Old Dominion Athletic Conference
2009 Fall Board of Directors Meeting
Monday, December 7, 2009
Roll…
Brad Bankston, ODAC
J.J. Nekoloff, ODAC
Mollie Robertson, ODAC
Curt Kendall, Bridgewater
Dave King, Eastern Mennonite
Trey McCall, Emory & Henry
Bev Hatch, Emory & Henry
Jeff Bateson, Guilford
Joe Bush, Hampden-Sydney
Aubrey Shinofield, Hollins
Jack Toms, Lynchburg
Tina Hill, Randolph
Denis Kanach, Randolph-Macon
Jeff Burns, Randolph-Macon
Crystal Carper, Randolph-Macon
Chris Kilcoyne, Randolph-Macon
Scott Allison, Roanoke
Kelly Morrison, Sweet Briar
Hillary London, Sweet Briar
Joanne Renn, Virginia Wesleyan
Jeff Bowers, Virginia Wesleyan
Jan Hathorn, Washington and Lee
Shana Levine, Washington and Lee
I.Denis Kanach opened the meeting with a congratulations to the 2009 ODAC Fall Champions, as they’ve achievedwhat is becoming increasing difficult…becoming an ODAC champion.
II.Approval of 2009 Spring Meeting Minutes
A.MOTION: A recommendation to approve the 2009 minutes
1.MOTION TO APPROVE: Approved Unanimously
III.Presidents’ Report (Bankston for President Garren (LC))
A.Discussion centered around several topics including the identity and leadership of NCAA Division III. In terms of the conference, sportsmanship was a topic central to the Presidents, as was discussion concerning Shenandoah University
B.The budget was also discussed, as the Presidents would prefer not to have a conference budget approved two years out. Instead, they’d like to see one year out approved with a second year in waiting.
C.The presidents will work with the commissioner to explore the full-sport membership discussion and have asked the Board to create a pros and cons list for initial discussion.
IV.Awards Committee (King, EMU)
A.The committee met to work on the definitions and criteria for the Jopson and Berkeley awards. Criteria have been established to mimic the NCAA Woman of the Year. Four categories (Athletic Achievement, Academic Prowess, Leadership on Campus, Community Service) would be spoken to when considering candidates. Points would be assigned as appropriate, based on a ranked scale.
1.The question was asked whether each school would be required to nominate athletes. It was determined that while a large pool is desired doing so would cause unwarranted nominations.
2.Timing concerns with date of nomination for NCAA Woman of the Year. Schools are required to nominate earlier than the conference.
3.Classifications needed for all-American and academic all-America awards to determine which ones to include in the points rating scale.
V.Calendar and Site (Burns, R-MC)
A.Spring meeting will be at Wintergreen on June 8-10. Additional information on housing and
attendance will come from the conference office in late spring.
VI.Championship and Games (Hathorn, WLU)
A. Tie-Breaker Study
1.All sports have been asked to submit new options to supplement the current ODAC tie-breaking procedure. Feedback is included in study (provided material, see Tie-Breaker Discussions).
2.First thing to consider, for sports that it affects, is if goal/point differential is a valid solution to be used within the tie-breaking procedure.
3.A notion was brought to the table to give each coaches’ committee of a model of guidelines to use/consider when creating tie-breaker additions.
4.Goals/points/runs allowed is going to be a topic of discussion on the second day of the meeting, and seems to be the most common choice.
5.Discussion on whether lots should be made available or keep them under wraps until they’re needed. It was determined that lots should be drawn in advance to provide schools with an indication of their position in the tie-breaker.
B.Golf Tournament
1.Golf coaches agree with the structure decided in the spring board meeting in which the tournament will be played over a three-day period, 18 holes each day. The format otherwise discussed was a 36-18 format with cost savings as the main plus to making the format change. Coaches agreed after email and conference call discussion to maintain the current structure of 18-18-18.
2.One thing to consider with golf, as with all spring sports, is the effect the exams have on the spring championship period.
VII. Constitution and Manual (Bankston, ODAC)
- Posted the manual online in split pieces as well as full form. The manual organization was shifted a bit, namely in terms of appendix items.
- An updated manual will be available in early January indicating the changes approved at the winter Board of Directors meeting.
