MINUTES

MASFAA BOARD MEETING

November 3, 2005

 

ATTENDANCE

A Mississippi Association of Student Financial Aid Administrators (MASFAA) Board meeting was held in Welty Hall on the Mississippi University for Women campus on November 3, 2005.  The 2005-2006 Board of Directors members and Committee chairs in attendance were:

 

2005-2006:

Soraya Welden, President

Garry Jones, President-Elect

Laura Diven-Brown, Past President

LaShanda Chamberlain, Vice President

Teresa Bost, Secretary (substitute) State Aid

Robert Givens, Audit and Finance

Brenda Paganelli, Conference

Nancy Gault, Member-At-Large

Steve Greenough, Archives

Judith Vidrine, Vendor/Sponsor

Robyn Cilwik, Director

Peggy Shoemake, Director

Jackie Boone, Site Selection

Marilyn James, Diversity

Brenda Carson, Legislative

Steve Smith, Electronic Services

Linda Phillips, Hurricane Katrina Fund

 

 

Board Members and Committee Chairs not in attendance were:

Ann Margaret Mullins, Treasurer

Billye Jean Stroud, Director

Donna O’Quinn, High School Relations

 

Soraya called the meeting to order at 12:50 pm.  She welcomed everyone and a brief role call was taken.  Soraya noted that a quorum was present and the meeting started.  Special thanks to Nancy Gault, Steve Smith and MUW for hosting the fall training.  Linda Phillips was recognized for accepting the role of Chair for Hurricane Katrina Fund.  Soraya noted that Michael Ruffin had submitted his resignation as Secretary to the MASFAA Board.

 

ITEMS COVERED:

 

Minutes from the September 8, 2005 Conference Call Board Meeting were reviewed and approved as presented.  Soraya emailed the meeting agenda prior to the board meeting.

 

Board Reports

Past President, Laura Diven-Brown

Laura reported that Brenda Paganelli served on the SASFAA nominations committee in her absence.  The 2006-2007 slate of nominees is listed in her report.  She encouraged MASFAA members to get involved by volunteering for SASFAA committees.  Soraya, B J Moncure, Mary Givhan, and Laura will attend the SASFAA Long Range Planning Retreat in Charlotte, NC.  In addition to her responsibility to review the Policies and Procedures, she has been asked to define a session for disaster relief and requests input from MASFAA members.

  

President Elect, Garry Jones

No report – deferred discussion on the newsletter until the New Business section of the meeting.

 

Vice President-Training, LaShanda Chamberlain

LaShanda stated that 86 participants had registered for fall training.  Connie McCormick, representing NASFAA, called LaShanda to request a list of training expenses so that a grant from sponsors could offset the costs.  More information will be forwarded as plans are finalized.

 

Treasurer, Ann Margaret Mullins,

No report

 

Member-At-Large, Nancy Gault 

An upgrade to the laptop computer was provided by the Electronic Services Committee.  Current membership has been updated with ATAC.  Janice Prather will assist with fall training registration in Ann Margaret’s absence.

 

Directors, Peggy, Billye Jean, Robyn. 

No report.

 

President, Soraya Weldon 

Soraya announced that the AL, MS, and LA state association presidents are invited to the California fall conference.  A committee has been established to make sure that hurricane funds are distributed appropriately.  Ann Margaret was recognized for doing a great job getting information out about association members after the hurricane.  Five members have been named to attend Washington DC as follows:  Garry Jones, LaShanda Chamberlain, Nancy Gault, Ann Margaret Mullins and the secretary.   Jackie Boone was recommended to serve as secretary of MASFAA by appointment of the president. Laura made the motion to accept the recommendation.  Nancy seconded the motion.  Motion carried unanimously.

