Executive Council Meeting (2014-2015)
April 11, 2015
Valley Center, CA
Members: Steve Herndon, Tracy Hall, Tami Sato, Sun Ow, Ashley Coleman, Oscar Verduzco,
Helen Faith, Leonard Walker, Ashley Salisbury, Kevin Jensen, Frank Green, Sandra Guidry,
Barbara Bickett, Phil LeBlanc, John Bender, Mindy Bergeron, Michael Johnson(observer),
Nicole McMillian
Meeting called to order 10:53am – Kevin Jensen
Quorum met.
Review of Minutes from November 2014 EC Meeting
Motion – approval of minutes from November meeting
Motion: Frank Green
Second: Barbara Bickett
Motion carried / unanimous
Outstanding To-Do Items reviewed from February 2015 meeting minutes.
Laura to send Kevin and Jon some basic information for logo re-design (continued from
November) - Done
All
Review job descriptions in P&P and send potential edits to Barbara. – received
none / carry forward
Kevin
Follow up discussions with Department of Education about a liaison providing a
written report prior to each EC Meeting. Hold – conversation needed with the
President’s
Diana
To send out information about a scholarship for ASU transfer students on the
WASFAA list-serve. Carry forward
Ashley S
Talk to Paula at ATAC about getting John access to make changes to the
WASFAA website. Done
Barbara
Work on Policies & Procedures sections regarding active membership and
calendars and timelines. In progress - Done
Outstanding To-Do Items reviewed from February 2015 meeting minutes continued.
Send Barbara CASFAAs P&Ps that mention active membership. No – Melissa to
send
Kevin, Ashley S Schedule a GoToMeeting call for Conference Committee report for all EC.
Ashley M
Done
DeWayne
Kevin, Diana Check in with Mary about the Newcomer’s Reception at the Conference. Done
Barbara
Research the By-Law mention of our representation on NASFAA. Done
Ashley C
Look into the images on the WASFAA newsletter to make sure we have
appropriate authorization. In progress
Kevin, Sandi Discuss scholarships for Summer Institute and if preference will be given to those
new in the profession. In progress
Leonard
Mindy
Check with hotel on the ability to pre-pay for Friday and Saturday room nights for
the EC meeting and send information to EC. Done
Report from State Presidents
Discussion regarding elections and participation/renewing membership involvement.
Kevin Jensen – concerns and discussion regarding the future of the financial aid profession. As
an association we need to be aware of training needs; professional development as well as
technical training.
Report from Site Selection – Leonard Walker
EC Meetings:
June 2015 – San Francisco, CA June 17-19
November 2015 – Phoenix, AZ (MLI and EC Meeting)
February 2016 – Las Vegas, NV (EC and Transition)
April 9-12 – Anchorage, AK (EC and Conference)
Discussion:
Frank Green, Steve Herndon, Leonard Walker, and Kevin Jensen – need to plan two or more
years out for fiscal planning.
Kevin Jensen – needs to begin planning for 2017 conference in Washington; possible sites
Spokane, Seattle, and Tacoma.
Report from Fiscal Planning Committee
Action Items:
1. Adjustments to current fiscal year budget reduce the income amount; prior year
income defined.
2. Expense increase strategic planning budget $4,000; this may increase depending on
the contract with strategic planner. This will come from asset reserves $4950 to
$35,000 depending on asset reserves
Motion - approval of amended budget as proposed by fiscal planning.
Motion: Barbara Bickett
Second: Mindy Bergeron
Carried / unanimous
Report from Training Committee and Conference Committee
Conference committee goals were met – 17.
Attendance appears to be up for the conference; vendor support has increased.
290+ registered with 113+ new comers – update after conference from conference committee
Year-end report will have final numbers for conference and MLI.
Action Item:
1. Fee structure for verification webinar
Motion – approval of verification webinar fee structure $35 member / $85 non-member
Motion: Sun Ow
Second: Helen Faith
Carried / unanimous
Treasurer’s Report – Mindy Bergeron
2014 taxes, financial review in process. Insurance premiums have been paid.
Reminder: receipts need to be the itemized receipt, not the credit card statement; no alcohol can
be reimbursed.
