2012-13 OASFAA Executive Committee Meeting Minutes
Conference Call
January 18, 2013
Trustees
Cheryl Willard*
Stephanie Sutton
Angela Johnson*
Matt Moore*
Emily Mattison
Randy Green*
Bridgett Lallathin*
Jayme Jarrett*
Regina Harper*
LaSaundra Craig*
Valerie Kepner*
Sonia Slomba*
Betsy Johnson*
Jeff Johnston*
MorraLee Keller*
Leann Kendzerski
Kevin Lamb*
Tony Leprotti*
Lawrence Matthews*
Carolyn McCluskey*
Lea Mederer*
Andrea Morrow
Mary Lynn Perri
Faith Phillips
Venus Puliafico*
Ed Recker
Amanda Reisinger*
Sam Selvage*
Carrie Short*
Amy Welty
Lee Ann Timmerman
Randy Ulses*
Melanie Weaver
Christy West*
Committee Chairperson
Michele Barry*
Tamika Braswell*
John Brown
Bev Dalheim
Becky Davis
Adam Dilulio*
Debralee Divers
Todd Everett
Mary Kay Freshour*
Valerie Fultz
Ann Marie Gruber*
I.
Welcome
Cheryl Willard
Cheryl Willard began the meeting at 9:02 by welcoming all the members.
1.
II.
Review of Meeting Protocol
Roll Call
Sonia Slomba
1. Updates
Cheryl Willard
OASFAA Executive Committee Meeting locations confirmed for Franklin University. Feb 22 and
April 12, 2013. Phillip Hall 220-220A
III.
Minutes/Secretary’s Report
Sonia Slomba
Motion to approve minutes: Jayme Jarrett.
Second provided by: Angela Johnson.
Motion carried.
IV.
Treasurer’s Report
Emily Mattison
$685 CGS Expense was questioned: Emily/Randy will address with MorraLee offline.
Old Business
1.
Cheryl Willard
Financial Audit/Review: Randy Green. Proposal provided for 13-14 Audit/Financial
Review. Cost not to exceed $5000. Recommendation to schedule during off-years for
leadership class to ensure sustainability. Proposal was attached to agenda. Executive
members were asked to review and be prepared to move forward with
recommendation for implementation at February’s Exec Meeting.
We will put it on next agenda-RFI process.
Lawrence: 990 Form review and preparing of?
2. Update to recommended item for discussion at November Exec Meeting.
Associate Members receiving email notifications from Regional Representatives:
Betsy Johnson
Regional representatives will now be able to include all Associate Members and not just those in their
region with announcements. Underneath the attachment option when sending an email, the regional
representatives will now see a statement that has a checkbox. If it is desired to send to all associate
members the regional rep will need to check that box. It will look like:
Include Associate Members:
X Send this email to all current Associate Members as well.
VI.
New Business
Cheryl Willard
1. MASFAA 2013-14 Nominations/Election
OASFAA Membership has been sent email w/ a call for MASFAA elected officer nominations.
2. MASFAA Update: Randy Green
January Board Meeting is next week in Indy. Randy Ulses will attend as Ohio representative.
MASFAA is planning an event for NASFAA LEADERSHIP Conference attendees. Randy Green
and Val Kepner will attend this conference as Ohio delegates.
Drop box (Cloud) was mentioned. Could OASFAA benefit by using such a tool? Discussions will
follow.
3. OASFAA 2013-2014 Nomination/election timeline: Randy Green
Jan 25 to Feb. 22 – nominations
March 15 close of ballots
April 19 – elections until May 3
VII.
Reports
1. Regional Representatives
a) Northeast
Bridgett Lallathin
No report
b)
Northwest
Jayme Jarrett
Timeline- Push Jan 25 for nomination until Feb. 22…..March 15-close of ballets…April 19elections until May 3
1. Summary of activities: Had Regional Meeting at Winter Conference. About 15 people in
attendance, all OASFAA folks (normal for NW region). Talked about fiscal cliff, pulled in Roger
Eldridge to talk about what communications servicers might be doing to 12-13 borrowers about
loss of subsidy in grace on sub loans, what approaches schools were going to be taking on
verification for 13-14.
