SHSAA Executive Meeting
September 8 & 9, 2002
SHSAA Boardroom

Meeting Called To Order
President Mary Linnell called the meeting to order at 6:20pm. In attendance were Bob Coffin, Craig Oman, Ralph Eliasson, Lorne Ulven, Dan McDougall, Wade Weseen, Marvin Renneberg, Lisa Schwann, Angela Tillier, Kelly Bowers, Larry Segall, Bryan Matheson, Larry Lafrentz and Kim Platt.

1. Adoption of June Minutes The minutes from the June Executive Meetings were circulated.

MOTION by Coffin/Eliasson to adopt minutes from the June 2002 Executive Meetings. CARRIED

2. Discussion

2.1 Symposium Wrap-up
The Coaches Symposium was held August 19 & 20, 2002 in Saskatoon. Each year the SHSAA Symposium has increasing numbers in attendance and this year there were 163 delegates. The SHSAA forwarded Symposium brochures to each school and this year to all soccer coaches. Each year the committee will highlight a different activity. Overall the Symposium was a great success and the Committee will be meeting in December to start planning next year's conference.

2.2 District Meetings
The majority of the District Meetings were held the week of September 2, 2002 with 6 meetings held on Wednesday, September 4, 2002. The office staff was only able to attend 4 of these 6 meetings and, therefore, the North East and South East meetings were not attended. The Executive and Office Staff reported on the meetings attended. Following are a few of the concerns and comments that were brought forward. (1) There are a few districts that have used BCG, the SHSAA website developer, to create district websites and a few more are in the process of creating sites. These websites have been an excellent source of information for everyone. (2) The format at this year's Annual General Meeting was well accepted. (3) Junior High and K-9 Schools have been classified as 2A for volleyball and basketball in the past. With the classifications for basketball and volleyball changing the executive will review the classification of these schools. (4) Cross Country and Track & Field athletes are traveling to Provincial Championships with parents. The school is not sending a teacher coach or approved non-faculty coach with these student athletes. (5) The one team per school concept - Why are schools not able to field more than one school team? (6) Suggestion that the volleyball pay scale needs to be reviewed with changes made to differentiate between Level A and Level 4 officials. (7) District and Division meetings need to be more informative for new members.

2.3 Office Information
Alberta is currently investigating the recruitment of a Saskatchewan student by an Alberta High School. The SHSAA website will be undergoing some changes in the next couple of months to make it more user friendly for viewers and to add some administrative features for the office staff. BCG has offered two months of free service because these changes were not done before the beginning of the school year as agreed upon. Due to the fact that Bryan Matheson will be retiring at the end of June, he and Larry have switched duties in the office.

MOTION by Bowers/Schwann that the SHSAA mail out 3 calendars to each school principal before the first day of classes. CARRIED

2.4 Jr. High Teams - Classification
In the past Junior High teams have been classified as 2A, a decision that was made in the early 90's and has been continued. This policy has been reviewed due to the change in classifications for basketball and volleyball. These teams consist of grade 9's and possibly a few grade 8's. Although strong programs might exist for these schools they are still at a disadvantage when playing against stronger, bigger grade 11 and 12 students. The following decision was reached.

MOTION by Eliasson/Coffin that Junior High Schools compete in the classification that their grade 9 enrollment places them. CARRIED

Use of Grade 8's
The Bylaw regarding use of grade 8 students is for 1A schools. This bylaw will stay as is even with the change in classification for basketball and volleyball. Junior High Schools will only be allowed to use Grade 8's if they fall in the 1A classification. Other requests will need to be ratified by the Executive Council.

2.5 Exchange Students - Eligibility
A request for exception to the eligibility bylaws was received from Turtleford School on behalf of a student who is attending school in Germany on a one year Rotary Exchange. The student entered grade 10 in 2000 and will be completing her grade in the 2003-2004 school year.

MOTION by Coffin/Oman to deny the request for exception to the eligibility bylaws from Turtleford School for Kristen Range. CARRIED

2.6 Transfer Students
Transfer students are brought to the attention of the SHSAA when the new school enters the student information onto the website. The school is asked at this time to forward in writing the students name, students birth date, school previously attended and the reason for the transfer. If the reason for transfer does not fall under the bylaws as stated in the handbook the office will investigate. The principal of the school previously attended is contacted

2.7 Transfer Policy
The transfer policy brought forward at the Annual Meeting in June was tabled. The SHSAA will be informing the members, School Boards, of the reasons for the policy and clarify the intent of the policy.

