Spring AD’s Meetings Action Items

The meeting was called to order by President Curt Kendall at 2:05pm.

Val Cushman notified the ADs that former RMWC athletics director Emily Ryals had passed away. The memorial service would be held later in the week (Thursday 2pm).

Approval of 2005 Meeting Minutes

The minutes from the spring and fall 2005 meetings were moved and approved.

Commissioner Evaluation

President Curt Kendall distributed packages to each AD. The package included a comprehensive way to submit additional data to the Executive Committee when it reviews the conference commissioner. The Board was encouraged to offer items for 2006-07 conference goals and asked to return the review by June 9^th.

Presidential Report

Dr. Walter Bortz was present for the meeting. There was no formal report from the presidents.

Dr. Ken Garren (Lynchburg) will take over as the conference Chair of the presidents’ group effective July 1.

Standing Committees

Awards (Heather Somers)

The committee discussed several items referred to it following the fall meeting. Heather Somers reported the committee’s thoughts on the request to create a scoring leader award in men’s soccer. The committee will ask the committee if it prefers to rename the POY award for RMC’s Helmut Werner.

Va. Wesleyan AD Sonny Travis mentioned the Jostens ring agreement and indicated VWC’s good dealings with Jostens Sales Manager Mike Callison following its DIII National Championship in Men’s Hoops.

Commissioner Bankston was asked to work with Jostens on a redesign of the conference Scholar-athlete award.

The committee is planning recognition for ODAC Administrative Assistant Mary Jane Esperti. The committee would like feedback/suggestions from the members. The ceremony will most likely be held during the ODAC Basketball Tournament in February 2007.

Calendar and Site Committee (Jeff Burns)

Agreed that the 2006 Fall Directors Meeting will be held on the Hampden-Sydney campus Dec. 4-5.

Emory & Henry will be the next in line to host the meeting in December 2007.

Championships and Games Committee (Mike Walsh)

The committee’s focus surrounded the upcoming combined ODAC basketball tournament in February 2007. There were several items that needed a decision prior to the end of the academic year. The final actions for the 2007 Tournament can be found below:

· The basketball tournament will follow a Thursday-Sunday format. The men will begin play on Thursday. The women quarterfinals will be held on Friday. Semifinals scheduled for Saturday and Sunday championships at 1&3. (PASSED – unanimous)

· Banquets will be held on Wednesday night (men) beginning at 6:30. The women’s banquet will take place Thursday evening (within the 5-6pm window). All teams in the conference should be encouraged to attend the banquets (PASSED – unanimous)

The committee also scheduled a time during the retreat to draw the ODAC 2006-07 tiebreaker lots. The new lots can be found below:

School BB MBB WBB FB FHC MLX WLX MSOC WSOC SB VB

Bridgewater 3 10 5 4 2 x 6 5 1 2 9

Catholic x x x 1 x x x x x x x

Eastern Mennonite 1 7 3 x 6 x x 10 10 10 3

Emory & Henry 6 3 9 3 x x x 4 3 5 2

Guilford 9 8 11 6 x 3 8 7 7 8 4

Hampden-Sydney 7 6 x 5 x 1 x 2 x x x

Hollins x x 6 x x x 3 x 8 x x

Lynchburg 5 5 1 x 8 4 1 6 4 6 1

Randolph-Macon 10 9 4 2 3 6 7 8 11 9 8

R-M Woman’s x x 10 x 4 x x x 6 1 5

Roanoke 2 1 7 x 5 7 9 1 9 3 6

Sweet Briar x x x x 9 x 5 x 12 7 7

Virginia Wesleyan 8 4 8 x 7 2 4 9 2 4 10

Washington and Lee 4 2 2 7 1 5 2 3 5 x 11

Constitution and Manual

No report

Eligibility

No report

Membership

No report

Officiating Committee (Joe Bush)

Commissioner Bankston discussed the items facing the officiating committee in the next year. The main focus will be determining 2007-2010 officials’ fees for the sports assigned within the ODAC. Rates from comparable leagues were reviewed and a draft proposal for the upcoming rates was distributed.

Several members expressed concern about the quality of the conference officials especially in the sports of field hockey, women’s lacrosse and basketball. The commissioner was asked to continue a focus on improving the women’s lacrosse officials association. Efforts should be made to identify a time to host a clinic to support the development of officials in the area.

The committee members agreed to host a joint meeting/phone conference with the conference supervisors in the late summer. Commissioner Bankston will work to schedule the event in August.

League Scheduling Committee (Jean Willi)

Members expressed concern over the men’s lacrosse schedule – the issues surrounding mid-week non-conference games and the focus on a weighted weekend conference schedule.

