NYSFAAA EXEC COUNCIL MEETING
June 13-15, 2007
Council: Dave Canaski, Sharon Karwowski, Kerry
Lubold, Andrea Mason, Heather McDonnell, Sheryl Mihopolus, Judi Miladin, Nancy
Teodecki, Angela VanDekker, Brenda Wright, Marilyn Faller. ( absent:
Maria Barlaam, Janet McGrath)
Linda Bridgewater, Karen Taylor, Katrina Delgrosso, Claire Jacobi ,Wayne
Harewood , Anne Barton , Irvin Bodofsky , Howard Leslie, Deborah Evans, Lisa
Simpson , Ursula Bisconti, Chris Constable, Anna Kopot, Tanya
Meeting Called to Order, 1:10 PM - Dave Canaski
Motion to waive reading of the
minutes. H. McDonnell/J. Miladin.
Secretary’s Report- Nancy Teodecki
Minutes of the February meeting and conference call meetings
in April and May were distributed prior to meeting. No corrections received.
MOTION: To approve minutes of February, April and May meetings.
Miladin. Motion approved.
Open Forum Discussion on Situation and Planning:
President’s Update :
SLATE issue of NYSFAAA accepting funds from lenders.
Discussion with attorneys and lobbyist- OK to accept money
from lenders which are not for educational loan activities, i.e. for our
charitable mission- training, scholarships. However, question remains on the
exhibit tables. Sunshine Act- some budget issues are cutting lender’s yield and
movement toward a ban on incentives and discounts. Bottom line- funding may be
reduced from lenders. For Conference 2007 a third party, HESC, will handle
arrangements for exhibit room and collect fee from vendors so that no funding
is accepted by NYSFAAA. Silent Auction may be OK.
SED will be responsible for writing regulations regarding
SLATE effective 180 within days of Governor signing bill (11/30/2006). SUNY has
negotiated that any place their agreement is more restrictive than Slate, Slate
will apply. Other schools who signed before SLATE should consider
What are campuses doing to help educate collegiate on
for guidance from campus counsel as to what can be disseminated.
advisory board to discuss lack of guidance, shutting down lists, etc.
Suggestion to hold a SUMMIT with SED with a group of FAOs
for outreach purposes- to give guidance and our knowledge base.
Next Generation Committee- Co- Chairs: Anna Kopit, Chris
Constable, Tanya Patterson-Stanley
of purpose of committee: to discuss perception of our mission, activities,
diversity and future as seen by this group of members,
sent to committee in March for their summit on May 14/15. Focus of summit:
Why are members not involved?
from council: why have this committee, what happened to Mentoring?
Discussion: opportunity for this generation to voice their concerns in a
structured format; have work of committee recognized.
discussed: Impact of AG on involvement. ‘Tools of Future’.
Results-Suggesting a Long Range Plan to include:
Website revamp, Means of Communication/Meetings; Webinars/Podcasts,
Mentoring (need to mentor members on how to get involved in NYSFAAA; we
need to do a better job of explaining what we do). Intermediate training
is important; there should be less lender involvement in the presenting of
training. Reaching out to this generation, and vice versa, to promote
Long Range Planning
Survey (179 respondents) - some highlights:
of activities ranked ‘Most Important’: legislative advocacy, novice
changes/compliance, annual conference, regional meetings,
communication about changes cooperation with NASFAA and EASFAA, website,
cooperation with admission, bursar and related professions.
‘Depend on NYSFAAA’ for professional training and
legislative updates was ranked highly.
10-Step planning Model from consultant defining ‘Problems &
with committee the current environment and options for focus by NYSFAAA.
Ranked ‘Problems and Opportunities’ and set goals, along with the ranking
of our stakeholders.
step- develop objectives. Timeline to finish within the next 3 months
before conference so as to have feedback at conference and at regional
meetings. Final report no later than January 2008. Purpose of LRP-
guideline for Council and President. Every activity should fit into LRP.
Adjourned for the day at 5:10PM
Call to order at 9:18 AM- Canaski
President’s Report: Dave Canaski
yesterday in the Open Forum
Governance Committee: Judi Miladin
trademark for NYSFAAA received. In 5-6 years we must ‘re-assert’ that we
are still using acronym; schedule to be kept with Secretary for
for President-Elect: some candidates withdrew around the time of SLATE.
