TASFAA Board MeetingMay 19-20, 2009

St. Mary’s UniversitySan Antonio, TX

Members and Committee Chairs Present: Rick Renshaw, Carolyn Jones, Lisa Blazer, David Ximenez, Tia Clary, Ed Turney, Amy Hardesty, Richard Silva, Lyn Wheeler, Raul Lerma, Mari Chapa, Jackie Stevens, Alan Ahmad, Jimmy Parker, Tomas Campos, Kay Mooney

Guests: Kim Alexander, Juan Antonio Ruiz, Dan Weaver

Not Present: Enrique Garcia, Lea Davidson, Marci Beasley, Kathy Bassham, Dana Mingo, Melissa Elliott, Laura Elizondo, Wes Vanderburg, Linda Gonzalez-Hensgen, Terri Thompson, Rick Moreno

*************************************************************************************************************

Rick called the meeting to order at 12:45 p.m.

Rick welcomed everyone and stated that others may join us throughout the day. Henry will not be in attendance due to jury duty. Gary from ING will not be here today to provide a report. He will put together a report and email those out to Rick for review. Neither ED nor ICUT will have representatives at the meeting. Dana Mingo may call in around four today to give her report by phone. After the president's report, Jimmy will provide a legislative update.

Rick discussed state legislative issues. He has made several trips to Austin. He worked with Dan Weaver from the CB and several others on the TEXAS Grant program. Community colleges would have been removed from the program in order to add the merit requirements. The compromised language was not accepted and the bill was updated prior to going to the floor where the language was returned to its original language. There were not enough votes for the bill to pass. However, it may be added to another bill and Rick will let us know if action is needed. This bill is dead at this time. There is another bill that would require that the students be TSI eligible to get TEXAS Grant. This bill was debated on two different days and an amendment was added to the bill so that a study could take place but a study was completed last year. Currently, this bill is also dead because it does not look like anyone wants to pay for another study. HB4049 was a duplicate of federal requirements and would have made the THECB a lender. However, this bill is also dead. SB194 was regarding student loan information on the web but we do not have access to private loans. This bill is stuck in committee. SB198 was also being watched. We may get out of this legislative session without a lot of harm being done. There are several in Austin watching what is happening and we will be alerted if anything requires action. If Rick asks that we respond to our senator, he really believes that quick action is needed. House and Senate will need to come together to get the appropriations completed. Need within the state is much larger than the available funding. On the federal side, the President's proposal for direct lending and Pell entitlement are being worked on. Several alternate proposals for other lending options are being presented. Options are being pushed to provide a better option for student lending. At the TG conference, it was heard that NASFAA had signed off on the President's proposal and NASFAA signed an NCI initiative. Rick visited with Phil Day about the Texas communities thoughts about the loan program. He discussed that the Pell entitlement might not come about and it would be bad if we sell out the loan program for this entitlement. He left him with the comment that Texas was not on board with the direction that NASFAA was going with regard to the loan program and the Pell entitlement. Rick will continue to monitor this position and may ask the board to approve a statement or position if needed. Mari said she got a call from ED that they want to come visit her school to discuss direct lending. She said that they were going from school to school asking what our concerns were with moving to direct.

Rick discussed the letter that we requested that he send regarding lending practices from lenders. Rick was not sure what the benefit of the letter would be in light of the President's proposal. He decided not to follow through on this action. We still hold that position but the environment has changed.

Desiree Kornum-Byrne turned in her resignation and Rick asked that Laura Elizondo take over this committee. Laura is getting set up to proceed with the nominations process. Rick has asked that the deadline be extended from May 30 to June 30 for nominations. Rick needs board approval for Laura as Chair for the Nomination-Election Committee.

Motion to have Laura Elizondo as the NE Committee Chair, Alan Ahmad - Communications Network Chair - Lynn Barnes as the Vice Chair for Membership was made by Raul. David seconded the motion. The motion passes.

Pilot project for the Board Delegate Committee Oversight has been placed on hold due to all the other issues that have been taking place in the financial arena. Rick will discuss this with Carolyn and see where we need to go with this.

Constitutional vote - Kathy Bassham has been dealing with illness and death in her family. Rick worked with her and sent the information out today to the list-serve. There is a 30 day comment period and then the vote will be taken next month.

Linda Gonzales-Hensgen sent a partial report from the President's Advisory Council. Work is still in progress but she wanted a little more time to work on it. It will be discussed a little later. We won't take action on it until July.

NASFAA conference will be held in San Antonio in July and there will be messages from several asking for volunteers and for help. NASFAA local arrangement committee needs help with the following: stuffing packets, registration desk, information booth, NASFAA updates, etc. If you can help or have staff that can help, please contact Joyce Fox to let her know. Let's see if we can give some good support. Show a good face for Texas. Moderators were also needed - Carolyn and Raul will be helping in this area. Lisa asked for singers. She is putting together a group to sing the Star Spangled Banner. Possibly practice on Saturday if you can help let Lisa know.

President’s Report Rick Renshaw

1 State Legislative Issues – I have made two trips to Austin for Senate and House hearings since March. Numerous messages, letters and calls have made in regards to SB2084, HB3276, HB4049, SB194, and SB198. It appears that we have been successful in keeping damaging legislation from getting out of the legislature this session. There is still the possibility of some dead bills being revived as amendments. Steve Johnson from TACC, Carol McDonald from ICUT and other contacts in Austin are keeping me apprised of the goings on and will alert us if quick action is needed. The focus right now is trying to get the maximum amount of the proposed funding for state grant programs that was in the House and Senate budget bills.

2 Federal Legislative Issues – House and Senate are working on the FY10 budget bill and hearings are being held to consider proposals for student loan program reforms. In March I sent a letter on behalf of TASFAA to the Texas Congressional delegation and to the chairs and minority leaders of the House and Senate committees on higher education. While we were not successful in getting the student loan reforms pulled out of the budget reconciliation process, I have been told that the Congressional leaders has assured NASFAA and others that serious consideration will be given to

alternatives to the President’s proposal. On Friday, May 8, I spent about 20-30 minutes on the phone with Phil Day discussing why NASFAA signed onto the ACE letter supporting the President’s proposals at the same time it was releasing its NCI proposal amidst a lot of fanfare. I expressed some of the frustration that our community in Texas was having over this issue. I made very clear that here is Texas as a whole we are not willing to sacrifice the student loan program simply for the sake of getting a Pell entitlement program passed. A workable student loan reform was too important to simply abandon in the face of growing opposition to the cost of a Pell entitlement.

3 Letters requested by the Board – At the last meeting in February, the board asked that I send a letter to associate members reinforcing the position of TASFAA that all its members should be committed to equal access for all students, and that discriminatory lending practices violated the spirit of our association and its mission. I was not able to get the letter out before the President’s budget proposal was introduced. It appeared to be a moot issue at that point so I did not send that letter.

4 Committee Issues – Desiree Kornrum-Byrne had to resign chairmanship of the Nominations and Elections committee to take care of a seriously ill child. I have asked Laura Elizondo from Texas A&M International to step in as committee chair for this year. I have been behind in getting Laura set up for the nominations process. However, we have communicated and I believe we can still meet the policy deadline of presenting a slate of candidates at the July board meeting. To do so, I am asking that the board give an extension from May 30 to June 30 for the nominations process.

5 Pilot project for Board Delegate Committee Oversight – This project fell off the table as the state legislative session and the federal budget situation both heated up at the same time. I am not sure if I will be able to get this off the ground this year. A wise sage once told me that when you are president only tackle one big job or a couple of medium size ones. I should have listened better. Presiding during a legislative year is more than enough to fill a president’s plate. When you add in the financial crisis, there is no time left for anything else.

6 Constitutional vote – The announcement for the upcoming constitutional vote went out yesterday, May 19. Kathy Bassham has been dealing with the loss of her father and difficulties with her husband’s surgery that kept us from getting this done earlier. The process is in place and the vote will occur in June.

7 Recommendations from the PAC -- Linda Gonzalez-Hensgen sent a partial report to me this past week. It contains some ideas for consideration by the Board. She indicated that their work is still in progress and she hopes to have more to report at the July meeting. Lyn and Jimmy may be able to share some thoughts on this with us.

8 NASFAA Conference – You will be seeing frequent messages from the NASFAA conference committee and from the local arrangement committee headed by our own Joyce Fox. As TASFAA Board we need to do our part to support this event in our state. Also, as TASFAA leaders, we should use our network to assist the committees in getting the help they need by soliciting within our networks. We want to put on a good face for our colleagues from around the country this summer.

Vice President’s Report David Ximenez

David discussed the arrangements for meals. Dinner tonight will be at the Pecan Grove. He also discussed transportation to the hotel. Rick asked that we scatter around at the dinner to visit with new aid officers to encourage them to volunteer and also to develop a network.

Tomorrow morning, breakfast at the hotel and then plans were made for transportation back to St. Mary's for the meeting. Transportation back to the airport after meetings has been arranged.

Committee reports are all in except Newsletter and Scholarship Committees.

Lunch tomorrow is available if you need it in the cafeteria and all you will need is the badge.

Jimmy asked about David’s visit with the Department. David discussed the email about his visit with ED. They really wanted to know about direct lending - challenges and expenses. Also discussed some of the other federal programs but they really just wanted to know about direct lending.

President-Elect Carolyn Jones

Carolyn discussed the payment that was mailed yesterday for the 2010 Fall Conference. She also asked about the volunteer form. It was placed on the web late the last few years. Lisa stated that it has been open as early as May and as late as July. Some of the committees have to form early but many committees don't form until after the conference. Rick suggested opening it on July 1st and then removing the form after the fall conference.

I am working with Anne Walker to make sure that we have paid our first installment to the San Luis Resort and the Galveston Convention Center for the 2010 Fall Conference. We will be meeting with them in June to start detailed planning.

When does the Volunteer form need to be ready for use?

Past President and Planning & Evaluation Committee Reports Lisa Blazer

Lisa did not have a report. The only issue she had was with classifying TASFAA as lender. UT is waiting and has been busy with other legislative issues. They are willing to go to the Attorney General to not list TASFAA, SWASFAA and NASFAA as lenders but it may be a little while.

Treasurer’s Report Tia Clary

Tia provided a current balance sheet and budget vs. actual report. One item to keep an eye on is the membership dues. She stated that this is pretty typical and that funds begin to come in around conference time. We have saved quite a bit on board meetings. Lyn asked about the NAOW. Tia explained that scholarship funds needed to be trimmed from the budget. Attendance was down a little bit for the NAOW. Tia did not have an update on where the investments with ING are since Gary was not here. Rick had a question about current year conference fees and what the conference revenue was from last year. Tia confirmed that this information was revenue from last year’s conference for Rick. Carolyn asked about outstanding invoices. Tia stated that all outstanding invoices for last year's conference have been cleared. Rick noticed that regional training came in under budget. Lisa stated that part of that may be because some can’t participate in reimbursement for travel. The audit should be completed within the next week and it will be addressed at the July meeting.

