2006 ODAC Fall Board of Directors Meeting

Hampden-Sydney College – Dec. 4-5

 

Attendance

Bridgewater – Curt Kendall

Eastern Mennonite – David King

Emory & Henry – Bev Hatch

Guilford – Marion Kirby

Hampden-Sydney – Joe Bush, Ray Rostan

Lynchburg – Jack Toms, Dr. Ken Garren

Randolph-Macon – Denis Kanach, Jeff Burns

R-M Woman’s – Val Cushman, Heather Somers, Kevin Porterfield

Roanoke – Scott Allison

Sweet Briar – Kelly Morrison

Washington and Lee – Chuck O’Connell, Cinda Rankin

NCAA – Matt Banker

ODAC – Brad Bankston, JJ Nekoloff, Steve Harrell (intern)

 

Minutes/Action Items:

This summary of the meeting includes all action items reviewed by the Board. Action items include recommendations from individual sport committees and additional topics discussed by the Board throughout its two-day meeting.

 

Awards:

The board reviewed the awards committee report indicating a need to study the entire conference awards program. It asked Heather Somers – chair of the awards committee – to convene a meeting of the committee in the spring of 2007 and report back with suggestions at the May ADs meeting in Va. Beach. Commissioner Bankston also reviewed the conference’s agreement with Jostens, Inc., in an effort to clear up any misunderstanding about the championship ring agreement entered into January 2006.

 

Budget:

The Board considered the recently revised budget for 2007-08 and the proposed numbers for 2008-09. Several changes in the personnel salary line items were noted by Dr. Ken Garren. A copy of the most recent 2006-07 fiscal year balance sheet is attached.

 

Spring Meeting Location:

The group was reminded of the spring meeting site. The conference will host its meeting on May 21-23 at the Ramada Inn Plaza Resort in Virginia Beach, Virginia. The commissioner was asked to confirm early check-in for May 21 – many people encountered issues with check-in last year after arriving the morning of the meeting.

 

Eligibility Issues – Transfer Forms:

After a thorough review of a recent conference eligibility case, board members asked the conference office to review institutional transfer review forms and come up with a standard conference form that would be available for all league members to use (linked on the website). Commissioner Bankston was asked to collect these forms and work with the NCAA office in compiling a thorough transfer information form during the spring semester.

 

Membership:

Membership was an extensive discussion topic in the Monday afternoon session. Several schools have expressed interest in joining the ODAC, but the conference currently has a membership moratorium in place. With the changes in RMWC’s coed status, the league needs to explore where it goes from here. The conference office was asked to compile an internal profile of the conference including student demographic information and specific sports sponsorship information. The office was also asked to compile a similar study of schools in the surrounding region. This information will be forwarded to the conference long-range planning committee for further review prior to the May meeting.

 

Officials Fees:

The officiating committee presented several items for the Board’s review including a new chart of officiating fees beginning 2007 through academic year 2009-2010. Additional travel fees for field hockey and women’s lacrosse were discussed beginning with the 2007-2008 seasons. A copy of the approved report can be found below:

 

Officials Fees – 2007-2010 (ODAC Assigned Sports Only)
November 25, 2006

 

2007-10 ODAC Proposed Officials Fee Structure

 

Current

Proposed

Proposed

Proposed

 

Sport

2006-07

2007-08

2008-09

2009-10

 

Baseball

 

 

 

 

 

   Nine-Innings

$105

$110

$110

$115

 

   7-7 Doubleheaders

$210

$220

$220

$230

 

   7-9 Conf. Doubleheaders

$210

$220

$220

$230

 

Men's Basketball

$140

$145

$145

$150

 

Women's Basketball

$140

$145

$145

$150

 

Field Hockey*

$135

$140

$140

$145

 

Football

$140

$140

$145

$150

 

Women's Lacrosse*

$130

$135

$140

$145

 

Softball

 

 

 

 

 

   per game

$65

$70

$70

$75

 

Volleyball

 

 

 

 

 

   Single (136)

$100

$100

$105

$105

 

   Dual (8)

$130

$130

$130

$135

 

   Tri (28)

$180

$200

$210

$220

 

   Quad (6)

X

$260

$260

$265

 

 

 

 

 

 

 

* Additional Travel will be paid in FHOC and WLAX.

Please Note: Supervisors will continue to work with coaches on tournament and fees for regular season tournaments

 

FHOC and WLAX Travel Options:

GAME FEE 2008:  $135.00, $140.00 in 2009; $145 in 2010

 

** No mileage payable if travel is 50 miles or less round trip.  If round trip travel exceeds 50 miles, 75% of mileage ZIP code to ZIP code (at current IRS Rate), not including the first 50 round trip miless.