The committee focused on the women’s basketball schedule and helping the committees sort through conflict weekends. It recommended that the ADs not focus on combined schedules in the future. A large majority of the conference members are not planning to take advantage of the combo travel opportunities.

The meeting was adjourned until Tuesday morning.

Tuesday, May 23

The meeting was called to order by President Curt Kendall at 8am.

The conference welcomed several guests to the meeting for special presentations.

NCAA Membership Services

Mira Fronczek from the NCAA Office was the first to present. Ms. Fronczek is the conference’s membership services contact and has served in that position for over 10 years. Ms. Colman was asked to discuss several items for the ADs including an introduction to the new legislation following the 2006 NCAA Convention and a brief review of the NCAA’s Legislative Services Database (LSDBi).

Ms. Fronczek was commended by the Board for her commitment to the conference over the past 10 years. Ms. Fronczek will no longer serve the conference. Changes in the national office will dedicate individuals to DIII. Ms. Fronczek will not be one of those people on the staff. Matthew Banker will replace her in the 2006-07 academic year – effective July 1.

Penn Atlantic – Web Streaming

Jack Pennington President and CEO of Penn Atlantic, Inc. was introduced to the Board. Mr. Pennington proceeded with a prepared presentation on Penn Atlantic and its capabilities to web stream numerous conference games and championship events. Mr. Pennington demoed his product and took questions from the members. The conference has worked with Penn Atlantic numerous times in 2005-06 – including the conference semifinals and finals of the M&W Basketball Tournaments.

After his presentation Commissioner Bankston was asked to work with Penn Atlantic in 2006-07 to provide games across the league – some in each season. Additional information for the Board will come in 2006-07.

Sport Committee Reports:

Athletic Training (JP Barfield)

There were no formal agenda items for consideration with the exception of the committee’s request to meet via conference call. The committee was concerned about finding a time to get together because they are in season at all times. It is understood that the trainers and SIDs are two year-round positions in the conference. The proposal passed 11Y, 2N – AGREED FOR ONE-YEAR TRIAL.

The trainers also offered that the ADs explore the possibility of having EMS present at all men’s lacrosse games because of safety concerns. Several schools in the league have discussed this on their campus. The Board agreed to review it in the coming year with a report back filed for the 2007 spring ADs meeting. There were various other concerns expressed by members including those situations in the conference where members rely solely on volunteer crews for football coverage.

The commissioner was asked to review with several campus risk managers and report back to the Board when complete.

The remainder of the report was accepted.

Baseball (Mike Walsh)

The committee had only one recommendation. Mr. Walsh alerted the Board of a possible request from the coaches suggesting an eight-team tournament. Concerns over available facilities and the importance of the regular season were brought forward.

In addition – the committee will explore the halted game rule following a game earlier in the season called for darkness.

Recommendation to host the 2007 ODAC Baseball Tournament April 26^th-29^th at Lynchburg City Stadium. (PASSED – DATE APPROVED 10Y, 0N, 3Abstin – ASK THAT THE COMMISSIONER CONTACT LYNCHBURG HILLCATS AND CHAMBER OFFICE TO SECURE DATE.)

The remainder of the report was accepted.

Equestrian (Lynda Calkins)

Recommendation to move championship date from third week in April to first Friday in April, 2007. (PASSED – 5Y, 0N, 8Abstin NOTING THAT W&L WILL HOLD EXAMS THAT WEEK. W&L WILL REPORT BACK TO THE GROUP IN THE EVENT CONFLICT CANNOT BE RESOLVED ON CAMPUS. IF NEEDED, THE COACHES WILL BE CONTACTED TO REVIEW FOR ANOTHER POSSIBLE DATE).

The remainder of the report was accepted.

Golf (Jeff Burns)

The committee had numerous items for consideration. Mr. Burns brought additional items to the attention of the Board including the committee’s voting procedures, honorable mention selections and proposed 2006-07 tournaments. The committee had three specific recommendations.

· Change in all-conference voting – coaches voting for their own players. (PASSED – UNANIMOUS)

· Adopt the recommended tournaments for 2006-07 season. (PASSED – UNANIMOUS)

· Recommend a 54-hole ODAC Tournament without a practice-round. The tournament would take no more than the three days total. Poplar Grove will allow each team to come in and play a practice round prior to the two-week pre-tournament window. (PASSED – 8Y, 1N, 4 ABSTIN). There were concerns with including no practice round in the three-day count. Several ADs were concerned with the possible pressures having student-athletes traveling to the championship site on their own prior to the tournament.

Men’s Lacrosse (Denis Kanach)

Mr. Kanach relayed the discussion items from the committee meeting including a lengthy dialogue on conference scheduling. The coaches asked that the league scheduling committee consider a five-week condensed conference schedule in 2008.

The report was accepted.

