NYSFAAA EXEC COUNCIL MEETING MINUTES
APRIL 20-21, 2006
Rachel Barker (for Janet McGrath), Maria Barlaam, Dave Canaski, Carolyn
Corcoran, Steve Dodds, Sharon Karwowski, Heather McDonnell, Judi Miladin, Sam
Veeder, Joan Warren, Mike Williams
Unable to Attend: Sue Aldrich, Sheryl Mihopulos, Angela
VanDekker, Brenda Wright
Katrina DelGrosso, Cathy Patella , Beth Turner and other members of
Conference 2006 Steering Committee
– Carolyn Corcoran
2006 meeting minutes were distributed beforehand via email and reviewed
for changes/corrections. Minutes
- MOTION; To approve minutes of January
2006 Council meeting; Dodds/McDonnell.
COMMITTEE REPORT – Beth Turner/Committee
wanted to discuss concerns from the final report of Conference 2005:
Registration – 2006 will cap at 500 full-conference attendees and 50 day
trippers for total of 550
Registration issue- we can turn it off; there will be a waiting list.
Discussed fact that if someone does cancel, first person on waitlist
doesn’t have first access to register; it’s the next person who goes to
of hotel/room reservations; people will register right on Crowne Plaza’s site; Best Western is 2nd
hotel, Hilton is 3rd.
Dave brought up concern that schools get closed out of rooms
before lenders. Beth indicated
hotel will send room reservations to her and anyone with more than 3
rooms reserved will be advised to move to overflow hotel. We will be
communicating to members who
cancel their hotel reservation to also cancel conference registration
emphasized that Sam has been terrific to work with on financing of
Conference 2006 and has absolutely no concerns in financing regard
advised that we could have ATAC forward any cancellations right to Betsy
Penrose so she can notify people on waitlist. Sam indicated that vendor registration
changes will be sent to her, Katrina and Kelley Robinson
Robinson gave a Vendor Committee update; 47 vendor spots with 6 foot
tables and 8 foot space.
Discussion on what to do if more than 46 vendors try to register;
decision to cap vendors at 47. We
want to offer some free space in the program booklet since not offering
any conference registration fee waivers; Council left it up to Vendor
Committee for decision on that.
All vendor areas WILL be locked.
Lubold presented Program Committee update. Session proposal solicitation went out
on listserv. She presented a draft
of program as of 4/12/2006.
Program Committee met earlier today and some revisions were
made. Discussion on technology
Levy gave a Facilities Committee update.
We will have 7 or 8 session rooms located throughout hotel. Registration process will include a
survey of which sessions attendees plan to attend.
Del Grosso gave Publicity Committee update. Information for Conference went out on
website in January 2006. There are other links but no info behind them
yet. Hotel information will be
updated shortly. Postcard mailing
will be done around June 1st.
Protocol invites will be done in July with pocket programs to be
done in the fall. Will promote
registration cutoff date and use of credit cards. Will remind members about Election Day
and absentee ballot opportunity and possibly create link for absentee
ballot sites around state.
– Joan Warren
at 1405 members!
Membership application is available
Workshops generated approximately 100 members
V.P. FOR TRAINING
REPORT – Maria Barlaam
Advanced Tax workshops were held in Buffalo,
Albany and Manhattan; Jim Briggs is great to work with and
Maria got lots of great feedback.
She’s considering idea of having this training every year downstate
and moving it around more in upstate regions. Maria would like to renew Jim Briggs for
next year NOW; suggestion made to
turn it over to Training Committee to decide how frequently to offer and
where and whether to charge for materials
Intermediate workshops were held; one in Region 2 and one in Region 5; 3rd
one to be held on May 12th
would like Training Committee to be able to meet during June meeting and
present its needs to Council at that time
– Judi Miladin
was submitted last week.
Application for logo will be submitted next week
has been talking a lot with attorneys about unrelated business income
(more later in Treasurer’s Report)
contract for College Goal Sunday
discussions with HESC about their manual; Patti Ronan starting to work on
a more comprehensive HESC TAP Manual
REPORT - Dave Cansaski
first draft of Statement of Principles for Council to read and discuss
for Council Officers is on-going;
please encourage fellow members; we have two contested races and two
Council Representatives will email to regional list-servs to encourage
members to vote
thinks we need a broadcast statement (in addition to updating of Policy
and Procedures manual) of changes in Development policy (he suggested that
Council regional rep’s should use Council minutes to relay changes/updates
at regional meetings). He stated
that EC rep’s need to emphasize the clarification that regional fundraising
has never been allowed and that there are changes in development policy
and in associate membership policy
STATE FAIR REPORT
– Sharon Karwowski and Cathy Patella
written proposal for State Fair organizers; need to make a commitment by
May 12th . Cost is
$11000 for first 18 tables, than an additional cost per table (if we get
24 participants, it’d be $495/table; right now has 15 participants/tables
is proposing that NYSFAAA commit financially so that iw would only cost
participants $500/table ; committee thinks more schools from around the
State might opt to participate
- MOTION: That NYSFAAA pick up costs so that we
will have a flat fee per table for State Fair event that is $500;
McDonnell/Warren. MOTION APPROVED.
– Sam Veeder
Balance Sheet and discussed
Budget Overview; there are later-than-normal school counselor workshop
pointed out that we may need to decrease revenue side of “DUES” as
Conference 2006 registration is capped at 550
of annual audit; no material weaknesses.
