Executive Board Meeting
August 5, 2003
MEMBERS PRESENT: Katy Kelley,
Laurie Neil, Jane Reynolds, Julia Reisinger, Tracy Reisinger, Tracey Lehman Marquit,
Kathy McCutchen, Jim Eddy, Mickey Jacobson, Pat
Downey, Michele O’Leary, Kate Bligh, Laurie Franklin, Crisanne
Werner, Randy Jones
The meeting was called to order by President Jim Eddy.
All present
members introduced themselves to the group.
Members
made the following corrections to the minutes of the May 27, 2003 meeting:
Kathy McCutchen’s name was corrected, Sherrill Kirchhoff’s name was corrected, Mickey Jacobson’s name was
corrected, the following wording was added to the Vender Liaison report
“Through an omission by Jim Eddy, Kate . . .”, Randy Jones’ name was corrected,
clarification was made that the OSAC liaison is not a voting member of the
Executive Board. Tracy Reisinger moved to accepted the minutes of the May 27, 2003
Executive Board meeting as corrected.
The motion was seconded by Mickey Jacobson. The motion passed.
Kudos
to Suzie and Emilio! Jim Eddy commented
that this was an excellent program. He
was very impressed with the keynote speaker and the sessions. Registration went well, 64 people pre-registered, two registered on-site, a total of 63 people
attended. Jim will take the evaluations.
Jane
Reynolds has agreed to be the Membership Chair for OASFAA. She has been approved by a Board email vote
and is present at this meeting.
Judy
Gjesdal and Heidi Elder have agreed to be the
Co-Chair’s for the Support Staff Workshop.
Tracy Reisinger moved to accept Judy and Heidi
as the co-chairs.
Tracy Lehman Marquit seconded the motion. The motion passed.
Theresa
Bosworth was unable to attend this meeting, so sent her report to Jim
Eddy. Jim now has a copy of OASFAA’s tax returns.
The cost for the CPA to prepare the tax returns was about $1000.
The
checking account has a reconciled balance of $1163.57 as of July 31, 2003. There are no outstanding bills, but Jane
Reynolds has about $1100 from the Drive-In Workshop that needs to be deposited. Jim will take these funds and make a
deposit.
The
money market account has a balance of $8055.51.
Theresa
re-invested $20,000 in a 6 month CD. She
will need guidance from the Executive Board on what to do with the two
investments that will come due in August, 2003.
Julia
Reisinger reported on her progress finding event
insurance. She has an estimate from
Robert Lott for $700-$800. Julia has a
form from
Bank
statements are now going to Kathy Goff, President-Elect.
The
focus of WASFAA’s training this year is student
eligibility. Jim will notify OASFAA
members when the training sessions have been finalized. Historically, these sessions have occurred in
the fall and spring using NASFAA’s materials. However, WASFAA’s
Executive Board has had some discussions about the effectiveness of the various
training opportunities and the overlap between all types of trainings.
Some
discussion ensued about OASFAA’s role in coordination
of various training opportunities, including WASFAA, OASFAA, NASFAA, guarantor,
lender, and Department of Education trainings.
Perhaps, OASFAA can offer some advice to individuals on what trainings
might be helpful to them. WASFAA has a
master calendar on their web site, OASFAA has this capability, but at this
time, it is inactive.
WASFAA
will be offering the Management Leadership Institute on November 16-18 in
Annual
Conference Committee: Michele O’Leary and Laurie Franklin reported
that the subcommittee chairs will meet at
Legislative
Committee: Susan Degen was not
able to attend, but sent a report to Jim Eddy.
Susan has confirmed the following people as members of this
committee: Rod Boettcher, Jennifer Satalino, Julie Johnson, and Crisanne
Werner. They will have their first face
to face meeting in August or September.
Jim Eddy wondered if it made sense to send WASFAA legislative updates to
the OASFAA members. Last year, Susan was
putting this information in the OSAC updates, so perhaps we need to reminder
members to watch for the OSAC updates.
FA101: Another FA101
will be held on October 7, 2003 at
Development: Kathy McCutchen and Randy Jones reported that they have sent the
support solicitations to our vendors with some response back already. Last year we had over $40,000 in support from
our vendors, so far this year, we have over $31,000. Kathy and Randy gave the Executive Board
copies of the sponsorship options.
Kathy had a request from one of the vendors for a break down of how the funds would be used. After much discussion, it was decided that we are not able to break down the sponsorship. The vendors are sponsoring OASFAA events and will receive the benefits that are listed.
The
Board discussed the membership directory and the vendor ads that will be a part
of that. The directory will be online
again this year. Pat Downey will get the
dimensions for the vendors. ATAC will
make the file into a .PDF.
Currently,
banner ads are only on selected pages.
We discussed whether we could put banner ads on other pages. The decision, originally, was to put the ads
on the most used pages.
We
discussed the need to have a vendor page on the OASFAA web site. This page would include information on the
size and type of file to submit for ads, an FAQ page, and the sponsor
information and pledge sheet.
Support
Staff Workshop: The tentative date for the workshop is
November 12, 2003. Judy Gjesdal and Heidi Elder are still working on a
committee. This is an annual event that
is geared to all support staff. Support
staff is described as all non-counselor staff.