Also set 2nd meeting date 3/1/13 at Defiance – haven’t been out there in awhile so we want
to spread the love.
2. Activities planned but not yet completed: Finish planning second regional meeting at
Defiance, and work with Matt and Bridgett on planning the North NASFAA Training at Ashland
on 4/5/13 (details on lunch, times, etc.)
3. Progress on committee’s 2012-13 goals/initiatives: Close. 90% J
c)
Southeast
Regina Harper
1. Summary of activities: The SE Regional meeting held during OASFAA Winter Conference
went very well. I facilitated open discussions on current issues in the news such as Pay as You
Earn, automatic payroll withdrawal for students in default and Earnings Contingent Education
Loans Act. We had over 40 people in attendance.
2. Activities planned but not yet completed: The next SE Regional meeting will be held on
Friday, February 1 at COTC/OSU Newark. An email was sent to regional members on January 8
announcing the meeting. An agenda was attached to the email along with a summary of
OASFAA workshops that will be held in Ohio during 2013.
3. Progress on committee’s 2012-13 goals/initiatives: The NASFAA Training on Direct Lending
workshop for SE &SW Regions has been scheduled for March 28 at Central State University.
4.
Recommended items for discussion by Executive Committee: N/A
d)
Southwest
La Saundra Craig
2.
President-Elect
3. Associate Member Relations
Summary of activities:
Randy Green
Mary Lynn Perri, Michele Barry
Winter Conference included 15 exhibitors @ $1000 each - one vender still has an outstanding
payment. In addition, 5 organizations purchased advertising (2 full page ads @ $500 and 3 ½
page ads @$250) totaling $1750 – we still have $250 outstanding. We also had an Open
Sponsorship for $1500.
Totals for the conference $18250, with the total of $1250 still outstanding. Mary Lynn is
working with the institutions that have an outstanding balance after the conference.
Associate Member Relations is continually researching opportunities to improve sponsorship
and increase participation for upcoming conferences. Items under advisement include a tiered
sponsorship.
A suggestion for the website for future conferences includes alerting vendors that they must
comply with ED regulations as one new vendor tried to offer a raffle that was not in
compliance.
Communications/Web
Leann Kendzerski, Betsy Johnson
Summary of activities:
The first issue of this year’s Gazette was released in December 2012.
Worked with ATAC to update the web to display the correct information related to the Alex
Murdoch Service Award.
ATAC provided us a solution for regional reps to be able to email all associate members. This
solves a problem that has existed for several years in which associate members only received
information about their region and many of them wanted to participate in meetings across the
state.
Activities planned but not yet completed:
Continuous review of the web needs to occur to make sure old information is removed in a
timely fashion.
Recommended items for discussion by Executive Committee:
Update on ATAC changes for associate members to receive emails from all regional reps.
b)
c)
Finance
Membership
Randy Green
Carolyn McCluskey, Lea Mederer
Summary of activities:
● 56 new members attended Winter Conference December 2012
and received a welcome “goodie bag” at check in
● provided new members with information about OASFAA at the new
member intersession
● e mail to listserv letting members know individual membership renewal is
now available
Honorary / Lifetime Members:
Chenelle, Donald W
Harrison, Rod
Murdoch, Alex (deceased)
White, James W (deceased)
Hart, Tally
Retired Members:
Bennett, William R
Bowman, Joanne E
Hughes, Barbara L
Johnson, Deborah
Kucheravy, Dixie D
Milem, Katherine S.
Mills, Patti
Reed, Carla M
Wilkins Schiessler, Joyce J
Activities planned but not yet completed:
● New member session for Spring 2013 Conference
2100….214 new members
Progress on committee’s 2012-13 goals/initiatives:
Recommended items for discussion by Executive Committee:
● Why don’t we allow renewal of individual membership earlier than January?
