MASFAP Executive Board Meeting Minutes November 5, 2014 Lodge of Four Seasons Lake Ozark, MO

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1 MASFAP Executive Board Meeting Minutes November 5, 2014 Lodge of Four Seasons Lake Ozark, MO Members present: Brice Baumgardner, Janice Barnes, Sara Edwards, Samantha Matchefts, Kelly Fleming, Kim Howe, Karen Walker, Cassandra Hicks, Chelsey Giles, Jon Gruett, Kristen Gibbs, Dena Norris, Karen Griffin, Frank Tucci, Gena Boling, Matthew Kearney, Jon Brandt, Kerry Hallahan, Leroy Wade, Melissa Findley, Crystal Bruntz, Amy Hager, Ginny D Angelo Members not present: Colleen Brown, Will Shaffner, CortneyJo Sandidge, Del Morley Guests present: Amanda Reisinger I. Welcome/Introductions/Announcements The Fall 2014 meeting of the Missouri Association of Student Financial Aid Personnel Executive Board was called to order by President Janice Barnes at 9:04 am in the Lookout Room at the Lodge of Four Seasons, Lake Ozark, Missouri. A quorum was called with 9 of 11 voting members present II. Approvals Summer board meeting minutes Gena Boling moved to approve the minutes from the Summer 2014 Board minutes. Amy Hager provided a second. The minutes were approved by unanimous vote. III. Report of Officers and Committee Chairs Vice President/Program Crystal Bruntz reported over 30 interest sessions and peer groups for the conference. Peer groups for software were taken out due to professional development meetings throughout the year focusing on that. Multiple special guests are in attendance for this conference. NASFAA webinar series giveaway is happening again this conference. There are 250 individuals registered for the conference. President Janice Barnes reported the renewal with the non-profit status for the state has been done by Tony at UMSL and he has asked that it be transitioned to another individual to be the registered agent. President Barnes asked the board for nominations. Gena recommended it would be beneficial to ask someone who has played a role in the process and worked with Tony in the past.

2 Gena Boling nominated Janice Barnes to be the registered agent. This was seconded by Frank Tucci. The board voted unanimously to approve the nomination. President Barnes asked the board opinions on whether the U.S. Department of Education, as an honorary member of MASFAP, should be removed from the list serve of MASFAP. Brice Baumgardner motioned to remove the federal. Department of Education from the list serve with a formal letter written to them explaining why they have been removed. Karen Griffin seconded the motion. The board voted unanimously to approve the motion to remove them. The annual report updates are requested by President Barnes as soon as possible so that they can be uploaded to the website. President-Elect Gena Boling reported on the regional update. MASFAA board met in West Virginia and a change was made in the P&P to the nominations and selections. The change was made regarding individuals being elected and then withdrawing. Individuals were encouraged to look at the MASFAA P&P on their website. The point of contact for the region within MASFAP has been transferred to Angela Karlin in her role as Incoming President of MASFAP. The MASFAA leadership symposium will take place in Indiana this summer and the MASFAA blog has launched. Treasurer - Amy Hager reported the committee has met a couple of times to review policies, budgets and expenses. Reconciliations have been completed and the committee met with the delegates to review the reconciliation process so that they are able to do an audit of the process. The How-To-Guide is being worked on and the 990 form has been completed. Items not completed to date are RFI for on-line banking options, credit card payments on-line, etc. Investigating NASFAA investments and policies on stale dated checks. Kerry Hallahan discussed more on the stale dated checks. Now down to two checks that have not cleared the bank. $5,032 was raised for the scholarship fund through MASFAP plus $1,991 raised by service awards and 5K. Kerry motioned to vote on awarding scholarships during this conference in a drawing at $500 each. This was seconded by Kristin Gibbs. The board voted unanimously to approve the motion. Past-President/Assoc Governance/Nominations and Elections/Missouri Award

