Board of Directors Meeting Minutes

Minutes of Regular Meeting of the Board of Directors

June 17, 2022

The regular summer meeting of the Board of Directors was held in a hybrid format on June 17, 2022.

The meeting was called to order by President Ingold at 10:08 a.m. The following members were present in person: Haupt, Isenhower, Johnson, Ingold, Yoder, and Marquardt. Present via Zoom were: McAlister, Vanausdoll, Chavers, Meyers, and Davis. Also present were Nicole Schaefbauer and Chris Frasco from the IESA staff. Not present was Marski, Hogue, Duncan, and Drees.

Motion by Yoder/Johnson to approve the April 5, 2022, regular meeting minutes as presented. Motion Carried.

Mrs. Schaefbauer presented the Treasurer's report. Motion by Johnson/Marquardt to approve the Treasurer's report as of May 31, 2022. Motion Carried.

Division Reports

None---

Administrative Reports

Mr. Frasco provided an overview of the scholastic bowl state series. There were some minor issues with the new lockout platform. Mr. Frasco will be following-up with the vendor regarding solutions for future tournaments. Information was shared with the Board regarding golf entries. Current entry numbers are up from previous years

Mrs. Schaefbauer provided information regarding past Strategic Planning work. There were several ad hoc committees that were recommended but not pursued. Mrs. Schaefbauer recommended the creation of two committees to discuss topics that are still present within the membership today- Public/Non-Public Participation and Awards Programs. Motion by Yoder/Johnson to create these committees. Motion Carried. An update was provided regarding an upcoming meeting with Royal Publishing. Information regarding future financial goals was provided. Among those goals was to hire an additional assistant executive director this year. Motion by Haupt/Isenhower to approve the hiring of two assistant executive directors this year. Motion Carried. Discussion was held regarding future Board meeting formats. Meetings will continue to be offered as hybrid with an emphasis on being in-person. The September meeting will be designated as an in-person meeting.

Old Business

The Board discussed the tabled recommendation from the AD Advisory Committee regarding host incentives. Mrs. Schaefbauer recommended the creation of an ad hoc committee that would be dedicated to recruiting and retaining state series hosts. Motion by Vanausdoll/Davis to create a State Series Hosting Ad Hoc Committee. Motion Carried.

The Board discussed the tabled recommendation from the Basketball Advisory Committee regarding girls basketball post-season schedule. The Basketball Advisory Committee recommended moving the 7th Grade Girls Basketball Regional to Sat, Mon.-Wed. Week 19-20 and the 8th Grade Girls Basketball Regional to Sat., Mon.- Wed. Week 20-21 beginning with the 2023-24 school year. Motion by Yoder/Ingold. Motion Carried- 1 dissenting.

The Board discussed the tabled 2022-23 proposal from A&M Products. Motion by Vanausdoll/Johnson to approve the proposal and change Sectional awards from medals to ribbons until there is a decrease in the price per piece for stock medals. Motion Carried.

New Business

The Board discussed the requirement of submitting student birthdate information online. The Board instructed the staff to remove the birthdate fields. It is the expectation that all participating schools will monitor the age eligibility of their students per by-law 3.050. Should questions be raised regarding a student’s age, the procedure outlined in by-law 3.057 shall be followed.

The Yearly Activity Totals were reviewed.

Proposals for the 2023, 2024, and 2025 Bowling State Tournaments were reviewed. Motion by Yoder/Marquardt to accept the proposal from Town and Country Lanes. Motion Carried.

The recommendations for 2022-23 State Hosts were presented. Motion by Vanausdoll/Johnson to accept the proposed recommendations. Motion Carried.

Board Committee Reports

Staff Relations- None.

Finance- None.

President Ingold recessed the meeting for lunch at 12:00 p.m. and reconvened the meeting at 12:35 p.m.

Advisory Committee Reports

Bowling— The Bowling Advisory Committee met on April 21, 2022 in a virtual meeting. Motion by Haupt/Isenhower to approve recommendation #1 (move the roster closed deadline to the Monday prior to the Sectional). Motion Carried. Recommendation #2 received no motion.

Scholastic Bowl— The Scholastic Bowl Advisory Committee met on June 2, 2022 via Zoom. Motion by Vanausdoll/Marquardt to approve recommendation #1 (sectional hosts to hire the needed moderators). Motion Carried.

Track and Field- The Track and Field Advisory Committee met on June 8, 2022 in hybrid format. Motion by Marquardt/Isenhower to approve recommendation #2 (reduce the number of field event trials from 3/3 to four total attempts with no finals for both the sectional and state competition). Motion Carried. Motion by Yoder/Marquardt to add an official's position- Clerk of the Meet- at the state level. Motion Carried. Motion by Yoder/Marquardt to adopt the new state qualifying standards as presented. Carried. Recommendation #1 and #5 received no motion. Recommendation #3 was tabled for further discussion in September.

Additional New Business

The dates of the 2022-23 meetings were announced.

Mr. Ingold presented a letter of resignation from the Board from Mr. Bill Myers, Principal at Beardstown MS and Division J Representative. Mr. Myers accepted a new position outside of Division J. Motion by Marquardt/Yoder to accept the resignation. Motion Carried.

Motion by Johnson/Haupt to approve the expenses of the meeting. Motion Carried.

There being no further business, motion by Johnson/Isenhower to adjourn the meeting. Carried. President Ingold adjourned the meeting at 1:05 p.m.

Respectfully submitted,
Nicole Schaefbauer