Several individuals contacted Lea & myself when the combo of Winter
Conference Registration & renewal membership came out, wanting to just
renew membership.
Would like to consider offering the renewal of membership only, sooner than
January.
Discussion suggested it could be an ATAC restriction. Everyone was reminded of the
importance of allowing membership renewal through January 31; ATAC updated the website to
ensure access for members interested in renewing.
d)
VIII.
a)
Nominations
Report provided w/ New Business.
Past-President
Randy Green
Stephanie Sutton
Association Governance and Planning
Ann Marie Gruber, Randy Ulses
Summary of activities:
Still working to schedule for strategic planning meeting.
Activities planned but not yet completed:
Complete review of P&P to identify updates and make recommendations to exec for approval.
Work on the Association’s strategic plan with selected members
Progress on committee’s 2012-13 goals/initiatives:
None at this time
Recommended items for discussion by Executive Committee:
None at this time
a.
Financial Review
Stephanie Sutton
b.
Regulatory-Federal
Adam Dilulio, Todd Everett
No report. Discussion: Uncertain as to when Pell Payment Charts would be available.
a. Regulatory-State
Faith Phillips, Tony Leprotti
Betsy-What is a timeline for Federal Newsletter? Possibly combine newsletter with Gazette?
Committees will discuss. Cheryl suggested including an article on what was learned from
NASFAA Leadership Conference.
b.
VP-Conferences
Angela Johnson
1.
Conference Planning
Angela Johnson
Summary of Activities:
The third annual OASFAA/OCAN Winter 2012 Conference was held December 12-14, 2012 at
the Renaissance Downtown Columbus.
We are pleased to have been joined by Justin Draeger, NASFAA President & CEO, Byron Scott,
Federal Trainer from the U.S. Department of Education, David Cannon and Brady Oxender of
the Ohio Board of Regents for our keynote general session speakers. We are also excited to
have Terry Everson, Training Consultant with Everson Consulting as a keynote closing session
speaker, in addition to his contributions as trainer for the 2012-2013 Chenelle Leadership Class.
Registration Update
The final registration count for OASFAA was 262, down by 40 attendees from Winter 2011
(registration count for Winter 2011 was 302).
As an update to the outstanding balances issue, below outlines the current collectibles since
the November 2012 meeting. As our revised practice, the Registration Chair will only focus one
year back to collect outstanding payments.
Outstanding balances:
Winter 2012 – 28 outstanding balances totaling $3,350
---- 262 Registrants
Full conf registration-$ 2,400
One day registration-$150
2012 membership-$300
Late fees-$ 50
2013 membership-$450
Spring 2012- 2 outstanding invoices totaling $330 (new balance – 4 members/$485 previously)
---- 230 Registrants
Full conf registration-$250
2012 membership-$30
Late fees-$50
Winter 2011- 10 outstanding invoices totaling $1,025 (new balance – 11 members/$1235
previously)
---- 302 Registrants
2011 membership-$210
2012 membership-$90
Late fee-$50
Full conf registration-$450
One day registration-$75
Late Cancellation fee-$150
Spring 2011- 3 outstanding invoices totaling $215 (no change since last exec meeting)
---- 231 Registrants
2011 membership-$90
One Day registration-$75
Late Fee-$50
Conference payment reminders will be sent to Winter 2012 Conference and Spring 2012
Conference registrants over the next couple weeks. We continue to discuss with ATAC options
to determine feasibility to connect past balances to current balances to reduce receivables.
Although we had promoted the ability to pay on site with credit card, we had not been able to
get the credit card site set up prior to Winter conference. Randy Green, Emily Mattison, and
Valerie Kepner are working through details needed to secure the credit card set up. We hope to
have the credit card available for members for Spring conference.
Conference costs that are noteworthy of sharing is the negotiated conference meal costs. We
had the same menu as Winter 2011 but knew that we would experience a modest increase in
meal prices, which is typical in conference planning.
