2012-13 OASFAA Executive Committee Meeting MinutesFranklin University, Columbus, Ohio

August 6, 2012

TrusteesCheryl Willard*Stephanie Sutton*Angela Johnson*Matt Moore*

Emily Mattison*Randy Green*Bridgett LallatinJayme Jarrett*

Regina Harper*LaSaundra CraigValerie Kepner*Sonia Slomba*

Committee ChairpersonTamika Braswell*John BrownBecky DavisBev DalheimValerie Fultz*Mary Kay Freshour*MorraLee Keller*Jeff JohnstonLeann KendzerskiKevin LambTony Leprotti*Carolyn McCluskey

Lea Mederer*Andrea MorrowMary Lynn PerriVenus PuliaficoEd ReckerAmanda ReisingerMichele Barry*Sam Selvage*Randy UlsesCarrie Short*Christy West*Debralee Divers

Lawrence MatthewsAmy SmuckerMelanie WeaverLee Ann TimmermanEmmett CooperAdam Dilulio*Ann Marie GruberTodd Everett*Faith PhillipsBetsy Johnson

*Denotes Attendance

I. Welcome Cheryl Willard

1. Icebreaker Everyone shared something enjoyable they did, or will do, this Cheryl WillardSummer.

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

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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 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 WillardThe 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 Sonia Slomba 2 spelling corrections were address.

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 updateRandy 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

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

Total Outstanding - $1,705

Winter 2011 - 12  (11 paid since April 2012)

Total Outstanding - $1340

Spring 2011 – 3 (3 paid since April 2012)

Total Outstanding - $215

Winter 2010 – 6 (1 paid since April 2012)

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)

Total Outstanding - $985

Grand Total Outstanding  - $4,715

46 payments outstanding Winter 2009 – Spring 201220 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 institutionMKFreshour: Block the institutionMKkeller: If individuals gone, we can’t collect, contact directors.CWest: Consumer protection lawsSSlomba: InvoiceAJohnson: Andrea Morrow sends out invoiceRGreen: 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 easierADilulio: 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 yearCShort: 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, 2012September 21, 2012November 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

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April 12, 2013Lea Mederer and Franklin University were thanked for hosting OASFAA meetings.

2. NASFAA ConferenceC. 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 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 InformationSix nominees have been submitted from Ohio.

4. MASFAA UpdateRandy 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 OASFAAWhen 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 BudgetRandy 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. Reports1. Regional Representatives

a) Northeast Bridgett Lallathin

b) Northwest Jayme Jarrett5

c) Southeast Regina Harper

d) Southwest 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

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

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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 vendorsMKFreshour: check out what other associations are doingMKeller: eliminate scholarships- to offset vendors.RGreen: how important is this to vendors?MBarry: We are trying to offer moreVKepner: 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 classCWillard: not enough time to research. Can we offer advertising OR free registration, rather than both?RGreen: Vendors found appealing to have printed materialsCShort: 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 ATACb. Processing of duesc. Receiving and disbursing volunteer request formsd. Reporting of total 11/12 memberships and dues paid

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2. Activities planned but not yet completed:a. Winter Conference Welcome information/giftb. 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 Randy Green 7. Past-President Stephanie Sutton

a) Association Governance and Planning 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

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.

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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:

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 regulationso 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 conferenceo Can start securing spring conference after Januaryo 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 legislatorso 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.

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.

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d) Regulatory-State Faith Phillips, Tony Leprotti

8. VP-Conferences Angela Johnson

a) Conference Planning Angela Johnson1. 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.

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b) Registration Andrea Morrow

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 Amy Smucker, Melanie Weaver

9. VP-Training (Report is under NASFAA Training) Matt Moore

a) College Goal Sunday MorraLee Keller, Carrie Short, Amanda Reisinger1. Summary of activities:

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

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Final Reports were submitted to Great Lakes and USAFunds for CGS 2012 Placed CGS in College 101 Magazine

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:

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.

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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: 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 Octobero Presentation updated and circulated by the end of Octobero Training meeting to run through winter presentations early Novembero December 11, 2012 – Possible meeting for making sure all logistics are

worked out for Winter Conferenceo December 12, 2012 – Winter Conference 4 Tracks for Needs Analysiso 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 updatesb. 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

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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. Articulationsi. 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 Workshopsi. 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.

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. Powerpoint1. 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 Update1. 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 Requestsi. 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.

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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.

e) Support Professional Debralee Divers, Sam Salvage

3 workshopsVII. Liaisons

a) Board of Regents Tamika BraswellOCOG – amount is increasing.

b) OCAN MorraLee Keller

OHIO COLLEGE ACCESS NETWORKASFAA 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.

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.

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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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