VIAAA Board of Directors Meeting
Saturday, March 23, 2013
Norfolk Waterside Marriott

In attendance: Mike Costello, Trevor Coleman, David Rhodes, Jessica Horning, Rusty Beamer, Mike Halsey, Dave Kannewurf, Brad Qualls, Melody Modell, Robert Stratton, Bruce Phelps, Dwayne Peters, Marilyn Watkins, Dick Kemper, Pat Ferguson, Dan Jones, Joyce Sisson, Tom Horn, Kevin Cole, Scott Morris, Shawn Knight
Meeting called to order at 8:31 a.m.

Conference Review – Pat Ferguson – Discussion around the room about the conference.

  • Great Conference overall. Facilities, food, activities, and accommodations were great.
  • Maybe we can separate the middle school/new athletic directors luncheon to not run back to back
  • Conference banquet needs to move to an awards luncheon on Thursday, the idea of the banquet has run its course. 12:30 after the vendors area
  • Can scholarship winners awards can be presented at the students school and not at the conference. Regional representative can present the award. We still need to invite the students to attend. The luncheon would move to the first floor in the ballrooms because of the meeting and vendors spaces on the third and fourth floor.
  • LTI was the best that in attendance of 55 people in attendance. 13 people in the middle school LTI class.

Meeting dates:

  • Monday, April 29, 2013– VHSL Office – 9:30 a.m.
  • Monday, September 16, 2013– VHSL Office – 9:30 a.m. – New Board of Directors Orientation at 8:30 a.m. Please be prepared to take a picture.
  • November 11, 2013– VHSL Office - 9:30 a.m.
  • January 27, 2014– VHSL Office – 9 a.m.
  • February 10, 2014– Conference committee and officers – meeting time TBA
  • March 24 – 29 - State Conference Dates – Norfolk Waterside Marriott
  • April 28, 1014– VHSL Office – 9:30 a.m.

Summer Institute: July 16, 2013 – Kevin Adams/Dick Kemper – One day eight class session 8 – 12 and 1 – 5 p.m. in Charlottesville at the English Inn. Classes being offered are 504, 506, 508, 511, 613, 617, 714, and 723. Late registration is July 1, 2013

New AD Workshop – Scott Morris - July 24 – 25 – Application is available online. Agenda is forthcoming. Will start a little sooner on the first day

New Officer Position –Past Presidents would like the board to add a Second Vice-President and rename the President Elect to the First Vice President. A job description will need to be created for the board. We will need board approval in April to move forward with this concept. Tom Horn will take a look at pop manual to create a job description. Need a timeline change and a by-law change in order for this change to take affect. Will this position be by appointment from the past presidents or an elected position by the membership

Admission Dates – John Williams - May 1, 2013- Article submissions are due to John Williams by May 1, 2013.

Out Reach/Out Teach –Both programs are still available. Please contact Kevin Cole if you are interested in one of these programs.

Six Classes – what can we do to help? –Great idea for the class meetings this year, next year we need separate rooms for each classification. Do we need sectional meetings next year? We will need a conference transition meeting. Six class and independent meetings need to present at the business meeting instead of sections. Pop manual changes about the sessions need to be switched to the classifications.

New BOD Make-up –New board of directors’ concept was approved.

Central Independent – will be provided by Dick Kemper
Central Independent Alternate – will remain the same

At-Large representation – Gordon Fields, Tandon fields School, Charlottesville
Independent Alternate - Gary Leak – Highland, Warrenton
Professional Development Chair – Melody Modell
Awards – Chris Rollison, chair; Clyde Metzgar, alternate
Ways & Means – Joey Richeson
Treasurer – Chris Robinson
Membership – Tripp Metzgar, chair; alternate -

Executive Committee Members –no report

Old Business –

•Dead period – information needs to be submitted to the Executive Committee that the dead period to run from Sunday to Saturday of July 4th. Paperwork needs to be submitted by April 9, 2013 by Kevin Cole. Motion for regional representatives to vote the needs of their region. By T. Horn, seconded by M. Modell. Motion approved unanimously.

New Business –

  • Voting – Who is allowed to vote? Past Presidents, Committee Chairs? Would need to be a by-law change to allow committee chairs to vote. Needs to be one vote per committee
  • Basketball option – information from the executive committee sent for consideration
  • Football Quarter Rule – 10 games right now used to be 40 quarters counted for football. Default needs to be that 40 quarters be used by the VHSL.
  • NIAAA Hall of Fame – Dave Nelson was chosen as a candidate for the NIAAA Hall of Fame. Motion to T. Horn, S. Knight motion approved unanimously.
  • VHSL October Meeting Dates – October 14 & 15, 2013, Charlottesville
  • LTI discussion – need to figure a method of determining how to get more people involved in the program. Would like the AD-hoc committee to meet in the summer to further discuss programs. Motion: T. Horn, seconded by B. Phelps – approved unanimously
  • Finance Committee - there needs to be a finance committee to help project a budget. Committee formed needs to be an oversight committee. Need to clean up quick books to see what expenses and income come and go. Ad-Hoc non-voting committee to help the treasurer maintain some consistency. Kevin Cole appointed AD-hoc committee of Robert Stratton and Tom Horn will help Chris Robinson with the quick books. Needs to be a possibly responsibility of the Second Vice-President. Motion: B. Phelps, second M. Watkins. Motioned approved unanimously.

Announcements –

Turn in evaluations –Please remember to turn in your evaluations to Lisa Corprew.

Adjournment – Meeting adjourned at 10:06 a.m.