Percy Page Centre, Edmonton

WEB MINUTES

ASAA Executive Meeting

Thursday, April 15, 2010

In Attendance: Dave Jones, President John Paton, Executive Director

Ian MacGillivray, Past President Michelle Ross, Assistant Director

Kelle Hansen, Member at Large Kiersten Walls, Student Intern

Pat Chizek, Girls Director of Athletics

Apologies:George Hoyt, Boys Director of Athletics

Meeting put into session at 9:10 a.m. by Dave Jones

1.0 Adoption of the agenda

It was moved and seconded to adopt the agenda as amended.

MOTION CARRIED

2.0 Adoption of the minutes from the Executive Meeting of March 9, 2010

It was moved and seconded to adopt minutes from the Executive Meeting of March 9, 2010.

MOTION CARRIED

3.0 Adoption of the web minutes from the Executive Meeting of March 9, 2010

It was moved and seconded to adopt web minutes from the Executive Meeting of March 9, 2010.

MOTION CARRIED

4.0Financial

4.1 Interim Financial Statements

It was moved and seconded to accept the interim Financial Statements to April 14, 2010.

MOTION CARRIED

4.2 Casino: Scheduled for July 4-5 (need volunteers)

Summary of names currently submitted. ASAA is still in need of more volunteers and will send out request to member schools just outside of Edmonton and surrounding areas.

4.3ASRPWF funding cuts

ASAA cut by 18%, or $54,250. Affects 2010/11 budget. John is currently involved in meetings with sport organizations to address this issue as a collective with the appropriate parties.

ACTION ITEM: to review feedback on the 2006 MLA survey, with a focus to connecting with those who support high school athletics. Possibly there are some quotes that can be used.

4.4Draft Budget 2010/11

Budget was reviewed. Will be finalized at May Executive meeting.

It was moved and seconded to accept the draft budget for 2010/11 with final updates to be added by May meeting.

MOTION CARRIED

5.0 Reports

5.1 Staff

Tyler (written report – highlights noted below)

-HPEC Pre-conference coordination

- Two new courses – 504C: Legal course and 714C: Dealing with Challenging

Personalities

-Planning for AIAAA AD Conference in 2010-11

John (written report – highlights noted below):

-Rural Alberta Development grant status and process were discussed

-Attended NFHS meeting regarding Hazing study

-Dave and John will be attending meeting in Indianapolis regarding RADF

-Working on budgeting and incorporating budget cuts from gov’t

-Working with Kiersten on AGM and Routledge dinner

Michelle (verbal report)

-Attended 3A and 4A basketball provincials

-Worked on Notices of Motion

-Working on AGM coordination

-Coordinating and implementation of Team Handball and Badminton provincials

5.2 Executive

Brief comments from everyone

5.3 AIAAA

-See Tyler’s notes above

6.0 Business arising

6.1 March meeting action updates

Action items reviewed and discussed

6.1.1 Curling incident

- ASAA supports the school’s actions and the efficiency in which matter was dealt with

-medal should not be taken away

-School to be placed on probation for one full calendar year

ACTION ITEM: Send a letter to school applauding swift disciplinary action. Letter needs to re-iterate expectations of all stakeholders at ASAA events.

ACTION ITEM: Housekeeping for drugs and alcohol policy to reflect ‘possessing’ not just consuming.

6.1.26 man football request

-6 man league would like to have a game included in the Alberta Bowl weekend

-Request was granted for one year only, with suggestion to bring forward as an ASAA sanctioned sport

ACTION ITEM: inform 6 man league and Alberta Bowl host of this approval

6.1.34A Volleyball issue

-Correspondence with schools was reviewed and discussed and issue is now closed

6.2 Grant Applications:

6.2.1CIP Project grant: marketing and promotion (not successful)

6.2.2Rural Alberta’s Development Fund: online coach education (successful

@ $380,000 max)

6.2.3CIP Community Operational Grant: operational support to ASAA

(application submitted after other CIP was unsuccessful. No response to date)

6.3Chinook High School – Lethbridge

-transfer of students was discussed and the process that will take place for next year to deal with opening of new high school in Lethbridge

It was moved and seconded to allow for students to have one transfer for the

2010/11 school year in the first semester only, that would not count as an

official transfer for ASAA purposes.

MOTION CARRIED

ACTION ITEM: Request list of students from school board that are registered at new school, so ASAA can start the transfer process.

6.3 AGM: Dave’s partial absence; distributing responsibilities: meeting/banquet

-Responsibilities and roles at AGM were discussed

ACTION ITEM: Approach Duane Konynenbelt about emceeing the banquet

7.0 New business

7.1 Appeals/requests

7.1.1 Hillside High (2nd transfer appeal)

Documents were reviewed and discussed.

It was moved and seconded to accept Hillside’s 2nd transfer request.

MOTION CARRIED

Rationale: rationale was provided to John for inclusion in the appeal response.

7.2 Bids: Golf 2010 - Westwood Community High School and Olds High School bid

presentations were considered

It was moved and seconded to award the bid to Olds High School.

MOTION CARRIED

7.3 Curling – zone representation (brought forward by Ian)

Concern that representation at provincials is not inclusive of Calgary, if Calgary ever decided to participate, or if Calgary independent schools decided they wanted to participate, policy only reads for 8 zones to participate at provincials. Discussion was had and flexibility on the part of ASAA would have to happen if and when the situation were ever to arise.

ACTION ITEM: John to discuss this matter with Calgary Independent Schools’ Athletic Association (CISAA) on April 29 with a request for the CISAA to provide a formal position on this issue.

7.4 Provincials – host responsibilities and reprimands/consequences of not following guidelines

- some hosts are not adhering to ASAA host guidelines and therefore what are the consequences of not following those guidelines set out

-basketball incident discussed

ACTION ITEM: follow up with school and get more information regarding the

banquet and additional sponsors included

7.5 Executive Positions requiring nominations: Vice-President, Girls Athletic Director

-possible nominees were noted

7.6 Notices of Motion

-2010 notices of motion were discussed and reviewed

7.7 NFHS Student Leadership selection

-all applications were reviewed

It was decided to send students from Sir Winston Churchill and Lester B. Pearson (both Calgary schools).

7.8 AGM Discussion: Selection of Media Award and Most Sportsmanlike Coach, nominations process, position requirements, meeting agenda

-It was moved and seconded that Bruce Campbell will be the recipient of the Media Recognition Award.

MOTION CARRIED

-It was moved and seconded that Art Block and Danny Rossworm will be the co-recipients of the Most Sportsmanlike Coach Award.

MOTION CARRIED

-Past President will chair the nominating committee. Nominations are encouraged to come to Executive Committee prior to AGM and Executive will bring forward nominations to the Board at the AGM. Nominations from the floor will still be welcomed and the Executive will also be able to speak to nominees.

-AGM meeting agenda was reviewed and discussed.

8.0 Next Meeting: May 13, 2010, Coast Plaza Hotel, Downtown Edmonton 10:00 am

May 14-15, 2010, AGM, Coast Plaza Hotel, Downtown Edmonton

June 17, 2010, Percy Page Centre Edmonton

9.0 Adjournment: Meeting was adjourned at 3:18 p.m.