VASFAA

BOARD - COMMISSIONER - COMMITTEE PLANS & REPORT FORM

(Add additional objectives and status reports as needed)

Committee: Site Selection Committee

Commissioner/Board Position: Pat Kelly/President-Elect

Year (e.g., 2005-06): 2006-07

Committee Members:

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Standard Goal 1: Utilizing appropriate resources, make recommendations to the Executive Board on potential conference sites and act as liaison between the Board, Conference Committee Chair and the hotel to facilitate an acceptable contract [Strategic Plan 4.5A (3), 4.6A (1)

Objective 1 (HOW the committee plans to achieve the stated goal): Will work with selected conference chair for 2007-2008 to begin examining possible sites for future conferences after the contract with the Hilton expires or in the event that the Board votes to go back to multiple conferences per year.

Status Reports of Objective 1 (Please report your progress toward achieving the stated goals – this is where the committee provides updates to the Board, including any suggestions or modifications to the goal and/or the Strategic Plan):

Date: 08-14-2006

Report :Review of possible sites has taken place and is currently on-going. Sites have been identified in Virginia Beach, Chesapeake, Williamsburg, Newport News, Richmond, Charlottesville, Roanoke, and Wytheville.

Date: 01-29-2007

Report: After several months of detailed discussions, presentation of the contract for the Annual Conference 2008 at the Marriott City Center in Oyster Point, Newport News, is ready for Board Action. The hotel has presented its contract and has eliminated room rental charges, agreed to keep hotel room rates at $109 a night during the conference, waived charges for the President’s Suite from Saturday through Tuesday, and has been flexible in their contract language regarding cancellation. Other sites at the Sheraton in Richmond, Colonial Williamsburg, Marriott Renaissance in Portsmouth, Embassy Suites in Hampton were reviewed but without as much success as the current proposed site. Conference dates were discussed to move dates to a Tuesday through a Friday due to a conflict with EASFAA. This conflict does not affect most of the lenders so conference dates will probably revert to the Sunday through Wednesday dates of May 18-21. Sites were visited by Karen Koonce (former VASFAA/SASFAA president), Melissa Barnes (current Board member), and myself.

Vera Ridick, current conference chair, has been canvassing sites in the western part of the state for the fall membership meetings, which would be viewed as a mini-conference. She presently is working with the Wyndam Hotel in Roanoke (formerly the Omni) and will be sending through the details of this proposal. The meeting is scheduled to take place the 15-16^th of November. A Board meeting would be scheduled for the afternoon of the 14^th or the morning of the 15^th. Room rates are $79 for a single and $89 for a double. The Board will take action on this proposal at the meeting of 1/31.

Date: 5-18-2007

Report: The Wyndam proposal was not approved, as of the 1/31 Board meeting, the student loan issues were starting to cloud the vision of the Board as far as vendor support. As of the writing of this report, a contract for the 2008 conference has not been signed, through no fault of the Association. The entire winter/spring has been filled with uncertainty as to what our budget for 2007-08 will be, due to the actions of the NYS Attorney General with the financial aid associations. These groups cannot take/use vendor support due to the Code of Conduct Statements the vendors and the schools have signed. The Board has been reviewing 2008 Marriott cost estimates to determine if the contract can be approved at a competitive price. The conference agenda, meals, speakers, and site may all have to be arranged differently so that VASFAA can afford the conference. Susan Walski, sales associate at the Marriott, has offered her assistance to us so that we can continue to plan and afford this site. After the Retreat, the 2007-08 Commissioner and Conference Chairs, as well as the President, will visit Susan and hopefully agree to a revamped conference contract. The summer Board report will detail the final contract negotiations.

Objective 2 (HOW the committee plans to achieve the stated goal): Will work with selected conference chair for 2007-2008 to begin examining possible sites for winter VASFAA Board meeting.

Status Reports of Objective 2 (Please report your progress toward achieving the stated goals – this is where the committee provides updates to the Board, including any suggestions or modifications to the goal and/or the Strategic Plan):

Date: 08-14-2005

Report: Am looking for information regarding winter Board meeting. Will discuss possible dates with the Board. Possible site will be the conference site for 07-08.

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Standard Goal 2:

Objective 1 (HOW the committee plans to achieve the stated goal):

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Objective 2 (HOW the committee plans to achieve the stated goal):

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Objective 3 (HOW the committee plans to achieve the stated goal):

Status Reports of Objective 2 (Please report your progress toward achieving the stated goals – this is where the committee provides updates to the Board, including any suggestions or modifications to the goal and/or the Strategic Plan):

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BUDGET

Item (Broad general categories) Cost

Board Approved Amount: $ 0

Date: 6/15/2005