2015-16 OASFAA Executive Committee Meeting Minutes Conference Call – February 12, 2016
Board member names in BLUE were in attendance. Board member names with STRIKETHROUGH were not in attendance. Notes from meeting are in RED.
Trustees
Glass, Erin Johnson, Angela Moore, Matt Henry, Erica Lamp, Renee' Phillips, Faith Houtz, Gail McCluskey, Carolyn Recker, Ed Jarrett, Jayme Mederer, Lea Reisinger, Amanda
Committee Chairperson Bernard, Stacy Jarrett, Jayme McDougal, James Black, Stacy Jeffers, Kim McMillen, Cody Braswell, Tamika Jenerette, Kim Mederer, Lea Brown, John Johnson, Betsy Perri, Mary Lynn Call, Kristy Johnston, Jeff Phillips, Faith Carmicle, Trueshonda Jones, Michael Puliafico, Venus Frey, Alicia Kannenwisher, Susan Short, Carrie Gardner, Kristy Keller, MorraLee Ulses, Randy Goller, Stephanie Kessler, Jennifer Walker-Smith, Ericka Haire, Amanda Lauffer, Scott Walton, Lindsay Hayes, Linda Logan, Dee West, Christy Issa, Nancy McCullough, Donna Willard, Cheryl
I. Welcome Amanda Reisinger Amanda kicked off the meeting at 10:02 AM with a roll call from Secretary, Matt Moore.
II. Approval of Minutes/Secretary’s Report Matt Moore Faith Phillips provided first motion to approve January minutes, Jayme Jarrett seconded. January minutes were approved.
Matt has sent updated P&P to Paula, and will send something out to the Exec Board once they are live on the site.
III. Treasurer’s Report Ed Recker
1 A. Balance vs. Actuals Accurate as of 2/3/2016. There are a couple of outstanding invoices that need to be paid. No outstanding invoices from fall 2015 conference.
Those with a debit card need a reconciliation form to use instead of the reimbursement form. We also need procedures that need to be added to the P&P. Ed will modify and submit for comment and then Matt will add to P&P.
B. Balance Sheet Accurate as of 2/3/2016. Outstanding deposits will increase checking amounts once Carolyn deposits.
IV. Old Business
A. PO Box Amanda Reisinger Faith got PO Box information from the MASFAA Exec Board Meeting and reached out to UPS. They would give us a PO Box number and deliver it to whoever we need them to deliver it to. They can deliver it weekly, monthly, etc. Pricing: A.a) $280/year A.b) Sign up for a year and get 3 free months (i.e. 15 months for $280).
B. VP for Conference Update Amanda Reisinger Andrea Morrow will return as VP for Conference for the final year of Lea’s term. Andrea’s term will end in June 2017 once the election for that two-year term is completed.
V. New Business
A. Volunteer Form Faith Phillips What committees need volunteers? Lots of committees are listed, but do they all need volunteers? Does the form need updated? People don’t always follow up with folks who submit the volunteer form. This be discussed at the long range planning meeting that will be held before next exec meeting.
2 B. NASFAA Credentials Amanda Reisinger o This was discussed at trustee meeting and the conference planning. NASFAA would provide OASFAA with all NASFAA core materials for $1000 to offer in-person training
o Unlimited number of testing vouchers that could be provided to those that take the course.
o We cannot offer this via webinar….it must be an in person session. . Conferences . Pre-conferences . Drive in Workshops . Etc.
o Presenters must be credentialed by NASFAA. .
o ATAC – likely cost involved with Paula’s service. . Amanda is going to call Paula and find out pricing options on how we could roll this out for registration. . We can make an informed decision based on the cost provided by Paula.
o Do they need to register for a one-day conference if they are planning to attend the NASFAA credentialing pre-conference? . Do not make them attend conference, they can do pre- conference only.
o Do they need to be an OASFAA member? . Trustees felt that participants need to be OASFAA members
The value of the core materials and test, even with the inclusion of a $40 membership fee, is cheaper than paying for all of it through NASFAA.
o How will we decide which module(s) are taught for the members. . Select has to be based on the length of the in-person workshop.
o MASFAA Summer Institute found presenters and then funded the presenters to become credentialed. Something to consider if we can’t find someone in the area who is already credentialed.
