The Meeting Was Called to Order by 1718 AASFAA President, Theresa Mays

AASFAA Fall Meeting

October 5, 2017

The primary purpose of this meeting is to discuss any old business from the July, Transitional Meeting and discuss any new business for Fall 2017.

The meeting was called to order by 1718 AASFAA President, Theresa Mays.

Theresa then ensured that a quorum was established, and Nikki confirmed.

Theresa Mays requested for a motion to change the agenda as needed.

Kelly D’eath made the motion.

Randi Bozeman seconded the motion.

A roll call was held through signature to verify attendance for the meeting.

In attendance were:

Theresa Mays (President)

Kelly D’eath (Past President)

Stephanie Miller (President Elect)

Shauna James (Vice President)

Nikki Bradbury (Secretary)

Lane Smith (Treasurer)

Jim Theeuwes (Treasurer Elect)

Steve Smith (Site Selection)

Taylor Hilyer (Membership)

Clark Aldridge (Financial Review)

Amanda Childress (Two-Year College Concerns)

Donna Bass (Publications & Public Relations)

Breshawn Skinner (Communications)

Randi Bozeman (Webmaster)

Sharon Williams (Diversity)

Amy Rowell (Local Arrangements)

Michelle Thompson (Scholarship)

Cheryl Newton (Legislative Relations)

Shannon Cross (Sponsorship)

First, Kelly D’eath requested that several members of the Executive Board please review the minutes she has created for the spring meetings.

Stephanie Miller, President Elect, stated that her committee report was submitted and stands.

President, Theresa Mays, stated that her report is not posted but she will update it within the week

Shauna James, Vice-President, stated that her report is not posted but she did give an update regarding her activities since July and a positive report regarding the day’s training.

Secretary, Nikki Bradbury, stated that all minutes are submitted and a Secretary’s report will be submitted within the week.

Lane Smith, Treasurer, stated that his committee report was submitted and stands.

All committee chairs present gave an update on behalf of their committees and noted if the related report was submitted via the web.

Randi asked if the committee chairs should update their committee members names to the web.

Kelly stated that it would have to be discussed with all tabled information regarding the P&P.

Stephanie, Kelly, Randi and Theresa noted that Nikki will send out the current copy of the P&P. Everyone is to review their sections, general information, make updates according to the instructions provided when Stephanie sends the document out, and then Theresa will call for a conference call or email in order to have all edits reviewed and approved.

Once the P&P is edited, based upon approval, the Secretary will update the final document to be updated to the website.

At that same time, the Executive Board will discuss separating any portions that do not belong in the P&P and should be formatted as individualized documents.

Any separations will be handled accordingly prior to updating the website.

Following this discussion, old business was discussed:

It was noted that approximately 105 attendees are registered for the October 6th Fall AASFAA Workshop.

The presentations are all scheduled and will be very informative.

Verification of Direct Bill was discussed and the new dates for the Spring Conference were discussed and will be verified soon.

It was further noted that Lane will now email a copy of the Liability Insurance Policy on behalf of Jay to Randi and Nikki for Randi to update to the website via ATAC for the access of all 1718 Executive Board members and for Nikki to keep the original copy on the Secretary’s jump drive.

Membership was then discussed. Lane and Taylor addressed the implementation of PayPal for institutional membership and payment. Lane discussed that he and Jay will meet to discuss and implement the needed updates along with addressing other related items. It is necessary for this to be ready for payment for Spring Conference.

Taylor recommended just using a computer on site for payment.

Kelly D’eath recommended that PayPal be used on an onsite computer be voted for approval. Randi made a motion, Shauna seconded it and there was no discussion.

Taylor gave an update regarding unpaid memberships. She noted that many 1718 should be collected on October 6th. After, all outstanding balances will be worked.

Taylor and Lane discussed cleanup of previous years’ outstanding balances. They have done some cleanup regarding special circumstances.

Additional discussions were held regarding issues with repeat non-payers and how to address ensuring that they are not allowed to participate in other activities until membership payment is made.

Clark Aldridge gave a recommendation regarding the possibility of adding the membership fee to the event fee if the individual has not already paid the membership fee.

Sharon Williams recommended putting the registration out earlier in order to try and ensure more immediate payment.

Lane Smith also recommended changing the site of the Fall Conference to a different location that could host us at a better time.

Michelle Thompson gave an update regarding current scholarship invoices and the creation of a new letter that serves as a follow up to request scholarship invoices when they were not received originally.

Stephanie Miller recommended that the newly created letter be presented to the Executive Board for approval and addition to the P&P.

Theresa Mays suggested using the letter as one reminder but not working any further to urge response.

Stephanie Miller made a motion that the scholarship deadline be moved from December 31st to October 31st.

Shauna seconded the motion, and Theresa called for a vote.

A unanimous vote was taken and the date is going to be changed to October 31st.

Kelly D’eath recommended that the P&P be updated to reflect this date change.

Next the PO Box move was discussed. For now, Lane has left it where it is in Birmingham. Discussion was held that it may be changed in the future.

Donna Bass addressed one final point of old business. She directed everyone’s attention to her Board report to have all review her suggested statement regarding photographs to be added to the AASFAA website for all registration components.

It was suggested that her statement be edited to read the following:

I understand that photographs may be taken at AASFAA events and these photos will be shared on social media and the AASFAA website.

Stephanie Miller made a motion that the above statement be approved.

Shauna James seconded and all approved via vote.

Next, New Business was discussed.

Stephanie noted that NASFAA Credentialing cannot be provided via the web. These must be in-person workshops.

Taylor confirmed that Go To Webinar can still be used as necessary for other types of training.

Other locations and options for NASFAA Credentialing were discussed.

Stephanie expounded on the idea that Kelly D’eath and Melissa Burgett have volunteered to join her in credentialing themselves in order to become trainers. More will be discussed in order to prepare for this.

Taylor Hilyer volunteered herself as a credentialing instructor for the tests she has completed.

Kelly D’eath made a recommendation that we increase the locations for hosting credentialing training.

Theresa asked for further discussion, and there was none.

Stephanie Miller spoke about the upcoming Spring Conference. She discussed that the theme will be “Golden Age of AASFAA”. She also further discussed that duties will be appointed once the site visit takes place in December.

Lane then re-asked for the dates of the Spring Conference. It was confirmed that the dates are Wednesday-Friday, March 28th-30th.

Sharon Williams then gave an update with regard to the charity for Spring Conference. She introduced Kid One Transport as the charity and requested discussion for acceptance of this organization for the Spring Conference charity.

Sharon also discussed options for how to raise donations for the charity via an online auction, in-person auction, etc.

Further discussion was held by all regarding opportunities and options.

Stephanie Miller made a motion to approve the recommendation for Kid One Transport to be named as the charity for the Spring Conference.

Lane seconded the motion.

All voted for the approval.

Sharon added that the committee might also create a display and incorporate diversity awareness for AASFAA members to experience.

Lastly, Steve Smith noted that the 2019 location is already set for the Atmore Wind Creek Casino and research is being done for future sites.

Theresa made a motion for the meeting to be adjourned, it was seconded and all approved.

The meeting was adjourned.