Alabama Associaton of Student Financial Aid Administrators (Aasfaa)
ALABAMA ASSOCIATON OF STUDENT FINANCIAL AID ADMINISTRATORS (AASFAA)
EXECUTIVEBOARD MINUTES
LAKE GUNTERSVILLE STATE PARK LODGE
LAKE GUNTERSVILLE, ALABAMA
TUESDAY, APRIL 10, 2012
3:30 P.M.
The Alabama Association of Student Financial Aid Administrators (AASFAA) Executive Board met on Tuesday, April 10, 2012, at 3:30 p.m., in the Board Room, at Lake Guntersville State Park Lodge.
The AASFAA Executive Board meeting was called to order by President Vickie Adams who also presided at this meeting. President Adams stated that we have an excellent program planned for this Conferencethat will be both informative and enjoyable. President Adams explained that the purpose of the Executive Boardmeeting was to conduct the business of the Association requiring any votes of the Executive Board and to hear reports from AASFAA Officersand Committee Chairs.
President Adams requested the roll call of Officers and Committee Chairs/Liaison Appointees by the Secretary, Betty Edwards. The roll called was conducted which identified that there were fourteen members present for this meeting; namely:
Vickie Adams, President
Sharon Williams, President- Elect
Kevin Ammons, Vice President
Amanda Sharp, Past President and Nominations and Elections/Awards and Recognition Chair
Betty Edwards, Secretary
Belinda Duett, Treasurer
Cheryl Newton, ACHE Liaison
Phillip Nelson, Financial Review and Local Arrangements Chair- Fall
Stephanie Miller, Local Arrangements – Spring Chair
Dr. Bill Wall, Policies and Procedures and Scholarship ProgramCoordinator
Joan Waters, Public Relations/Photos and Two-Year Concerns
Wanda Bass, Archives Coordinator
Ben T. Baker, 2012 AASFAASpring Conference Chair
Dr. Chip Quisenberry (served as Elections Chair since Amanda Sharp was selected as a candidate for office on the ballot for 2012-2013)
After the roll call, the Secretary indicated to President Adams that a quorum was present for this meeting.
The President then called for a report of the minutes of the last Board meeting of the Association. The
Secretary indicated that the minutes of the Transitional Meeting in June 2011 and the minutes of the meetings conducted by email are available on the AASFAA Website. Those minutes were approved by the Executive Board via email.
AASFAA EXECUTIVE BOARD MEETING
LAKE GUNTERSVILLE STATE PARK LODGE
LAKE GUNTERSVILLE, ALABAMA
TUESDAY, APRIL 10, 2012
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The President called for a motion to approve the minutes. It was motioned by Belinda Duett and seconded by Kevin Ammons to approve the minutes as posted. The motion was carried.
At this time, the reports from the Officers and Committee Chairs/Liaisons were given in the following order:
President Vickie Adams, Jacksonville State
President-Elect Sharon Williams, Lawson State Community College
Vice President Kevin Ammons, Enterprise State Community College
Past President Amanda Sharp, University of North Alabama
Secretary Betty Edwards, Trenholm State Technical College
Treasurer Belinda Duett, Huntingdon College.
Betty Edwards reported that a copy of the Executive Board members’ reports will be emailed to the Board members, with any necessary corrections. The Secretary called attention to a correction needed regarding the Scholarship amount for 2012-2013which should be $250 each for 5 scholarships.
An email will be sent to the Executive Board when the Website is updated with the reports and minutes. Betty disseminated copies of the list of Volunteers prepared by Sharon Williams to the Board members present. Betty Edwards ended her report by thanking the Association for the opportunity to serve as a part of the Executive Board Team for two terms.
A copy of all of the Executive Board and Committee Chairs reports were available for the Board members at this meeting and will be posted to the AASFAA website with the Executive Board minutes.
Included in President Adams’report was a recommendation that the Board consider under new business a motion to present tokens of appreciation to all Committee Chairs and Liaison Appointees instead of the engraved plaques as we have done in previous years as a cost-saving factor for the Association.
