OASFAA Executive Committee Meeting Agenda · Web view2015-16 OASFAA Executive Committee Meeting...

2015-16 OASFAA Executive Committee Meeting MinutesConference Call –January 15, 2016

Board member names in BLUE were in attendance.Board member names with STRIKETHROUGH were not in attendance.

Notes from meeting are in RED.

TrusteesGlass, Erin Johnson, Angela Moore, MattHenry, Erica Lamp, Renee' Phillips, FaithHoutz, Gail McCluskey, Carolyn Recker, EdJarrett, Jayme Mederer, Lea Reisinger, Amanda

Committee Chairperson

Bernard, Stacy Jarrett, Jayme McDougal, JamesBlack, Stacy Jeffers, Kim McMillen, CodyBraswell, Tamika Jenerette, Kim Mederer, LeaBrown, John Johnson, Betsy Perri, Mary LynnCall, Kristy Johnston, Jeffam Phillips, FaithCarmicle, Trueshonda Jones, Michael Puliafico, VenusFrey, Alicia Kannenwisher, Susan Short, CarrieGardner, Kristy Keller, MorraLee Ulses, RandyGoller, Stephanie Kessler, Jennifer Walker-Smith, ErickaHaire, Amanda Lauffer, Scott Walton, LindsayHayes, Linda Logan, Dee West, ChristyIssa, Nancy McCullough, Donna Willard, Cheryl

I. Welcome Amanda Reisinger

Meeting began at 10:00AM with a role call from Secretary, Matt Moore.

II. Approval of Minutes/Secretary’s Report Matt Moore

Faith Phillips provided first motion to approve December minutes, Jayme Jarrett seconded. November minutes were approved.

A. P&P updated on OASFAA website

III. Treasurer’s Report Amanda Reisinger

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A. Balance vs. ActualsB. Balance Sheet

Tax Return preparation is underway. TIAA-CREF account is difficult to have name and address changes. Some

suggestions were identified by trustees and will be discussed with ED to see if that helps with the issue.

IV. Old Business

A. Audita) Audit is underway, hoping it is completed before tax season is

underway. We would like to announce outcome at Spring conference business meeting.

B. Go To Meeting vs. Go To Webinara) Jeff Johnston agreed to provide training to folks who will be using the

new platform.

C. Long Range Plana) March 3rd is a meeting with President and others to work through Long

Range Plan.

V. New Business

A. TIAA Cref Accounta) Covered under Ed’s report.

B. Survey to Membership and Old Membersa) Working with Susan to survey current and old membership via Survey

Monkey to find out preferences in individual vs. institutional memberships.

b) One conference a year? When should it be? What types of one-day trainings do we need?

c) Why are previous members not current members?d) Work through this for long range planning meeting.e) Susan’s Goal: Sensitive to time given the time of year in financial aid.f) She’ll provide Amanda with draft…then it will be sent.g) It was suggested by Faith that we find a way to clarify regions by area

code. When you access the join/renew membership it brings up a four quadrant diagram…people in the middle don’t really know where to click.

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C. Exec. Position Updatea) Lea Mederer has announced she is expecting a child and will be

stepping down after Spring conference. b) Amanda reached out to Andrea Morrow to see if she is interested in

taking the role again. c) If you have other suggestions for a 1 year replacement, please see

Amanda.

Reports1. Regional Representatives

a) Northeast Renee’ LampSummary of activities: Scheduled location and room at Kent State University on Monday,

April 4th for spring regional meeting Posted spring regional meeting info to calendar 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 Waiting to hear back from 3rd speaker for final topic of LEU/150%

o Third speaker is now speaking on R2T4.

Activities planned but not yet completed: Put together catering order for spring meeting, but have not

finalized price yet Preparing initial invitation and RSVP

Progress on committee’s 2015-16 goals/initiatives: Thinking about icebreaker activities for spring conference regional

meeting

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Recommended items for discussion by Executive Committee: None.

b) Northwest Gail Houtz

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:

c) Southeast Erin GlassSummary of activities:The date of the Spring SE Regional Meeting has been confirmed. It will be on Tuesday, April 5th at the COTC campus from 10am-3:30pm.

