2012-13 OASFAA Executive Committee Meeting Minutes
Conference Call
January 18, 2013
Trustees
Cheryl Willard*
Stephanie Sutton
Angela Johnson*
Matt Moore*
Emily Mattison
Randy Green*
Bridgett Lallathin*
Jayme Jarrett*
Regina Harper*
LaSaundra Craig*
Valerie Kepner*
Sonia Slomba*
Committee Chairperson
Michele Barry*
Tamika Braswell*
John Brown
Bev Dalheim
Becky Davis
Adam Dilulio*
Debralee Divers
Todd Everett
Mary Kay Freshour*
Valerie Fultz
Ann Marie Gruber*
Betsy Johnson*
Jeff Johnston*
MorraLee Keller*
Leann Kendzerski
Kevin Lamb*
Tony Leprotti*
Lawrence Matthews*
Carolyn McCluskey*
Lea Mederer*
Andrea Morrow
Mary Lynn Perri
Faith Phillips
Venus Puliafico*
Ed Recker
Amanda Reisinger*
Sam Selvage*
Carrie Short*
Amy Welty
Lee Ann Timmerman
Randy Ulses*
Melanie Weaver
Christy West*
I.Welcome Cheryl Willard
Cheryl Willard began the meeting at 9:02 by welcoming all the members.
1.Review of Meeting Protocol
II.Roll Call Sonia Slomba
1.Updates Cheryl Willard
OASFAA Executive Committee Meeting locations confirmed for Franklin University. Feb 22 and April 12, 2013. Phillip Hall 220-220A
III.Minutes/Secretary’s Report Sonia Slomba
Motion to approve minutes: Jayme Jarrett.Second provided by: Angela Johnson.
Motion carried.
IV.Treasurer’s Report Emily Mattison
$685 CGS Expense was questioned: Emily/Randy will address with MorraLee offline.
Old Business Cheryl Willard
- Financial Audit/Review: Randy Green. Proposal provided for 13-14 Audit/Financial Review. Cost not to exceed $5000. Recommendation to schedule during off-years for leadership class to ensure sustainability. Proposal was attached to agenda. Executive members were asked to review and be prepared to move forward with recommendation for implementation at February’s Exec Meeting.
We will put it on next agenda-RFI process.
Lawrence:990 Form review and preparing of?
2.Update to recommended item for discussion at November Exec Meeting.
Associate Members receiving email notifications from Regional Representatives:
Betsy Johnson
Regional representatives will now be able to include all Associate Members and not just those in their region with announcements. Underneath the attachment option when sending an email,the regional representatives will now see a statement that has a checkbox. If it is desired to send to all associate members the regional rep will need to check that box. It will look like:
Include Associate Members:
X Send this email to all current Associate Members as well.
VI.New Business Cheryl Willard
1.MASFAA 2013-14 Nominations/Election
OASFAA Membership has been sent email w/ a call for MASFAA elected officernominations.
2.MASFAA Update: Randy Green
January Board Meeting is next week in Indy. Randy Ulseswill attend as Ohio representative.
MASFAA is planning an event for NASFAA LEADERSHIP Conference attendees. Randy Green and Val Kepner will attend this conference as Ohio delegates.
Dropbox (Cloud) was mentioned. Could OASFAA benefit by using such a tool? Discussions will follow.
3. OASFAA 2013-2014 Nomination/election timeline: Randy Green
Jan 25 to Feb. 22 – nominations
March 15 close of ballots
April 19 – elections until May 3
VII.Reports
1. Regional Representatives
a)Northeast Bridgett Lallathin
No report
b)Northwest Jayme Jarrett
Timeline- Push Jan 25 for nomination until Feb. 22…..March 15-close of ballets…April 19-elections until May 3
1. Summary of activities: Had Regional Meeting at Winter Conference. About 15 people in attendance, all OASFAA folks (normal for NW region). Talked about fiscal cliff, pulled in Roger Eldridge to talk about what communications servicers might be doing to 12-13 borrowers about loss of subsidy in grace on sub loans, what approaches schools were going to be taking on verification for 13-14.
Also set 2nd meeting date 3/1/13 at Defiance – haven’t been out there in awhile so we want to spread the love.
2. Activities planned but not yet completed: Finish planning second regional meeting at Defiance, and work with Matt and Bridgett on planning the North NASFAA Training at Ashland on 4/5/13 (details on lunch, times, etc.)
