Executive Meeting
December 5 & 6, 2002
Saskatoon Inn

1. Meeting Called to Order
President Mary Linnell called the meeting to order at 7:05pm. In attendance were Angela Tillier, Craig Oman, Bob Coffin, Ralph Eliasson, Kelly Bowers, Lorne Ulven, Lisa Schwann, Wade Weseen, Marvin Renneberg, Dan McDougall, Larry Segall, Bryan Matheson, Larry Lafrentz and Kim Platt.

2. Adoption of Minutes
The minutes from the September 8 & 9, 2002 Executive meeting were circulated.

MOTION by Weseen/Tillier to adopt the minutes of the September 8 & 9 Executive meeting. CARRIED

Action List
A review of the action list for office staff and executive from the previous meeting updated everyone on completed and pending tasks. Pending tasks for the office staff and the executive will be added to the June meeting action list.

3. Financial Report
The October financial statement was circulated and reviewed.

MOTION by McDougall/Oman to adopt the October financial statement as circulated.
CARRIED

Fall Championships Financial Report The Fall Championship Financial Report was circulated and reviewed. Overall the fall championships report shows a loss. Some of the factors are the increase in official's pay and the mileage accrued.

4.1 Assistant Executive Director
The SHSAA received applications for the position of Assistant Executive Director. Executive members that had applied for the position left the meeting for this discussion. The deadline for applications was November 29, 2002 at 4:00pm. The executive reviewed the short list committee, interview process, job profile, time lines and contract. The short list committee was scheduled to meet Saturday, December 7, 2002. The following motion directed that the office staff would develop a policy regarding conflict of interest to be brought forward at the next executive meeting.

MOTION by Ulven/Renneberg to direct office staff to develop a conflict of interest policy and present at the January meeting.
CARRIED

4.2 Sportsmanship Awards
The 2002 Sportsmanship awards for Soccer and Volleyball have been awarded. The recipients are: Soccer - Osler VCA and Yorkton Regional; Volleyball - Imperial, Rouleau, Gull Lake, Cabri, M.J. Riverview, Lumsden, Saskatoon St. Joseph, and Estevan. This program has been in existence for 7 years and not surprisingly the Association finds that we are beginning to return to many of the same schools.

4.3 Discipline Issues
Qu'Appelle Valley
The SHSAA received an Official report after a contest at the Whitewood Sr. Girls' Volleyball Tournament. The incident was investigated and the school principal had already suspended the student from school and removed her privileges to participate in interschool sport. No further action was taken by the SHSAA.

RHSAA
A report was received from the RHSAA regarding the misconduct of a coach. The district dealt with the initial investigation and it was recommended by the RHSAA that no further action was needed. The SHSAA Executive Director, upon examination of the incident determined that further action may be necessary and contacted the school. The principal was informed that coaches ejected from a contest must be held to a higher standard than student athletes that are ejected. Students are given an automatic one game suspension and it was recommended that the school impose a minimum of a one game suspension. A one game suspension was imposed on the coach by the school. The SHSAA Executive Director met with the coaching staff and the principal at a later date to discuss this issue.

4.4 ASAA Recruitment
The SHSAA received a letter from Rockglen School questioning the transfer of a student to Notre Dame Catholic High School in Red Deer. The Alberta Schools Athletic Association was contacted and the letter was forwarded. Further investigation into the possible recruitment issue was made by ASAA. The ASAA was not able to prove recruitment and the student is now participating in Alberta.

4.5 ASAA Court Case
The Alberta Schools Athletic Association ruled a grade 13 student from Ontario ineligible for a fourth year of interschool competition. The option for an appeal was not given by the ASAA and the parents went to court and appealed the decision. The judge granted the student a fourth year of eligibility. The decision was based more on process than policy and was not setting a precedent. The ASAA is appealing the decision.

4.6 School Board Amalgamation
With school board amalgamations come changes to district playoff structure. Districts are asked to plan ahead and deal with issues before they become a reality. The Moose Jaw School Division and Thunder Creek School Division will be amalgamating, effective January 2004. This amalgamation involves two SHSAA districts. As per usual practice the SHSAA will write to the School Boards asking opinions and providing suggestions. The Moose Jaw District and South Central District will also be contacted and asked for their input and comments.

