2012-13 OASFAA Executive Committee Meeting Minutes
Franklin University, Columbus, Ohio
August 6, 2012
Trustees
Cheryl Willard*
Stephanie Sutton*
Angela Johnson*
Matt Moore*
Committee Chairperson
Tamika Braswell*
John Brown
Becky Davis
Bev Dalheim
Valerie Fultz*
Mary Kay Freshour*
MorraLee Keller*
Jeff Johnston
Leann Kendzerski
Kevin Lamb
Tony Leprotti*
Carolyn McCluskey
Emily Mattison*
Randy Green*
Bridgett Lallatin
Jayme Jarrett*
Lea Mederer*
Andrea Morrow
Mary Lynn Perri
Venus Puliafico
Ed Recker
Amanda Reisinger
Michele Barry*
Sam Selvage*
Randy Ulses
Carrie Short*
Christy West*
Debralee Divers
Regina Harper*
LaSaundra Craig
Valerie Kepner*
Sonia Slomba*
Lawrence Matthews
Amy Smucker
Melanie Weaver
Lee Ann Timmerman
Emmett Cooper
Adam Dilulio*
Ann Marie Gruber
Todd Everett*
Faith Phillips
Betsy Johnson
*Denotes Attendance
I.
Welcome
1. Icebreaker
Everyone shared something enjoyable they did, or will do, this
Summer.
Cheryl Willard
Cheryl Willard
2. Updates
Cheryl Willard
 Emmett Cooper is a Dad. Congratulations to the Cooper Family!
 Regina Harper will replace Stacey Dibowski as Southeast Regional Representative.
Welcome, Regina!
Stacey resigned because she accepted a new job and (has since) left OSU. The OASFAA Policies
and Procedures guidelines were used to fill the Southeast Regional Representative
position: "Regional Representative vacancies will be filled by an appointee from the Active
Membership of the Corporation from that region selected by the Trustees on an interim basis
until the next regular election." On July 30, 2012, Cheryl Willard informed the Trustees that
Stacey Dibowksi resigned. At that time, Cheryl recommended that the position be offered to
Regina Harper, Columbus State Community College, who also appeared on the 2012-13 ballot in
the Southeast’s election for the Regional Representative; Regina received a solid number of
votes from the region. The majority of the Trustees responded (two that did not respond were
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out of the office on vacation) and agreed that Regina Harper should be asked to serve as
Southeast Regional Representative.
Betsy Johnson will join the Executive Committee as Communications Committee Co-Chair.
Welcome Betsy!
3. Meeting Protocol
Cheryl Willard
The Ohio Association of Student Financial Aid Administrators will use Robert's Rules of Order to
govern the proceedings of Executive Committee Meetings.
Minutes are historical data and do not require a motion to approve.
A motion is not required to adjourn a meeting.
Those wishing to participate in a discussion should place their name card sideways. People will
be given an opportunity to speak one at a time, and in order.
II.
Minutes/Secretary’s Report
2 spelling corrections were address.
Sonia Slomba
III.
Treasurer’s Report
Emily Mattison
Budget exceed for Spring conference – the reason is spring has the same number of meals but
we charge less for it since it is 2 days.
For 2013: no dinner will be included with Spring Conference; this will reduce our costs, and
therefore, conference registration fees should not be increased.
More people attended Spring Conference 2012 than originally expected.
IV.
Old Business
Cheryl Willard
1. Update language in P & P to mirror Constitution: 2/3 (8) voting members constitute a quorum. 12
Trustees serve on the current OASFAA Board and 2/3 of 12 = 8 members.
2. OASFAA Audit/Review update
Randy Green reported that we have received estimates ranging from $4,500 to $6,500 – so do we want
to do an external audit or an internal audit. MASFAA does an external audit every 3 to 4 years and
yearly they do internal audit. Stephanie Sutton – very important to do audits, but since it is our
budget, maybe every other year. Randy, as chair of finance committee – will bring 4 to 5 estimates.
Current estimates are for one year, then every other year – internally conduct audit. Reserves – ¼
million dollars.