3 o Lindsay Walton has 11 credentials – and is teaching at summer institute. She offered to help.
o Cheryl suggested that we reach out to Missouri as they’ve had a lot of success for offering these programs to their state members. . Reach out to Nick and Chrystal to get their perspective. . Missouri uses ATAC. Reports 1. Regional Representatives a) Northeast Renee’ Lamp Summary of activities: Scheduled location and room at Kent State University on Monday, April 4th for spring regional meeting Booked Jeremy Cubranich to speak about R2T4 for spring meeting Booked Tamika Braswell to give a State update and speak on Third term OCOG for spring meeting Booked Angela Johnson to speak on PPY at spring regional meeting
Activities planned but not yet completed: Put together catering order for spring meeting, but have not finalized price yet Sending initial invitation by 1/29/16 (instead, sending it after CGS) Preparing RSVP email for spring meeting
Progress on committee’s 2015-16 goals/initiatives: Thinking about icebreaker activities for spring conference regional meeting
Recommended items for discussion by Executive Committee: None.
b) Northwest Gail Houtz Summary of activities: No report submitted.
Activities planned but not yet completed:
Progress on committee’s 2015-16 goals/initiatives:
Recommended items for discussion by Executive Committee:
4 c) Southeast Erin Glass Summary of activities: Angela Johnson has graciously volunteered to speak at the SE Regional Meeting on Prior Prior Year which is one of the most popular topics being requested. I currently have on the agenda Tamika for State Aid Updates, and Angela on PPY.
Activities planned but not yet completed: With 2 topics picked for the meeting, I’m still looking for 1 or 2 more. I’m currently looking for someone who would present on verification and maybe even a personal development session.
Progress on committee’s 2015-16 goals/initiatives: Nothing to report.
Recommended items for discussion by Executive Committee: None.
d) Southwest Erica Henry Summary of activities: Continued working on logistics for spring regional meeting 1. The meeting will be held on April 7th, 2016, from 11a-3p at Wright State University Participated in a conference call with other regional reps on 1/7/2016; discussed possible topics and potential presenters for spring regional meeting; also discussed reaching out to region membership via a short survey to seek topic/presenter ideas Submitted potential nominations to Faith for 16/17 SW Regional Rep candidates
Activities planned but not yet completed: Secure catering for spring regional meeting Finalize topics for spring regional meeting and secure presenters Plan session activity for spring OASFAA conference Will participate in a follow-up conference call with other regional reps between now and the February exec meeting to discuss progress made since last meeting.
Progress on committee’s 2015-16 goals/initiatives: Began planning for spring regional meeting and finalize plans for spring conference session.
Recommended items for discussion by Executive Committee: None.
5 2. President-Elect Faith Phillips
Summary of activities: I attended the MASFAA exec. meeting in Kansas City 1/20 – 1/22. I also participated in the Local Arrangements committee and conference planning committee for the 2016 MASFAA conference in KC. o Justin Draeger talked to us about changes coming with NASFAA after reviewing the Road to Relevance and determining what NASFAA members are facing which are very similar at the regional and state levels. They are discussing how NASFAA can help regional associations gain efficiency and not compete. (thoughts: take on management of finances, assist with conference site/contracts, website management) o We need to put the following on the OASFAA Calendar: NASFAA 2016 conference dates July 10 – 13 in Washington, D.C. and MASFAA 2016 conference dates on the calendar: October 2 – 5 in Kansas City, MO. o Summer Institute and Leadership Symposium will be at Illinois State University in Bloomington June 13 - 17. WE NEED TO PUT THIS ON OASFAA Calendar. They are purchasing NASFAA Credentials. o MASFAA is looking at Wild Apricot as web services. You can see what it looks like at www.masfaa.wildapricot.org o MASFAA is looking at the Columbus Hyatt, Columbus Renaissance and University of Dayton Marriott for the 2017 MASFAA conference. State association leaders can offer host city recommendations to MASFAA. OASFAA should keep this in mind when Ohio hosts the 2026. o I am collecting conference planning information for MASFAA 2017 to help the conference committee members next year. From what we heard at the meeting, all other states are either already down to one conference a year or went to one conference the year that MASFAA was in their state. Amy Hager (state exchange from Missouri) and Thomas Ratliff (MASFAA President-elect) will be our guests at spring conference. They are happy to participate as presenters. I will be traveling to the NASFAA Leadership Conference with Carolyn McCluskey the week of February 21.