MOTION by Eliasson/Weseen for the office staff to initiate contact with Moose Jaw School Division and Thunder Creek School Division regarding their amalgamation and changes within the SHSAA. A recommendation will be made for Moose Jaw District to become part of the South Central District.
CARRIED

4.7 Soccer Letters
There were two letters of concern received about the officials at the 2A Provincial Soccer Championships. The host commissioner, site coordinators and the SHSAA representative were asked for their reports. The SHSAA office responded to the letters. The letters, responses and reports were provided for the executive and discussed.

4.8 1A Boys' Volleyball
Due to an administrative error there were 13 teams that advanced to the Provincial 1A Boys' Volleyball Championship instead of 12. A triple knockout format was used to accommodate the 13 teams. Feedback was varied as the draw caused some different problems than we usually face and change at the last minute disrupted some planning.

4.9 School Plus Initiative
The School Plus Initiative was presented as a discussion topic for future meetings. The question the SHSAA needs to answer is the effects of this program on school sport and how to respond to the initiative. Further discussion will take place at the January meeting.

Aboriginal Sport Meetings
An Aboriginal Sports Conference was held in Saskatoon on September 25 & 26, 2002. There were about 200 delegates in attendance. There are plans to have an Aboriginal Sports Conference about every 18 months. Bryan Matheson, Executive Director, represented the SHSAA at this conference.

Saskatoon Inn
The SHSAA has renegotiated a contract with the Saskatoon Inn, Regina Inn, and Imperial 400 (Howard Johnson) Hotels. Hotels are using a floating rate that provides those that book early when there are lots of rooms a lower rate and as the hotel fills up the price of the rooms increase. Forward planning now becomes even more important for school teams.

Bulletin
The September Bulletins are usually handed out at the Fall District Meetings along with the SHSAA Handbook & Directory. This year the bulletins were not mailed to the schools until mid September. There were no requests for the bulletin at the Fall District Meetings and there were no phone calls to the office with regard to the lateness of the mail-out. The information published in the Bulletin is also posted on the SHSAA website. It would appear the value of the publication is waning and needs to be reviewed by the Association. The office will provide a financial update and a recommendation for discussion at the January meeting.

5. Information
Host schools did an excellent job in hosting the Fall Provincial Championships. The Executive and Office Staff prepared reports for the Fall Championships that each attended. These Fall Sport Reports were circulated and reviewed. Some comments and discussions from the reports were:

• Madge Lake Golf Club is not an ideal host facility for high school golf events. The slope of the fairways and the frequent hidden holes provide a great challenge to the players and to the host as spotters are required on many of the holes.
• The Cross Country championship was exceptionally well organized. The coaches suggested having a 15-minute district team meeting prior to the start of the competition.
• The lack of local (accredited) officials being used at championships is a concern.
• Young, less experienced officials need to be used to continue to development of officials.
• There are a small number of schools participating in the 2A Soccer category.
• There was concern about the field at the 4A Football Championship.

5.2 Executive Reports
CSSF
The Canadian School Sports Federation is planning to have a National High School Sports Week in October 2003. An executive committee will be looking into the planning for Saskatchewan. In 1998 the SHSAA held a High School Sports Week and there was very positive response.

The Canadian School Sports Federation has hired Sue Fleming of Ottawa on a contract basis to establish a business plan for CSSF. This is the first time in over 20 years the CSSF has paid an employee. Since 1980 the Federation has been run by the Executive Directors of each province. The CSSF membership fee has increased from $300 to $750. The 2005 Canadian School Sports Federation Annual Meeting will be hosted by Saskatchewan.

Officials Commissioner
Marvin Rennenberg, SHSAA Officials Commissioner, was directed by the executive to contact the Sport Governing Officials bodies and find out what they are doing for official development and how we can work together in developing officials. The Basketball and Soccer Officials groups were contacted. Official's development continues to be a concern and needs some concerted attention to bring forward some concrete plans for the future.

SPEA
The next SPEA meeting will be held Sunday, December 8, 2002. A report will be made following this meeting.

Coaches Symposium
The 2003 Coaches Symposium will be held August 18 & 19, 2003 in Saskatoon. The initial preparations were discussed and committee members were assigned tasks. This year Basketball will be highlighted. All basketball coaches will be sent registration forms. Pre-conference sessions will be held again this year.

High School Sports Week
A National High School Sports Week will be held in October 2003. The SHSAA committee will report at the January meeting

Hearing Committee
A review of the process used by the SHSAA in dealing with coaches discipline continues to be updated. The Hearing Committee will report at the January meeting

5.3 Non-Faculty Coach
The number of non-faculty coach applications received increases every year. There are a number of criteria that must be met before an individual can be approved as a non-faculty coach. This process is completed prior to the arrival of the form at the SHSAA office. The SHSAA does not check every application to make sure that the criteria is met. It is assumed that this process has been completed prior to the Principal and Director of Education signatures.

5.4 Sask. Sport Sports Page
The Sask. Sport Sports Page was circulated.

5.5 Star Phoenix Article - BRIT
An article written by Dave Deibert of the Saskatoon Star Phoenix was circulated and discussed. The article was in regards to the SHSAA not approving a New York club team to participate at BRIT. In 1988 and 1993 the same requests were received and the executive of the day granted the exceptions. A letter will be sent to Mr. Deibert regarding his article and explaining the SHSAA bylaws.

6. Decisions/Directions

6.1 Bids to Host 2002 Sand Golf
Bids to host the 2002 Sand Golf Provincial Championship were received from Canwood Community School and Raymore School. Raymore School will host this championship.

MOTION by Bowers/McDougall to award the 2002 Sand Golf Provincial Championship to Raymore School.
CARRIED

6.2 Bids to Host 2002 4A Boys' Soccer
Bids to host the 2002 4A Boys' Soccer were received from Swift Current Comprehensive, Warman High School and Yorkton Regional High School. Swift Current Comprehensive will host this championship.

MOTION by Eliasson/Schwann to award the 2002 4A Boys' Soccer Provincial Championship to Swift Current Comprehensive.
CARRIED

6.3 Request for Exception to the Eligibility Bylaws

6.2.1 Bedford Road
A request for exception to the eligibility bylaws was received from Bedford Road Collegiate on behalf of a student. The student was home-schooled by his parents until he entered Bedford Road Collegiate in September of 1999. At that time the student was placed in the Grade 10 Advanced Program. In his grade 11 year the student enrolled at Luther College in Regina to pursue studies in the International Baccalaureate program. During the first semester of the program the student withdrew for a number of reasons. The student returned to Saskatoon but did not return to school until the fall of 2001. To maintain the continuity of the advanced program the parents made the decision to keep the student out of school for the entire year.

MOTION by Coffin/Eliasson to approve the request for exception to the eligibility bylaws from Bedford Road Collegiate and grant the student eligibility for the first semester.
CARRIED

Birch Hills
A request for exception to the eligibility bylaws was received from Birch Hills School on behalf of a student. The student entered grade 10 in 1999 and is currently in grade 12. The school has identified a loss of opportunity to participate in school sport during the 2001/2002 school year while attending school in Vernon, B.C. The reason for the request is due to a withdrawal of teacher services in the Vernon area.

MOTION by Oman/Tillier to approve the request for exception to the eligibility bylaws from Birch Hills.
DEFEATED

LeBoldus
A request to clarify the eligibility of a student was received from LeBoldus High School. The school was asked to submit the students Saskatchewan Education transcript for interpretation. The transcript indicates that the student was granted credit for eleven grade ten classes outside of Canada during the 1999/2000 school year. This shows the student is in his fourth year of eligibility and therefore ineligible.

MOTION by Renneberg/Oman to approve the request for eligibility from LeBoldus High School.
DEFEATED

Tisdale
A request to clarify the eligibility of a student was received from Tisdale Middle & Secondary School. The student is a Mexican Exchange student. Documentation from her Mexican school as to her academic status has not been received. It is understood that the student has graduated from high school in Monterrey, Mexico. The school says that the High School education in Mexico is a two-year program. Based on the student's age the school is requesting approval for her to participate in high school sports.