I have started working with the catering team at OSU to pick out a menu. I set a tentative menu plan based on an estimated amount of people. The menu is subject to change based on the number of RSVP’s are received.

I have also put the date, time and location on the OASFAA calendar.

Activities planned but not yet completed:I’m still working on the topics for the meeting. The 3 other Regional Reps and I have a meeting on Thurs. January 7th to discuss possible topics, and ideas. Based on the topics I set then I will reach out to different contacts to see if anyone is willing to present.

Progress on committee’s 2015-16 goals/initiatives:Nothing to report.


d) Southwest Erica HenrySummary of activities: Began working on logistics for spring regional meeting. The

meeting will be held on April 7th, 2016, from 11a-3p at Wright State University.

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Reviewed feedback from fall regional meeting to gather spring meeting topic suggestions and possible presenters

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 Conference call with regional reps to discuss spring regional

meeting topic ideas

Progress on committee’s 2015-16 goals/initiatives: Began planning for spring regional meeting and finalize plans for

spring conference session.


2. President-Elect Faith Phillips

Summary of activities: MASFAA had a state liaison conference call on 12/15/15. State

reps are encouraged to send information for the MASFAA BLOG to Jayme Jarrett when they travel to state conference through the exchange.

OASFAA State Rep board report was uploaded to the MASFAA website.

We need to be sure to provide information to Amy Hager from Moberly Are Community College who will attend our spring conference through the MASFAA exchange.

Activities planned but not yet completed: The MASFAA Exec. Committee Meeting is January 20 – 22 in

Kansas City. I will be traveling to KC for this meeting. Lea and I toured a Polaris Hotel as potential site for Fall

Conference, 2016. We have narrowed the location to two hotels and plan to have a decision made this week. Fall 2016 site has been determined; contract with Polaris Hotel will be signed next week. --Confirmed Dates: November 16th, 17th and 18th. --Hotel will be $129.00 a night. --Conference center is 20 steps from the hotel.--Conference center feels bigger/newer/nicer/windows--Nicer exhibit area, more spacious

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MASFAA conference in 2017 will be in Ohio. Get involved with conference planning/site.



a) Associate Member Relations Jenn Kessler/Mary Lynn Perri Summary of activities:

Found the exhibitor signs…didn’t have them at fall conference.




b) Communications/Web Trueshonda Carmicle

Summary of activities: Still looking for articles. She is working to email membership but is having trouble…

emailing ATAC to see why she can’t email membership. If you have articles, send them to Trueshonda. Updates to staffing/goodnews – we want to share it. Tell

Trueshonda.




c) Finance Faith Phillips

Summary of activities:Nothing to report.



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d) Membership/Mentor Donna McCullough

Summary of activities:No report submitted.




e) Nominations Faith PhillipsSummary of activities: Sent email to the listserve 12/30 that the call for nominations

would be coming out soon and to start thinking about nomination someone or yourself.

Make any recommendations for nominations to Faith please!

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.



3. Past-President Angela Johnson

a) Association Governance and Planning Betsy Johnson/Cheryl Willard

Summary of activities:The 12/15/15 AG&P meeting with OASFAA presidents was cancelled. New meeting date is 3/3/16. Agenda will be determined based on research findings.

Activities planned but not yet completed:7

Continue our review of P & P and Constitution. Will participate in Long Range Financial Plan discussions as requested.

Progress on committee’s 2015-16 goals/initiatives:Nothing to report.

Recommended items for discussion by Executive Committee:None.

b) Regulatory-Federal and State John Brown/Linda Hayes

Kim Jenerette/Venus Puliafico

Summary of activities:Meeting next week.

Information gathering project to look at state aid across the nation; a report will be developed in the April/May timeline. Hopefully they’ll be interim information between now and then.




4. VP-Conferences

Lea Mederer

a) Conference Planning Lea Mederer

Summary of activities: Conference planning is scheduled for February 5th.

o 10am to 2pm at Franklin University. If you’d like to attend, let Lea know.




b) Registration Ericka Walker-Smith

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Summary of activities:Correspondences sent to 9 persons with outstanding registration fees requesting payment

Activities planned but not yet completed:Updating of 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 CommitteeNone

c) Entertainment Michael Jones

Summary of activities:Early planning has begun for the OASFAA Spring Conference 2016 entertainment activities. Additional details and information will be forthcoming soon.

