SHSAA EXECUTIVE MEETING
September 19 & 20, 2004
SHSAA Boardroom

Call to Order
President Wade Weseen called the meeting to order at 6:50pm. In attendance were Ralph Eliasson, Lyle McKellar, Wade Weseen, Jim Lissinna, Vicki Moore, Dan McDougall, Larry Segall, Marvin Renneberg, Jack Nepjuk, Angela Tillier, Barb Riley, Larry Lafrentz, Kevin Vollet and Kim Platt.

1. Adoption of Agenda and June 22nd & 25th Minutes

MOTION by Lissinna/Tillier to adopt the September 19 & 20, 2004 Agenda. CARRIED

MOTION by Moore/Linnell to adopt the minutes from the June 22nd, 2004 executive meeting. CARRIED

MOTION by McKellar/Renneberg to adopt the minutes from the June 25th, 2004 executive meeting. CARRIED

2. Reports

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

MOTION by McDougall/Segall to adopt the August financial statement with changes. CARRIED

2.2 Symposium Wrap up
A written report regarding the 2004 Coaches Symposium was circulated and reviewed. There were 110 delegates at this year's symposium. The 2005 executive committee will review the suggestions from participants. The committee will meet at the December executive meeting to start preparations for the 2005 symposium.

MOTION by McDougall/Moore to offer a Coaches Symposium in 2005. CARRIED

2.3 Executive Reports from District Meetings
There were 11 district meetings held between September 2 - 9, 2004. Regina and Saskatoon District meetings will be held at the end of September. The office staff was able to attend all 11 meetings that have taken place. The executive and office staff reported on the meetings. Following are a few things brought forward from the meetings: (1) the venue sites for regional volleyball; (2) multiple teams from a school - to be added to the December agenda; (3) amalgamations - problems with district playoffs; reason for SHSAA reorganization; (4) Need to look at bid process for hosting district championships when reorganizing; (5) Need to address independent schools when reorganizing.

2.4 Office Information
The SHSAA office moved the week of August 16 to #1 - 575 Park Street. 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. The SHSAA will send another newsletter to schools and board offices in January. Preparations for the fall championships are well under way.

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

2.4.2 Host Locations for Provincial Championships
The following championships are open for bid for the 2004-2005 school year. Bids were received from the following schools and the schools in bold were chosen to host.

3A Girls Provincial Soccer - Yorkton Regional
3A Boys Provincial Soccer - Saskatoon, Yorkton Regional
5A Girls North Regional Volleyball - P.A. St. Mary
5A Girls South Regional Volleyball - no bids received
5A Boys North Regional Volleyball - Meadow Lake Carpenter, North Battleford Comprehensive, Lloydminster Holy Rosary
5A Boys South Regional Volleyball - Estevan Comprehensive, Swift Current Comprehensive

3. Decisions

3.1 Eligibility Requests

3.1.1 Mount Royal
Mount Royal Collegiate forwarded a letter appealing the SHSAA ruling regarding students that do not have record of grade placement or past education. The appeal was based on their belief that the rules discriminate against students who have not had access to school due to their situation in their countries of origin. Mount Royal Collegiate has two students that have been declared ineligible based on the rule.

MOTION by Segall/Renneberg that the Period of Eligibility bylaw 2.c) be changed to read: the first day of the school year in which the student was sixteen years old on September 1. DEFEATED

MOTION by McDougall/Nepjuk to amend the Period of Eligibility bylaw 2.b) to read: the first day of the school year in which the student was sixteen seventeen years old on September 1st, if a student has no record of grade placement or past education if a record of their educational history is not available; or. CARRIED

3.1.2 Holy Cross
Holy Cross High School requested an exception to the eligibility bylaws on behalf of a Sudan student that has no educational records. According to the change in eligibility bylaws this student is eligible for the 2004-2005 school year and he is in his final year of eligibility.

3.1.3 Allan School
Allan School submitted a student transfer form for a student that transferred from Allan School to Rosthern Jr. College during the 2003-2004 school year and is now returning to Allan School.

MOTION by Tillier/Moore to accept the second transfer of the student from Allan. CARRIED

3.1.4 Canora Composite High School
Canora Composite High School submitted a student transfer form for a student that transferred from Canora to Norquay during the 2003-2004 school year and is now returning to Canora.

