Executive Meeting
September 7 & 8, 2003
SHSAA Boardroom

Call to Order
President Mary Linnell called the meeting to order at 7:00pm. In attendance were Ralph Eliasson, Craig Oman, Wade Weseen, Vicki Moore, Dan McDougall, Larry Segall, Marvin Renneberg, Jack Nepjuk, Angela Tillier, Connie Bailey, Larry Lafrentz, Kevin Vollet and Kim Platt.

1. Adoption of Agenda and June 17th & 20th Minutes

MOTION by Eliasson/Segall to adopt the minutes from the June 17th & 20th, 2003 Executive meetings. CARRIED

2. Reports

2.1 Financial Report

MOTION by McDougall/Renneberg to adopt the July financial statement. CARRIED

2.2 Symposium Wrap up
A written report regarding the 2003 Coaches Symposium was circulated and reviewed. There were 113 delegates at this year's symposium. The 2004 executive committee will review the suggestions from participants. The committee will meet at the December executive meeting to start preparations for the 2004 symposium.

2.3 Executive Reports from District Meetings
There were 11 district meetings held between September 2 - 9, 2003. Regina and Saskatoon District meetings will be held at the end of September. The office staff was able to attend 10 of the 11 meetings that have taken place. There were 5 meetings held on Wednesday, September 3, 2003 and the office was able to make 4 of those meetings. Wade Weseen, Section III Representative, attended the North East meeting on behalf of the SHSAA. The executive and office staff reported on the meetings. Following are a few things brought forward from the meetings: (1) out of the 13 districts there are 10 new presidents; (2) some districts are holding new member in-services at the beginning of their meetings; (3) North East discussed putting forward a resolution for volleyball - the best teams advance to provincials; (4) more districts looking at setting up websites; (5) need to review eligibility deadline dates (set prior to first interschool contest of the year); (6) office will work with districts to arrange fall meeting dates and times.

Officials Report
Marvin Renneberg, Official's Representative, forwarded all the district referee-in-chief addresses and information to the Provincial Sport Governing Bodies. He reminded all the district officials' commissioners to set up officials' clinics prior to fall district meetings.

2.4 Office Information
Information packages (newsletters, calendars, yearbooks and school sport posters and brochures) were sent to schools in August before the start of the school year (the information in the newsletter is also posted on the website). The newsletter, calendar, yearbook and handbook will be sent to all board offices. The SHSAA will send another newsletter to schools and board offices in January. The SHSAA will increase the number of calendars per school (currently 3).

The Arima volleyball no longer exists it has changed to Asics. Arima has been taken over by ASICS, therefore the provincial ball will be provided by ASICS. SHSAA is in the process of drawing up a new agreement with Sport Logo, Just Volleyball and AQP. A suggestion was made to have a tournament ball (around the same price as last year's game ball) and a different Provincial ball. Also suggested was to adopt a coloured (red, white and black) game ball. Once the agreement is finalized there will be an announcement on the website.

The Yonex agreement to as the supplier of shuttles for high school athletics is up for renewal. The office has had contact with Yonex and will contact Black Knight and Carlton regarding a new agreement.

2.4.1 Review Newsletter
There were some changes to championship draws as printed in the newsletter. Changes have been made on the website. The district presidents and those schools affected will be contacted regarding the changes.

2.4.2 Board of Review
The office and executive council denied the request for exception to the eligibility bylaws for Kristin Range. The board of review granted an exception. Kristin Range was granted one year of eligibility (2003-2004 school year). Recommendations to improve the review process were made by the board of review for the executive council's consideration.

2.4.3 Host Locations for Provincial Championships
Host locations listed in the rotation were not able to host the 2003 2A Girls and 5A Girls Volleyball championships. Open bids were called for and received before the end of June. The bids received following the AGM were reviewed by the executive. Midale was awarded the 2A Girls Volleyball and North Battleford Comprehensive was awarded the 5A Girls

3. Decisions

3.1 Eligibility Requests

3.1.1 Kipling
Kipling School requested an exception to the eligibility bylaws on behalf of a grade 12 student. The student has attended several schools due to family moves. The student could have graduated in June of 2003 but was counselled to retake some Math and Science prerequisites. The student has participated in school sport since his arrival at Kipling School in 2002. The student chose to attend school for an additional year to retake classes. The school is requesting an extension of the student's eligibility for a portion of the 2003-2004 school year.

MOTION by Tillier/Bailey to grant eligibility for the student from Kipling School to participate in interschool sport for the first semester of 2003-2004 school year. DEFEATED

3.1.2 Swift Current
Swift Current Comprehensive requested an exception to the eligibility bylaws on behalf of a student who is repeating grade 12. The student attended Grades 1 to 12 at another school and is now repeating grade 12 in Swift Current. A history of bouts of clinical depression in his middle years was listed as a contributing factor to the student's academic problems. Sports have been a part of his life and have aided in his interaction with others. The student did participate in school sport as a representative of the previous school. The school was seeking eligibility for the 2003-2004 school year.

MOTION by Oman/Bailey to grant eligibility for the student from Swift Current Comprehensive School to participate in interschool sport for the 2003-2004 school year. DEFEATED

3.1.3 LeBoldus
LeBoldus High School submitted a request for exception to the eligibility bylaws on behalf of a student who entered grade 10 in 2000. The request was reviewed at the June executive meeting and was denied. At the beginning of September the office received a phone call from the student's mother. The procedure of an appeal was noted to the mother and the school. Nothing more has come forward.