3. Update on conference fee collections. See below:
Analysis of Outstanding Fees (conference and/or membership) owed to OASFAA
Outstanding Balances of April 2012
Winter 2011 - 23
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Membership - $210
Combination - $2,235
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Spring 2011 – 6
•
•
Membership - $90
Combination - $185
Winter 2010 – 7
•
•
Membership - $150
Combination - $215
Spring 2010 – 4
•
•
Membership - $60
Combination - $225
Winter 2009 – 11
•
Combination - $1,045
Total - $4,415
51 payments outstanding Winter 2009 – Winter 2011
Outstanding Balances of August 2012
Spring 2012 - 15
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Total Outstanding - $1,705
Winter 2011 - 12 (11 paid since April 2012)
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Total Outstanding - $1340
Spring 2011 – 3 (3 paid since April 2012)
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Total Outstanding - $215
Winter 2010 – 6 (1 paid since April 2012)
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Total Outstanding - $335
Spring 2010 – 3 (1 paid since April 2012)
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Total Outstanding - $135
Winter 2009 – 7 (4 paid since April 2012)
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Total Outstanding - $985
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Grand Total Outstanding - $4,715
46 payments outstanding Winter 2009 – Spring 2012
20 delinquent accounts paid since last analysis, April
Discussion included:
How long should the process go in the past? One or two years?
How do we enforce collections:
TEverett: historically by institution
MKFreshour: Block the institution
MKkeller: If individuals gone, we can’t collect, contact directors.
CWest: Consumer protection laws
SSlomba: Invoice
AJohnson: Andrea Morrow sends out invoice
RGreen: Credit card payment – set up paypal?
TEverett: Cost Comparison – Credit card - what is the cost?
EMattison: Combo – Membership and conference fees.
SSelvage: Credit Card – Via Chase – have we explored this or another back up option?
Randy Green – Charged with follow up : have we any leverage with ATAC/chase?
MBarry: Lender/vendor side – credit card much easier
ADilulio: email/contact of person doing invoicing at registration form.
MKeller: if a personal card – no fee; if university card, fee would be paid.
Do we want entire institution from attending?
CWillard: enhance registration page to include fee payment. (Policy must be established)
AJohnson: how far back to we go? One year
CShort: maybe charge a late fee?
SSelvage: how much are we discussing: $150 x 3% = $4.5 and $1,000 x 3% = $30
V.
New Business
Cheryl Willard
1. 2012-13 OASFAA Executive Committee Meeting dates:
August 6, 2012
September 21, 2012
November 2, 2012 (conference call) - These could be in person if there is a need.
Exec will be together at Winter Conference.
January 18, 2013 (conference call) - These could be in person if there is a need.
February 22, 2013
April 12, 2013
Lea Mederer and Franklin University were thanked for hosting OASFAA meetings.
2. NASFAA Conference
C. Willard provided brief summary – attended state presidents’ breakfast, basic updates, catch up with
MASFAA presidents, attended an awesome session: Panel with Sandy Baum, Mark Kantrowitz, Gail
____ columnist for Chicago on financial literacy, taped sessions will be available later. Other sessions
included Program Review, moderated by C. Willard, General Sessions – both presidential candidates
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sent delegates – Obama plans on $68 Million savings as part of his program changes and Romney –
Combining programs to simplify. Tally Hart – was recognized and got an award. There is an
enhancement to federal website – six sites, now just one – called studentaid.gov this consolidated
website has a new logo: “Proud Sponsor of the American Mind”.
3. MASFAA Awards Information
Six nominees have been submitted from Ohio.
4. MASFAA Update
Randy Green: Attended planning meeting in Michigan last week, encourage members to participate in
MASFAA.
NASFAA Update – Justin Draeger- duty and responsibilities that committee members have, refresher
course on how to represent your areas. Investment strategy – Take our reserves and invest.
NASFAA University – 12 credentials and test, core training booth camp – 90% to pass. Only can take
test once. Principals of excellence for VA – consumer protection – sign in sheet.
MASFAA – revenue down but expenses are not going down. MASFAA is opening conference to other
vendors – broader sources, such as jewelry sales. Selling adds for newsletter.
Follow up on leadership class.