Softball (Dave King)

The committee was concerned with mid-week scheduling in the league. The coaches requested that the ADs review the procedure and asked if the ADs would consider relaxing some appeal restrictions in the future.

The halted game rule was brought forward. Numerous Board members and softball coaches expressed concern over the potential cost factor having to return to complete a game that has little or no affect on the final standings. Cost factors were also discussed – including the thought of having to stay overnight to complete a game during the regular season possibly affecting class attendance as well.

Extensive discussion ensued surrounding the coaches’ request to move the conference tournament from the Moyer Sports Complex in Salem, Virginia. Several ADs discussed the unknowns involved with leaving the Moyer Complex. After lengthy dialogue the Board considered the following proposals:

· Request to move the ODAC Softball Tournament to the Virginia Sports Complex from the James I. Moyer Sports Complex in Salem. (DENIED – 3Y, 7N, 3Abstin)

· Alternative proposal (Dave King, EMU) – Request that the ODAC softball tournament be held at the Moyer Sports Complex in 2007 and 2008 and the Commissioner research additional sites to build a state-wide rotation beginning in 2009 with a report made at the spring 2008 coaches meeting – possibly as early as the 2007 coaches and ADs meeting. (PASSED – 9Y, 1N, 3 Abstin)

The remainder of the report was accepted.

Sports Information Directors (Brad Bankston)

The board discussed the proposal to change the scholar-athlete award per sport to include sophomores. The SID justification for the change involved the number of qualified candidates in certain sports.

The proposal to add sophomores to the list of student-athletes eligible for the sport-by-sport Scholar-Athlete awards was moved. It passed (8Y, 5N, 0 Abstin).

The remainder of the report was accepted.

Swimming (Lynda Calkins)

The report was accepted. The coaches had no recommendations for the Board to consider.

Men’s Tennis (Joe Bush)

In response to an NCAA move requiring AQs in men’s tennis, the men’s tennis committee focused its meeting on changing in tournament format in 2008. The ADs considered various problems associated with the tournament change including site conflicts and the choices dual coaches would have to make while covering both events held on the same weekend.

Several Board members were in favor of the move and encouraged the consideration of a men’s tennis tournament later in April. The current date formula calls for the tournament championship in mid-April. The season is viewed by several conference members as too short.

The recommendation to change the tournament format to a dual team format passed. (10Y, 0N, 3Abstin) The Board referred the planning details (site, time, dates) back to the committee for further discussion noting numerous conflicts including the women’s tournament on the same weekend, the length of the men’s tennis season, dual coaches, etc.

The remainder of the report was accepted.

Track and Field (Jack Toms)

· The committee would like to have the indoor championship on a Saturday at Liberty University. Cost is $5,000 for Saturday championship rental. The Saturday date could assist with travel (overnights, etc.) (PASSED – unanimous)

· Change the order of the running events at outdoor track championship meet – 100m trials followed by 100m/110m hurdles (women & men) followed by 200m trials and a break – then continue current schedule. (PASSED – unanimous)

· Request to use standard medals from one company (Crown Awards). Host would purchase each year (top 3 in each event including top 14 in cross country). (PASSED – unanimous)

The remainder of the report was accepted.

Women’s Lacrosse (Jan Hathorn)

The women’s lacrosse report was reordered in the agenda to accommodate Jan Hathorn’s schedule.

The Board’s focus remained on the coaches’ request for additional requirements on the conference officiating association. Several of the coaches’ recommendations considered changes to the conference fee structure and concerns about travel costs.

Several Board members proposed a move back to two-person officiating if the conference cannot solve the supply issue within the league association.

Commissioner Bankston agreed to work with league assignor Dee McDonough and develop ways to address the number of qualified officials available to the league.

The coaches’ recommendations considered can be found below:

· Assignor should assign the higher rated officials to ODAC games – asking that the coaches have the schedules to the assignor prior to September 1^st of each academic year. (PASSED – 10Y, 0N, 3Abstin)

· The officials will be assigned and paid relative to their US Lax/NCAA lacrosse rating – including a travel reimbursement – mileage (figure to be determined). (PASSED – 10Y, 0N, 3Abstin)

· Assignor should align itself with one board – preferably the Charlottesville board or Central Virginia Board. (PASSED – 10Y, 0N, 3Abstin)

The remainder of the report was accepted.

The meeting was adjourned Tuesday at 5pm

Wednesday, May 24

The meeting was called to order at 8:30am by President Kendall.

Jamestown 2007

Charles Reusing of Jamestown 2007 visited with league members. Mr. Reusing walked conference members through the college athletics marketing plan proposed by Jamestown. Numerous schools in the league committed assistance in the program. Mr. Reusing agreed that he would contact interested schools throughout the summer in preparation for the upcoming focus in 2006-07.