TASFAABalance SheetAs of May 15, 2009

TotalASSETS Current Assets Bank Accounts Certificates of Deposit 63,602.70 Plains Capital Bank 26,443.27 Savings - Plains Capital Bank 3,538.10 Total Bank Accounts $ 93,584.07

Friday, May 15, 2009 10:12:33 AM GMT-5 - Cash Basis

TASFAABudget vs. Actuals: Fiscal Year 2009 - FY09 P&L

November 2008 - October 2009

Total

Actual Budget$ Over Budget

Income ABC Workshop Fees 200.00 6,500.00 -6,300.00 Fall Conference Fees-Current YR 5,881.25 127,375.00 -121,493.75 Fall Conference Fees-Prior YR 0.00 0.00 Investment Revenue 798.04 1,500.00 -701.96 Membership Dues 29,450.00 37,500.00 -8,050.00 New Aid Officers Workshop Fees 25,200.00 41,450.00 -16,250.00 Regional Training Fee 10,429.00 9,375.00 1,054.00

Total Income$

71,958.29 $223,700.00-$

151,741.71Expenses Administrative/Miscellaneous 3,655.97 10,000.00 -6,344.03 Annual Report Printing 3,250.00 -3,250.00 Awards 300.00 -300.00 Awareness & Partnership Development 1,800.00 1,500.00 300.00 Board of Directors 4,468.83 15,000.00 -10,531.17 Communications Network 250.00 -250.00 Constitution and Bylaws 750.00 -750.00 Database Services 2,345.00 7,000.00 -4,655.00 Fall Conference Committee 974.96 3,000.00 -2,025.04 Fall Conference-Current Year 9,000.00 125,000.00 -116,000.00 Fall Conference-Prior Year 166,867.95 166,867.95 Finance Committee 250.00 -250.00 High School Partnership Trng 62.79 4,000.00 -3,937.21 Mack Adams Scholarship 1,664.20 10,000.00 -8,335.80 Membership 0.00 750.00 -750.00 Newsletter 325.00 750.00 -425.00 Nominations & Elections 500.00 -500.00 President's Advisory Council 500.00 -500.00 President's Discretionary 50.00 1,250.00 -1,200.00

Regional Training 13,146.47 18,000.00 -4,853.53 Regional Training Committee 2,000.00 -2,000.00 Scholarship Committee 500.00 -500.00 Service Awards 1,000.00 -1,000.00 Site Selection 750.00 -750.00 Stipend-Secretary 1,400.00 2,400.00 -1,000.00 Stipend-Treasurer 2,450.00 4,200.00 -1,750.00 Training Committee 466.77 3,000.00 -2,533.23 Training-NAOW/ABC 8,174.88 28,000.00 -19,825.12 Travel 0.00 Past President 0.00 0.00 President 1,795.52 2,250.00 -454.48 President Elect 2,518.73 4,250.00 -1,731.27 Rookie of the Year (Trailblazer Award) 250.00 -250.00

Total Travel$

4,314.25 $ 6,750.00-$

2,435.75 Uncategorized Expenses 2,000.00 -2,000.00

Total Expenses$

221,167.07 $252,650.00-$

31,482.93

Net Income-

$149,208.78-$

28,950.00-$

120,258.78

Friday, May 15, 2009 10:24:05 AM GMT-5 - Cash Basis

Secretary/Historian Report Amy Hardesty

Carolyn asked that several corrections be made to the minutes: Under the Treasurer’s Report the word “be” needs to be inserted into the sentence prior to the Balance Sheet, and under the President’s Advisory Council Report, “Code of Conduct” needs to be removed and replaced with “mission and purpose”. The minutes were approved with the corrections mentioned above. Minutes will be posted after corrects are made.

Partners Reports

TGSLC Kim Alexander

Kim discussed the TG Conference. The overall numbers were down but that is the trend that has been seen by other organizations. She discussed the conference rate and high response rate to the survey. Next year’s conference will be April 7-9 at the AT&T Conference Center in downtown Austin. TG is renegotiating the contract due to attendance predictions – currently using a 20-30% number reduction in attendance from prior years. TG is also keeping an eye on the direction of student lending as the decisions that are being made may affect the numbers as well.

TG Board will meet on 5th and 6th of June. Dora Anne Verde has been reappointed by the Governor to the Board. Dr. Richard M. Rhodes and Mr. Welcome W. Wilson, Jr. were also appointed to the board. Their terms will expire on January 31, 2015.

TG Lender and School Advisory Committees met on May 7th. During the meeting the institutional private loan, State and Federal Updates, ECASLA, process if the move to direct lending was needed and "PUT" loans were discussed at length. TG also met with ED and they did not have a

clear path on where they were headed or a good concrete plan on what they will do. ED was mainly concerned with the cost of outreach, awareness or default prevention, and did not want any of the details on the process and how it benefits student. They seemed to be mindful of the differences that the programs offer. They indicated that they would be going to St. Mary's and St. Phillip's.

TG’s priorities over the next few months - work with legislature on proposals currently in construction and monitoring hearings, gearing up for peak processing, and also working on budgeting for FY2010, attending conferences and committee meetings.

Mari asked what happens to TG if President Obama's proposal passes. Kim said there are several scenarios. Based upon current portfolio they would be working for years to provide due diligence, default prevention, etc. They would just be managing the current portfolio. This would mean that they would not be providing training, awareness or outreach like those provided in the current environment. If a hybrid program comes about with the best of FFELP and Direct Lending, then nonprofit guarantors might be able to monitor and service the new loan program. A combination of agencies for those that provide services could provide services for the loan program on the front and back end. Another option might be contracting with the Department for other things within the new program. TG has planned for the future in the case where they will not be working in federal loans. They know change is coming and that they will not work in the same capacity.

Raul asked a question about a PUT loan and will the borrower have two payments? Yes, the student could have two payments. Not all loans can be sold to the Department. Will the repayment amount be more than it would be if the lender held all of the loans? It could be depending upon how much is borrowed and how the payment amount is calculated. Of course, the student could also consolidate the loans so that they only have one payment.

TG is here to make sure access to education is available to all students no matter what program.

Jimmy stated that they have been promoting choice - not one program over another.

TG Guarantor UpdateTASFAA BOARD MEETING

May 19, 2009San Antonio, Texas

TG Conference was held recently and was attended by 351 student aid industry professionals. Two-thirds were schools and we received very good comments regarding the agenda and the learning/training opportunities. We received an overall rating of 4.43 out of 5.0. We also received a very good electronic evaluation response and would like to thank all who attended and submitted the on-line evaluation. Next year’s conference will be held in Austin on April 7-9 at the AT&T Conference Center in downtown Austin. We are currently renegotiating the contract due to setting attendance, room availability and meal requirements a year ago for conferences for 2010 and 2011.

The TG Board of Directors will meet at TG on June 5th and 6th. The Governor recently reappointed

Dora Anne Verde (who most of you met at the conference) as well as two additional Board Members. Dr. Richard M. Rhodes and Mr. Welcome W. Wilson, Jr. Dora is currently the Board chair and is a CPA and Director of Internal Audit for the San Antonio Water System. Dr. Rhodes is the President of El Paso Community College and Mr. Wilson is the President of GSL Welcome Group in Houston. Each appointee’s term is set to expire on January 31, 2015. A press release with more detail on each appointee was released on April 16, 2009.

The TG Lender and School Advisory Committees met at the TG office in Round Rock on May .7th. The agenda included State and Federal Updates, Negotiated Rule Making and Washington Updates from our CEO and Governmental Relations Representative. Sue also spent time discussing TG’s work with various organizations in developing and fine tuning student loan proposals and she discussed her

work with Legislative staff in Washington and meetings with key Legislative staff who visited TG in mid April. The agenda also included a number of product and service updates and enhancements recently released or in development. Advisory Committee input and feedback was sought on a number of items including recent AdvanTG Web™ enhancements, TG Web pages, our communication regarding ECASLA and “put” loans and future conference agenda items and attendance considerations. There was also considerable discussion regarding school’s reliance on FFELP for 09/10 and their Direct Lending transition concerns if required for AY10/11. The next LSA meeting will be held on August 4, 2009.

TG has a number of critical priorities over the next several months which include monitoring and participating as appropriate in the upcoming hearings, continuing to work with the state and federal legislature on future role of FFELP and TG’s role with FFELP or other student loan programs, continuing to work with industry groups on fine tuning the various loan program proposals under consideration. In addition, we are gearing up for peak loan processing season, budgeting for FY2010 and conducting or attending a number of key conferences and committee meetings as well as focusing efforts on preventing delinquencies, reducing defaults and promoting our outreach and awareness efforts.

Key upcoming meeting dates include:TG Board of Directors Meeting June 4-5, 2009 Round RockCouncil Meeting June 26, 2009 Round RockNASFAA – San Antonio- July 12-14TASFAA Board Mtg. DFW July 28-29TG LSA-Round Rock- August 4, 2009

ING Investments Gary Rodgers Report was not available. Gary will provide information to Rick within the next week and it will be shared with the board.

ATLE Juan Antonio Ruiz

Juan wanted to tell us that Amanda Dickinson appreciates and values the relationship that the Board has with ATLE. There are still 22 members and as they have seen a decline in membership from 33 last year. Much of their focus has been on Washington but they are still working on educating students of all ages from elementary on up. They have given students piggy banks to encourage saving. They also provide public training on financial literacy. They will continue to evaluate their role. The ATLE conference was held last week but attendance was down but they had great trainers during the conference. They presented a $1500 check to a Hispanic mother/daughter program - to help students achieve their education. Conference calls are held with the membership every first Thursday of each month on what is going on in the lending community. March 3rd - ATLE joined Facebook: the faces of the ffelp family - AND - twitter: atle_4_ffelp During March, ATLE was very involved with what was going on in Washington.

Rick asked who the president elect was. Juan did not know as he was not able to attend the conference last week. Juan later found out that Amanda was re-elected due to the current lending situation.

Rick talked about the TRAIN network and visited with Juan about filling in outreach information that all the FFELP lenders around the state are participating in. Rick will schedule a conference call with Amanda to be sure she knows how to update the information.

Lisa mentioned that former colleagues are out on Facebook if you wanted to reconnect with them.

ED

A report was not available.

ICUT

A report was not available.

Standing Committee Reports

Fall Conference Dana Mingo

Dana joined us by phone to go over the committee report. The speaker for the conference will be Drew Pearson and the lawyers will be sending the paperwork for Rick to sign. The speaker will not be announced until the paperwork has been finalized. Dana will contact Lois with the CB to see if she can give an update on Friday at the closing session. She will also check to see if the Department of Education can present at the closing session. Wednesday and Thursday sessions will be at the ACC and Friday will be at the Sheraton. The committee is still working on the food preparation. Dana sent the hotel information and link to Alan to be posted to the TASFAA website. She is working on the registration template. Lenders will have a vendor fee and will pay the registration fee. The President's Reception will be on Wednesday evening instead of Thursday. Thursday evening the entertainment will be karaoke and dress in your favorite sports team attire. Agenda is still being formalized. The committee has scheduled several conference calls to complete the preparations. Rick asked about the cost of food. Dana went over the meals that would be covered each day. The only things not figured in are the President’s Reception on Wednesday evening and Thursday night’s dinner. Lisa suggested that for the Thursday night meal the number of meals be cut back due to a typically smaller turn out. Currently using 300 participates to calculate the estimate. At about 30 days out, they will finalize the numbers. They are planning for smaller numbers in the evening. Carolyn suggested that they mark what meals they would be attending as they register for the conference to help with a more accurate count. Lisa also mentioned that we don't have the option to go out and eat with lenders any longer so that may change the numbers that night. Rick also asked Dana to check on the Ranger's schedule to see if they are still playing that late. Dana mentioned checking on the A/V fees and the Sheraton does not have fees in their lobby. The ACC charges fee for the rooms but it is free in the lobby. They are planning to have one or two rooms equipped with internet access for the presentations. Rick asked about exhibitor fees and Dana did not have the fees yet. Vendor fees will just be a pass through cost. Carolyn asked if Dana would make hotel reservation for the conference for the board. Rick asked that Dana work with David and work out the details so that the board will know how to make reservation. Rick wanted to go back to discuss the non-member registration and ask if this was something that we wanted to do. Lisa stated that the P&P and Constitution and By-Laws and they do not state that it is not allowed. Richard pointed out that the P&P states that the board can set the fees. Lisa and Rick discussed having a fee for early and late registration and add $150 to the current fees for non-members. Tia suggested that we check with ATAC to be sure that this can happen. Alan discussed the formatting of a jump page and that it might take some time. Carolyn suggested having a statement that says if you are a non-member, print off the form and mail registration and fee to Tia. Lisa stated that this would give us a pilot to see if it was worth it. Tia would prefer that we not do that because the current system tracks who the registrants are and who has paid. Carolyn said we may not be able to do that. Tia stated that it has been this way for years and that there isn't a difference in cost if they register as a member and pay that fee along with registration than it would be to pay the additional fee for non-members. Tia thinks that the database is very important for our records.