OASFAA/OCAN
Winter
Meeting Meal
Pricing
Date
Meal
OASFAA
2011
Price
Hotel
2011
Price
Diff
OASFAA
Price 2012
12/12/2012
Lunch
Dinner
20
29
26
42
6
13
23
34
12/13/2012
Breakfast
Lunch
17
29
22
34
5
5
17
32
12/14/2012
Breakfast
Lunch
15
29
20
29
5
0
16
29
Est Total per
Person
139
173
34
151
This illustrates that the conference registration cost does not cover the direct cost to cover
conference. Beyond the cost of meals, conference expenses include; site, entertainment,
program, planning meetings, and supplies.
Program Update
We had a great printed program, designed by Lee Ann Timmerman, Program Chair. This year,
OASFAA had the lead to design, develop, and print the program. We were pleased with the
final product.
This month, we will be working on a Save the Date design and announcement for the Winter
2013 Conference to promote our 45-year celebration. Our plan is to send a Save the Date
announcement to all current and members, including retirees, and former members who may
have moved to positions/role outside of financial aid to invite them back to celebrate this
momentous occasion.
Entertainment/Charity Update
The Game Night and Charity event at the conference had been a huge success. In addition to an
entertaining night, we had raised $1,100 for our charity FoodBanks of Ohio. We were pleased of
the many contributions of our association. We had wonderful raffle prizes and thank the
committee chairs for their creativity in providing the raffle items that helped raise money for
the charity.
We regret to announce Emmett’s departure from Ohio as he returns to New York. I will be
working to replace Emmett to have a co-chair for Entertainment to support John Brown for the
Spring 2013 Conference.
Activities planned, but not completed:
Collecting final conference session presentations to be added to the OASFAA website
Spring Conference Planning Committee scheduled for Thursday, January 24 at Franklin
University – 10:30am – 2:30pm
Developing a Save the Date for Winter 2013 – 45-year celebration
Finalize research for past due balances and technology to support receivables/collections
Replace Entertainment Co-Chair with Emmett Cooper’s move to New York
Will work with Conference Committee Chairs to develop templates for incoming chairs for each
specific conference chair role to ensure an ease of transition
Reviewing Spring 2014 conference site proposals for future discussion for future planning
While we met quota percentage, we did not meet our expected registration number.
2.
Registration
Andrea Morrow
3.
Entertainment
John Brown, _______
No report
4.
Program
Lee Ann Timmerman
5.
Site
Becky Davis, Bev Dalheim
Summary of activities: 2012 Winter Conference went very well with no known issues.
Activities planned but not yet completed:
2013 Spring Conference planning meeting on
January 24 (all are invited and welcome—we need you for a successful conference).
Progress on committee’s 2012-13 goals/initiatives:
N/A
Recommended items for discussion by Executive Committee:
It has been suggested that we explore the cost of a new booth for OASFAA and present for
inclusion in next year’s (2013-14) OASFAA budget.
6.
Leadership
Mary Kay Freshour, Valerie Fultz, Lawrence Matthews
Summary of activities: We have had our first sessions of the Leadership Class 2012-13 held at
OASFAA Winter Conference. 18 members of OASFAA and OCAN attended the class. 3 sessions
presented by Terry Everson and 2 sessions presented by the Leadership Team.
Activities planned but not yet completed: Planning the Spring Conference Sessions to include
the conclusion of StrengthFinders 2.0 with additional sessions yet to be planned, and
graduation of the class in a general session of the conference.
Progress on committee’s 2012-13 goals/initiatives: We are on schedule
Possible webinar with Terry Everson
g) Professional Development
Amy Welty, Melanie
Weaver
1. Summary of activities:
a. Moderated three sessions at Winter Conference
b. Co-chairs presented one of the sessions at conference
c. Contacted PHEAA to present three sessions at Spring Conference and they have agreed.
Activities planned but not yet completed:
Received seven choices for conference sessions but still need to determine which three to offer.
Waiting on the theme from conference planning meeting.
c.
VP-Training
(Report is under NASFAA Training)
Matt Moore
1.
