Editor's Embelishments

by Gary Spoales, VASFAA Voice Editor, Bank of America

Welcome to the final edition of the newsletter for 2002-2003.    We hope you enjoy the content of this fourth issue and again welcome your suggestions for future issues.  It may seem confusing however; the newsletter chair’s responsibilities cross over into the next year in this final issue.  The proposed schedule for next year will align the final issue closer to the end of the year and hopefully make more sense for the association scheduling process.  Sherwin Hibbets, our new VASFAA President has asked me to stay for his term of office.  I want to publicly thank him for his vote of confidence and hope to meet the challenge for another year.    If anyone would like to serve for next year, please contact me at your earliest convenience so that I can get you working on the next issue.  Send any comments, suggestions or submissions for publishing to me at: gary.a.spoales@bankofamerica.com or call me at 301-879-8008 with questions. 

Working on the newsletter this past year has reaffirmed some basic beliefs about being successful in volunteer endeavors.  For those who don’t know my background, I’ve worked for 22 years as a Financial Aid administrator, followed by almost 7 years with Bank of America; my how time flies.  During my College Administrative years, I chaired committees for VASFAA and other organizations; held leadership positions in Associations as President of Maryland and Chair of Tri-State and others; and learned a lot about seeking and obtaining personal contributions (work effort – not money – well that too via Development positions in VASFAA and EASFAA).  There are many guiding principles that might help us all be successful and your favorite may not be listed below, however, these are mine. 

1. The chair of a committee (any committee) can accomplish more, with less stress, when surrounded by willing committee members.  Don’t try to do it all yourself – a committee of one leaves no room for delegation.
2. Identifying good people is an important step but keeping them motivated and involved on a personal level is essential.  Keep in touch with them even when nothing is happening.
3. Posting a deadline is important and some will even put it on their calendar.  Reminding people in an amusing and encouraging manner is critical to achieve maximum feedback but not foolproof.  Offering a reward for information also works as we proved this year.  The reward issue had the largest number of contributors.
4. It is never enough to send one listserve message and expect a good response – plan and expect to send several.  Select some individual people to contact others personally for each activity as well.
5. The real secret is to get someone’s attention about something that they think is important – not everyone is motivated by what you think is important.  Chairing a committee can be very humbling in that way.
6. Make sure that you have the support of your boss and office peers and perhaps more importantly, your spouse or significant other.  It reduces the stress and makes you feel better about what you accomplish.
7. Face to face committee meetings often give way to impersonal and detached conference calls.  It takes great skill and planning to conduct effective conference calls as a substitution for committee meetings.  A minimum of two face-to-face committee meetings, although more costly and time consuming, are worth the effort in productivity and overall effectiveness.
8. Finally, parcel out the work – learn to delegate without losing control of what you need to accomplish.  People are happy to participate, and often only need to be asked.  Don’t be afraid to ask.

This past year as Newsletter Chair has been easier than I could ever have imagined.  I am looking forward to next year and working with most of the same committee members.  It was a pleasure to chair the committee when everyone was so committed to making it work.  Everyone is coming back but we are adding new members to enhance the group.  I owe each of the committee members for 2002-03 a great big thank you for their hard work, support and timely contributions.  The newsletter would not be the same without them.  We give a special thank you to Jolene Burke, our commissioner from last year and a source of great support with the Board.  Under Barry Simmons guidance and leadership, he allowed the Newsletter to undergo fundamental changes and the results appeared to meet his expectations.  We hope that it met yours as VASFAA members.   

In this issue, you will be able to catch up with Barry in his address from the spring conference; read about the many professional changes and opportunities in Virginia and hear a first hand account from a first time Committee chair and Board Retreat attendee.

During this coming year, it has been made increasingly clear that everyone’s efforts will be challenged to keep the neediest students in college.  Tuition increases in the 20% range at public institutions will tax your ability to maintain your professionalism, calm demeanor, and caring efforts.  You are likely going to be confronted by more students who seriously need help that may not be at your disposal.  The newsletter will share your stories of triumph and frustration if you submit them.  Innovative Solutions will be a new column as long as we get new material to print.  Welcome to the new VASFAA Challenge for 2003-04.  Are you up to the Challenge?