 

PER DIEM 2006:  None provided

 

NCAA Presentation:

NCAA Membership services representative Matt Banker attended the conference meeting and presented a discussion forum on the proposed legislation for the 2007 NCAA Convention. Mr. Banker was asked to address transfer regulations and out-of-season contact/practices. During the discussion, several items raised concern from members of the Board. The commissioner was asked to work with Mr. Banker and NCAA staff to create a comprehensive study of out-of-season workouts – creating a listing to be distributed to the conference members ASAP. In addition, Commissioner Bankston will work with Mr. Banker to create something for the Division III membership as well.

 

Sportsmanship:

The sportsmanship committee was asked to create a method of identifiable game managers. Virginia Wesleyan asst. AD Joanne Renn indicated that VWC had a good pass it used to identify game managers. The conference office was asked to create a conference-wide pass – print and distribute it to league members in the coming months.  In addition, the sportsmanship committee was asked to continue this conference-wide discussion on sportsmanship possibly working to create a league-wide sportsmanship forum in 2007 or 2008.

 

Sport Committee Reports:

All sport committee reports were accepted by the Board. Individual committee recommendations were acted on one-by-one. The final decision by the Board following each sport’s presentation can be found below:

 

Men’s Basketball:

After reviewing the proposed schedule thoughts from the committee, the Board referred the scheduling issue to the league scheduling committee for its review prior to the May 2007 meeting. The ADs emphasized that the current agreements to split weekend back-to-back play (h/a) should be honored in 2007-08 schedule as played in 2006-07. A new conference schedule will be drawn up after suggestions from the league scheduling committee are reviewed.

 

The conference will have two host hotels in 2007 – the Roanoke Holiday Inn (formally the Clarion) and the Roanoke Wyndham. Both have been forwarded to the league coaches for booking – team sales reps at both hotels will contact league members to solicit their stay at the property.

 

Women’s Basketball:

The committee had one recommendation to review its all-conference structure. The recommendation to move to an 8/8 format was referred to the conference awards committee. The committee was asked to review the suggestion during its league-wide all-conference/awards discussion and act on the Board’s behalf prior to the February 21 women’s hoop banquet.

 

Cross Country:

There were no formal recommendations. The Board approved the recommended host rotation for cross country, indoor track and outdoor track and field. Information on the 2007 indoor meet at Liberty University was approved as well. Each conference member will be billed for its portion of the facility rental through the conference office ($833 per school).

 

Field Hockey:

Action on all field hockey recommendations can be found following each proposal listed below:

 

  1. Wendy Orrison (W & L) moved that field hockey be allowed to split the ODAC Player of the Year award to offense and defense. Laura-Anne Lane (RC) seconded the motion. The committee voted unanimously and the motion passed. – Board Action: Referred to the awards committee to review during an upcoming conference-wide awards discussion.
  2. Wendy Orrison moved that an experimental year of Saturday – Wednesday – Saturday be tried in 2007. Brenda Bechler (EMU) seconded the motion. A vote showed five members in favor and four against. It was decided that the issue be sent to the Athletic Directors. – Board Action - Approved
  3. Game Times – Playoffs

Wendy Orrison made a motion to strike “all games will be played at 3:00pm” to read “all games

will be played between 1:00 and 3:00pm if there are no lights and 1:00 and 6:00pm if there are

lights” from the bylaws. Ally Kenyon seconded the motion. A vote went unanimous and the

motion passed. – Board Action: Approved

  1. Wendy Orrison moved that the 1st and 2nd All Conference teams be distributed to coaches along with the list of nominees and the coaches re-vote for honorable mention, with each coach getting six votes. Jennifer Crispen seconded the motion and the voting went unanimously so that the motion passed. – Board Action - Approved
  2. Ally Kenyon moved to vote electronically for the “Big Three” awards on the Sunday following the ODAC Tournament, with nominations for these awards being placed on the initial ballot. Kim-Michael Mertes seconded the motion and the vote went unanimously, passing. - Board Action - Approved
  3. Jennifer Crispen moved that in order to be consistent with NCAA guidelines, the ball color will follow the same bylaws as the NCAA. Kim-Michael Mertes seconded the motion and the vote went unanimously, passing. - Board Action – Approved

 

Football:

There were no formal recommendations from the football committee. Film exchange and format were a large concern for the coaches. They will meet in the spring to discuss a league-wide policy on exchanging DVDs in 2007. They also indicated continued problems with scheduling and the difficulty of scheduling late in the season with only seven conference members. There was full support to explore an 8th football playing member.

 

Men’s Soccer:

There were two formal recommendations from the committee. The Board agreed to allow the conference coaches to change the all-conference nominating process – only nominating those players each coach wants to put forward. This is a change from the previous requirement to list 11 players in rank order. The committee also put forward a new chair in Peter McEvoy of RMC – his nomination was approved.

 

Sportsmanship and officiating were a topic of conversation throughout the report and sport committee meeting. Several Board members expressed concern about the lack of control the conference has in the soccer assignments/officials. The commissioner was asked to draft a letter to be mailed to the VISOA commissioner and assignor indicating the league’s continued focus on sportsmanship and the need for special attention to be paid to dissention in the game of soccer. A copy of the letter will be mailed to the ADs and conference coaches (both men and women) upon its completion.

