Washington Financial Aid Association
Executive 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 2015-16
Executive Council Meeting Date
February 9, 2016
Executive Council Meeting Location
Red Lion Hotel, Olympia, WA
Committee Information
Committee Name
Conference Committee
Chair(s)
Linnea Todd, Sarah Gill
Committee Members
Holly Johnson (Citizens Bank)
Jane Baumgarden (Spokane Falls College)
Barbara Boots (EWU)
Kelley Christianson (CWU)
Bridget Doran (City University)
Jessica Green (TESC)
Alissa Hodson (Bellevue College)
Heather Jones (CWU)
Nadia Madani (Bellevue College)
Adrian Naranjo (CWU)
Melanie Ruiz (Bellevue College)
Renee Webb (Bellevue College)
Jordyn Wright (WSU)
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
Page | 1
Washington Financial Aid Association
Executive Council Meeting
Committee Report Template
WFAA Committee Report 2015-16
Summary of Activities (Descending Chronological)
•
•
•
•
•
•
•
•
•
•
January 26, 2016—Communicated via e-mail with Alicia Sainsbury (Yakima Valley
Tourism) and Kelley Christianson (WFAA President-Elect) regarding receiving bid for
2018 conference
November 30, 2015—Forwarded e-mail from potential key note speaker to Sarah Gill
(2016 Annual Conference Chair)
November 23, 2015—Kelley Christianson (WFAA President-Elect) signed contract with
Red Lion in Spokane for 2016 Conference
November 19, 2015—Worked with Beatrice Sapp (WFAA Treasurer) and Tracy Hall
(WFAA President) and contact at ATAC to approve and finalize all conference registration
refunds
November 9, 2015—Reviewed conference survey results
October 30, 2015—Confirmed final invoice with Susan Carroll (Hotel Murano)
October 21, 2015—Sent thank you e-mails to conference interest session presenters
October 20, 2015—Followed-up with key note speaker, Aaron Reader
October 14-16, 2015—Attended Annual Conference and performed various set-up, teardown, administrative, and directive duties as conference chair
October 13—Arrived early for set-up of conference, final walk-through and final catering
meetings with Hotel Murano contacts
SUGGESTIONS FOR NEXT CHAIR
•
•
•
•
•
•
•
•
•
•
Develop refund policy for conference; 2015 Conference identified need for cut-off for
refund requests and/or partial refund deadlines
Consider canceling sector breakout sessions (or at least 2-year/CTC sector session) or
develop different forum for discussion among these groups. CTCs currently have a
meeting on 1st morning of conference where many sector issues are already discussed
Develop accountability/expectations with sector representatives if sector break-outs
continue to ensure that: 1) reps are present to lead the break-outs or have appointed a
substitute representative; 2) members are having their concerns forwarded to WFAA
leadership, as appropriate
Develop system of accountability/expectations for moderators/presenters. 2015
Conference identified that some moderators did not show up to introduce their sessions
and some presenters were not prepared with appropriate materials/equipment.
Consider opening some of the HS Track sessions to all attendees and vice versa.
Increase partnership with Early Awareness Chair and committee to ensure sessions and
agenda for HS Track aligns with conference schedule and appropriate support is received
so things run smoothly
Order dessert as part of catering selections!
Consider increasing snack offerings and offering more allergen-friendly varieties
Secure conference charity sooner
Consider incorporating entertainment/activity into President’s Reception. 2015 Conference
received a lot of positive feedback on photo booth rental.
Page | 2
Washington Financial Aid Association
Executive Council Meeting
Committee Report Template
WFAA Committee Report 2015-16
Budget Information
Approved Budget
$45,626.92
Budget Expenditures to Date
1.
2.
3.
TOTAL = $
Event Information (complete if
applicable)
Event Name
WFAA Annual Conference
Page | 3
Washington Financial Aid Association
Executive Council Meeting
Committee Report Template
WFAA Committee Report 2015-16
Location
Hotel Murano, Tacoma, WA
Date
October 14-16, 2015
Number
Cost of
Registration
Subtotal
$1500
$15,000
214 Attendees
11 Vendors (only 10
attended?)
Attendees
Complimentary Registrations (if
applicable – i.e., scholarship
recipients)
Tim
$175
Henning/Marianna
Deekan Award
(14/15) x 2 Tim
$350
Henning/Marianna $175
Deekan Award
(15/16) x 2
$350
$175
$175
WASFAA Rep.
Add more rows as needed for additional events.
Suggestions for Future Committee
1.
Same as above
2.
3.
Calendar of Events/Timelines
Date
Committee Member
Responsible (if
applicable)
Description
March
2016
Sarah Gill and Kelley
Christianson
Establish 2016 conference co-chair
April
2016
Solicit volunteers for 2016 Conference Committee
May
2016
Conference Committee initial planning meeting
Page | 4
Washington Financial Aid Association
Executive Council Meeting
Committee Report Template
WFAA Committee Report 2015-16
Summer
2016
Plan 2016 Conference details through multiple committee
meetings
October
12-14,
2016
2016 WFAA Conference at the Red Lion in Spokane, WA
Page | 5