SHSAA EXECUTIVE MEETING
May 12& 13, 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, Connie Bailey, Bob Coffin, Kevin Vollet, Bryan Matheson, Larry Lafrentz, Kim Platt.

2. a. Adoption of April Meeting Minutes
The minutes from the April meeting were previously circulated.

MOTION by Coffin/Oman to adopt the April meeting minutes. CARRIED

b. Review of the Action List
The action list was circulated and reviewed. Pending tasks will be added to the May Action List.

MOTION by Coffin/Schwann to adopt the changes to the medallist banners as per the office specifications. The colour of lettering for the Silver and Bronze medallist banners will be the only change. CARRIED

3. Adoption of Financial Report (March & April)
The financial report for March and April were circulated and reviewed

MOTION by Schwann/Renneberg to adopt the March and April financial statements as circulated. CARRIED

4. Decisions/Directions

a. Volleyball Rotation
Regina is in the 5A Girls' Volleyball rotation to host the Provincial Championship on November 14 & 15, 2003. Due to a conflict with Grey Cup and accommodations not being available a change has to be made. It was attempted to switch the host sites with the 2004 hosts in North Central. This was not plausible due to plans for a new gymnasium at one of the 5A schools. The next district is South East that may be in the same position as Regina regarding accommodations.

MOTION by Eliasson/Bowers to slide the 5A Girls' Volleyball rotation to accommodate Regina. DEFEATED

MOTION by Oman/Segall to move the 5A Girls' Volleyball Championship to November 21 & 22, 2003. If Regina does not choose to host on this weekend then the championship will come up for open bid and will be hosted on the weekend of November 14 & 15, 2003. CARRIED

b. SHSAA Hiring Guidelines
The Hiring guidelines were reviewed and approved with suggested changes.

MOTION by Tillier/Schwann to adopt the hiring guidelines as revised. CARRIED

c. North Battleford Comprehensive - Boys' Curling Reply
The SHSAA forwarded a letter to North Battleford Comprehensive regarding the conduct of students at the Provincial Boys' Curling Championship. Three of the team members were caught drinking at a social function hosted by the organizing committee. The coach was informed and took this matter to their principal. The boys were given a five day out of school suspension and each of them was required to complete an alcohol/drug assessment with the school addictions counsellor with mandatory follow-up counselling sessions. The boys also wrote apology letters to the school, school administration and the coach.

The SHSAA fully supports the actions of the principal and the school.

MOTION by Coffin/Schwann to send a letter to principal thanking for the sanctions placed on the students and no further action will be taken by the SHSAA. DEFEATED

MOTION by Schwann/Bowers to send a letter to the principal thanking for the sanctions by the school but also informing the school that the boys' curling team will be placed on probation for one year. CARRIED

4.1 Annual General Meeting

Forward Planning Sessions
There will be four forward planning sessions. Following are the sessions and the executive members running the sessions:
High School Sports Week - Kelly Bowers, Dan McDougall
Officials Policy - Marvin Renneberg, Craig Oman, Kevin Vollet
Restructuring - Larry Lafrentz, Angela Tillier
Transfer Policy - Mary Linnell, Ralph Eliasson

Committees
The following executive committees were struck for the AGM:
Nominations - Lisa Schwann, Connie Bailey
Resolutions - Angela Tillier
Hosting Bids and Rotation - Dan McDougall, Wade Weseen

Hosting Bids and Rotation
Some discussion on how to handle multiple hosting bids as sometimes happens in soccer and curling. It was determined to handle these bids individually. Schools that will be bidding to host will be given approximately 5 minutes for their presentation

AGM Banquet Program
Minor changes have been made to the agenda to include a program for retiring Executive Director Bryan Matheson. The Merit Award presentations will be made at the banquet. The Service Awards will be presented at the Friday President's Luncheon.

Executive Roles and Responsibilities
A memo will be forwarded to the executive outlining their roles and responsibilities at the AGM.

Elections
The Executive positions up for nominations at the 2003 AGM are Women's Representative, Section II, Section IV and Saskatoon.

Resolutions
Motions from previous executive meetings and committee reports were reviewed and endorsed by the executive.