3 Brice Baumgardner congratulated and thanked Janice Barnes on her wonderful job as President and the service she provides to the state. Condolences were given to Chelsey Giles and the rest of the Missouri State staff on their loss within their staff. Brice Baumgardner reported on the insurance policy review and it has been recommended to stay with the insurance currently held. It was thought before that the insurance only covered the organization at one location, but in fact, it covers wherever business is done. Secretary Matthew Kearney reported committee chairs need to send important dates to be added to the calendar before the end of the year to ensure they are added for next year. Also, a list of the award winners from the current year needs to be sent to Matthew so that they can be added to the website. Delegates Karen Griffin reported the constitution video was rolled out and on her campus, one class went to one classroom to watch the video and a Q&A session took place after the video. The video was also used at multiple campuses around the state and the feedback was positive. IV. Committee Reports Newcomer Sara Edwards reported there are 70 newcomers. Business Card portfolios are going to be passed out at the dinner on Wednesday and a tour at 11:30 of the resort. Corporate Support /Assoc Member Concerns Ginny Burns reported corporate support has raised $53,375 which includes $4,000 to be used for the charity event taking place at the Conference. Approximately 24 vendors are represented at each event. Ginny asked the board to discuss exhibit fees for the 2015 Conference and sponsorship opportunities for Associate Members. Ginny asked that the membership fees be added to their exhibiting fee so that they don't need to pay three different times. Disccussion ensued. It was recommended by Gena that Ginny bring a proposal to the January Board Meeting to recommend amounts for membership fees and exhibiting fees. Archives

4 Dena Norris reported nothing much new, but if there are any pictures or anything else that should be added to the archives should be sent to Dena. Awards Kelly Fleming reported on the list of recommendations for the retiree and years of service awards. On average, a plaque would cost about $66 and a blanket would cost between $20 and $40. In addition, a donation would be made to the scholarship account for each year of service. In these plans, year 25 would get a certificate, and then at year 30 individuals would get the plaque. A motion was made by Gena Boling to give retirees a plaque, an additional gift such as the blanket or a gift basket, and the donation to the scholarship fund for the years of service. The motion was seconded by Brice Baumgardner. The board voted unanimously to approve the motion. A motion was made by Gena Boling to give individuals with 25 years of service and up plaques in 5 year increment to recognize their years of service. This was seconded by Kerry Hallahan. The board voted unanimously to approve the motion. Communications Melissa Findley reported the MASFAP blog has gone live and individuals are asked to visit the page and comment. The newsletter has gone out for the Fall and the next one will go out in January. Mini letters will be sent out in November and December. Early Awareness/College Goal Sunday Ex-Officio Leroy Wade reported on the Hill Day in the Spring being a success. Leroy has heard good things on the visit and the plan is to continue on and do it again this year. A study is going to be done by the standing State Education Committee to review the use of Financial Aid by both the institutions and students. Legislative Gena Boling reported the membership should save February 17th for the MASFAP Hill Day. Membership Samantha Matchefts reported that we are up 77 institutional members and work has been done on cleaning out the database to take out individuals and schools either not in Missouri, at another institution, or no longer in Financial Aid.

5 Institutions will be allowed to go into the site and pay their membership fees until Friday and receive the discount. The announcement will be made during the conference. Professional Development Casandra Hicks reported on the events this year. There were 190 individuals who participated in at least one of the sessions. There were several problems with presenters cancelling at the last minute, so a thanks was given to individuals who stepped in to present. Research Jon Gruett reported the surveys are forthcoming and should be sent out in the near future. Site Kim Howe reported the pickup was met with the hotel planning has begun in trying to figure out how to fit all of the vendors in just the two rooms that are currently used and eating with the vendors has become a challenge due to fitting everyone in, but that is being worked on. Kim thanked the Professional Development committee on a great job and MOHELA for their assistance in providing locations to meet. V. Old Business None VI. New Business Gena is seeking approval of the 2015 MASFAP budget. Budgets were passed out for review. A motion was made by Brice Baumgardner to approve the 2015 MASFAP Budget. This was seconded by Janice Barnes. The board unanimously approved the motion. Kerry Hallahan moved to adjourn the meeting. Frank Tucci provided the second and the meeting was adjourned at 11:35 am.