3. Progress on committee’s 2012-13 goals/initiatives: Close. 90% J
c)Southeast Regina Harper
1.Summary of activities: The SE Regional meeting held during OASFAA Winter Conference went very well. I facilitated open discussions on current issues in the news such as Pay as You Earn, automatic payroll withdrawal for students in default and Earnings Contingent Education Loans Act. We had over 40 people in attendance.
2. Activities planned but not yet completed: The next SE Regional meeting will be held on Friday, February 1 at COTC/OSU Newark. An email was sent to regional members on January 8 announcing the meeting. An agenda was attached to the email along with a summary of OASFAA workshops that will be held in Ohio during 2013.
3. Progress on committee’s 2012-13 goals/initiatives: The NASFAA Training on Direct Lending workshop for SE &SW Regions has been scheduled for March 28 at Central State University.
4. Recommended items for discussion by Executive Committee: N/A
d)Southwest La Saundra Craig
2. President-Elect Randy Green
3.Associate Member Relations Mary Lynn Perri, Michele Barry
Summary of activities:
Winter Conference included 15 exhibitors @ $1000 each - one vender still has an outstanding payment. In addition, 5 organizations purchased advertising (2 full page ads @ $500 and 3 ½ page ads @$250) totaling $1750 – we still have $250 outstanding. We also had an Open Sponsorship for $1500.
Totals for the conference $18250, with the total of $1250 still outstanding. Mary Lynn is working with the institutions that have an outstanding balance after the conference.
Associate Member Relations is continually researching opportunities to improve sponsorship and increase participation for upcoming conferences. Items under advisement include a tiered sponsorship.
A suggestion for the website for future conferences includes alerting vendors that they must comply with ED regulations as one new vendor tried to offer a raffle that was not in compliance.
Communications/WebLeann Kendzerski, Betsy Johnson
Summary of activities:
The first issue of this year’s Gazette was released in December 2012.
Worked with ATAC to update the web to display the correct information related to the Alex Murdoch Service Award.
ATAC provided us a solution for regional reps to be able to email all associate members. This solves a problem that has existed for several years in which associate members only received information about their region and many of them wanted to participate in meetings across the state.
Activities planned but not yet completed:
Continuous review of the web needs to occur to make sure old information is removed in a timely fashion.
Recommended items for discussion by Executive Committee:
Update on ATAC changes for associate members to receive emails from all regional reps.
b)Finance Randy Green
c)MembershipCarolyn McCluskey, Lea Mederer
Summary of activities:
● 56 new members attended Winter Conference December 2012
and received a welcome “goodie bag” at check in
●provided new members with information about OASFAA at the new
member intersession
●e mail to listserv letting members know individual membership renewal is
now available
Honorary / Lifetime Members:
Chenelle, Donald W
Harrison, Rod
Murdoch, Alex (deceased)
White, James W (deceased)
Hart, Tally
Retired Members:
Bennett, William R
Bowman, Joanne E
Hughes, Barbara L
Johnson, Deborah
Kucheravy, Dixie D
Milem, Katherine S.
Mills, Patti
Reed, Carla M
Wilkins Schiessler, Joyce J
Activities planned but not yet completed:
●New member session for Spring 2013 Conference
2100….214 new members
Progress on committee’s 2012-13 goals/initiatives:
Recommended items for discussion by Executive Committee:
●Why don’t we allow renewal of individual membership earlier than January?
Several individuals contacted Lea & myself when the combo of Winter
Conference Registration & renewal membership came out, wanting to just
renew membership.
Would like to consider offering the renewal of membership only, sooner than
January.
Discussion suggested it could be an ATAC restriction. Everyone was reminded of the importance of allowing membership renewal through January 31; ATAC updated the website to ensure access for members interested in renewing.
d)Nominations Randy Green
Report provided w/ New Business.
VIII.Past-President Stephanie Sutton
a)Association Governance and Planning Ann Marie Gruber, RandyUlses
Summary of activities:
Still working to schedule for strategic planning meeting.
Activities planned but not yet completed:
Complete review of P&P to identify updates and make recommendations to exec for approval.
Work on the Association’s strategic plan with selected members
Progress on committee’s 2012-13 goals/initiatives:
None at this time
Recommended items for discussion by Executive Committee:
None at this time
a.Financial Review Stephanie Sutton
b.Regulatory-Federal Adam Dilulio, Todd Everett
No report. Discussion: Uncertain as to when Pell Payment Charts would be available.
a.Regulatory-State Faith Phillips, Tony Leprotti
Betsy-What is a timeline for Federal Newsletter? Possibly combine newsletter with Gazette? Committees will discuss. Cheryl suggested including an article on what was learned from NASFAA Leadership Conference.
b. VP-Conferences Angela Johnson
1.Conference Planning Angela Johnson
Summary of Activities:
The third annual OASFAA/OCAN Winter 2012 Conference was held December 12-14, 2012 at the Renaissance Downtown Columbus.
