Executive Council
WASFAA Draft Executive Committee Meeting Minutes
October 30, 2000

Phoenix, Arizona
Kate Bligh, WASFAA Secretary
Present: Cheryl Anderson, Don Black, Kate Bligh, Sister Dale Brown, Becky Cady, Al Camp, Addalou Davis, Frances Dinnan, Rod Dunn, Catherine King-Todd, Ted Malone, James Martin, Peter Miller, Lupita Murphy, Kate Peterson, Tracy Reisinger, Phil Schroeder, Doug Severs, Vu Tran, Leonard Walker, Lana Walter, Jim White.

Guests: Marianna Deeken, Department of Education; Jennifer Freimund, NELA; Sun Ow, Nellie Mae.

President Doug Severs called the meeting to order at 12:30 PM. Ted Malone moved and it was seconded that the June 29-30 minutes be approved as amended. The motion was approved by voice vote.

Tracy Reisinger reported on Treasury activity as of October 27, 2000. Tracy noted the stock market is down and the income on budget statement reflects this. The T-bill rolled over and will be reinvested as soon as possible. Tracy plans to invest $250,000 for 26 weeks.

Based on the recent by-laws change to the budget year, Tracy prepared proposed budgets for May 1 to December 31, 2000 and FY2001, which she reviewed in detail. As a result of the discussion, adjustments were made to several budget categories. Ted Malone moved and Don Black seconded that the budgets be adopted as adjusted. The motion passed by a voice vote.

COMMITTEE REPORTS

Summer Institute 2000
The Basic Track was very successful. Jim White has passed along information to Kate Peterson and Leonard Walker for Summer Institute 2001.

Site Selection
Jim White and Paul Phillips have been working with International Meeting Network to establish four proposals for the 2005 Portland Conference. They anticipate having proposals at the February executive committee meeting.

The 2001 summer institutes will be held in Boise (basic) and San Diego (advanced). Addalou requested that plans for the 2002 Summer Institutes begin.

The February WASFAA executive committee will be held at the DoubleTree in San Jose.

It is time for plans to be made for the 2006 conference; Jim asked for ideas for locations and after discussion Lake Tahoe, southern California (possible Anaheim or Catalina) and a cruise.

Nominations and Elections
Steve Herndon from California State University-Bakersfield was elected Treasurer-elect for the 2000-01; he will assume the duties of the Treasurer on May 1, 2001.

The slate of candidates for the 2001-02 executive committee is:

Chemene Crawford and Catharine King-Todd - President-elect
David Allen and Peter Miller - Vice President
Pam Doerner and Lana Walter - Secretary
Jackie Brathwaite and Jannine Oyama - EDAC Chair and Representative
to the Executive Committee

Membership
There are currently 894 WASFAA members, some who have paid twice. Ted Malone is considering accepting those payments for FY 2001.

Department of Education Update
The spring training series will run Feb through April 2001 and will cover the new regulations expected to come out soon, as well as Return of Title IV Funds. A DCL on Return of Title IV Funds is expected soon.

FISAP training will be offered in the summer in conjunction with the software being developed.

Fiscal management training will be offered fall 2001 and will be targeted at both financial aid and fiscal officers; Perkins training will be included in all likelihood.

Ethnic Diversity Action Council
Leonard Walker reported on behalf of Christina Castorena. Specialized conference training sessions are underway Cultural Pursuit was held at WFAA, 'Tonto and Kemosabe', a video, was offered at IASFAA. The committee is working on recommendations for streamlining the process for identifying Ethnic Diversity Scholarship recipients.

Awards
Sister Dale Brown is seeking nominations for awards for the following categories: Meritorious Achievement, Distinguish ed Service, Lifetime Membership and Honorary Member-ship. In addition, it is time to give Doug Severs suggestions for the Committee of the Year award.

Research
Dianne Morton has joined chair Rod Dunn as the first member of the Research Committee. In addition, the first solicitation of a research project has been received from Brandon Rogers of The Evergreen State College. Rod is considering sending information about the grants availability via the WASFAA list serve.

After reviewing the web, Rod and Dianne recommend:

• Consider moving research grant information, possibly to the left-hand menu, to make it easier to find;
• Modify the application to indicate they will be accepted on a rolling basis;
• Netscape Communicator seems to have a problem pulling up the application and may need troubleshooting

Fund Development
Sun Ow reviewed the vendor space at the DoubleTree Bayshore Ballroom recently and determined that vender charges will remain the same for 2001 as they were for last spring. The WASFAA conference bag/briefcase will cost 7500-8000; a decision will be forthcoming about whether to seek sponsorship to cover this cost.

