Aasfaa Executive Board Meeting

AASFAA EXECUTIVE BOARD MEETING 2013 SPRING CONFERENCE – DOGWOOD ROOM, LAKE GUNTERSVILLE STATE PARK LODGE LAKE GUNTERSVILLE, ALABAMA TUESDAY, APRIL 30, 2013 – 3:30 p.m. PAGE 1 OF 10

The Alabama Association of Student Financial Aid Administrators (AASFAA) Executive Board met on Tuesday, April 30, 2013, at 3:30 p.m., in the Dogwood Room, at Lake Guntersville State Park Lodge.

Sharon Williams, President, called the meeting to order at 3:39 p.m. on April 30, 2013. She began the meeting by recognitions of special guests (none present), Phillip Nelson’s birthday and Kevin Ammons’ graduation from the Alabama Community College Leadership Academy. After the recognitions, she requested Stephanie Miller, Secretary to call the roll and read the minutes. The members present at this meeting:

Executive Board Members Present: President: Sharon Williams President-Elect: Kevin Ammons Past President: Vickie Adams Vice President: Phillip Nelson Secretary: Stephanie Miller Treasurer: Ann Cambpell

Committee Chairs Present: ACHE Liaison & State Legislative: Cheryl Newton Archives: Wanda Bass Awards & Recognitions & Nominations & Elections: Vickie Adams Budget: Ann Campbell Conference Chair: Kevin Ammons Diversity: Dee Talley Fall Local Arrangements & Professional Development: Phillip Nelson Long Range Planning: Carol Ballard Public Relations/Photos: Joan Waters Special Projects: Stephanie Miller Spring Local Arrangements: Jennifer Epperson Two Year Concerns: Amy Rowell Vendor Coordinator: Tammy Spratlin AASFAA EXECUTIVE BOARD MEETING 2013 SPRING CONFERENCE – DOGWOOD ROOM, LAKE GUNTERSVILLE STATE PARK LODGE LAKE GUNTERSVILLE, ALABAMA TUESDAY, APRIL 30, 2013 PAGE 2 OF 10

After the roll call, Stephanie Miller, Secretary, indicated to Sharon Williams, President, that a quorum was present for this meeting.

Sharon Williams, President, called for a report of the minutes of the last Board meeting of the Association. Stephanie Miller indicated that the minutes of the last Board meeting on March 8, 2013 at Lawson State had been approved by the Executive Board by email on April 22, 2013 and were on the AASFAA website.

Sharon Williams called for the Executive Board and Committee Chair Reports. The written reports are attached to this document. The oral reports were as follows:

Executive Board Reports

Sharon Williams, President, announced that Governor Bentley signed the proclamation establishing February 2013 as Financial Aid Awareness Month.

Kevin Ammons, President-Elect, thanked Phillip Nelson and Anthony Richey for hosting the 2012 Fall Workshop held at Auburn University Montgomery. He stated that AASFAA exceeded its goal for AASFAA members attending the 2013 SASFAA Conference. The goal was 50 members to attend and we had 57. He shared that he enjoyed attending the NASFAA Leadership Conference. He also set the date for the Fall 2013 Workshop at Auburn University Montgomery on October 25, 2013. He thanked everyone for their hard work this year.

Phillip Nelson, Vice President, shared that the 2012 Fall Workshop was a success thanks to David Bartinicki, US Department of Education Federal Trainer, and Cheryl Newton, ACHE, as our presenters. He expressed the sentiment that AASFAA is blessed to have people to present, teach classes and help. He wanted to say a special thank you to Lissa Powell and USA Funds for the help with and printing of notebooks for the New Aid Officer Workshop. He reiterated that the 2013 Fall Workshop would once again be held at AUM on October 25, 2013. He also stated that we needed to go ahead and contact the Feds. AASFAA EXECUTIVE BOARD MEETING 2013 SPRING CONFERENCE – DOGWOOD ROOM, LAKE GUNTERSVILLE STATE PARK LODGE LAKE GUNTERSVILLE, ALABAMA TUESDAY, APRIL 30, 2013 PAGE 3 OF 10

Vickie Adams, Past President, told Sharon Williams good luck with next year’s position of Past President. She stated that it was the hardest thing that she had ever had to do for AASFAA. She stated that voting opened online at aasfaaonline.org on April 19, 2013 and would close at noon on May 2, 2013. The Buchanan and Padgett award recipients would be announced on Thursday, May 2, 2013, at the banquet. She expressed her thanks to all who volunteered to run for office.