Alberta Policy
Alberta Schools Athletic Association passed a transfer policy at their Annual Meeting and this policy took effect in the 2002-2003 school year. The policy is similar to the SHSAA policy that has been presented but it does not include all the exceptions. There are a few differences that we could adopt to make our policy better. Those attending the CSSF meetings will talk with ASAA delegation at the Canadian School Sports Federation Annual General Meeting being held in October and will bring back information to the December Executive Meeting.

Review of AGM Small Group Meetings
Track & Field
- Student athletes are not allowed to bring their own implements. Should we look at allowing implements to be brought in?
- The Most Improved District award should be based on the percentage of increase not just by points. Check out the Kirkpatrick award system.
- There was a request to post the districts and their colors on the results board.
- The SHSAA will investigate the purchase of a portable results board.
Cross Country
- Should students be wearing district or school uniforms? They are representing their school for the school team championship.
- Can athletes go to provincials with a district coach? The bylaw regarding coach supervisors for individual activities needs to be reviewed.
Basketball
- Brian Nicurity, Executive Director for Basketball Saskatchewan, is on a committee that is looking at establishing Canadian wide rules. This process is very slow and may not meet our needs.
Soccer
- It is important for small centers to host. Large centers are good periodically.
- Are rural officials getting a chance to officiate at Provincials?
- Soccer is growing!
Curling
- Should all 3 be hosted together or separate? The membership should decide.
- District playoffs need to be looked at because of the large number of teams competing.
Golf
- Saskatchewan Golf Association has a concern with the number of girls participating in their events. They only had 28 girls participate at the Junior Girls Championship. They are looking for ideas on how to improve their numbers.
- SHSAA numbers for girls have increased over the past number of years. They do not seem to be a problem for the Association.
Football
- Recruitment of officials is an issue.
- Spring Camps have become more that teaching the sport to new players. Some schools are playing games against other schools, which is out of season.
Officials
- The $40.00 registration fee with SABO is too much for those basketball officials that are only doing a couple of games a season.
- Need to recruit more officials and have them registered. - On-line registration was emphasized at District Meetings.
- Suggested that the SHSAA look at some kind of recognition for officials.

Role of the Executive
Setting deadline for Executive position nominations was discussed.

MOTION by Coffin/Ulven that Executive position nominations be accepted at the Annual General Meeting until 3:00pm on the first day. CARRIED

MOTION by Ulven/Renneberg that an individual running for an executive position cannot be awarded a Merit Award in the same year. The award would be given the following year. CARRIED

2.9 Championship Banners
A suggestion was brought forward to increase the team fees to cover the cost of Provincial Banners. The SHSAA would purchase banners for each team activity and present to the provincial champion during the awards presentation. No direction for action was given to the office staff.

2.10 Hosting Policies
With the Provincial Championships being located in different centers every year there tends to be different expenses incurred. The office staff will establish policy guidelines for hosting to be approved by the executive at the December Executive Meeting.

2.11 Strategic Plan
There was discussion about creating a position on the executive council for an Aboriginal Representative. The office staff has been in contact with FSIN and has been attending Aboriginal Sports meetings. The SHSAA will be making a presentation at an Aboriginal Sports Conference on September 25 & 26, 2002. A report will be presented at the December Executive Meeting. It was suggested that the SHSAA possibly create a liaison with Sask. Learning. The SHSAA will keep with the current relationship. Invites are extended for Strategic Planning and Annual General Meetings.

2.13 Grey Cup
2003 The 2003 Grey Cup committee has asked the SHSAA to consider playing all the 2003 Provincial Football Championships during the week of Grey Cup at Taylor Field in Regina. The office informed the committee of some obstacles that would have to be overcome and are waiting for a response.

3. Financial

3.1 Review of Financial Statements
The financial statement for August was circulated and reviewed.

MOTION by Eliasson/Coffin to accept the August 2002 financial statement. CARRIED

4. Decisions

4.2 Host Sites for Future Events
Host sites for Provincial Sand Golf and Provincial 4A Boys Soccer have not been filled for the 2003/2004 school year. The SHSAA is looking for bids from those interested. Bids will be accepted until December 1, 2002. The decision will be made at the December 5 & 6, 2002 Executive Meeting.

4.3 Co-op School Programs
A request was received from Gravelbourg High School and Assiniobia Composite High School to co-op in football. Currently Assiniboia has a co-op with all the schools in the Red Coat Trail School Division. The addition of Gravelbourg would make the total enrolment numbers to be about 220. The classification for 9-Man Football is schools with a maximum of 250 male students. This addition of this co-op does not appear to affect the competitive balance.