 

Transition of secretary from Teresa Bost to Jackie Boone

 

Committee Chair Reports

Archives Committee-Steve Greenough

  • Please ask members to locate previous MASFAA newsletters, programs and minutes to submit after the first of the year.
  • All archive information is stored at Millsaps College.
  • Brenda P. is asking members if they can locate head shots of past Presidents for the conference.
  • Patrick James is in possession of CD that is current through the 2002 year.
  • Currently they are updating a CD for 2004-2005 year and should be finished by the end of this academic year.
  • Steve gave a Federal Update to the Board from a previously attended conference.
  • All information concerning Katrina students can be found on the Federal websites outlined in red.
  • General Guidance:  Dear Colleague letter addressing automatic forbearance expanded PJ’s, SAP and verification.
  •  Passing of 109.66 and 109.67 dealing with grant repayment and R2T4 calculations.
  • Breaks for teachers in loan forgiveness programs due to closed schools.
  • Proposals for waiving annual and aggregate limits for schools not operational.  Schools able to keep monies as disaster relief.

Audit and Finance-Robert Givens

  • Reviewed monthly bank statements for 1st quarter.  All are in good order.
  • The insurance statement is due by November 15th.
  • Form 990 is due.
  • An old list of equipment was passed around and updated to the correct owners as follows:
    • Old Sony Digital Camera- Gary Jones
    • Dell Laptop-Nancy Gault
    • Sony MicroCassett Recorder-Michael Ruffin
    • Ethernet Switch-Nancy believes Steve Smith has possession.
  • Not listed, Gary J. is in possession of the new Sony Camera

→ MOTION was made by Jackie B. to donate the old Sony Camera to be auctioned off at the MASFAA conference.  LaShanda C. seconded the motion.  Motion carried unanimously.

Unfinished Business for Audit and Finance

  • No decision has been made for purchase of a CD.
  • Soraya:  there will be no treasurer report and will hold off on the decision to purchase a CD.

Conference-Brenda Paganelli

  • The 2006 conference will be held at the Marriott Downtown Jackson
  • After Katrina, The Grand was contacted and wanted MASFAA to relocate the conference to Tunica.  The Grand Tunica did not have our matching dates available and MASFAA was released from our contract with no penalties.
  • The conference committee has met twice.
  • The theme for the conference will be “You’re Hired, Financial Aid Reality.”
  • There will be a silent auction held during the conference.
  • Confirmed speaker, Commissioner of Education

Diversity-Marilyn James

  • Marilyn is serving on the SASFAA’s diversity committee.
  • They are currently seeking speakers for the conference.  One named mention is Michael O’Grady.
  • The committee is currently communicating ideas through e-mail.

High School Relations-Donna O’Quinn

  • Contacted the Superintendent of Education District Offices of Jackson, Hancock, and Harrison counties.
  • Supplies are needed for these districts (i.e. paper, pens, pencils, etc.).

Hurricane Katrina Fund-Linda Phillips

  • This committee was created due to the response of many generous donations to MASFAA.
  • Numerous schools’ funds are frozen at this time.
  • MASFAA would help absorb some of the cost of travel to the fall training for those whose schools are not able to approve travel at this time.
  • The committee is planning to use the donations to make gift aid to members of MASFAA and displaced students who have lost everything.
  • If there are MASFAA members who are staying at the Holiday Inn and do not have school funding to attend, they can be added to the master bill.
  • Laura D. questioned the phrasing of “displaced students,” concerning the gift aid.  Linda P. responded it was up to the discretion of the Financial Aid Director to determine what qualifies for a displaced student.
  • Peggy S. mention tuition assist is needed for most these students.
  • Steve G. stated that disaster relief aid does not have to be identified as a resource.  Documentation is the most important component for this student’s accounts.  The Federal websites should have this information.
  • Tuition assistance vs. Wal-Mart gift cards was discussed.
  • Laura D. wanted the gift aid to be kept flexible.
  • It is important to start identifying the neediest students.
  • Any donations received must have a thank you note sent to the donor.  Soraya has MASFAA stationery if needed.
  • If a donation check is received, please send the check to Ann Margret.

Legislative Relations-Brenda Carson

  • H.R. 609, “College Access Opportunity Act of 2005,” has been placed on the Union Calendar.
  • There has been some discussion that reauthorization may be included under budget reconciliation.
  • NASFAA is going to provide a side-by-side comparison of the Senate and House Reauthorization bills (S.1614 and H.R. 609).
  • It has been hard to inquire information on the Senate’s website.
  • Brenda is serving on the SASFAA Legislative Relations Committee.