Stephanie Miller, Secretary, expressed her thanks to everyone for all of the help and support this year with a special thank you to Betty Edwards.

Ann Campbell, Treasurer, brought the budget report. She stated that she was looking forward to working with Kevin and enjoyed working with Sharon. She brought a new budget with the budget versus the actual expenses. She spoke to the Board about the issues at the 2012 Fall Workshop with the “plug” item. She explained that the reason for the “plug” was the loss of FFEL a couple of years ago and the Association decided that it might need to transfer funds. Based upon actual numbers after the 2012 Fall Workshop, she switched some numbers around, but didn’t change the bottom line. She took line item 109 with a budget of $5000 and changed the line item to $8160 because that was the actual number. She changed the vendor income from $5000 to $11,000 for the actual Spring Conference Fees. She decreased the Spring Conference budget by $1025.00. The updated budget does not have a plug. She said that as of April 29, 2013, the full and partial spring conference registrants totaled 128 and that the membership dues are down with 153 paid members. The balance sheet reconciled as of March 31, 2013 and as of April 30, 2013 AASFAA had $45,000 in checking. The budget as presented is attached to this document.

Sharon Williams, President, called for a motion to approve the amended budget. Phillip Nelson, Vice President, moved to approve the amended budget as proposed and Kevin Ammons, President-Elect, seconded. Sharon Williams called for the Executive Board vote. The vote was as follows: AASFAA EXECUTIVE BOARD MEETING 2013 SPRING CONFERENCE – DOGWOOD ROOM, LAKE GUNTERSVILLE STATE PARK LODGE LAKE GUNTERSVILLE, ALABAMA TUESDAY, APRIL 30, 2013 PAGE 4 OF 10

President, Sharon Williams – Yes President-Elect, Kevin Ammons – Yes Vice President, Phillip Nelson – Yes Past President, Vickie Adams – Yes Secretary, Stephanie Miller – Yes Treasurer, Ann Campbell – Yes

With all Executive Board members voting to approve the amended budget, the amended budget was approved.

Committee Reports

Cheryl Newton, ACHE Liaison, reported that the governor is proposing level funding of all programs for the upcoming year. She stated that there were no more ASAP KNIGHT funds. She also stated that some would receive second allocation of ASAP mid month. Sharon and Cheryl stated that the National Guard Assistance Program had been reinstated for reservist.

Kevin Ammons, Conference Committee Chair, wanted to thank Vickie Adams, Stephanie Miller and Jennifer Epperson for all of their hard work.

Debra “Dee” Talley, Diversity Committee Chair, stated that her committee wasn’t activated until March and that she didn’t have a change to her written report. She told everyone information about Nathan Bedford’s session on Family Dynamics. She stated that every Association in SASFAA sponsored a charity and was very excited to announce AASFAA’s first ever sponsored charity, KidOne. Dee stated that she sent out emails to the membership to advertise and ask people who were not coming to the conference to take up donations in their offices and send them to AASFAA. Matt Holdbrooks, CEO of KidOne, would be coming to speak to the Association at the luncheon before the business meeting on Wednesday, May 1, 2013. AASFAA will be asking for a $1 donation at the end of the business meeting and there will be a table in the Exhibitors area for donations. She would start with the Executive Board before leaving the meeting today. On Thursday, May 2, 2013, Phillip Galloway of Kid One would be attending the Association Banquet to accept the donations. AASFAA EXECUTIVE BOARD MEETING 2013 SPRING CONFERENCE – DOGWOOD ROOM, LAKE GUNTERSVILLE STATE PARK LODGE LAKE GUNTERSVILLE, ALABAMA TUESDAY, APRIL 30, 2013 PAGE 5 OF 10

Cheryl Newton, State Legislative Relations Committee Chair, stated that as of April 25, 2013, there was still no vote on SB 79, 84 and 101. The Governor had selected recipients for the College Counts Scholarship in April.

Jennifer Epperson, Spring Local Arrangements Committee Chair, stated that she did not have any changes from her written report.

Carol Ballard, Long Range Planning Committee Chair, reported that she chose to use people in her office for committee members due to the close proximity for meetings. She expressed that in her opinion the AASFAA Executive Board should not write another Five Year Long Range Plan, but update the current plan. She also had concerns about the updating of the website and that the outgoing Board with Committee Chairs should really work with the incoming to help them, not only to understand, but how to use the website and what each committee does within AASFAA. She also would like to see if there could be a comments section on the website for committee members since we are statewide.

