SHSAA EXECUTIVE MEETING
May 16 & 17, 2004
SHSAA Boardroom

Call to Order
President Mary Linnell called the meeting to order at 4:05pm. 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 April 4th & 5th Minutes

MOTION by Eliasson/Segall to adopt the minutes of the April 4th & 5th, 2004 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 May meeting action list.

2. Reports

2.1 Financial Report

2.1.1 Tentative Report of Year-end Statement
The April financial statement was circulated and reviewed.

MOTION by Tillier/Oman to accept the April financial statement. CARRIED

2.2 Office Report

Restructuring Document
The restructuring document was well received. There were a number of written reports received from the membership.

5A Basketball
There is a movement by a few basketball coaches to change the 5A category and the way Hoopla is conducted. Concern was expressed regarding the expectation to raise share of gate receipts to pay for travel in one classification and whether an increase to six classes of basketball is warranted.

Relocating the Office
The office has had more discussions regarding a move to a new office space. The Dairy Farmers of Saskatchewan, Saputo and SHSAA have agreed that the Sask. Hockey building would suit everyone's needs. A verbal commitment has been made to go forward with a lease at this location.

Western Christian High School
The office staff was given a tour of Western Christian High School and the office space available for lease. Discussion took place on what the perception would be if the SHSAA office relocated to a school or school board office.

2.3 Executive Reports

2.3.1 Regional Badminton
Kevin Vollet, Assistant Executive Director, attended the Series A Badminton Regional in Gravelbourg. A verbal report was given. A written report of those individuals and teams from each of the regional advancing to the provincial championship was circulated.

2.3.2 Badminton
The office staff attended the Provincial Badminton Championship. The host site did an excellent job. There was numerous staff, student and parents working to put on this great event. One concern was that some of the competitors were not properly outfitted for this event. When approached all these competitors did change.

2.4 Committee Reports

2.4.1 Symposium
The Coaches Symposium brochures will be ready for distribution Monday, May 17. Letters will be sent to coaches of the various sports inviting them to attend the Symposium.

2.4.2 Basketball Rules
A basketball rules comparison paper was circulated. The paper compares FIBA, CIS (NCAA) and National Federation rules.

MOTION by Oman/Weseen to strike a committee to discuss the basketball rules comparison paper and come up with a recommendation for the executive. The committee will consist of 4 Basketball coaches/officials, a SABO representative, Wade Weseen, SHSAA Basketball Liaison, and office staff. CARRIED

2.4.3 School Sport Week
School Sports Week will be held October 16-23, 2004. This will be a national event initiated by the Canadian School Sport Federation. The SHSAA has forwarded a letter to the Premier asking to declare the week as 'School Sport Week in Saskatchewan'. Information and suggestions for School Sport Week will be forwarded to all schools.

3. Decisions

3.1 Eligibility Requests
There were no eligibility requests received.

3.2 Tournament Sanction Requests
There were no tournament sanction requests received.

3.3 Late Fee Appeal

3.3.1 Davidson Mixed Curling
A letter of appeal was received from Davidson High School for the late fee assessed for mixed curling.

MOTION by Weseen/Eliasson to withdraw the $50.00 late filing fee for Davidson High School Mixed Curling. CARRIED

3.4 South Central - Additional Referee Charge for Regional Basketball
A letter was received from the South Central District Athletic Association with regards to a bill they received from the SHSAA for the additional game fee that Regina basketball officials charge to officiate games. The Regina officials were used at a regional basketball tournament held in Notre Dame. South Central agreed to allow Regina officials to be used as it would be less expensive for the Association than paying mileage to the South Central officials.

MOTION by Oman/ Segall that all districts that use RABO basketball officials for playoff games will be responsible to pay the additional six-dollar game fee charged, by RABO, over and above the SHSAA game fee set in policy. CARRIED

MOTION by Weseen/Segall to discuss the SHSAA policy for paying officials with RABO. CARRIED

4. Discussion

4.1 Message Board

4.1.1 Melfort
A letter was received from Melfort Tiger Lily School Division with regards to the SHSAA policies and practices for the message board. The SHSAA office reviews all messages prior to them being posted on the website. The office will investigate the idea of individuals registering on the website prior to posting a message. Currently the messages can be posted anonymously.

