OASFAA Executive Committee Meeting
Minutes
Great Lakes
Higher Education Corporation,
April 27, 2007
Pamela
Arrington
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
Lee
Harrell
Jennifer
Hayes*
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*
Doris
Smith*
Stephanie
Sutton
LaToya Sykes
Karen
Tijanich
Lee
Ann Timmerman
Andrea
Tracy*
Randy
Ulses*
Michele
Wade*
Karen
Wallace*
Claudia
Wenzel*
Cheryl
Willard*
Connie
Williams
*Present
Meeting
called to order at 10:20
I. Announcements and New Business Claudia Wenzel
(Per
corporate support chairs) Asked sponsors and exhibitors to offer a general sponsorships instead of sponsoring individual
events. (meals,
break, etc.) Over 39
exhibitors. 19
of which are sponsoring. No
change from the past. No signage. Asked sponsors not to offer
door prizes. Use proceeds to
donate toward charitable drive.
(Bluffton charity) Claudia will
still recognize the venders and sponsors as a whole for their support. Will discuss having a
spokesperson(s) if approached by media at the conference.
Golf outing not a sponsored event.
Discussion about a plan of action pending guidance
from the state and federal authorities. Will evaluate current practices
and discuss changes if necessary.
Concern about meeting at
Discussion about sponsors having ads in the
conference program. Andrea Tracy suggested a disclaimer in the
program that states these are paid advertisements separate from sponsorships. Karen Wallace suggested putting the ads in
one spot. Place a disclaimer before the
ads.
Concerned about lenders presenting at various
sessions at conference. Need to note that those presenters are not
there to promote their product. Claudia
noted that the majority of presenters are school members.
Finance
committee will meet to determine how sponsorship and vendor dollars will be
affected and how it will affect the association.
Conference
Sponsorship (see previous notes)
Don
suggested sponsorship for Spring issue of “College
101”. Finance committee to discuss
possible sponsorship. Don
to find out a dollar amount and timeline. Concern raised about
the viewership of the publication. Don to get that information
from OCAN.
James White Award Nominees-Claudia sent out an email to association and solicited nominations.
Supervisor
Names-Claudia would like to e-mail a thank you to supervisors of executive
committee members
Updated
Committee Lists-Please update committee listing on website. Claudia wishes to e-mail a thank you to those
members.
P&P Manual-Discussion about proposed changes.
Motion to make changes to P&P by Deb Divers. Amy Baker
seconds. Revised P&P changes
approved. (Changes are in italics)
2.1.2
Associate
Membership-Associate membership shall be open to individuals who are engaged
indirectly in the administration of financial aid programs and who can
demonstrate to the Trustees an interest in the purpose of the Corporation. Associate members are non-voting members who
may not hold elected office but may serve in any other capacity. This
may include student membership.
2.1.3
Membership Dues-
Membership in the Ohio Association of Student
2.1.5
Refusal/Revocation
of Membership- Membership in the Ohio
Association of Student
2.2
Sponsorship and Exhibiting- Sponsorship of any OASFAA activities or
exhibiting at any OASFAA activities can be refused if an OASFAA member in good
standing submits a written complaint to the Executive Committee which includes
third party documentation in support of the complaint. Refusal of sponsorship/exhibiting will occur
if a sponsor/exhibitor is not adhering to the Corporation
3.1 Officers- The
Officers of the Corporation shall include a President, President-Elect, Vice-President for Training, Vice-President for Conferences,
Secretary, Treasurer, Treasurer-Elect,
Past-President, and Regional Representatives; all of whom serve as
Trustees. Through a ballot process, the
President-Elect, Treasurer-Elect, Secretary, and Regional Representatives are elected
annually by a simple majority vote of the Corporate
membership. The Vice-President for Training, and the
Vice-President for Conferences will be elected biannually by the same type of
vote. The Vice-Presidents will be
elected alternating years. Election
results will be announced in the spring.
Terms of office commence on the 1st day of the Corporation’s fiscal
year.
3.2.9 Regional
Representatives- The Regional Representatives represent
the membership of their respective regions at meetings of the Trustees and
serve as a communication link from the Corporation to their respective regions. The regions are determined by the telephone area code in
which the institution is located. As
area codes are added, they are to be included with the prime code, listed
below, first for each region.
Northeast:
216/234/330/440
Northwest:
419/567
Southeast:
614/740
Southwest: 513/937
5.0 Committees-1. Develop,
at the beginning of the year; goals, budgets, objectives, plans of action, and
priorities for the coming year, including a calendar.
