SHSAA EXECUTIVE MEETING
January 24, 25 & 26, 2002
Saskatoon Inn
Saskatoon

1. Meeting Called To Order
President Bob Coffin called the meeting to order at 7:05 pm. In attendance were Mary Linnell, Wade Weseen, Lisa Schwann, Kelly Bowers, Lorne Ulven, Greg Johnson, Kevin Vollet, Bill Crossman, Ralph Eliasson, Dan McDougall, Bryan Matheson, Larry Lafrentz, Kim Platt.

2. Adoption of the November 29 & 30, 2001 Minutes
MOTION by McDougall/Linnell to adopt minutes from the November 29 & 30, 2001 executive meeting. CARRIED

Review of the 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 will be added to the meeting action list.

3. Adoption of Financial Reports
The financial statements for the months of November and December were circulated and reviewed.

MOTION by Schwann/Weseen to adopt the November and December financial statements. CARRIED

4. Decisions/Directions
4.1 2002/2003 Budget
The executive reviewed the budget presented. After review and discussion the budget was approved and motions to increase fees marginally were made. The background and effect on districts and schools will be outlined in the motions to the AGM. The discussions from the 2001 AGM were considered. It was noted that the per student levy had not been changed in more than 20 years.

MOTION by Ulven/Vollet to accept the 2002/2003 Budget. CARRIED

MOTION by Vollet / Crossman that school team fees paid to the SHSAA be increased $2.00 per team effective September 2002. CARRIED

MOTION by Weseen/Crossman that district membership fees paid to the SHSAA be increased to $100.00 per 500 students (20 cents per student) effective September 2002. CARRIED

4.2 Strategic Planning
Two representatives from each SHSAA District, and representatives form Sask Ed, STF, LEADS and SSTA were invited to participate with the SHSAA Executive Council in the development of a strategic plan for the SHSAA. This meeting was held November 30 and December 1, 2001 and Lawrence Chomos, Region 4 Director, facilitated the meeting. The feedback from Strategic Planning sessions was formulated into a report and exercise for the executive council. The Strategic Planning committee will now produce a draft report for the April Executive Meeting.

4.3 SPEA Conference Request
SPEA is having Dr. Andrew Pipe as a keynote speaker at the Quality Daily Physical Education breakfast held during their conference May 1-3, 2002. Dr. Pipe is considered one of the pre-eminent speakers on the value of physical activity to youth and the long lasting benefits for a healthy society. SPEA asked for donations to help pay expenses for the speaker.

MOTION by McDougall / Vollet that the SHSAA make a contribution of $250.00 to SPEA. CARRIED

4.4 Eligibility Appeals
4.4.1 Balfour Collegiate
Balfour Collegiate submitted a request for exception to the eligibility bylaws on behalf of a student. The student enrolled in grade 10 in 1999/2000. The student had some difficulties in life, withdrew from school and is now back in school and seems to be progressing well. The school is requesting an exception to allow the student to participate in the fall semester of the 2002/2003 school year.

MOTION by McDougall / Ulven to accept the request for exception to the eligibility bylaws from Balfour Collegiate. DEFEATED

4.4.2 Watson School
A request was received from Watson High School on behalf of a student that attended school at Kelvington School for the 1st semester of 2001/2002 and has transferred to Watson High School for the 2nd semester. The student attended Kelvington School to obtain a class that was not available at Watson High School.

MOTION by Crossman / Weseen to accept the request for eligibility for Ashley McCoshen who transferred from Kelvington to Watson. DEFEATED

4.5 Wrestling
4.5.1 Bedford Road
Tournament Appeal The Bedford Road Tournament has been organized into two competitions, Elite and Novice. The tournament committee requested some modifications to the SHSAA weight classes in order to accommodate all of the competitors.

MOTION by Bowers / McDougall that the SHSAA sanction the Bedford Road Wrestling Tournament according to the guidelines provided by the school. CARRIED

MOTION by Eliasson / McDougall that the SHSAA strike a committee to review SHSAA wrestling rules and guidelines. CARRIED

4.5.2 U of A Tournament
The SHSAA received a Tournament Sanction application from the University of Alberta for a wrestling tournament. Policy does not allow the Association to sanction this event as they are a non-member of ASAA and they charge an entry fee.

5. Discussion Topics
5.1 Role of School Sport
Bryan Matheson attended a meeting in December hosted by the Department of Culture, Youth and Recreation to discuss the Role of School Report. The report was released about a year ago. It reaffirms the importance of extracurricular programs and noted that maybe these programs should be curricular. Office staff was instructed to send a letter to the government stating the view of the SHSAA on the Role of School Report.

5.2 SSTA Letter Dated January 7, 2002
A letter was received from the SSTA in regards to the strategic planning session held in December. The SSTA put forward a resolution supporting and encouraging the SHSAA to review a number of topics in the planning session.

5.3 Policy on Flash Photography
The SHSAA has developed a policy on flash photography for SHSAA Championships. Only SHSAA/host approved media personnel will be allowed near the playing area to take flash photography. Spectators will be cautioned about the use flash photography and will be allowed to take pictures from the spectator area.

MOTION Schwann / Johnson to accept the policy on flash photography. CARRIED

5.4 Policy on warm-up times at Provincial Volleyball
The SHSAA has developed a policy on warm-up times for the Provincial Volleyball Championships. Teams will be given a 5/5/5 warm-up time prior to their first match of each day. If the tournament falls behind time the warm up between games will be limited to a 3/3 warm-up (3 minutes for each team at the net).