6 The OASFAA calendar needs lots of updates, including various conferences and meetings. Jayme will make the necessary updates.
Activities planned but not yet completed: Nothing to report.
Progress on committee’s 2015-16 goals/initiatives: Nothing to report.
Recommended items for discussion by Executive Committee: Revisit idea of PO BOX. Missouri has a PO Box at the USPS store and they mail the mail to the address given. This would allow us to have it in central Ohio but address at the ‘store’ can be easily update. Faith will research. MASFAA is creating a Task Force to research its membership year. Should we consider when we open conference registration, current year registration option should be replaced with upcoming year registration? Registrants get confused and think they are paying for the upcoming year at fall conference registration and then receive a notice in January that they need to renew. UPDATE on Fall 2016 conference: Dates will likely be November 2- 4 at the Columbus Marriott Northwest. We should have the contract soon.
We were looking at the Nationwide Center, but they were not offering us everything that the Columbus Marriott Northwest. Nationwide eventually agreed to meet us on all things but the one- hour open bar, however their associate members/exhibit area is not good. Group plans to stick with Columbus Marriott Northwest.
a) Associate Member Relations Jenn Kessler/Mary Lynn Perri Summary of activities: We are currently collecting Associate Member session proposals for spring conference for those that are unable to attend the meeting. We have 4 proposals so far. Jenn will bring them to the conference planning committee meeting and email to Lea ahead of time as well.
Activities planned but not yet completed: We are updating website for spring conference. We just received the links from Paula at ATAC so we could get a head start and be ready for our deadlines.
Progress on committee’s 2015-16 goals/initiatives: Nothing to report. 7 Recommended items for discussion by Executive Committee: None.
Will move to open conference registration for associate members early to give them time for advertising.
b) Communications/Web Trueshonda Carmicle Summary of activities: No report submitted.
Activities planned but not yet completed:
Progress on committee’s 2015-16 goals/initiatives:
Recommended items for discussion by Executive Committee:
c) Finance Faith Phillips Summary of activities: Nothing to report.
Activities planned but not yet completed:
Progress on committee’s 2015-16 goals/initiatives:
Recommended items for discussion by Executive Committee:
d) Membership/Mentor Donna McCullough Summary of activities: No report submitted.
Activities planned but not yet completed:
Progress on committee’s 2015-16 goals/initiatives:
Recommended items for discussion by Executive Committee:
e) Nominations Faith Phillips 8 Summary of activities: Emailed requests for nominations on 1/19 with due date Feb. 5. Faith has received several nominations, please keep them coming! Especially for regional reps.
Activities planned but not yet completed: I am working on updating the call for nominations form. I hope to send to out by beginning of next week, Jan. 18. Nominations will be open until early February. Elections will be in late February/early March.
Progress on committee’s 2015-16 goals/initiatives: Hope to have Elections late February/early March.
Recommended items for discussion by Executive Committee: None.
Nominations are all in; statements of candidacies are being submitted with headshots. Faith will work with Paula.
Ballot: President-Elect: Emily Mattison and Susan Kannenwischer VP for Training: Carrie Short and Stacy Blank Secretary: Erica Henry and Renee Lamp Treasurer-Elect: Debra Clark and Laura Meek NE Regional Rep: Lindsay Walton NW Regional Rep: Melanie Weaver SE Regional Rep: Emily Haynam and Nancy Shepard SW Regional Rep: Mary Reshad and Kirby Adams
3. Past-President Angela Johnson
a) Association Governance and Planning Betsy Johnson/Cheryl Willard Summary of activities: Nothing to report.
