NJASFAA Executive Council Retreat Minutes

The White Sands, Point Pleasant

June 16 - 17, 2003 

 

Monday, June 16, 2003

 

Attended:  Robert Alston, Michael Bennett, Joan Buttafuoco, Frank Cuozzo, Stephanie Fitzsimmons, Derek Gatling, Keith Green, John Iacovelli, Jacki Jackson, Dennis Levy, Shirley McFarlane, Helen Mikulak, Ninfa Mueller, Carmen Panlilio, Maribeth Quinn, Joe Roberto, David Sheridan, Mark Singer, Karen Sokol, Karen Weber, Jack Williams, Richard Woodland, Debra Wulff

 

The meeting was called to order at 10:05 a.m.  A quorum was established. 

 

NJASFAA Long Range Strategic Plan:  Michael Bennett

 

·        Mike distributed an outline of the Strategic Planning Process, including a tentative calendar, and discussed how this is different from a Policies and Procedures Manual.

·        He wants to form a Strategic Planning Committee to develop a “Strategic Plan Brief” for a half-day retreat.  The Brief would be distributed to Executive Council before the retreat.  The Strategic Planning Committee, the past five NJASFAA Presidents and elected members of Executive Council would attend the retreat.

·        He wants NJASFAA members to complete a membership survey online prior to the retreat, and has contacted Paula Gordon at ATAC to determine the cost of administering the survey on the NJASFAA Web site.  ATAC would provide statistical results of the survey, which would be shared with Executive Council and the Strategic Planning Committee.  He distributed a tentative survey and asked for our feedback.  He suggested an enticement to encourage members to complete the survey.

·        He suggested we use an outside facilitator for the retreat.  He has contacted Susan Howard at Antioch College to ask if she is willing to facilitate, and to determine the cost.

·        Keith suggested that we adopt a line item budget for the costs of an online survey, the retreat, and an outside facilitator.  Mike, Keith and David will put together a ballpark figure for a line item budget.  David asked that we examine the membership survey when we have more information about the cost, as the Long Range Strategic Plan becomes a line item budget. 

 

Long Range Strategic Plan

Moved by Maribeth Quinn; Seconded by Helen Mikulak. 

 

BE IT RESOLVED, that Council agrees to develop a Long Range Strategic Plan for

the Association.

 

CARRIED:  Motion carried unanimously by a voice vote.

 

Strategic Planning Committee

 

Moved by Dennis Levy; Seconded by Carmen Panlilio. 

 

BE IT RESOLVED, that Council agrees to the formation of a Strategic Planning

Committee to develop a Long Range Strategic Plan for the Association, and that a

line item be added and funds be allocated in the 2003-2004 budget for this purpose.

 

CARRIED:  Motion carried unanimously by a voice vote.

 

Conference:  Jack Williams

 

·        The first meeting of the conference committee will be held on June 25.  The committee will develop a theme for our 35th anniversary conference. 

·        Jack suggested as a program initiative an “electronic room” for hands-on training, separate from the vendor area.  There would be three areas in this room, with several terminals in each area.  In one area, people can check their e-mail; one area will be for vendors who have paid for the room, to deliver electronic initiatives about their products; the third area will be for generic training of NJASFAA members.  The training room sessions will be scheduled in advance on a rotating basis.

·        Jack has contacted John Dean, a lobbyist in Washington, D.C., to ask if we can get colleagues from Washington to attend the conference.

·        We discussed marketing the fall conference to colleges in an effort to increase attendance.  The conference committee will try to have the program together by August, and wants to have enough sessions to attract colleagues at different levels.

·        We would like to encourage new members to attend conferences on a regular basis, and offer them an incentive to attend.  Keith suggested giving a discount to new members.  David suggested a free spring conference registration for all NJASFAA members.  These discounts would be covered with money from our reserves.  Another suggestion was made to market the fall conference for a “day track.”

·        Keith suggested forming an ad hoc committee to determine a conference fee structure and make a recommendation to Executive Council of the impact on the annual budget.  Keith, Joe and Jack volunteered for this committee.

·        David wants to change the location of the spring conference.  Joe will look into other sites.

 

Fall Conference Hotel Contract

Moved by Maribeth Quinn; Seconded by Karen Sokol. 

 

BE IT RESOLVED, that Council approves that a multi-year contract be negotiated

with Bally’s to accommodate the Fall Conference facility need.

 

CARRIED:  Motion carried unanimously by a voice vote.

 

Treasurer’s Report:  Helen Mikulak

 

·        Our balance is $266,319.97.  All bills are paid to date.

·        Joe made a motion to accept the Treasurer’s report.  Carmen seconded.  The report was accepted as presented.

·        Helen sent all required documents to the NJASFAA accountant to prepare the 2002-2003 tax return.  The return should be filed by July 2003.

 

Committee Discussions:

 

Budget:  Keith Green

 

·        NJASFAA has a liability bond for a non-profit organization.  Keith would like to investigate the idea that all Officers be bonded.

·        Keith discussed the proposed budget for 2003-2004.  He explained that a “balanced budget” is required; budgeted revenues equal expenses.  He requested that committee chairs review their budget allocations and notify David if they need additional funds.

·        Speakers Bureau must be added as a line item.

·        NJASFAA must file IRS Form 990 annually.

·        We discussed the purchase of one or more laptops.

·        Keith made a recommendation to increase our contingent liability reserve to $120,000.

·        NJASFAA is a non-profit organization, a 501c(6) status.  Donations to our organization are not tax deductible.  Keith proposed that we consider moving NJASFAA to a 501c(3) status.  This is still a tax-exempt status, but donations are tax deductible. 

