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Board of Directors Meeting Minutes

Meeting Minutes of the IESA Board of Directors

June 13, 2003

The regular summer meeting of the Board of Directors was held on June 13, 2003, at the IESA Office, Bloomington, Illinois.

The meeting was called to order by President Link at 10:05 a.m. The following members were present: Spiezio, Irwin, Link, Isackson, Silvey, Milt, Fitzanko, Cox, Mulligan, Carr, & Graham. Also present were Steve Endsley, Nicole Schaefbauer, and Julie Cochran from the IESA staff and newly-elected Board member Gary Lewis. Mr. Hochstatter arrived at 10:40 a.m.

President Link appointed Mr. Mulligan, Mr. Fitzanko, and Mr. Irwin to certify the tally of the recently-completed Board elections.

Motion by Mulligan/Graham to adopt the minutes of the April regular meeting. Carried.

Mr. Spiezio presented the Treasurer's report. Motion by Graham/Isackson to approve the report and file for the auditor. Carried.

Division Reports

Division E--Mr. Link reported he had received a letter from a parent who was concerned that the pole vault event had been eliminated at the county and conference meets. Since this event is still held in the state series, no action was taken.

Division N--Mr. Graham indicated he had received a letter from the track coach at Girard. The letter was presented to the Track and Field advisory committee. No action on the suggestions was taken.

Assistant Executive Director's Report

Mrs. Cochran informed the Board that she is creating a Scholastic Bowl manual for coaches with plans to remove the Scholastic Bowl rules from the Handbook and include them in the new manual. She discussed with the Board the need for a music cooperative entry deadline. After discussion, motion by Graham/Silvey that effective July 1, 2004 to set October 1 as the deadline for music cooperative applications and to delete By-Law 2.035. Carried. Exec. Director's Note: Passage of this motion means that schools that currently have a music organization group with two or more schools will have to file a co-op application and abide by all co-op regulations. Mrs. Cochran attended a sportsmanship advisory committee meeting at the IHSA. The Sportsmanship Summits will not continue. Motion by Isackson/Milt for the IESA to form a Sportsmanship Advisory Committee consisting of representatives from each of the 14 IESA membership divisions. Carried.

Associate Executive Director's Report

None

Executive Director's Report

Mr. Endsley informed the Board that discussions have been held to locate an alternative site for the cheerleading competition to reduce facility rental costs. The annual IESA golf outing is scheduled for June 16. Information concerning the replacement of an office vehicle was presented.

Old Business

Mr. Endsley thanked the Board members for their continued support of the Scholar Attitude Award.

Discussion was held concerning the National Federation summer meeting that will be held in Chicago.

New Business

The Board received the staff recommendations for the 2003-04 state sites. Motion by Graham/Spiezio to accept the recommendations. Carried. Click here for the 2003-04 state sites.

Board Committee Reports

By-Laws--Mrs. Isackson presented the By-Laws committee report. Motion by Isackson/Hochstatter to add the following Questions and Answers to the Handbook:

Q: Who is responsible for payment of officials when a forfeit has occurred?
A: The school that caused the forfeit is responsible for payment to the officials. In some cases restitution may have to be made to the host school if the host school has paid the officials and it was the visiting school that caused the forfeit. Example: School A and School B have a game scheduled for Tuesday at 6:00 p.m. School B has requested that the game be moved to 4:00 p.m. on the same date to accommodate a school concert. School A is willing to play earlier but must contract a different set of officials for the earlier starting time. School B is responsible to pay the original set of officials because they were the ones who requested the time change necessitating new officials.

Q: Our baseball (or softball) game has been canceled because of rain. Do I have to pay the umpires?
A: If the umpires have driven to the site, then generally payment is made. If the school was able to contact the umpires before they left for the contest, payment does not need to be made.

Q: I have a set of officials contracted to work two basketball games. Our school lost power and we were not able to play. Am I responsible for paying the officials?
A: In general, yes. Some officials will understand the situation and if you can contract them for the make-up date, they will not expect payment. However, if you cannot contract the same officials, then they should be paid. The officials held the date for you and they should be paid if a new date cannot be scheduled. Motion Carried.

Motion by Isackson/Graham to add the following information to Division 3 of the Handbook:

3.160 Open Gym Limitations:

Schools may open their facilities to students during the school year under the following conditions:

a. A variety of recreational activities are available during the course of the year.
b. There is no coaching or instruction in the skills and techniques in any sport at any time.
c. Participation is voluntary and is not required directly or indirectly for membership on a school squad.
d. Comparable opportunities are afforded to all participants.