Rick stated that he might need the membership committee to check on wording on the membership renewal site. Tia said we should call ATAC first to see what the process is. Lisa found that the constitution states that “interested persons” may attend training which is talked about under representation. Lisa stated they can come but they don't have to be a member and that the ATAC process may affect who registers or how they register. Ed recommended that we contact ATAC to see if it can be put into place and if it can't, we will write up a process for next year. Rick suggested that Dana just send out the hotel information. Dana stated that she sent the hotel and registration information to Alan already. Alan will hold on to the information until everything is worked out. We will address this issue with ATAC. Rick stated that it might be helpful for the non-membership registrants’ information to go into a non-membership database so that data can be tracked. Dana stated that they are brainstorming on a gift item for this coming year and will get that information to Rick. Lisa asked about presenters who have given incorrect information. Dana stated that the presentation have been requested for review. Lisa suggested that a presenter not be allowed to present without the presentation being approved. Rick suggested that if the subcommittee does not feel they have the knowledge to review the presentations to insure accuracy then the information be sent to the board. Lisa volunteered to help review the presentations for accuracy.

Fall Conference Committee Report

Arlington Convention CenterOctober 7-9. 2009Arlington, Texas

Report Prepared: Dana Mingo, Conference Chair

1 Conference theme is “Team Up for Success”. This year’s theme will focus on working together in these trying times for the success of our students and one another. Since the conference will be held near the Ballpark and new Cowboys Stadium, our event theme will be sports related.

2 Conference opening luncheon speaker will be Cowboys legend Drew Pearson, who will address the participants about working together as a team (pending contract signature from his camp and President Renshaw). His fee is $6500 to speak, which is within the budget planned for our speaker, to not exceed $10,000. He will address the group on Wednesday’s luncheon opening. We have also invited SWASFAA President Taina Savoit (she has confirmed her attendance for the entire conference) and will be extending an invitation to NASFAA President Phillip Day. We have also extended an invitation for the Department of Education and Texas Higher Education Coordinating Board to present on Friday’s closing session.

3 Conference Committee has already confirmed the menu for buffet breakfast at the Sheraton for Friday’s closing. We are still confirming food items for the Arlington Convention Center.

4 Conference Hotel Reservations will be open within the week. Information and links have been sent to Alan Ahmed to load onto the TASFAA site. The conference hotel is the Sheraton Arlington @ $122 a night and the overflow will be the Hilton @ $129 a night.

5 Conference Registration will be $295 per person before August 31, 2009 and will increase to $395 per person after August 31, 2009; one day registration will be $100 each and will incur a $25 fee after the August 31 deadline. Registration will be open once the template has been updated (received May 18, 2009).

6 Exhibitor/Sponsorship Sub-committee is working with the George Fern Company to set up vendor processing and booth reservations.

7 Entertainment Sub-Committee- We will have a DJ and Karaoke for this year’s entertainment. Dress attire will be to wear your favorite sports jersey. Committee is still brainstorming on other ideas and decorations for the event.

8 Agenda Sub-Committee- working to finalize agenda and presenters for conference. We are still in need of possibly more college and university sessions, committee is contacting schools personally to recruit.

9 Future Conference Committee meetings will be:

May 28th @ 9:30-11:30 am via conference callJune 25th @ 9:30- 11:30 am via conference callJuly 23rd @ 9:30-3:30 pm in person @ Eastfield College September 24th @ 9:30-11:30 am via conference call

Finance Carolyn Jones

Carolyn reported that the committee communicated by email. Carolyn stated that changes were made in regard to business practices - one is to have a copy of the bank statement scanned and emailed to the President to have a check and balance in place. Carolyn also created a spreadsheet as to financial activities that take place each year within TASFAA and will have this schedule attached to the policy and procedure manual. Richard asked if this would be a place to show when CD's mature. Carolyn thought that would be a good practice. Carolyn has a few questions about the ATAC monthly fee and Tia thought it was $335/month but she will confirm the fee. Carolyn asked about the number of credit cards and Tia said that there was not a fee per card for board members. Rick asked everyone to review and let Carolyn know if anything needs to be added. Carolyn asked Tia for the CD maturity dates. Rick stated that the action item will take place when a final draft is available.

Finance Committee Report: Carolyn Jones, Rick Renshaw, Lisa Blazer and Tia Clary

May 19-20, 2009

The Finance Committee met via email and reviewed best practices based on information gathered at the NASFAA Leadership Conference.

We are making the following changes in practices:Each month after the bank statement is received by Tia she will scan it and forward it to the

President for review (currently Rick Renshaw). On November 1 of each year she will change who that goes to for review as the new president takes office.

The finance committee would like to attach the following spreadsheet to the P & P manual as an “Appendix A – Finance Calendar” so that important renewals/changes do not get skipped or forgotten. This is a work in progress and will be adjusted as the need arises. Please review and see if there are any other items you can think of that should be added to the spreadsheet?

Thanks to Rick, Tia and Lisa for their time to review and make suggestions and recommendations to improve TASFAA business practices.

TASFAA Finance Calendaras of 05/8/2009

Item Amount Timeframe       

Commercial Liability Coverage$1,100 (approximately) May  

     Non-Profit Director Officer/Employment      

Practices & Crime Coverage$1,700 (approximately) September  

       1099-M Reports for Contract Labor   January       

Monthly Credit Card Usage Fees Varies Monthly         Annual Audit       Board Approves Audit Firm   October   President Signs Annual Audit Engagement Letter   November  

Audit Fee$2,000 (approximately) December/January  

File 990 as part of the annual audit           State Periodic Report for Non-Profit For 802   Every 4 years filed 2008Add documentation as to how to file   What Month?       ATAC Services Contract   ??? 3 years Last renewed?     Review all outstanding conference contracts   October       ADA riders for adequate event liability coverage   April and September       

Add and delete approved credit card holders   NovemberMine runs out in June - Carolyn

     Send President Copy of Bank Statement   Monthly         

Membership, Mentoring, and Diversity Melissa Elliott

Rick reported that it looks like Melissa continues to work to see what can be done to meet the membership target. Rick has encouraged others on the committee to help Melissa with this task due to her health issues. Rick asked how an institution gets notification that membership dues have not been paid. Tia thought that ATAC would not let them register for the conference unless their membership dues are current. Rick asked about non-membership registration for conference or workshops. Is there a way to allow non-membership to register without becoming a member? Should there be a separate registration fee for non-members? Lisa thought they had to register as a member in order to register for the conference. Lisa thought this had been an issue in the past. Dana said she had not run into this situation. Tia asked what NASFAA does and the group thought that NASFAA allows non-members to pay a higher registration fee. Dana pulled up NASFAA and it shows that they charge $100 more for non-members. Lyn suggested that we check the P&P manual and Constitution and By-Laws to be sure that this does not go against what is written. Lisa is going to check on this. Tia thinks that the confusion comes when people register for conference that it shows they owe and it is probably that they owe for the past year. Dana thinks this will help with registration. Rick asked a question about an invoice going out so that institutions can pay the membership fee. Tia said invoices are not sent that they have to go online and complete the membership renewal. Tia suggested that a letter be sent out stating that the institutions membership renewal needs to be completed. Carolyn asked what our renewal rate is now. Tia could find out if needed. Rick said he will ask Melissa to provide some statistics for the next meeting. Tia suggested that a postcard be mailed to remind institutions that it is time to renew or that an email be sent from the current system since email addresses are available. Mari asked how non-members will enroll. Lisa said ATAC would need to make some changes. Rick thinks NASFAA uses ATAC and it may be possibly to have the programming know if they are a member or not. Examples of how they asked for renewals will be gotten from Melissa. Carolyn mentioned that NASFAA changed their membership dues and Rick asked that we address that tomorrow during the President's Advisory Committee.

The Membership Committee is experiencing a busy year! During the fall, several notices were sent out via the TASFAA listserv reminding institutions to renew their membership. When membership applications were completed, personal emails were sent out on behalf of TASFAA thanking them for renewing. In February, personalized emails were sent to all non-renewals outlining the benefits of TASFAA membership and detailed information on how to renew was provided. In March after obtaining a list of institutions that had not renewed from the previous year, the committee reviewed the report and decided to concentrate our efforts on institutions still participating in the business. At the TGSLC conference our committee met and divided up the list of potential renewals. Non-renewals attending the TGSLC conference received a follow-up contact. Others were or are being contacted by phone and once again being reminded that their membership has expired. This targeted campaign has garnered positive results as over the last couple of weeks several institutions have renewed. While our membership numbers are down from last year, that was to be expected due to the large number of institutions that have exited the industry.

Thank you to Rick and Tia who have been very patient with me and graciously answered all my questions. I appreciate you!

Recommendations:

We have received many, many inquiries from institutions that thought their 2008-09 Membership dues were included in the fall conference registration fees. Clarification might be necessary that these are separate.

Several institutions that have been contacted have stated that they were “waiting on an invoice”. One even stated they would not renew until they “received an invoice”. The committee would like to recommend to the board that TASFAA consider sending an invoice to non-renewals, similar to NASFAA. These could be generated and distributed prior to the end of the membership year or targeted to non-renewals after a specified period of time.

Nominations & Elections Laura Elizondo

Rick mentioned that he will work with Laura on a 30 day extension on the nomination process. Rick stated that Desiree did a good job selecting a committee. Rick stated that if nominations do not come in quick he will be calling us to help with nominations. Rick asked that Amy check to see how many delegate seats are up for election.

The Nominations & Elections Committee has not met as a group this year. The next meeting of the committee will be in June beginning with some electronic meetings.

The projects that the committee will be addressing in the next months are:1. Review, with advice and input from prior committee members, nomination and election processes;

and formulate a plan of action for 2009-2010 elections.2. Review, with advice and input from the board, open positions for 2009-2010.3. Review the nominations and elections policies and procedures.4. Seek nominations for open positions from the general membership.5. Submit a list of candidates for 2009-2010 elections to the Board for approval.6. Tabulate votes and submit information to the Board regarding elected candidates.

The 2008-09 budget for the N&E Committee was submitted to and approved by the Board at the October 2008 meeting.

Training/NAOW Wesley Vanderburg

Rick sat down with Devan during the break to see how NAOW is going. There were 84 registrants and one person went home sick. There was an issue in the dorms last night with the water pipes and many of the participants did not sleep much. At least one person left and went to

the hotel since they could not sleep. The problem has been fixed so hopefully it won't be an issue tonight. Rick wanted feedback given to him so that it can be looked into. The pre-conference process went really well. Devan asked about next year and she asked where we were on next year’s conference and if we were coming back to St. Mary's. We have not made a decision yet. Rick asked that we discuss this tomorrow. Rick asked that we keep our ears open tonight to see what kind of feedback we might get that can be shared tomorrow. Rick asked Devan to work with Wes on the yearend report.

Wes sent a report to Rick this morning. As of Monday, there were 83 registered for the NAOW - 74 paid registrations for NAOW and 9 scholarship recipients. An expense report should be ready for us at the July meeting. They have begun to work on the ABC Workshop for the fall conference with Dana Mingo.

Texas Association of Student Financial Aid Administrators

Training Committee Report May 19, 2009

The training committee is in the middle of New Aid Officer Workshop here at St. Mary’s. We extend our welcome to the Board and other Committee Chairs and are glad to have you be a part of this exciting week.

The Training Committee has been working hard since our first planning session on February 4th to make this the best NAOW ever. We have scheduled a great line up of speakers and sessions that will be very beneficial to all who attend. In addition, we have scheduled fun and challenging activities to keep the campers entertained during their stay in San Antonio, including a BBQ with the Board, Dude Ranch Jeopardy and NAOW’s annual visit to Mi Tierra’s.

Thank you to all Board Members who will be presenting a session during the week. There was not a single member on the Board who hesitated with their answer when we asked them to be a part of this week in helping us out. Thank you because this has allowed us to keep some of our costs down this year.As of Monday morning May 18, 2009, we had 83 campers registered. We managed our expectations from the beginning and anticipated around 90 even though we planned for 110. We knew that the current economic climate schools are facing would be a major factor in our numbers. 9 of those received the Mack Adams Scholarship to attend this year. We would like to thank the Scholarship Committee for making that happen. Not including any walk in registrations, total revenue for the week should be $34,600. Expenses for the week have not been finalized and I will have the total cost and net profit or loss at the next Board Meeting.

From here we will begin gearing up for ABC Workshop at the beginning of the TASFAA Conference in Arlington. Again, I would like to thank the Board for their support and help. Thank you for giving this opportunity to serve as chair of the Training Committee this year.

Thank you,Wesley VanderburgATI Enterprises

Meeting adjourned for the evening at 5:20 p.m.

Meeting resumed on Wednesday morning at 8:58 a.m.

THECB Partner Report Dan Weaver

Rick stated that Dan Weaver will be attending the meeting in Jane's place. He should be here around 10:00 a.m.

Dan discussed the bills that are going to the Governor's Office and those that will probably pass.

Rick asked about the accounting scholarship program and if the program would still be campus based. Dan thought that it would be campus based. Rick asked about reporting and if it would create extra reporting requirements. Dan will have Jane get back with us on the reporting issue.

There have not been a lot of bills that have gone through…many are still being considered.

Rick asked about the bill that has been changed to a study bill. Howard's bill came up first and it became a battle. There were to be a number of amendments added on to make it look like a bill in the senate. Allocations would be similar and the funds would be awarded first to those who met the requirements and then to other students. House 2084 came to a halt. SB3276 has become a study bill and the CB will have to begin the study process after summer. There will be discussion on the impact to students and their success/performance. Need + merit and funding based upon enrollment instead of completions were the two items that the CB was watching this session. Rick asked about TEOG and TEXAS Grant and they are status quo. It looks like the following programs will have increases in funding: TEOG increased $10 million, BOT increased $61 million, TEXAS Grant increase $186 million; BOT will be available for new students this fall. The Top 10% Scholarship - will be fall only this year but will be for the year in the future. Currently have $20 million to award this year and a total of $54 million for the biennium. Mari asked when the process would be set and information would be available. Dan did not think we will hear anything until the governor has approved it. Lisa mentioned the priority deadline was July. Dan thinks that information will be out soon. A TEG amount was not available but he felt that the funding would be that same. There will be $1 billion+ in financial aid for the biennium. There has been a lot of financial aid attention and will continue to be in the forefront as the studies begin. There will be requests for additional information. Mari asked about work study but Dan did not think there was an increase. Teacher loan forgiveness program had an increase in funding. Professional nursing program received an additional $35 million. Career Opportunity Grant - Rick asked about this bill and Dan stated that it was not funded. Rick discussed dislocated workers and the state not being able to fund if they are getting Pell. Hinson-Hazel Loan program has funding available and it is business as usual. State alternative loan - hope to have fixed interest rate of 6%. Discussions have taken place with TG and they will work out how each system operates to allow the electronic process. They are trying to reconcile their differences in the credit criteria. CB can use TG’s servicing if they can come to an agreement. Hinson-Hazelwood Stafford is only available for previous borrowers. CB has a department that does outreach (P16) and it is not within the Grants and Special Projects department. They are trying to merge these two areas and working towards consolidating these groups so that they are more cohesive. Mari mentioned that the mentorship program was awesome and that they could not survive without it. David asked when allocations would be finalized. Dan did not think the final allocations would be available until the Governor signs the bill. Regarding initial awards in TEXAS Grant there will be a large amount available for the new students. June 15th is the date that the governor will probably sign the bill. Dan mentioned again that there is a lot of interest in financial aid and it is good. A lot of data will be needed to make sure it is being affective.

Ad Hoc Reports

Awards Jackie Stevens

Jackie discussed the number of nominees for the Star Financial Aid Advisor Award and will get packets out to the board to review. There are 6 nominees to review. She also mentioned that she has not been able to contact Scott Moore regarding the Hall of Fame Award. Jackie will pick up the ball on this since she has not had contact with him. Jackie mailed out pins for those that were not in attendance last year approximately 15 recipients. June Perry is working on the database for the service pins. Jackie provided a summary of the number of pins on hand. The

TASFAA pin was sold during registration in the past per Mari. Jackie is going to get a quote on getting new pins. The vendors that were used in the past are no longer in business. Mari worked with a company in El Paso that made the plaques and they were great. Mari volunteered to help Jackie any way that she can. Jackie wanted to visit about the Past President pin. Jackie stated that she has not been able to find information on what the Past President pin looked like. Lisa and Rick did not think that a Past President pin was needed if a President pin was provided. Rick stated that the P&P would need to be updated to state that the President pin would be presented when the gavel is handed over. Mari asked about the color of the President's pin and suggested that the pin be gold. Jackie believes the President's pin is gold with a diamond in it. Jackie will take care of the nominations for the Hall of Fame. Jackie asked about the Trailblazer Award. Carolyn believes the board is to nominate the recipients. Lisa looked up the information and confirmed that the board nominates the recipients by June and the recipient will be selected in July. A call for nominations needs to be made in June by the committee chair. The committee chair will collect the nominations and bring the information to the board in July. Jackie confirmed that she will send the request to board members only and Rick stated that the results will be brought to the committee in July. Jackie passed out the Star Financial Aid Advisor Award nominee packets. Jackie asked that the packets be reviewed tonight so that a vote can be taken tomorrow. David asked if we were voting for one recipient. David asked that the Star Award criteria be read. Jackie read the criteria. Jackie mentioned that all nominees meet the requirements and that one school submitted several student recommendations. Ed asked if a nominee was from the board members institution, can that board member vote. Carolyn stated that the board member might be able to share information or insight into the nominee. Jackie also mentioned that she had one late nomination and she will notify that person that the nomination can be held for next year or resubmitted next year since all the documentation was not along with the nomination. Ed then asked once the nominee is presented the award if the nomination letter was provided to the recipient. Jackie stated that the information is used during the presentation. Ed would like to recommend that a copy of the nomination letters be given to the nominee/recipient. Rick asked that Jackie put in the committee minutes that they follow up and send the information to the recipient. Star Award - Rick asked if we could have more than one recipient. Rick asked what the appropriate way to take the vote - open or ballet. Discussion was held on these issues. Carolyn asked about two nominees not working within the financial aid office. Rick read the guidelines. Carolyn stated that she thinks we should not look at the two that do not hold positions in the financial aid office. General consensus was that the two nominees be removed from consideration. David also stated that he thinks only one recipient should be selected since the guidelines state “the award”. Carolyn suggested sending a certificate to the others who were nominated but not selected. Lyn stated that there were only four nominees from within the state so why can't we recognize them all. She asked what it would hurt to do all four. Rick said we could have four star advisors OR have one star and recognize the others as top advisors. David said we could give a short description of those that are not selected and give the certificate to them at the conference. Kay asked if someone could be nominated again the next year and the P&P do not state that they can’t be nominated again. Ed said the feel good stories are few and far between. Lisa thought four awards would be great. There was not a general consensus so Rick will put it to a vote. Mari asked what if you have a lot more nominees next year. Tia said we need to be consistent. Raul stated that we should recognize all of the nominees. The P&P implies that we only select one Star Award. Lyn stated that the Mack Adams award was changed to two. It was stated that we can change the P&P if we wanted to be able to make an award to more than one recipient. Lyn asked about awarding a certificate and then next year the nominee is nominated again. She asked if it look strange to give him a certificate and then he is nominated next year. Rick thought it would be best to recognize them but not give a certificate. Lisa thinks the number of one is very small. Lyn asked what the goal was for giving the award. Carolyn suggested that we take the vote and see who rises to the top. Rick asked that all voting members rank the votes. Richard Silva called in his vote to David. The vote was made by ballot.

Rick discussed the P&P and what the requirements are for the award. The manual language

implies that only one recipient is selected. Carolyn thinks we need to leave room to select more than one if we see fit.

The ballots were counted by Lisa.

Carolyn believes one recipient this year and Mari feels like we should discuss it next year. Rick asked how to handle the awards at the banquet. Lisa suggested stating that the nominees are and that the award goes to... Lyn agrees with Carolyn that we need to have the option to select more than one. Mari and Lisa agree that it will depend upon the vote. Rick asked Jackie to make a recommendation in her report for the July board meeting.

The recipient was selected and names will not be reported until after the conference.

Rick asked how to handle the two nominees that were not considered and Jackie will contact the schools to be sure they know about the decision. Mari asked about one stop shop situations. Lisa stated that it would depend on the one stop shop duties for employees if they are generic or specific to an area. Ed asked if it was unclear that they have to be employed by the financial aid office in order to be nominated and that it might need to be clarified. Rick stated that the language may need to be cleaned up.

TASFAA Awards Committee Meeting Minutes

Awards Committee

Meeting held via conference call on April 7th at 2:00.

Members present:Jackie Stevens-Chair June PerryLisa McGaha Scott Moore

Agenda

Star Financial Aid Advisor AwardHall of Fame AwardService Pins

Discussion

Jackie Stevens appointed to send out nominations for Star Advisor Award with a deadline of May 15th to have all nominations in. The nominations will be distributed at the May 19-20 board meeting for consideration.

Scott Moore appointed to send out for nominations for the Hall of Fame Award. Status pending.

June Perry volunteered to work on the database for service pins distribution. June is working on the current database and emailing each schools primary contact to verify that the info in the database is accurate. Service Pins will be awarded in October 2009 based on years of service according to the database and not by nomination.

Jackie has contacted Moisant Promotional Products for a quote on TASFAA pins including a Past Presidents Pin. More details to come.

Miscellaneous notes

Pins on hand:

10 year-2215 year-5420 year-1025 year-2030 year- 435 year- 3 President’s Pin-10Hall of Fame-4TASFAA Pin-42 (gold plain with TASFAA logo)

Discussion for next board meeting

Nominations for the Hall of FamePast President’s Pin

Communications Network Alan Ahmad

Alan introduced himself to the board. He works with A&M and has been around for awhile. Alan stated that his committee meets all the time but he did not have a written report to give to the board. Alan came with many questions and feels that many of these questions have been answered. Alan's first order of business is to get the information updated to a more current format. Alan appreciated being invited. Carolyn asked Alan to send an email to the committee chairs and board introducing himself along with how to contact him so that if they need help posting to the website they will have the information. Rick asked if he had gotten information on committee chair changes and he had gotten that information. Rick also asked if he had gotten the access for the website information and he did not get it. Carolyn asked if there would be a period of time to overlap the committees from one year to another to allow two different people to have access – a transition time for the new chair to work with the past chair. Rick did not think it would be difficult to allow two people to have access and did not think it was an ATAC issue. Rick mentioned that committee chairs get really busy and they forget how to update their information. Rick suggested that Alan send out email reminders on how to update information once or twice a year that will show them the online help that is available to them. Lisa stated that she sent out timelines to committees and that helped ATAC prepare for changes. Rick stated that the conference and TRAIN are the two most important projects to work on right now.

Constitution & By Laws Kathy Bassham

Kathy was not able to be here. Rick reviewed the information that was sent out on the list serve today. There will be an electronic vote on the proposed recommendations.

Recommendation #1:ConstitutionArticle IV – Memberships, Section 3

Proposed:Associate membership shall be open to public and private agencies and organizations concerned with or engaged in the support and/or administration of student financial aid to include representatives of government agencies (state and federal), foundations, banks and other financial institutions, guarantee agencies, organizations involved in providing services and products to postsecondary institutions, and

private and community organizations interested in student financial aid matters.

Associate member institutions play an active role in TASFAA activities, may serve as members of committees, and shall have all rights and privileges of membership except the right to vote, serve as a committee chair, or hold office on the Board.

Summary:This change will remove the associate member position from the board.

Recommendation #2:By-Laws1.Dues and Memberships, Section 1

Proposed:There shall be no initiation fee charged for admission to the Association. Thereafter, annual membership dues and due structure for voting membership, associate membership and individual membership will be established annually by a majority vote of the Board.

Summary:This change will allow the board to change both the amount of dues and the due structure with a board vote instead of the constitutional amendment process.

She did not go into a lot of detail on what this does. Comments should be sent to Kathy or Rick by the deadline of June 19th. She is working on updating the formatting of the P&P on the website as well.

Early Awareness Lea Davidson

Raul visited about the report and handed out additional information on National Training for Counselors and Mentors (NT4CM) provided by the Department of Education. The website has trainer's manual, handouts power point, etc. State programs are not included in this material and that would need to be added. The instructors guide is very good information. Where will the state information be placed in the program? Raul would like us to take a look at it and thinks it would be a great program for us to use. It is a free training program. Raul mentioned that we can't rely on TG for training. David asked when this program came out. This is the second year and the first year it was a pilot. Rick stated that the first year we could not participate because of our relationship with lenders. Rick checked with Department of Education and we are clear to be full participants. The train the trainer is set for August. We will need to get volunteers lined up, registration, location, collaboration with state programs need to be put into a timeline. Rick asked that Lea provide a timeline at the next board meeting. We need to be on top of the training for next year. Regions, locations and presenters need to be lined out before the next board meeting. Rick asked if signatures are needed to let us know. Lisa thinks we need to apply to participate and Rick thought he might need to sign off on it.

Early Awareness and High School Partnership Committee Report

Our committee had a conference call on April 6, 2009 to discuss with an invited guest from the NT4CM program the way the NT4CM program works. What they offer and the pro’s and con’s.

We had set up a face to face meeting on Friday, May 1, but ended up having to cancel it due to some fears of the Swine Flu.

I did send out notes and websites for the committee to go over and look at to see what their feelings are

about participating in the program. So far, all have agreed that it would be beneficial to participate as a Full Participant, that means, all training materials would be ours for free and we can add our own State training with it, also, set up registration through them, everything is done through them and it is all at no charge.

Since I am unable to be at the meeting I have asked Raul Lerma to discuss this with the Board to see if we can get permission to do this. Since he will be one of the Chairs for this committee I have had him involved with the conference call. Also have asked Raul to start sitting in with me on the NT4CM conference calls each time so he will be on top of it when it is taken over.

I just don’t know where we could really go wrong with this program, they offer a “Train The Trainer” online, we are in the middle of getting everything done to start with the 2010-2011 training.

I hope you will be open to this, with budget cuts all over, I think it would be a wonderful thing to get as much for --- ummmm, how you say it--- FREE as possible.

Respectfully submittedLea Davidson

Leadership and Diversity Terri Thompson

Rick has not had a chance to talk to Terri since she began working on this committee. Carolyn mentioned that Terri had already paired up mentors with ABC participants and now there are several new financial aid administrators who signed up during the NAOW. Terri will probably ask for additional mentors so be on the watch for the call for volunteers. Michael will be the committee chair next year. The information/guide is up to date on the website. Rick asked if we had any feedback to see how the program has been working. Carolyn does not believe a survey was completed last year. Carolyn will ask that Terri complete a survey at the end of the year. Rick asked about this committee getting some data to put into the annual report like testimonials. Carolyn said that this has been done in the past. Rick will talk with Terri to see if she can add something to her timeline to be sure information is collected to be placed in the annual report. It looks like there is a need for ten more mentors as 15 NAOW attendees signed up for the program. Rick encouraged the board to sign up to be mentor if we have not done that already. Lisa stated that the annual report needs to be completed by the July board meeting for review. Rick stated that we may not be able to get that information together for this year's report.

LEADERSHIP AND DIVERSITY COMMITTEETerri Thompson, Weatherford College, ChairMichael Williams, Richland College, Vice ChairMandy Rangel, Rice UniversityMichelle Fleek, TG

May 11, 2009

I began this year as Vice Chair of the Membership committee, but the TASFAA leadership decided to de-combine the Leadership/Mentoring part of that committee back to two separate entities, so I became the Chair of the Leadership and Diversity Committee.

Before that happened as part of my duties as Vice Chair to Membership, I had received all of the mentoring information and forms from Carolyn Jones. There were 8 protégées that had signed up for the program, and I have been able to obtain mentors for each of them. I currently have 5 mentors that are not assigned a protégée because there have been no new aid officers to match up. I anticipate that following NAOW there will be more for this committee to match up. At that time we will most likely have to put forth another call for Mentors.

The committee has only had initial contact from the Chair, and this month I am putting out an email to them and the matched mentor/protégée couples to see how the program is working for them.

I am unable to attend the NAOW and board meeting at this time. Carolyn Jones has agreed to present the Mentor/Protegee program to the new aid officers that are at the workshop and I will present to the ABC workshop at TASFAA in October.

Legislative Issues Jimmy Parker

Education and Labor will have a hearing tomorrow. On the 21st, there will be a hearing on student loan reform. There are several who have been called to speak at the hearing. E&L was charged to save $1 billion and this will probably come from student loans. This could go out until October 15th but it may be June or July when decisions were made. They were waiting to hear what their charge was. This happened right after their visit to Texas. They are looking at what Direct vs. FFELP have been providing. They were looking at the services that were being provided to FFELP and trying to figure out what the cost was for the services. Default prevention is one thing that has been looked at. It might be good to update the TRAIN network to show what the outreach events that have been held within our state which has been provided by FFELP providers. Rick visited with Alan to see if he had met with Jim. Can we still access it on the TTU server or can we get that information moved off to another location? Alan knew that the information was not up to date. Jimmy thought it would be really good to show what we do as a state and put a deadline as to when it can be updated. We never know when the information might be needed. Rick asked Alan to contact Jim to see what can be done to update TRAIN. Several entities are working on alternatives to the plans that are out there - NCHELP, EFC, NASLA, SALSA, and CBA. Some avenues for non-profits may have some bills that may service loans. Jimmy will send a copy of the letter in support of non-profits to Rick to see if TASFAA might support the non-profits by sending a letter. House passed and Senate has it stuck in committees...since the PLUS auction was killed by ED and it is being re-written. Hoping to have something passed with regard to entrance and exit counseling services being provided by lenders/servicers.

NegReg - institutional loans will have to follow private education loan process - have to provide three notices – application, approval and final approval - and with the last one have to wait three days before disbursing funds. Trying to put together some comments regarding institutional loans. Jimmy thinks the comments need to come from TASFAA. Payment plans are exempt if less than 4 payments. In Texas there is a state mandated payment plan and institutional loans. Jimmy tried to educate those working on this bill. We may want to target those states with payment plans or institutional short term loans – 90 day pay outs. These are in place to insure that students are not turned away while they work on getting their aid finalized. Proposed rules in the Truth and Lending Act - can tie those to about three areas. Jimmy will send something to Rick by Friday and comments need to be sent in by Tuesday, May 26th. Part of this is a self certification form and must be completed if an institution makes private loans to students. In last day of negotiated rule making, part of the problem with institutional private loan would state that they are a preferred lender. Jimmy tried to tell them that this would not work. They met for two hours and provided an exemption for institutional loans supplied from the institutions own funding. Lisa asked about gifts from donors and Jimmy thought those would be fine. Title 7 or 8 would also have exemptions. Jimmy's question is if the ED is looking the definition of preferred lender, will the federal reserve take a look at this as well? Their answer was maybe. Institutions still have to go through the self certification process. August 14th is when rules would be finalized and will go into effect next year probably around February.

Preamble may also have language to help explain areas that are not clear in the regs – probably a lot of information on definitions for private education loan, preferred lender arrangement. May have to provide disclosures and reports.

The email Jimmy sent out has models of the disclosures to see what may be coming. There will be a lot more work involved and won't be as simple as what some are used to. Lyn asked if Bursar's Offices were being sent the information since many schools have the loans processed by staff in their office instead of financial aid. Not sure the information is getting to them. Probably need to forward the information to them if they handle it. Direct to consumer loan was really what started this and they are willing to listen as they do not understand all the differences in the types of private loans provided for students. Hopefully they will be as flexible as possible. Concerned that this may hurt some students who may not be able to enroll or they may get dropped for nonpayment and then can’t get back into the classes they need.

Rick will send information out to TASFAA as soon as he hears from Jimmy and he will send it on to other states as well. The Department of Education is not willing to participate in spreading the word on these rules. The Department has provided some exemptions. There were some student groups who were not willing to look at this since they are looking out for consumer protection. They tried to explain that there were two different types of loans and that they might hurt some students.

Newsletter and Public Relations Harold Whitis

The reports or article submissions were due yesterday. Rick submitted the president’s message to him but has not heard from him. David emailed him but has not heard from him. Rick will check with him to be sure he is on top of the annual report. Lisa stated that he needs to get with the committee chairs from last year to complete the annual report – 07-08 committee reports/summaries are needed for the annual report. Rick asked Lisa to contact all of her committee chairs to be sure that the information has been sent to Harold.

President’s Advisory Council Linda Gonzalez-Hensgen

Rick stated that we will handle the actions in July. Rick reviewed the information that Linda sent him. Membership dues revenue $40000 and conferences need to be self supporting. Flat rate increase vs. tiered rate increase will be discussed at the next board meeting. They are looking at other associations to see how their tiered rate works. A more formal report will be available next month or through email. He would like the information discussed prior to the next board meeting so that a decision can be made at the next board meeting. Rick asked if we attend other association or committee meetings that we ask what others charge and share the information with the board. We will need to wait on the vote to the amendments to the constitution. Carolyn gave Rick some information on the CPI being used to increase annual dues. Any other ideas please share with Rick or Linda.