Survey monkey account for OASFAA
When we introduce ourselves, are we clear as to whom we are…we represent 180,000 students. We
represent a big part of the community.
MKF: How do we get a list of past leadership classes? We need to create a database…Where are they
now?
5. Recommended 2012-13 Budget
Randy Green provided Spreadsheet approved by Finance Committee. Discussion involved OASFAA
operating budget items for 12-13.
Stephanie Sutton made motion to approve. Emily Mattison provided second. Motion passed.
VI.
Reports
1. Regional Representatives
a) Northeast
Bridgett Lallathin
b) Northwest
Jayme Jarrett
c) Southeast
d) Southwest
Regina Harper
La Saundra Craig
2. Summary of activities:
Emailed members of the southwest region to introduce myself and to see if anyone had
meeting topics, SAP seems to be the biggest issue.
3. Activities planned but not yet completed:
1st Regional meeting targeted for September 28 or October 5 awaiting a response from a
member institution to host meeting.
4. Progress on committee’s 2012-13 goals/initiatives:
N/A
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5. Recommended items for discussion by Executive Committee:
Expectation for regional meetings.
Cheryl Willard addressed this issue. Three regional meetings per year, per Region, are
recommended. One of the meetings could offer NASFAA Training (Direct Loans is this year’s
topic) – suggested working with Matt Moore, VP for Training. Regional Meetings will take
place during each Conference. Regional Representatives may wish to participate in other
regional training this year, such as Need Analysis and Support Professional Workshops.
6. President-Elect
Randy Green
1. Associate Member Relations
Mary Lynn Perri, Michele Barry
1. Summary of activities:
A proposal was sent to Past, Current and President-Elect with recommendations for
Sponsorship beginning Winter 2012 to include an additional registration for vendors at
conference as well as 2 opportunities for advertising.
2. Activities planned but not yet completed:
Planning has begun for Winter 2012 Conference
3. Progress on committee’s 2012-13 goals/initiatives: N/A
4. Recommended items for discussion by Executive Committee: Review of Sponsorship
proposal. Proposal is change for vendor sponsorship fee structure. Currently OASFAA
charges $1,000 to exhibit and includes 1 conference registration. OCAN charges $500
and 1 conference registration is included. Advertizing on the program (spring only as
one is not printed for winter conference) is $500 for full page and $250 for half a page.
Discussion centered around offering 2 conference registrations along with the $1,000
exhibit fee.
CShort: How many sponsors would we lose? We only had two.
SSelvage: So in fact we would lose funds?
CWest: Are there additional vendors
MKFreshour: check out what other associations are doing
MKeller: eliminate scholarships- to offset vendors.
RGreen: how important is this to vendors?
MBarry: We are trying to offer more
VKepner: Like the advertizing change, not the conference registration.
TLeprotti: difficult to put cat back in the bag.
AJohnson: objective is to expand vendor options- other opportunities to expand.
RGreen: Please go back to committee and do more research.
MKFreshour: sponsorship for leadership class
CWillard: not enough time to research. Can we offer advertising OR free
registration, rather than both?
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RGreen: Vendors found appealing to have printed materials
CShort: we should offer advertizing - $500 for full page and $250 for half a page.
LMederer: How many scholarships do we have? 10
Randy Green made a motion to offer two levels of sponsorship: $250 half page and
full page $500. Jayme Jarrett provided second. Motion passed.
a) Communications/Web
Leann Kendzerski, Betsy Johnson
b) Finance
Randy Green
c) Membership
Carolyn McCluskey, Lea Mederer
1. Summary of activities:
a. Investigated ability to track opened vs unopened emails sent through listserv with the
conclusion that there is no verification process available through ATAC
b. Processing of dues
c. Receiving and disbursing volunteer request forms
d. Reporting of total 11/12 memberships and dues paid
2. Activities planned but not yet completed:
a. Winter Conference Welcome information/gift
b. Winter Conference break out session
3. Progress on committee’s 2012-13 goals/initiatives:
4. 2012 Current Membership = 609 (115 New /494 Renewal)
d) Nominations
7. Past-President
a) Association Governance and Planning
Randy Green
Stephanie Sutton
Ann Marie Gruber, Randy Ulses
1. Activities planned but not yet completed:
-Update Policy and Procedure manual with approved changes to retired membership and
changes regarding quorum to align the P&P with the constitution and post to OASFAA
website.
