie to contact people that
signed up for membership only to see what year they intended to sign up
for.
Lengthy
discussion over when the membership year should begin and end. Various scenarios were discussed
regarding fiscal implications and when benefits (such as the listserve) would
begin.
For this
current year, keeping as was before.
Claudia
working with Melony. Honoring
longevity for members for 20, 25,30,35 at Winter
Conference.
3.) Communication Michiale
Schneider
Summary of activities:
** Two NewsFlashes have gone out to the membership
** Job approvals are being approved regularly and
have been moved to Randy Ulses
Activities planned but not yet completed:
** We are working on the first issue of the Gazette
– Our schedule is to have them out in Jan, April and July.
When posting jobs, goes through Randy and Michiale
for approval?
Document how things get to and from ATAC.
4.) Regulatory
Committee
a.) State Issues Connie
Williams
Summary
of activities:
A. Contacted Charles Shahid at the Ohio
Board of Regents to check on meeting set at OBR, Nov 3rd. Room scheduled, lunch arranged and staff
prepared to present overviews and updates about their areas.
B. Contacted Mike Kinney, College Resource
Coordinator for Ohio Rehabilitation Services Commission about new
administrative rules. It now
requires a financial means test for its students (FAFSA); and for 2006-7 each
student must contribute 75% of his/her EFC toward college expenses. In 2007-8 students will be required to
contribute 100% of EFC. RSC now bases
its funding decisions on basis that the agency is the last payers of
post-secondary costs.
Activities
planned, but not completed:
Charles
Shahid will present at Winter Conference, General Session and will conduct a
round table discussion and interest session.
Recommended
discussion items for executive committee:
None
at this time
Recommended
action items for the executive committee:
Recommendation to the Conference Committee that they
extend an invitation to Mike Kinney from the ORS, to present at Spring
Conference interest session.
State budget process to start up soon.
Suggestions for what OASFAA can do with be forthcoming.
There
will be an interest session on TEAP by Dee Delany.
b.) Federal Issues Martin
Maliwesky
Summary of activities:
We met on October 2nd and discussed recent
HERA guidance and training possibilities for members prior to Winter
Conference. Roger will contact
Jamie Malone to see if any U.S. Department of Education HERA training materials
could be made available prior to training scheduled for December 12th. Marty attended the OASFAA Southeast
regional meeting on October 13th, and served on a panel of school
reps to discuss ACG/SMART Grant implementation status at member schools. Finalized plans for Winter Conference
interest session on ACG/SMART Grant implementation issues.
Activities planned but not yet completed:
Finalize training/updates for the month of November.
c.) Reauthorization
Issues
d.) Task Force Wendell
Schick/Don Chenelle
Governing principles: Academic preparation, achievement, and
how to pay for it.
Goals for OASFAA must be targeted,
focused, achievable.
Formed
committee that includes OASFAA and non-OASFAA members. (Get members from Claudia-include Brenda
Martin. (not
on Claudia’s)
Committee
met and formed minutes. Don and
Wendell met in August. Report to be
sent to committee
Contacted Access organizations and members. Two
principle needs: Staffing &
funding
OASFAA
can help
Provide
info, staff, and funding via campus work study
Just writing goals and principles. Separate
from Outreach and Early Awareness Committee.
Claudia
asked for members of committee to bring back suggestions to exec committee for
January meeting if possible.
A.) OBR Charles
Shahid
B.)
Open House at
C.) OCAN Mayme
Patthoff
Passed
out magazine
“College 101”. (35K
printed) 2
issues per year. Targeted at juniors and seniors. First issue was to prepare and how to
apply for college. Second issue
will be distributed before CGS. Looking for topics for the second issue regarding financial aid.
Looking for articles about a current student that
attended CGS. (Success stories) OCAN offering to OASFAA to half pay for
an advertisement in the magazine.
Print deadline by December 15.
Handed out flyer to send to Mayme for those ideas. (Fran-writer?) Mentioned at OCAN
session at Conference.
Goal
is to double number of magazines printed for next issue in January.
OCAN
Conference-338 attendees (record for OCAN) 5 sessions on financial aid
topics. Well attended.
December 12 meeting between reps of OCAN, OACAC,
OASFAA, and OBR.
“Know
How to Go” is a national campaign targeted at 8-10th
graders. Encouraging
them to go to college.
(Sponsored by Lumina and Ad Counsel)
Motion to
adjourn Stephanie. Emily seconded. Meeting adjourned at 1:52 p.m.
Next meeting January 26