Executive Meeting
September 18 & 19, 2005
Regina/SHSAA Boardroom

Call to Order
President Wade Weseen called the meeting to order at 6:48pm. In attendance were Mark Edmonds, Brian Gislason, Lyle McKellar, Larry Segall, Angela Tillier, Jim Lissina, Marvin Renneberg, Barb Riley, Vicki Moore, Kevin Vollet, Larry Lafrentz, and Jessica Blair. Jack Nepjuk was absent from the meeting on Sunday.

1. Adoption of Agenda and June 21nd & 24th Minutes

MOTION by Lissinna/Renneberg to adopt the September 18 & 19, 2005 Agenda. CARRIED

MOTION by Lissinna/McKellar to adopt the minutes with changes from the June 21st and 24th, 2005 executive meeting. June 22/05 minutes, 2.24, should read the focus sport for Coaches Symposium will be Badminton. CARRIED

2. Reports

2.1 Financial Report
The August Financial Report was circulated and reviewed.

The question of increasing mileage rate for our executive council was raised. Current SHSAA policy is that mileage and per diem for executive council will be the same as those paid by the SSBA (Saskatchewan School Boards Association). Barb Riley, SSBA rep, indicated the rates have not changed.

Discussion took place regarding a possible sponsorship opportunity. Contact names were given for follow-up. The discussion turned to types of sponsorship; currently the Association has two types of sponsorship. (Program Sponsors and Event Sponsors).

MOTION by Edmonds/Gislason to adopt the August financial statement. CARRIED

2.2 Symposium Wrap up
A written report regarding the 2005 Coaches Symposium was circulated and reviewed. There were 133 delegates at this year's symposium. It was suggested that in the future all activities be kept in close vicinity to the host location to ensure the opportunity for delegates to be involved in all aspects of the symposium including the social. The 2005 executive committee will review the suggestions from participants. The committee will meet at the December executive meeting to start preparations for the 2006 symposium.

2.3 Executive Reports from District Meetings
There were 11 district meetings held between August 30 - September 13, 2005. Regina and Saskatoon District meetings will be held at the end of September. The office staff was able to attend all 11 meetings. The executive and office staff reported on the meetings. Following are a few things brought forward from the meetings:
· With the new 14-district model that takes effect September 2006 the lack of competition (teams) for district playoffs will become more acute.
· More questions about having multiple teams from a school participating in playoffs leading to the provincial championship. At present there is a ruling for curling only. In curling the policy is that if the district playoff allows for more than one team from a school then it is acceptable. If the regional and/or provincial playoff structure allow for more than one team then conceivably a school could have two teams at the provincial championship if they won the playoffs. The unwritten expectation has always been for a playoff at each level: school, school division, district, regional and provincial. Discussion from the executive council is that the Association may be best served by stating that only one team from the a school may participate in districts, regionals and provincials. This discussion was closed and referred to other business in the agenda.

2.4 Office Information
Information packages (newsletters, calendars, yearbooks and handbooks) were handed out to schools at the District Meetings. Those schools not in attendance at the District Meetings received their packages by mail. Packages were mailed to all board offices and PSGB's. The SHSAA will send another newsletter to schools and board offices in January. Preparation for the fall championships are well under way. Soccer and Football draws will be posted on the web site.

2.4.1 Review Newsletter
The September 2005 newsletter that was circulated to the schools was reviewed.

2.4.2 CSSF annual meeting
Plans for the hosting of the Canadian School sport federation annual meeting were reviewed and finalized. Saskatchewan is hosting the meeting in Moose Jaw September 28th to October 2nd.

3. Decisions

3.1 Eligibility Requests

3.1.1 LaLoche
The student approached SHSAA office seeking an exception to the eligibility rules. The student was informed that any request for interpretation or exception of the Bylaws must come from the school. The principal was contacted and to date a request ahs not been received.

3.1.2 Marengo
Marengo requested an exception to the eligibility bylaws on behalf of a student that choose to participate in a Rotary Club Exchange. According to the bylaws the period of eligibility for the student has expired, as this is the fourth year since the student entered grade ten. Discussion took place about the many choices students make that may not allow them to be eligible should they return for a fourth year following grade ten. It was emphasised that the Bylaw does not allow for three years of participation rather it allows for the opportunity to participate for three years.

MOTION by Tillier/Segall to grant eligibility for the student from Marengo to participate in interschool sport for the 2005-2006 school year. DEFEATED

3.1.3 Mount Royal
Mount Royal requested an appeal of the eligibility decision of a student that moved to Saskatoon from Afghanistan in November of 2003. The student's birth date is July of 1986 therefore the student is not eligible according to the Period of Eligibility Bylaw 2. b). The student's period of eligibility started September 2002. Thus he would NOT be eligible for the school year of 2005/2006. The family indicates the birth date should be July of 1989. No supporting documentation to the revised birth date was available.