-Complete review of P&P to identify updates and make recommendations to exec for
approval.
-Begin work on the association’s strategic plan
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b) Financial Review
Stephanie Sutton
Stephanie reports that she is working with Finance Committee.
c) Regulatory-Federal
Adam Dilulio, Todd Everett
1. Summary of activities:
Todd and I have started to organize our plan of action for the coming year. Todd was unable to attend the
first session so we discussed some of the proposals that were suggested during the transition meeting.
We also started to set up a timeline of when our goals need to be executed.
At this point, we have started to delegate tasks and prepare for our first federal regulations email. Todd is
preparing an outline of proposed topics. Two items that we are finding essential in the first email will be
program integrity, as well all of the new federal loan regulations.
2. Activities planned but not yet completed:
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Monthly E-mail to OASFAA members summarizing any new federal regulations – We have discussed a 6
week timeframe between e-mails.
Create a newsletter that summarizes federal regulations
o Two newsletters – one before winter and one before spring conference. Suggestions to
newsletter: Pell LEU – what are some schools doing? Oct 1st Crime statistics report, audit.
Secure federal speaker for conference
o Can start securing spring conference after January
o Winter conference? This might be already set.
Secure a template on how to write to Federal and State legislators
Give contact information for legislators to OASFAA members
o Timeline?
Contact our legislatures – Sen. Portman, Sen. Brown, Justin Draeger, etc.
o Extend conference and regional meeting invitations for legislators
o Let them know we are a good resource for them
3. Progress on committee’s 2012-13 goals/initiatives:
At this time, we have had an initial meeting to catch up from the transition meeting, and have started to
outline our plan for the coming year. We also plan to be at the next executive committee meeting in
August.
We also became aware that a speaker for the winter conference might already have been secured.
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We are now outlining our first fed regulations email and want that to be sent by the start of fall classes.
4. Recommended items for discussion by Executive Committee:
We want to see if there are any proposals/topics for the first fed regulations email.
Find out if winter conference speaker was already set.
d) Regulatory-State
8. VP-Conferences
Faith Phillips, Tony Leprotti
Angela Johnson
a) Conference Planning
Angela Johnson
1. On June 13, Cheryl Willard and I met with Bridgette McFadden from OCAN to discuss
plans for the Winter 2012 OASFAA/OCAN conference. We had planned initial general
sessions to be shared at the July 18 Conference Planning Committee meeting.
2. On June 22, I had extended an invitation on the OASFAA listserv for members to join
with Winter 2012 and/or Spring 2013 Conference Planning Committee for the upcoming
conferences.
3. Conference dates are below:
•OASFAA/OCAN Winter 2012 Conference – December 12 – 14, 2012 – Columbus
Renaissance
•OASFAA Spring 2103 Conference – May 6 – 7, 2013 – Marriott Columbus Northwest
4. The Conference Planning Committee will meet on the following dates in Columbus:
•Winter 2012 Conference Planning Meeting – Wednesday, July 18, 2012 – 10am – 2pm
•Spring 2013 Conference Planning Meeting – Friday, January 25, 2013 –10am – 2pm
5. Finally, the Winter 2012 Conference Planning Committee, met on July 18, 2012 at
Franklin University to discuss the conference program and logistics. The planning is well
underway, with full session descriptions planned to be available on the OASFAA website
when registration opens on September 17, 2012. In line with President Cheryl Willard’s
theme of being a champion for OASFAA, our students, and your institution/organization,
the Winter 2012 Conference theme is “The Champion in You.” We are excited to have
the Chenelle Leadership Class at the upcoming conference, along with a High School
Counselors Track, NASFAA Training, Need Analysis Training, and many Professional
Development sessions of interest to both seasoned and novice professionals.
