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Washington Financial Aid AssociationExecutive Council Meeting

Committee Report Template

Save the completed report using the following format: WFAA.MeetingName.Date.CommitteeName.doc. Submit your report via email to the WFAA Executive Council listserv no less than 4 days prior to meeting.

WFAA Committee Report 2016-17

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Executive Council Meeting Date / June 1-2, 2017
Executive Council Meeting Location / Spokane, WA

Committee Information

Committee Name / Conference Committee
Chair(s) / Sarah Austin & Lisa Gonzalez
Committee Members / Kelley Christianson (CWU)
Tracy Hall (Evergreen)
Linnea Todd (Seattle Colleges)
Josh Holloway (Bellevue)
Katie Stefano (Gonzaga)
Kelly Wentz (Gonzaga)
Jane Baumgarden (SFCC)
Barbara Boots (EWU)
Rosee Murray (EWU)
Kafiat Beckley (WSU Vancouver)
Holly Johnson (Citizens One)

Committee Goals

Strategic Plan Goals that are being met (check all that apply)
Goal 1: Assess and monitor the performance of the Association and implement strategic adjustments
Goal 2: Continually improve methods and processes for communicating with the membership
Goal 3: Maintain and enhance the diversity of our membership and the Executive Committee
Goal 4: Collaborate and coordinate with other organizations and associations in order to serve our members more efficiently and effectively
Specific Committee Goals / 1. Increase conference attendance by 15% over last year

Summary of Activities (Descending Chronological)

·  2/7/17-Attended EC Meeting via conference call (Sarah)
·  2/7/17-Worked with Treasurer on getting 2016 conference refunds processed (Sarah)
·  2/20/17-Reviewed registration numbers to get accurate count of paid registrants (Sarah)
·  2/21/17-Emailed registration list to Linnea, Kelley, Tracy, Stacey to help reconcile with budget line items (Sarah)
·  5/23/17-Received information on potential 2017 Co-Chair via Linnea Todd (Sarah)
·  Ongoing – communication with those requesting information about 2017 conference
Budget Information
Approved Budget / $45,000
Budget Expenditures to Date / 1. 
2. 
3. 
TOTAL = $33,573.84
Event Information (complete if applicable)
Event Name / WFAA Annual Conference
Location / Hotel RL, Spokane, WA
Date / October 12-14, 2016
Number / Cost of Registration / Subtotal
Attendees / 139 (FAA/HS, excluding comped or refunded)
10 (vendors) / $175
$1500 / $24,325
$15,000
Complimentary Registrations (if applicable – i.e., scholarship recipients) / 1 / $175 / $175
Add more rows as needed for additional events.

Suggestions for Future Committee

1.  Keep a spreadsheet of sessions/presenters on OneDrive (or something similar) so that chairs, committee members, etc. all have access to up-to-date information, rather than emailing out updated versions, as there are too many changes to keep track of
2.  Send list-serv messages to non-active members too by pulling past members and doing a mail merge
3.  Explore better way to communicate with vendors and ensuring you can get logos, ads from them in timely matter for conference program
4.  Determine how refund/cancellations will be processed, and what the timeframe is for those refunds, to ensure cancelled registrants receive refunds in a timely matter (suggestion: within 30 days of the cancellation request)

Calendar of Events/Timelines

Date / Committee Member Responsible (if applicable) / Description
June 2017 / Rosee Murray and Linnea Todd / Confirm 2017 Co-Chair
June 2017 / Co-Chairs / Solicit volunteers for 2017 Conference Committee
July 2017 / Committee / Conference Committee initial planning meeting
Summer 2017 / Plan 2017 Conference details through multiple committee meetings
October 2017 / 2017 WFAA Conference in Vancouver, WA

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