WEB MINUTES

ASAA Executive Meeting

Wednesday, May 11, 2011

Coast Plaza Hotel, Edmonton, AB

In Attendance:Dave Jones, PresidentJohn Paton, Executive Director

Joyce Loucks, Vice-PresidentTracy Sullivan, Girls Director of Athletics

Kelle Hansen, Member at LargeMichelle Ross, Deputy Director

George Hoyt, Boys Director of AthleticsMichael Steele, Project Assistant

Meeting was put into session at 1:45 p.m. by Dave Jones

1.0Adoption of the Agenda
It was moved and seconded to adopt the agenda.
MOTION CARRIED

2.0Adoption of the minutes from the Executive Meeting of April 14, 2011
It was moved and seconded to adopt the minutes from the Executive meeting of April 14, 2011.
MOTION CARRIED

3.0Adoption of the web minutes from the Executive Meeting of April 14, 2011
It was moved and seconded to adopt the web minutes from the Executive meeting of April 14, 2011.
MOTION CARRIED

4.0Financials

  • Interim Financial Reports to May 11, 2011.
  • Draft Budget 2011/2012

John presented financials and budget and answered questions from the Executive.

It was moved and seconded to accept the financials as presented and the budget to present to the Board at the AGM
MOTION CARRIED

5.0Reports

  • Staff
    Mike:
  • Working on AIM course with Sport Medicine Council
  • Met with Tobacco course authors for planning session
  • Online coach Ed website ‘blog’ component is activated to take the place of ‘website coming soon message’

Michelle:

  • Attended Team Handball Provincials. Outstanding event and host school did an excellent job.
  • Badminton provincials went relatively smooth, commissioner was in attendance and host did a good job.
  • Working with Track and Rugby hosts on upcoming provincial events.
  • AGM preparation

Tyler:

  • Busy getting conference ready, currently 115 registrants and expecting numbers to reach at least 130
  • All sponsor spots have been filled
  • Hospitality suite has been sponsored
  • All exhibitor booths are almost filled

John:

  • Attended 8 zone meetings; reviewed N of M, asaalearn.ca and other items
  • Met with ASBA to address AIAAA, asaalearn.ca and transportation issues
  • Represented ASAA at AIAAA meeting (Calgary) and presentation to BC School Sports with Tyler (Vancouver)
  • Toured GO Centre in Edmonton with Dave, George and Michelle
  • Conducted a number of video interviews with award winners for AGM Banquet
  • Executive
    Brief comments were provided by everyone.
  • Don Horne
    Don Horne attended the meeting and gave a report on the sponsorship program of the ASAA. Still working on getting confirmation of fourth senior partner – ATCO, meeting with them to discuss possibilities. Working on confirmation of Telus and other senior sponsor renewals. Will also be putting someone local in place to work on ASAA account to be the ground person in Alberta – Trojan One is the possible company that will be approached to fulfill this need.

6.0Business arising

  • April meeting Action Item updates.
    Action items were reviewed and discussed.

ACTION ITEM: ASAA to arrange a meeting with PSO’s by the end of the school year or during summer (basketball, volleyball, football…) to start communication on working together (i.e. recruitment issues, spring league/club issues, officials…)

7.0New Business

7.1Bids

7.1.1Grimshaw (NW) - Badminton 2012
It was moved and seconded to accept the Grimshaw bid.
MOTION CARRIED

7.1.2Cardston/Raymond (S) – 4A Basketball 2011/12
It was moved and seconded to accept the bid pending confirmation of accommodations.
MOTION CARRIED

7.1.3Update on Bids needed for Fall 2011 and Spring 2011
Update was provided on remaining vacant bids

ACTION ITEM: To follow up with Cardston and Raymond to confirm that they have block booked rooms; report back to June meeting

7.2Team Handball no-show fee
The item was discussed by the Executive and the letter submit by the school was reviewed. It was decided that the no-show fee would stand and not be waived.
ACTION ITEM: Send the school a letter indicating the no-show fee will not be waived.

7.3John Paul II Zone Change
The item was discussed by the executive and approved.
ACTION ITEM: Add item to AGM agenda for ratification by Board.

7.4Concordia out of season of play request
Communication from Concordia was reviewed. School is requesting to take their basketball team to China on a cultural/educational exchange with their sister school there and to also play 4-5 exhibition games.
It was moved and seconded to accept Concordia’s request to play the requested basketball games out of season.
MOTION CARRIED

7.5Alberta Bowl Discussion – slotting in of 6-man
Due to the potential of 6-man football being sanctioned on a trial basis, discussion focused on the schedule of games for Alberta Bowl. It was decided that there would be a double header on Friday night and a triple header on Saturday. If sanctioned, 6-man would be inserted into the current rotation.

7.6Late Registration for joint schools

Discussion was on the secondary school joining after the registration deadline and whether they would be charged the late fee for registration or if they would fall under the deadline to add additional athletes. Executive agreed that the current process of not charging a late fee until they miss the deadline to add additional athletes is acceptable.

7.7Badminton World Federation apparel rules; girls
The item of girls having to wear skirts to compete was discussed. The executive did not agree with this new uniform rule and will suggest to the Board that a motion be made to not accept this new rule.

ACTION ITEM: Add item to the AGM agenda and have a motion moved to not accept the new uniform rule.

7.8St. Dominic/West Central High discussion
The discussion was on the above schools seeking clarification on “confluence school” situation that they have. The Executive agreed that this would have to be an appeal to the transfer policy or this would have to be brought forward as a notice of motion to change policy by the April 1 deadline for next year.

ACTION ITEM: ASAA to send communication to the schools to let them know their options, but to confirm that students have to represent only the school they attend unless there was a formal joint school team formed.

7.9ASBA – Off-site transportation
The item was discussed by the Executive and it was decided that the item would be brought to the Board members as an information piece only.

ACTION ITEM: Put on AGM agenda and share item as information to all members.

7.10CSSF Meeting 2012
The item was discussed. It was decided to look at Kananaskis as a potential location for the meeting.

ACTION ITEM: John to follow up with the hotel property in Kananaskis regarding this possibility

7.1150th Volleyball Anniversary 2013/14
Discussion was on the possibility of hosting all classifications at the GO Centre in Edmonton in celebration of the 50th Anniversary of volleyball.
ACTION ITEM:Add to AGM agenda for discussion.

7.12Executive position nominations update: Boys Athletic Director
Updates on current applications for the position were discussed.

7.13Commissioner nominations update
Updates on current applications for the vacant positions were discussed.

7.14Notices of Motion
Executive reviewed the Notices of Motion being brought forward and discussed rationale.

7.15AGM Discussion: walk through of banquet and roles
Roles and responsibilities during meeting, banquet and logistics of set up were discussed.

7.16Positions/Executive
George spoke to his role as outgoing Boy’s Athletic Director. The item was discussed and the idea of making the position a three year term was suggested.
ACTION ITEM:Add this to AGM agenda as discussion item.

7.17Football recruitment

Possible recruitment issues were discussed about a specific school and it was decided to table the item to the June Executive meeting.

ACTION ITEM: Add item to June Executive meeting agenda and seek further information.

8.0Next Meeting: June 15, 2011, Coast Plaza Hotel Calgary 2:00 p.m.

9.0Adjournment
The meeting was adjourned at 5:15 pm