2005 Executive Board Meeting

2006 Board of Directors Meeting Thursday, March 30, 2006 10:00 a.m. University of Louisiana at Lafayette, Lafayette, Louisiana Minutes by: Kim Dudley In attendance:

Becky Vessel Ursula Shorty Sigmund Morel Nadine Lewis Mary Parker Gracie Guillory Alvina Thomas Jackie Lachapelle Gil Gilson Barry Miller Kim Dudley Shannon Guillory Kalynda Cook Barry Zerangue

Time Agenda 10:25 am Call to Order - Alvina Thomas, 2005-2006 President

-This meeting has been called because direction is needed for the Fall 2006 conference. At the last board meeting there were some suggestions for travel and ways that LASFAA could assist members in paying for conference costs. On March 8, 2006, Alvina Thomas, Sherri Gladney and Cynthia Thornton met with Ethics Board and were told that public state employees cannot benefit from travel. A letter was written to the Ethics Board and a meeting was held with them on March 8, 2006. The Ethics Board said that LASFAA could not pay for travel for public state employees. Money cannot be given directly to Association members. However, we can pay the hotel directly for the hotel rooms for the conference attendees.

-Alvina suggested that LASFAA members could apply to LASFAA for housing and then we could send one check to the hotel to pay for the housing costs. Association members would have to pay for the travel costs that they incur. Also, we could waive the registration fee for the fall conference.

-Membership dues would have to be paid for those that we pay housing fees. Is May 1st a feasible deadline for membership dues? What about the registration fee for the fall conference? Do we want to not charge for the registration fee?

-Jackie asked if we have done a cost analysis on # of people that may attend? Per the Board of Ethics, we have to offer free room to everyone – it cannot be offered to non-associate members only. According to Gil’s calculation, approximate figures would be $36,120 to cover rooms for both nights.

-Alvina stated that in our budget, we have approximately $65,000 that can be used for this purpose. Rebecca has already asked if venders that contributed funds for the fall 2005 conference wanted their funds back or would they allow LASFAA to keep the funds? Thus far, no one has requested funds back. They were sent a letter asking if they would allow funds to be used for hurricane relief. To date, 23 sponsors responded with $33,600 that could be used to set aside for the relief fund. NSLP funds must be deducted from that total because their donation was strictly to be used for students. We have $57,065 that can be used. We have a block of 225 rooms – we assume that Associate members would not ask for waiver. At 125 rooms for one night = $16, 125.

-Gil suggested a housing committee be formed to handle reservations and to come up with a form, etc. Jackie asked does our contract say that individuals are making reservations or does it matter that the Association makes the reservations?

Discussion followed. When is the registration deadline? Should the membership deadline extended? Perhaps membership dues could be due by May 1 with July 1 as conference registration deadline.

Alvina asked for a motion to extend membership deadline is extended to May 1st. Barry Zerangue moved that the membership deadline be extended to May 1, 2006. Nadine Lewis seconded to motion to move the membership deadline to May 1st, 2006. Discussion followed: Jackie asked how will the message be sent out? Are all emails functioning? The suggestion was made that the message be sent via email and paper mail with information also on the website. Motion carried.

Alvina asked for a motion that the registration deadline for the fall conference be July 1 for members to benefit for free housing. Mary agreed to chair the housing committee. Barry Zerangue moved that the motion be made that the registration deadline for the fall conference be July 1, 2006 for members to benefit from free housing. Nadine Lewis seconded the motion. Discussion – registration can exist through the beginning of the conference but those that did not make the deadline will not receive free housing. Sigmund stated that exceptions can always be made for schools for extenuating circumstances. Delegates at large can communicate to their schools. How will we handle the communication of the information? The same type of communication as with registration – email, paper mail and website. The housing form will be part of registration. Motion carried.

-Gil, Kalynda and Cynthia will ensure online registration is working. Members registering after the deadline will pay full costs.

-Will there be a registration fee for the conference? Jackie said that if LASFAA can pay costs without hurting us, then no. The registration fee usually brings in about $10,000. Do we want to wait to see what corporate sponsorship looks like? No registration fee? Barry suggested that we make sure that membership know that this is a one time thing, not an ongoing thing. Ursula – can we not make exceptions with the hotel waiver? If we can make sure that we make no exceptions for hotel waiver, it would be easier. Barry – make sure that we are clear to membership that is costs nothing to register. Will the housing form online as well? Barry would like to contact his member schools but would like to know an approximate date as to when the information will be online. Nadine suggested that May 1st be the deadline to have everything up and running on website for registration and housing form.

Alvina asked for a motion that there not be a registration fee for the Fall 2006 conference. Jackie Lachapelle moved that LASFAA not charge a registration fee for the Fall 2006 conference. Mary Parker seconded the motion. Motion carried.

There will be no registration fee for Fall 2006 conference based on funding received for hurricane relief. This will be one time only.