Sharon asked Stephanie to check with Paula at ATAC about the comments section.

Dee Talley spoke on the behalf of Betty Edwards, Membership Committee Chair. She stated that AASFAA did not reach the membership goal of 200 for this year. The Membership Committee was not able to make all of the phone calls that it had wanted to for the year.

Vickie Adams, Nominations & Elections Committee Chair, explained Amanda Sharp’s resignation and move to NASFAA and that the Executive Board had to open voting for a 2013-2014 Treasurer. According to the Bylaws, a special or called election can be used to elect the Treasurer-Elect or President-Elect position in the event of a vacancy. She also stated that there would not be any speeches based on the Executive Board vote during the 2012 Spring Conference or a voting booth as there was wifi throughout the Park and an open business center with computers for guests.

Sharon Williams spoke for Dr. William Wall, Policies & Procedures Committee Chair & Scholarship Committee Chair. Dr. Wall would like to have the website updated with the new bylaws. He trained Michele Thompson to take over the Scholarship Committee duties at the 2013 Spring Conference. AASFAA EXECUTIVE BOARD MEETING 2013 SPRING CONFERENCE – DOGWOOD ROOM, LAKE GUNTERSVILLE STATE PARK LODGE LAKE GUNTERSVILLE, ALABAMA TUESDAY, APRIL 30, 2013 PAGE 6 OF 10

Ann Campbell, Budget Committee Chair, stated that last year Belinda Duett paid some of the scholarships out of last year’s budget instead of the next Fall Budget. She suggested that we tell the membership not to expect payment for a scholarship until after July 1. It was decided that the Treasurer would make the announcement.

Joan Waters, Photos and Public Relations Committee Chair, expressed that she started reminiscing with the photos for the 45th Anniversary. She had selected pictures that can scroll on the screen during the Association Banquet on Thursday, May 2, 2013. She also created photo boards to be displayed. The pictures are on a CD and flash drive for the 45th Photo Gallery.

Kevin Ammons spoke on the behalf of Charles Markle, Site Selections Committee Chair. He stated that we have additional information on sites that would be brought before the Board by Stephanie Miller during new business.

Stephanie Miller, Special Projects Committee Chair, stated that the NACAC College Fair would be held on September 15, 2013 at the BJCC. She also requested volunteers for the fair and for Alabama College Goal Sunday.

Amy Rowell, Two Year Concerns Committee Chair, stated that she sent an email about the two year concerns session with a call for topics.

Tammy Spratlin, Vendor Coordinator, stated that this year the online registration for exhibitors was new and it went very good. She also stated that we would be stuffing bags tonight in the Hospitality Suite, Room 320, alongside the exhibitors as invited guests.

Sharon Williams, President, thanked everyone for their reports and great job this year.

Sharon Williams, President, opened the floor for old business to come before the Executive Board. With no old business, she opened the floor for new business. AASFAA EXECUTIVE BOARD MEETING 2013 SPRING CONFERENCE – DOGWOOD ROOM, LAKE GUNTERSVILLE STATE PARK LODGE LAKE GUNTERSVILLE, ALABAMA TUESDAY, APRIL 30, 2013 PAGE 7 OF 10

First order of new business: Stephanie Miller, Secretary, requested that the Executive Board review a proposal to host the 2014 Spring Conference at Wind Creek Resort Casino and Hotel in Atmore, AL. She stated that the cost of Wind Creek versus Guntersville State Park would be a couple of thousand dollars more. She also talked through the 2014 Guntersville State Park proposal. Amy Rowell stated that she would like to the move to Wind Creek and that she would be glad to serve on Local Arrangements for the Spring Conference with the move. Tammy Spratlin said that she thought we were ready for a change. Joan said that Perdido was not cost effective and the room rates were too high so she was for the $77 a night at Wind Creek. A suggestion was made by Vickie Adams to go to Wind Creek one year and Guntersville State Park the next. Joan stated that maybe we shouldn’t worry about making money, but rather to help people be able to afford the conference. Stephanie Miller stated that the Banner Summit/Ellucian Live Conference for 2014 was in California April 6-9 and April 12 -15 in New Orleans for 2015. Vickie Adams, Past President, made a motion to move the 2014 Spring Conference to Wind Creek. Kevin Ammons, President Elect, seconded the motion. Sharon Williams, President, called for the Executive Board vote. The vote was as follows:

President, Sharon Williams – Yes President Elect, Kevin Ammons – Yes Vice President, Phillip Nelson – Yes Past President, Vickie Adams – Yes Secretary, Stephanie Miller – Yes Treasurer, Ann Campbell – Yes

With all Executive Board Members voting to approve the move of the 2014 Spring conference to Wind Creek, the Spring Conference will be held at Wind Creek.