MOTION by Segall/Tillier to change resolution 03/02/04 Note: …the team will be classified according to the male population. CARRIED

MOTION by Eliasson/McDougall that schools must apply to the SHSAA to have a Co-ed team. CARRIED

MOTION by Oman/Eliasson that a hosting grant of $500.00 (for equipment & facility) will be given to the host of Provincial Track & Field. CARRIED

5. Executive Reports

a. Coaches Symposium
The SHSAA Coaches Symposium will be held August 18 & 19, 2003 in Saskatoon. Basketball will be the activity highlighted at this year's symposium and a special invitation will be sent to all basketball coaches. Brochures will be sent to all schools by the end of May.

b. High School Sports Week
The SHSAA will highlight High School Sports Week October 18 - 25, 2003. All schools will receive posters and a brochure at the beginning of the 2003-2004 school year. A session will be held at the AGM to give details for this week. The poster will contain a collage of pictures and schools are asked to forward any pictures that would be fitting for the poster.

6. Discussion
6.1 Officials' Policy
An Executive committee met and will present a discussion paper at the AGM to find out the direction the membership would like the SHSAA to take.

6.2 Hosting Track & Field and Curling in Regina
Regina High School Athletic Association has requested to host the Provincial Track & Field championship in 2004 at the newly renovated facility in Douglas Park. Regina would also like to host during the same year as the Canada Games. Moose Jaw is currently in the rotation to host and are in agreement to allow Regina to host in 2004 but would like to host in 2005. Renovations are going to be done to the Moose Jaw track and they would like to utilize the newly renovated facility in 2005.

MOTION by Schwann/Eliasson to start a new rotation for hosting Provincial Track & Field. The new rotation beginning in 2004 will be: Regina, Moose Jaw, Saskatoon, Yorkton, PA. CARRIED

The RHSAA also requested to host all three Provincial Curling Championships in either 2004-2005 or 2005-2006. The RHSAA will be notified that a bid will have to be presented at the AGM.

6.3 Multiple Sportsmanship Banners for Hoopla and Soccer
The SHSAA presents Sportsmanship banners in the following team activities: Soccer (1 boys and 1 girls), Volleyball (1 per classification per gender), Curling (1 per classification), and Basketball (1 boys and 1 girls). A suggestion was brought forward by some individuals to have more Sportsmanship banners presented for the activities of soccer and basketball. After review and discussions it was determined to stay with the current number of banners.

MOTION by Eliasson/Oman to give one sportsmanship banner per gender at each provincial championship host site. DEFEATED

6.4 Restructuring of SHSAA Boundaries and Executive
The SHSAA has received responses from the Regional office for Northern Schools and from the Northern Lights School Division, regarding the possibility of a northern district. Plans are being made to meet with Missinippi and Beaver River Sport Associations to discuss this idea. The possible formation of a northern district is in conjunction with other restructuring proposals for the future of the SHSAA. A discussion paper on restructuring will be presented at the AGM.

7. Information
7.1 Sask. Sport Annual Meeting
The Sask. Sport Annual Meeting will be held June 14, 2003 in Regina. A representative of the SHSAA office staff will attend this meeting.

7.2 Human Kinetics Canada
Human Kinetics Canada would like to advertise their material on the SHSAA website in exchange for 10% of all sales. The office staff will investigate further.

8. AOB
Executive Assistant
Executive Director, Bryan Matheson presented a review of the period of employment and pay schedule for Kim Platt, our Executive Assistant. A recommendation for an increase in her salary was presented and accepted.

MOTION by Oman/Weseen to accept the recommendation to give a 2.5% cost of living increase to the Executive Assistant effective May 1, 2003

West Central Service Awards
The West Central District has requested permission to award two service awards at the 2003 AGM. The district had chosen an individual for the award and later found out that another individual they would like to present this award to will be leaving the district this year.

MOTION by Eliasson/Weseen to allow an exception for West Central, the host district, to present two service awards at the 2003 AGM. CARRIED

Students advancing in provincial playoffs
An inquiry from a Regional Tournament and also a question regarding current policy was posted on the SHSAA website message board with regard to students participating at a district or regional Championship with no intention of attending Provincial Badminton. Should students be able to participate, eliminate other students and then give up their spot to advance to the next round? Current policy allows students to compete to the highest possible level and then withdraw with no penalty provided proper notification is given.

Track & Field, Prince Albert
Armbands will be purchased and issued to all student athletes, coaches, officials and spectators at the 2003 Provincial Track & Field Championship.

9. Next Meeting
Saskatoon Inn: June 17, 2003 @6:00pm

10. Adjournment
Meeting adjourned by Tillier/Weseen at 1:20pm.

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