MASSACHUSETTS SECONDARY SCHOOLS ATHLETIC DIRECTORS ASSOCIATION Walter Sargent, Executive Director John Lynch, President Thom Holdgate 1 st Vice President Phil Vaccaro, 2 nd Vice President Ann Trytko, 3 rd Vice President Naomi Martin, Secretary Bill Johnson, Treasurer Dick Baker, Public Relations Martha Jamieson, Past President Executive Board Meeting Minutes January 9, 2012 @ MIAA 11:30am Members in attendance: Martha Jamieson, Phil Vaccaro, Fran Whitten, Rich Lewis, Thom Holdgate, Naomi Martin, John Lynch, Ann Trytko, Phil Vaccaro, Dick Baker, Terry Riley, Jim Davis, Keith Mangan, Nicole Viele, Mike Denise, Gina Johnson, John Doldoorian, Jim Ashley, Jim Abel, Bill Johnson, Jeff Long, Karrah Ellis, Shawn Thornton Regrets: Walter Sargent, Michael Roy, Stan Franczyk 1. Call to order- 11:47 am by President Lynch. 2. Secretary s Report-Naomi Martin Minutes from November 7, 2011 approved Motion by Ann Trytko, second by Phil Vaccaro (14-0) Minutes from December 5, 2011 approved Motion by Ann Trytko, second by Phil Vaccaro (14-0) 3. Treasurer s Report-Bill Johnson As of 1/9/12, 147 members registered with MSSADA. For conference gift planning, plan 165 conference gifts, with an additional 10-20 for retirees. Treasurer s Report from November 7, 2011 approved Motion by Fran Whitten, second by Phil Vaccaro, (14-0) Treasurer s Report from December 5, 2011 approved Motion by Fran Whitten, second by Phil Vaccaro, (14-0)
4. MIAA Technology Update- Sherry Bryant There was a Webex presentation by AllofE Company with MIAA staff during the first week of January. The beta users of the new MIAA scheduling software will begin use in the coming few weeks and will be able to start giving feedback to the MIAA and their web support team. One of the strengths of this new software will be having Massachusetts athletic director s being a part of the beta group, and thus part of the feedback during the building of this software. This MIAA scheduling software is being designed to be a stand alone scheduling, and tournament website (therefore once schedule entry occurs, tournament paperwork etc. would all ready be in place, no more duplicate data entry). All timing with this new product is on schedule, and looks for a roll out at March conference and then being available in mid spring. Tentatively, the plan would be for a possible district or league roll out, so that there are not 370 schools going live on the same day. There would be plenty of time for all schools to come online by June, and it would be with full benefit of accessible customer support. There is still uncertainly over whether there would be an ability to upload existing schedules from Schedule Star and Rschool Today. The cost of the MIAA scheduling software program is still uncertain, could be free with institutional registration or could be an additional fee of $50-$100 with institutional registration. That decision will be determined by MIAA Board of Directors. The correct MSSADA website can be found through Google (through the MIAA site), and the old website (ezstream) will be taken down. MSSADA website access is still through Phil Napolitano at the MIAA. 5. Board of Director s Report- Fran Whitten Next MIAA BOD meeting is next week. For clarification, the recommendation from the basketball committee for all home basketball jersey to be White, not just light, beginning in 2013-2014 season was rejected by the board 4-10. 6. Executive Director s Report-John Lynch on behalf of Walter Sargent The only districts that are registered for district suites are Districts A, E, F. All other districts need to follow up and be sure they are all set. Walter is meeting with the hotel on 1/19 to review menus and other final arrangements. Massachusetts received a letter of Commendation, for being up 29% in NIAAA membership. The Section 1 meeting will be held July 1-July 4 in Brewster. Hot topics from National Conference were social media and Title IX. Judiciary decisions have deemed schools and athletic director s responsible for Title IX in the areas of practice and competition, cutting levels, expenditures including outside expenditures (Booster club spending), equipment (quantity and expenditures). Digitaltown s 3D coach s playbook is great, and it is free to schools, but for individual students there is a cost of $29.99 per student, which was disconcerting, given the vision that they have for the playbook program. There is also a cost
associated with the Digitialtown scheduling program. The winner of the Massachusetts door prize at National Conference was Garry Rue, from Kokimo Indiana. 7. MIAA Update- Dick Neal Dick is currently working on MIAA Board of Director s agenda for their next meeting. There has been a request for agenda items for the MIAA Annual Meeting to include Cooperative Teams and Middle Level Waivers. There was an email out earlier on 1/9/12 that included a NCAA presentation for high school athletes, and how NCAA rules are affecting high school athletes. Other topics from a recent conference that Dick attended were in regard to eliminating double sessions from high school athletics (sports medicine perspective), the place of the virtual high school, tournament (public vs. private), and summer restrictions (does Massachusetts need to move away from coach s contact restrictions in summer, as these restrictions often eliminate the best people working with our student-athletes, also 0 reports of that rule being broken, and thus the spirit of the rule is as important as the letter of the rule). On behalf of the MSSADA attendees at the National Conference, a special thank you to Dick Neal and the MIAA staff for the brunch at the NIAAA conference. 