MOTION by Coffin/Schwann to allow Gravelbourg to co-op with Assiniboia for football. CARRIED

A request was received from Regina Luther College and Regina Thom Collegiate to co-op in boys' volleyball. Luther has a football program which takes up a large number of the male students and therefore they have not been able to field a boys' volleyball team. Thom's volleyball program has been struggling for a few years.

MOTION by Eliasson/Schwann to allow Luther College and Thom Collegiate to co-op in boys' volleyball. CARRIED

4.4 Volleyball Provincial Hosting Rotation
The Provincial hosting rotation for volleyball has been changed due to the addition of a fifth classification. The rotation schedule has been updated in the Handbook and on the website.

4.5 CSSF Issues
The President of the Canadian School Sports Federation, Phonse Gillis, has resigned. Sue Flemming, who is from Ottawa, has been hired as an Assistant to the Executive Management Committee.

High School Sports Week
The CSSF would like to have each province hold a High School Sports Week and we would publish information nation wide. The executive has formed a committee to discuss a High School Sports Week. The SHSAA has done this in the past and it has been a success.

ISSF - Quebec gymnasia
Ontario and Quebec are involved in the International School Sports Federation. Sherbrooke, Quebec has applied to host the ISSF Gymnasiad in a few years. The CSSF has given their support to this bid although there are some philosophical questions to be discussed.

4.6 Eligibility
Walter W. Brown, Langham Walter W. Brown School in Langham has requested that they be allowed to use enrollment numbers after September 30. The current enrollment is 51 boys (Grade 10 to 12). There is a family returning to Burkina Faso, Africa around the end of September. The family has two boys (one in Grade 11 and one in Grade 12). With their enrollment at 51 this would place them in the 3A boys classification for basketball. If they are allowed to use the enrollment numbers after the family moves they would fall into the 2A boys classification for basketball.

MOTION by Eliasson/Ulven to deny request to use enrollment numbers after September 30 deadline because of a family moves. CARRIED

Evan Hardy Collegiate
A request was received from SSSAD and Evan Hardy Collegiate on behalf of a grade 10 student. The student attended Bishop Lloyd School in Lloydminster last year. This is a junior high school that goes up to grade 9. The student transferred to Evan Hardy Collegiate to participate in the elite club soccer program offered in Saskatoon. She was encouraged to go to Saskatoon by her soccer coach. The student is living with a family that has a girl on her Under 17 provincial team. This was not considered an issue because the eligibility period starts when a student enters grade 10 and in this case the student was required to register in a new school as her previous school ended at grade nine.

4.7 Guidelines for Hiring New Assistant Executive Director
The SHSAA will be hiring an Assistant Executive Director for the beginning of the 2003-2004 school year. Ads will be placed in the Teacher Classified sections of the Regina Leader Post and the Saskatoon Star Phoenix on October 26, 2002 and November 2, 2002. The posting for this position will also appear on the SHSAA website. Applications will be accepted until November 29, 2002 at 4:00pm. A hiring committee has been formed and will short list on December 7, 2002. Interviews will take place on January 5, 2003.

4.8 Meeting Dates
Friday, January 24th 10:00am Regina
Saturday, January 25th 8:30am
Thursday, April 10th 7:00pm Saskatoon
Friday, April 11th 8:30am
Monday, May 12th 10:00am Regina
Tuesday, May 13th 8:30am
Tuesday, June 17th 7:00pm Saskatoon
Wednesday, June 18th
Thursday, June 19th
Friday, June 20th

5. Information

5.2 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.

5.3 Executive Travel
The Canadian Schools Sport Federation Annual Meeting will take place October 2 - 6, 2002 in Banff and the NIAAA Conference will take place December 13 - 17, 2002 in San Antonio. The executive members were informed of the details and were given until September 23 to confirm attendance.

6. AOB
Basketball and Volleyball Reclassifications
The classifications for Basketball have changed effective this (2002-2003) school year and the volleyball classifications will change in the 2003-2004 school year. The new classifications will affect schools that have previously reclassified. These schools will be classified according to their current populations. Schools will be contacted to determine if they wish to reclassify according to the new structure.

Press Release
A press release from the STF was circulated.

Review of Hearing Process
A committee has been formed to review the hearing process. A draft proposal will be given at the December meeting.

Symposium Committee
The 2003 Symposium committee was formed. The committee will meet at the December Executive meeting.

CIAU Tie-Breaker System
A copy of the CIAU Tie-Breaker system was circulated.

MOTION by Oman/Tillier to use CIAU Tie-Breaker System for football. CARRIED

7. Adjournment
Meeting adjourned by Angela Tillier at 3:00pm.

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