·        Another option presented was to consider the establishment of a separate 501c(3) as a Foundation, whereby tax-deductible donations may be made directly.  He discussed the start-up costs to make this change, and other important issues.  A Foundation would require a separate Board of Trustees and Officers, funds may not be co-mingled with NJASFAA, marketing to solicit donations can be more widespread as a foundation, etc.  

 

Membership:  Karen Sokol

 

·        The association currently has 247 members.

·        The goal of this committee is to maintain and increase NJASFAA membership.

·        Karen suggested that we have another membership campaign, and target non-financial aid administrators or non-traditional institutions.

 

Mentoring:  Ninfa Mueller

 

This committee would like to:

·        Reach out to new members early.

·        Encourage current members to “take a new member to lunch.”

·        Have a session at the fall conference for new members, and have them recognized at the conference.

·        Encourage new members to help with registration at the conferences.

 

Multicultural Concerns:  Derek Gatling and Jacki Jackson

 

·        This committee is trying to develop a Multicultural Student Award.  Five high school students from Abbott school districts would receive a $200 award.  Derek and Jacki are putting together a brochure to distribute to corporations for funding.  The goal is to get students involved in internships for job experience.

 

Constitution and By-Laws:  Richard Woodland

 

·        The NJASFAA Constitution and By-Laws were last updated on October 1, 2001.  This created the Treasurer-Elect position.

·        These documents are posted on the NJASFAA Web site.

·        Catherine Boscher-Murphy is responsible for updating the Policies and Procedures Manual.

 

The meeting was recessed at 4:05 p.m.

 

Tuesday, June 17, 2003

 

Attended:  Robert Alston, Joan Buttafuoco, Frank Cuozzo, Stephanie Fitzsimmons, Keith Green, John Iacovelli, Jacki Jackson, Shirley McFarlane, Helen Mikulak, Carmen Panlilio, Maribeth Quinn, David Sheridan, Mark Singer, Karen Weber, Jack Williams, Debra Wulff

 

The meeting was called to order at 9 a.m.

 

Committee Discussions, continued:

 

Training and Professional Development:  Robert Alston

 

·        Robert is trying to determine how many workshops we want this year.  He has contacted individuals about training events.

·        Suggestions for workshops include a Professional Judgment workshop, Novice training (summer 2004), Support Staff workshop and Verification training.

·        David suggested having Verification training twice a year, once in North Jersey and once in South Jersey.

 

Non-Traditional Concerns:  Joan Buttafuoco

 

·        A main goal of this committee is to increase its membership. 

·        The committee will prepare a presentation for an upcoming Executive Council meeting to identify issues of concern for non-traditional schools.

 

Newsletter:  Frank Cuozzo

 

·        Maribeth was successful in moving the Newsletter to the NJASFAA Web site.

·        Frank suggested that articles be posted to the Web site on a regular basis to provide more timely information.

 

Speakers Bureau:  John Iacovelli

 

·        A main goal of this committee is to develop a brochure to promote the Speakers Bureau.  This would be distributed to guidance counselors at HESAA’s high school guidance counselor workshops.

·        We have submitted our Speakers Bureau to NASFAA for consideration of the NASFAA State Award.

·        David suggested a Speakers Bureau video for high schools to use.

 

Awards and Recognition:  Stephanie Fitzsimmons

 

·        Stephanie will submit an article to the Newsletter describing the various NJASFAA awards and listing prior recipients.

·        David discussed with the Board of Directors last week the establishment of two new awards. 

 

Young Leaders Award and a Committee of the Year Award 

Moved by Maribeth Quinn; Seconded by Karen Weber.

 

BE IT RESOLVED, that Council approves the establishment of a “Young Leaders

Award” and a “Committee of the Year Award.”

 

CARRIED:  Motion carried unanimously by a voice vote.

 

Government Relations:  Carmen Panlilio

 

The focus of this committee will be Reauthorization.  The committee will collect, track and share information with membership, as well as answer inquiries from membership.  Rich will present a Reauthorization Update at the fall conference.  In addition, the committee will:

 

·        Enhance the NJASFAA Web site.  Enhancements will include links to Federal Legislative individuals and links to New Jersey State Representatives by zip code.

·        Develop a legislative guide in a paper format and an electronic format.

·        Work closely with the EASFAA Federal Relations Committee.

 

Public Relations:  Mark Singer

 

This committee’s primary responsibility is to prioritize certain projects.  It will:

·        Update the flyer for Financial Aid Awareness Week. 

·        Prepare press releases for local newspapers to advertise NJASFAA, and prepare pitch letters.

·        Develop a resource guide of Web sites.

·        A suggestion was made to develop a brochure to promote the profession.

 

Sunshine:  Shirley McFarlane

 

·        Shirley discussed the establishment of a scholarship fund for memorial donations. 

·        She is looking into setting up an account at a florist.

 

EASFAA Update:  Maribeth Quinn

 

·        Maribeth distributed an EASFAA report from the EASFAA Executive Council retreat that was held June 8 through June 10 in Pittsburgh, PA.

·        She will distribute EASFAA committee reports to NJASFAA committee chairs.

 

New Business

 

·        David would like the NJASFAA letterhead on the NJASFAA Web site.

·        He would like all committees to be active on the listserv and Web site.

·        He notified us of the Executive Council tentative meeting schedule for 2003-2004.

 

Motion to adjourn moved by Helen Mikulak; Seconded by Maribeth Quinn.

 

Time 1:10 p.m.