Activities planned but not yet completed:Secure venue for spring conference entertainment activities

Progress on committee’s 2015-16 goals/initiatives:On target

Recommended items for discussion by Executive Committee:Nothing at this time.

d) Program Kim JeffersSummary of activities:No report submitted.




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e) Site Stephanie Goller/Scott LaufferSummary of activities: Nothing to report.



Recommended items for discussion by Executive Committee

f) Chennelle Leadership Kristy Gardner/Kristy Call Summary of activities:I’m working on the curriculum and have a few sessions on the books. Strenghtsfinder has been popular with the last few cohorts, so we’ll be doing that again. I’ve also secured a speaker to do a session on “Meeting Management”. I attended this session a few months back and thought it would be perfect for the leadership cohort.

The leadership class application has been updated and is ready to go live on Feb. 1. I will be sending out an email to the list-serv so the membership is aware and will ask Carrie to post on Facebook. The timeline will follow the schedule below (as previously shared).

Applications will be available February 1, 2016. Applications will be due April 1, 2016 Decisions will be made by May 1, 2016 (if not sooner)

Activities planned but not yet completed: Put together an estimate for the 16-17 budget based on curriculum

plans I would like to survey the leadership class participants once the group

has been selected (early May) to determine what else they’d like to get out of the program.


Recommended items for discussion by Executive CommitteeAny session topic ideas and/or leads on presenters would be appreciated!

g) Professional Development Alicia Frey / Randy UlsesSummary of activities: None.

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Activities planned but not yet completed: Identify committee members Poll committee on conference session ideas Attend Spring 2016 Conference Planning Meeting

Progress on committee’s 2015-16 goals/initiatives: Nothing to report.


5. VP-Training Jayme Jarretta) College Goal Sunday Amanda

Haire/Carrie ShortSummary of activities:

MorraLee stated that many groups will be heading to DC next week to talk about early FAFSA completion given the new PPY changes. NCAN and NASFAA are part of that meeting. This could include recommended calendar for FAFSA completion going forward. Additionally NCAN will rebrand College Goal Sunday (change name, etc.) and that will be announced in the fall (maybe September?).

It will be an OASFAA decision on what we want to do. There is no reason to wait on NCAN decides, we should move ahead with deciding what we want to do as it relates to state-wide FAFSA workshops.

Approved mini grant applications; notified site coordinators Ordered and received lanyards Ordered targeted Facebook/Instagram ads (Facebook-only: parents of

teenagers; Facebook/Instagram: 18-24 year olds in high school, graduated high school, or in college/some college).

Reminders and updates to site coordinators about importance of site promotion, etc.

Continuing to add items to website Facebook page updates (Ohio CGS + OASFAA) Promo materials were shipped to libraries, etc. and emailed to high

school constituents Monitoring registration numbers (student and volunteer) for future

benchmarking. As of 1/5/16: volunteers = 232; students = 96. Numbers are low for this time of year even though we have no written history, so please help recruit volunteers and promote the event! All hands on deck!

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Activities planned but not yet completed: Exploring more ways to promote state-wide 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: Continuing to look for new funding sources/ideas


b) NASFAA Training Jayme JarrettSummary of activities:She is thinking about re-doing the NASFAA training from Fall conference via a web-based platform for the membership. The training was on Direct Loan and SULA.




c) Need Analysis Stacey Black/Nancy Issa

Have not picked a date…too many unanswered questions on the Go To Webinar platform. MorraLee will assist her. They are hoping for the week before CGS.

