Executive Meeting
January 25 & 26, 2005
Watrous Manitou Springs

Call to Order
President Mary Linnell called the meeting to order at 7:05pm. In attendance were Ralph Eliasson, Wade Weseen, Vicki Moore, Dan McDougall, Larry Segall, Marvin Renneberg, Jack Nepjuk, Angela Tillier, Craig Oman, Barb Riley, Larry Lafrentz, Kevin Vollet and Kim Platt.

1. Adoption of Agenda and December 4th & 5th Minutes

MOTION by Eliasson/Tillier to adopt the minutes from the December 4th & 5th, 2003 Executive meeting. CARRIED

1.1 Review of 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 January meeting action list.

2. Reports

2.1 Financial Report
The December financial statement was circulated and reviewed.

MOTION by Weseen/Nepjuk to adopt the December financial statement. CARRIED

2.2 President's Meeting
The minutes from the December District President's Meeting were circulated and reviewed. Concerns raised by presidents included: website accuracy of volleyball / basketball classifications; the Moose Jaw Public School Division does not allow schools to use 15 passenger vans; 5 volleyball classifications is too many; post district commissioner contacts on SHSAA web site.

2.3 Official Commissioners Meeting
The minutes from the December Officials Commissioners Meeting were circulated and reviewed. Some requests from the meeting are: the District Officials Commissioners would like to be contacted upon completion of the regional basketball seeding and informed of the tournaments being hosted in their district; investigate and put together a financial impact paper on per diems for the passenger(s) that travel with another official to a provincial championship; investigate the impact of changes to game fees, mileage and hotel rates; look at introducing an Officials Corner on the website.

2.4 Canadian School Sport Federation Winter Meeting
A written report was circulated and reviewed.

CSSF Awards Program
The CSSF has implemented an awards program. The Recognition Award is a certificate that can be presented by each province to someone with long service to provincial high school athletics. The executive has chosen to give this award to future SHSAA Merit Award recipients.

MOTION by Renneberg/Oman to give the CSSF Recognition Certificate to the Merit Award Recipients. CARRIED

School Sport Week
School Sport Week was a moderate success across the country. All the provinces are excited about being involved next year. CSSF is working to achieve a sponsor for School Sport Week. Recognition of SSW will be October 16th - 23rd, 2004. Posters will be created by the SHSAA and distributed nationally.

ISSF - Gymnasiade - Sherbrooke 2006
Quebec presented a request to the CSSF to have permission to apply for Associate Member status with International School Sport Federation. This would entitle Quebec to field a team and the other provinces would field a Canadian team for the Sherbrooke Gymnasiade. The request was turned down and Quebec was installed as the CSSF representative to the ISSF. The CSSF will re-evaluate their membership with ISSF at the 2006 AGM.

Meeting with Sport Canada
The CSSF is researching the opportunity for funding from Sport Canada. A proposal will be forwarded to Sport Canada for project funding.

Canada Games Council
Sue Hyland, of the Canada Games Council made a presentation on a new strategy and new programs. Canada Games Council has set out to help youth develop in non-game years. The Dreams & Champions program will be tested in Saskatchewan as part of the 2005 Canada Games. Canada Games Days will be visible in Saskatchewan as part of the In Motion initiative.

Provincial Reports
A summary of the Provincial Reports was circulated and reviewed.

2.5 Office Report
The SHSAA Newsletter was posted on the website and an email was sent to schools informing them of the posting. The office has dealt with a number of coach ejections since the beginning of December. The office staff has presented 9 of the 10 sportsmanship awards for volleyball. The final banner will be presented at Campbell Collegiate in February. The office noted the meetings and events attended since the December meeting.

2.6 Executive Reports

2.6.1 NFHS
The NFHS Director of Athletics Conference was hosted in Indianapolis, Indiana from December 13-17, 2003. Craig Oman, Ralph Eliasson, Larry Lafrentz, and Kevin Vollet attended this conference. Each gave verbal reports.