Concern on make-up of Election committee- constitution states that
committee must be a representative from each region, not the governance
committee members. Regions need to give names of their representative to
Judi. She will also meet with this committee over the summer to review the
Policy & Procedure language and any changes needed, such as, how to
handle if no candidate runs for office.
- Long Range Planning expenses for
consultant will roll into 2007/08.
Government Relations Committee: Jim Vallee/
Christine Sears- reported by Wayne Harewood
- Meeting with legislative
representatives very beneficial - opened doors and established good
- Written report: In
conjunction with the Tri-State Region, the Committee co-chairs planned a
visit to our legislators in Washington, D.C. for May. Trip was cancelled at the last minute
due to miscommunication with the hotel.
Will schedule a visit to our lawmakers for the Fall. Co-chairs
encouraged active participation in the legislative process at a
presentation for Region II in Rochester on May 17. Over the past several
months, several legislative updates have been posted to NYSFAAA-L alerting
members to various New York State and Federal issues.”
Scholarship Committee: Deborah Evans
- Will send solicitations for scholarships via e-mail versus U.S.
mail to help save money. Held up waiting for SLATE guidelines and
interpretation. Will ask for increase in donations since ‘corporate’
donations may be reduced or even eliminated.
- Question on Silent Auction at conference. Concern on how gifts
will be interpreted and become possible ‘news worthy’.
Discussion/suggestions from council to eliminate auction and increase
donations- have a ‘donation jar’, sell items for scholarship, such as,
NYSFAAA t-shirts or sweatshirts.
Treasurer’s Report: Marilyn Faller
Budget Draft for 07-08 and a Budget vs. Actuals for 06-07. Draft Budget included all amounts
requested by individual committees.
items that were overspent so far for 06-07 (primarily Exec Council -
Professional Services and Special Meetings), and noted areas where
additional expenses/revenue were still pending (primarily Novice).
difficulty getting timely information from Regional Treasuries and asked
Regional Reps to remind Treasurers that quarterly financial reports were
05-06 audit. In general it was very good.
Recommendations made by our auditors for improvements included:
should not pay faxed invoices or expense reports.
Treasurers should be photocopying checks before depositing them.
Treasurer should audit one or two regional treasuries per year.
auditors (Alcara & Borczynksi) volunteered to archive our Treasury
records. Currently all records are
shipped to NYHESC for retention, but we have no access to them there and are
unsure of the security of the records.
Also our auditors would purge records appropriately based on IRS
retention guidelines. There would be no
charge for this service.
expense report submission – only members should submit expense reports,
non-members should submit invoices.
All invoices and expense reports must be approved (signed off) by a
committee chair, officer, or regional council rep. I will be revising form to collect
information more efficiently – many times I can’t tell from the expense
reports which line item should be charged in the budget. The new expense report will make that
more clear and will also have a line for approver’s signature.
difficulty reconciling credit card receipts because the reports I get from
Go-EMerchant don’t separate conference payments from dues payments, so
it’s a guessing game.
council members that all bill payments were being done through internet
banking now, so there is a 3-5 day delay between my request for check to
be issued and it actually going out in the mail. Also noted that I can not attach or include anything in with
checks (such as registration forms).
need for Budget Committee; Regional Treasurers should be members of
Finance & Budget Committee.
MOTION: To remove the word ‘Ex-Officio” after ‘Regional
Treasurer’s…’ from the definition of ‘Membership’ section in the Finance and
Budget Committee Policy and Procedure. Van Dekker/McDonnell. MOTION
Professional Standards and Ethics Committee- Leslie Howard, Co-Chair
updating committee list. Chairs were asked for a document to outline “what
we do” and “we will abide by law” language, but have not moved forward due
this time looking for direction from council as to the ‘focus’ of
committee. Suggestions from Council: work with Conference committee as to
the ‘set of acceptable behavior’, Statement of Principles- update needed,
have a ‘safe harbor’ training at Conference.
regional level- revisit the Statement of Principles at the September
meeting for feedback. Follow-up at conference with a session on
Statement of Principles to bring
regional meeting discussions.
discussion on SUMMIT: Dave requested an ADHOC committee with
representatives from across the state to put ideas together and come back
to council with their report. Dave appointed Heather to chair this
Development Committee- Katrina DelGrosso
- Written 2006/07 Final Report
submitted. Committee will meet at conference. Meetings have been held by
- Will need to post language to
the web for 2007/08 to give sponsors some information and direction.
