NIAAA Board of Directors Meeting
July 10 - 13, 2015 – NIAAA Office
The meeting was called to order at 8:00 am, Saturday, July 11, 2015, by President Trish Witkin, CMAA, CT. Members present included: Mark Armstrong, CMAA, NE; President Elect; Andy Chiles, CMAA, FL, Past President;, Doug Killgore, CMAA, AR, Secretary; Gary Stevens, CMAA, ME, Section 1; Karl Heimbach, CMAA, MD, Section 2; Paul Pendleton, CMAA, TN, Section 3; Jeff Sitz, CMAA, WI, Section 4; Lane Green, CMAA, KS, Section 5; Sandra Howell, CMAA, TX, Section 6; Sister Nancy Perlick, CMAA, AZ; Section 7; Mark Horak, CAA, OR, Section 8; Carter Wilson, CMAA, GA, Region A At-Large; Rich Barton, CMAA, UT, Region C At-Large; Bruce Bowen, CMAA, VA, NEDC; Bruce Whitehead, CMAA, Executive Director; Mike Blackburn, CMAA, Associate Executive Director.
President Witkin extended a welcome to all members and commended all for their service; past, present and future; alerting all that we are on the back half of the year racing toward the conference. She related the lessons gleaned from the sport of crew, the necessity and benefits of teamwork and precision.
President Witkin announced Bruce Whitehead’s intention to retire, effective June 30, 2016.
Bruce Whitehead responded by confirming his intentions and the critical circumstances which precipitated his timely decision. He assured the board of the quality of leadership remaining for the benefit of all constituents of the association and confirmed his continued and significant involvement in the coming days.
Action Items
IThe minutes of the April, 2015 Conference Callboard meeting were reviewed.
On motion by Gary Stevens, seconded by Mark Horak, the April Conference Call minutes were approved.
IIBudget and Financial Reports
ABruce Whitehead gave the report on the End of Year financial condition of the association as of June 30, 2015. Figures are unaudited pending resolution of conference settlement.
1Income EOY$ 1,935,323 (+5.5% on projections)
2Expenses EOY$ 1,715,746 (-6.4% on projections)
3Reserve Fund EOY$ 1,151,703
(Up $128,704 for the year; 62.8% of annual budget. 50% is required)
4Endowment EOY$ 1,093,084
(+$26,107 increase for the year)
On motion by Carter Wilson, seconded by Karl Heimbach, the financial reports were approved.
BBruce Whitehead reported on status of the Retired account; Mike Blackburn reported on the Past Presidents’ account. The Retired account balance is $2,223; the Past Presidents’ balance is $4,173.
CMike Blackburn reported on the status of the AAO, the apparel sales account. A loan balance of $1,629 remains on consistent sales.
DMike Blackburn reported on the IAA account. The four issues were provided to the membership at a net cost of $28,091 or $3.12 per member for the year’s editions.
On motion by Sister Nancy Perlick, seconded by Paul Pendleton, the Retired, Past Presidents’, AAO and IAA financial reports were approved.
ETrish Witkin appointed a sub-committee to address allocating the Member Services portion of the budget surplus. Mark Armstrong will chair with Carter Wilson, Jeff Sitz and Lane Green as members. Board members are requested to solicit and contribute ideas to committee members. A target of 75% of the budget surplus is to be spent on member benefits.
FCommittee Recommendations – Committee placement recommendations were given by Doug Killgore, Secretary.
On motion by Doug Killgore, seconded by Rich Barton, Holly Farnese, PA, Jeff Morris, NC, Robert Framel, CO, Stephen Young, NY, and Kris Welch, OR, were approved for membership on the Accreditation Committee.
On motion by Doug Killgore, seconded by Sandra Howell, Everett Kelepolo, UT, and Mike Snyder, OK, were approved for membership on the Awards Committee.
On motion by Doug Killgore, seconded by Sister Nancy Perlick, Joseph Paddock, AZ, and Jim McClowry, WI, were approved for membership on the Certification Committee.
On motion by Doug Killgore, seconded by Mark Horak, Tom Graupman, MN, Mike Wagner, DE, and Damian Frassinelli, CT, were approved for membership on the Credentials Committee.
On motion by Doug Killgore, seconded by Jeff Sitz, Jeff Benson, ME, Ryan Tos, CA, Mike Roy, MI, and Derek Maki, MD, were approved for membership on the Endowment Committee.