6. Activities planned, but not completed:
A “Save the Date” announcement will be sent during the week on July 30 to provide the
membership with a tease for the upcoming conference. Additionally, the Entertainment
Committee will send a request to the listserv seeking input for entertainment ideas.
b) Registration
Andrea Morrow
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c) Entertainment
John Brown, Emmett Cooper
d) Program
Lee Ann Timmerman
e) Site
Becky Davis, Bev Dalheim
1. Summary of activities: Participated in Conference Planning meeting July 18.
2. Recommended items for discussion by Executive Committee:
If anyone is willing to share laptops and/or projectors during conference please let Bev or Becky know.
Bdalheim@lakelandcc.edu or Bdavis@glhec.org
It is very much appreciated that members are willing to bring equipment to use at our conferences. It
saves OASFAA a great deal of money. The need for equipment is higher at winter because of the joint
conference with OCAN and offering up to 8 sessions in each time slot. Thank you!
f) Leadership
Mary Kay Freshour, Valerie Fultz, Lawrence Matthews
g) Professional Development
9. VP-Training
(Report is under NASFAA Training)
a) College Goal Sunday
1. Summary of activities:
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Amy Smucker, Melanie Weaver
Matt Moore
MorraLee Keller, Carrie Short, Amanda Reisinger
Distributed Site Applications
Reviewed and Selected 51 Sites for 2013
Confirmed Sites with Coordinators
Finalizing Save the Date Fliers
Fliers will be distributed at OCAN Advisor Training and at OACAC Articulation Workshops
Final Reports were submitted to Great Lakes and USAFunds for CGS 2012
Placed CGS in College 101 Magazine
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2. Activities planned but not yet completed:
Submit Final YMCA Grant Report
Print Save the Date Fliers
Apply for any available funding for CGS 2013
Revamp CGS Portion of Website
3. Progress on committee’s 2012-13 goals/initiatives:
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We are in a bit of a waiting pattern as no official announcement has come regarding which organization
will be responsible for the national management of the project. It will be USA Funds who has not sent any
official notification yet.
4. Recommended items for discussion by Executive Committee:
Seek approval to revamp CGS portion of website-get old info off and refresh. Will use remaining CGS
funding. Paula is ready to go.
MorraLee specified the cost for website refresh will be approximately $500. Cheryl approved using
CGS checking account funds for the website refresh. Currently, the CGS checking account balance is
approximately $26,707.22
College Goal Sunday is under new management – USA Funds is taking over management of the program.
Is there any funding for CGS?
As announced previously, the OASFAA Finance Committee focused on OASFAA operational expenses
when working on our 2012-13 budget. Once funding levels for CGS have been finalized, we shall
discuss CGS budget, costs, and funding needs. Currently, a College Goal Sunday Support budget of
$1000.00 has been included in the 12-13 OASFAA Budget.
b) NASFAA Training
Matt Moore
1. Summary of activities:
Working with Angela Johnson on Winter Conference NASFAA Training. Topic will be Direct Loans.
Reached out to Regional Reps on consideration of using NASFAA Training as a Regional Meeting.
No responses yet.
2. Activities planned but not yet completed:
Begin to work on finding NASFAA Trainers for Direct Loan topic.
c) Need Analysis
Kevin Lamb, Venus Puliafico
1. Summary of activities:
 Co-chairs meet and developed calendar for the year’s activities.
 We have decided to re-use the left over packets from last year as an eco-friendly initiative and to
save costs. Updated 1314 Need-Analysis table will be printed and included in training packets.
 We will proceed with planning activities with 4 regional trainings in mind.
2. Activities planned but not yet completed:
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We will be contacting all of the committee volunteers from the membership database in August to
solidify their interest in serving on the committee
Our tentative schedule for the year is as follows:
o Organizational meeting via phone in October
o Presentation updated and circulated by the end of October
o Training meeting to run through winter presentations early November
o December 11, 2012 – Possible meeting for making sure all logistics are worked out for
Winter Conference
o December 12, 2012 – Winter Conference 4 Tracks for Needs Analysis
o January 25, 2013 – Regional Needs Analysis Meetings (10am to 2pm)
o February 1, 2013 – Regional Needs Analysis Meetings (10am to 2pm)
3. Progress on committee’s 2012-13 goals/initiatives:
 We divided tasks among co-chairs and are working to complete those (i.e. estimation for copies,
power point, etc.)