OPB: Patti
Glassman-Brady was unable to attend, but sent her report to Jim Eddy. OPB has agreed to air the Financial Aid for
College program again this year. They
are very happy that we will be able to support the program with our funds. There is a new producer for the show. She will meet with Patti at the end of this
summer. Twenty-five to 30 volunteers
will be needed to answer phones.
Bi-Lingual volunteers are especially welcome.
History/Archives: Tracy Reisinger reported that the OASFAA awards list has been
updated. There are still some holes and
Technology: Pat Downey
reported that there has been a lot of activity in this area.
The
cost to put the FA101 registration form on line was $625. When a person registers an email is sent to
the registrant, the committee chair, and the Treasurer. We discussed the need to send this to Jane
Reynolds also.
We
discussed the idea of a checklist for committee chairs. This checklist would include the need to talk
to Pat at least two weeks before the registration form needs to be posted to
the web site. Pat will prepare this
checklist.
Jane
is now able to add people to the membership roles via the website. She is responsible for making sure all
registrants to OASFAA events are actually members and if not that they become
members under the right category.
There
is an issue with older versions of Netscape.
Printing off of the web site is not done accurately.
Membership: Jane Reynolds
reported that there are 251 members whose membership ended on May 31,
2003. She has added 3 new members for a
total of 173 active OASFAA members. Pat
Downey will check with ATAC to see if expired members were notified of the
expiration date.
Lender
Liaison: Kate Bligh had nothing to report.
OSAC
Liaison: Michelle O’Leary reported that the new,
unofficial OSAC liaison will be Kat Kordon. Kat has a new title of Operations
Manager.
The FAFSA will no longer list a preferred filing
date for the state of
Scholarships
for Management Leadership Institute: OASFAA has scholarship money available for
OASFAA members to attend WASFAA’s Management
Leadership Institute. As of this
meeting, Kathy Goff had not received any applications. The scholarship covers the $695 registration
fee and travel expenses.
Support
Staff membership dues: Last year,
Sandi
suggested the possibility of having a smaller dues amount for support
staff. Another idea was to let support
staff be non-members and just pay the registration fee. Also considered was the idea of calling the
$20 a “service we provide for $20 per person”, or offering scholarships.
Jane
will ensure that the membership benefits are listed on our web site. She will also draft an email to all expired
members with a list of membership benefits.
The
final decision was that the Executive Board was not willing to change how
membership dues are handled.
Newsletter
items: Jim Eddy solicited ideas for the OASFAA President
newsletter. Some suggestions were: a
listing of membership benefits, training sessions offered by different
organizations, web site capabilities, a “Where are they now?” section, and a
request for new ideas from OASFAA members.
Jim asked that any additional ideas be forwarded to him. He will endeavor to send a newsletter four
times this year.
New
ideas from Jennifer Satalino: Jennifer Satalino sent two new ideas to Jim Eddy for the Board’s
review. Those ideas were an OASFAA
on-line Speaker’s Bureau and the Oregon 529 College Savings Network.
The Board first discussed the Oregon 529 College Savings Network. The biggest concern the Executive Board had was if we allowed Jennifer to use the OASFAA list serve and members of OASFAA signed up for the focus group, would that look like an implicit endorsement of the Oregon 529 plan. The Executive Board decided that Jennifer would not be allowed to use the list serve for this purpose, but instead that if Michael Parker, Director of the Oregon 529 College Savings Network, was going to be presenting at the Annual Conference, he could solicit help then.
Next
the Board discussed the Speaker’s Bureau.
The Board has some questions about the usefulness of this program. Jennifer’s idea was to post on the OASFAA
website a list of financial aid administrators who were willing to participate
in high school financial aid nights. The
biggest concern was whether high school counselors who are “lost” anyway would know
how to get to OASFAA’s website. The Board decided to not post this Speaker’s
Bureau to the website, but instead encouraged Jennifer to work with OSAC.
Brainstorming
for new ideas: Jim Eddy asked the Executive Board to
brainstorm for new ideas. The Board was
broken into three groups. Each group was
asked to provide three or four new ideas and a favorite out of those ideas.
Ideas mentioned were: peer review of office procedures, online training, list of people who would be willing to present at sessions, speaker’s list with critiques and charges, somehow improving the website to get members there everyday, pictures of Executive Board members on the web site, ½ day workshops, mentor program for new financial aid staff members, high school student brochure about the ability of every student to go to college, and adding people’s areas of knowledge to the membership directory.
The
three favorite ideas were a full day, in depth, single topic workshop,
formalized mentor program, and a Speaker’s Bureau.
The
full day, in depth workshop could have subjects such as tax returns as
tied to need analysis, best practices, verification, or satisfactory academic
progress. This workshop would try to
serve everyone and be considered professional development. The workshop leaders would give the
background of the topic and allow for an exchange of ideas. Possibly, the workshop could have various
tracks for attendees with different experience levels.
The
formalized mentor program could kick off at the Annual Conference at the
New Comer’s Session. It is possible that
a group of mentors could be used instead of just one-on-one mentoring. The Segmental break-out sessions would be a
great place to start the group mentoring.
The mentoring would develop a new generation of financial aid
administrators.
The
speaker’s bureau would be a list of all people who have canned
presentations and are willing to present at various workshops offered through
OASFAA. This could be a resource for
schools and committee chairs.
Tracy
Reisinger moved to adjourn the meeting. Crisanne Werner
seconded the motion. The motion passed.