MOTION McDougall / Vollet to accept the policy on warm-up times at Provincial Volleyball. CARRIED

5.5 Office Staff
The management committee discussed a variety of issues including the office make-up and brought forward suggestions for future development of the Association.

6. Committee Meetings
Time was allocated for a variety of committee meetings.

7. Information
7.1 Spring Assignments
The spring assignments for executive and office staff were reviewed.

7.2 Final Fall Sports Financial Report
The completed fall sport financial report was circulated and reviewed.

7.3 Sask Sport; Wist, Rook and Stinson Letters, et al
The following information was circulated to the executive: Sask Sport monthly Sports Page, football classification proposal from Troy Wist, concern regarding basketball rules from Gordon Rook, thank you letter from Barry Stinson.

8. Reports
8.1 Executive Reports
No reports.

8.2 Office Report
Harvest City Appeal
Harvest City Academy appealed the decision regarding reclassifying from 1A to 1AA. Harvest City's appeal was based on the fact that the 1A classification is not split evenly so a team would not have to be moved down for a team to reclassify up. The other issue for the Executive was whether 1A and 1AA are considered one classification.

MOTION by McDougall/Schwann to accept the appeal from Harvest City to reclassify from 1A to 1AA. CARRIED

Transfer Policy
The current transfer policy and the draft transfer policy that was discussed at the 2001 Annual General Meeting were discussed.

MOTION by Ulven / Eliasson to present the draft transfer policy to the 2002 AGM and include the provision that students that transfer be ineligible for 6 months. CARRIED

NIAAA
Bryan Matheson, Executive Director, is a lifetime member of the NIAAA. Through the Sport Legacy program at Sask Sport Bryan has signed over his NIAAA life insurance policy to the SHSAA.

Aboriginal Sport Advisory Committee
Sask Sport has formed a Sport Advisory Committee for the First Nation and Metis organizations and the SHSAA was requested to have a representative on this committee. The committee is planning an Aboriginal Sport Conference. The SHSAA will promote and present school sport at this conference.

Canadian Sport Policy
An Action Plan for Sport and the Canadian Sport Policy were circulated to the executive. Bryan participated in a discussion group called by the Department prior to presenting Saskatchewan's response to the next phase in development. The process is moving slowly within government circles.

Billings, Montana
Larry Lafrentz, Assistant Executive Director, and Mike O'Donnell, Regina Commissioner of Athletics, will be travelling to Billings, Montana to meet will Dave Williams, High School Athletic Director, to a First Nation School to meet with the Principal and Superintendent, to the University of Montana and the Montana Athletic Association. They will be seeking information on High School Athletics in the United States and keeping first nations students interested in school sport.

8.3 Committee Reports
Coaches Symposium Committee
The 2002 Coaches Symposium will be held at Marion Graham. Everything will be finalized by the end of March and registration forms will be included with April Bulletin.

Finance/Management Committee

Annual Meeting Governance Committee
The committee recommended the policy to continue with the host district providing their services for the straw vote sessions. This was valuable and the executive would like to continue with the same structure.

The SHSAA office was instructed to work more closely with the organization committee on all aspects of the meeting. In addition a letter is to be forwarded to all districts reminding delegates of protocol expected when participating in the AGM. A suggestion to have all motions brought to the floor for discussion and voting will be studied by the committee. This would eliminate small group meetings and require a change to the agenda format.

Awards Committee
This committee has been reviewing the awards program for the past couple of years. Two issues were thought to be the most urgent. They were the recognition of women in our Association and the inclusion of coaching awards. Recent requests by districts have suggested there are many people deserving of recognition. The committee is recommending that a Male and Female Coaching Award for each district be added to the SHSAA Awards program. The district would submit the names of 1 Male and 1 Female Coach similar to the present Service Award procedure. The criteria will include the following but be left to the discretion of the districts: demonstrates and teaches the SHSAA philosophy, has a successful program(s) for a period of time and promotes sportsmanship in the program and the school.

Strategic Planning Committee
The executive worked on the strategic planning process and the committee will now formulate a draft copy for the April Executive Meeting.

Classification Committee
This committee reviewed the current situation and the demographic outlook for the future. The large number of teams in the smaller classifications prompted the following proposal. Volleyball and basketball should each have 5 classifications and that the numbers should be set for each classification as follows:
Volleyball: 1A 1-19, 1AA 20-29,2A 30-49, 3A 50-159, 4A 160 +
Basketball: 1A 1-29, 1AA 30-49, 2A 50-99, 3A 100-249, 4A 250 +

This proposal will be presented to the AGM and will include the numbers of teams in each classification as they now exist and as proposed.

The committee will also review the Football 1A and 2A classifications and will provide a recommendation for the upcoming meeting.

Volleyball Committee
Swift Current and Wadena have sent in proposals regarding the classification structure. Schools in the 4A classification are open for change. The schools in the 1A to 3A classifications don't feel they need a change. The executive will review the philosophy of playoffs and review recommendations of the committee at their next meeting.

Basketball Committee
The committee is going to put together a report of the differences between FIBA, NCAA, NIAAA rules.

Wrestling Committee
A committee will be formed to discuss issues in wrestling. The committee will comprise of three executive members (Kelly, Lisa & Bob), office staff (Bryan), a representative from Saskatoon, Regina and Rural teams.

11. Next Meeting
April 12 & 13, 2002

12. Adjournment

MOTION to adjourn by McDougall/Schwann at 11:25am

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