MOTION by Linnell/Renneberg to accept the second transfer of the student from Canora. CARRIED

3.1.5 Carlton Comprehensive High School
Carlton Comprehensive High School submitted a student transfer form for a student that transferred from St. Joseph High School to St. Brieux School during the 2003-2004 school year and from St. Brieux School to Carlton Comprehensive High School in September 2004.

MOTION by Linnell/Lissinna to accept the second transfer of the student from Carlton. CARRIED

MOTION by McDougall/McKellar to direct the office to deal with students that transfer for a second time. CARRIED

3.1.6 Martin Collegiate
Martin Collegiate Institute submitted a request for exception to the eligibility bylaws on behalf of a student in his fourth year of eligibility.

MOTION by Tillier/Linnell to accept the request for exception to the eligibility bylaws from Martin Collegiate. DEFEATED

3.1.7 Christian Centre Academy
A letter was received from Christian Centre Academy requesting an informal meeting about the eligibility of a student. A request for exception to the eligibility bylaws was received and the Board denied the request for an exception to the eligibility bylaws. The office staff will meet with Christian Centre Academy and will direct them to the SHSAA handbook appeal process.

3.1.8 St. Mary High School
St. Mary High School submitted a request for exception to the eligibility bylaws on behalf of a student. The student took a year off of school to participate in the Katimavik Program. Katimavik is a youth volunteer program, which lasts for a total of nine months and takes place in three different regions of the country.

MOTION by Linnell/Segall to accept the request for exception to the eligibility bylaws from St. Mary High School. DEFEATED

3.2 Tournament Sanction Requests
A request for a tournament sanction was received from the University of Manitoba. The Manitoba High Schools Athletic Association does not have a bylaw that requires non-school organizations to have a member co-sponsor the tournament.

MOTION by Lissinna/Nepjuk to amend the Sanctioning of Tournaments bylaw to state that an out-of-province tournament conducted by a non-school organization may be sanctioned provided the maximum entry fee charged will be $125.00 and approval has been granted from the provincial high school athletic association.

3.3 Team Withdrawal - Central Butte
Central Butte informed the SHSAA office that there might be a conflict with Regional Volleyball and Football. Central Butte was asked to inform everyone involved. No penalty will be assessed if they have to withdraw from volleyball.

3.4 Saskatoon Basketball Position
Saskatoon Basketball Coaches, School Administrators and the Public and Catholic School Systems are looking at moving forward with plans to 'pilot' a Super 8 Basketball Tournament involving 5A schools in Saskatoon and Regina. The SHSAA office staff will be attending the Saskatoon and Regina District Meetings at the end of September to discuss this item.

The SHSAA will conduct 2 Basketball meetings, one in Regina and one in Saskatoon, the last week in October. The meetings are taking place to discuss classifications, playoff format and rules source. Invitations will be forwarded to all SHSAA schools, District Presidents and school division offices. The invitation will also be posted on the SHSAA website.

3.5 Recruitment Complaint
A letter of complaint was received from Yorkton Catholic Schools regarding the recruitment of Sacred Heart High School football players by the coaches of the Yorkton Regional High School football team.

MOTION by Riley/McKellar to proceed with an investigation into the recruitment of Sacred Heart High School football players by the coaches of the Yorkton Regional High School football team. CARRIED

3.6 Outstanding Coach Awards
A letter was received regarding the presentation of the Outstanding Coach Awards. The SHSAA provides these awards, one male and one female, to each district. There was some confusion this year as to when the awards were to be presented. The Outstanding Coach Award criteria will be amended in the handbook to include that districts must present the award at a district meeting.