President Adams thanked the Officers and Committee Chairs for their reports and called for any Old Business. There was no Old Business to discuss at this meeting.
New Business was then called for by President Adams.
The following items were presented as New Business:
- A token of appreciation be given to all Committee Chairs and Liaison Appointees instead of engraved plaques as a cost-saving measure for the Association. It was motioned by Belinda Duett and seconded by Kevin Ammons. President called for a vote on the motion; all were in favor. The motion carried.
AASFAA EXECUTIVE BOARD MEETING
LAKE GUNTERSVILLE STATE PARK LODGE
LAKE GUNTERSVILLE, ALABAMA
TUESDAY, APRIL 10, 2012
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- Mr. Ben Baker asked the Board to consider reducing the conference fee forRetired AASFAA Presidents. It was shared that Dr. Wall had already studied the By-Laws and nothing had to be changed since the AASFAA policies indicate that the Board sets the conference fee(s) annually.
- Amanda Sharp made the motion to reduce the conference fee for the Retired AASFAA Presidents who attend the AASFAA Conferences. Kevin Ammons seconded the motion. The motion carried.
- Belinda Duett then offered a motion to allow Retired AASFAA Presidents to register for AASFAAConferences and only pay for the meals that they would attend. This motion was seconded by Kevin Ammons and the motion carried.
- It was recommended that the Vendors be allowed to pay $1,000 and their registration fee would be waived. In addition to the Vendors’ fee, the cost of their meals would also have to be paid for by them. Belinda Duett made the motion to allow vendors to pay $1,000 and waive the registration fee and only pay for their meals. This motion was seconded by Kevin Ammons. This motion was carried.
- Sharon Williams made the motion to add the AASFAA Volunteer form to our website to be attached to the membership form. Kevin Ammons seconded and the motion carried.
- Dr. Quisenberry recommended that the Association dispense with both the giving of the speeches by the candidates for officesand nominations from the floor; only can nominate from the floor as a “write in”. Belinda Duett made the motion that we dispense with the nominations from the floor and dispense with the speeches by the candidates and just do introductions of the candidates beginning with this 2012 AASFAA Spring Conference. The motion was seconded by Betty Edwards. The motion was carried.
President Adams explained that typically, the Past President would introduce the Candidates for office at the appropriate time during the Conference. However, this year Dr. Quisenberry would do the introductions since Amanda Sharp is a candidate for office for 2012-2013.
AASFAA EXECUTIVE BOARD MEETING
LAKE GUNTERSVILLE STATE PARK LODGE
LAKE GUNTERSVILLE, ALABAMA
TUESDAY, APRIL 10, 2012
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Dr. Quisenberry indicated that therewere 117 persons who had voted electronically. He also stated that he would have to leave on Thursday afternoonwhich would present a change for the elections. The voting would now have to end at 12 Noon on Thursday. After voting closed, Dr. Quisenberry and BenBaker would review the voting results. The results would be givento Ben Baker to handle since Dr. Quisenberry must leave the Conference early. The AASFAA voting was set up to be conducted in the Business Center of the Lodge. Thepassword was Eagle 1.
Dr. Wall recommended that the Board considerreordering the AASFAA Lapel Pins and reprinting the Scholarship Brochures.
Belinda Duett suggested that we increase the AASFAA Scholarships to $2,500now beginning next year. It was agreed that the Budget Committee would look at AASFAA Lapel Pins and AASFAA Scholarships at the next Budget Committee meeting.
There was a brief discussion about the purpose of the Scholarship Brochure. Dr. Wall explained that one brochure is given to the financial aid director at the awarded College and one given to each scholarship recipient. The Scholarship Brochures provide information about the five AASFAA scholarships. The brochures were last printed March 2006. After this discussion, Belinda Duett agreed to print the brochures as needed to help keep the printing cost down.
Kevin Ammons inquired if the Board had moved forward on our online server. It was agreed that we would revisit this item at the upcomingAASFAA Transition meeting.