On motion by Doug Killgore, seconded by Gary Stevens, Steve Berseth, SD, was approved for membership on the Hall of Fame Committee
On motion by Doug Killgore, seconded by Paul Pendleton, the invitations to Myles Wilson, SC, and Phillip Poggi, OH, by the Publications Committee were approved.
On motion by Doug Killgore, seconded by Andy Chiles, Dale Getz (Toro) and Greg Whitley, MD, were approved for membership on the Sports Turf Committee.
Continued discussion with Bobby Guthrie, Coaches Ed, will address the application of term limits, rotation sequence and multi-committee membership for that committee. A report will be given at the December board meetings. Additionally, the mission, roll and activities of the National Emergency Network will be considered.
GHall of Fame Rating Committee – Trish Witkin addressed the needs of thisgroup related to Sections 1, 2 and 3. Section Reps were encouraged to consider options for nomination. A Section 2 representative was recommended and recorded. Other recommendations will be gathered with the board approving the selections at the February, 2016, meeting.
HThe 4th Strategic Plan
1The plan was reviewed, with discussion led by Trish Witkin. Extensive discussion centered around approving, modifying or deleting points ensued. All details were recorded on the 4th Strategic Plan and will be reflected on the final document upon board approval.
On motion by Gary Stevens, seconded by Jeff Sitz, the 4th Strategic Plan was approved.
2Methods for distribution of the 4th Strategic Plan to the membership were discussed. Various methods were considered including both print and digital means. For both versatility benefits and fiscal impact, multiple digital methods were strongly supported. The plan will be available to membership through various digital options. A limited number of hard copies will be printed.
3The approved plan was reviewed and items prioritized for recommended dates to begin addressing and determining relative potential expense to the NIAAA.
4The acquisition of appropriate gifts to present to 4th Strategic Plan Committee members was discussed. As an expression of the NIAAA’s gratitude to the members for their efforts, a gift was authorized.
On motion by Pendleton, seconded by Rich Barton, the executive staff is empowered to secure appropriate gifts to acknowledge the work of the 4th Strategic Plan Committee.
IMentor Webinar Program – Discussion was given to using/adapting the model in use by Washington state for application to the NIAAA’s needs.
On motion by Paul Pendleton, seconded by Jeff Sitz, planning a webinar addressing mentoring new AD’s was approved.
JAwards
1Award of Merit –Those in the nomination pool were discussed.
On motion by Doug Killgore, seconded by Karl Heimbach, Rich Bechard, MO was selected as the 2015 Award of Merit recipient.
2The Kovaleski Professional Development Award – Nominees were discussed.
On motion by Mark Armstrong, seconded by Lane Green, Craig Perry, MN was selected as the 2015 Kovaleski Professional Development Award.
3Distinguished Service Award – The pool of nominees was addressed.
On motion by Gary Stevens, seconded by Jeff Sitz, Sean Dowling, NJ, Ray Ebersole, OH, Todd Sobrilsky, WI, Jaime Sherwood, MN and Ronald Richards, OR were approved as DSA recipients.
On motion by Paul Pendleton, seconded by Sister Nancy Perlick, the guidelines in the POP Manual related to the DSA are suspended until modified by the officers.
On motion by Mark Horak, seconded by Carter Wilson James Gagen, MO, Jim Dorman, SD, Deb Ofcky, IL and Arthur Ballard, KY are approved as DSA recipients.
4 Special Commendations –
On motion by Andy Chiles, seconded by Sandra Howell, Gretchen Mohney and Christina Bredhold were approved as recipients of Special Commendations for 2015.
5Board Rating of Citation Candidates – Should a rating tie result in any section, the NFHS board asked the NIAAA to institute a system to break the tie. Various means of tie-breaking procedures were discussed. Modifications will be determined by the officers and included in the POP Manual.
KPublications – A report was given by Mike Blackburn. Ad revenues continue healthy and the use of the Portal Review Instrument is of great benefit to the committee.
LInsurance – Bruce Whitehead presented the report as given by the NIAAA insurance provider, Bollinger Insurance. Rates continue to increase a bit to maintain coverage at current levels.
On motion by Gary Stevens, seconded by Rich Barton, the Bollinger insurance package proposal was approved.
MFinance Sub-Committee Report – The report was presented by Mark Horak. The financial health of the association continues to be good; “The NIAAA is in a very good place” according to Mike Manion, investment advisor.
On motion by Mark Horak, seconded by Mark Armstrong, the Core Portfolio #1 will be renamed the NIAAA Endowment Core Portfolio; theCore Portfolio #2 will be renamed the NIAAA Reserve Fund Core Portfolio.
