OREGON ATHLETIC OFFICIALS ASSOCIATION

Executive Board Meeting - April 14, 2004

EXECUTIVE BOARD MEMBERS PRESENT:

Jack Folliard, Executive Director

Clark Sanders, Associate Executive Director

Marcus Eng, Soccer

JoAnn Hartley, Volleyball

Howard Mayo, Basketball

Rick Wallace, Wrestling

Steve Rei, Baseball

Bob Reichert, Softball

Bob Flood, Football

Karen Meats, Emerald Region Representative

Tony Jones, Coastal Region Representative

Dave Place, Central Region Representative

Keith Ericson, Portland Metro Region Representative

Rick Repine, Southern Region Representative

Sam Balsley, Salem/Mid-Valley Region Representative

OAOA BOARD MEMBERS ABSENT:

Tim Weinke, Eastern Region Representative

OSAA STAFF:

Tom Welter, OSAA Executive Director

Cindy Simmons, OSAA Assistant Executive Director

Brad Garrett, OSAA Assistant Executive Director

Mike Wallmark, OSAA Assistant Executive Director

ALSO PRESENT:

Rex Stratton (PWOA Commissioner); Lloyd Martindale (PWOA); Dave Johnson (OACA); Bob Tunison, (LCSRA Commissioner), Jim Sernoffsky (LCSRA Training Officer/Board Member) and Jim Lakehomer (LCSRA Board Member at Large).

CALL TO ORDER / INTRODUCTIONS / WELCOME – Jack Folliard called the meeting to order at 9:05.

SPECIAL OLYMPICS - At the invitation of Jack Folliard, Margaret Hunt, CEO of Special Olympics Oregon, gave a presentation to the board regarding Special Olympics, its mission, goals and events, and involvement in local communities throughout the state. She also thanked the associations and officials who have provided their services in the past. Special Olympics conducts team sports events in all regions of Oregon in softball, basketball, volleyball and soccer. Discussion ensued regarding what OAOA could do for Special Olympics as the board felt it important that we become involved with this worthwhile organization. It was suggested that all OAOA officials seriously consider donating (if they’re not already) their services to Special Olympics. OAOA can also help facilitate obtaining officials for Special Olympic events wherever possible.

It was MOVED (Bob Flood) and SECONDED (Steve Rei) that OAOA establish a “partnership” with Special Olympics – Oregon, the exact nature and extent to be determined. Motion PASSED.

OFFICIALS INSURANCE - Brad Garrett gave a brief presentation on the two available insurance policies – National Federation and American Specialties. Currently, all officials are covered for liability/accident by the Federation policy at a cost of $12 per official. In addition, the Federation policy includes D&O (Director’s and Officer’s liability) coverage for all associations at a cost of $4000 (paid by OAOA). While the American Specialties policy was similar in coverage and somewhat less expensive, it did NOT include D&O coverage. It was MOVED (Steve Rei) and SECONDED (Keith Ericson) that we continue with the Federation policy for next year. Motion PASSED.

OADA STATE CONFERENCE - Jack reported that OAOA has been invited to attend the annual OADA State Conference in Sunriver and conduct a workshop during the breakout sessions. This will be an excellent opportunity for OAOA to have a presence and begin a working relationship with athletic directors in Oregon. [additional information: Howard Mayo, Ross Johnson (veteran PFOA official), Clark and Jack will be representing OAOA. At the workshop, Howard will discuss the relationship between commissioners and ADs; Ross will present tips and hints re: schools’ duties and responsibilities on game day; and Jack and Clark will review OAOA and its’ brief history.]

STATE RULES INTERPRETER - At the request of the OSAA, a lengthy discussion was held regarding the selection method, job description and responsibilities, qualifications and terms for the SRIs. Many associations and officials provided the board with their ideas via letter and email. No conclusions or recommendations were reached as the board felt it needed more discussion and input. This topic will be on the agenda for the July meeting.