There now needs to be a vote on housing. A roommate will be required and members will be responsible for personal charges. Roommates – how many association members can come? Discussion followed - # of rooms should be based on # of students on campus

Alvina asked for a motion to using hurricane relief funds to pay for housing costs for association members. Nadine Lewis moved that LASFAA use the hurricane relief funds to pay for housing costs for members for the Fall 2006 conference. The motion was seconded by Ursula Shorty that we use hurricane relief funds to pay for housing for the fall 2006 conference. Motion carried. A discussion followed on the breakdown of a scale for rooms based on the number of students on a campus. The following was decided: 1-3000 one room – two to a room 3001-6000 two rooms – two to a room 6001-9000 three rooms – two to a room 9001 and over four room – two to a room

At an institution where there is a male/female combination, consideration will be given. Pre-Katrina numbers will be used.

Shannon made the statement that a school can always send more participants but it will be at their own cost. Ursula suggested that if you don’t need to use all of the rooms designated by housing, notify housing so that your rooms may be used for others.

There should be a place on the housing form to indicate if LASFAA does not need to cover fees. Gil – would everybody be funneling reservations through housing or just those that LASFAA are paying for? Sigmund suggested that we ask hotel how they would like to handle it. Kalynda will call hotel to find out how they want it.

Alvina asked – since we are not charging registration, we still need a registration form? Yes, see what days attendees will be there and for what meals.

Nadine – do board members rooms fall into that? Jackie – there is a separate block of rooms for the board meeting night. Conference rooms are separate.

Sigmund – do we put contact information on the housing form? If not all rooms are used, can schools ask to send additional people? Yes, the board gives authorization to the housing committee to determine this.

Alvina asked for a motion that the LASFAA board of directors set standards for the housing committee so that rooms are assigned based on the number of students attending that institution as follows

1-3000 one room – two to a room 3001-6000 two rooms – two to a room 6001-9000 three rooms – two to a room 9001 and over four room – two to a room. If members opt to not have a roommate, then they will be responsible for ½ of the total cost of the room and members are responsible for all personal charges to the room. The charges that LASFAA will pay are the room rate and associated taxes. Mary Parker moved that this motion be accepted. Barry Zerangue seconded the motion. This will be part of the housing committee guidelines for assigned rooms Motion carried.

Housing committee will consists of: Mary Parker Shannon Guillory Becky Vessel Kim Dudley

Other Business Alvina said that an association member emailed a concern about the emails that were being sent from LOSFA and from LELA through MemberClicks. This concern was that the listserv was being used for propaganda.

Gil stated that MemberClicks is not a listserv. It is a directory with emails listed. People sending emails are also members of the directory and it is difficult to limit what is being sent. Mary stated that if we let one agency do it, all should know. Jackie mentioned that with SWASFAA, it goes before review then emails go. Gil – emails sent to messenger. Gracie said that when the directory was established, it was not for propaganda. Is there a difference in a lender and a state guarantor? If you allow state guarantor, then do we allow all guarantors? It was understood that lenders were not supposed to put propaganda out there. Maybe put that it is our policy that you not put propaganda out there? Did the emails go to all members or just certain members? How do we know that it went to all members? Jackie said that normally emails come directly from lenders, not through a listserv or MemberClicks.

Discussion – should we have a policy? Should we have a disclaimer?

Gil stated that he doesn’t know if he can limit it but he could put a disclaimer. The disclaimer should say that the information that is being disseminated through MemberClicks is directly related to Association business and should not promote the interest of an agency or an institution.

Alvina asked for a motion to place a disclaimer on our membership directory. Nadine Lewis made the motion The motion was seconded by Jackie Lachapelle – comment that disclaimer be brought before board in the May meeting to approve. Discussion followed. We should go ahead and vote on the disclaimer.

New motion Alvina asked for a motion to accept the disclaimer wording that will go on our MemberClicks website that says “The information that is being disseminated through MemberClicks is directly related to Association business and should not promote the interest of an agency or an institution.”

The motion made by Jackie Lachapelle. The motion was seconded by Nadine Lewis. Motion carried.

Give Gil a copy of the disclaimer.

-Alvina asked should a message go out that states a disclaimer is being placed. No, individuals that violate the disclaimer will be contacted individually.

Closing remarks: -Alvina received a call from LOSFA in regards to bill being proposed concerning guarantee fee. Would LASFAA endorse bill? Feedback from executive committee was that LASFAA would not endorse it. Alvina relayed the information and was then asked if LOSFA advisory board could endorse it? Alvina talked to Patrick and the answer was no, the advisory board would not endorse it.

-Alvina is excited to offer the LASFAA high school scholarship. So far, 302 students have applied. More students are going to our website. Diversity awareness and professional development committees are sending out a bookmark. Thanks to Hibernia for letting us use their printer – we paid for the printing but they let us use their printer.

Alvina asked for motion to adjourn Mary Parker motioned that we adjourn. Nadine Lewis seconded the motion. Motion carried. 12:45 Meeting Adjourned.