1. Outreach
Ed Recker, Jeff Johnston, Christy West
1. Summary of activities:
a. August: Website updates
b. September: Articulations (generally, fin aid updates)
c. November: Leaf Initiative
.
d. December: Counselor Workshops, OASFAA/OCAN conference
2. Activities planned but not yet completed:
a. Website updates
i. It was agreed that the website pages tasked to the Outreach Committee (Outreach
Committee page; Students & Parents page; Counselors page) need revisited and
updated. The co-chairs will solicit volunteers from the committee to review and submit
changes to ATAC.
ii. Updates need to be made as soon as possible, preferably before the 12-13 academic
year begins.
b. Articulations
i. Site update – All sites have been identified, and presenters have been secured.
ii. Powerpoint presentation status
1. The members present at the July 27th reviewed last year’s presentation, and
made changes/updates. Christy West will be refining the presentation, and will
forward it to the presenters, accordingly.
c. “LEAF Initiative”
i. The LEAF Initiative is a NE Ohio Counselor 101 training event where OASFAA would
partner with LEAF and OACAC to help train new counselors. This initiative is currently
proposed, pending funding.
d. Counselor Workshops
i. Sites
1. Initial site requests have been sent to 2011 sites. Our hope is that all sites will be
secured no later than August 3rd.
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2. Zane State as sent their regrets, as they cannot host this year. We will be
reaching out to Muskingum University to take their place.
3. The committee also suggested having Lourdes University and BGSU host on
different days to provide NW Ohio counselors more options in terms of dates to
attend.
ii. Powerpoint
1. The present committee members decided the updates should focus on the FA
Shopping Sheet, verification changes, know what you owe resources, and various
other resources.
iii. Binder Update
1. The committee will review the binder distributed last year, and provide updated
pages as needed. Sites may be asked to print and distribute updated pages.
e. High School Night Requests
i. Ed Recker updated the committee about the process of online HS Night requests.
1. Stephanie Hicks with Franklin University volunteered to help Ed coordinate the
process, and find speakers when needed.
2. The committee also decided to refine the online request and include two
questions: “What college/university is closest to you?” and “What
college/university do most of your students go to?”
3. Progress on committee’s 2012-13 goals:
a. In process-see above.
4. Recommended items for discussion by Executive Committee:
a. Early Awareness-“Are You Getting the Message?” presentation – This is a 5 year old
presentation, no requests to present have come in, eliminate this presentation.
VII.
e) Support Professional
3 workshops
Liaisons
Debralee Divers, Sam Salvage
a) Board of Regents
OCOG – amount is increasing.
Tamika Braswell
b) OCAN
MorraLee Keller
OHIO COLLEGE ACCESS NETWORK
ASFAA EXECUTIVE COMMITTEE REPORT
AUGUST 2012
The Ohio College Access Network will hold its annual advisor training in August.
Approximately 200 people will be in attendance from around the state. OCAN would like to
thank our OASFAA colleagues who will be participating in training and the conference: Faith
Phillips, Mary Kay Freshour, Lawrence Matthews and Andrea Tracy. OCAN could not
provide the expert level of training it does without assistance/ collaboration with OASFAA.
OCAN will distribute College Goal Sunday fliers to everyone in attendance at the
conference.
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OCAN has once again placed an advertising spot in the fall version of College 101 magazine
for College Goal Sunday. OCAN will place another add in for the winter edition and provide
magazines to all of the sites.
OCAN continues to meet and work with OASFAA to finalize details for the combined
conference in December. The conference this year will contain a series of workshops on
Wednesday that is focused on high school counselors. Both organizations have
collaborated to selected the sessions and presenters for those sessions.
OCAN has placed a request in to OASFAA to support any/all of the activities sponsored by
the Federal College Access Challenge Grant from last year. Ohio did not qualify for the
Challenge Grant this year and will need some support to maintain the activities previously
offered.
VIII. Adjournment –
Cheryl Willard confirmed there was no remaining business that needed to be brought before the
Committee. The meeting was adjourned at 2 PM.
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