Membership-Nancy Gault

  • No Report

Newsletter-Garry Jones

  • The October 25th newsletter was MASFAA’s first online newsletter.
  • The title of the October 25th newsletter was The MASFAA Messenger.
  • The correct title for the next addition should read as follows:  MASFAA Messenger, as stated CODE NO: 1-14 in the P&P Manual.
  • All articles for the next edition are due by January 17, 2006.
  • The cost of the newsletter was $770.  The 17 ads from our sponsors generated $1275.

Nominations/Planning-Laura Diven-Brown

§         No Report

Site Selection-Jackie Boone

§         The room rate for the 2006 Annual MASFAA Conference is $99, S/D.

§         There will be a charge for parking at the Marriott Downtown for non overnight hotel guest ($3/day).

§         Contract negotiations have begun for the 2007 conference with the Marriott Downtown.

§         Meeting space and sleeping rooms have been blocked.

§         Other locations were considered for the 2007 conference.  These locations included:  Tupelo, Natchez and Vicksburg. 

§         The size of MASFAA and amenities needed to have a great conference limited the selection to the Marriott Downtown.

State Aid-Teresa Bost

  • The recommended standardized format for state grant EFT rosters is currently being reviewed.
  • The MS Office of Student Financial Aid is planning to send out a student satisfaction survey this fall.  It was requested that the schools consider a satisfaction survey to gather information in collaboration with MOSFA to improve or modify the processes.
  • Brenda P. announced that MOSFA has declined to give a state update for the conference.
  • If the MOSFA will not give a report, Teresa will present the state update for the conference.

Training-Lashanda Chamberlain

  • No Report

Vendor/Sponsor-Judith Vidrine

  • The approach of giving all sponsorship money at once, not including conference donations, did not happen due to Hurricane Katrina.
  • Sponsorships basically stayed the same for ads in the newsletter.
  • Sponsorship sheets will be available to push package donations for the 06-07 year.
  • The sponsorship form will be placed on-line for future usage.
  • There will be a $250.00 charge for sponsorship in Fin Aid 101.

→MOTION was made by Robin C. to accept the sponsorship form with few modifications and make it available on the website.  LaShanda C. seconded the motion. Motion carried unanimously.

Unfinished Business for Vendor/Sponsor

  • Discussion about conference sponsorship levels was held.
  • Suggestion about adding signs to booths stating their level of sponsorship was made.
  • A recommendation to add pages in the conference program about sponsorship was made.
  • Brenda P. asked not to add ad pages to the conference programs because it would be costly.
  • Colored ribbons for nametags would also be an indicator of level of sponsorship.
  • The board agreed that signs in vendor’s booths would be appropriate.
  • The proposal to just have levels of sponsorship instead of a vendor picking out a specific event to pay for was discussed.
  • The outcome was to leave the choosing of events the same.
  • It would profitable for MASFAA to allow vendors to pay for these events rather than paying a certain amount to be acknowledged at a specific level.

New Business

MASFAA Contribution to Katrina Fund

  • The board agreed that MASFAA should make a donation to the Katrina fund.
  • The amount was discussed and $2500 was the consensus.  
  • Robert G. stated that this should be held off until the treasurer could be present.

→MOTION was made by Nancy G. to contribute $2500 to the Katrina fund and if we could donate more, it would be at a later date.  LaShanda C. seconded the motion.  Motion carries unanimously.

Pictures

  • Garry J. suggested that pictures that are taken can be posted on MASFAA’s website.  The pictures would be professional and have titles.
  • The cost would be $2.00 a picture and $4.00 if they had text.
  • These pictures could be used in conjunction with the archive committee.

 →MOTION was made by Laura D. to provide pictures through the scrapbook link on the website.  LaShanda C. seconded the motion.  Motion carries unanimously.  An amendment was issued to include a 25 picture maximum.

Next Meeting

  • The next meeting will be at Fin Aid 101, TBA.

Meeting Adjourned at 5:10 PM

 

Submitted by:  Teresa Bost and Jackie Boone