We are pleased to have been joined by Justin Draeger, NASFAA President & CEO, Byron Scott, Federal Trainer from the U.S. Department of Education, David Cannon and Brady Oxender of the Ohio Board of Regents for our keynote general session speakers. We are also excited to have Terry Everson, Training Consultant with Everson Consulting as a keynote closing session speaker, in addition to his contributions as trainer for the 2012-2013 Chenelle Leadership Class.
Registration Update
The final registration count for OASFAA was 262, down by 40 attendees from Winter 2011 (registration count for Winter 2011 was 302).
As an update to the outstanding balances issue, below outlines the current collectibles since the November 2012 meeting. As our revised practice, the Registration Chair will only focus one year back to collect outstanding payments.
Outstanding balances:
Winter 2012 – 28 outstanding balances totaling $3,350
---- 262 Registrants
Full conf registration-$ 2,400
One day registration-$150
2012 membership-$300
Late fees-$ 50
2013 membership-$450
Spring 2012- 2 outstanding invoices totaling $330 (new balance – 4 members/$485 previously)
---- 230 Registrants
Full conf registration-$250
2012 membership-$30
Late fees-$50
Winter 2011- 10 outstanding invoices totaling $1,025 (new balance – 11 members/$1235 previously)
---- 302 Registrants
2011 membership-$210
2012 membership-$90
Late fee-$50
Full conf registration-$450
One day registration-$75
Late Cancellation fee-$150
Spring 2011- 3 outstanding invoices totaling $215 (no change since last exec meeting)
---- 231 Registrants
2011 membership-$90
One Day registration-$75
Late Fee-$50
Conference payment reminders will be sent to Winter 2012 Conference and Spring 2012 Conference registrants over the next couple weeks. We continue to discuss with ATAC options to determine feasibility to connect past balances to current balances to reduce receivables.
Although we had promoted the ability to pay on site with credit card, we had not been able to get the credit card site set up prior to Winter conference. Randy Green, Emily Mattison, and Valerie Kepner are working through details needed to secure the credit card set up. We hope to have the credit card available for members for Spring conference.
Conference costs that are noteworthy of sharing is the negotiated conference meal costs. We had the same menu as Winter 2011 but knew that we would experience a modest increase in meal prices, which is typical in conference planning.
OASFAA/OCAN Winter Meeting Meal PricingDate / Meal / OASFAA 2011 / Hotel 2011 / OASFAA
Price / Price / Diff / Price 2012
12/12/2012 / Lunch / 20 / 26 / 6 / 23
Dinner / 29 / 42 / 13 / 34
12/13/2012 / Breakfast / 17 / 22 / 5 / 17
Lunch / 29 / 34 / 5 / 32
12/14/2012 / Breakfast / 15 / 20 / 5 / 16
Lunch / 29 / 29 / 0 / 29
Est Total per Person / 139 / 173 / 34 / 151
This illustrates that the conference registration cost does not cover the direct cost to cover conference. Beyond the cost of meals, conference expenses include; site, entertainment, program, planning meetings, and supplies.
Program Update
We had a great printed program, designed by Lee Ann Timmerman, Program Chair. This year, OASFAA had the lead to design, develop, and print the program. We were pleased with the final product.
This month, we will be working on a Save the Date design and announcement for the Winter 2013 Conference to promote our 45-year celebration. Our plan is to send a Save the Date announcement to all current and members, including retirees, and former members who may have moved to positions/role outside of financial aid to invite them back to celebrate this momentous occasion.
Entertainment/Charity Update
The Game Night and Charity event at the conference had been a huge success. In addition to an entertaining night, we had raised $1,100 for our charity FoodBanks of Ohio. We were pleased of the many contributions of our association. We had wonderful raffle prizes and thank the committee chairs for their creativity in providing the raffle items that helped raise money for the charity.
We regret to announce Emmett’s departure from Ohio as he returns to New York. I will be working to replace Emmett to have a co-chair for Entertainment to support John Brown for the Spring 2013 Conference.