Second order of new business: Sharon Williams, President, called to set a date for the 2014 Spring Conference. After a discussion about the Veteran’s conference being at the end of March, Easter weekend being March 20, 2014 and the Banner/Ellucian Live Conference April 6 -9, 2014 the dates of April 22 – 25, 2014 were suggested. Phillip Nelson, Vice President, made the motion to hold the conference April 22 -25, 2014. AASFAA EXECUTIVE BOARD MEETING 2013 SPRING CONFERENCE – DOGWOOD ROOM, LAKE GUNTERSVILLE STATE PARK LODGE LAKE GUNTERSVILLE, ALABAMA TUESDAY, APRIL 30, 2013 PAGE 8 OF 10

Vickie Adams, Past President, seconded the motion. Sharon Williams, President, called for the Executive Board vote. The vote was as follows:

President, Sharon Williams – Yes President Elect, Kevin Ammons – Yes Vice President, Phillip Nelson – Yes Past President, Vickie Adams – Yes Secretary, Stephanie Miller – Yes Treasurer, Ann Campbell – Yes

With all Executive Board Members voting to approve the 2014 Spring conference to be held April 22 -25, 2014.

Third order of new business: Tammy Spratlin, Vendor Sponsor, brought to the Board’s attention that several vendors had requested a list of attendees with emails. She did not know if this was in the bylaws; therefore, she didn’t release any of the information. Phillip Nelson, Vice President, stated that he would rather not receive emails from the vendors like we do at SASFAA. Kevin Ammons, President Elect, agreed with Phillip. Tammy said that she felt the same, but that any member can send to the AASFAA Listserv and that a membership list could be pulled from aasfaaonline.org. Upon discussion, it was decided that we would not release information to vendors.

Fourth order of new business: Kevin Ammons, President-Elect, brought before the Executive Board to increase membership dues. He stated that we are most likely the lowest in the nation and are the lowest within SASFAA. He suggested an increase from $15 to $25 as most other states had a $35 membership fee. Stephanie Miller, Secretary, made the motion to increase the membership dues to $25 per year. Ann Campbell, Treasurer, and Kevin Ammons, President-Elect, both seconded the motion. Sharon Williams, President, called for the Executive Board vote. The vote was as follows: AASFAA EXECUTIVE BOARD MEETING 2013 SPRING CONFERENCE – DOGWOOD ROOM, LAKE GUNTERSVILLE STATE PARK LODGE LAKE GUNTERSVILLE, ALABAMA TUESDAY, APRIL 30, 2013 PAGE 9 OF 10

With all Executive Board Members voting to approve the increase of membership dues from $15 to $25 a year, the dues increase will be effective July 1, 2013.

Fifth order of new business Stephanie Miller, Secretary, brought before the Exectuive Board the responsibility of the volunteer forms that have been completed over the past couple of years. She asked which committee or office has the responsibility for collection of and dissemination to committee chairs. Sharon Williams, President, stated that she would like it to fall to under the Vice President duties. Dee Talley, Diversity Chair, stated that it is the President-Elect’s duty. Vickie Adams, Past President, stated that during the Fall 2012 Fall Workshop it was part of the agenda to get each committee chair to stand, explain duties and invite members to be a part of the committee. Upon discussion, it was decided that the President- Elect would be in charge of volunteerism.

Sixth order of new business Sharon Williams, President, asked Kevin Ammons, President-Elect, and Phillip Nelson, Vice President, to speak with Paula at ATAC to have the 2013 Spring Conference Evaluations ready to go online.

Sharon Williams, President, asked if there were any other new business to come before the Executive Board. There was no additional business.

Phillip Nelson, Vice President, made the motion to adjourn with Vickie Adams, Past President, seconding. Sharon Williams, President, called for the Executive Board vote. The vote was as follows: AASFAA EXECUTIVE BOARD MEETING 2013 SPRING CONFERENCE – DOGWOOD ROOM, LAKE GUNTERSVILLE STATE PARK LODGE LAKE GUNTERSVILLE, ALABAMA TUESDAY, APRIL 30, 2013 PAGE 10 OF 10

With all Executive Board Members voting to approve the Executive Board Meeting at the 2013 Spring Conference was adjourned at 5:40 pm on April 30, 2013.