MOTION by Tillier/Segall to grant eligibility for the student from Mount Royal to participate in interschool sport for the 2004-2005 school year. DEFEATED

3.2 Meeting Dates
The meeting dates for this year's executive meetings were set. Following are the dates:
December 1 & 2, 2005 6:00pm (Sun) Saskatoon
January 22 & 23 , 2006 6:00pm (Sun) Saskatoon
April 9 & 10, 2006 6:00pm (Sun) Saskatoon
May 18 & 19, 2006 6:00pm (Thurs) Regina
June 20 - 23 , 2006 10:00am (Tues) Estevan

3.3 Executive Assignments
The executive assignments for Provincial Championships were reviewed as well as the assignments for liaisons to the Provincial Sport Governing Bodies and or other organizations.

3.4 Bids to Host 5A Regional Volleyball
PA St. Mary submitted the only bid to host the 5A Boys north regional volleyball event.

Swift Current put in a bid to host either 5A boys or 5A girls Volleyball Southern Regionals. The office will approach Swift Current to get them to choose which one they would like to host. The office will then approach someone to host the others.

Yorkton regional will host the 5A Boys south regional.
Prince Albert Carlton will host the 5A Girls north regional.

3.5 Joint sponsorship agreements and requests
The office approved a joint sponsorship agreement between Notre Dame and Western Christian College for football. The executive raised questions regarding the proximity and practicality of this joint sponosrshiop. The office was directed to scrutinize future requests that involve schools within a city participating with a school located outside of the city, particularly if there may be an opportunity in closer proximity.

Western Christian College has requested to allow their school to field a soccer team made up of male and female players. This is allowed by SHSAA bylaws however the team must compete in the boys division. Western Christian is currently involved in a joint sponsorship for girls soccer with Sheldon Williams. Students from Western did not try out at Sheldon and now WCC is requesting to terminate the co-op in favour of a mixed team at WCC.

MOTION by Tillier/Renneberg to accept the co-op termination request, rescinding the Co-op between Western Christian College and Sheldon Williams girls soccer team. CARRIED.

4. Discussion

4.1 Direction from the Annual General Meeting

4.1.1 Review of AGM Motions
The office was directed to present a proposal for playoffs leading to the provincial championship in the 14-district model to take effect in September of 2006.

4.1.2 Review of Small Group Meeting Notes
Golf
- 5-year plan to host the next 5 sand provincials was presented by coaches at the AGM.
- Issue remains whether sand golf is a viable championship.
Soccer
- Three classifications appears successful.
- 8 teams at the provincial limits the number of schools able to host, may not have enough fields
- Lack of referees with the added class.
- Concern that officials coming form club system are not aware of SHSAA expectation for zero tolerance on foul language and 'trash talking'.
Football
- Not enough medals were awarded individually to the teams; a motion to hand out extra medals in each division was forthcoming.
- Questions raised regarding Football Saskatchewan activities. Football Saskatchewan is not involved in high school football as a controlling agency. Requested that the SHSAA request a representative from Football Saskatchewan to attend next year's AGM next year to answer questions.
- The discussion turned the blocking below the waist interpretation
Cross Country
- Need a good PA system.
- Ensure athletes are wearing their district uniform top through out the entire run.
- Need a large facility for the coaches meeting so all coaches can attend.
Volleyball
- Suggested to allow 1.5 hours for each match and cut down warm-up time.
Leads/Trustees
- issue about the cost of restructuring to SHSAA and SSBA
- With restructuring, sports may be way down on the list of priorities for new boards, need to keep interschool sport on the agenda.
Officials
- Pre-book officials for regionals where possible
- Discussion turned basketball officials and the controversy between the use of FIBA or National Federation mechanics. Suggested that only those officials that meet SABO requirements be allowed to officiate at HOOPLA.
Curling
- Dress code is working well and was well received by teams.
Basketball
- 6A basketball
Wrestling
- need more officials and female officials
- safety in gym (# of mats and #of entries, safety zones)
- Jack discussed the issue that rural teams are not invited to the city tournaments. He indicated Prince Albert may host a wrestling tournament for rural schools, hopefully the same weekend as Balfour's wrestling tournament. The officials association has committed to supplying qualified officials to work the event. The Executive Director reminded the Executive Council that previous executive had provided grants to schools that hosted interschool tournaments in activities that required support to develop a tournament. Examp0les were cited for initial support for curling and golf interschool tournaments that are now self-sufficient.

MOTION by Nepjuk/Gislason that SHSAA provide grant support of up to $500 to assist in organization and set up of a rural wrestling tournament. The grant would be available pending the submission of a budget and follow-up report that indicates the need for support. CARRIED.

Badminton
- officiating; concerns mostly over sportsmanship issues between players and with fans
- do we need a head official at all tournaments as right now the only place that this occurs is at the provincial level
- Concern over players competing at a district or regional level that have no intention of moving onto the next level (in individual sports, it is stated in our handbook that if the first place player can not attend provincials, the next highest ranking person goes)
- Discussion then went to how many officials there are for badminton, it was suggested that the office staff should not be put in the position of officiating as they were at the last badminton provincials. The office was directed to determine the availability and feasibility of officials for regional and provincial badminton. Direction taken.
Track and Field
- Posting of results needs to be more efficient.
- Coaches liked that the athletes got wrist bands, wondering why coaches didn't get one, the reason is because of cost
- Want to have scheduled relay practice on Saturday morning as they were too many athletes practicing at once and some near collisions have been noticed. Office directed to look into this and figure out the best option.

