MASFAP Executive Board Meeting Minutes 1/21/15 MOHELA Building 555 Vandiver Dr, Columbia, MO

Transcription

1 MASFAP Executive Board Meeting Minutes 1/21/15 MOHELA Building 555 Vandiver Dr, Columbia, MO Members Present: Gena Boling, Janice Barnes, Brice Baumgardner, Justin Brown, Kim Howe, Cassandra Hicks, Zach Greenlee, John Brandt, Kerry Hallahan, CortneyJo Sandidge, Ginny Burns, Karen Walker, Kathy Elsea, Caroline Faulkner, Melissa Findley, Chelsey Giles, Bridgette Betz, Dena Norris, Kristin Gibbs, Leroy Wade, Laura Steinbeck, Will Shaffner, Angela Karlin, Matthew Kearney*, Amy Hager* Members not present: Crystal Bruntz, Sara Edwards *Matthew Kearney attended a portion of the morning session and Amy Hager attended the afternoon portion. 1. Welcome/Introductions/Announcements The January 2015 MASFAP Executive Board meeting was called to order at 10:15 am at the MOHELA facility on Vandiver Drive in Columbia, Missouri by Ms. Boling, the MASFAP President. II. Approval of the Executive Board Minutes. Minutes from the November meeting were approved electronically. III. Report of Officers and Committee Chairs President s Report President Boling has contacted MASFAP members who have not renewed their membership to encourage renewal. President Boling has also worked with ATAC to resolve Listserv glitches. The President has provided website updates to the Tech Chair as well as working with various committee chairs to plan for the upcoming year. President Boling has also requested a survey on the College Ratings Plan and responded to inquiries from board and membership. President Boling asked all committees to list their committee members Ms. Barnes called for a vote to approve all committee members. Ms. Gibbs seconded the motion. The motion carried. Committee chairs were encouraged to reach out to more members to ensure a variety of sectors were represented. Committee members can be added via or at next board meeting. President Boling has also met with MOHELA executive, Ray Bayer. MOHELA has generously agreed to provide $50,000 in funding to MASFAP to assist with conference costs, reregistration, and leadership development program for the upcoming year. Discussion ensued about fall conference fees and how to best apply this generous funding. Mr. Brown moved to table deciding on fall conference fees until the Spring board meeting. Ms. Barnes seconded the motion. The motion carried. President Boling also reported on her involvement with the MDHE Strategic Planning process as a member of the steering committee. The President also introduced the blueprint for higher education

2 and informed the board that there will be public hearings throughout the year in various locations across the state. Ms. Boling encouraged those that were interested to attend the hearings. President Elect Report Ms. Karlin reported on MASFAA events. Leadership symposium included past two years' Bob Berger award recipients. Since leadership symposium is switched to an annual training event, the question was asked how to determine who is sent. Ms. Gibbs moved to send two participants annually-one as the Bob Berger award recipient and the other as a scholarship opportunity for those participating in the leadership development program. Ms. Barnes seconded the motion. The motion carried. It was then determined that the individual selected from the leadership development program would be selected by the leadership development committee chair. MASFAA will be October 2-5, 2016 in Kansas City. Currently MASFAP has no commitment to the Lodge of Four Seasons for the 2016 year. Typically states that have hosted MASFAA tend to cancel their fall conference. Discussion ensued concerning the conference, individual membership to MASFAA, difficulties of only having one conference, and possibility of supplementing costs to those that attend. Mr. Brown motioned to have 2016 MASFAP conference but to encourage participation at MASFAA by MASFAP members. Ms. Steinbeck seconded. Motion carried. Past President Report Ms. Barnes has worked with the budget and finance committee to finalize and reconcile the 2014 budget. ASCAP has been paid. She is currently working on soliciting nominations and elections for 2015, participating in long term strategic plan, and reviewing the constitution. Ms. Barnes also reported that the Dept of Ed has been removed from list serv and that she and Ms. Boling would be working together to draft a letter to be sent to the department. Treasurer, Treasurer-elect, Budget & Finance committee Reports RFP s are being issued for new banking options. All mail has been set up to be forwarded to Ms. Norris. The tax exempt letter has been updated on website. The committee will work on updating signatories on Bank of America account and convert all forms to a pdf fillable format. Delegates Report Ms. Elsea reported on her attendance at the new board orientation in December. She has been working on the strategic planning assignment with more to be presented at the March board meeting. Mr. Shaffner has also been working on his strategic planning assignment (communication). He has been working on identifying Missouri schools that are not MASFAP members and why. Vice President Report Mr. Kearney s report was presented by Ms. Boling in Mr. Kearney s absence. The committee is working on a fall theme and in the process of looking for committee members. There was discussion about committee chairs recruiting or presenting at the conference. Conference charity has yet to be decided. Archives Report Mr. Baumgartner reported that he is searching for a camera/video for MASFAP.