First year of regional audits; Regions 1 and 2 were done last
year. Sam will meet with regional
treasurers to share this information and advises Council regional rep’s to
share this letter from auditors findings at regional meetings
on getting insurance policy clarified and getting all officers bonded
regional checks should either be stamped or written “for deposit only”.
regional events that involve a fee should be run through “Events
Management” so that check records can have associated event detail
card usage update – some novice fees have been paid via card
Treasury News – 3/31/06 quarterly reports have been received from Regions
3, 6 and 8. General Regional
Training funds of $800 have been sent to Regions 2, 3, and 7. Support Staff Training of $1000 has been
paid to Regions 1 and 7
Update: Sam would like budget
requests by May 19th from Committee Chairs; gave forms to them
to help them develop budgets
2005 Report – Sam wanted to clarify that there were some blatant
inaccuracies in the final report for Conference 2005 and she is upset that
the report was widely distributed before Council was able to review
it. For the record, statements in
that final report that indicated that bills were paid late are
untrue. Sam had distributed
instructions to the 2005 Conference
Committee as to how to get invoices paid and wanted to clarify that no one
was ever instructed to use their own money pay conference-related
suggested that the Conference Report should’ve been distributed first to
Council; Dave suggested that an attachment letter should be drafted to go
with the Report
discussion here on the final report for Conference 2005
MOTION: That we accept report from Conference 2005
with the exception of Executive summary and the Executive summary be stricken
from the report and that Dave Canaski will be charged with writing a letter
explaining why the Executive Summary should be stricken from the Report. Canaski/Warren. MOTION APPROVED.
COMMITTEE REPORT – Katrina DelGrosso
a written summary to let Council know where she’s at with06-07 Sponsorship
on CAAN and FAFSA wrapper and whether we need to request sponsorship for
such a specific category; instead we decided to rename CAAN and the FAFSA
wrapper under “Early Awareness and Outreach”
on how regions get funding for regional events. It was discussed and decided to add two
categories to Sponsorship:
meetings and Training; within this category, each region would have come
up with a budget
on sponsorship levels; platinum level is to be raised to $17000; Gold
level will be raised to $10000-$16999 and silver level will be
$5000-$9999. Katrina will stress
to lenders why levels are being raised
SUNDAY UPDATE – Wayne Harewood
gave a verbal and written presentation of NYSFAAA’s planned involvement with
this national program
UPDATE - Sharon Karwowski for Bill
we have a huge conflict with the Turning Stone; can’t get any definitive
answers from management about issues with the State. The 2008 Conference Co-Chairs want
permission of Council to let Don Taylor look for conference facilities outside of Region 3. They are not looking to break the
contract with T.Stone yet; there’s a very good chance we would not be
charged a penalty if we had to break the contract (per Judi).
Taylor was supposed to have gotten some hotel research results to Judi
this past Wednesday but she doesn’t have anything yet, although his
research is well underway. Judi had
spoken with Don this past Monday.
He had identified the Adams Mark in Buffalo
and 2 sites in Westchester County and 1 site on Long
Island as sites that are one hotel that could accommodate our
asked if we’re at the point that we need to assess what/how we do
conferences; do we need to think about not offering meals? Do we need to consider going to
convention center sites and members sleep elsewhere:
ensued on whether to allow region to investigate alternate sites
- MOTION: That Council give Region 3 permission to
explore a Plan B site with Don Taylor’s research and the region come back
to Council with recommendations at the June meeting; Warren/Barlaam.
- Friendly amendment to the
motion: Council is NOT giving
approval at this time to cancel the contract with the Turning Stone.
- Call to Question – vote- approved. MOTION WITH AMENDMENT WAS APPROVED.
HESC UPDATE –
attachment to minutes
requested reports be submitted on-line to regional websites
PROCEDURES MANUAL –
updated version was handed out in hardcopy and discussion took place on
updates/changes. Heather had a
recommendation under Regional Treasurer Responsibilities. Some number needed updating
- MOTION: To approve revisions as discussed;
Canaski/Dodds. MOTION APPROVED.
Policies and Procedures Manual will be put on the website within next few
– there was none
presented from Region 1 for funding for an Admissions Advisor workshop; they
want to do a pilot workshop (to do a similar workshop as we do for school
counselors, but do it for admissions counselors). Cost would be $1795 for meals and total cost
of $2040. Discussion ensued. Region 1 has not yet used their $800 general
training funding. They’re anticipating
75-100 attendees and want to do the training in June 2006. Sam asked if rate will fluctuate based on
number of attendees and Rachel thought it would. Additional discussion pointed out that Region
1 has approximately $4000 in its treasury.
- MOTION: That we accept Region 1’s proposal for
funding as written; McDonnell/Canaski.
3 having issues with questionable consultants/financial planners. It’s becoming problematic and belief is that
this could be related to fewer CAAN activities.
Region 3 would like a statewide response/piece that could be given out
to school counselors so they could judge good vs. bad consultants. Heather mentioned FINAID.ORG has a good
information section on judging reliability/reputation of consultants. Sharon
said in Region 3 these questionable people seemed to be targeting
libraries. It was suggested that Sharon put together
something generic that can be put on NYSFAAA website and printed in a brochure.
mentioned that he’s looking at organizing Committee Chairs for June
meeting and pointed out that in drafting statement of Principles and
Values of Aid Administrators he asked that we all read it and present our
reaction to him. He’s interested
in structure of organization of various committees and committee overlap.
MOTION: To adjourn; McDonnell/Canaski. MOTION APPROVED.