2. Submit goals and objectives to the
President of the Corporation for review by the Trustees. The Committee Chair is responsible for
implementing the goals and objectives of the committee during the term of
office. The Committee Co-Chair assists the
Committee Chair with the responsibilities, as determined by the Committee
Chair, with the goal of having the Co-Chair assume the Chair position the
following year.
Standing Committees
Association Governance/Planning
College Goal Sunday
College Goal Sunday Corporate Support
Communications
Conference Planning
- Site
- Program
- Registration
- Entertainment
Corporate Development
Early Awareness
Finance
Leadership
Membership Support
New Member/Mentoring
Need Analysis
Nominations
Outreach
Professional Development
Regulatory - Federal Issues/Reauthorization
Regulatory - State Issues
Research
Special Committees and Task Forces
Support Professional
Web Developers
5.1.4
Corporate Development Committee
The Corporate Development Committee promotes OASFAA by
coordinating sponsorship opportunities, which assist in funding various OASFAA
functions.
The Corporate Development Committee:
1. Conferences – Serves as the Conference
Committee Corporate Development Chair. Obtains sponsorship
to publicize the OASFAA winter and spring conferences held yearly and provides
detailed information to OASFAA associate members (lenders, guaranty agencies,
secondary markets and servicers) concerning
sponsorship opportunities. These include:
conference programs, advertising in conference programs, training
materials, folders, meals, breaks, speakers, entertainment, general
sponsorship, and exhibiting.
5.1.15 Web Developers Committee
The Web Developers Committee promotes awareness of technology options to the
financial aid community and provides technical support for the Trustees. The
Chair will appoint a vice-chair to handle all computer hardware related issues
for the equipment owned by the association.
The Web Developers Committee:
1. Updates and maintains
OASFAA Web Page.
2. Collects and
disseminates to members any information relative to the technology needs of the
financial aid profession. Plans and
conducts conference interest sessions, regional meetings and statewide and
regional workshops.
2. Assesses the technology needs of the
Corporation's Trustees and makes recommendations based on these assessments.
5.2
Special
Committees and Task Forces
Special
committees and task forces
may be appointed on an annual basis by the President
6.2 Conference Guests
Policy - approved 7/1/05
OASFAA may choose to invite selected individuals to annual
meetings as “Conference Guests.” A
conference guest (keynote speaker, presenter) invitation and expenses must be
approved by the Vice President for Conferences.
The Corporation may cover the registration fee, reasonable
transportation coverage, room accommodations, and/or an honorarium.
In addition, due to their involvement with the planning of the
association conferences the following positions on the Executive Committee will be covered accordingly:
President – Conference
registration and hotel guest room for both conferences
President Elect - Conference
registration and hotel guest room for both conferences
VP for Conferences - Conference
registration and hotel guest room for both conferences (shared room if
possible)
Registration Chair - Conference
registration and hotel guest room for both conferences (shared room if
possible)
Site Co-Chairs - Conference
registration and hotel guest room for both conferences (shared room if
possible)
Program Chair – Conference
registration for both conferences
Treasurer - Conference
registration for both conferences
VP for Training – Conference
registration and hotel for conference
with NASFAA Training
By order
of preference, offer conference registration and complimentary rooms, as they are
available, by discretion of the President.
6.5 Completion of Reimbursement Requests
A
reimbursement request must be completed in order for an OASFAA member to obtain
reimbursement for his/her approval of expenses or for approved expenses
incurred by an outside individual/organization. The correct procedures for
completing a reimbursement request are to:
1. Print
the name of the payee along with the date on the top line.
2. Print
the address where the check is to be mailed in the address.
3.
Indicate the total approved amount to be paid and a brief description of the
reason for reimbursement in the appropriate section.
4. Provide documentation for the amount to be paid
such as receipts, invoices, etc.
5. Sign and date the reimbursement request along with the name of the
institution and and indicate
your OASFAA position title or committee.
6. Send the completed reimbursement request to the appropriate
individual:
Committee
members submit to committee chair. Committee
chair and elected officers submit to their OASFAA Trustee. President Elect The OASFAA Trustee authorizing
individual will complete
the "charge to" section indicating the budget line item against which
the expense is to be charged. The OASFAA Trustee authorizing individual will review and confirm the
entire reimbursement request form and sign his/her name at the bottom of the
form indicating his/her OASFAA title and the date. The OASFAA Trustee will forward the
completed reimbursement form to the OASFAA President Elect for final
authorizing signature. The OASFAA
President Elect will forward the
completed reimbursement request will be sent to the OASFAA Treasurer for
issuance of a reimbursement check. The Treasurer will keep a copy for his/her
records and update the expense budgets accordingly. A check will be sent to the
Payee. and
a copy of the completed reimbursement form will be sent to the requesting
individual.