UPCOMING CLINICS -

Football – June 25th – OAOA and Lane County Football Officials Association are sponsoring a day-long clinic at Autzen Stadium and the Casanova Center in conjunction with the Univ. of Oregon’s annual high school football camp. On field training with live contact scrimmages, video presentations and classroom instruction will be on the agenda. No charge to attendees.

Volleyball - August 15, 21 and 22 – Portland, Roseburg and LaGrande (tentative) - OAOA in cooperation with local associations will be conducting pre-season regional volleyball clinics with the same clinicians at each location in an effort to promote consistency through out the state. Details to follow. No charge to attendees.

CHECK WRITING FEE INCREASE for OSAA ASSIGNED PLAYOFF GAMES - Howard Mayo requested that OAOA ask the OSAA to increase the check writing fee (currently $1 per official) to an amount which more reasonably compensates the associations for the time and costs involved in check writing for playoffs and championships. It was decided to poll the associations to seek their input and continue the discussion at the next board meeting.

OAOA’s ROLE re: RULE CHANGES and INTERPRETATIONS - OSAA has requested OAOA to become actively involved in publicizing and assisting local associations in the education of officials on rule changes. Additionally, OSAA believes OAOA should play a major role in helping to promote the concept of one statewide interpretation of any rule or mechanic.

As an example, in football beginning this fall, a major experimental rule change in Oregon only (at the request of OACA – Oregon Athletic Coaches Association) will be in effect allowing the defensive to score on trys. At the request of OSAA, OAOA drafted the language of the rule change subsequently approved by the Federation. OAOA is currently developing an extensive handout with detailed explanations, interpretations and play examples to be distributed to all football associations, coaches and athletic directors and posted on OAOA’s website.

OAOA BY-LAWS - A lengthy and thorough discussion was held regarding the first draft of OAOA’s by-laws. The draft was reviewed line-by-line with discussion by all present in addition to input from those who submitted suggestions via email resulting in the attached set of proposed by-laws (separate email document when minutes are emailed).

Ratification Process: The board adopted the following procedures for the initial ratification of the by-laws pursuant to Article VII - “Initial adoption of these by-laws shall be made by a majority of voting dues paying local associations, with at least 51 percent of such associations voting”.

1. Each local association including satellite associations (except those Idaho and Washington associations who don’t pay OAOA dues – Longview and Malheur County) shall vote on the adoption of the by-laws. It’s up to each association to establish their voting procedures, i.e. each member votes or the association’s executive board votes or some other method. One vote per association, however.

2. If an association votes in the negative, the Board requests that the association provide the reason(s) for their decision.

3. There are 101 voting associations. (115 minus 14 Longview/Malheur County) At least 51 associations must vote for a valid result with the majority of those voting in the affirmative to ratify the by-laws. It is certainly the goal to have 100% participation in the voting process.

4. It is important that our by-laws be in place well before the upcoming school year. Given that the majority of associations are not now active, the deadline for voting is July 13, 2004 (the day before our next board meeting) which allows associations almost 2 ½ months to complete the process. The Board felt this was ample time since many associations will have their executive boards vote on behalf of their membership.

5. Association votes should be submitted via email to Jack Folliard at or in writing to OAOA, 25200 SW Parkway Ave. – Suite 1, Wilsonville, Ore. 97070.

FINANCIAL REPORT – Jack gave a financial update and distributed current financials to board members. Details are available upon request. Jack Folliard voiced his concern that the level of compensation to the executive and associate director was appropriate for the amount of time and work involved; it does represent a substantial portion of the overall budget. He asked the board to consider reducing the compensation if appropriate. The board unanimously agreed to leave the compensation as is and re-evaluate during next year’s budget process.

OTHER AGENDA ITEMS - deferred until next meeting:

1. Changing service agreements between associations and schools.

2. Board committees – structure/function/process.

3. Athletic Officials Handbook (AOH) rewrite.

4. Ideas for website development and content.

ADJOURNMENT – the meeting was adjourned at 2:30PM.

UPCOMING BOARD MEETINGS: July 14th and October 13th - 9:00 AM

Possible Summer Board Retreat to be considered.

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