Regional Training Marci Beasley

Lisa discussed the report that Marci submitted. NASFAA is going to change the way they do decentralized training. They are going to offer webinar training sessions. Cost is not available yet. Will sites be needed to host the event? This committee changed to be decentralized training, regional training, spring training and this committee has combined these trainings and included professional development. Rick mentioned that currently there is a fee of $75 for federal webinars. Lisa stated that there will be four sets of webinars. There may be some institutions that pay for the webinar and then invite others to come. The webinars may be several hours long. If institutions host the webinars for themselves, this will save TASFAA money for food. With this savings, would we want to offer regional trainings again? Rick thinks this will be a permanent restructuring of the training. Rick asked if we needed to move the regional training to more professional development. Lisa stated that we did this or a combination of updates and professional development. Rick mentioned that if our fees go up and we don't provide training

then that doesn't look good. Lisa stated that she really thinks we need to provide additional training and go across the state. The real cost is for food. There will be many topics that could be covered with all the changes that are taking place. Ed suggested that we have the webinar and state update in the same day. Lisa thinks that the webinars will be offered on four different days. Rick asked if we needed to do something at the regional level or if there would be something that would be more beneficial like a mid-level or career/associate level. Lisa thinks that the reason we have regional training was to get some of the administrative staff or others in the office that don't get to go to the training that they can attend something in their region. Rick asked if it would be appropriate to get feedback from the membership to see what kind of training the membership would like and what would be most beneficial. When, where, what kind? Lisa hates to see that we get rid of training especially if dues are going up. The cost would be minimal to help cover food and materials. Lisa mentioned that Lyn used to take ABC workshop out on the road. We could offer regulatory information or professional development. Rick suggested that we come up with a topic and send the trainers out on the road. Lisa suggested our training be in the spring since NASFAA will be in the fall. Lisa will work with Marci to get a survey to the membership to see what the needs for training would be. Marci could begin working on materials and Lisa would be glad to help with the plans. Wes will be the one who will be working on the arrangements for next spring. The final scheduled regional training in El Paso was conducted with approximately 30 attendees. Lisa Blazer conducted the training.

The NASFAA Board Meeting held on May 3-4 discussed the issue of NASFAA Decentralized Training. NASFAA’s plan was to conduct four sets of webinars as part of the Fall Training Series once the DOE final regulations are ready November 1, 2009. This will mean providing a “centralized” training. The training will be conducted by the NASFAA staff and may include some financial aid administrators.

NASFAA’s reason for centralizing the training was through the evaluations of past training and due to the lateness of having the final regulations. They normally provide the training to the trainers during September and that could not happen this year with the regulations being finalized in November.

After lengthy discussions and taking into consideration that most regions and/or states handled previous fall training differently, NASFAA is working to determine whether they should provide a Site Coordinator to facilitate any site that has a large group of views to discuss issues, chart questions, etc. They should be able to provide more guidance within the next few weeks.

Some of their other discussions are to determine if a state chooses to host it in one location for their state membership to view it, what will be the cost or the cost for hosting at your institution, watching from your personal computer, etc. They are aware that many participants in the past fall training might not have been members of their regional and/or national associations, only state members.

The training will be “centralized “ instead of the past “decentralized” as we currently know it.

Scholarship Veronica Cano

A report was not available.

Rick stated that he worked with Veronica regarding questions about the scholarship selection for the Mack Adams Scholarship program. She also worked with Raul for additional help. Lyn stated that they could not apply for the scholarship since they cannot receive reimbursement. Rick hopes that the change will take place on our classification and that things will be settled by next year. Veronica did get a few questions as to why a submission was not accepted and she explained the selection process. She is working with Dana Mingo for the fall conference selections for ABC and fall conference recipients.

Site Selection John Wells

John did not submit a report. At the last meeting we decided to wait on the negotiations for the 2012 contract until next year. Rick thinks several things were left out of the current contract and has asked Wes and Devan to put the information about what was left out together and get that information to him. Rick asked the board if we should have John talk to St. Mary's. Lisa stated that we have looked at several other schools and we could not get a commitment - time and date, space, transportation, etc. were issues that we have dealt with when looking at other places. Carolyn thinks we should go ahead and get a contract with St. Mary's. She also thinks we might look at a multi-year contract. The question was asked if we could save money. It is possible that a discount could be given for multiple year contracts. The board thinks we should go forward and work on a multiple year contract with St. Mary's. Rick will get with John and have him begin the process to have information by the October meeting. Rick asked about the 2011 Arlington Conference to see if we need to renegotiate the numbers and move the number down. Lisa thought we had numbers of 500 or more and that we might need to negotiate the numbers down since there were about 435 in attendance last year. Carolyn wanted to be sure the deposits were paid and Rick confirmed that it had been paid. Ann is looking at the contract for 2010 and she knows what the deadline dates are. We can continue to reduce the block for the 2009 conference by 15% by August. Rick is hopeful that the numbers will increase by 2010. With all the changes that will be taking place next year, there will be lots of good training opportunities.

SWASFAA Report Lyn Wheeler

Lyn was unable to attend the SWASFAA meeting. Rick shared Lyn's information with us yesterday. At the meeting Rick reported that the letter that TASFAA sent was reviewed and SWASFAA was to send the same letter out back in March. They have been successful in negotiating down the numbers for 2011 and 2012 contracts. They are still struggling with membership dues and balancing the budget. Their reserves are almost nothing. Their reserves are not enough to cover their liability. One thing they may do is to go back to Don Taylor to help negotiate contracts for the future. Some other associates have had some success with Don Taylor negotiating their contracts. Rick stated that it is something that we might want to check into since we have lost some members who were very good at negotiating contracts for us. Lisa asked who Don Taylor is and Rick stated that he is a professional negotiator. Lyn states that he gets his income from the hotels not from the association. Rick states that the hotels contract with Don to get a clean contract and to bring business to them. Rick also thinks that Don favors Hilton Hotels and not sure we have always gotten the best service. Rick suggested that Carolyn might want to look into using him next year. Ed asked if we could get some information from Don and if it saves time from current members. Rick would like the President's Advisory Council to look at this situation. He would like their opinion on going back to Don since they have had the experience of working with him. Carolyn mentioned while she was in Washington that it was suggested that all the organizations get together with ATAC to see if we could get a better deal but she did not hear anything about negotiating for conferences. David thought the fee that Tia mentioned was very high from ATAC. Tia has not seen a contract for the service with ATAC. Rick asked Alan to check to see if we had a multi-year contract with ATAC if we could get a better rate. As for the NASFAA Decentralized Training, there were just rumors that the training would be changed. There was not enough information on the webinars for any further discussion on how the states would handle the training. The webinar training has been finalized. The expense for four trainings would not be possible for each state to cover the cost for multiple areas of the state on multiple days. Each institution would be able to register for the webinar and include as many employees in the training as possible. It was discussed again that TASFAA provide additional training across the state since the NASFAA training would be available at individual institutions.

The conference will be held in Albuquerque this year and then in Louisiana the following year and

then they will return to the normal cycle. They did not discuss the fee structure.

Discussion took place about College Goals Sunday and what schools did to make it successful. The TRAIN network will need to be updated with the work that all are doing. Rick will send an email out asking for the information. He asked that we start gathering information regarding cost, numbers, events, etc. The turn-around time will be short so that the information can be given to congress. Rick stated that Senator Kennedy reported today that he will return to the committee to see the education reform bill through. Lisa also discussed that it looks like the handgun law will pass.

New business

Rick discussed an email that Marcus has sent out and Mari would like us to discuss the information. Tia discussed tax laws. If a student provided a service, then the funding would go through payroll. If the student did not provide a service, then the funds would be processed by the financial aid office and counted as a resource. Lisa said this was an issue that she dealt with at UTSA and if is not for work, then it counts as a resource. She stated that they will go above the cost if they get stipends. She said she gets questions every few years. If it is work, then another office processes it. If it is not for work, then they count it. Lyn said a teacher assistant is working and that is different. Lisa stated that she will do extenuating circumstances on cost of attendance and adjust their budget if possible to help these students. Lyn stated that they may call a scholarship program a stipend and it really is a scholarship that is paid out over several months. Lisa stated that they call this type of award a cash grant for the student. Rick said there was not a lot of discussion out on the TASFAA list serve regarding this question. Tia was asked to send a response to the list serve with the research that she has found. Another issue that Lisa brought up was regarding RA's. Scholarships for room and board are counted as a resource. According to regulations, we do not have to count it as part of their aid if you count it as work. The next year FAFSA has to show it as untaxed income. Lisa said they don't count room and board anywhere. Rick thought this might be a good session for the conference - stipends/scholarships- how do you treat them. Lisa has a power point from 04-05. Tia stated that room and board scholarships are taxable income. Lyn clarified if the scholarships were larger than total expenses, it would be taxable. Lisa stated that they will have to track the students who get this benefit and will have to be sure that they complete the FAFSA correctly next year.

Jimmy will send out the NPRM from the Federal Reserve to Rick and Rick will send it out to us. Rick stated that there will be several emails to pay attention to when we get back to the office and give feedback as needed.

Carolyn asked about TASFAA covering an extra night for her to volunteer at the NASFAA conference. She asked if the board would want to have the additional cost for the room which will be about $200. Rick thinks it will give TASFAA presence at the meeting and show our support for NASFAA. Rick will authorize an extra night.

Next meeting will be in July in Dallas.

Unfinished Business

Carolyn wanted to discuss the committee member’s mentorship program. Carolyn would like those that have begun to mentor a committee to continue to mentor this year and next year. Rick was backing off of this because of all of the legislative issues. Lisa stated that this is something we have wanted to do for awhile. Carolyn stated that it would be a benefit to the committees as they learn their job. Lisa thinks it will be great to have overlapping time frames so that training can take place. Mari asked about purging records. Rick stated that the awards committee might want to have something in writing as to when to purge the physical records – how long to retain past records. Carolyn also stated that committees need

to be charged with updating the website. We need to document who is to do what when. Lisa said some of this information is available on the web but it has not been updated. There is a schedule or timeline for duties. She thinks that the committees really need to be sure that it is updated this year. Lyn asked if the board members could be there to encourage that it gets done and that they check the website to see if it is done. Rick stated that they will formalize the roles so that the committee members will know what their duties/responsibilities will be.

Email received March 10, 2009:

John Wells, chair- Site Selection committee, has presented two contracts with St. Mary's University for your consideration. One is for the 2009 NAOW and the other is for the spring board meeting.

The 2009 NAOW contract is for one year, with a total estimated contract cost of $27,445. This appears to be about a 10% increase over the 2008 contract. It is hard to compare apples to apples because the meals were charged through the food service. This year the cost of meals is included in the contract price.

The board asked Site Selection to check into the possibility of having the board meeting at the university and eating the noon meal there also. It would be under a separate contract with an estimated cost of $635.

I talked with David about the board meeting and it appears that we could save a little money by meeting at the university. His recommendation is that we try this and see how it works out. I think the board did this back in 2004, also.

Please review the contracts and prepare to discuss by email. To start the discussion, I will need a motion and a second to accept the contract(s). We can consider the contracts in one motion or we can discuss and vote separately if the motions are presented that way.

We are on a very short time line to get this in place. Once the motion and second are in place, the action will open for discussion this afternoon until 5:00 PM. Voting will begin after 5:00 PM this afternoon and will close at 10:00 AM tomorrow unless all votes are cast before that time.

Please reply to the whole group with any motions or discussions. Thanks.

Richard C. (Rick) Renshaw

The motion to accept both contracts (2009 NAOW and Spring 2009 Board Meeting) with St. Mary’s as presented by the site selection committee was made by Raul Lerma. The motion was seconded by Lyn Wheeler.

Some discussion followed as to the meal plans for the board. Carolyn voiced concern over the cost of security and A/V Technical. Rick checked on the A/V costs and they were included in the price on the contract.

The motion carries by a vote of 9 ayes.

The contracts were signed and sent to St. Mary’s University on March 13, 1009.

St. Mary’s University Conference ServicesFacilities & Services Proposal

Purchaser: Texas Association of Student Financial Aid Administrators Board

Representative(s): John Wells

Arrival Date: May 19, 2009

Departure Date: May 20, 2009

Price per person: $14.11

Reimbursement items: SecurityA/V TechniciansLifeguards

Lodging Information Number of Rooms: NA

Hall(s) Used: NA

First Available Check-In Date: NA

Final Check-out Date: NA

Total Number of Nights: NA

Purchaser will be charged an additional fee for each person checking in prior to the first available check-in time or checking out after the final check-out time.

