Board of Directors s12

NIAAA Board of Directors Conference Call October 22, 2014

The meeting was called to order at 1:00 pm (EDT) by President Andy Chiles, CMAA, FL. Members present included: Phil Rison, CMAA, KY, Past President;, Trish Witkin, CMAA, CT, Section 1, President Elect; Doug Killgore, CMAA, AR, Secretary; Karl Heimbach, CMAA, MD, Section 2; Paul Pendleton, CMAA, TN, Section 3; Ken Mohney, CMAA, MI, Section 4; Lane Green, CMAA, KS, Section 5; Sandra Howell, CMAA, TX, Section 6; Jean Ashen, CMAA, CA, Section 7; Mark Horak, CAA, OR, Section 8; Carter Wilson, CMAA, GA, Region A At Large; Mark Armstrong, CMAA, NE, Region B At Large; Tim Graham, CMAA, WA, Region C At-Large; Bruce Bowen, CMAA, VA, NEDC; Bruce Whitehead, CMAA, Executive Director; Mike Blackburn, CMAA, Associate Executive Director.

I Action Items

A Karl Heimbach led discussion on clarifying the 10% Growth Membership Commendation stipulations. The clarification will be added to the July minutes. The July Minutes were amended to read: On motion by Karl Heimbach, seconded by Tim Graham; to qualify for the 10% Membership Growth Commendation a state’s NIAAA membership totals must include at least 10% of the schools in the state athletic/activities association.

B The balance of the minutes of the July Board Meeting was read. On motion by Trish Witkin, seconded by Lane Green, the July meeting minutes were approved as amended.

C Bruce Whitehead presented the budget and financial reports. 1 Bruce presented the financial reports of the association. The financial health of the association continues to be good with income and expenses slightly above and below (respectively) projections for the first quarter of the year. Excluding 2013-14 surplus spending, 2014-15 income exceeds expenses by $25,244 which is the best first quarter of the past four years. Income YTD $ 442,485 Expenses YTD $ 463,341 (includes $49,000 of 2012-13 surplus spent)

Endowment Fund $ 1,061,892.32 Reserve Fund $ 1,026,401.93 Reserve Excess $ 109,567.93

2 Bruce Whitehead reported progress on setting up the new Woodley Farra account. Paperwork is nearly completed. This account will be a third account holding the Reserve Fund monies. The account value will be approximately $300,000-$325,000 with initial funds taken from checking excess ($125,000), the current Reserve Account ($75,000-$100,000) and from the Fifth Third Securities account ($100,000). The new account funds will be invested and managed in similar manner to the Endowment Fund. This should allow for more growth in the value of the total Reserve Funds and provide another revenue stream for the general fund using the excess funds over the 50% required Reserve. 3 The NIAAA Endowment Fund continues to be healthy even with the investment fluctuations of recent weeks. Volatility continues but remains within acceptable parameters. On motion by Carter Wilson, seconded by Mark Horak, all financial reports were approved as presented.

D Committee Appointments – Doug Killgore made recommendations addressing committee vacancies. On motion by Phil Rison, seconded by Paul Pendleton; Mike Krueger, CAA, CO, was appointed to the Awards Committee, Michele Staples, AZ, was appointed to the Coaches Ed Committee, A member was appointed to the Hall of Fame Rating Committee and Mike Hughes, CAA, CO, will be invited to visit the Publications Committee meeting in December.

E Policy and Operating Procedures Manual – The updated version of the POP Manual was considered and reviewed. On motion by Ken Mohney, seconded by Karl Heimbach, the updated POP Manual was accepted and approved.

E Grant Applications – Seven applications of $1000 each were considered. They are the states of Maine, Minnesota, