TASFAA BOD Minutes

May 13-14, 2013

Page 1

Officers 2012-2013
President
Dana Mingo
Vice President
Jason Young
President Elect
Melet Leafgreen
Past President
Harold Whitis
Treasurer
Becky Wilson
Secretary
Shannon Followill
Board Members
Mike Carranza
Laurie Coulter
Jeannie Gage
Raul Lerma
Ed Turney
Devon Wiggins
Cathleen Wright
  • Checked in with Communications and Social Media Committee about FaceBook project. The two co-vice chairs are working out their duties. Steve Brower will complete the annual report. Looking for more direction from the Board. Anytime someone does something with TASFAA, let FaceBook know about it. Include as a bullet point for all committee responsibilities to forward items of importance to Committee for posting.

Past President’s Report – Harold Whitis

  • Nothing to report.

Treasurer’s Report – Becky Wilson

  • See posted reports on TASFAA website.
  • Balance Sheet as of 5-09-2013
  • TASFAA Budget vs. Actual as of 5-09-2013
  • The NAOW budgeted amount included hotel charges – registrants are paying their own hotel. Balances out on the Training – NAOW/ABC line item.

Partner’s Reports:

Rodger’s Capital – Gary Rodgers

  • Handouts distributed to Board of Directors prior to meeting.
  • Account ended year 2012 with a balance of $304,239 and account balance is $327,254. That is a year to date gain of 7.56%

Harold Whitis made a motion to accept Gary’s recommendations on investments. Laurie Coulter seconded the motion. No discussion. Motion carries.

  • Becky with notify Gary of the approved recommendations.

ATLE – Debbie Urias

  • No report submitted.

THECB – Lyn Kinyon

  • See posted reports on TASFAA Website.
  • Bills Assigned to BSS – “Engrossed” – as of May 2, 2013 bills had movement.
  • TXG and TEOG – possibly allocated out this week.
  • WS – waiting on Banner schools to resubmit FADS.

TGSLC – Kim Alexander

  • See posted report on TASFAA Website.
  • A big thank you to everyone who participated in every shape and form for the TG Conference.
  • Overall conference was a 4.53 out of 5.0 (87 responses). Last year was a 4.54 with 69 responses.
  • 241 registrants compared to 221 for last year.
  • 89 first-time attendees.
  • 58% of registrants signed up for three-day registrations.
  • Distribution of participants was well received. 42% from higher education, 32% from TG, 11% speakers, 7% lenders/services and 9% other. (6 high school counselors.)
  • Subject matter had value as well as the sessions.
  • Next years conference – April 8-10, 2014 at the same venue.

DOE

  • No report submitted.

Committee Reports:

Awards & Scholarships – Cathleen Wright

  • The TASFAA Awards Committee selected 10 individuals to receive the Mack C. Adams Professional Development Scholarship to assist with registration fees for the upcoming New Aid Office Workshop. In May, the awards committee will seek nominations for the TASFAA Hall of Fame Award, Trailblazer Award, and the Financial Aid Star Awards. We will present the nominations to the Board by June 15th.
  • Mack C. Adams Scholarship Recipients

Carrillo, Blanca- Texas State Technical College
Humble, Jaxon - Howard College
Barcenas, Lupe - El Paso Community College
Martinez, Martiza - McMurry University
New, Cynthia - McMurry University
Thurne, Lacey - Lubbock Christian University
De Leon, Cristina - University of Texas – Pan American
Stubblefield, James - University of Houston
Estrada, Edgar - Tarrant County College
Dent, Demetrice - University of Houston-Houston

Communications & Social Media – Steve Brower

  • See posted report on TASFAA website.
  • Preliminary work beginning on annual report.
  • Have Board begin to brainstorm about ideas for FaceBook.
  • Examples: THECB deadlines, legislative issues

Constitution & Bylaws – Shannon Followill

  • See posted report on TASFAA website.
  • Committee Appendix – send out to Board prior to July meeting for review and suggestions.

Early Awareness–Vitoria Rae-North

  • No report submitted.

Fall Conference – Denise Welch

  • See posted report on TASFAA website.
  • Giveaways in lieu of President’s reception, silent auction and 5K fun run.
  • Vendor fee – TASFAA is still on the low end of scale. Possibly look at tiered system proposal as with SWASFAA.
  • TASFAA will have to pay for security guard as part of contract.
  • Ideas for possible sessions – Government relations, NSC

Legislative Issues – Chris Murr

  • See posted report on TASFAA website.
  • Post important topics on FaceBook or Legislative Bill research/background.

Membership – Alex Hellinger

  • See posted report on TASFAA website.

Nominations & Elections – DeCha Reid & Pam Shuttlesworth

  • No report submitted.
  • Encourage nominations – actively involved in TASFAA.

Regional Training – April Gonzales

  • See posted report on TASFAA website.
  • NASFAA topic for next year – R2T4
  • Concerns – attendees not aware of topics. Organizations attending in which subject matter does not apply to their areas.

