SHSAA EXECUTIVE MEETING
January 24 & 25, 2003
SHSAA Boardroom
Regina

1. Call to order
President Mary Linnell called the meeting to order at 10:00am. In attendance were Ralph Eliasson, Craig Oman, Wade Weseen, Lisa Schwann, Dan McDougall, Larry Segall, Marvin Renneberg, Kelly Bowers, Angela Tillier, Bryan Matheson, Larry Lafrentz, Kim Platt. A special welcome was extended to new SSTA Representative Connie Bailey.

2. Adoption of December Meeting Minutes
The minutes from the December meeting were circulated.

MOTION by Eliasson/Weseen to adopt the December 5 & 6, 2002 meeting minutes. CARRIED

Action List
The action list from the December meeting was circulated and reviewed. Pending tasks will be added to the January action list.

3. Adoption of Financial Statements
The financial statements for November and December 2002 were circulated and reviewed.

MOTION by Oman/Renneberg to adopt the November and December 2002 financial statements. CARRIED

4. Decisions/Directions:

4.1 Selection Committee Report
The SHSAA held interviews on January 4, 2003 for the position of Assistant Executive Director. There were many quality candidates. The committee short-listed and interviewed 5 people. Kevin Vollet was recommended by the committee to be hired as the new Assistant Executive Director. A Guidelines Policy will be created for hiring of future office staff.

MOTION by Schwann/Bowers to accept the recommendation to hire Kevin Vollet as the new Assistant Executive Director. CARRIED

4.2 2003-2004 Budget
The 2003-2004 budget was presented and reviewed. After discussions motions were made to increase the district fees to $1,500.00 and team fees to $35.00. Expenses have been rising over the past couple of years and therefore an increase in revenue is necessary to keep the budget balanced.

MOTION by Weseen/Schwann to raise the District Fees to $1,500.00 and Team Fees to $35.00 effective 2003-2004 school year. CARRIED

MOTION by Segall/Renneberg to approve the budget as amended. CARRIED

4.3 Strategic Planning
The Executive reviewed the strategic goals for the Association and has created an action plan.

4.4 SHSAA Bulletin Production
The SHSAA created and implemented a website about 3 years ago. All information and results are posted on the website and schools are now required to enter the team registration and eligibility forms on-line. Prior to the website schools received all the information in the bulletins. Two years ago a motion was made to decrease the number of publications from 6 to 3 per year as the need for 6 was no longer necessary. Due to the duplication of information in the bulletin and on the website a motion was made to discontinue producing the bulletin.

MOTION by Tillier/Oman to discontinue producing the SHSAA bulletin effective immediately. CARRIED

4.5 Eligibility Appeal - Leroy
A request for a student to participate in curling was received from Leroy School on behalf of a student that lives in Leroy but attends school in Lanigan for a special needs program.

MOTION by Weseen/Schwann to accept the eligibility request from Leroy School on behalf of a student that lives in Leroy but attends school in Lanigan for a special needs program. CARRIED

4.6 Eston - Ice Rental Request
A request was received from Eston Composite School for financial assistance for the cost of the Provincial Curling ice rental. The ice rental for the evening of Wednesday, March 5th through Saturday, March 8th will cost a total of $1,044.80. According to the host committee, due to the agricultural disaster that hit the area, requests for financial contributions, door prizes and other supplies have been limited.

MOTION by Eliasson/Oman that SHSAA pay $450.00 towards the costs of Provincial Curling ice rental in Eston. CARRIED

5. Discussion Topics

5.1 Role of the School Report - School Plus
The SHSAA has been in contact with Sask. Culture and Recreation in regards to the School Plus Initiative. This initiative incorporates interagency programs (Health, Justice, Social Services, Recreation) into the schools.