6.6 Reimbursement Authorizations
In order for every OASFAA committee chair,
officer and regional representative to be responsible for their assigned
budget, any disbursement should have two three signatures
for approval: 1) the originator, 2) the OASFAA Trustee, and
3) the President Elect. A Committee Chair or Regional Representative
may delegate responsibilities to others that may incur expenses and be entitled
to reimbursement. Such requests for reimbursement should be sent to the
Committee Chair or Regional Representative (as appropriate) who should review
and may authorize the request. The Committee
Chair or Regional Representative will submit the reimbursement form to the
appropriate Trustee for authorization.
Added
changes will be sent to trustees to vote on via e-mail.
OASFAA
Constitution-Steve circulated updated OASFAA Constitution to post to the web.
Task Force Recommendations-Presented at the previous
executive committee meeting. Andrea Tracy (Early Awareness Chair) mentioned
that the committee is in line with the recommendations.
Concern
about affiliation of financial aid staffs with the various access groups. What is that role? Don suggesting to make it a
little more formal. Not
suggesting changing that staff person’s role.
Don and Wendell to announce findings to membership at
Spring Conference.
Don suggesting that FAA encourage to work for the various access groups. Concern about FWS funding at each institution. Could use community service portion of FWS for employment at access organizations.
III.
Secretary’s Report Scott
Lehman
Minutes from the January 26, 2007
Executive Committee meeting posted to website.
Motion to approve March 9 minutes by Amanda McPherson and seconded by
Jen Hayes. Motion approved to approve
March 9 minutes. Those
minutes to be posted to the web by the Secretary.
III.
Treasurer’s Report Stephanie
Sutton
Summary of activities:
§Al l accounts reconciled with bank statements.
§Provided
account information to Vice President for Training, Kim Nash-Yore, in an
attempt to understand spending patterns.
Will use as a tool in future Finance Committee meeting.
A.) Northeast Stacey
Black
Summary of activities:
4th meeting at Cleveland Foundation –
March 23--15 attendees
5th meeting at Akron Zoo- April 25
Approximately 20 attendees at April 25 meeting
B.) Northwest Sherri
Jianuzzi
Summary
of activities:
Our
third regional meeting was held on March 30, 2007 at Winebrenner
Theological Seminary in
Activities
planned but not yet completed:
The
last regional meeting is scheduled for April 26, 2007 at
Since
23
people attended April meeting.
C.) Southeast Amanda
McPherson
Last meeting was held on April 20. About 15 people attended.
D.) Southwest Doran
Brock
Summary of activities:
The fourth SW Regional meeting was held at UC RWC on
4/13/2007
Kimberly Gormley from OCAN
can down and gave a very good presentation around who is
OCAN and the Know How 2 Go campaign
Activities planned but not yet completed:
The fifth and final SW Regional meeting will also be
held in
1.) Support
Professional Committee Karen
Tajanich
Summary of activities:
We have reviewed nominations and selected recipient
for the 2006-07 Support Professional of the Year Award. We have contacted the person who nominated,
and requested that he arrange for the recipient to be present at the spring
conference for the presentation, with out knowing of the award. We are waiting to hear back confirmation.
Asked Claudia to order plaque.
Activities planned but not yet completed:
Need to write speech for the presentation. Need to let all other nominations know we
have selected a winner.
2.) Need Analysis Carmen Sears-Edwards
Summary of activities:
We
conducted our Need Analysis sessions in each of the four regions:
·
February 1st,
2007 NE at
·
February 7th,
2007- NW at
·
February 8th,
2007- SW at
·
February 16th,
2007 – SE at
Evaluations
were very positive; will forward to committee.
One suggestion if Need Analysis does go back to four sessions for next
winter that the fourth session be a detailed review of completing the FAFSA.
Activities planned but not yet completed:
An abbreviated session will be held for NE region on
April 25th at the Akron Zoo. Stacey Black
coordinated a repeat session due to the February 1st training having
a low turnout due to the NASFAA training
3.) NASFAA
Training
No report at this time.
4.) Outreach
Committee Bev
Dalheim
Bev reviewed budget with Stephanie and
Carrie. There were outstanding bills
from 2005 that were paid out of Outreach budget. Those issues are up to date. Got information together
for OCAC.
5.) Early
Awareness Committee Andrea
Tracy
Summary
of activities:
Approved mock-up registration site. Waiting for it to go live.
Activitites planned but not yet completed:
Registration site to go live and letters to be sent out. La
Toya Sykes will be co-presented with Michele Brown the Early Awareness
Curriculum at the OACAC Conference to
further solidfy the releationship with OACAC.
6) College Goal
Sunday Committee
Summary of activities:
All evaluation have been
submitted to NASFAA and should be returned to us soon with summary evaluation
information.
The date for College Goal Sunday ’08 is February 10,
2008…unless new committee feels a change is necessary!
Activities planned but not yet completed:
Forward planning for next year should start soon with
new Chair/committee.
Recommended discussion items for the Executive
Committee:
See attached memo from Marcia Weston regarding new
National PR Campaign for College Goal Sunday.
7) Web Manager John
Brown
Asked to be
part of the U.S. DOE Default Prevention Project. DOE wishes to use OASFAA website to help meet
their goals. (Educating students about
their loans) Actual
page on our website. Also to
educate schools about what services and tools that are
available.
Contributions by lenders and guarantors
to provided those tools. Don suggested
having information and material sent to OASFAA to post to website.
Amy mentioned that she plans on forming
a task force to address the Default Prevention issue. It was suggested that that task force.
Motion to
approve partnering with DOE on this projected by Mary Lynne, seconded by Amanda
McPherson. Motion approved.
Listserve policy-Need
to let membership know what is appropriate to post to listserve. ATAC and Web manager does not edit or check
for content. John to
look at P&P and Constitution for guidelines about monitoring messages being
sent out.
1.) Corporate
Development Karen
Wallace
Summary
of activities:
For Winter Conference 2006 we had 41 exhibitors and
20 sponsors; for a total dollar commitment of $42,100. There is still one
vendor unpaid, but they have been contacted - again.
General sponsorship no outstanding
issues.
For Spring Conference we have sponsorship commitments
of $40,050 which includes
18 sponsors, 20 exhibitors for a total of 38 paid tables.
Both OCAN and OBR will receive complimentary exhibit space. All items have been
sponsored except for Golf Dinner, Wed. Lunch, Wed. New
Member Reception and the Conference Item. Total Ads for program are 22 and we
have received all but 2 at this time. Contact has been made written and voice
with organizations to obtain remaining ads due.
Activities planned but not yet completed:
Close down sponsorship site, prepare signage, contact
hotel to confirm tables needed and assign location(s), review draft program for
sponsor/exhibitor list, prepare scrolling acknowledgement for general sessions
2.) Professional
Development
Committees
fair at conference. Pam
& Ralph to e-mail more information.
3.) Conference
a.) Site Frances
Robbins
Summary of activities:
·
A/V requests are
complete and confirmed
Future activities planned:
·
Room assignments
for interest sessions
·
Copying the
evaluation forms, preparing moderator packets
·
Determining the
menu for meals
Recommended discussion items for the Executive
Committee:
·
We will need to
clarify who will be able to provide
projectors, laptops and other A/V needs for the spring conference (want to specifically confirm status of
training laptop)
Requesting one more laptop and projector to borrow
for conference. Contact Frances or Betsy if you have one to
offer.
Evaluations: Received more evaluations under new
format.
b.) Program Lee
Ann Timmerman
I am currently working on printed
program. Postcards will be mailed later this week after a delay due to
finalization of Casino Night entertainment. Daily signage and rack cards
will be created after the final approval of the printed program.
c.) Entertainment Martha
Geiger
Summary
of activities:
·
Contracted with
company to hold a Casino night on Wednesday, May 16.
·
Requested
Deposit
·
Held meetings,
with committee to keep the progress flowing.
Activities
planned but not yet
·
Entertainment
o
Finalize
decorations/contract deposit
o
Contact OASFAA
members to volunteer at the Entertainment night
o
Contact Associate
members for donations of non-logo giveaways for the entertainment night.
·
Charitable
o
Pinpoint exact
fund to donate (Donation to
o
Send listserve email about fundraiser
o
Create signage
or Card for donos to sign, if they want.
·
Student Group
Performance
o
Still looking
for a student group.
Thursday
lunch, Claudia asking that a member of exec sit at
each table.
d.) Registration Ann
Marie Gruber
285 registered.
Approximately half of those have paid or are complimentary
registrations.
Overflow is at Comfort Inn.
4.) Leadership Mike
Clouse
Nothing to
report at this time.
5.) New Member/Mentor Jennifer Hayes
36 new members registered for Spring
Conference. Sending
welcome letter and membership brochure to registered new members on April 30.
C.