3. Decisions

3.1 Eligibility Requests
No eligibility requests were received.

3.2 Tournament Sanction Requests
There were no Tournament Sanction requests that needed approval by the Executive.

3.3 Late Fee Appeal

3.3.1 Regina Christian School
A late fee appeal was received from Regina Christian School. The school has no intention of competing in playoffs toward the provincial basketball championship and was not aware that they are still required to fill out the eligibility form.

MOTION by Tillier/Moore to waive the late fee for Regina Christian School Girls Basketball eligibility form. DENIED

3.4 2A Boys Soccer Host Bids - October 2004
Bids to host the 2A Boys Soccer Provincial Championship in October 2004 were received from Cando, Debden, Kipling, Lanigan.

MOTION by Weseen/Nepjuk to accept the bid from Kipling to host the 2004 2A Boys Provincial Soccer Championship. CARRIED

3.5 SABO Request
A proposal from SABO was reviewed at the December meeting. The proposal was for SABO to take care of all aspects of the Hoopla Officials - sending a nomination letter, selecting and assigning the officials. In the past the SHSAA has worked cooperatively with SABO in this process. The SHSAA response was to continue to be involved and work with SABO to improve the process. On January 20 the office forwarded the nomination letter to be signed by the SABO President. This letter is signed by both SHSAA and SABO and then forwarded to the District Officials Commissioners and District Referee-in-Chiefs. This letter was not returned but another proposal was received from SABO. The proposal now includes input from the SHSAA. There are a few things that were not mentioned in the proposal but the SHSAA is willing to work with the proposal on a one-year trial basis, for Hoopla 2004.

Another proposal was received from SABO with regards to using a 3 person officiating system at Hoopla. The request is to use this system in the 4A Boys and Girls semi-final and final games and the 5A Boys and Girls preliminary, semi-final, and final games. It was recommended that SABO and SHSAA split the cost of the extra official.

MOTION by Eliasson/Moore that we approve the request to use the 3-person officiating system for the 4A and 5A basketball classifications assuming SABO will cover the cost of the extra officials. CARRIED

3.6 Probation Appeal - LeBoldus
The LeBoldus High School boys' soccer team used a player from another school in an interschool competition. The school was put on probation for one-year. An appeal was received from the school.

MOTION by Tillier/McDougall to accept the probation appeal from LeBoldus High School and lift the one-year probation on the school. DEFEATED

3.7 Budget Proposal 2004-2005
The proposed budget for 2004-2005 was circulated and reviewed.

MOTION by Eliasson/McDougall to accept the 2004-2005 Budget as presented. CARRIED

3.8 Athens Olympic Camp
An executive committee (Vicki Moore, Dan McDougall, Larry Segall) has been set up to select and forward the applications of one male and one female student to the CSSF. The CSSF will review the 26 nominations received from the provinces/territories and will select the male and female delegates that will represent Canada at the 2004 Athens Olympic Youth Camp.

3.9 SMBA Request
A request was received from Saskatoon Minor Basketball Association with regards to posting a tournament on the SHSAA website. The tournament is being held at the end of March for boys and girls in grades 9/10 and 11/12. The SHSAA will not be posting this information on the website, as this may lead schools to conclude that the tournament was somehow approved by the SHSAA. The converse is true. The SHSAA wants schools to know that participation in this event is for club teams only, not school teams. Any teams that originate from a school program, and who wish to participate, must make certain that their school administration is aware that they have created a club basketball program in order to extend the high school season of play and to play against non-school teams.

4. Discussion

4.1 Restructuring Proposal
The office staff created restructuring proposals for 6, 7, 8 & 9 districts. The restructuring committee reviewed all of the proposals prior to the meeting and eliminated the 6 and 9 district proposals. The executive reviewed the 7 & 8 district proposals and directed the office staff to prepare the proposals for distribution to the membership.

4.1.1 South East
The South East District High School Athletic Association distributed a restructuring questionnaire to its members. The results of the questionnaire were compiled and their recommendations were forwarded to the SHSAA.

