MINUTES
MASFAA BOARD
MEETING
ATTENDANCE
A
Mississippi Association of Student Financial Aid Administrators (MASFAA)
meeting was held at the Hilton Hotel on June 26 and 27, 2005. Both 2004-2005 and 2005-2006 Board of
Directors members and Committee chairs in attendance were:
2004-2005:
Laura
Diven-Brown, President
Soraya
Welden, President-Elect
Ann
Margaret Mullins, Treasurer
Janice
Prather, Member-at-Large
Robyn
Cilwik, Director
Billye
Jean Stroud, Director
Wendy
Hutchins, Conference
Jane
McNaughton, Audit and Finance
Ron
Gambill, Legislative Relations
Robert
Givens, State Aid
Anne
Grove, Director
LaShanda
Chamberlain, Diversity
Donna
O’Quinn, High School Relations
Louanne
Langston, Archives
Tim
Atkinson, Site Selection
2005-2006:
Soraya
Welden, President
Garry
Jones, President-Elect
Laura
Diven-Brown, Past President
LaShanda
Chamberlain, Vice President
Michael
Ruffin, Secretary
Ann
Margaret Mullins, Treasurer
Robert
Givens, Audit and Finance
Teresa
Bost, State Aid
Brenda
Paganelli, Conference
Nancy
Gault, Member-At-Large
Steve
Greenough, Archives
Judith
Vidrine, Vendor/Sponsor
Robyn
Cilwik, Director
Peggy
Shoemake, Director
Billye Jean Stroud, Director
Donna
O’Quinn High School Relations
Marilyn
James, Diversity
Brenda
Carson, Legislative
Jackie
Boone, Site Selection
Board
Members, and Committee Chairs for both 2004-2005 and
2005-2006 not in attendance were:
Debbi
Braswell
Steve
Smith
Patrick
James
Lori
Ball
Jennifer
Medley
Soraya
called the meeting to order at
ITEMS COVERED:
Minutes
from the
Board Reports:
No
report provided
Past
President, Patrick James,
no report provided
President
Elect, Soraya Weldon, she
provided an annual report. Thanking
Brenda, Attended SASFAA workshop. NASFAA
leadership was attended in March of this past year. She highly recommended both the SASFAA and
NASFAA meetings.
Vice
President-Training, Lori,
although absent, she provided a report to Laura who passed out her report to
the group. Steve Greenough
asked if materials (Fall Training) could be provided to the schools earlier (so
that the school can make copies of the materials). Laura stated that the materials are not
available earlier. The time lag is about
a week before the fall training. Laura
asked LaShanda to check to see if we could get the materials early and then
airborne or send materials immediately upon receipt so that schools can make
copies. Soraya and LaShanda have made
the decision to provide 1 per school (2 for larger schools) and have ordered
already for the next training.
Treasurer,
Ann Margaret Mullins, she
passed out two reports; summary and detail.
This past year we did well in that income exceeded expenses. Previous years we had shortfalls. There were no questions.
Member-At-Large, Janice Prather. She passed out a
Membership Report indicating about a 20% increase in membership. On the report, she had comparisons between
years and a further breakdown by State, Affiliation and Institution Type. Membership fees are going up. ATAC will need to be notified to know
that. Soraya will work with Steve Smith
on working with ATAC. Debbi can also
help.
Directors, Ann, Billye,
Robyn. No
report.
President, Laura Diven-Brown. She provided a single
page report of highlights. She also
provided both
Archive, Louanne
Langston. She
passed out an annual report as well as an archiving recommendation to be
discussed later. The imaging project of
all old records is now complete. The CD
is located at Millsaps in a firesafe
cabinet. The safe also had some selected
original records as well. The official
MASFAA address is at Millsaps. That is why the archive info is at Millsaps.
Audit and Finance, Jane McNaughton. She had 4 goals for the
year; one to create an asset list, a definition of ‘true audit’, a financial review occurred, and determine the amount of
reserve funds. She also conducted an ad
hoc review of the checkbook at the Annual Conference.
Conference, Wendy Hutchins. She provided a paper
report that is very similar to the annual report. There were 19 sessions at the past
conference. The 3-ring binder went over
well. The 2 scholarships were well
received. It was a very large committee
and Wendy felt she needed every member.
Steve suggested that the breakout sessions should still have the 3 part
session evaluation form instead of using the website. Although she did exceed budget by a small
amount, the income was greater to cover those expense overages.
Diversity, LaShanda Chamberlain. No paper report provided. She had three goals; ongoing diversity
activities, and annual conference participation issues to be available at the
conference, and to provide a diverse slate of candidates.
Electronic
Services, Debbi Braswell. She was not at the meeting, but Laura did
summarize Debbi’s activities taken from Debbi’s annual report.