VIII. Eligibility (Renn, VWC)
A.No Report
IX.Membership (Kendall, BC)
A.Shenandoah University
1.Change in course for Shenandoah as they did not move to another conference for their non-football sports. Therefore, it leaves the ODAC in the situation it is currently prior to the discussion of adding Shenandoah.
2.There is no current deadline/timeline for full sport membership for Shenandoah, as was disseminated to Shenandoah.
B. Pros and Cons of addition of another school into the ODAC
1.Pros (see minutes from membership study)
2.Cons (see minutes from membership study)
a.Addition of a con…could hurt spring sports schedules, including time frame and possibly opening season earlier than already is.
3.The pros and cons discussed and listed are not separate only to the Shenandoah situation, but in fact is a global view of the addition of a new full-time member to the conference.
4.Thoughts of determining what the ODAC wants to look like into the future. Also, identify who the schools that would/could likely seek membership within the ODAC in the future. The thought that a vision would help put forth a framework for a future structure and view of the membership.
5.There is a lot of movement amongst the conferences outside of the ODAC, which could be a detriment to the ODAC. Opportunities that the ODAC currently has to play games in agreements with other conferences could disappear.
X.Officiating (Bush, H-SC)
A.Committee reviewed the current conference officiating fees prior to establishing a proposal for the next three year window. Members solicited input from all conference assignors and considered their requests when preparing the draft chart (see minutes). Individual sport comments are included in notes.
B.Big change is in women’s lacrosse to have three levels of pay depending upon the rating of the officials. Going from $176 if national level, $163 district and $130 for local. Travel is on top of those fees. IN the past, coaches proposed that the ODAC adheres to the fee structure handed down by U.S. Lacrosse. The board agreed not to go that far, but agreed they deserved a raise. Chip Rogers, the ODAC’s supervisor of women’s lacrosse officials, is in favor of moving to the tiered structure.
1.The question broached is how does a school budget for the season not knowing the
rating of each official assigned throughout the season.
2.Thought that the pay increase would help improve the population of officials in this area, and to increase the amount of officials willing to work ODAC games.
C.Men’s lacrosse is $155 for 2010 and 2011, $160 in 2012, and $165 in 2013.
D.Collectively, VISOA (soccer) needs to be contacted to learn of a window for officiating pay
structures.
E.See chart in officiating minutes for full list of the proposed fee structure.
XI.Scheduling (Bankston for Willi, BC)
A.Scheduling matrices are an issue because the institutions have not been getting future academic calendars to the ODAC office in time to create the athletic schedules. It was determined that the commissioner will write a letter to the presidents cc’ing the FARs and ADs in the correspondence.
XII. Student-Athlete Well-Being (Levine, WLU)
A.Current conference doesn’t currently have a set definition of its role, other than serving as a forum for information exchange.
B.Ad liaison to a sport committee will go over the minutes from that meeting with a student-athlete to help garner student-athlete involvement.
C.Discussion of travel issues and exams.
D.Much discussion on how and/or if to include campus SAAC’s and their executive committee’s in issues that they may provide feedback. What is the value of having the students invest time in discussion issues and what is the value of the feedback in which they provide?
E.Timing issue with engaging the student-athletes in the sport committee reviews. Many of the sport committees meet following some schools spring recess.
F.The potential role of the FAR with SAAC?
XIII. Sportsmanship (Kendall, BC)
A.All schools are required to submit a report to the conference office about how the money was used for sportsmanship. Only 50% of those reports were turned in. The commissioner asked that all schools comply with the request and forward their reporting sheets to the conference office.
XIV. Sport Committee Reports (discussion highlights from liaison reports)
A.Men’s Basketball (King, EMU)
1.No recommendations
B.Women’s Basketball (Hathorn, WLU)
1.No recommendations
2.Largest conversation concerned film exchange between schools. There is a movement to move forward with ezXchange next season (men currently use it). Little concern about cost - Would cost $375 for the year.
C.Cross Country (Kendall, BC)
1.Would like an addendum to their guidelines on how to break a tie at the conference championship meet. The procedure to use would be the current NCAA procedure.