1st VP- Brenda Wright
Paying dues by credit card
has been discontinued on the web as well as the advertisements. However, still
receiving checks from schools versus personal checks.
Received dues for an
Associate Member from “I Have A Dream”. This employer is not on the ‘acceptable
list’. Discussion - it is a Foundation.
Motion: To accept ‘I Have A
Dream’ as an acceptable employer. McDonnell/Van Dekker. MOTION APPROVED UNANIMOUSLY
- Brenda announced that she is leaving SUNY Albany and moving to
Tampa. Will resign as 1st VP in July. She thanked council for
the opportunity to serve and all the support that she has received.
- Angel asked if a membership issue can be re-visited, i.e.-
membership history on the web.
Since redesigning web is up for discussion, this can be
added to the ‘wish’ list.
Mentoring Committee- Chair has resigned due to work issues. Dave is searching
- Budget received by Marilyn. Discussions on Conference 2006 -
‘plaques’ were entered under ‘Conference’ expenses versus ‘Awards
Committee’. Marilyn will review.
- As a member of
this committee Anne Barton passed on a recommendation from the Awards
committee- to institute an additional regional award, ‘The Rising Star’.
This would be awarded
to someone who was a NYSFAAA member for 2 years or less, and had done
something outstanding for the region or for NYSFAAA. The Rising
Star recipient would be given a “Certificate” award at the annual
on Membership Dues- with
revenue issues this year, and dues have not been increased for many years, it
is time to consider an increase as other professional associations have done.
MOTION: To increase the primary annual dues for Active
and Associate members to $50, and $20 for each additional region. Lubold/Van
Dekker. Question during discussion on retirees dues amount.
FRIENDLY AMENDMENT: To exclude retirees from the increase.
Lubold/accepted by VanDekker. MOTION APPROVED UNANIMOUSLY.
Discussion - members who have
already paid 2007/08
MOTION: Grandfather those who
have already invoiced for 2007/08 at the current rate. Miladin/ Mihopolus.
APPROVED- 9, ABSTAINED- 1. MOTION CARRIES.
2nd VP- Maria Barlaam (chairs reported in her absence) —
Committee: Ursula Bisconti
- Held up training until funding issue resolved. Looking to move
forward with Tax workshops, Leadership and Immediate training. Will also
review the Next Generation Committee training forum ideas to reduce costs.
from council on the work that regions/schools are doing for these workshops
There should be a member of each region on the committee; this committee would
need to put something in place to orchestrate the training, rather than
delegating it to either the regional officers or to the staff at the host
school. (similar to the tri-regional model).
Novice Training Committee- Lisa Simpson
participants, 14 staff. Costs were $580 which included membership. Final report
will be given at September meeting.
years committee goes out with bid for site. Will send out over the summer. May
need to review cutting one day as was done this year; with no breaks, it was
too intense to be fully productive the entire length of the workshop.
Conference 2008 Committee-_ Sharon reporting for J. View and B. Cheetham
- Requesting budget of $20,000 for meeting and travel expenses in
advance of the conference budget submission/approval in February 2008.
- Marilyn will put in line item for review when council discusses
budget on 6/15.
Secretary’s Report- Nancy Teodecki
Website: Ideta Daniel (report read by Nancy)
Survey (103 respondents) Highlights:
website for general information, regional news. Rated website “FAIR”.
to navigate through the information/find information, signing up for regional
listservs difficult, more effective use of homepage, such as, highlight
ATAC has updates if we wish to institute:
membership database and payment system; automatically subscribe members to
listservs which would include regional lists; posting minutes as a ‘doc or
pdf’ file; SAFARI- Student Awareness
Financial Aid Resource Initiative for outreach to High Schools, Middle Schools,
etc., to enable submission of events; Event Session arrangement- multiple
committee members could work collectively on event session agendas.
Cost of update
$1125 and downtime of site for several days. Given the survey comments would
also incorporate other changes at the same time. Will request cost from ATAC
and the timing of the downtime for all changes/implementation. Estimated costs
for all changes have been factored in the 2007/08 budget request.
hearing proposed changes council agreed to move forward with the changes.