3.170 Provisions For Summer Participation

Students may participate either as an individual or as a member of a team in any type of athletic activity during the summer months. Students from the same school may participate on the same team. Summer months are defined as the time that the school closes in the spring until classes begin in the fall. A coach of a member school may coach students from the school during the summer. Carried.

Motion by Isackson/Spiezio to change section 1.034 of the Constitution so that the two administrators, including ties, are placed on the final ballot along with the incumbent. If there is no incumbent, then three administrators who accept the nomination, including ties, will be placed on the final ballot. Carried. Motion by Isackson/Graham to approve a makeover of the IESA handbook which would move the Questions and Answers that are currently in the back of the Handbook to directly beneath the section to which they refer in the Handbook and to remove the Scholastic Bowl rules from the Handbook and make a separate Scholastic Bowl manual. Carried. Motion by Isackson/Milt to allow an additional school to be added to an existing co-op agreement after one year provided they complete a new application for a two-year period, the conference (if applicable) approves of the new team being added, and the approval of the Executive Director. Carried. Motion by Isackson/Milt to not assess penalty fees to any school that faced elimination of activities, and then after the IESA deadline, the district approves membership. Schools in this situation would have to write a letter to the IESA Board of Directors explaining the situation and provide documentation that the district had planned to eliminate activities. Carried.

Finance--Mr. Spiezio presented the Finance Committee recommendations. Motion by Spiezio/Silvey to approve a $30 a week increase for the technology coordinator. Carried.

Motion by Spiezio/Graham to raise the adult admission at all state final events (except wrestling) by $1.00. Carried.

Motion by Spiezio/Milt that the adult admission cost at wrestling regionals and sectionals be increased $2.00. Carried.

Motion by Spiezio/Silvey to drop the toll-free 800 number. Carried.

Motion by Spiezio/Silvey to change By-Law 5.056 so all money received from vendors contracted by the Association, other than the t-shirt vendor, remains with the IESA. Carried.

Motion by Spiezio/Graham to require host schools in speech, solo and ensemble contests, and music organization contests to charge admission of $1.00 for students and senior citizens and $2.00 for adults. Carried.

Motion by Spiezio/Graham to approve a $60.00 shell expense for sectional track starters. Carried.

Motion by Spiezio/Graham to award the t-shirt and merchandise bid to The Cubby Hole, Carlinville, Illinois for the 2003-04 and 2004-05 school years with a mutually agreeable option for the 2005-06 school year. Carried.

Motion by Spiezio/Isackson to require schools that submit an offer to host a state activity to estimate expenses for the event and be within 10% of the cost when the event is held. Carried.

Motion by Spiezio/Hochstatter to approve a three person officiating crew for the girls and boys state basketball tournaments (16 team finals). Carried. Exec. Director's Note: Regional and sectional games will still use a two person crew.

Motion by Spiezio/Milt to include in the FY 04 budget an amount not to exceed $6500 for an upgrade to the radios used for IESA events. Carried.

Motion by Spiezio/Silvey to require the IESA staff to receive CPR and defibrillator training. Carried.

President Link recessed the meeting for lunch at 12:05 p.m. and reconvened the meeting at 12:40 p.m.

Staff Relations--Dr. Silvey presented the recommendations of the Staff Relations Committee. The recommendations as presented were voted on and approved.

Advisory Reports and Recommendations

Music--Mr. Mulligan presented the recommendations of the Music Advisory Committee. Motion by Mulligan/ that the organization contests shall only be held on Saturday of week 43 of the standardized calendar. Motion died for lack of a second.

Scholastic Bowl--Dr. Irwin presented the recommendations of the Scholastic Bowl advisory committee. Motion by Irwin/Silvey to set the starting time for the sectionals at either 4:00 p.m. or 4:30 p.m. Carried.

Motion by Irwin/Graham to set the starting time for the regionals no later than 4:30 p.m. Carried.

Motion by Irwin/ to move the state series back one week so the regionals would be held Tuesday of week 42 of the standardized calendar. Motion died for lack of a second.

Motion by Irwin/Spiezio to allow six team regionals to hold the seeding meeting on the date of the regional contest and set the seeding date as the withdrawal date for the penalty fee as detailed in By-Law 5.039. Carried.

Motion by Irwin/Hochstatter that state series moderators must be at least 18 years of age or older. Carried.