3.2 Tournament Sanction Requests
A request to sanction the Bedford Road Collegiate Senior Boys Basketball Tournament was brought forward by the office because a team from Sydney, Australia has been invited to the tournament. It was determined that Scots College is a bona fide school and the office recommended that the tournament be sanctioned.

MOTION by Oman/Weseen to sanction the Bedford Road Invitation Tournament to be held January 8 - 10, 2004. CARRIED

3.3 Joint Sponsorship Agreements & Requests
A list of the current and pending joint sponsorship agreements and requests was circulated.

3.4 Late Fee Appeal
A late fee appeal was received from Arborfield School. The school has outstanding fees of $100.00 from 2001/2002 and $150.00 from 2002/2003. The school has requested that some of the late fees be waived.

MOTION by Moore/Segall to accept the request received from Arborfield School with regards to waiving late fees from the past two years. DEFEATED

MOTION by Renneberg/Oman to inform schools that any outstanding fees and fines from the previous year will make the school ineligible to participate until the fees or fines are received. CARRIED

3.5 Meeting Dates
The meeting dates for this year's executive meetings were set. Following are the dates:
December 4th & 5th, 2003 Saskatoon
January 25th & 26th, 2004 Watrous
April 4th & 5th, 2004 Saskatoon
May 17th & 18th, 2004 Regina
June 22nd & 25th, 2004 Moose Jaw

3.6 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.

4. Discussion

4.1 Direction from the Annual General Meeting

4.1.2 Review of Small Group Meeting Notes
Badminton
- The dress code should be mandated; schools should be able to purchase uniforms
- The provincial championship should not be held on the long weekend
- Students are allowed to attend division, district, and regional championships and can place 1st or 2nd and not advance thus allowing for the 3rd, 4th or 5th place to fill the spot
Basketball
- Conferences and leagues - could the SHSAA come up with a model; trapped in the tournament mode.
- Seeding - the district champions are ranked higher
- Walter Murray not suitable facility for Hoopla. Concern that the best venues not being used in Regina and Saskatoon. Process is that the host centre selects the venues depending on staff and student involvement to host.
- Some felt that the top 4 teams shouldn't be allowed to host regional championships, it should be on a bid process
Cross Country
- The awards presentation needs to be sped up. Announce 4th to 10th place and then slow down and take more time to announce the 1st to 3rd place awards.
Curling
- Length of the day; maybe fewer teams at the championship
- There are a number of rule changes; 4 rock rule - may need to allow more time for each game.
Football
- Concern for the provincial draw in 9-man football has 5 conferences and 2 conferences are chosen to compete in a quarter-final round.
Golf
- Integrity of scoring; discussion of having people to keep score but it is a learning experience for students
- Madge Lake - slow play, not appropriate for high school
- Sand - motion to AGM to delete as an SHSAA activity.
- Fewer schools involved and fewer schools able to host sand golf - monitor numbers and involvement
Soccer
- Collecting gate was difficult, there were a number of cars and money wasn't collected from the cars
- Officials - Saskatoon would not send officials to Lake Lenore and Muenster for the provincial championship if the lines people weren't certified

Track & Field
- Positive comments on wristbands
- Announcers were not consistent with using the school name or the district name
- Use a display board and list team colours
- more Sask. Athletic officials - 1 official for three throws, 1 for 3 jumps not enough
Volleyball
- Review playoff structure
- Philosophy - district representatives or best teams
- Pre-provincial playoffs for 5A - Regina and Saskatoon each have two representatives; if they were only given one that would eliminate the pre-provincial playoffs
Wrestling
- Looking for a different or shorter season
- Change the regional championship to be one week prior to championship
Officials
- Post district executive on the website

4.1.3 Review of Forward Planning Sessions

Restructuring
The general response to restructuring session was positive. The SHSAA has set up an executive committee to start the process.

Trustees
The transfer policy was reviewed. It's a step in the right direction but it needs some work.

4.2 Review of Strategic Plan
The strategic plan was circulated and reviewed.

4.3 Executive Council Initiatives for Current Year
The executive discussed the action plan for the current year.

4.4 Transfer Policy
The transfer policy was reviewed and the office staff explained how students will be handled. Foreign students will be handled like a new student; if that student transfers from a Saskatchewan school to another Saskatchewan school they will have to fill out the E17 form.

4.5 High School Sport Week Plans
Posters and brochures were sent to all schools promoting School Sports Week. SSW was also promoted at the fall district meetings. Schools will be reminded to fill out a survey on the SHSAA website. The survey will ask for number of students involved and a list of activities.

4.6 Hosting Policy Guidelines
A concern was brought forward from Saskatoon regarding the hosting policy guidelines, specifically with track & field facilities. More information will be sought from SSSAD and the issue will be discussed at the December executive meeting.

5.1.2 CSSF Meeting
The Canadian School Sports Federation meetings will take place in St. John's Newfoundland from October 1 - 5, 2003. There will be seven representatives from the SHSAA executive attending the meetings.

5.1.1 NIAAA - Indianapolis, December 12 - 16
The NIAAA meetings will take place in Indianapolis from December 12 - 16, 2003. The executive members were informed of the details and were asked to confirm attendance.

Motion by Nepjuk/Bailey to adjourn at 3:00pm.

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