Worley (written report received shortly after meeting):
3 editions of
the Webletter Connection in a given fiscal year: Winter Edition,
Spring/Summer Edition, and Fall Edition. Each issue has approximately 6-7
articles, a letter from the NYSFAAA President and a section called “Members on
the move” to highlight the accomplishments (hires, promotions, retirements) of
the membership. This year we had three lender sponsors in the Fall and
Winter editions of the webletter.
applies to all articles and submissions- they must be informational in nature
and not promotional. Articles not in keeping with this mantra are
returned with a gracious ‘thank you’ and explanation of policy.
efforts to have a webletter contact within each region have been attempted,
information and articles through this stream have not materialized. As Editor, I announce on the
listserv the need for articles and regional news one month prior to submission
deadline and then again two weeks later, and then one week prior to
deadline. Lenders/vendors submissions are always plentiful with their
articles, while the active membership is sparse.
Early Awareness- Anne Barton, Cathy Patella co-chairs (Anne reported)
conference calls this year. Our major activity is the State Fair. Copies
of our brochure, bookmarks, mood pencils and bracelets will be provided at
the booth. Also raffling off three IPODs throughout the day to increase
traffic to the booth. Families must return for the drawing at the posted
time to pick up their prize.
is being done on updating the Early Awareness section of the website. Will
also be adding links to reputable sites, such as NASFAA’s Early Awareness
site, for families who visit our portion of the website.
fall each region made a choice as to how to reach out to Middle School
counselors. Some held a separate workshop, some invited them to school
counselor workshops and
some only did mailings of brochures and posters to their middle school
counselors. Mailing list developed of Middle Schools in N.Y. for possible
use in the coming year.
‘Renewal Application’ submitted in June for the 9/2007-8/2008 grant year.
Fair - Sharon Karwowski
- No more room unless
- NYSFAAA will have 2
- Checks will be payable
to the Fair versus NYSFAAA.
- Revenue now exceeds
expenses; possibly overage could go to scholarships.
High School Outreach- Karen Taylor, Linda Bridgewater, Co-chairs
- The High School Workshop sub-committee met in
March. Wrapped up last year’s
workshops and planned for the coming year. Kathy Michalski,sub-committee chair, replaces Pat
Johnson. New Region 6 coordinator,
- With recent events some initiatives have been placed
on the back burner (i.e. updating the
NYSFAAA website to allow school
counselors to register for the workshops on-line and listing
the workshops for 2007). Since there is a cost associated with
updating our website to allow for
Registration we decided to remove
this as a budget request which helped reduce our overall
budget. However, it is our understanding that this has been added as part
of the budget request
from the Communication/Web
- Took “Ask the Expert” off-line since it is not
currently functional. Eliminated CAAN both as a concept and as a
sub-committee; the functions of CAAN could be blended into the High School
Workshop Sub-Committee. Therefore,
the printing costs of the wall chart,
estimated at $2,500 for 20,000 copies is now part of the budget
request for the High School Workshop
sub-committee. Since the wall chart is used by hundreds of
legislative offices within the state, as well as many high schools statewide, wish to keep it a NYSFAAA and
HESC piece. Further, HESC has
graciously agreed to pay for the “Fact Sheet” as an “in-kind” service.
- Looking to revise the current brochure, “What You
Need to Know About: Using College
Planning Services and consultants”, into a brochure which promotes the
financial aid profession. Again,
with the current environment re-working this brochure would better serve
the financial aid community by regaining the trust of our school
counselors. The cost for
re-working the brochure is in the High School Outreach committee budget.
- Given estimate costs provided by regional reps on the
workshop committee, the workshop budget was reduced for 07/08. Discussion
on cuts- some council members voiced their concern.
College Goal Sunday- L.
report will be forwarded.
For year 2:
$22,000 left from year 1 + $50,000 from foundation = $72,000
Year 3: $35,000 from foundation
Year 4: on our own for funding.
questioned how sites are picked. Linda responded that the Task Force picks
based on FAFSA/TAP application data and choose those areas with the lowest
average incomes along with the highest rates of paper FAFSA/TAP applications.