Report from Awards & Scholarships
Discussion regarding distinguished service award – Sandra Guidry, Kevin Jensen
Nominations – Frank Green and Brad Honious (posthumous)
Motion – approval of distinguished service award for Brad Honious (posthumous) and
Frank Green
Motion: Sandra Guidry
Second: Mindy Bergeron
Carried / unanimous
Report from Federal Relations – Tami Sato
Hill visits went very well; staffers were impressed with the number of attendees; good
discussions – 26 WASFAA attendees. NASFAA leadership was impressed with the WASFAA
attendees. Questions from staffers that were off topic were answered well and within context;
well prepared for budget discussions.
Neg Reg update was given by Helen Faith
Policy and Procedures Update – Barbara Bickett
Discussion with Justin and Eileen regarding membership by-laws for representation at the
NASFAA board regarding “President or his designee”; past president on the NASFAA board
with a longer tenure.
Discussion – Kevin Jensen
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
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Fiscal planning – necessary and important so that WASFAA is able to support training,
conferences, strategic planning.
Thank you to Steve, Tami, Wendy, and Mindy for the knowledge base that they bring to
fiscal and strategic planning.
NASFAA adding a diversity officer; WASFAA needs to talk about a broader
commitment to diversity.
President’s Report – Kevin Jensen
 Asset Reserves, Asset Reserve formula, future budgets
 Website Re-Design Task Force – mock-up of the new design has been completed. $950
to redesign the web site; in 4-6 weeks will be a soft roll out for content review
Motion – to recess
Motion: Phil LeBlanc
Second: Mindy Bergeron
Carried / unanimous
Recessed: 4:47pm
April 12, 2015 Called to order 9:15am – Kevin Jensen
Members Present: Steve Herndon, Tracy Hall, Tami Sato, Sun Ow, Ashley Coleman, Victor
Verduzco, Helen Faith, Leonard Walker, Ashley Salisbury, Kevin Jensen, Frank Green, Sandra
Guidry, Phil LeBlanc, John Bender; Dewayne Barnes, Kay Soltis, Melissa Moser, Mindy
Bergeron, Michael Johnson(observer), Nicole McMillian
Quorum met.
Training Committee - SDBSI Report – Laura
 Registration is active – 40+ at this time. Last year had 124 participants.
 Scholarships application deadline was extended; at this time 25 applications have been
received. Awarding 20 (17 awarded last year).
 MLI is now posted on the web site – Kevin will check on updating the web site
 Summer Institute – updating that information
Review of Consent items
Motion – approval of consent agenda
Motion: Frank Green
Second: Barbara Bickett
Motion carried / unanimous
Discussion from consent agenda
Past President - Frank Green
Strategic planning:
Focus on the measures tracking tool
Recommend that the document be reviewed by June 15; EC knowledgeable of the
Document
Frank will assist with completing reports
Core questions – survey on all events / completed and included
Membership numbers – need to find a common correlation for an accurate to-date membership
Communication – what do we use / need
Scholarships – excellent job; waiting on summer institute for total/increased number awarded
Travel – new travel instructions coming – check your email.
Discussion from Committee Reports
None noted
TO DO’s
Ashley S.
Update web site for summer institute
Remove “decline to answer” from membership application
Verify that all images on the web have the appropriate authority to use
Barbara, Ashley S.
Secured areas of web site / president – elect needs the same rights to the
Web site as president and past – president
Ashley, Nicole
Post the training manual to the web site – membership view
Nicole
Update training manual; update Frank when the training manual is posted
Sandi
Send Frank the number of scholarships awarded
Kevin
Membership numbers / clear cut off date from year-to-year
Web page redesign
Follow-up with chairs for missing reports
Kevin to follow up discussions with Department of Education about a
liaison providing a written report prior to each EC Meeting. Hold –
conversation needed with the President’s
Kevin and Sandi
discuss scholarships for Summer Institute and if preference will be given
to those new in the profession. In progress
All
Complete the data for the measures tracking tool and forward to Frank
Review P&P manual; job descriptions forward to Barbara
Frank
Follow-up with Kevin regarding membership numbers
Dianna
Diana to send out information about a scholarship for ASU transfer
students on the WASFAA list-serve.
Barbara
Update P&P regarding active membership and calendars and timelines
Motion – Adjourn
Motion: Helen Faith
Adjourned at 10:48am
Second: Tracy Hall
Motion Carried / unanimous
Minutes submitted to Kevin Jensen, June 3, 2015 at 3:15pm
Minutes revised with input received, June 13, 2015
Submitted to Barbara Bickett, June 13, 2015
Minutes approved and submitted to WASFAA website – June 18, 2015