Catering InformationNumber of meals: 1 Lunch for 30 people

Facilities InformationFacilities to be used: University Center – Alumni Room (or comparable room)

Total Package Price: $635.00Deposit: $158.75 (1/4 of Total Package Price)Reimbursement Items: TBDTotal Owed: $476.25

Agreement does not become effective until all parties have signed the agreement.

St. Mary’s UniversityConference Services 2009

Facilities and Services Agreement

I. STATEMENT OF AGREEMENTThis facilities and services agreement is made and entered into by and between St. Mary’s University, One Camino Santa Maria, San Antonio, TX 78228, hereinafter called University and conference group, hereinafter called Purchaser. The University agrees to provide facilities and services as listed below and the Purchaser agrees to compensate the University for those facilities and services in accordance with the terms and conditions listed below.

II. LODGINGA. The University agrees to provide lodging accommodations up to the number of rooms in the following residence hall(s) as listed on the cover page of this agreement. Rooms will be provided on the dates and times listed on the cover page.

B. Keys will be checked in and out by St. Mary’s University Summer Conference Staff.

III. FACILITIES AND EQUIPMENTA. The University agrees to provide facilities to Purchaser as follows: Meeting, food, and recreational facilities at standard rates.

B. The University agrees to provide equipment for use by Purchaser as follows: Audio/Visual equipment as needed at standard rates.

IV. FOOD AND SERVICE AGREEMENTSDining service arrangements must be made with Aramark. Other catering services may not be brought in from off campus.

The charge for food service shall be quoted by the Director of University Center & Conference Services or his/her appointee.

PLEASE CONTACT THE DIRECTOR AT (210) 431-2095

V. FINANCIAL ARRANGEMENTSA. Charges: All charges for facilities and services are subject to guaranteed head and room count numbers unless otherwise noted.

1. The charge for Lodging shall be as listed on the cover page.

There shall be a $45.00 charge for all lost keys, payable by Purchaser to the University. Keys not turned into the Office of Conference Services within 24 hours after check out shall be considered lost.

B. Deposit is equal to one fourth of total package price and is due no later than thirty (30) working days after the contract is signed, unless otherwise noted. Please make checks payable to St. Mary’s University.

C. Billing:After the completion of the conference, the University will provide Purchaser with a bill listing all charges and credits for the conference. Purchaser will pay the University for all unpaid charges within ten (10) days after receipt of the bill.

D. Guarantee:Purchaser will provide the University with guaranteed numbers for lodging and food service no later than twenty (20) working days before the earliest date of arrival. The charges for which Purchaser shall be liable will be based on said guaranteed numbers or actual head and room counts, or the amount shown in

paragraph E below, whichever is greater, with the guaranteed numbers for head and room counts subject to the following:

1. Amounts for charges shall be no less than 95% of the amounts computed using the guaranteed numbers of head and room counts; and

2. The University does not guarantee availability of facilities, food or lodging in excess of that required for 105% of said guaranteed numbers for head and room counts, respectively.

E. Cancellation:If the Purchaser cancels this agreement after the deposit date then deposit will be forfeited. If the Purchaser cancels this agreement within thirty (30) days of the first date appearing on the cover page, Purchaser agrees to pay an amount equal to 25% of total package price.

If Purchaser does not cancel prior to five (5) days before the first date appearing on the cover page, it shall be obligated as set forth in Section V, D above. In the event that the University is unable to provide part or all the facilities or services specified in this agreement, as set forth in paragraph I/II hereof, the University shall give prompt notice to the Purchaser of said liability.

F. Failure to Pay:Purchaser agrees that if it fails to pay the charges or any part thereof in accordance with this agreement, or if Purchaser violates any other provisions of this agreement, all remaining obligations of the University under this agreement shall, at the option of the University, cease and be terminated upon written notice mailed to the last known address of the Purchaser. In any case, all amounts owing to the University hereunder which are more than sixty (60) days past due shall be subject to a service charge of 1.5% of per month, constituting an annual percentage rate of 18%. Purchaser shall reimburse the University for all collection costs, including professional fees and other expenses incurred in enforcing collection of and all amounts owing hereunder, whether or not legal action is instituted. In the event suit or other action is instituted to enforce compliance with this agreement, Including, but not limited to the collection of any sums due and owing, the University shall be entitled to such sum as the trial court, and on appeal any appellate court, may adjudge reasonable attorney fees to be allowed in said suit or action.

VI. INSURANCEUser must furnish St. Mary’s University with a certificate of insurance evidencing commercial general liability insurance insuring the event contemplated by this agreement and also the contractual assumption of liability arising from this agreement with a limit of at least $1,000,000.00 combined single limit for bodily injury and property damage liability. Said insurance shall name St. Mary’s University as an additional insured utilizing an endorsement equal to or broader than form ISO CG 20 11 01 96 titled “Additional Insured-Managers or Lessor of Premises”, which is to provide protection for St. Mary’s University sole and/or vicarious liability associated with the premises.

The certificate must:

1. Reflect that the insurance policy provides contractual liability insurance coverage.

2. Reflect the date(s) of the event.3. Reflect that St. Mary’s is an additional insured on a primary basis.

A copy of the endorsement or coverage provisions that extend “Additional Insured” and “Contractual Liability” protection to St. Mary’s University must be attached to the certificate. Certificates that do not meet these requirements will be rejected.

VII. INDEMNITY AND DAMAGESPurchaser agrees that all participants are under the direct and complete supervision and control of

Purchaser. As such, Purchaser is liable for all damagers resulting from participant utilization of the facilities and services provided by the University. Purchaser will also reimburse the University for all damages to facilities and services of the University resulting from the use of those facilities and services by Purchaser and/or its participants. In addition, the terms and conditions of this agreement do not require the University to relinquish its control of its facilities and services to Purchaser. The University retains the right to require Purchaser, or any of its participants, to leave the University premises if the University feels that circumstances require it. The University assumes no responsibility for the loss or theft of personal property, or damage to personal property of Purchaser or any of its participants. Purchaser shall indemnify and hold harmless the University, its offices and employees, against any and all claims for loss, injury or damage to person or property, including claims of employees of Purchaser or its guests on or in University buildings, properties, or facilities. The University assumes no liability whatsoever for any property placed by Purchaser in University buildings, properties, or facilities.

VIII. ADDITIONS OR DELETIONSAny additional facilities and/or services not specified in this agreement may be subject to additional charges. These charges will be included in the balance due in the bill presented to Purchaser by the University pursuant to V, C hereof. Otherwise, any additions to and/or deletions from this agreement must be initialed and dated by both parties to be valid. All documents must be signed and initiated by the same individual.

IX. APPLICABLE LAWThe laws of Texas shall govern this agreement. The University is an equal opportunity institution and subscribes to all requirement of federal law not to discriminate with respect to students, employees, applicants, or University programs on the basis of sex, race, color, national origin, religion, age, handicap, or veteran status.

X. UNIVERSITY REGULATIONSPurchaser is required to adhere to all University policies, regulations, guidelines, and all local, state, and federal laws concerning health, safety, and public order. Failure to comply with these regulations may result in forfeiture of the privilege of using University facilities and services, or termination of this agreement pursuant to Section IX thereof. University regulations include but are not limited to the following in University building and on University property.

1. Male and female guests may share floors but have separate bathroom facilities. Shared rooms are reserved for married couples, or occupants of the same sex.

2. All individuals will abide by Texas law, federal law, and University regulations regarding intoxicants, narcotics, and drugs.

3. Children under the age of ten years may not be left alone in sleeping rooms. University regulations require adult supervisions, not that of an older child, for children under the age of ten years.

4. Firearms, weapons, ammunition, fireworks, explosives, and highly flammable materials are not allowed within the residence halls or buildings or on the grounds.

5. Bicycles are not allowed in any locations in the residence hall or dining room.

6. Animals are not allowed in any location in the residence hall or dining room except for service animals needed in cases of disabilities.

7. Hot plates or similar appliances are not permitted in rooms nor is any type of cooking allowed in any room except kitchen areas.

8. Remodeling or renovation of rooms or furniture, tampering with the electrical or mechanical fixtures in the rooms, placement of antennas for radios, television, etc. out of the windows, removal of or addition of furniture without arrangements with the Director for University Center & Conference Services is not

permitted.

9. Attaching any object to any University premise by nail, screw, or alteration of the premises in any manner whatsoever without the prior permission of the Director for University Center & Conference Services is not permitted. All material to be posted or distributed on or off campus must first receive approval by a designated professional in the Student Life Office. Sponsors of events or persons responsible for advertising are expected to contact the Director for University Center & Conference Services to be made aware of other guidelines.

10. Parking in the service or fire lanes adjacent to the residence halls is not allowed. All spaces indicated for handicapped parking must be reserved for vehicles with appropriate permits. Parking is not allowed in spaces indicated reserved for faculty and/or staff.

11. Tampering with, or removal of, windows or window screens from any part of any building is not allowed.

12. Tampering with the fire system or fire safety equipment is not allowed.

13. Removal of lounge or common area furniture is not allowed without prior permission from the Director for University Center & Conference Services.

14. The use and unlocking of common area doors which are to be continuously locked or locked at specified periods of time is not allowed. All external locks are to be locked at all times.

15. Gambling or solicitation in any form is not permitted.

XI. UNIVERSITY RIGHTSThe University may exercise the following rights:

1. To enter any room for the purpose of inspections, repair, or emergency.

2. To reassign participants within a residence hall, after timely notification, or in order to accomplish necessary repairs and renovation to the building.

3. To revoke the campus privilege including residency in or utilization of any of its buildings of any occupants whose conduct, solely in the University’s opinion, becomes injurious, potentially injurious, disruptive to the academic community, or in violation of University policies.

XII. USE OF THE UNIVERSITY NAMEUser will not use the name of St. Mary’s University in any advertisement material, brochure, mailer or any similar item in a manner that infers that the University is a sponsor/co-sponsor or in any way affiliated with the user group. The University’s name may only be used for reference of the event location unless written approval has been granted by a University official.

XIII. PARENTAL RELEASEPurchaser agrees that every minor child, unaccompanied by a parent, shall present to the University, upon arrival, a medical release for hospital treatment by a physician, signed by one or both of the child’s parents, to allow for treatment should accident or injury occur.

XIV. CURTAILMENTIn the event that University buildings, property, or facilities shall be destroyed or substantially damaged by fire or other causality, or in the event other circumstances render the fulfillment of the agreement impractical or impossible, Purchaser shall be obligated to pay the fees herein stipulated only for those services, activities, and events which shall have occurred prior to said causality or circumstances causing curtailment of this agreement.

XV. ASSIGNMENT PROHIBITEDThe Purchaser may not assign this agreement without the prior written consent of the University.

XVI. TIME LIMITThis agreement is not binding until countersigned by the St. Mary’s University of San Antonio. The University will honor its terms, the rates for charges, and the availability of facilities and services for fourteen (14) days from the date of mailing this agreement to its receipt back signed by Purchaser. After that it will be subject to change and availability.We, the undersigned, do hereby enter into this Facilities and Services agreement, as witnessed by our signature below.

_TASFAA Board________________Group Name

______________________________ _______________Representative of Purchaser Date

_______________________________ _______________Director, University Center & Conference Services Date

______________________________ _______________VP-Student Development Date

______________________________ _______________VP-Administration & Finance Date

St. Mary’s University Conference ServicesFacilities & Services Proposal

Purchaser: Texas Association of Student Financial Aid Administrators

Representative(s): John Wells

Arrival Date: May 19, 2009

Departure Date: May 22, 2009

Price per person: $83.17

Reimbursement items: SecurityA/V TechniciansLifeguards

Lodging Information Number of Rooms: 110 Rooms w/linens (70 singles, 40 doubles)

Hall(s) Used: Flores & Adele

First Available Check-In Date: May 19, 2009 – 4 pm

Final Check-out Date: May 22, 2009 – 12 pm

Total Number of Nights: 3

Purchaser will be charged an additional fee for each person checking in prior to the first available check-in time or checking out after the final check-out time.