Commissioners Report

Commissioner Bankston started the business portion of the meeting with his semi-annual commissioner’s report.

Traditionally the spring report begins with conference staff reviews. Board members accepted Mr. Bankston’s reviews and expressed concern about the direction of the women’s lax and field hockey associations. Mr. Bankston was asked to review the procedures with current assignor Dee McDonough and look for ways to improve the process in 2007 and beyond.

Spring championship hosting in the conference went very well in 2006. Commissioner Bankston complimented all the schools for their hard work and dedication to the league. Congratulations were passed to those who advanced to NCAA play and achieved national honors – including Va Wesleyan’s Men’s Basketball NCAA title and W&L’s runner-up finish in women’s tennis.

Commissioner Bankston called the Board’s attention to a new program planned for August 2006. The conference will sponsor a new coaches’ seminar session. A variety of dates were discussed for the meeting – and August 9^th was the date chosen. Mr. Bankston asked if ADs interested in presenting to the group let him know as soon as possible so the conference office could create the agenda and timeline for the meeting.

Old Business

Long-Range Planning

The Board reviewed the information prepared by JP Barfield (E&H) and a school intern in the spring semester. Mr. Barfield explained the information contained in the folder. The Board agreed for the long-range planning committee to receive a copy of the report and review it prior to formal discussion by the entire Board. The planning committee will review the materials and meet prior to the May 2007 meeting to have a formal plan for the Board’s review.

The league members commended Mr. Barfield and E&H intern David Chewning for their hard work on the project.

Sportsmanship (Joanne Renn and Curt Kendall)

The conference reviewed the individual school progress on the sportsmanship issue. League members discussed their individual focus on campus and continued challenges presented across the conoference and Division III.

Commissioner Bankston indicated that the DIII Commissioner’s association had proposed a sportsmanship plan which was evaluated by the NCAA office and supported for a division-wide initiative in 2006-07. Additional information on the plan was emailed to the ADs.

The conference adopted the DIII Commissioners’ Sportsmanship Plan in principle with schools having the ability to incorporate pieces of the plan immediately into their campus policies. The conference sportsmanship committee will convene in the fall to review the entire plan and report back to the Board at the 2006 December meeting. It was noted that the Commissioner should attend the annual DIII Commissioners’ Meeting and indicate the ODAC’s commitment to the proposed plan. (Passed – unanimous).

Conference Pass Lists

Joe Bush presented the question to the Board – Should we continue with pass lists in the 2006-07 academic year? Mr. Bush cited several instances at HSC when the opponent did not have a pass list which in turn caused unnecessary problems for games management and parents/friends visiting to see a contest.

Additional concerns were raised in relation to the number of people admitted per student-athlete. Curt Kendall proposed that a professional courtesy should be two admissions per student-athlete. The group agreed to move forward with policy and maintain the current pass list procedure in 2006-07.

New Business

Integration institute

Commissioner Bankston reviewed the schedule of events for the upcoming ODAC Integration Institute slated for May 30-31 at Sweet Briar College.

NCAA Management Council Update

Val Cushman, vice-chair of the DIII Management Council, addressed the group. She covered various items of national interest including the subject of DIII year-round drug testing, budget philosophy, championship issues and financial aid.

She called attention to the financial aid audit and additional pieces of potential legislation for the 2007 convention. The subject of male practice players was a hot topic nationally and it also received some discussion within the league meeting.

NCAA Woman of the Year

Val Cushman and Brad Bankston called the members’ attention to a change in NCAA policy. Beginning in June 2006, the nominees for the NCAA Woman of the Year will come from conference offices. The change in the procedure prompted the national office to create a plan for leagues to review. Ms. Cushman stated that the winner of the 2006 Marge Berkley award should be the nominee in 2006. The Board agreed that the awards committee should review this policy prior to the 2007 selections to determine the best course of action with the 2007 NCAA nomination.

DIII Conference Grant Program

The league members reviewed the conference plan for the Tier I, II and III monies. Conference members asked that the Executive Committee review the funds and propose a plan to the membership prior to the final deadline for grant submission in late June.

Commissioner Cup Presentations

Washington and Lee received all three conference Commissioner Cups including the Dan Wooldridge award for overall athletic department performance.

Scholar-Athlete Voting

The league’s top two scholar-athletes were selected. Randolph-Macon’s Megan Silva and Eastern Mennonite’s Joel Shank were the 2005-06 award recipients.

Nominating Committee Report

Val Cushman presented the nominating committee report.

The committee thanked Curt Kendall for his service to the league and proposed Kelly Morrison (Sweet Briar) for the position of president-elect. Mike Walsh (Washington and Lee) would assume the role as president on July 1. The report was moved and accepted by a unanimous vote.

The meeting was adjourned at 12:29pm