President-Elect Amy
Baker
Summary of activities:
·
Election ballot
is active with elections closing on April 23rd
Activities planned but not yet completed:
·
After the
completion of the election, will be finalizing the executive committee for the
2007-2008 year
·
Leadership
retreat will be June 13-14, 2007 at Sawmill Creek with all new executive
committee members attending
1.) College Goal
Sunday Corporate Development Mary Arter
Summary of activities:
·
Mailed letters
to prospective corporate sponsors.
·
Began work on
follow-up correspondence materials.
·
Mary attended TG
Grant proposal workshop on April 12, 2007
·
A committee
meeting has been scheduled for April 19, 2007.
Activities planned but not yet completed:
·
Make follow-up
phone calls to prospective corporate sponsors.
·
Send packet to
interested parties.
Recommended discussion items for the Executive
Committee:
·
Based on the TG
workshop, it became clear that in order to obtain funding OASFAA needs to be
clear on what additional activities are planned that would require more funding
above and beyond what is already being done. For instance, what can we do
differently to reach more students in rural areas or those from H.S. that are
underrepresented at colleges?
Cheryl
and Mary are looking for assistance/guidance for specific plans for reaching
rural and underrepresented families.
Sponsors are looking for that information.
Numbers
were down for CGS compared to last year.
Discussion about reasons why…and marketing. (How to reach out to students
with the most financial need.
Also non-traditional students, adult students) BVR, Job and Family Services,
Libraries were all suggested as possible resources
Also
suggested was partnering with OACAC. It
was mentioned that students cannot receive financial aid if they haven’t gone
through the Admissions process.
D.
Past President Mary Lynn
Perri
Mary Lynn is looking for an inventory
of all OASFAA equipment. Also looking to see if the equipment is in working condition. There is one laptop that is unaccounted
for. Will determine what is needed for
possible leasing. (laptops
& projectors) Re-evaluate need for
who needs a laptop.
1.) Association
Governance Planning Michele
Wade
(See
old business)
2.) Membership
693 members
for 2007 at this time. Compared
to 844 in 2006 and 850 in 2005. Not
including those that registered for membership at conference registration.
Concern over
some members not receiving e-mails.
Also concern over members receiving incorrect regional
e-mails. (Ex. someone in NE
region receiving receiving NE e-mail AND SW e-mail)
Membership and
Web Development to work together to resolve this issue.
3.) Communication Randy
Ulses
Summary of activities:
Activities planned but not yet completed:
Recommended action items for the Executive Committee:
4.) Regulatory
Committee
a.) Federal Issues Roger
Eldridge
List of public officials to contact was
circulated
b.) State Issues Connie
Williams
Summary
of activities:
A.
B. Mike Kinney, College Resource Coordinator for
Ohio Rehabilitation Services Commission will present at Spring Conference.
C.
Donna Lenz a student from Good Samaritan College of Nursing will represent
students and address the conference.
Discussion
of whether or not OASFAA should take an official stand regarding the Ohio
Choice Grant. Decided
that because we represent different institutions, there could be conflicts of
interest.
c.) Reauthorization
Issues
No report at this time.
d.) Task Force Wendell
Schick/Don Chenelle
No report at this time.
A.) OBR Charles
Shahid
No report at this time.
B.)
No report at this time.
C.) OCAN Mayme
Patthoff
Legislative Breakfast
OCAN
co-hosted with OASFAA, OACAC and the TRIO Programs a legislative breakfast on
March 28, 2007. The purpose of the breakfast was to educate the legislators on
the work that these associations do to promote higher education in our
state. Governor Strickland spoke at the
breakfast. Other speakers included the
Chairs of the House & Senate Education Committees, the president of OAEOPP,
the president of OCAN and students with success stories. Several members of the
OASFAA Executive Committee attended the event.
Over 200 people including several
OCAN
would like to thank OASFAA for financially co-sponsoring the event.
Each
organization prepared
an information sheet that was included in a packet of materials provided to all
attendees.
Governor
Strickland launched the Ohio KnowHow2Go campaign during the breakfast. In addition, OCAN has launched the
KnowHow2GoOhio.org website to provide students and parents with information
related to preparing for and attending college.
OCAN Professional Development
Activities
OCAN
has secured assistance from OASFAA for the College Access Advisor Training
scheduled for August 15, 2007. Lawrence
Matthews will conduct that training. In
addition, OCAN has asked
OASFAA Spring Conference
Reggie
Wilkinson, President of OCAN,
has been asked to speak at the opening session of the spring
conference. He will serve on a panel
with Eric Fingerhut and other association representatives. This opening session is designed to
compliment the legislative breakfast hosted in March.
Submitted
by,
Director-Outreach
& Members Services
Motion to
adjourn by Stacy Black and seconded Sherri Jianuzzi. Meeting
adjourned at 2:00 p.m.