4.2 Coach Ejections/Suspensions
The Executive Director gave written and verbal reports with regard to four recent reports of coach ejection or alleged breach of the Bylaws. As a result of the incidents the SHSAA office has contacted Regina and Saskatoon Districts to review the process outlined in SHSAA Bylaws and their District Bylaws with regard to how these incidents will be dealt with. The procedures are detailed in the SHSAA handbook on pages 38 and 45.

4.2.1 Thom Collegiate
The Senior Boys Basketball coach at Thom Collegiate was ejected from a game in December. The RHSAA informed the SHSAA office that a one-game suspension was applied and served. The SHSAA concurred and no further action was taken.

4.2.2 LeBoldus High School
The Senior Boys Basketball coach at LeBoldus High School was ejected from a game at the Mount Royal Collegiate tournament in Saskatoon. The RHSAA applied a one-game suspension. The coach served the suspension and no further action was taken by the SHSAA.

4.2.3 Luther College
The Senior Boys Basketball coach at Luther College High School was ejected from a game in December. The RHSAA applied a one-game suspension. The coach served the suspension and no further action was taken by the SHSAA.

There was a misunderstanding by RHSAA with regards to the policy that deals with coach ejections. The District following the ejections gave each of the coaches an automatic one game suspension. Coach ejections are to be written up by the official and submitted to the SHSAA office.

When the SHSAA office receives a report it initiates an investigation of the incident and notification of the investigation is sent to the accused, their school and school board. Following consultation with the school the Executive Director must determine whether it is necessary to request an SHSAA hearing committee to resolve the matter.

4.2.4 Balfour Collegiate
An officials report was received with regards to verbal abuse of officials by the Balfour Senior Boys Basketball coach. The SHSAA office held an investigation and the Balfour Collegiate administration imposed a one game suspension on the coach. The Regina Association of Basketball Officials has indicated that they believe a lengthier suspension is required. RABO has forwarded a letter to RHSAA asking them to appeal this decision. RABO has also indicated to RHSAA that the officials will not officiate any games at Balfour Collegiate unless the decision is appealed. The Executive Director recommended that the SHSAA accept the suspension imposed by the school as a sufficient sanction.

MOTION by McDougall/Weseen to approve the one game suspension imposed on the Balfour Senior Boys Basketball coach and no further action will be taken by the SHSAA. CARRIED

4.3 Fan Ejection Policy

4.3.1 Balfour Collegiate
An officials report was received with regards to spectator conduct by a Balfour Collegiate fan. The officials tried to handle the situation by stopping the game, confronting the fan, and asking him to leave the gym. The fan refused to leave the gym. The officials chose to complete the few minutes left in the game.

The Executive Director recommended the following policy be added to the SHSAA Handbook:
It is the SHSAA position that if the actions of a spectator are deemed by the officials to be interfering with play or the official's ability to perform their duties that the game should be stopped. The host school should be asked to intervene to have the disruptive action stop and if appropriate issue a warning to that spectator. If the allegiance of the individual can be determined to be with the visiting team, it is appropriate to ask the visiting coach to intervene to stop the disruptive action. If the officials determine that the disruptive action is beyond a warning or intervention then they should ask the host school and/or the visiting coach (if appropriate) to see to it that the spectator leaves the premises. The officials having taken this action must not continue the game until their request has been fulfilled. The officials should not take it upon themselves to confront the spectator about their conduct or their removal.

MOTION by Oman/McDougall to add a policy for officials dealing with spectator conduct to the SHSAA Handbook. CARRIED

4.3.2 Lumsden High School
A letter was received from Qu'Appelle Valley School Division and RHSAA with regards to the physical attack on a student fan by a Lumsden High School parent fan. The parent has been banned from attending any extra-curricular activity at schools in the Qu'Appelle Valley School Division and RHSAA.

The executive discussed ways to promote sportsmanship and educate schools on how to deal with inappropriate conduct of fans. Suggestions were to give an in-service at the AGM, highlight sportsmanship in High School Sports Week, sportsmanship posters, review the 'Speak up for Sportsmanship' campaign.