MOTION by Coffin/McDougall to approve the request for exception to the eligibility bylaws from Tisdale Middle & Secondary School.
DEFEATED

6.2.2 Tranfer Request - Holy Cross High School
A request was received from Holy Cross and SSSAD to approve the transfer of a student from Eston Composite School to Saskatoon Holy Cross High School. Last year the student was traveling to Saskatoon three times per week to pariciptate in club wrestling since Eston does not have a wrestling coach. The student enrolled at Holy Cross High School for the 2002/2003 school year and would like to participate in high school athletics.

MOTION by Eliasson/Weseen to approve the transfer request received from Holy Cross High School.
CARRIED

6.3 Football Issues
There were a few issues that have emerged over the past year in regards to football.

• Concern was raised that a home team had a spotting booth and thus an advantage over the visiting team. The visiting team was not provided a spotting booth.
• Electronic communication was being used to communicate information from a coach to the quarterback. Safety is a concern.
• Spring camps - safety and out-of-season play After considerable discussion and direction the office staff was asked to create resolutions for executive motions to the Annual Meeting. The motions will be reviewed in April.

6.4 Executive Position
From previous meeting discussions the office proposed that an aboriginal representative be added to the SHSAA executive council. This proposal included a change in the current structure of the executive council. Further discussion took place and the proposal was referred to the January meeting.

6.5 Transfer Policy
The executive reviewed their position on a transfer policy and reaffirmed their belief that such a policy is required. A revised policy that uses a model from Alberta was studied and modified. This will be distributed to all schools and Members and posted on the website. The intent of the policy remains the same but the explanations and policies are more streamlined. Feedback will be requested by March 31, 2003.

6.7 Legion Athletic Camp - Peace Gardens
The SHSAA was approached with regards to the SHSAA endorsing the National Peace Garden Legion Athletic Camp. The SHSAA will circulate the information but our current policy is not to endorse particular camps.

6.8 College Mathieu - Volleyball Recruiting Pamphlet
The SHSAA was forwarded a College Mathieu pamphlet that had been picked up at the Regina airport. Concern was raised that this was a tool used to recruit students for athletic purposes. The pamphlet was circulated and discussed.

MOTION by Coffin/Rennenberg to send a letter of concern to College Mathieu indicating that recruitment for sports is in opposition to SHSAA philosophy and rules.
CARRIED

6.9 Late Fee Appeals
Late fee appeals from the fall sports were received from Balcarres, Blaine Lake, Green Lake, Lake Lenore, P.A. Vickers, Quill Lake, St. Louis, and Turtleford.

MOTION by Oman/Tillier to waive the $50.00 late filing fee for Balcarres Boys' Volleyball eligibility form.
DEFEATED

MOTION by Tillier/Schwann to waive the $50.00 late filing fee for Blaine Lake's Girls' Volleyball eligibility form.
DEFEATED

MOTION by Schwann/Segall to waive the $100.00 in late filing fees for St. Pascal's Boys' & Girls' Volleyball.
DEFEATED

MOTION by McDougall/Eliasson to waive the $50.00 late filing fee for Lake Lenore's Cross Country eligibility form.
DEFEATED

MOTION by Eliasson/Renneberg to waive the $50.00 late filing fee for Vickers School's Cross Country eligibility form.
DEFEATED

MOTION by Segall/Renneberg to waive the $50.00 late filing fee for Quill Lake School's Football eligibility form.
DEFEATED

MOTION by Tillier/Schwann to waive the $150.00 late filing fee for St. Louis Boys' & Girls' Volleyball eligibility forms and the E-10 School Enrolment Form.
DEFEATED

MOTION by Eliasson/Tillier to waive the $50.00 late filing fee for Turtleford's Boys' Volleyball eligibility form.
DEFEATED

6.10 Use of Grade 8's
Davidson
A request was received from Davidson High School to use a grade 8 student for boys' curling. The school has a successful basketball program, community hockey leagues and part-time jobs that take away a number of the students. There are 8 students that have shown an interest in participating in curling. Five of the eight students are in grade 7&8.

MOTION by Ulven/Schwann to approve the request from Davidson High School to use a grade 8 student for the Boys' Curling team.
CARRIED

Strasbourg, William Derby School
A request was received from William Derby School to approve 4 grade eight students for the Boys' Basketball team.
MOTION by Coffin/Weseen to approve the request from William Derby School for use of grade 8's.
CARRIED
The school will be informed they are only allowed to use 3 grade 8 students at any one time.

6.11 Gender Based Teams
A written request was received by Loreburn Central School regarding boys and girls playing on the same team. The office has received numerous phone calls on this issue over the past couple of years. Last year the school lost the Girls' Basketball team due to the lack of students. The co-op program was investigated but the towns close by were not interested as they all have enough players. A proposal regarding gender-based teams was circulated and discussed. Schools will be encouraged to offer opportunities for activities for each gender. If this is not possible schools will have the option to use students of the opposite gender on a team but that team must compete in the boys category or seek an opportunity for students to participate in gender specific activity through a joint sponsorship. This policy will be effective immediately and will be taken to the AGM for approval. Check the website for details.

MOTION by Eliasson/Schwann that the SHSAA adopt the circulated proposal regarding gender based teams.
CARRIED

MOTION Bowers/Ulven that the classification will be determined by the enrolment of both genders added together.
CARRIED

6.12 Coach/Supervisor for Individual Activities
There is a problem in regards to coach supervisors for individual activities. Students have been showing up at the provincial championships with their parents or in some cases on their own. This was happening because of the policy allowing a District coach to be responsible for all the students from the district. A proposal was circulated that states a division coach be responsible for students attending a district or provincial championship. It is recommended that a coach from each school attend. This proposal will be in effect immediately. Check website for details.

MOTION by Coffin/Weseen to accept the circulated Coach/Supervisor for Individual Activities proposal.
CARRIED

7.1 SABO
A contract was received from Saskatchewan Association of Basketball Officials regarding the selection and appointment of officials who will referee at HOOPLA. In the past number of years SHSAA and SABO have worked together in this respect. The contract outlines that SABO would take care of all aspects of the officials for HOOPLA. The SHSAA will not be signing the contract and will talk with SABO to re-establish our relationship.

7.2 Coaching in Our Schools Program
Ontario Federation of School Athletic Associations has developed a course for individuals coaching in Ontario schools. The course is a 7-hour coaching education resource program that provides a basic understanding of what is involved in coaching in school sport. The SHSAA will contact OFSAA regarding the costs involved in obtaining this program for use in by the SHSAA. Different areas of funding will be investigated.

7.3 Hosting Policy Guidelines
With the Provincial Championships being located in different centers every year there tends to be different expenses incurred. A policy regarding hosting guidelines was created and approved as policy when setting hosting guidelines.

7.4 Football Letter
A letter regarding football was circulated and discussed. The office provided a response and some of the concerns were recognized and will be implemented. The playoff structure for football will be revised. The conference crossovers will be changed. 7.5 Thom Collegiate Letter of Concern Re: Gordie Howe Bowl A letter of concern was received from Thom Collegiate regarding the condition of the field used for the 4A Provincial Football Championships. This concern has been raised with SSSAD. SSSAD will investigate other options.

7.6 La Loche Letter of Concern Re: District Track & Field
A letter of concern was received from La Loche Community School regarding the date of the North West District Track & Field meet. The North West District will be meeting on Tuesday, December 10, 2002. Contact has been made with the North West District and they are dealing with this concern.

7.7 NBA Banner Program
The NBA provides Sportsmanship banners to all members of the Canadian School Sports Federation. The SHSAA has chosen to not be involved in this program because of the sportsmanship banner program that is already in existence in Saskatchewan. The Dairy Farmers of Saskatchewan sponsor this program.

8. Old Business

9. New Business
Peer Mentorship Program
Leadership

10. Adjournment

MOTION by Oman/Coffin to adjourn at 4:30pm.

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