Catering InformationNumber of meals: 3 Breakfast, 3 Lunch and 1 Dinner for 110 people

Facilities InformationFacilities to be used: University Center – A, B, C, D and Foyer

Total Package Price: $27,445.00Deposit: $ 6,861.25 (1/4 of Total Package Price)Reimbursement Items: TBDTotal Owed: $20,583.75

Agreement does not become effective until all parties have signed the agreement.

St. Mary’s UniversityConference Services 2009

Facilities and Services Agreement

I. STATEMENT OF AGREEMENTThis facilities and services agreement is made and entered into by and between St. Mary’s University, One Camino Santa Maria, San Antonio, TX 78228, hereinafter called University and conference group, hereinafter called Purchaser. The University agrees to provide facilities and services as listed below and the Purchaser agrees to compensate the University for those facilities and services in accordance with the terms and conditions listed below.

II. LODGINGA. The University agrees to provide lodging accommodations up to the number of rooms in the following residence hall(s) as listed on the cover page of this agreement. Rooms will be provided on the dates and times listed on the cover page.

B. Keys will be checked in and out by St. Mary’s University Summer Conference Staff.

III. FACILITIES AND EQUIPMENTA. The University agrees to provide facilities to Purchaser as follows: Meeting, food, and recreational facilities at standard rates.

B. The University agrees to provide equipment for use by Purchaser as follows: Audio/Visual equipment as needed at standard rates.

IV. FOOD AND SERVICE AGREEMENTSDining service arrangements must be made with Aramark. Other catering services may not be brought in from off campus.

The charge for food service shall be quoted by the Director of University Center & Conference Services or his/her appointee.

PLEASE CONTACT THE DIRECTOR AT (210) 431-2095

V. FINANCIAL ARRANGEMENTSA. Charges: All charges for facilities and services are subject to guaranteed head and room count numbers unless otherwise noted.

1. The charge for Lodging shall be as listed on the cover page.

There shall be a $45.00 charge for all lost keys, payable by Purchaser to the University. Keys not turned into the Office of Conference Services within 24 hours after check out shall be considered lost.

B. Deposit is equal to one fourth of total package price and is due no later than thirty (30) working days after the contract is signed, unless otherwise noted. Please make checks payable to St. Mary’s University.

C. Billing:After the completion of the conference, the University will provide Purchaser with a bill listing all charges and credits for the conference. Purchaser will pay the University for all unpaid charges within ten (10) days after receipt of the bill.

D. Guarantee:Purchaser will provide the University with guaranteed numbers for lodging and food service no later than twenty (20) working days before the earliest date of arrival. The charges for which Purchaser shall be liable will be based on said guaranteed numbers or actual head and room counts, or the amount shown in

paragraph E below, whichever is greater, with the guaranteed numbers for head and room counts subject to the following:

1. Amounts for charges shall be no less than 95% of the amounts computed using the guaranteed numbers of head and room counts; and

2. The University does not guarantee availability of facilities, food or lodging in excess of that required for 105% of said guaranteed numbers for head and room counts, respectively.

E. Cancellation:If the Purchaser cancels this agreement after the deposit date then deposit will be forfeited. If the Purchaser cancels this agreement within thirty (30) days of the first date appearing on the cover page, Purchaser agrees to pay an amount equal to 25% of total package price.

If Purchaser does not cancel prior to five (5) days before the first date appearing on the cover page, it shall be obligated as set forth in Section V, D above. In the event that the University is unable to provide part or all the facilities or services specified in this agreement, as set forth in paragraph I/II hereof, the University shall give prompt notice to the Purchaser of said liability.

F. Failure to Pay:Purchaser agrees that if it fails to pay the charges or any part thereof in accordance with this agreement, or if Purchaser violates any other provisions of this agreement, all remaining obligations of the University under this agreement shall, at the option of the University, cease and be terminated upon written notice mailed to the last known address of the Purchaser. In any case, all amounts owing to the University hereunder which are more than sixty (60) days past due shall be subject to a service charge of 1.5% of per month, constituting an annual percentage rate of 18%. Purchaser shall reimburse the University for all collection costs, including professional fees and other expenses incurred in enforcing collection of and all amounts owing hereunder, whether or not legal action is instituted. In the event suit or other action is instituted to enforce compliance with this agreement, Including, but not limited to the collection of any sums due and owing, the University shall be entitled to such sum as the trial court, and on appeal any appellate court, may adjudge reasonable attorney fees to be allowed in said suit or action.

VI. INSURANCEUser must furnish St. Mary’s University with a certificate of insurance evidencing commercial general liability insurance insuring the event contemplated by this agreement and also the contractual assumption of liability arising from this agreement with a limit of at least $1,000,000.00 combined single limit for bodily injury and property damage liability. Said insurance shall name St. Mary’s University as an additional insured utilizing an endorsement equal to or broader than form ISO CG 20 11 01 96 titled “Additional Insured-Managers or Lessor of Premises”, which is to provide protection for St. Mary’s University sole and/or vicarious liability associated with the premises.

The certificate must:

4. Reflect that the insurance policy provides contractual liability insurance coverage.

5. Reflect the date(s) of the event.6. Reflect that St. Mary’s is an additional insured on a primary basis.

A copy of the endorsement or coverage provisions that extend “Additional Insured” and “Contractual Liability” protection to St. Mary’s University must be attached to the certificate. Certificates that do not meet these requirements will be rejected.

VII. INDEMNITY AND DAMAGESPurchaser agrees that all participants are under the direct and complete supervision and control of

Purchaser. As such, Purchaser is liable for all damagers resulting from participant utilization of the facilities and services provided by the University. Purchaser will also reimburse the University for all damages to facilities and services of the University resulting from the use of those facilities and services by Purchaser and/or its participants. In addition, the terms and conditions of this agreement do not require the University to relinquish its control of its facilities and services to Purchaser. The University retains the right to require Purchaser, or any of its participants, to leave the University premises if the University feels that circumstances require it. The University assumes no responsibility for the loss or theft of personal property, or damage to personal property of Purchaser or any of its participants. Purchaser shall indemnify and hold harmless the University, its offices and employees, against any and all claims for loss, injury or damage to person or property, including claims of employees of Purchaser or its guests on or in University buildings, properties, or facilities. The University assumes no liability whatsoever for any property placed by Purchaser in University buildings, properties, or facilities.

VIII. ADDITIONS OR DELETIONSAny additional facilities and/or services not specified in this agreement may be subject to additional charges. These charges will be included in the balance due in the bill presented to Purchaser by the University pursuant to V, C hereof. Otherwise, any additions to and/or deletions from this agreement must be initialed and dated by both parties to be valid. All documents must be signed and initiated by the same individual.

IX. APPLICABLE LAWThe laws of Texas shall govern this agreement. The University is an equal opportunity institution and subscribes to all requirement of federal law not to discriminate with respect to students, employees, applicants, or University programs on the basis of sex, race, color, national origin, religion, age, handicap, or veteran status.

X. UNIVERSITY REGULATIONSPurchaser is required to adhere to all University policies, regulations, guidelines, and all local, state, and federal laws concerning health, safety, and public order. Failure to comply with these regulations may result in forfeiture of the privilege of using University facilities and services, or termination of this agreement pursuant to Section IX thereof. University regulations include but are not limited to the following in University building and on University property.

1. Male and female guests may share floors but have separate bathroom facilities. Shared rooms are reserved for married couples, or occupants of the same sex.

2. All individuals will abide by Texas law, federal law, and University regulations regarding intoxicants, narcotics, and drugs.

3. Children under the age of ten years may not be left alone in sleeping rooms. University regulations require adult supervisions, not that of an older child, for children under the age of ten years.

4. Firearms, weapons, ammunition, fireworks, explosives, and highly flammable materials are not allowed within the residence halls or buildings or on the grounds.

5. Bicycles are not allowed in any locations in the residence hall or dining room.

6. Animals are not allowed in any location in the residence hall or dining room except for service animals needed in cases of disabilities.

7. Hot plates or similar appliances are not permitted in rooms nor is any type of cooking allowed in any room except kitchen areas.

8. Remodeling or renovation of rooms or furniture, tampering with the electrical or mechanical fixtures in the rooms, placement of antennas for radios, television, etc. out of the windows, removal of or addition of furniture without arrangements with the Director for University Center & Conference Services is not

permitted.

9. Attaching any object to any University premise by nail, screw, or alteration of the premises in any manner whatsoever without the prior permission of the Director for University Center & Conference Services is not permitted. All material to be posted or distributed on or off campus must first receive approval by a designated professional in the Student Life Office. Sponsors of events or persons responsible for advertising are expected to contact the Director for University Center & Conference Services to be made aware of other guidelines.

10. Parking in the service or fire lanes adjacent to the residence halls is not allowed. All spaces indicated for handicapped parking must be reserved for vehicles with appropriate permits. Parking is not allowed in spaces indicated reserved for faculty and/or staff.

11. Tampering with, or removal of, windows or window screens from any part of any building is not allowed.

12. Tampering with the fire system or fire safety equipment is not allowed.

13. Removal of lounge or common area furniture is not allowed without prior permission from the Director for University Center & Conference Services.

14. The use and unlocking of common area doors which are to be continuously locked or locked at specified periods of time is not allowed. All external locks are to be locked at all times.

15. Gambling or solicitation in any form is not permitted.

XI. UNIVERSITY RIGHTSThe University may exercise the following rights:

1. To enter any room for the purpose of inspections, repair, or emergency.

2. To reassign participants within a residence hall, after timely notification, or in order to accomplish necessary repairs and renovation to the building.

3. To revoke the campus privilege including residency in or utilization of any of its buildings of any occupants whose conduct, solely in the University’s opinion, becomes injurious, potentially injurious, disruptive to the academic community, or in violation of University policies.

XII. USE OF THE UNIVERSITY NAMEUser will not use the name of St. Mary’s University in any advertisement material, brochure, mailer or any similar item in a manner that infers that the University is a sponsor/co-sponsor or in any way affiliated with the user group. The University’s name may only be used for reference of the event location unless written approval has been granted by a University official.

XIII. PARENTAL RELEASEPurchaser agrees that every minor child, unaccompanied by a parent, shall present to the University, upon arrival, a medical release for hospital treatment by a physician, signed by one or both of the child’s parents, to allow for treatment should accident or injury occur.

XIV. CURTAILMENTIn the event that University buildings, property, or facilities shall be destroyed or substantially damaged by fire or other causality, or in the event other circumstances render the fulfillment of the agreement impractical or impossible, Purchaser shall be obligated to pay the fees herein stipulated only for those services, activities, and events which shall have occurred prior to said causality or circumstances causing curtailment of this agreement.

XV. ASSIGNMENT PROHIBITEDThe Purchaser may not assign this agreement without the prior written consent of the University.

XVI. TIME LIMITThis agreement is not binding until countersigned by the St. Mary’s University of San Antonio. The University will honor its terms, the rates for charges, and the availability of facilities and services for fourteen (14) days from the date of mailing this agreement to its receipt back signed by Purchaser. After that it will be subject to change and availability.We, the undersigned, do hereby enter into this Facilities and Services agreement, as witnessed by our signature below.

_TASFAA______________________Group Name

______________________________ _______________Representative of Purchaser Date

_______________________________ _______________Director, University Center & Conference Services Date

______________________________ _______________VP-Student Development Date

______________________________ _______________VP-Administration & Finance Date

There being no further business, Rick adjourned the meeting at 11:16 a.m.