On motion by Mark Horak, seconded by Jeff Sitz, $100,000 will be transferred from the Checking Account to the NIAAA Reserve Fund Core Portfolio.
On motion by Mark Horak, seconded by Gary Stevens, $50,000 will be transferred from the Savings Account to the NIAAA Reserve Fund Core Portfolio.
NOffice Policy and Personnel Sub-Committee Report – Andy Chiles presented the report for the committee.
On motion by Andy Chiles, seconded by Carter Wilson, the Staff Salary Schedule was approved asmodified by the sub-committee.
On motion by Andy Chiles, seconded by Mark Armstrong, the Contract Labor Salaries for 2015-2016, a total of $86,225, was approved.
On motion by Andy Chiles, seconded by Paul Pendleton, the NIAAA Executive Director Vacancy Protocol (2011) was amended and approved as recommended by the Executive Staff.
On motion by Andy Chiles, seconded by Sandra Howell, the NIAAA Executive Director Vacancy Protocol, as amended in July, 2015, will be included in the Office Policy Manual.
On motion by Lane Green, seconded by Mark Armstrong, the board went into executive session at 3:20 pm EDT. Bruce Whitehead and Mike Blackburn were asked to leave the room.
On motion by Doug Killgore, seconded by Lane Green, the board came out of executive session at 3:40 pm EDT.
Discussion continued on the vacancy created by Bruce Whitehead’s announcement of his retirement.
On motion by Paul Pendleton, seconded by Rich Barton, Mike Blackburn will be promoted to the position of Executive Director of the NIAAA effective July 1, 2016.
OMarketing Sub-Committee Report – The report was presented by Karl Heimbach. Board members were asked to review the report for reminders and potential growth activities. Walt Sargent updated the board on the status and progress of marketing efforts with existing and potential NIAAA sponsors.
PScholarship Sub-Committee Report – The report was presented by Mark Armstrong.
On motion by Mark Armstrong, seconded by Mark Horak, Josie Wolfe, MD and Michael Yeradi, WY were approved as the 2015 national Student Athlete Scholarship recipients.
On motion by Mark Armstrong, seconded by Doug Killgore, the Student Athlete Scholarship nomination form and process will be amended to accommodate a response question on The Code for Living providing a connection with the Wooden Award program.
QEndowment Efforts and Proceeds Application - Bruce Whitehead shared the fund transfers involving Endowment Funds. $34,270.50 was transferred to the Endowment Fund from General checking. This transfer represents funds generated throughout the 2014-15 fiscal year by the Endowment Committee through various sources. $44,374.92 was transferred from the Endowment Fund to General Checking to replace funds spent on Endowment Grants (eighteen @ $1,000) and Outreach Programs.
On motion by Lane Green, seconded by Karl Heimbach, the 2015 golf tournament fee of $99 is approved.
On motion by Gary Stevens, seconded by Jeff Sitz, the 2015 fun run fee of $20 is approved.
On motion by Jeff Sitz, seconded by Rich Barton, the Ft. Collins, CO Outreach Application was approved.
RMembership Portal – Discussion ensued concerning communicating to the membership the benefits and assorted applications of portal use. Information was offered to make use of it at the state level as well as training videos posted on YouTube and various other means.
SMembership – A detailed report was given by Mike Blackburn. Current membership stands at 9624 for the fiscal year ending June 30; which represents the all-time largest NIAAA membership. Outstanding growth is being realized with several states being honored for new records commendations and growth. Questions solicited from section meetings were addressed. Currently there are 23 dual member states and 20 modified dual.
TMembership Growth Strategies – Options discussed included:
Value-added benefits: Free and/or discounts for LTI courses to draw and encourage interest in NIAAA offerings.
Package Membership plans for single schools – Additional personnel (assistant and middle school athletic administrators, secretaries and supervisors)receive benefits.
Reach out to non-athletic administrators, i.e., principals, superintendents, etc.
UProfessional Development Academy Reports –
1Sheri Stice presented the Certification Report. Extensive discussion covered on-line testing with multiple options being available. The board will consider the options and accept recommendations as expedient. She also presented test success statistics related to particular CAA test questions and course content.
On motion by Paul Pendleton, seconded by Sister Nancy Perlick, approval is given for the Certification Committee to pursue Online Testing Recommendation A.