5.2 Officials Development
The District Officials' Commissioners met December 7, 2002 in Saskatoon. The minutes from the meeting were circulated. A few points discussed were: some officials are finding it difficult to get time off school on Friday's to officiate at tournaments; the formation of leagues would help the development of rural officials; pay an officials representative (contract basis) to organize and present clinics.

5.3 Track & Field - Douglas Park
The RHSAA has asked the SHSAA to look at altering the rotation for Provincial Track & Field so Regina could host in 2004. The track will be renovated for the Canada Summer Games hosted in Regina in 2005. Moose Jaw is in the rotation for hosting Provincial Track & Field in 2004. MJHSAD will discuss the possibility of change at their district meeting.

5.4 School Division Amalgamations
There are a number of school divisions considering amalgamations with a target date of January 1, 2004. An executive committee has been formed to discuss amalgamations and SHSAA district boundaries.

5.5 Volleyball Rotation
A request to reconfigure the new rotation for 1A volleyball was received from South East District, Weyburn Central School Division and Bill Crossman, Carnduff. The rotation was changed due to the addition of a fifth classification in volleyball at the 2002 AGM. The old rotation had South East (Midale Central School) hosting 2003 1A Girls Volleyball Provincials.

MOTION by Oman/Bowers to maintain current volleyball rotation as in Handbook. CARRIED

5.6 Transfer Policy
The Transfer Policy discussion paper was circulated to all members of the SHSAA at the beginning of January. A few responses have been received and these were discussed.

6. Committee Meetings
The following Executive committee meetings were held Friday evening:

a. Symposium
b. High School Sport Week
c. Hearing Process Committee
d. Basketball

7. Information

7.1 Website In-service for Executive
A website in-service for posting SHSAA results was given to the Executive.

7.2 Spring Assignments
The spring assignments for the office staff and executive council were reviewed.

7.3 Make It Happen - Government Report
Report circulated.

7.4 Sask. Sport News
The Sask. Sport Sports Page was circulated.

8. Reports

8.1 Executive - NIAAA Report
Mary Linnel, Ralph Eliasson, Bryan Matheson and Larry Lafrentz attended the NFHS Conference in San Antonio, Texas in December. Each gave a verbal report. Session notes are on file in the office.

8.1.1 District Meetings
The Section Representatives reported about district meetings attended. The business is as usual for most districts. Moose Jaw and South Central are discussing amalgamations.

8.2 Office

8.3 Committee Reports

Symposium
An update on the planning of the Coaches Symposium was given. The brochure will be forwarded to schools by Easter.

Hearing Process Review
Proposed changes to the policy were circulated. The committee will revise and present at the April meeting.

High School Sports Week
High School Sport Week will be held the week of October 18 - 25, 2003. Provincial Cross Country will be the kick-off and Provincial Soccer will conclude this celebration. The committee will design an 11X 17 poster to be distributed to all schools in September and an information brochure explaining High school sports Week and some suggested activities. Information will be posted on the website as soon as it is available.

Soccer Committee
The soccer committee discussed the overtime procedure. The use of sudden victory, the time allotted for overtime and shoot outs were brought forward. The committee will also check in regards to the coin toss at the beginning of the overtime.

Basketball Rules
The basketball rules will remain status quo.

9. Old Business
Newfoundland Sportsmanship Poster

13 - team draw created for the1A Provincial Boys Volleyball

The SHSAA has made contact with SABO with regards to HOOPLA officials. No response has been received.

10. New Business
The executive will extend an invitation to Kevin Vollet, the new Assistant Executive Director, to attend the remainder of the 2002-2003 executive meetings. The SHSAA will cover his travel expenses for these meetings.

MOTION by Bowers/Schwann to extend an invitation to Kevin Vollet to attend the remainder of the 2002-2003 executive meetings as an observer. All travel costs will be covered. CARRIED

11. Next Meeting
April 10 & 11, 2003, Saskatoon Inn @7:00pm

12. Adjournment

MOTION by Bowers/McDougall to adjourn at 12:40pm

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