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Executive Board Meeting Minutes
August 7th, 2002
University of Illinois, Champaign, IL
Student Services Arcade
Orlo Austin called the meeting to order at 10:10 a.m. Sandra Fay gave a brief update on Pam Maciulewicz and her pregnancy. She is doing well but must limit her activities.
Members in attendance
Orlo Austin, Kathy Facenda, Colby Sellers, Sue Swisher, Mary Shaw, Terri Hare, Shawn Warden, Sandra Fay, Marion Smithson, Jone Zieren, Mark Holysz, Ken McGhee, Rhonda Cors, and Jack Lyons.
Secretary's Report - Mary Shaw
Minutes from the May Executive Board Retreat were reviewed. Jone Zieren motioned to approved the minutes, Colby seconded. Motioned passed.
Treasurer's Report - Sue Swisher
Two written reports provided. The yellow sheet is Cheryl Warmann's final closeout for the fiscal year ending in June. The purple is Sue's Swisher's report for the month of July. The current standing of the ILASFAA accounts are as follows: Scudder Account $57,709; Merrill Lynch Trust $ 90,149.68.
Written report provided. Leadership retreat went very well and the weather held out. Sandra commented that WASFAA provides free yearly training to its membership. Orlo commended Sandra and Pam Maciulewicz for their work and organization on the retreat overall. Training committee met yesterday with the sub committee for the high school/admission counselor seminars. Planning a session on professional judgment versus negotiation for the high school/admission counselors sessions. MAP reconciliation will be a focus for fall seminars. Winter workshop will offer a "beginning track". NASFAA training is offered for treatment of resources and packaging considerations (e.g. TRIO, GEARUP, 529 plans, stipends) on September 23 and 24th. The Board needs to decide on this training, how we will use it during the year, and who will be attending.
Members in attendance discussed the previous formats used for training days, what is covered by ILASFAA (whether to pay all or a portion of the expenses), and on how the volunteers or trainers were selected . Marion Smithson brought up the issue that funding will be tight and we need to make training affordable and meaningful. The volunteers selected commit to a lot of work with the training and presentations. ILASFAA will order approximately 120 copies of the materials. Jana Albrecht will need to check the school membership data base. Sandra will talk to the regional coordinators. Jone Zieren motioned that we authorized two trainers to attend the NASFAA training. Motion was seconded by Rhonda Cors. Motion approved. Still need to find someone from the Northern region to attend the training or assist in conducting the training.
Sandra needed confirmation on the registration expense for Fall Seminars at $25 per person and Winter workshop at $75 per person. Kathy Facenda motioned and Jack Lyons seconded that the fees schedule stay the same. Motioned approved. Second question was whether ILASFAA would offered the Leadership/ Retreat or a Manager's workshop in June 2003. Colby Sellers motioned, after much discussion by members present, that the Manager's Retreat be held in June with the content to be determine at a later date. Mary Shaw seconded. Motion passed.
Orlo mentioned that Scott Siebring might stop in this afternoon to have the contract signed for the conference in Tinley Park for 2005. Board members broke for lunch at 12:12 p.m.
Diversity Issues - Shawn Warden
Written report provided. Several new members added to the committee list. Outreach committee will be working with the Chicago Public Schools/Trinity Church Historically Black College Fair in January 2003. Shawn requested clarification from the Executive Board regarding this committee's true purpose and direction. She was not able to find sufficient information from the ILASFAA Policies and Procedures Manual. The description list of all the ILASFAA committees and the purpose was passed out to the Board for review. Orlo suggested that Shawn review this information with the committee and use the description for guidance. He also indicated that the Board would consider reviewing changes to this description if the committee should choose to present a new description and purpose.
Communications and Web Committee - Terri Hare
Written report provided and two contract proposals for the ILASFAA website. Terri stated that the most current information available is being posted out to the website. She asked that each Committee Chair be sure to send her information on events and schedules. Mary Shaw will forward the minutes from the May retreat for posting. The members had questions regarding the database and who has access to this information and how it is sorted. Jack Lyons would prefer to see membership information by sector. Kathy Facenda explained that the database could be downloading from the web-site. She believes it is an Access database that may be imported into Excel for sorting purposes.
Terri gave the Executive Board two proposals for the development of the ILASFAA website: ATAC and IM Solutions, Inc. Both companies can provide the services that were previously determined necessary at the May retreat. IM Solutions is a new upstart company very database driven. We would have access to site to post information and membership IDs. ATAC is a more established company but ILASFAA can only have one central person to funnel information through their company. Everything we would want on the web-site or list-serve must be funneled through ATAC. Members present agreed that the investment is needed, but there are additional questions prior to making a contract decision. Orlo requested that a committee formed of the following members evaluate the web-site proposals of these two companies: Terri Hare, Bob Anderson, Kathy Facenda, Colby Sellers, and Dan Mann. A finalized proposal will be discussed at the November meeting.
Legislative Information - Marion Smithson
Written report provided. Marion brought to the members questions on the upcoming reauthorization. She needs information from the Executive Board on how broad of an agenda ILASFAA wishes to take on. The VPs for each sector will sit on the Legislative committee with Marion. Marion requested the Board to define a role and a direction for this committee. Jack Lyons asked how many of the staff in our offices will really understand or care about reauthorization. Orlo suggested that Marion consider sending out a list of general issues and questions that all members of the association may want to discuss and respond too. Marion also wants to bring into the dialogue the larger percentage of the Financial Aid community that may not understand reauthorization or how it affects the students they come in to contact with on a daily basis. She feels that by relating the information at a level that is understandable, more valuable input may be received from those that encounter these issues in our offices.
Executive Vice President - Rhonda Cors
Written report provided along with the minutes from the Corporate Support Committee meeting. Rhonda had questions for the Board on the dinner format at next year's conference. The food expense is quite high given the Itasca locations and the suggestions brought forward would be to provide a sit down breakfast each day and then have the members arrange for dinners own your own. Corporate support has concerns about the gift provided to vendors. Discussion on whether this should continue or should the funds be put into a scholarship or raffle format. Also, the Executive VP is responsible for the yearly audit that will be conducted and completed by November.
In reference to vendors and corporate support, Orlo mentioned that he picked up several non-lender possibilities for vendors at the NASFAA conference. He will be sending the ILASFAA brochure and a letter about our spring conference.
Northern Regional Coordinator - Ken McGhee
Written report provided along with a written report for the FAAM committee. Ken felt the discussions need to continue for graduate and professional issues and training. Some discussion on Donna Sobie's prior request for a VP for the graduate and professional as their own sector. Orlo said decisions should be postponed until Donna's written proposal could be reviewed by the Board.
Vice President for Community Colleges - Jack Lyons
Main sector issue relates to the changes in MAP and phone calls to other community colleges.
President Report - Orlo Austin
Brief written report provided for past month activities. Orlo spoke on behalf of ILASFAA at the June Commission meeting held at ISAC in Deerfield. Discussion on site locations and possible dates for the November Executive Board meeting. Orlo would like members to look into sharing student stories.
Mark Holysz mentioned that the September's commission meeting has been relocated to Concordia University in River Forest. He also mentioned that the Formula Committee was meeting tomorrow. Items for consideration are as follows: Reinstate the 5% (approx $17.5 million), reinstate 5th year awards (approx. $18 million), have awards based upon the 2002-2003 tuition (approx. $13.6 million), and increase maximum by 5% to $5,214 (approx. $9.8 million)
Past President - Kathy Facenda
No written report at this time. She reminded the members present that the yearly membership is about to expire if you do not plan to attend the conference.
President Elect - Colby Sellers
Written report provided. Colby attended the NASFAA pre-training for financial and fiscal management for state and regional associations. He met with the Conference Program committee for the first meeting in June and will be attending the President's council meeting with ISAC in September.
Orlo received an invitation to College Goal Sunday. He asked that we consider sending a member from ILASFAA to see what tips or ideas we may be able to use. Kathy Johnson was selected to attend.
Kathy Facenda motioned to close the meeting. Colby Sellers seconded. Meeting adjourned at 3:50 p.m.