Newsletter ads are strong, with an average of 15 per issue. Collections for the Summer Institute are ongoing; to date $2879 has been collected and invoices for $2600 have been sent out.

Training
Lupita Murphy reported that sixteen sites and seven trainers have been identified for the Professional Judgment training currently underway. The topics for spring training will be Consortium Agreements, Packaging Modules, and Application to Participate: Adding a New Program.

Bylaws
The bylaws proposal to change the fiscal year from May through April to the calendar year (January through December) was passed.

A discussion ensued about the efficacy of modifying the by-laws further to permit elections to occur earlier than the 60-90 days currently specified. Ted Malone moved and Addalou Davis seconded the motion to modify Article 7 section 4 of the bylaws to state "The nomination committee should submit a ballot to the active membership within 60-180 days before the annual meeting." The motion was approved by voice vote.

Electronic Services
Ted Malone and Peter Miller led a discussion regarding giving WASFAA web access to key individuals to enter registration information into the database. This would enable ease of printing participant lists and name tags and reduces the current redundancy in developing and maintaining multiple databases.

Doug Severs recessed the meeting at 5:05 PM. The meeting resumed at 8:30 AM on October 31.

Summer Institute - Basic Track 2001
Kate Peterson reported that the faculty, site coordinator and registrar have all been confirmed. The date of the Basic Institute is June 25-29; the committee will meet on Nov 16 at BSU to develop a timeline and make faculty assignments. Plans are underway for the executive committee to meet in conjunction with the Summer Institute.

Summer Institute - Advanced Track 2001
Doug Severs reported for Judy Lewis-Logue. The Institute will be held June 12-15 ending with a lunch. 2002 SI is lined up for 2002. She will attend the SJ meeting with a full report. The winter issue (Dec-Jan) is being planned.

Newsletter
The fall issue (Sept-Oct) is being mailed now; the theme is Policies and Procedures. Becky Cady shared plan to include photos from cub reporters at the various Association conferences and a report from Marianna Deeken and Julie Arthur on training in Guam. Articles for the winter issue are due Nov 3. Articles for the Feb-March issue will be due January 5, 2001; the issue will emphasize technology.

Graduate Issues
Catherine King-Todd has been working with Dennis Tominaga to develop a session for the 2001 conference and has written a newsletter article reporting on the session NASFAA held on graduate/professional school issues, as well as other items of interest for this sector. Catherine is also developing a list of contacts for graduate/professional schools.

Conference 2001
James Martin shared a draft of the conference schedule. A major speaker is being sought; the committee is seeking input on the selection of topic/speaker. In planning for a special event, the conference committee is looking at the Winchester House. The conference hotel room rate of $89 is in effect starting April 19; the hotel is now accepting registrations. There was an extended discussion of the appropriate rate to charge for conference fee. Kate Bligh moved and Vu Tran seconded that the registration fee be set at $250, excluding dues of $30. The motion was approved by voice vote. A suggestion was made to advertise the room rate in the registration process, to offset the increase to the registration fee.

STATE REPORTS

Washington: Lana Walter described the recently held annual conference, which was the largest in history. The Early Awareness committee participated in the State's National College Fair and is working on a "Mall-enium" on both sides of the State. The Legislation committee is working to organize visits to State legislators and had a conference session with representatives from the Democratic and Republican parties to discuss their parties' platform.

Pacific Islands: Frances Dinnan, pres elect, reported for Frank Green. USA Group held training on default management and federal issues last week. The spring conference is being planned for March 28-29. Next year's candidates are being sought, with duties to be assumed at the spring meeting.

Nevada: Al Camp indicated that plans he described at the June meeting are well underway. The State conference will be held in two weeks. A State recently created work-study program is being implemented now. Extensive reporting requirements for the Millennium Scholarship are creating administrative difficulties however, an administrative allowance has been requested and may be forthcoming.

Oregon: OASFAA is on track with previously state goals. Don Black shared plans for the upcoming OPB broadcast, which is a major focus of the Association. Copies of the 'Going to College' video, targeted to high school students were produced in both English and Spanish and will be distributed soon. The annual conference at Salishan will be held February 4-6.

Idaho: Cheryl Anderson reported on the conclusion of a successful conference, which included a beautiful river trip, as part of the activities. The key speaker addressed the conference about enriching life and was well received. Other activities include: an auction of donated items raised $500 toward a scholarship to attend a WASFAA activity; a broadcast on completing the financial aid application process was schedule for a Sunday afternoon, which is the best time slot IASFAA has been given; a new project is being planned to distribute Piggybanks with $25 toward college savings to first generation families; and a diversity scholarship to provide full cost to attend WASFFAA conference in Boise 2002 has been funded.