Further discussion from council: ideas needed on ‘how to target site’;
coordinating advertising/guidance community; recruiting volunteers at
conference- table/pictures, show how successful it was, possible video at
Region 1: no report
Region 2: Andrea Mason
- Attendance is up at meetings; more school attendance; good
presentation on legislative training at recent meeting.
- College Goal Sunday well attended.
- Next meeting the 3rd week of September.
3: Sharon Kawasaki
- Regional elections
Gina Soliz (Syracuse University Law)–
Sean View- (Hobart William & Smith Colleges)- Chair
Bonnie Rooker (Cayuga Community College) -Secretary
Pat Johnson (Syracuse University)- Treasurer
- A summer meeting is
being planned to transition the new regional officers.
22nd Region 3 is holding its summer meeting at the Adam’s Mark in Buffalo,
site of the 2008 conference.
- The next year’s
Regional meeting dates have been set and posted to the
NYSFAAA calendar. Regional budget has been submitted.
Region 4: Brenda Wright
- Elections not held yet.
- June meeting on the 29th.
Dave will be speaker.
Region 5: Heather McDonnell
- Summer meeting cancelled due to lack of attendance.
successful May 4th at NYU.
- Conference 2009 committees forming this summer.
6: Angela VanDekker
- June 22 meeting school panel/preferred lender list, best
practices/leadership training/involvement in NYSFAAA. Attendees said it
was best regional meeting they have attended.
- Officers running again and two nominees for Executive Council
- Tri-Regional – 137 people pre-registered. Estimated attendance
130- people not involved previously came forward. Used the Region VI
training survey to guide the selection of topics: Audit findings, Money Management, Web
- March meeting: Jim Vallee gave federal update- excellent
presentation; also presentation on TOP 10 Pitfalls of FA & How to
- Guidance & Support Staff scheduled for Fall.
- Budget submitted; trying to cut-back
Region 7: Sheryl Mihopolus
continues to be up at the regional meetings. The main focus seems to be
training and guidance on legislation issues.
College Goal Sunday event: total families 36
FA 101 workshop for 42 ‘non-financial aid’ professional attendees - March
2 in Farmingdale. Agenda:
ACG/Smart grant updates, a review of the FAFSA process, an overview of why
students “lose” their aid, an overview of the aid programs, professional
judgment, academic standards for progress, and the appeals process.
Intermediate Training, April 13, Hofstra University. Agenda: ACG/Smart Grant update and discussion,
Sunshine Act and the NY AG’s press release and its impact on offices. Mark Kantrowitz was the presenter. This full day of training also offered
professional leadership training by an outside trainer.
- The Tri-regional
meeting was held on May 4 at NYU and the presenters included Dave Canaski,
Jim Ross, and John Austin. The
full day’s training was planned and organized by Regions 5, 6 and 7 and it
was an excellent program. The
agenda included a HESC update, a NYSFAAA update by Dave as well as
sessions on Web Technology, Audit Findings and Financial Literacy. An exhausting, but information-packed
21 meeting scheduled with round table discussion and wrap up of the year.
in process. Budget submitted to Treasurer.
Region 8: Kerry Lubold
- Decided to return to meetings with
valuable content. Will schedule 6 meetings per year.
Literacy Roundtable discussion at May meeting; two topics- money
management and credit cards.
nomination is in progress.
budget submitted to Treasurer
HESC report: Jen Dwire
- Default Prevention Grant is on- some revisions to
- Two new Debt Management brochures- Smart Borrowing for
your Financial Future
And Managing your Student Loan
- TAP Webinar for June 18th scheduled.
AGENDA ITEM: Revision of Policy on Lender Money
Timing of revision, Development campaign for 07/08, Expectations for
- Concerns with schools that have not re-negotiated with
AG to mirror SLATE with regards to NYSFAA as lender.
- Accepting money
for non-education purposes- training/outreach/scholarship.
- Sponsorship: one general category, or a few categories,
to line-up with procedures.
- Use reserve if sponsorship down.
MOTION: To eliminate policy passed on May 14th.
McDonnell/Lubold. MOTION APPROVED UNANIMOUSLY.
