Board of Directors Meeting
Friday, February 18, 2005

In Attendance:
Ross Metcalfe Rhonda Young Mark Diboll Brian Plett
Fred Kelesnik Mark Miles Tony Carvey Don Hurton
Ken Friesen Don Thomson Murray Brown Ron Taylor
Morris Glimcher Mike Kraichy (U of M Recreation Student0

Regrets:
Carey Lasuik Jacques Dorge

1.0 President's Welcome
- Ross Metcalfe welcomed those in attendance with special greetings to Michael Kraichy, a University of Manitoba Recreation student who is working with the MHSAA until mid-April. Mike played high school hockey, while a student at Maples Collegiate.

2.0 Adoption of Agenda

2.1 Additions/changes to Agenda.
§ Add revenue sharing under Other Business

Motion: To adopt the agenda as amended. Mark Diboll/Don Hurton
CARRIED

3.0 Adoption of November 15, 2004 Board Meeting Minutes

Motion: To adopt the minutes from November 15th. Mark Diboll/Murray Brown
CARRIED

4.0 Business Arising from the November 15, 2004 Board Meeting

4.1 Schools in Sport Task Force
- Ross Metcalfe reported that there are ongoing discussions with Sport Manitoba with regards to the relationship and role of high school sport, the Provincial Sport Organizations, junior high sport, Sport Manitoba and other stakeholders
- The group is currently forming several different committees and Morris and Carey will be part of a committee looking at the roles of the MHSAA and the PSO's.
- The MHSAA survey also provided some information regarding PSO's and junior high athletics.

4.2 Executive Director Evaluation
- Copies of the newly drafted Executive Director evaluation were distributed.
- Ross indicated that the Management committee put this evaluation together, and the intent is to have a formal evaluation of the Executive Director every second year.
- The evaluations will be distributed to Board members, Zone Presidents, Past Presidents, as well as other coaches and physical educators that have played prominent roles in MHSAA, such as tournament convenors, past executive members, etc.
- The timeline for the evaluation is that they will be distributed April 8th, returned by April 25th, and the Management committee will review the summaries at its meeting on May 4th, 2005

5.0 Financial Report & Investment Summary
- Morris presented the financial report to January 31st, 2005.
- He also included a summary of investment vehicles and incomes.
- The subject of surpluses was raised at the 2004 Annual General Meeting. In discussions with the auditor, it was suggested that we maintain a surplus comparable to Government (Sport Manitoba) funding. Currently MHSAA receives $115,000 - $120,000 from Sport Manitoba as well as another $25,000 - $30,000 in bingo funding. The auditor felt that it would be appropriate to maintain a year-end surplus in the $150,000 range in case government funding should decrease. This would allow the MHSAA to maintain existing programs while attempting to seek out other sources of revenue.

Motion: To accept the financial report as circulated. Murray Brown/Don Thomson
CARRIED

6.0 Executive Director's Report

6.1 Sponsorship
- Morris reported a new sponsorship arrangement with FILA Canada. This should be finalized very shortly and will include merchandise in return for signage and visibility through MHSAA.
- A formal partnership has been developed between Home Run Sports and MHSAA in return for designation of Home Run Sports as an official supplier to the MHSAA. This agreement will include money for scholarship funds for a track & field athlete and a fastball/baseball athlete as well as clothing and others.
- Canada Basketball will be contributing a $5,000.00 scholarship, effective 2005-2006 basketball season. The amount of $5,000.00 will be utilized by the MHSAA for scholarships to a student or students that will be attending a Canadian University

6.2 CSSF Executive Meeting
- Morris reported that he attended the executive meeting of the Canadian School Sports Federation in January 2005. Morris is the Vice President of the Federation.
- The Canadian School Sports Federation is looking at identifying National projects that can be considered. They are looking at coaches' education and administrative courses that will be useful to the athletic director/physical education administrator.

6.3 MHSAA Online Survey
- The MHSAA circulated an online survey to physical educators, administrators and coaches across Manitoba.
- Approximately 400 surveys were completed which represents a 20 - 25% return.
- A number of questions were asked and the feedback will assist in the development of the MHSAA strategic plan/game plan.
- There were some excellent comments and feedback that was received.
- It was agreed that a committee would be formed to analyze the results and assist in the strategic plan. This committee shall consist of Mark Diboll, Mark Miles, Don Hurton and Ron Taylor.

6.4 Strategic Planning Session
- The MHSAA hosted a Strategic Planning Session on January 21st, 2005.
- Approximately 40 individuals from across Manitoba participated.
- The discussions were very fruitful and many recommendations came forward.
- The results of the survey and a summary will be posted on the MHSAA website.
- Feedback will be used by the strategic planning committee.