4.1.2. Sport Camps
The office has been following the policy of not posting information about camps on the website.

MOTION by MacDougall/Tillier to continue with the office policy of not posting any sport camps on the website. CARRIED

MOTION by Oman/Nepjuk to investigate the possibilities of advertising on the website. CARRIED

4.2 Petro-Canada Proposal
The SHSAA office staff met with Doug Sargeant, Petro Canada representative, on May 13, 2004. A draft letter of understanding between Petro Canada and SHSAA was provided by Petro Canada. They are changing the discount from a percentage of fuel purchased to a discount of cents per litre. The amount of discount is under discussion. A pre-paid card was also introduced to the SHSAA. Schools would have to pre-sell the cards and would receive a 3.5% discount. Petro Canada removed a number of individuals from the program that were contributing. The SHSAA is waiting on a response from Petro Canada with regards to this issue. Petro Canada is to present a revised proposal based on the discussion held with the office.

4.3 Restructuring Proposal
The feedback to the restructuring proposal was circulated. It seems that the majority of the responses indicated 8 districts as opposed to 7 districts. There seems to be a split on the philosophies of the best teams and district representation. The office staff will rewrite the discussion paper based on the feedback from the membership.

MOTION by Eliasson/Moore to rewrite the discussion paper based on the feedback from the membership with the inclusion of a new map. The office staff will reconstruct the playoff structure for team activities to incorporate both philosophies. The sport specific sessions at the AGM will discuss the post district playoff structure for the specific activity. CARRIED

4.4 Adding/Deleting Activities
A draft proposal for adding and deleting activities was circulated. Changes will be made to the document and brought forward at the next meeting.

4.5 Coach Ejection Policy
A review of the coach ejection policy came up due to the sport of wrestling. The SHSAA policy is less restrictive than CAWA. The policy is not equitable among the sports.

MOTION by Eliasson/Nepjuk that the SHSAA follow the CAWA coach ejection rule for the sport of Wrestling. CARRIED

4.6 Annual General Meeting

4.6.1 Executive Roles and Responsibilities
The roles and responsibilities for the executive at the AGM were reviewed.

4.6.2 Resolutions and Executive Position on Resolutions
The resolutions for the AGM were reviewed and the executive position was noted.

MOTION by Tillier/Segall that the SHSAA hold two general sessions, a north and south meeting to discuss changes to classifications, the playoff structure and the rules source for basketball. A meeting will be held in the fall, information from that meeting will be passed on to the District President's meeting in December and another meeting will take place following the basketball season. CARRIED

5. Information

5.1 Correspondence Received

5.1.1 SSBA letter St. Paul's RCSD
A copy of a letter written to the School Boards Association was received from St. Paul's RCSD regarding the SHSAA Eligibility to Represent School Teams policy and how it violates the catholic school act. The office staff discussed this issue will Bill Wells, Executive Director of the Saskatchewan School Boards Association. Bill Wells responded to the letter and copied the SHSAA. A copy of the letter was circulated.

5.2 Correspondence from April Executive Meeting

5.2.1 Withdrawals from Regional Basketball
Letters were sent to the schools that withdrew from regional basketball waiving the $200.00 fine. Copies of the letters were included in the executive packages.

5.2.2 St. Joseph Wrestling
A second letter was received from St. Joseph High School with regards to the conduct of an official during a wrestling match at the provincial championship. The executive position has not changed from the May 6 response.

6. New Business

6.1 Lyle Sanderson Retirement

6.1.1 Provincial Meet
A group of people have initiated the Lyle Sanderson Foundation in honour of the Head Track & Field Coach at the University of Saskatchewan (1965-2004). The Foundation mandate is to raise funds to assist University of Saskatchewan athletes achieve excellence in Track & Field and Cross-Country running. A request was received from the group to include a Lyle Sanderson Foundation brochure, advertising the first AGM, in the coach's package at Track & Field.

MOTION by Weseen/Moore to give a Service Award to Lyle Sanderson at the Provincial Track & Field Championship. CARRIED

MOTION by Eliasson/Segall to include a Lyle Sanderson Foundation brochure in the Track & Field coaches packages. CARRIED

6.2 Cheerleading
Lana Welchman, Executive Director, Sask. Cheerleading Association, requested information the addition of activities to the SHSAA. The SHSAA is currently working on a policy and will respond to the request.

7. Next Meeting
Tuesday, June 22 @ 7:00pm
Moose Jaw Temple Gardens

8. Adjournment
Meeting adjourned by Weseen/Moore at 12.00pm.

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