It was requested that the following photos would be made at the Conference:
A group photo of the AASFAA Officers and the Committee Chairs after the Business Meeting on Wednesday. President Adams agreed to mail the photos to the Officers and Committee Chairs.
Also, Sharon Williams requested that Joan Waters take pictures of the New Aid Officers Workshop (NAOW) participants.
Kevin Ammons recognized Lissa Powell and USA Funds for printing all of the materials for the New Aid Officers Workshop.
It was agreed that a Financial Review for AASFAA would be completed by June 30, 2012.
Special thanks were expressed to Amanda Sharp for designing and providing the 2012 AASFAA Spring Conference program.
AASFAA EXECUTIVE BOARD MEETING
LAKE GUNTERSVILLE STATE PARK LODGE
LAKE GUNTERSVILLE, ALABAMA
TUESDAY, APRIL 10, 2012
Page 5
It was shared by Stephanie Miller that the AASFAA Notebooks to be given to the registered Conference attendees were an idea from the Florida Association.
Anthony Richie would continue to take care of putting information about our paid Vendors on the Website.
Stephanie Miller reported that the Hospitality Room for this Conference was Room 320.
President Adams called for a motion to adjourn this meeting. Amanda made the motion and it was second by Kevin Ammons. The motion carried without any objection. This meeting was adjourned at
5:42 p.m., until the next business meeting during the Conference Luncheon on Wednesday at 1:30 p.m.
Respectfully Submitted,
Betty Edwards, Secretary
AASFAA OPENING SESSION AND BUSINESS MEETING
LAKE GUNTERSVILLE STATE PARK LODGE
LAKE GUNTERSVILLE, ALABAMA
Wednesday, April 11, 2012 – 1:30 p.m.
President Adams greeted the Conference participants and called the Business Session to order. President Adams explained that the purpose of this meeting was to conduct the business requiring any votes of the Association, to present the reports of the Officers and Committee Chairs/Liaisons and to recognize those members who severed AASFAA during the 2011-2012 year.
President Adams shared with the Association that Mrs. Erma Perry from Wallace Community College in Dothan and Ms. Shelia Hairston from Northeast Community College were recognized by the Alabama Community College System as recipients of the Chancellor’s Award for their demonstration of the highest standards of professional performance and service among college employees.
President Adams gave an overview of her Executive Board report.
Secretary BettyEdwards reported that the minutes of the Executive Board meeting conducted on Tuesday, April 10, 2012, would be available on the AASFAA Website. However, she reported that the Executive Board voted to allow Retired Past Presidents to register for AASFAA Conferences and only pay for the meals that they attend. Secretary also shared that the dates for the 2013 Spring Conference would be April 9-12, 2013, at Lake Guntersville State Park, Guntersville, Alabama.
Belinda Duett reported that the AASFAA Budget would be available on the AASFAA website. However, there were printed copies available at this Conference. The AASFAA budget was approved.
Kevin Ammons reported that 17 persons participated in the New Aid Officers Workshop. At this Luncheon, each NAOWparticipant was presented withan Attendance Certificate. In addition, Kevin recognized Lissa Powell for serving as one of the trainers for the NAOW and USA Funds for printing all of the materials for the NAOW. Kevin Ammons also served as a trainer for the NAOW.
Dr. Quisenberry, Acting Election Chair, reported that the Executive Board voted to dispense with the giving of speeches and the nominations from the floor beginning with this 2012 Spring Conference. It was decided in the Executive Board meeting that we would only nominate from the floor as a “write in”. The voting would resume after this Luncheon meeting and would end at 12 Noon on Thursday, April 12, 2012. Voting will be conducted in the Business Center of the Lodge. The password was Eagle 1.
At this time, President Adams presented awards to the AASFAA Committee Chairs/Liaisons. A list of the recipients is included with these minutes.
Local Arrangements Chair, Stephanie Miller reminded the Conference Attendees that the Hospitality Room was 320.
This meeting adjourned at 2:20 p.m., until the next Business Session on Thursday, April 12, 2012.