 

Women’s Soccer:

There were numerous recommendations moved by the women’s soccer committee. They are listed below along with the Board’s action:

  1. The sportsmanship award selection would include a member of each ODAC institution provided by each coach to combine to form the George Grzenda ODAC Women’s Soccer Sportsmanship Team. – Board Action: Approved – make sure awards committee receives this information as well. Certificates will be created to honor members of this team.
  2. The home conference team will provide a copy of the match to the visiting team within seven days of the match.  Visiting team will request in advance and provide the appropriate form of media to the home team (tape or DVD).  The media can not be used for scouting reports for competition or given to other competitors.  Board Action: Approved – only asked of those planning to tape the game
  3. Re-examination of the scheduling policy (11 and 3) for additional flexibility in start time on a date with a home football match. Board Action: Approved – Individual cases should be referred to the conference office. Travel times and distances should be reviewed prior to setting 11am and 3pm game times on a Saturday when you host both men’s and women’s soccer in the same day.
  4. The last date of regular season competition will be the Tuesday before the tournament begins.  The flexibility to move the match to the Monday before, or the Wednesday after due to conflict in schedules (men’s game same day) or a rescheduled match.  Board Action: Approved
  5. Establish a permanent match field at each school - notification of any changes in field or surface must be 48 hours prior to the match, unless due to an emergency.  Board Action: Approved – noted that communication between members is essential in this discussion.
  6. Reexamine the matrix to allow for a balance of both home and away matches in each month of the schedule.  The matrix to be created by the conference office with one coach to represent the group involved.  Board Action: Approved – Conference office will take control of the women’s soccer matrix in 2008 and beyond.

 

Women’s Tennis:

The committee reviewed extensive changes in its championship and scheduling format. The recommendations are below with board action noted:

  1. The ODAC Team Championship Tournament will be an eleven team three day dual match format, Friday thru Sunday with matches being played in one general location. Board Action: Approved
  2. The ODAC Individual Tournament will be a three-day Friday thru Sunday flighted tournament with singles and doubles. Board Action: Approved
  3. Each school will be required to play every team in the conference during the spring.  Board Action: Approved – noted that it must begin in 2007 with championship format change
  4. The Conference Championship Tournament will be the last full weekend in April. Board Action: Approved – provided the date is approved annually by the conference Board following review of exam periods and potential academic conflicts.
  5. The coaches’ meeting will be the night before the ODAC Individual Tournament in the fall at the tournament site. Board Action: Approved

 

Volleyball:

Championship format changes headlined the conference volleyball committee meeting. Numerous recommendations were sent forward. Board action on each can be found below:

1.        The tournament will be at a neutral site, with more than one equally spaced court, on a Friday/Saturday format, with all 8 teams in attendance. Board Action: Approved – Hollins was the first choice. Commissioner Bankston agreed to meet with HU staff to secure 2007 championship site.

2.        The tournament committee shall consist of a tournament director (may not be an ODAC volleyball coach), sport committee chair, and an ODAC Office representative, and a referee as an alternative member if someone is missing. Board Action: Approved

3.        The tournament director may not be an ODAC volleyball coach, and must be named by the host institution. It is recommended that it is an administrator from the host institution. Board Action: Approved – Hosting institution may be asked to supply a tournament director. An outside agency could also be used to serve as tournament director.

  1. If no suitable neutral site is found than we will play at Bridgewater College in 2007 and continue the rotating basis with the understanding that we will have to address Lynchburg’s situation in the future, using a Friday/Saturday, two court, 8 team format. – Voted out of the initial recommendation – agreed that the conference office will look for addition sites should Hollins not work out. No set institutional rotation was approved. The rotation would be as follows: Bridgewater, Lynchburg, Roanoke, Washington & Lee, Eastern Mennonite, Virginia Wesleyan, Randolph-Macon, R-M Women’s College, Sweet Briar, Guilford, and Emory & Henry.

5.        Rookie of the Year candidate must be a freshman, first year candidate. Additional discussion took place on the name of the award and its intend. Commissioner Bankston was asked to confirm the intent of the request – indicating he believed the committee wanted a first-year student to be the individual eligible for this year – the question was asked whether the committee still wanted the award named Rookie of the Year?

 

Conference SAAC

The conference SAAC report was approved. The Board was reminded about the conference-wide food drive that will start following the holiday break. Each AD was asked to initiate the process with his/her campus SAAC. The end of the conference-wide event was set for March 31, 2007.

 

Farm Bureau Corporate Sponsorship

The board had extensive discussion on the corporate sponsorship proposal submitted by Farm Bureau Insurance. The proposal was adopted unanimously and will be sent forward to the ODAC Presidents for review and final approval. The proposal runs from January 2007 through June 2009. The net for each year is $18,000 for the conference – including a payment of $9000 for the period January-June 2007.