High
Schools Relations, Donna O’Quinn. she did not provide a paper report. She will continue to update the
superintendents. She had not had any
response from the letters so far. She
also suggested that local industries may be able to assist with education
issues at the High School level. She may
work with the Chamber of Commerce in the Delta area as an option. Soraya suggested that a workshop may be able
to piggyback on the ACT workshop. Louanne also suggested that IHL and Parents and Kids
Program will be conducting Regional Fairs the next year (all sectors—not just
selected sectors). It could be that
MASFAA could booth or otherwise disseminate information. Teresa also suggested participating in the
Mississippi Counselors group.
Legislative
Relations, Ron Gambill. No
paper copies were provided to the group.
He did provide an annual report and it is included in the packet Laura
passed out. Ron expressed his enjoyment
at being able to serve this past year.
Ron also notified the group that TSAC has announced their new
director. Ron went over the key points
of pending budget and reauthorization/regulation concerns.
Membership,
Janice Prather, no further information to add to Membership. Although she did create job descriptions of
Member-At-Large and the Membership Committee, she provided those to Billye Jean.
Newsletter,
Soraya Welden. A paper report was provided. She did have a few recommendations for this
next year. Can it be on-line? If it is in PDF format, she suggested going
for it. The timing of the Annual
conference (a requirement to provide a 30 day notice period of candidates) and
the Spring newsletter edition to change the language in P&P so that the
30-day information is relaxed. She also
recommends that the Vendor/Sponsor person for both Newsletter and the other
conference events should coalesce into a single responsible party. In regards to conference sponsorships, Steve
G. suggested that it may be difficult to ask for a single amount because
conference expenses are not known at that time.
Nominations
and Planning, Patrick James, no report.
Steve thanked the everyone that volunteered to run for an office. We had a great slate and it was a dual slate. Brenda P. suggested that Nominations also had
tried to work on diversity as a committee as well.
State Aid, Robert Givens, No report was provided, but the information was provided in the annual report. 3 goals; ACH by IHL, streamlining refund process and thirdly, dual enrollment issue. A standardized format for rosters is being suggested to Teresa as an item for this next year.
Training,
Lori Ball. No additional report provided.
Vendor/Sponsor,
Jennifer Medley. No annual report provided.
OLD BUSINESS:
Committee
Limitation – One of the goals was to make sure that individuals who wanted to
volunteer to participate by committee, were accommodated. The conference committee could be split into
planning activities and local arrangement activities. That change has not occurred in the P&P
but we can change that if we need to.
Soraya will lead a discussion tomorrow to go over the ‘volunteer
list’. One issue was the overlap of
volunteers on multiples committees and how many members should be on each
committee. We may need clarification in
P&P by the Directors.
A
motion was made by Soraya Welden to modify Section 1.11 to change verbage as follows:
‘Members may serve on one committee per year. Additional committee assignments are allowed
only where mandated by the Policy and Procedures, and or By-laws, or where
assigned by the President’. The motion
was seconded by Anne Grove. The motion
was amended by Soraya to include ‘and/or the By-Laws’. The motion was seconded by Robyn Cilwik. The motion
was carried. The amended motion (the
original motion) was carried.
Archive
Policy – Louanne provided a paper copy of suggested
language as a policy to be included in P&P.
Louanne made a recommendation to include her
document as a procedure in the P&P.
Janice Prather moved to accept the recommendation and Soraya seconded
the motion. A revision to the document
was made. Documents are to be kept in
the fireproof cabinet at the associations’ official address until they are
imaged every 2 years. Further, language was
added so that a reasonable amount is adjusted for the Secretary and Treasurer
to finalize their reporting as directed by the President. The motion was voted and carried.
2007
Conference Site Selection – Tim Atkinson provided two documents; a document of
5 selection options and 2 recommendations with pros and cons. Laura also provided a paper document
regarding survey results of date concerns with a May conference. A discussion of combining FINAID 101 and the
conference occurred. A motion by Soraya was
made: Pass information to Jackie. Have Jackie contact at least the Grand and
Beau for a 3 year option. Other hotel
options can be reviewed as well by Jackie.
Further, as soon as Jackie is ready for discussion, she will contact
Soraya to set up a meeting to make a decision as soon as possible but before
August 1. Robyn Cilwik
seconded the motion. Discussion
continued. The motion was voted and
carried.
A
photo of the old board and the new board was taken.
NEW BUSINESS:
Laura
thanked the Board for their hard work this past year. She passed out MASFAA caps. She then passed the gavel to Soraya.
Soraya
asked for the old members get with new members to educate on the budget. Ann Margaret passed out history number on the
budget. Soraya emailed a budget request
form to members. Please submit items on
the budget and also discuss goals. The meeting adjourned at
Respectfully
Submitted,
Secretary