Summary of activities: Have had preliminary discussion and e-mail exchanges about the

webinar software

Activities planned but not yet completed: Review software purchased by OASFAA for development of webinar Adapt Powerpoint Presentation for webinar Determine dates and presenters for one or two webinars Requested access to software

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Progress on committee’s 2015-16 goals/initiatives:Initial discussion of webinar content and timeline


d) Outreach Jeff Johnston/Cody McMillen/Lindsay WaltonSummary of activities:The Outreach Committee has wrapped up its Counselor Workshops, which took place the week of December 7-11, 2015. We had 15 host sites for the workshops across the state of Ohio and the workshops focused on federal and state financial aid updates, as well as comparison of award letters and how financial aid works for various student populations such as homeless and foster students. The workshops will also introduced “Prior Prior” year information for the 2017-18 FAFSA, with much discussion/interest by the attendees. The workshops were overall very well received.

We continue to receive several requests for high school financial aid night presentations and we have been able to handle those requests. We have received 43 high school financial aid night requests so far. This is now up to 50.

Activities planned but not yet completed:Our next committee meeting will be a conference call debrief on the Counselor Workshops sometime in January.

201 Webinar for newer counselors January 14th.

Progress on committee’s 2015-16 goals/initiatives:With OACAC Articulations and the 101 Webinar over, along with the Counselor Workshops, we are focusing most of our efforts on the 201 Webinar and debrief from the Counselor Workshops.

Recommended items for discussion by Executive Committee:We polled the attendees at the Counselor Workshops regarding the dates of future workshops, especially in light of “prior prior” year for the FAFSA, and the overwhelming response we received was that the counselors wanted the workshops be held earlier in the year, rather than in December, to better coincide with the availability of the FAFSA. The counselors also indicated that they plan to hold their FA nights earlier in the year as well.

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We are thus considering moving the dates of the workshops to earlier in the fall versus December, but this would place considerable pressure on the Outreach Committee as August is such a busy month in FA. This will condense the activities of Outreach into an even shorter timeframe. We can do it if we have the same committee so we are hopeful all will be back next year!

e) Support Professional Stacy Bernard / Christy WestSummary of activities:Trying to plan for a workshop today…sending out information soon to the listserv on the next date. It will be on March 4th at Franklin University. Initial planning only included support-professionals…not the entire membership.

Support professionals award planning is underway. Nomination form will be going out next week.




f) Diversity James McDougal and Trueshonda Carmicle

Summary of activities:Co-Chairs met to discuss opportunities for spring conference sessions. We brainstormed about the topics that we would offer as sessions at conference planning. We are going to present 3 sessions hopefully one per day pertaining to diversity and inclusion interests. We still push for support of Kimberly Brazwell as a keynote speaker for the Spring Conference.

Activities planned but not yet completed:Submission of articles to the Gazette regarding diversity and inclusion for the Spring Issue. We would also like to highlight diversity initiatives on our campuses across Ohio. The hope is present ideas that don’t recreate the wheel in support of diversity and inclusion initiatives. We hope to use the OASFAA Listserv as vehicle for this initiative.

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Progress on committee’s 2015-16 goals/initiatives:None

Recommended items for discussion by Executive Committee:Nothing.

VI. Liaisons

a) Board of Regents Tamika Braswell

NEALP: Application opened on January 1. It is not renewable, students must reapply each year.

OCOG More detailed guidance was sent out regarding Third-term

OCOG. Schools will be able to submit payments later this month.

Still plans to begin working on the OCOG awards for 16-17 Late January, early February. Meeting scheduled with AICUO, who has offered assistance in this process.

We wanted to change our state 2016-2017 FAFSA deadline from October 1 to September 30 for OCOG; however we missed the cutoff date. This will be effective then for 2017-2018.

FAFA Completion

Ran into a snag regarding some agreements which hopefully won’t delay the push for this.

Conference call scheduled with Colorado who has a data system already in place that we may be able to easily transition to Ohio.

Ohio College Application Month – Currently it is in November…should it be moved given the PPY Changes for 17-18 and the FAFSA opening in October 1. OBR should talk with OACAC and OSCA…not an OASFAA thing.

b) OCAN MorraLee Keller

Summary of activities: No report submitted.

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c) Research Susan Kannenwisher

Summary of activities: No report submitted.




VII. Adjournment—

Faith Phillips provided motion to adjourn, Jayme Jarett seconded. Meeting adjourned at 11:10AM.

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