4.4 Letters of Concern
LeBoldus High School and Winston Knoll Collegiate attended a non-sanctioned tournament at the University of Manitoba prior to Christmas. The office sent a letter of concern to each of these schools. The tournament sanction bylaw was reviewed with the schools.

4.5 NFHS - Module for Educators
Angela Tillier, Regina Representative, reviewed and reported on the National Federation of High Schools Module for Educators, the Ontario Coaching in Schools manual and a couple of videos from NFHS that promote high school athletics. The office staff was directed to investigate the cost of High School posters similar to the SSSAD poster and investigate having a photographer take digital pictures at provincial championships. The pictures could be used for the poster. An executive committee (Angela Tillier, Craig Oman, Wade Weseen, Dan McDougall, Kevin Vollet) was struck to develop a promotional video for SHSAA.

MOTION by Eliasson/McDougall to form a committee to develop a promotional video for SHSAA. CARRIED

4.6 Resolution - Jewellery
The office reworked the resolution with regards to jewellery. The following resolution will be put forward at the June AGM.

BE IT RESOLVED that the following be accepted as the policy regarding the wearing of jewellery during interschool athletic competition:
For the safety of the competitor and their opponents, all jewellery must be removed for any SHSAA sanctioned interschool athletic event except golf and curling.

MOTION by Tillier/McDougall to approve the jewellery resolution with changes. CARRIED

4.7 Grant for Symposium
A suggestion came from the December District President's meeting to increase the MAP Grant for the Coaches Symposium.

MOTION by Eliasson/Oman that the MAP Grant for the Coaches Symposium be raised to $600.00 per district. CARRIED

5. Information

5.1 Credit Union Sponsorship
The Saskatchewan Credit Unions have committed to sponsorship of the awards program for the 2004-2005 school year.

5.2 Sask. Athletics - New Executive Director
Lloyd Howey has joined Sask. Athletics as the new Executive Director.

5.3 Correspondence
The correspondence written following the December meeting was included in the meeting package.

6. New Business

6.1 Cross Country Date for 2004
Bob Reindl from Sask. Athletics contacted the SHSAA office in regards to the date for 2004 Cross Country. The SHSAA will contact the host site for the 2004 Provincial Cross Country Championship with regards to moving the date back one week.

MOTION by Eliasson/Tillier to move the 2004 Provincial Cross Country Championship to October 16 if it is possible for the host site. CARRIED

6.2 Shaunavon Host Site
The office received some concerns last year following the regional basketball championships about the size of Shaunavon High Schools gym. The office wrote a letter to the school raising these concerns. Following some recent verbal communication with the South West district, Shaunavon has forwarded a letter with concern about the possibility of not being able to host a regional tournament. The SHSAA when awarding the regional championships looks to the top four seeds to host, however has the flexibility to award to the top 8 seeds in an effort to distribute the tournaments across the province. The Executive Council directed the office to give Shaunavon the same opportunity to host as the other schools.

6.3 CSSF Invoices
Invoices were handed out to those executive members that attended the CSSF meeting in October to pay expenses over those covered by their PD fund.

6.4 Meaningful Playing Time
The notice of motion regarding Meaningful Playing Time, from the 2003 Annual General Meeting was discussed. This resolution as follows will be presented at the 2004 AGM.
NOTICE OF MOTION to the 2003-2004 AGM
BE IT RESOLVED that the following be added to the Guiding Principles of the SHSAA listed in the constitution. "Participation in school sport should be enjoyable and fulfilling. Student athletes should be assured of experiencing competitive educational opportunities through meaningful playing time."

SHSAA Executive
6.5 Coke & Pepsi Machines
Coke and Pepsi machines are starting to be removed from schools. The SHSAA will mention this to the Dairy Farmer's of Saskatchewan to determine if opportunities exist for milk product machines.

7. Adjournment

MOTION by Riley/Moore to adjourn at 2:45pm.

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