College Goal Sunday
Summary of activities:
MorraLee Keller, Carrie Short, Amanda Reisinger
Completed design and printing of all materials to promote CGS.
Completed printing of CGS shirts
Opened volunteer and student registration for event
Solicited Volunteers at OASFAA Conference and distributed shirts
Solicited Volunteers through OASFAA, OACAC and OCAN list serves
Solicited and reviewed mini-grant applications for individual site promotion activities
·
Placed CGS add in College 101 magazine
·
Held Site Coordinators meetings at OASFAA Conference and via webinar in early January
·
Applied and received additional funding for project from USAFunds in the amount of
$25000
·
Awarded one free spring conference registration as incentive to volunteer
·
Continually updating CGS website with promotional materials, site coordinator materials
·
Sent final mailing containing student brochures
·
Included all YWCA’s and TRiO programs in mailing lists again this year
·
Created standard automated form for sites reporting numbers
Activities planned but not yet completed:
Finish distribution of CGS Shirts to site coordinators
Continue volunteer recruitment
Prepare slide show of CGS sponsors
Do Press Release for the event
Host the actual events
Receive new evaluation documents and link and provide them to the site coordinators
Progress on committee’s 2012-13 goals/initiatives:
On track
Recommended items for discussion by Executive Committee:
Ask that all Executive Committee members considering registering for a site. Those with the
lowest number of volunteers are:
Hocking College(No Volunteers)
Belmont College
Clark State Community College
University of Cincinnati-Clermont
DeVry University
University of Akron-Medina County
Edison Community College
Sinclair Preble Learning Center
Tolles Tech & Career Center
OSU Mansfield
Ohio University –Chillicothe
Shawnee State University
University of Rio Grande
University of Mount Union
All of these sites have 3 or less volunteers.
Just received links for evaluations online or paper
2.
NASFAA Training
Matt Moore
Summary of activities:
Complete NASFAA Training at 2012 OASFAA Winter Conference.
Thanks to Michiale Schneider (my co-presenter) for a great NASFAA Training on Direct
Lending. The evaluations seemed to be positive and have been forwarded to NASFAA.
Activities planned but not yet completed:
I need to work with regional reps to finalize plans for S and N regional meeting where NASFAA
training will be presented.
3. Need Analysis
Kevin Lamb, Venus Puliafico
Summary of activities:
Conducted 4 sessions comprising the Need Analysis Track at Winter Conference
Training across all four session reached approximately 30 unique individuals
Need Analysis Track sessions utilized 8 volunteers from the OASFAA membership
Regional training sites and trainers are in place reminder emails have been sent to the OASFAA
list serve and the regional lists.
Activities planned but not yet completed:
Regional Training Sessions:
January 25, 2013 –Regional Needs Analysis Meetings (10am to 2pm)
NW @ ONU
SE @ Franklin University
February 1, 2013 – Regional Needs Analysis Meetings (10am to 2pm)
NE @ Tri-C Eastern
SW @ Wright-State
Progress on committee’s 2012-13 goals/initiatives:
Approximately 75% of yearly activities are complete.
Our green initiative/cost saving measure of reusing last year’s packets will create a budget
surplus from our committee. We will have a very good sense of the budget savings by March
after the Regional Trainings have been completed.
Recommended items for discussion by Executive Committee:
None at this time
4.
·
o
o
o
o
Outreach
Ed Recker, Jeff Johnston, Christy West
Summary of AY activities:
August: Website updates
September: Articulations (generally, fin aid updates)
November: Leaf Initiative
.
December: Counselor Workshops, OASFAA/OCAN conference, High School Night requests.
·
Activities planned but not yet completed:
o Outreach is winding down for 12-13 activities.
o Website updates
§ Somewhat of an ongoing initiative. The Web Site is largely up to date, but some counselor
resource notebook pages are being finished up as information becomes available for 13-14.
o High School Night Requests
§ New process has worked well. Requests have slowed down but can still be filled. Over 20
High School night presenter requests have been fulfilled this AY!