(May 14th Motion was the following policy:“NYSFAAA will neither
solicit nor accept any money, gifts or compensation from any entity described
in S620(8)a (lenders/servicers) and/or S620(8)b (guarantee agencies) of New
York State Education Law. The Treasurer
and all other members of NYSFAAA will refuse any payment to NYSFAAA of any kind
from such entities. If any member
accepts such payment on behalf of NYSFAAA in violation of this policy, the
Treasurer will immediately return the funds and report the breach of policy to
the President and the Executive Council.” )
MOTION: Any activities are vetted through standing legislation
that affects our members. McDonnell/ Teodecki.
Further discussion. Call the question- Teodecki. APPROVE–
9, ABSTAINED- 1. MOTION CARRIES.
AGENDA ITEM: To Delay PRESIDENT-ELECT Election- Miladin
for nominations next week. Election to be held mid-July
Adjourned for the day at 4:45 PM
Call to order at
9:17 AM-_ Canaski
Conference 2007- Claire Jacobi
budget distributed. Direction given by council to delete ‘Vendor and
Advertising’ line ($16,400) from income.
area: will discuss with hotel on arrangements for HESC versus NYSFAAA.
There may be a fee for room if not enough rooms are booked since this room
would be ‘split out’ from the other NYSFAAA contracted meeting rooms.
suggested looking at reducing expenses in the program printing area, i.e.
pocket program only and detail of each session on web prior to conference.
that registration fee be adjusted due to revenue reduction. Some vendors
have withdrawn due to their legal advice.
MOTION: to increase the registration fee to $300, and
increase day tripper to $160.
Miladin/Faller. MOTION APPROVED
AGENDA ITEM: Acceptance of Lender Money policy
MOTION: To accept the Acceptance of Lender Money policy.
Discussion and updates made to draft.
Friendly Amendment to Motion as outlined was accepted by
8- APPROVED, 1- OPPOSED.
MOTION CARRIES as follows:
POLICY to be added to P&P Manual- ISSUE: Acceptance of Payments and Donations
POLICY: NYSFAAA will
neither solicit nor accept any money, gifts or compensation, related to
educational lending activities, from any entity described in S620(8)a
(lenders/servicers) and/or S620(8)b (guarantee agencies) of New York State
Education Law. The Treasurer and all
other members of NYSFAAA will refuse any payment to NYSFAAA of any kind from
such entities for such purposes.
1- Payments from individuals of their
own money for any acceptable NYSFAAA purpose or function are allowed under this
policy, so long as such payments remain consistent with all other NYSFAAA
policies and procedures.
2- Payment of membership dues and/or
payment of participant fees for NYSFAAA activities by lending institutions (as defined
above) on behalf of their own employees are acceptable under this policy.
3- Donations to NYSFAAA’s training,
outreach, and/or scholarship activities by any individual or entity are acceptable under
this policy, so long as such donations remain consistent with all other NYSFAAA
policies and procedures.
4- Donors to NYSFAAA will receive no
business or marketing benefit from NYSFAAA as quid pro quo for their donations,
but all donors may be acknowledged by NYSFAAA throughout the fiscal year.
5- If any member accepts any payment on
behalf of NYSFAAA in violation of this policy, the Treasurer will immediately
return the funds and report the breach of policy to the President and the
The following replaces current language on home page
The New York State Financial Aid Administrator’s
Association, Inc (NYSFAAA) does not receive any money, gifts or compensation,
related to educational lending activities, from any “lending institution” as
defined in S620(8)a and S620(8)b of New York State Education Law. Hence,
NYSFAAA does not meet the definition of “lending institution” as defined in
S620(8)c of New York State Education Law. Therefore, institutions of
higher education in New York and employees of those institutions are not
subject to any potential conflicts of interest or legal restrictions under NYS
Education Law in their interactions with NYSFAAA.* * This statement does not constitute, and should not be
construed as, legal advice.
AGENDA ITEM: Presentation of 2007/08 Budget
Reviewed and reductions made. Decided to keep revenue sharing
at $20 per member per region. Treasurer requests that regions bring to the
September meeting what funding is needed. Marilyn will e-mail to regional
treasurers to request budget. Some of the regions have already submitted
MOTION: To accept budget as amended. McDonnell/Lubold.
MOTION APPROVED UNANIMOUSLY.
AGENDA ITEM: EXECUTIVE COUNCIL
With 1st VP resigning in July will need a
follow-up e-mail and/or conference call.
MOTION TO ADJOURN at
11:50 AM- McDonnell