South Central District Athletic Association

South Central District Athletic Association

SOUTH CENTRAL DISTRICT ATHLETIC ASSOCIATION

Annual General Meeting Agenda

* - indicates attachment or handout

  1. Call to order/Adoption of agenda
  2. Call to order at 4:58
  3. Lee Behrns moves to adopt; Darcey seconded; CARRIED
  1. *Adoption of Minutes from 2016 AGM
  2. Lee moves to adopt; Darcey seconded; CARRIED
  1. SHSAA AGM resolutions (RM)

a.*discussion of SHSAA Resolutions

  1. Jeff walks us through the AGM resolutions and the voting delegates will have an understanding of what our body would like and what is in our best interest.
  1. Discussion of formats for district championships

a.Golf

  1. no discussion

b.Cross country

  1. no discussion

c.Soccer

  1. no discussion

d.Football (6 man/9 man/12 man)

  1. no discussion

e.Volleyball

  1. Motion to stagger bantam playoff dates.
  2. We need to deal with this before we set our dates. Rational is to stagger dates to match the senior dates where the girls are a week before the boys. Advantages are that parents are able to travel with two different teams. Bantams are still able (grade 9s) are able to sit on the bench of the seniors. Can alleviate some of the officiating pressures. Free up coaches, as well, for officials.
  3. Motion in the bylaws. CARRIED

f.Curling

  1. No discussion

g.Wrestling

  1. No discussion

h.Basketball

  1. Always in flux based on how many teams there are.

i.Badminton

  1. No discussion

j.Track and field

  1. Discussed in previous meeting
  1. *District competition sites and dates for 2017-2018 (see host rotation sheet and calendar attached in the email)
  2. Each section will need to confirm section championship dates in the fall.

6. SCD Constitution

- seeresolutions at the end of the agenda

Joanne makes the motion that we add to

Article 5 – executive officer

Section 1

Motion to create the position of Communications Officer to begin a two year term starting in 2017-2018 school year

Carla seconded; CARRIED

Joanne makes the motion that we add to

Article 6 – Duties of officers

Section 9 Communications officer

Duties of officer:

Shall maintain Website

Shall maintain the records of Coaches’ and Officials’ Years of Service

Order Year End Awards

Dale seconded; CARRIED

Joanne makes the motion that we add to

Article 8 – Finances

Section 3

  1. An honorarium will be paid to the Communication’s Officer

Darcey seconded; CARRIED

Tana will make the changes to the constitution and the bylaws.

6..*Proposed Budget (JF)

  • Attached
  • With increased spending comes increased grants
  • Tana and Renee will look at track jerseys to see where we are with our numbers
  • Our current ledger balance is $21443.88. The bank balance sits at $21943.88 with two cheques yet to be cashed worth $500. There have been three cheques written but not sent with a total of $3783.53. We can expect more expenses this June in the area of $2800-3500.
  • Expenses:
  • Championship expenses are up due to the cost of officiating bantam basketball districts; however, - officials development costs are higher than anticipated but is also subject to application for additional grants
  • anticipated expenses – some AGM expenses, honoraria
  • Revenue:
  • Grant money is higher to cover increased costs (ie -officials development)
  • team fees are also up due to the $50 district playoff fee that was charged.
  • Note: the $1045 bill for district track jerseys did not show in the totals but has been paid/reconciled and will be remedied for the June 30 report given in September.
  • The miscellaneous expenses for 2016-17 should have read $1159.21 (the bill for the track jerseys did not carry over onto the excel totals).
  • The total expenses then should have read $21355.25. *the balances are not affected by the glitch.
  • Jeff makes motion to adopt; Mitch Singleton seconded; CARRIED

7. Upcoming Provincial Hosting

  • 2017 Provincial Girls 2A Soccer –Moose Jaw
  • 2017 Provincial Boys 1A Volleyball – Rouleau
  • 2018 Regional Badminton – Peacock
  • 2018 Regional Curling – Moose Jaw (Boys & Girls) Assiniboia (Mixed)
  • 2019 Provincial Curling – Open Bids
  • 2019 Provincial Track & Field – South Central – Moose Jaw
  • 2020 SHSAA AGM – South Central’s turn to host
  1. SCD Executive Elections
  2. Darcey runs the elections

a)President: Election 2 year term

  1. Roger nominates Al Wandler; Clayton seconded; CARRIED

b)Administration Rep: Derek is entering the 2ndyr of 2 yr term

c)Officials’ Rep: Jeff is entering the 2ndyr of 2 yr term

d)Four Section Reps:

Moose Jaw: Blake Buettner – 1 year term

North: Mitch is entering the 2ndyr of 2 yr term

South West: Darcey is entering the 2ndyr of 2 yr term

South East:

Deb Karpinski nominates Laurie Haukins (accepted); Dale seconded; CARRIED

e)Secretary: Election –

  1. Roger nominates Tana Arnott (accepted); Joanne seconded; CARRIED

f)Treasurer: Joanne is entering the 2ndyr of 2 yr term

g)LEADS Rep: Derrick is entering the 2ndyr of 2 yr term

h)Trustee Rep: Al is entering the 2ndyr of 3 yr term

i)Holy Trinity Rep: Levi Broda

j)CEF Rep: Amberly Doucette

k)Communication’s Officer

  1. Renee Verge nominates Roger Morgan (accepted); Aaron Foster seconded; CARRIED
  1. New Business

a.)Discussion: Could the body of SCDAA pay the salary of another athletic director? Could the schools support this position through their decentralized budget? It is about a $40,000 cost. On the side of caution for this because we want extra-curricular to be important

b.)Honoraria

  1. MOTION: Roger is making the motion to pay the honoraria of $200 per executive position; Darcey seconded; CARRIED
  1. Adjournment

Clayton makes the motion to adjourn; Karen Fedor-Klapatiuk seconded; CARRIED

SCDAA AGM Resolutions

*Bylaws – predistributed motions require 50% + 1 to pass, motions made at the AGM Require 2/3 majority. *Constitutional changes require 100% approval

Constitutional

MOTION: Strike clause a) of Article VI, Section 5

Article VI – Duties of Officers

Section 5: Treasurer

a)Shall arrange to have books audited annually

Rationale:This had not occurred in recent history – at least for many years.

(We should either strike the clause or follow it, if audits are deemed necessary.)

SCDAA Executive

MOTION: Strike clause b) of Article VIII Section 1

Article VIII – Finances

Section 1 Self Sufficiency

b)The SCDAA bills, books and audit be maintained by Prairie South School Division

Rationale: In June 2016, PSSD announced its discontinuation of maintaining SCDAA accounting. This change to the constitution will reflect current practice as per the September 7, 2017 motion (carried) “that all SCDAA payments are made through the SCDAA account”. If necessary to have such a statement, it needs to be amended to replace PSSD with SCDAA.

SCDAA Executive

Bylaws

MOTION:

BE IT RESOLVED:that the bantam girls volleyball district playoffs occur the week prior to the senior girls conference SHSAA volleyball playoffs and the bantam boys playoffs occur the week prior to the senior boys conference playoffs.

BACKGROUND:this would result in the bantam boys and girls playoffs occur on different weekends and should free up officials and allow parents more flexibility in attending playoffs.

SCDAA Executive

MOTION:

BE IT RESOLVED: Bantam basketball districts will have the following financial structure:

  1. Entry fee for district basketball is $50 (paid to SCDAA)
  2. 100% of the gate goes to SCDAA.
  3. Minor officials will be paid for by the host.
  4. SCDAA will pay for the officials.

SCDAA Executive

MOTION:Bantam volleyball playoffs will have the following financial structure:

  1. Section playoffs expenses will be covered by the host.
  2. District playoffs will be covered by the district. 100% of the gate goes to SCDAA.

BACKGROUND:section playoffs rotate to all schools and once every 5-8 years, each school will cover the cost in turn. District playoffs depend on winning a section playoff and could occur regularly in the same school.

SCDAA Executive

BE IT RESOLVED: That only team captains shake the referee’s hand.

BACKGROUND:Time efficiency and hygiene.

Executive input – This should be a recommendation not a Bylaw.
BRuthven/LHawkins

MOTION:

BE IT RESOLVED: Bantam teams must declare their roster prior to the first round of playoffs in curling, volleyball and basketball

JKitts/RMorgan

MOTION:

BE IT RESOLVED: Bantam girls field events and hurdles will have the same distance/height/weight as midget girls

SCDAA Executive

MOTION:

BE IT RESOLVED: Bantam boys field events and hurdles will have the same distance/height/weight as junior girls

SCDAA Executive

MOTION:

BE IT RESOLVED: An administrative representative will be elected to the executive to serve a two year term. The rep must serve an administration role in their school

SCDAA Executive

MOTION:To remove the following.

BE IT RESOLVED:SCDAA will pay for up to 10 delegates to the SHSAA AGM.

SCDAA Executive

MOTION:

BE IT RESOLVED: The host section provides birdies for the bantam district championship.

Background – All schools do not need to bring birdies to a district championship, only the schools in the host section should bring birdies.

SCDAA Executive

SCDAA Bylaws

Rationale – a couple of bylaws no longer reflect current practice since 2016 funding changes were applied and need revisiting by the executive.

MOTION:To remove the sentence in the following:

Article II – Finances

C) Schools hosting district competitions (except cross country and golf) are expected to charge a gate admission per event of three (3) dollars for adults, two (2) dollars for students and 12 years and under free.The money collected will be split between the association and the school on a 50/50 basis for basketball. All other sports will submit 100% of the gate to the SCDAA.100% of the gate will be submitted to the SCDAA. The penalty for not collecting a gate will be that all competition expenses will be borne by the host school.

SCDAA Executive

MOTION:To remove the section as follows:

Article II – Finances

c)Ice rentals and officiating expenses for section and district championships are the responsibility of the host school division.

  • This will become redundant if the other resolutions pass – this will be done at the June meeting
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