·
Progress on committee’s 2012-13 goals:
b. “LEAF Initiative”
i. The LEAF Initiative was a NE Ohio Counselor 101 training
event held at University of Mount Union in November where OASFAA would partner with LEAF
and OACAC to help train new counselors.
ii. Overall, the training was much appreciated by those in
attendance (less than 30). Cost was $348 to OASFAA (OACAC paid $348 as well). That said, this
still does not meet the demand which is, due to turnover at the school counselor level, we need
a way to reach new counselors in the August-October time-frame to get them up to speed in
time for the start of the academic AY calendar. The Outreach Committee will be meeting in
February to discuss potential solutions to this issue, and plans to invite OCAN, OSCA, and
OACAC representatives for this discussion (more info below).
c.
Counselor Workshops
i. Over 800 counselors registered for the December
workshops, and over 95% of those registered attended. The committee has reviewed about
half of the evaluations and a vast majority of those have glowing, positive ratings and
comments. The committee will review all comments and suggestions at the February meeting
and capture those for next year’s committee. We have a positive expectation for coming in
under budget based on half of the reimbursement requests already being in. $2,377.09 has
been requested so far. The Counselor Workshops will remain an integral part of the Outreach
Committee in 13-14 regardless of outcome of February meeting discussions.
·
Recommended items for discussion by Executive Committee:
d. The Outreach Committee will be holding an end of the year review and 13-14 initial
planning meeting in February. We will be inviting OACAC, OCAN and OSCA
representatives. We are hopeful to review and learn from the 11-12 year, the year of the
Challenge Grant, and the collaboration that the grant facilitated, versus the 12-13 year. In
short, the Outreach Committee is hopeful to recapture the integration of other stakeholders
into the work of this committee (i.e. to make sure we are providing appropriate programming
at appropriate times, and to see if there is a way to coordinate a master training calendar
regardless of receiving a shared grant). Additionally, we want to discuss how best to reach new
counselors with “just in time” 101 FA training, given the annual turnover that is occurring
throughout Ohio in counselor positions. One idea that has been discussed is to develop a video
101 session. This note is mainly meant to notify the board as these discussions may lead to
ideas of collaboration that could cross over into the next OASFAA administration (much less the
next Outreach Committee). We do not expect major new expenses as a result of this
communication, but given the history of the Challenge Grant, we thought it best to notify the
board that we were having this meeting.
5.
Support Professional
Debralee Divers, Sam Salvage
Summary of activities:
The annual Support Professional Workshops were held in the month of November. Workshops
were held at three locations across the state: Franklin University, Miami University – Hamilton
campus, and BGSU – Firelands. There were a total of 78 attendees at the three sites. Topics
included customer service, financial literacy, credit reports and student loans, FERPA, and a
dependent hand calc.
Activities planned but not yet completed:
Selection of the Support Professional of the Year has not yet been completed.
Progress on committee’s 2012-13 goals/initiatives:
Preparations for the Support Professional of the Year award will starting in late January/early
February with a applications going out in late February/early March.
Recommended items for discussion by Executive Committee:
n/a
Liaisons
1.
Board of Regents
Tamika Braswell
Spring awards will remain the same for OCOG.
Ohio War Orphans – Amounts decided after July 1.
Choose Ohio First – New submission site
All need to submit costs surveys to OBR.
All programs being audited.
2. OCAN
College Goal Sunday
MorraLee Keller
OCAN is once again excited that several of our access programs have been selected as sites for
the 2013 College Goal Sunday event. OCAN has placed a free College Goal Sunday ad in the
winter edition of the College 101 magazine. Boxes containing 100 magazines will be shipped to
each site prior to the workshops. We continue to need members of OASFAA to be volunteers
to staff our sites.
Annual Conference
OCAN is currently reviewing the bill from the conference. Once any small adjustments are
done, we will pay the bill.
e. Adjournment 10:28 am.
Motion made by Matt Moore. Second provided by Jayme Jarrett. Motion Carried.