Activities planned, but not completed:
Collecting final conference session presentations to be added to the OASFAA website
Spring Conference Planning Committee scheduled for Thursday, January 24 at Franklin University – 10:30am – 2:30pm
Developing a Save the Date for Winter 2013 – 45-year celebration
Finalize research for past due balances and technology to support receivables/collections
Replace Entertainment Co-Chair with Emmett Cooper’s move to New York
Will work with Conference Committee Chairs to develop templates for incoming chairs for each specific conference chair role to ensure an ease of transition
Reviewing Spring 2014 conference site proposals for future discussion for future planning
While we met quota percentage, we did not meet our expected registration number.
2.Registration Andrea Morrow
3.Entertainment John Brown, ______
No report
4.Program Lee Ann Timmerman
5.Site Becky Davis, Bev Dalheim
Summary of activities: 2012 Winter Conference went very well with no known issues.
Activities planned but not yet completed: 2013 Spring Conference planning meeting on January 24 (all are invited and welcome—we need you for a successful conference).
Progress on committee’s 2012-13 goals/initiatives: N/A
Recommended items for discussion by Executive Committee:
It has been suggested that we explore the cost of a new booth for OASFAA and present for inclusion in next year’s (2013-14) OASFAA budget.
6.Leadership Mary Kay Freshour, Valerie Fultz, Lawrence Matthews
Summary of activities: We have had our first sessions of the Leadership Class 2012-13 held at OASFAA Winter Conference. 18 members of OASFAA and OCAN attended the class.3 sessions presented by Terry Everson and 2 sessions presented by the Leadership Team.
Activities planned but not yet completed: Planning the Spring Conference Sessions to include the conclusion of StrengthFinders 2.0 with additional sessions yet to be planned, and graduation of the class in a general session of the conference.
Progress on committee’s 2012-13 goals/initiatives: We are on schedule
Possible webinar with Terry Everson
g) Professional Development Amy Welty, Melanie Weaver
1.Summary of activities:
a. Moderated three sessions at Winter Conference
b. Co-chairs presented one of the sessions at conference
c. Contacted PHEAA to present three sessions at Spring Conference and they have agreed.
Activities planned but not yet completed:
Received seven choices for conference sessions but still need to determine which three to offer.Waiting on the theme from conference planning meeting.
c. VP-Training(Report is under NASFAA Training) Matt Moore
1.College Goal Sunday MorraLee Keller, Carrie Short, Amanda Reisinger
Summary of activities:
Completed design and printing of all materials to promote CGS.
Completed printing of CGS shirts
Opened volunteer and student registration for event
Solicited Volunteers at OASFAA Conference and distributed shirts
Solicited Volunteers through OASFAA, OACAC and OCAN list serves
Solicited and reviewed mini-grant applications for individual site promotion activities
·Placed CGS add in College 101 magazine
·Held Site Coordinators meetings at OASFAA Conference and via webinar in early January
·Applied and received additional funding for project from USAFunds in the amount of $25000
·Awarded one free spring conference registration as incentive to volunteer
·Continually updating CGS website with promotional materials, site coordinator materials
·Sent final mailing containing student brochures
·Included all YWCA’s and TRiO programs in mailing lists again this year
·Created standard automated form for sites reporting numbers
Activities planned but not yet completed:
Finish distribution of CGS Shirts to site coordinators
Continue volunteer recruitment
Prepare slide show of CGS sponsors
Do Press Release for the event
Host the actual events
Receive new evaluation documents and link and provide them to the site coordinators
Progress on committee’s 2012-13 goals/initiatives:
On track
Recommended items for discussion by Executive Committee:
Ask that all Executive Committee members considering registering for a site. Those with the lowest number of volunteers are:
Hocking College(No Volunteers)
Belmont College
Clark State Community College
University of Cincinnati-Clermont
DeVry University
University of Akron-Medina County
Edison Community College
Sinclair Preble Learning Center
Tolles Tech & Career Center
OSU Mansfield
Ohio University –Chillicothe
Shawnee State University
University of Rio Grande
University of Mount Union
All of these sites have 3 or less volunteers.
Just received links for evaluations online or paper
2.NASFAA Training Matt Moore
Summary of activities:
Complete NASFAA Training at 2012 OASFAA Winter Conference.
Thanks to Michiale Schneider (my co-presenter) for a great NASFAA Training on Direct Lending. The evaluations seemed to be positive and have been forwarded to NASFAA.
Activities planned but not yet completed:
I need to work with regional reps to finalize plans for S and N regional meeting where NASFAA training will be presented.