Site Selection – Curt Ely

  • See posted report on TASFAA website.
  • Curt no longer overseeing financial aid – has recommended Beth Tolan. President-Elect will visit with committee members to get feedback.

Training – Marcos Mendez

  • See posted report on TASFAA website.
  • 79 people registered for NAOW.
  • $8,000 meal minimum has been met.
  • Exceeded room block agreement.

SWASFAA – Raul Lerma

  • See posted report on TASFAA website.
  • SWASFAA is looking at different dates to hold their conference.
  • Next scheduled meeting is September 24 via conference call.
  • Theme for 2013 Conference – “The Sky is Not Falling Yet – Come BOND with Us!”

Web Services – Alan Ahmad

  • See posted report on TASFAA website.

New Business

  • Early Awareness Proposal – Dana Mingo and Melet Leafgreen will step-in as co-chairs. Gather feedback from TG on high school awareness and NASFAA materials.Ensure project successful.Update co-chair responsibilities for this role.

Meeting adjourned at 4:03 p.m. until Tuesday, May 14, 2013

May 14, 2013

Members Present: Dana Mingo, Jason Young, Melet Leafgreen, Becky Wilson, Shannon Followill, Mike Carranza, Laurie Coulter, Jeannie Gage, Raul Lerma, Ed Turney, Devon Wiggins

Members Absent: Harold Whitis, Cathleen Wright

Guests Present: Kim Alexander (TGSLC), Denise Welch (Fall Conference Chair)

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The meeting of the TASFAA Board of Directors was called to order at 8:24 a.m. by President Dana Mingo.

Unfinished Business:

Mission, Purpose and Vision

  • Review to ensure this is what TASFAA is doing.
  • Tie what TASFAA does into the mission, purpose and vision on the website. (Puzzle pieces to click on and elaborate and bring them together.)
  • For example, #1 Encourage students to pursue higher education. List high school presentations and outreach events. Working with various offices on campus – Admissions. TG – Financial Aid telethon.

Organizational Committee Timeline/Structure/Duties

  • Melet will get with Steve Brower to discuss annual report. Discussion to publish annual report after the fall conference to be able to include conference information and pictures, etc. The annual report would be the final duty of the current chair and transition to incoming chair. Set a target date of November 15th for completion of annual report.
  • Committee chairs – After May Board Meeting, contact chairs to update purpose, responsibilities, and calendar. Purpose will be an effort to provide incoming chairs committee information in July.
  • Mentor/Protégé – Forms distributed to Board members and completed. Possibly add to Volunteer Form. Board members encouraged to participate. Moving forward, President assigns Board member as liason to committee chair. Shannon to add to officer’s charge.
  • Shannon to send all committee pages to board prior to July meeting for review.

Strategic Goals Discussion

  • Moving forward, should be the Board’s strategic plan instead of the President.
  • Continue to standardize record keeping.
  • Put as standing item on agenda – a working, collective document.
  • Include as part of chair duties to provide annual updates before fall conference – items can be included as part of assessment.

Regional Training Fees

  • Receptive to charging a fee to non-members.
  • Dana will contact committee to research costs – what other organizations are doing? Charge to high school counselor? Board will make a decision in July.

New Business Continued:

Finance Committee Discussion

  • Checks and balances currently in place including President, President-Elect, VP, Treasuer, bookkeeper and investment advisor.
  • Bookkeeper to mail bank statements or provide statement access to acting President and Treasurer for review.
  • Shannon to send finance committee draft to Bookkeeper, President, President-Elect and Treasurer for rewrite.

Conference Site Registration Payment Process

  • Check with conference hotels for cashier services in an effort to reduce transporting cash from conference.
  • Four Square cannot be used for registration fees. This needs to be enforced.

TASFAA Endorsement for HR1529

  • Student Aid Expansion Act of 2013 – Designed based on the premises to allow students to have the best loan options. Dana will contact Gorge and Chris and indicate TASFAA supports HR 1529.

ATLE Follow-Up

  • See Vice-President report posted on TASFAA website.

Committee Website Updates

  • Shannon will send to Web Services for update once committee project complete. Add to Constitution and Bylaws calendar every July after committee review.

Texas Compliance Group and TASFAA

  • Financial Aid Audit Compliance Professionals (FAACP)
  • Discussion of initial meeting and most recent meeting.
  • Invited members to join group (listserv, calendar).
  • Forwarded meeting notes to Board of Directors.
  • Possible TASFAA session at Conference.

TASFAA Projector

  • Jason will research the cost of TASFAA purchasing a projector for use in meeting rooms.

The next meeting of the TASFAA Board of Directors will be held July 23rd beginning at 9:00 a.m. via FUZE.

Raul Lerma made a motion to adjourn the meeting of the TASFAA Board of Directors at 11:28 a.m. Devon Wiggins seconded. No discussion. Motion carries.

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The minutes of the TASFAA Board of Directors meeting held May 13-14, 2013 are respectfully submitted by Shannon Followill, TASFAA Secretary.