2.In terms of hosting, Emory & Henry would be passing the opportunity to host the 2010 fall championship meet, meaning it the hosting of that meet would fall to Randolph College. Since the meeting – Randolph has agreed to host the meet in 2010 in Lynchburg, Va.
3.Dr. Toms notes that medals have already been purchased for the 2010 fall championship.
4.If there is a possibility of a school passing over the hosting of the tournament at their facility, is there an option for a neutral location to be selected in such an instance? Of the five schools that have courses available at all times, the concern was posed that none may be good enough to host an ODAC title, save for the course used at the regional in Greensboro this season.
5.The thought is that the coaches would be in favor of determining a neutral location to run the ODAC championship meet.
D.Field Hockey (Morrison, SBC)
1.Tie-breaker was at the forefront of their competition, adding a multi-tiered approach.
2.Discussion of their all-conference process (see fhoc minutes for details) and when/if to announce at the tournament.
3.There are going two locations for the Spring 2010 play-day (Richmond and Charlottesville).
4.Coaches and officials are supposed to meet 45 minutes prior to the game in any ODAC tournament game, not just semifinals as previously noted.
E.Football (Bush, HSC)
1.Healthy discussion on weight-training and the spring football season, speaking specifically about what actions are allowable in the designated four week period.
F.Men’s Soccer (Renn, VWC)
1.Significant discussion concerning championship game time (to be discussed in new business)
2.Change of some guidelines concerning all-conference process
3.Tie-breaking procedure to mimic women’s soccer proposal for additional sport-specific options.
G.Women’s Soccer (Hill, RAND)
1.Interest in having the 7:00 p.m. time vs. afternoon time for game time for championships
2.Also spoke of tie-breaking procedure (to be discussed further).
H.Men’s Tennis (Levine, WLU)
1.Postseason awards reduced to mirror an actual team (1 first team individual and 1 second team individual at each flight).
2.Spring tournament format will be April 23-25 (confirmed). The tournament will not be played out to place, but will be played to decision. Individual matches will be drawn out of a hat to determined who plays, if courts limited. Discussed having a third and fourth place match, but in the past, the back draws were open to those that wished to play, not required.
3.Separate recommendation to add the third and fourth place match, removing the coaches discretion on if to play or not. Those that choose not to play will forfeit the match.
I.Women’s Tennis (Renn, VWC)
1.Motion to play matches to decisionif indoorswas passed. Much like the men, the single players will be put into a hat to determine order of play in tournament matches. If outside – the tournament matches will be played to completion.
2.Motion that passed unanimously to have a Saturday, Sunday, Monday and then alternate the following year with a Friday, Saturday, Sunday format.
3. All-conference process changed (see tennis minutes for details).
J.Volleyball (Renn, VWC and Bankston)
1.Hollins will be adding volleyball beginning in 2010. Hollins will play a full ODAC schedule in 2011. The schedule will need to be revisited to allow for Hollins inclusion in 2011.
a.Redraw the matrix in 2011 with a mandated two weekends playing Friday and Saturday being the third weekend in September and the third weekend in October and including creation of travel partners.
2.Would like to explore the option of the new neutral tournament location since Hollins will
no longer be neutral.
3.Coaches request that the SID is responsible for providing in-game stats via Statcrew for all
home matches.
4.Officials supervisor, B.J. Willard, would like to see more feedback on officials that are used as matches to help her in determining who to assign at what schools. Would also like to have an educational session and establish a dress code for line judges.
K.SWA (London, SBC)
1.Professional development…London (SBC), Steele (LC) and Willi (BC) going for professional development this year, looking at the women’s leadership symposium in May.
2.Prices for NACWAA-HERS slashed its fee significantly.