On-line testing will be piloted at the 2016 national conference in Nashville with a plan to exclusively conduct only on-line testing beginning January 1, 2017
2Jim Watkins presented the PDA report as it related to the LTI program. Changes will occur regarding course evaluations, printing of certificates, course registration/change and additional areas. Beginning with the 2015 conference in Orlando, students completing courses will complete the course evaluation and print their certificate of completion through the on-line membership portal. The office will no longer print certificates. Regarding NCA Re-Accreditation; course chairs will be asked to complete a course template for presentation in December. New course development and existing course revision continues as scheduled. The new structure of the PDA was clarified and presented in a flowchart format. Bruce Whitehead related the plans to convene an international professional development group during the December conference to pilot a course for international application.
On motion by Doug Killgore, seconded by Jeff Sitz the board approved LTI 790 manuals will be offered to states for state presentation at a price of $35 per student effective immediately.
On motion by Andy Chiles, seconded by Sandra Howell, the PDA hierarchical structure flowchart is approved.
On motion by Andy Chiles, seconded by Mark Armstrong, the board approves the 501/502/503 revision meeting in September to coincide with the State Leadership Coordinators’ conference.
On motion by Gary Stevens, seconded by Carter Wilson, the board approves limiting In-Service offerings to only the 90 minute versions.
On motion by Mark Armstrong, seconded by Karl Heimbach, the board approved Roy Turner, NC as the recipient of the Jim Teff Achievement Recognition.
VQPA Program – Trish Witkin reviewed the progress of the program. A request was made by one board member to adapt the QPA document to accommodate multi-high school and/or county districts applications. The PDA Coordinating Committee will be asked to review this request to see if it is possible and report back to the board in February.
On motion by Rich Barton, seconded by Gary Stevens the successful QPA applicants, Northern York Co, PA, Newton HS, IA and Cardigan Mountain School, NH were approved as recommended by the PDA staff.
WNIAAA Advocate – Terri Lakowski of APS presented a report and update of activities related to the NIAAA. She reported on past, current and plans for the future on actions impacting the NIAAA, members and member programs. Terri was pleased to report that language had been inserted into the Senate version of the ESEA bill recognizing athletic administrators. What happens to the bill remains to be determined.
On motion by Doug Killgore, seconded by Gary Stevens, the APS proposal for 2015-2016 is approved with the increased cost ($9,000) beyond the 2014-2015 agreement being paid from the 2014-2015 Budget Surplus.
XTransfer of AIAAA affiliate membership to CIAAA – Bruce Whitehead relayed the desires of the AIAAA (Alberta) and the CIAAA (Canada) to transfer affiliate membership status for the benefit of all programs in that nation.
On motion by Sandra Howell, seconded by Karl Heimbach, the AIAAA membership will be transferred to the CIAAA.
YOrlando Conference
1Accreditation Functions – Additional time/events will be necessary as a result of the AdvancEd Re-Accreditation process. Accommodations will be necessary with meeting schedules, travel plans, etc.
2Alternative Board Attire – Options were considered for use by board members at conference events at which “formal” attire may not be required. Consideration resulted in no recommendations.
A detailed examination of the conference schedule ensued specifically addressing board member involvement, functions and obligations.
ZTechnology Items
1Replacement Plan – Hardware items continue to function; a long-range plan is in place to allow for consistent replacement or as necessary.
2Wireless Access Capability (Hot Spots) –Access will be pursued with decisions being deferred to accommodate additional research. The issue will be addressed at the October Conference Call. To fully utilize the portal at the conference, committees will require wireless access to the internet. Hotel costs for wireless internet can be cost prohibitive, thus the concept of the NIAAA owning a number of wireless hotspots.
AABudget Surplus Sub-Committee Report – Mark Armstrong presented a report of the group’s meeting. Possibilities for Member Service expenditures ($164,000) included:
LTI Manual Credit (14 man/state = $980)$49,980
1st Time Conf Attendee; Reimburse Reg Fee; 2/state@$245$24,990
CAA Study Guide Video$ 5,000
4th Strategic Plan Flip Page Format$ 350
Upgrade Gov’t. Advocate (APS) Level for one year$ 9,000
PSA Audio/Print Continuation$75,000
On motion by Mark Armstrong, seconded by Andy Chiles, the Sub-Committee’s recommendation for a member services’ use of $164,320 of the 2014-2015 Budget Surplus was approved.
BB2015-2016 Budget Development – Bruce Whitehead led discussion on a detailed address of the coming year’s proposed budget. The proposed budget represents a 2.1% increase from the 2014-2015 budget.