Activities planned but not yet completed:
Progress on committee’s 2015-16 goals/initiatives:
Recommended items for discussion by Executive Committee:
9 b) Regulatory-Federal and State John Brown/Linda Hayes Kim Jenerette/Venus Puliafico Summary of activities: Our combined committees met on Tuesday, January 19. We continue our conversations on how to build relationships with legislators at the State House and the ongoing data project. We discussed the following items:
• Based on our conversation with Dora Pruce - o Align ourselves with other associations: AICUO, IUC etc This will assist in promoting our initiative since our initiative compliments what we do o Linda has reached out to Todd Jones and started the conversation o We have decided to hold off for a budget year based on the conversation with Dora o On January 25, Linda reported the information she received from Todd Jones/AICUO regarding the 2-yr budget cycle and spending. Also discussed – . The time line for building relationships with representatives . Keep feeding information to members as the process goes through the budget cycle to keep them informed and encourage their participation in the process . We will meet with this association and possible others in the fall to discuss our collaboration • Consultant is working to collect state data o Consultant is working on the information to be submitted sometime late April/early May o Kim plans to reach out to Senator Beagle in the near future • OASFAA reporting schedule o We will combine the state and federal issues reports o We will alternate turns in submitting the report
Activities planned but not yet completed: OASFAA Spring Conference o Meeting next week to decide how we will be involved/presentations Discuss long term plan for next policy day and/or possible session for spring conference
10 o We assume that we will conduct Policy Day every other year o Propose Policy Session for Spring conference o Look at elected officials for Keynote speaker once we have built relationships
Progress on committee’s 2015-16 goals/initiatives: Nothing to report at this time.
Recommended items for discussion by Executive Committee: None.
Committee met earlier this week; one of the initiatives that the committee put forward this year was to provide information for OASFAA to use in terms of lobbying. Data collecting is underway, and should be placed in a report at end of April or early May. It will be used as framework for the message towards elected officials throughout Ohio.
Building relationships will be important as this information is released for the association’s use.
This will be shared with exec committee once the state/federal committee has had a chance to review it.
Angela is pleased with the work of the committee. They are making progress working with other state advocacy groups. As FAAs, we have a unique perspective that will be helpful to them, as much as they are helpful to us.
Venus reported that it has been a year of information gathering; but at some point we want to move ahead with “knocking on doors” to share data and advocate for our interests.
Cheryl asked, could any of our efforts with the OAG be tied to the work that this committee is doing?
4. VP-Conferences Lea Mederer
a) Conference Planning Lea Mederer Summary of activities: Spring Conference – May 4-6, 2016 @ The Bertram Inn in Aurora, OH o Room rate of $114/night (Amanda asked if this was supposed to be $99…but Lea confirmed that the contract says $114). 11 Planning and hosting Spring Conference Planning Committee Meeting @ Franklin University on February 5, 2016 10am-2pm o Moderators: Sessions information forms are due to Lea by March 7th. Feel free to send things earlier once you have secured your presenters. o Reg opens on March 14th. o Deadline for hotel/reg: April 20th. Finalizing Spring Conference daily schedule Finalizing conference planning timeline Making adjustments as necessary to moderator duties and session forms Working on securing Federal Trainer, Zach Goodwin Discussions regarding conference entertainment
Activities planned but not yet completed: Obtaining session topics and moderators for Spring Conference
Progress on committee’s 2015-16 goals/initiatives: Locations continue to be scouted for 2016 Fall Conference and close to final contract
Recommended items for discussion by Executive Committee: Nothing to report.
b) Registration Ericka Walker-Smith Summary of activities: Two fall conference registration &/membership fees paid since last report. In process of sending correspondence to 7 persons with outstanding registration &/membership fees. o Now there are only 6 outstanding fees. One person has paid since report was submitted.
Activities planned but not yet completed: Attend Spring Conference planning meeting scheduled for 2/5/16. Update registration materials and processes for the upcoming Spring Conference.
Progress on committee’s 2015-16 goals/initiatives: Committee’s work is progressing at a pace that is on time to meet goals and objectives.
Recommended items for discussion by Executive Committee None
12 c) Entertainment Michael Jones
Summary of activities: No report submitted.
Activities planned but not yet completed:
Progress on committee’s 2015-16 goals/initiatives:
Recommended items for discussion by Executive Committee:
d) Program Kim Jeffers Summary of activities: No report submitted.