3 Awards Report Ms. Hallahan will be working to review member records to determine their years of service. Communications Report Ms. Findley will continue with quarterly monitors and monthly newsletters. She has also set up a recommended blogging schedule. Associate Member Concerns/Corporate Support Report Ms. Burns reported that the corporate support survey has been completed. She proposed developing welcome packets to send to Associate members annually to outline what is included with the their membership. Ms. Burns also led the discussion concerning bundling membership, conference fees, and vendor table to make it easier on associate members. Also based on survey results, associate members are looking for different ways to market their products to MASFAP members. Ideas included offering different addon marketing packages, one possibility including web advertising. Fees charged by ATAC would need to be considered. President Boling will work with Ms. Burns to do a proposal concerning advertising options. Membership fees must be voted on by the membership and are not part of President Boling s plans for this year. Early Awareness Report Ms. Sandidge reported on the 2014 committee accomplishments. She indicated that the committee did not have the participation in the financial aid nights they had hoped for. The committee has been receiving requests for MASFAP budget workshop (old reality store) so more of the focus for the upcoming year will be on the budget workshops. Plans are to use McNair scholars on MU campus to test freshmen audience and will provide feedback to board. Ms. Sandidge also expressed interest in the Early Awareness committee assisting high school counselors possibly with free membership to encourage use of web tools. Ex-Oficio Report Mr. Wade reported that FAFSA Frenzy is coming up February 22. There will be 86 locations around the state. FAFSA Completion Project sends info to high schools to see what students have done FAFSAs and which ones have issues (verification, signatures, rejects, etc.). The system will be up and running by beginning of February. The Strategic Planning Committee will have public hearings open to the public. March 16 meeting is very important for the financial aid community and will have a financial aid panel at the hearing. Ms. Boling is our rep for the FA community/masfap. State of the State and release of budget is tonight by governor. Small increases expected, as it was a tough year for state. There have been several bills introduced around FA and affordability. Good for discussion at MASFAP hill day.

4 Leadership Development The inaugural program kicked off with a post conference meeting on November 7, The next meeting is scheduled for Friday, January 23rd at Moberly Community College in Columbia. Meetings throughout the year will be held on college campuses across the state. Legislative Mr. Greenlee reported that there will be conference call meetings to lead up to Hill Day, 2/17/15. There will be a summary meeting at beginning of Hill Day to address what to do in the meeting with legislators, key summary points for MASFAP and floor visit. The purpose is to try to meet with key people such as the Higher Ed Commissioner, etc. Membership Ms. Falkner reported that 18 institutions have renewed. Historical info has been updated on the website. The focus will now be non-renewals mainly proprietary schools. s have gone out to non-renewals to engage them and encourage them to renew. Ms. Steinbeck offered to talk to schools that are not members to encourage membership and find out reasons for not renewing. If payment is not paid in a timely fashion, membership will lapse before an event. Treasurer will update and follow up for payments not received in a timely fashion. Professional Development The PD committee is working on planning events for February. Business Officer has 37, Registrar 49 at this time. The committee is working with Ms. Howe and Mr. Shaffner to work on logistics for events. Conference call with committee to plan NASFAA credential days is forthcoming. Need to find facilitators that want to be credentialed and teach the group. NASFAA training will be offered on 6 different days. Trainer teaches the class, we give the list of attendees to NASFAA and the attendee has to take the test within the prescribed time frame with two opportunities to pass. Research Mr. Brown reported that the survey on College Ratings is in process. This is in preparation for NASFAA Hill Day. Justin will resend link to membership as the survey has nine more days to gather data. Site Ms. Howe acknowledged MOHELA for hosting our events. Ms. Howe also reported that the 2014 conference is complete and the Fall 2015 conference is contracted with the Lodge. Ms. Howe is also currently working with PD and Program for events. The Lodge will be renovated in Entire facility is being redone. All guest rooms and meeting rooms, restaurants will all be renovated. This will impact the conference, but not sure how at this point. Timeline will be given as soon as we can get it from the Lodge.

5 2016 contract needs to be started. Motion to inquire with Lodge on availability for Fall 2016 to Wed- Friday November 9-11 to avoid conflicts with election days. Motion passed. Will discuss dates due to concerns with Veterans Day in 2016 and availability of the Lodge. Technology Ms. Betz reported that her committee will be working to update website with ATAC. The committee goal for 2015 is to have a list to what officer/committee chair has access to what on the website to make sure transition is smoother at the end of the year. Old Business None to report New Business Ms. Boling introduced a MASFAP Long-Range Strategic Plan Proposal. The organization does not currently have a strategic plan in place to outline long-term organizational goals. The purpose of the Long-Range Strategic Plan is to give the organization a long-term plan to give guidance to leadership in the future. Plan is outlined and given to the group today to consider for a vote. The plan would be unveiled to the membership at the conference and dedicate time to discuss during business meeting, sector meetings, or possibly a general session. The membership would then have 30 days before voting following the conference which will allow for time for reflection. Ms. Elsea motioned to approve the plan, Mr. Shaffner seconded. Motion carried. Meeting adjourned at 3:26