MOTION by Renneberg/Riley that the SHSAA office set up an in-service for the Hytek meet manager program used for provincial track and field, particularly for Moose Jaw and open it up for other interested individuals. CARRIED.

4.2 Executive council initiatives for current year

4.2.1 SHSAA Reorganization
Reviewed the handout.

4.2.2 Committee - Guiding principles for Provincial Championships
Discussion was to bring in a facilitator for a one plus day to discuss SHSAA philosophies as they relate to provincial championships and the Associations strategic plan. Some discussion took place over a needs assessment study. Determined that the first step would involve the facilitator session with the 2005/2006 executive council taking part. Possible dates are November 6 and 7, 2005. The office was directed to find a facilitator, and provide background information to the facilitator that will assist in the efficiency of the session to examine guiding principles of the Association.

MOTION by Lissinna/Moore to engage a facilitator to provide a session for the Executive Council to examine the future direction of the SHSAA by examining guiding principles for provincial championships. CARRIED.

4.3 School Sport Week
The executive discussed the action plan for the current year. Pamphlet will go out at the beginning of October, with additions.

4.4 Activity Issues

4.4.1 5A Basketball Playoffs
A playoff proposal has been received from one of the 5A schools. The proposal involves a 2nd chance opportunity for teams that loose the 1st game. Concern that no other playoff structure currently used in basketball allows for this opportunity. The number of teams involved is not known at this time. The office was directed to design the playoff as indicated by the job description for the executive director. It was the opinion of the executive council that this category should not be treated any different than other basketball categories.

4.4.2 Remembrance Day policy
Regional Volleyball is being played on the 12th, some are requesting to play it on the 11th. The executive director produced an earlier memo to school with regard to a policy for interschool athletic activities on Remembrance Day. The executive reaffirmed the policy. The policy is stated as follows:

The Saskatchewan High School Athletic Association has agreed with members of the Saskatchewan Legion that whenever possible SHSAA events will not be scheduled on Remembrance Day.

However, when Remembrance Day falls on a Saturday the following will apply to SHSAA events.
· Games may not start before 1:00 pm
· A remembrance service must be held in conjunction with the activity.

4.4.3 Football Officials
Saskatoon Football Association emailed the office to express their concerns with regard to the existing fee structure and mileage rate for football officials. Currently SHSAA policy allows the executive director to pay $0.25 per kilometre and $8.00 per meal for officials that travel out-of-town. The executive discussed that it may be necessary in all sports to increase the amount per kilometre for all officials. They directed the office to survey other jurisdictions regarding game fees fore officials.

MOTION by Segall/Renneberg to amend the SHSAA officials' pay scale policy to pay $0.30/km for all officials. CARRIED.

MOTION by Segall/Edmonds to amend the SHSAA officials' pay scale policy to pay a meal allowance of $10.00/meal. CARRIED.

4.4.4 Football Rule -Interpretation blocking below the waist rule
The Executive reviewed the letter the office put together and will send out to all schools regarding blocking below the waist in football. There were a few minor changes to the wording of the letter.

The interpretation is a follows:
Definition of Close Line Play Area:
The area is defined as 2 yards on either side of the line of scrimmage and tackle-to-tackle.
Twelve-man - Tackle to tackle.
Nine-man - the CLPA is the 5 offensive lineman (center, 2 guards and 2 ends) as long as these 5 are in formation taking their normal splits (1-2 yards from their closest inside man).
Six-man - the CLPA is the 3 offensive lineman (center, 2 ends) as long as these 3 are taking normal splits (1-2 yards from their next closest inside man).

*Players referred to as ends in 6 and 9 man games are not allowed to block below the waist if they are split out further than two yards from the nearest line player in the close line play area.

Ruling:
It is illegal for any player outside the CLPA to block below the waist. Only players lined up in the CLPA may block below the waist in the CLPA.

The intent of the rule is to protect the players from open field blocks below the waist. Only players that are normally lined up within the close line play area (interior lineman) may block below the waist.

Further Clarification on Boundaries of the Close Line Play Area:
The boundaries are further defined as the outside shoulders of the 5-man line in 12 and 9 man football and the outside shoulders of the 3-man line in 6-man football. It is illegal to block below the waist outside of these boundaries (i.e. any defensive player making an outside rush may not be blocked below the waist. Blocking below the waist is limited to inside rushes inside the CLPA).

MOTION by Segall/Edmonds to make above changes to this document. CARRIED.

5. Information

5.1 Correspondence
Documents were circulated.

Adjournment

MOTION by Moore/Renneberg to adjourn at 12:48pm.

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