Activities planned but not yet completed:
Progress on committee’s 2015-16 goals/initiatives:
Recommended items for discussion by Executive Committee:
e) Site Stephanie Goller/Scott Lauffer Summary of activities: Nothing to report.
Activities planned but not yet completed:
Progress on committee’s 2015-16 goals/initiatives:
Recommended items for discussion by Executive Committee
f) Chennelle Leadership Kristy Gardner/Kristy Call Summary of activities: Nothing to report. Leadership app is up on the OASFAA homepage. Kristy G. sent an email to the listserv.
Activities planned but not yet completed:
Progress on committee’s 2015-16 goals/initiatives: 13 Recommended items for discussion by Executive Committee
g) Professional Development Alicia Frey / Randy Ulses Summary of activities: Attend Spring 2016 Conference Planning Meeting The Present-Elect and the State-Exchange folks from MASFAA will be doing PD sessions at the conference. o Moderators are assigned; Lea will provide Randy with the information.
Activities planned but not yet completed: Brainstorm conference session ideas.
Progress on committee’s 2015-16 goals/initiatives: Nothing to report.
Recommended items for discussion by Executive Committee: None.
5. VP-Training Jayme Jarrett a.i.a) College Goal Sunday Amanda Haire/Carrie Short Summary of activities: Shipped lanyard orders received (only 8 site coordinators responded with orders, out of 51) Registration stats: student – 574 (1,216); volunteer – 436 (515) (as of 2/2/16). As of the day of the event 2015, we had 709 volunteers registered and 1,989 students registered. RED comments are update from Carrie during meeting. Reminders and updates to site coordinators about importance of site promotion, etc. o No “thank you” PPT…instead, there will be flyers that should be posted. It is on the site coordinators tab of the webpage. Continuing to add items to website Weekly emails to OASFAA listserv to encourage volunteer registration; started targeted request for sites with low registration Facebook/Instagram promo is increasing traffic to the CGS site – as of 2/2/16, 2,893 website clicks and 44,651 people reached (total spent $745.63) o Hits are HUGE compared to year’s past. Awareness it out there…just not seeing the numbers. We’ll also have to wait to see how the weather is.
14 Activities planned but not yet completed: Reminders via listserv for volunteers (ongoing) Monitor volunteer levels and request targeted help via OASFAA listserv Package and ship lanyards to Site Coordinators
Progress on committee’s 2015-16 goals/initiatives: Consider the future of CGS for the state of Ohio; feedback from site coordinators is consistent – high schools are offering their own FAFSA completion events instead of promoting CGS. This has to be affecting our low registration numbers this year.
Recommended items for discussion by Executive Committee: None.
a.i.b) NASFAA Training Jayme Jarrett Summary of activities: No report submitted.
Jayme has added dates to the OASFAA Calendar. Looking for dates to offer the NASFAA DL Training via a webinar format.
Activities planned but not yet completed:
Progress on committee’s 2015-16 goals/initiatives:
Recommended items for discussion by Executive Committee:
a.i.c) Need Analysis Stacey Black/Nancy Issa
Summary of activities: Meeting with MorraLee 1/15
Committee meeting 1/27: Reviewed How To notes and made presentation assignments and tweak power point
Set dates and schedule for Webinars
Upload power point and handouts to the webinar
Send invite to Listserv
Meeting with committee 2/3: for dress rehearsal 15 Email reminders the day before and the day of the Webinar
Host the webinar
Record and upload the webinars
Post email notifications to attendees and non-attendees with the link for the recorded webinars
Email Listserv with the recorded webinar
Activities planned but not yet completed: Meeting with committee 2/3: for dress rehearsal
Email reminders the day before and the day of the Webinar
Host the webinar
Record and upload the webinars
Post email notifications to attendees and non-attendees with the link for the recorded webinars
Email Listserv with the recorded webinar
Progress on committee’s 2015-16 goals/initiatives: Winter Conference presentation-complete
Webinars are scheduled for 2/10 @10:00 and 2/11 @2:00
o 2/10 – 29 registered; 20 attended
o 2/11 – 25 registered; 15 attended
They went very smoothly without technical difficulty. A survey has been developed and will be sent to Jayme for review…and then to the participants next week.