8. Awards Update-Terry Riley Award books are all set, looking for a few more pictures of award winners, will get menus from Walter and will continue to get updates from Thom Holdgate on the conference schedule. 9. Publicity Update-Dick Baker Award winner and nominees invitations will go out this week, just confirming that all address information from the nominators and respective district reps is correct. 10. Conference Update- Thom Holdgate Program planning for the conference is continuing, Thom has added the LTC updates, and has finalized most of the sessions, and moderators. Walter will update sponsors and room locations after meeting with the hotel. 11. LTC Update (Rich Lewis) Seven LTC courses will be offered; the courses and instructors have been sent to Thom Holdgate for the program and are now also available online. There were 8 attendees at LTC 501 offered this morning (1/9/12) at the MIAA office. All attendees were given LTC course registration for the Conference and Section 1 at the Cape. Karrah, Shawn and Rich Riley did a great job teaching 501 and we thank them for there efforts.
12. Mentoring Committee- Jim Davis The mentoring committee met this morning, and will offer a session at Conference on the Cape. There will also be a mentoring meeting on July 2 nd to coincide with the Section 1 Summer Institute. This is low cost and helpful to new athletic directors. The mentoring committee will have an application process for athletic director s interested in mentoring. The committee will need funding for goody bags, summer institute, and athletic director s toolbox (approximately $1600). This committee will need assistance from Bill Johnson and District Reps on identifying the new athletic director s in the state. 13. District Reports- Respective District Representatives District A-scheduled to meet next week District B-no new information, conference information will be sent out District C-workshop in next few weeks District D-no update District E-no news to report District F- met last week, discussed conference, reminders about registration District G-meet this week District H-reminder about conference 14. Negotiating Team (Martha Jamieson) Recommendation to give publicity chair a raise of $500, bring the stipend to $2500.00, with the addition of the webmaster duties, and the online newsletter (taken from Secretary). All other positions will remain the same. No trips will be provided to secretary or treasurer to National Conference (voted in July 2011). Across the country, secretary, and treasurer positions are volunteer positions, these recommendations seem fair to Negotiating Team when you consider other states and our budget. The negotiating team was only charged with looking at these stipends. Discussion ensued over whether there is still a financial sub-committee in place for MSSADA to look at other financial concerns. The consensus was that MSSADA needs to be proactive instead of reactive when analyzing surplus or deficits within the MSSADA treasury. There is a need for an operating budget, with revenue being from memberships and expenses to include costs at meetings, LTC program, mentoring, banquets etc. Have to look at sponsorship possibilities, but budget can t be dependent on sponsorship. The organization may need to be more fiscally responsible. Financial Committee is still in place and is comprised of 2 nd VP, 3 rd VP, Treasurer, Walter, and 2 other volunteers.
Motion by Phil Vaccaro, second by Ann Trytko to accept proposal by Stipend Committee (motion passes 12-3) 15. Old Business Finance Committee-what direction do we proceed in restructuring and appraisal of current financial conditions, make budget and make recommendations. These members will include Phil Vaccaro, Ann Trytko, Chris Young, Keith Mangan, Bill Johnson and Walter Sargent. A friendly reminder to update Dick Baker with any deaths of former Athletic Director s. Dick Baker is on the National Coach of the Year selection committee, 4 coaches from Section 1 were nominated, none from the region were selected nationally, but need more nominees, please encourage schools in your district to nominate coaches from their district for this prestigious award. Dick is also working on continuing to have all MIAA schools in compliance with Rule 33, in regard to Coaches Education. Surveys will be going out to all member schools regarding coaches education. It is the hope that by the end of 2013 all coaches will be certified. After 2013, there will be a discipline system in place for schools not in compliance with Rule 33. 16. New Business MSSADA photo taken Meetings need to be open to the full board at each meeting, initially the reduction was to save money on mileage, and be respectful of member s time commitments; however for the sake of transparency, all MSSADA members are invited to every meeting for the remainder of year. Meeting adjourned 1:30pm Next Meeting February 6, 11:30am Respectfully Submitted Naomi Martin 1-9-12