Respectfully submitted,
Betty Edwards, Secretary
AASFAA APPRECIATION BANQUET
LAKE GUNTERSVILLE STATE PARK LODGE
LAKE GUNTERSVILLE, ALABAMA
Thursday, April 12, 2012
6:15 p.m.
President Adams called the Association back into session for the purpose of announcing the results of the elections. The Elections Report was given by Ben Baker. The results are as follows:
Treasurer-Elect - Amanda Sharp
Treasurer - Ann Campbell
Secretary - Stephanie Miller
President - Sharon Williams
President-Elect - Kevin Ammons
Vice President - Phillip Nelson
Past President - Vickie Adams.
Ben Baker indicated that this concluded theElectionsReport and moved that the election results would be destroyed. This motion was seconded by Carol Ballard. This motion wascarried.
Following the Elections Report, President Adams recognized the first-time attendees at the 2012 Spring Conference and thanked them for theirattendance. President Adams also allowedtheAssociation to pause for a moment to recognize those members who may have expired since the spring meeting last year. We were happy to record that the Association did not lose any members last year.
As AASFAA President, Vickie Adams in an attempt to express her appreciation to the Executive Board and Committee Chairs/Liaisons Team this year that she planned to send to these members a copy of the group photo, takenafter theLuncheon on Tuesday, upon her return to the office.
At this time, President Adams recognized the Officers who served the Association for the 2011-2012 year and presented a plaque to the persons whose names are listed below:
Sharon Williams
Kevin Ammons
Betty Edwards
Amanda Sharp.
Following this presentation, Past President, AmandaSharp presented a special award on behalf of the Association to Vickie Adams who served the Alabama Association of Student Administrators as President for the 2011-2012 year.
After accepting the President’s award, Vickie Adams called for the 1996 AASFAA President to present a very special award-- the Over-Award. Dr. Wall requestedMichelle Thompson to assist him with this presentation.
AASFAA APPRECIATION BANQUET
LAKE GUNTERSVILLE STATE PARK LODGE
LAKE GUNTERSVILLE, ALABAMA
Thursday, April 12, 2012
Page 2
After much deliberation and consideration of several possible recipients, the Over-Award was presented to Deborah Byrd, Director of Financial Aid at John C. CalhounCommunity College. Following this presentation, Kevin Ammons, in the absence of Belinda Duett, collectedthe $1.00 scholarship annual payment due from the previous over award recipients and from Deborah Byrd. Francine Reeves is paid up until next year.
Vickie Adams announced theAASFAA Scholarships would be awarded to the following colleges and provided a brief history of the person for whom the scholarship was named. The scholarship recipients would be chosen at each college.
Shirley Spears – Janet H. Jones – North West Shoals Community College
Floyd Johnston – Zacairi Turner – Alabama A. & M. University
Bill Gentry– Melissa Todd – South Union Sate Community College
Theresa Duke–Becky Graves – Wallace State Community College, Hanceville
Dr. William H. Wall – Michelle W. Hadley – Faulkner State College
President Adams reminded eachwinner tosend the Treasurer, Belinda Duett,an invoice to receive the institutional scholarship funds for 2012-13.
President Adams shared that at time, the Association will celebrate the 33rdAnniversary of the two highest awards bestowed annually by AASFAA.
The first award presented was the John H. Buchanan, Jr. Distinguished Service Award presented to David Bartnicki, Federal Trainer with the U. S. Department of Education with 16 years of service and training.
David Bartnicki accepted the award and expressed his appreciation on behalf of himself and his Colleagues at the Department of Education.
The second award presented was the M. Cecil Padgett Outstanding Achievement Award to Betty Edwards, Director of Financial Aid, Trenholm State Technical College.
Betty Edwards accepted the award and shared with the members of the Association how honored she was to receive such a wonderful award.
The awards portion of the program concluded this Business Meeting and the members were adjourned to enjoy the rest of the evening either at the Hospitality Room or to remain in the Banquet Room to interact with their Colleagues.
Respectfully submitted,
Betty Edwards, Secretary