Some concern with hands on calculation during the webinar…in- person could have been better. The survey will tell us more. In prior in-person meetings there were lots of questions, however over the webinar there were very few questions.
16 Cheryl thanked Stacy and Nancy for their efforts; this has been something we’ve discussed for years and now it has been rolled out and pushed forward.
o The survey will be critical – kudos to Nancy and Stacy!
Recommended items for discussion by Executive Committee: None.
a.i.d) Outreach Jeff Johnston/Cody McMillen/Lindsay Walton Summary of activities: Nothing to report. Holding off on saying much now, but will be rolling out a suggested calendar at the in person meeting in March. Activities planned but not yet completed:
Progress on committee’s 2015-16 goals/initiatives:
Recommended items for discussion by Executive Committee:
a.i.e) Support Professional Stacy Bernard / Christy West Summary of activities: January 15 Support workshop was rescheduled to Friday March 4th at Franklin University. 9:30 – 2:30. Jayme is adding it to the calendar. Agenda will remain the same: o PPYP o 16-17 Updates o PJ case studies o lunch is included and open to member and non-member support staff
Agenda and invite e-mailed via ATAC 1/28/2016, 8 confirmations. We are up to 34 people…some of which are not support professionals. Some folks are counselors and coordinators.
Call out for 2015-16 Support Professional Award Nominations was e-mailed 1/14/2016. o 1 nomination has been received. Reminder e-mail will go out again via ATAC on 2/15/2016.
Activities planned but not yet completed:
17 Request volunteers for future judging of submissions for Support Professionals Award. Is there a plaque or trophy that is purchased for winner? o Carolyn said that in the past we provided a plaque. Do we traditionally invite winner’s family to attend lunch at conference? o Left it up to the nominator...usually it’s a surprise.
Progress on committee’s 2015-16 goals/initiatives: Nothing to report.
Recommended items for discussion by Executive Committee: Confirm whether these meetings should continue moving forward or are they are crossover of Outreach Activities? Did reduction of meetings to 1 central location garner more participants? Review feedback of survey results for any additional suggestions
f) Diversity James McDougal and Trueshonda Carmicle Summary of activities: Nothing to report. Committee is meeting later this month.
Activities planned but not yet completed:
Progress on committee’s 2015-16 goals/initiatives:
Recommended items for discussion by Executive Committee:
VI. Liaisons
A.a.a) Board of Regents Tamika Braswell Began working on the OCOG awards for 16-17. Hope is to have the award chart released by end of month/beginning of March. Award amounts may go up due to a $3,000,000 allocation increase. Stay tuned.
Still moving forward with the FAFSA completion project. We had a demo of the site from MC*OECN on which looked good. The next step is getting the data sharing agreement signed so we can share the actual data with them to test the system again.
18 A.a.b) OCAN MorraLee Keller Summary of activities: No report submitted.
NCAN is continuing to work with national association as it relates to PPY on messaging. For example, NACAC and College Board. It is project that by mid-summer they will released a revised College Goal Sunday plan. MorraLee will share with OASFAA as soon as she is able.
Activities planned but not yet completed:
Progress on committee’s 2015-16 goals/initiatives:
Recommended items for discussion by Executive Committee:
c) Research Susan Kannenwisher Summary of activities: The membership survey went live today and, as of this writing, we have 166 (295) responses so far. The email went to all current and former OASFAA members. 1702 total e-mail invitations were sent and 58 bounced back. One minor modification will be made to one of the questions for a more thorough response. 244 bounced emails?
87% of those that have responded said they would support the idea of one conference per year. Very few (only a couple) said they would oppose that direction. Full results will be shared with leadership.
Activities planned but not yet completed: I will send one or two reminders in the coming week or 10 days to encourage people to respond to the survey. Once we determine we have a good sample size, the survey will be closed and I’ll analyze the data.
Progress on committee’s 2015-16 goals/initiatives:
Recommended items for discussion by Executive Committee:
VII.Adjournment—
Angela Johnson moved to adjourn the meeting. Jayme Jarrett seconded. 19 Meeting ended at 11:29AM.
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