Motion by Irwin/Hochstatter that it is recommended that state series timers and scorers be at least 18 years of age. Carried.

Motion by Irwin/Hochstatter to change the tie-breaker procedure detailed in By-Law 4.1523. Carried. Exec Director's Note: Please refer to the Activity Update that will be included in the August 1 mailing for detailed information.

Motion by Irwin/Spiezio to add to By-Law 4.149 specific information about capitalization, fractions, and use of pi. Carried. Exec Director's Note: Please refer to the Activity Update that will be included in the August 1 mailing for detailed information.

Track & Field

Mr. Graham presented the recommendations of the Track & Field advisory committee. Motion by Graham/Hochstatter to adopt the qualifying standards for the 2004 state meet. Carried. Click here for the complete list of the 2004 qualifying standards.

Motion by Graham/Spiezio to set the starting height for the girls pole vault at the state meet as follows: 7A-5'0; 7AA - 5'3"; 8A - 5'6"; 8AA - 5'9" Carried.

Motion by Graham/Milt to change the starting time of the field events at the state meet to 1:00 p.m. instead of 2:00 p.m., adjust the girls Class AA pole vault schedule so the girls vault before the boys, and to move the Parade of Champions to Saturday morning. Carried.

Motion by Graham/Silvey to survey the track schools concerning the possibility of raising the 8th grade boys hurdle height. Carried.

Motion by Graham/Isackson to change the order of the hurdle event at the sectionals. Carried.

Motion by Graham/Hochstatter to add to the NFHS rule exceptions as By-Law 4.0757 the following: "Clerical or team score errors may be corrected by the IESA at any time." Carried.

Motion by Graham/SIlvey to add the following to the Track Terms & Conditions: "Athletes must report to all events with the appropriate spike length. Those athletes with illegal spikes will be asked to leave the event to make the necessary corrections. Athletes who are not present for their heat, section, or flight will not be granted an additional opportunity to compete." Carried.

The Board received copies of the financial reports for the music, track and field, volleyball, and wrestling activities.

President Link asked for a motion from one of the people he appointed to certify the tally of the Board election ballots. Motion by Mulligan/Fitzanko to certify the tally as presented. Carried.

Mr. Spiezio presented the recommendations of the Nominating Committee. Motion by Hochstatter/Cox to accept the Nominating Report. Carried.

Motion by Hochstatter/Silvey to approve the expenses of the meeting. Carried.

President Link adjourned the regular meeting sine die.

Mr. Endsley announced the election results and seated the new and re-elected members of the Board. Mr.Jim Hochstatter (Division B), Ms. Dana Isackson (Division F), Dr. Sue Silvey (Division G), Mr. Gary Lewis, (Division H) and Mr. Jerry Birkey (Division I) were seated.

The Board of Directors was re-organized as presented by the Nominating Committee. Officers and Activity Liaison appointments for 2003-2004 are as follows: President: Joe Spiezio; Vice-President: Sue Silvey; Secretary/Treasurer: Ron Graham; Art: TBA; Baseball: Jim Hochstatter; Softball: Jerry Birkey; Cross-Country: Dana Isackson; Basketball: Craig Carr; Wrestling: Steve Lee; Volleyball: Tom Cox; Track & Field: Stan Fitzanko; Music: Gary Lewis; Speech: John Link; and Scholastic Bowl: Chuck Irwin. Board Committees are as follows: Finance: Ron Graham, John Link, Jim Hochstatter; By-Laws: Steve Lee, Dana Isackson, TBA; Staff Relations: Sue Silvey, Jerry Birkey, Craig Carr; Long-Range Planning: Tom Cox, Gary Lewis, Chuck Irwin, Stan Fitzanko.

After the new Board was seated, President Spiezio asked for a motion to ratify all previous legal affairs of the Association. Motion by Hochstatter/Irwin to ratify all previous legal affairs. Carried.

New Business for Board

Mr. Endsley read a resignation letter from Mr. Tom Mulligan, Division L representative. Motion by Graham/Cox to accept Mr. Mulligan's resignation. Carried. President Spiezio will appoint an administrator from Division L to fill the last year of the term.

A brief discussion was held concerning the Board's role on the advisory committees and whether they want to continue serving on the committee. No action was taken.

There being no further business, motion by Link/Fitzanko to adjourn the meeting. Carried. President Spiezio adjourned the meeting at 2:10 p.m.

Respectfully submitted,
Steve Endsley
IESA Executive Director

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