3.7 Meeting Dates
The meeting dates for this year's executive meetings were set. Following are the dates:
December 2 & 3, 2004 Saskatoon
January 23 & 24, 2005 Watrous Manitou Springs
April 10 & 11, 2005 Saskatoon
May 15, 2005 Regina
June 21 - 24, 2005 Humboldt

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

MOTION by McDougall/Moore to proceed with initial investigation into a promotional video. CARRIED

4. Discussion

4.1 Direction from the Annual General Meeting

4.1.1 Review of AGM Motions
The AGM Motions and decisions were reviewed.

4.1.2 Review of Small Group Meeting Notes
Badminton
- The Championship is better when it is held in one centre. Sometimes there is one coach for two teams.
- Many coaches still do not know that a coaching period of 90 seconds is allowed between the first and second game in a match. This needs to be added to the handbook.
Basketball
- Include a coaches meeting at Hoopla
- 3 person officiating was a concern
Cross Country
- Send extra ribbons and medals to the provincial championships so that teams can purchase for all their team
- timeline for awards - maybe announce district awards but don't bring everyone up?
Curling
- no major concerns
Football
- some schools raised concerns about the change in the football for the 2003 provincial championships
Golf
- accountability for cheating - the procedure was reviewed
Soccer
- the increase in the number of teams eliminates a lot of places from the opportunity of hosting
Track & Field
- information - heats sheets, marker boards, event sheets need to be posted
- lots of discussion about Fast Track and High Tech programs
- the size of implements may change
- recommended that the SHSAA purchase implements
Volleyball
- have the expectations become to high that people are scared to host
- are the championships running to late
Wrestling
- discussed the resolutions
Officials
- concern about developing local officials with bigger districts
LEADS/Trustees
- discussed the resolutions
Restructuring
- consensus was to move forward
- what will happen with junior programs

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

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

4.3.1 SHSAA Reorganization
A committee will be formed to discuss the reorganization of the SHSAA. Things that will be considered: financial organization, reorganization of the provincial executive, district council - volunteer driven or staff, playoff structure, having everyone involved in leagues, determination of host sites, dissolving present districts, timelines

4.3.2 Basketball Committee
A basketball committee will not be formed, as 2 general meetings will be held for the entire province to discuss classifications, playoff structure and rules source.

4.4 Transfer Policy Second Transfers
This topic was dealt with earlier in the meeting under 3.1.5.

4.5 School Sport Week Plans
School Sport Week posters and brochures will be mailed to schools around September 24th or 25th. Tuesday, October 19 has been designated 'Be a Sport Day' and Thursday, October 21 has been designated 'Fan/Community Appreciation Day'.

4.6 PIPEDA
The PIPEDA act is in regards to posting names and photos with advertising. There is a statement on the website in the forms sections with regards to this act. Some schools are requesting photo release forms to be filled out. We are monitoring and further investigating. This topic will be discussed further at a future meeting.

4.7 Adding New Activities
This document was edited from a previous meeting. This topic will be brought forward at another meeting.

5. Information

5.1 Joint Sponsorship Agreements & Requests
A list of the joint sponsorship agreements that are currently in place was circulated. There is an agreement with Regina Public SD and Saskatoon Public SD for Scott Collegiate and Nutana Collegiate to participate in programs with other schools.

5.2 Letters from June Executive Meeting

5.2.1 Termination of Lease
The SHSAA office lease was terminated at 425 Winnipeg Street as of August 31, 2004. A copy of the letter was circulated.

5.2.2 LCBI Eligibility Request
The letter forwarded to LCBI regarding a request for exception to the eligibility bylaws was circulated.

5.2.3 Petro-Canada Proposal
The letter to Petro-Canada regarding the rebate program proposal was circulated.

5.3 Sask. Sport - New Membership Conditions
At the Sask Sport Inc. Annual General Meeting held in June, the membership supported two resolutions regarding new membership conditions. The new policies are: a dispute resolution policy and information sharing on long-term suspension. The SHSAA has not implemented suspensions from other sport organizations.

5.4 Professional Development - Executive

5.4.1 NIAAA Conference
The NIAAA meetings will take place in New Orleans December 10 - 15, 2004. The executive members were informed of the details and were asked to indicate to the office if they planned to attend.

5.4.2 CSSF Meeting
The Canadian School Sport Federation meeting will be held in Quebec City September 29 - October 3, 2004. Executive Director Larry Lafrentz and SHSAA President Wade Weseen will be in attendance. The SHSAA will be hosting the CSSF Meeting in 2005.

6. AOB

7. Adjournment

MOTION by Linnell/Segall to adjourn at 4:10pm.

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