6.5 Champions
- A Champions session was held in early February. Unfortunately this was during semester break and though many teachers felt that we would get high numbers because of that timing, it turned out that we got lower than expected registration.
- There were about 40 students for that seminar.
- We have received funding from the Sport Medicine Council in the amount of $20,000.00 for next year and will host one and potentially two more workshops next year.
- Overall, evaluations and responses have been very positive.

6.6 AGM
- The Annual General Meeting will be held in Portage La Prairie (Canad Inns), June 19th, 20th & 21st.
- One suggestion from the online survey was to have sport specific sessions in the discussion groups and this will be implemented. Planning for this year's meeting is proceeding.

6.7 Sport Legacy Trust Application
- The MHSAA submitted two applications for consideration by the Sport Legacy Trust committee.
- The first of these projects was a request to assist in the upgrading of the track & field facility at Stonewall Collegiate and the second was to assist in the development and hosting of a virtual Hall of Fame/database pertaining to provincial championships, records etc.

6.8 Tenders
- MHSAA is currently developing its tendering for the coming year. This process will have to be evaluated as only approximately 25% of schools participate. Many schools have indicated that they would prefer to just order from one company and pricing is not as much of an issue.
- We have received many positive comments about tendering for those that do utilize the service, however we must evaluate the value of this program when such a small percentage use it.

6.9 Human Rights Appeals
- The MHSAA has been questioned by the Human Rights Commission on two cases. One case requested girls to play on a boys team, when the school had girls team as well. This was denied by the MHSAA.
- The second case was pertaining to a school that did not have enough girls to form a team and asked us to allow girls to play on the boys curling team. It would have meant that a boy was denied the opportunity to play.
- Both of these cases were denied by MHSAA and are now in the investigation phase by the Manitoba Human Rights Commission.

6.10 Powersmart Sportsmanship program
- Powersmart Sportsmanship banners were awarded to the following schools this year: Morris Mavericks Varsity Girls, Rivers Rams Varsity Boys, College Jeanne Sauvé Olympiens Junior Varsity Boys, Wawanesa Warriors Varsity Boys
- Nominations for these awards were down this year and we must find ways to promote the nomination process more effectively and solicit more feedback.

7.0 Game Plan
- Some initiatives that the MHSAA will be looking to include in this year's game plan include
- The creation of a technology committee.
- Revenue sharing for Provincial Championships.
- Marketing and the creation of a CD Rom with a Powerpoint presentation on the importance of high school sport
- Purchase of a display unit for use at provincial championships, MAST/MASS Conferences etc.
- We will also be investigating funding for a Student Leadership Conference and creating greater awareness for the "new generation" of coaches that are coming on. The survey showed that a large percentage of coaches have less than 10 years of coaching experience.
- Another very important emphasis is to enhance the relationship between Sport Manitoba and Provincial Sport Organizations.

8.0 Correspondence -No major correspondence has come in.

9.0 Board Representation at Provincials
- Ross Metcalfe indicated that he will not be able to represent the board at the high school hockey championship as he has a school board meeting at that time and Mark Miles said that he could take his place.
- Carey to contact board members regarding other championships

10.0 Other Business
10.1 Revenue Sharing
- The board reviewed the survey results on this topic.
- There was some concern about gate receipts and that more money from revenues at the provincial championships at the A, AA, and AAA level should be retained by the hosts. It is sometimes difficult to explain to a volunteer, that the MHSAA covers all expenses including officials, hotels and awards, etc. and the revenue obtained by hosting a provincial championship rarely pays for these expenses. In fact, the MHSAA accumulates a $15,000.00 - $20,000.00 loss on provincial championships annually.
- The board felt, however, that we must address this and moved that for A, AA, AAA Championships that we increase the revenue sharing.

Motion: That hosts of A, AA, AAA Championships retain 50% the gate receipts.

Fred Kelesnik/Rhonda Young
CARRIED

Note: This is not the case for AAAA or JV Urban Championships. A funding formula will be worked out in these areas.

11.0 AGM
- The board discussed the format for the Annual Meeting and looked at some of the possibilities.
- Morris is investigating the possibility of a remote control voting system that is used in some schools. This would allow zones to vote electronically and results would be tabulated immediately displayed on a screen.
- It was suggested that MHSAA extend an invitation to Brian Ardern, President of the Manitoba Teachers' Society to attend the meeting. This was done last year, and unfortunately, MTS was unable to attend.
- Monday evening entertainment - last year's hypnotist was a great success and this year we are looking at the possibility of a magician.
- We will continue to host our golf tournament at Southport. There is new management there, so contact must be made and prices established.

12.0 New Business - no new business was presented.

13.0 Adjournment

Next meeting will be the Presidents' Meeting on April 15th.
Board meeting to start at 9:00 AM and Presidents' Meeting at 1:00 PM.