California: Vu Tran described two propositions on the Nov 7 ballot that has potential long-term impact on higher education. They are: Prop 38 which is a voucher initiative to attend private K-12 schools (currently trailing in the polls) and Prop 39, which would permit a change from 66% to 55% of the ratio required to pass school ponds (currently leading). The State provides a scholarship College Saving Plan that will exempt state tax for the contributor, be taxed upon withdrawal at the student's income rate and is portable to any state. The program will be managed by TIAA-CREF. A new Cal Grant will guaranty tuition and fees for all students but requires a complex set of procedures. CASFAA will hold its transition meeting Nov 14-16 and annual conference Dec 17-19. The conference committee has made web registration and the option to pay on the web via credit card available for the first time.

Arizona: Phil Schroeder indicated the fall conference will be held jointly with Nevada, which has been somewhat controversial, but appears to be coming together. The spring conference is being planned for Tucson in late April. Membership Training has adopted a road show approach to training, which is currently underway and has had a good turnout to date. A slate of officers for the 2001-02 year is being developed. The Arizona Learning Systems is working on a virtual college and is challenging public, rural community colleges to participate and is planned for spring 2001.

Alaska: Peter Miller reported that the AASFA conference concluded a few days ago. He recognized Pam Doerner who did an excellent job as conference chair. Recruiting for President-elect is underway. Alaska is discussing eliminating the spring conference and offering a training session at that time.

Addalou Davis moved and Catherine King-Todd seconded that the recent election ballots be destroyed. The motion was passed by a voice vote.

SASFAA Calendar
A sample of the SASFAA Operational Calendar, provided by Doug Severs, lists an overview of responsibilities by position on a month-to-month basis. Consensus of the EC was that this is worth incorporating. Doug will look for volunteers to initiate a WASFAA calendar.

Access and Affordability
This committee has been abolished, as it was considered a duplication of effort.

Federal Issues
A report from Leonard Walker focused on comments about the election. Additional discussion about question 28 on the FAFSA, the drug conviction question, focused on how it can be modified based on a benefit/cost analysis.

Archives
Kate Bligh expects to present to the next EC meeting options for electronic storage. Kate recommended that the WASFAA calendar include dates that trigger inclusion of awards recipients and officers in the official record.

Peter Miller mentioned the work on image processing software being reviewed by University of Alaska and Sister Dale Brown shared that an upcoming NASFAA Transcript will cover this subject. These may be resources that can assist WASFAA as it makes a decision about electronic storage of archives.

President's Report/ NASFAA Issues
Doug has concluded the majority of his travels to association meetings. It being time to plan the gift WASFAA will give the NASFAA Board; Doug mentioned that a past gift has been a scholarship for Association members. Don Black and Cheryl Anderson moved that the $850 budgeted for the NASFAA Board be used for scholar-ships. Al Camp offered a friendly amendment, which was accepted, that the scholarship be used to send a WASFAA member to NASFAA's March 2001 leadership conference. Lana Walter noted that WFAA voted to contribute funds toward a scholarship for NSAFAA members, the amount to be determined at a later date. The motion passed by voice vote. The NASFAA Board will be meeting at the Mayflower Hotel, Seattle, November 13-15.

Al Camp moved and Don Black seconded a motion that the Pres-elect and Treasurer of WASFAA be sent to the 2001 NASFAA leadership conference. A friendly amendment to include the incoming chair of the Ethnic Diversity Action Council was made by (who?). The motion was approved by voice vote.

Tracy moved that the Committee increase State and Other to 8000 and reduce Research and Grants to $7000. Catharine seconded the motion, which was approved by voice vote.

Catharine King-Todd, Doug Severs, Lana Walter and Addalou Davis will serve as an ad hoc committee to determine the scholarship recipient. Peter Miller will make sure the information is posted to the web. Peter Miller volunteered, under the auspices of Electronic Services, to scan applications, put them into PDF and get them to the appropriate persons.

President-elect's Report
Addalou Davis is currently seeking committee chairs and a developing her vision for the upcoming year. She is seeking a producer for the planned video on work-study.

Other Business:
Tracy Reisinger suggested that it is time to plan a review of the fiscal records. She moved that WASFAA hire the accounting firm that has previously performed this task for the Association. The review is to cover the period from May to December 2000. Cheryl Anderson seconded the motion, which passed by voice vote. The next EC meeting is scheduled for Feb 12 and 13 starting at approximately 10:00AM in San Jose. The meeting will conclude at approximately 3 PM.

Peter Miller moved and Addalou Davis seconded a motion to adjourn. The motion passed with one nay. The meeting adjourned at 1:45.