Adjourned: 6:18
Old Dominion Athletic Conference
2009 Fall Board of Directors Meeting
Tuesday, December 8, 2009
Roll…
Brad Bankston, ODAC
J.J. Nekoloff, ODAC
Mollie Robertson, ODAC
Curt Kendall, Bridgewater
Dave King, Eastern Mennonite
Trey McCall, Emory & Henry
Bev Hatch, Emory & Henry
Jeff Bateson, Guilford
Joe Bush, Hampden-Sydney
Aubrey Shinofield, Hollins
Jack Toms, Lynchburg
Tina Hill, Randolph
Kevin Porterfield, Randolph
Ron Gettinger, Randolph (FAR)
Denis Kanach, Randolph-Macon
Jeff Burns, Randolph-Macon
Crystal Carper, Randolph-Macon
Chris Kilcoyne, Randolph-Macon
Scott Allison, Roanoke
Kelly Morrison, Sweet Briar
Hillary London, Sweet Briar
Joanne Renn, Virginia Wesleyan
Jeff Bowers, Virginia Wesleyan
Jan Hathorn, Washington and Lee
Shana Levine, Washington and Lee
I.FAR Report (Gettinger, RAND)
A.The FAR’s are considering a vote for a new chair in place of Pat Aronson, who has served in
that capacity for the past several years.
B.The items the FAR’s touched on were scheduling, absence policies, drug testing and fan/crowd
behavior and control.
1.Common new complaints are there are an increasing number of required academic
appointments outside of the classroom that are affecting athlete availability for athletic
events.
2.New first year programs are being scheduled later in the day, which effects game day and
practice schedules.
3.The FAR’s were surprised that some campuses don’t have written policy for allowed
absences.
4.Discussions on drug testing focus on how drug testing was performed at different schools,
and what steps were taken when offenders were determined.
5.Fan behavior focused on events featuring traditional rivals. Possible idea is that those
events be anticipated and the crowd control be turned over to the institution, rather than
have athletics only responsible for crowd control.
C.AD’s would like to see the discussion continued focused on scheduling concerns to work with
the presidents towards pushing through solutions.
D.One thought to help with scheduling is determining protected times for various activities.
E.The most important reason that the FAR’s meet is to exchange ideas and look/explore what the
best practices are that can be taken back to each of the schools.
F.Dave King notes that it would be interested to look the what channels of communication exist
between faculty and coaches to try to quell some of the antagonism that is apparent between the
two working groups.
II.Consensus Agenda(below)
A.Discussion on composition of all-conference teams, whether to apply a standard formation
instead of sport-specific formats. Focus centered on tennis, men and women together and/or
separate, against other team sports within the conference.
- Board members favor having the men’s and women’s tennis groups come together to bring forth
a standard format for all-conference amongst the two sports, provided a guideline by the AD’s on a framework and philosophy.
C.The philosophy discussion expanded to encompass the entire conference in what is being done
with all-conference awards.
D.MOTION: To approve the consensus agenda
1.VOTE: Approved unanimously
Consensus Agenda – Fall 2009 Meeting
Men’s Basketball – None
Women’s Basketball – None
Field Hockey
1.Adopt revisions as noted below in the conference all-ODAC voting procedure
- A player-to-watch form will be created and distributed to the coaches prior to the start of the season. the form will be exchanged by the coaches prior to conference play.
- The sport committee selects a first and second team of 11 members each.
- Nominations for the season All-Conference team will be made by submitting names to the sport committee chair or conference SID prior to the fall meeting. Coaches are asked to rank their nominations for informal purposes only. There is no limit to the amount of athletes nominated per team and are to be submitted two days prior to first round of the ODAC Tournament.
- Goalkeepers are to be ranked separately from field players and at least one goalkeeper is the be represented on both the 1st and 2nd teams. All other players are to be selected without regard to their position.
- The All-Conference team will be selected by a vote of the coaches via email prior to the conference coaches’ meeting. A ballot asking the coaches to rank their selection 1 through 22 will be prepared for the coaches’ use by the chair or the ODAC office and distributed to all coaches on a pre-established timeline.
- The 1st, 2nd, and Honorable Mention teams for regular season conference play should be announced alphabetically on the media release distributed from the ODAC office.
- If possible, the 1st, 2nd, and Honorable Mention teams for regular season conference playshould be listed and properly labeled as such in the conference tournament program.
- The coaches should receive the first and second team selections. Honorable mention selections are the next 11 players not making the first or second team in the initial voting process. In the event one or more teams are not represented, it is permitted that one representative from each team receive honorable mention from that squad.
- When voting coaches are to hold nominations in the order they were submitted and not allow for breaking the nominators’ rankings.
- To amend G. 4, Section II to have a meeting with coaches and officials 45 minutes before all ODAC tournament games.
Football – None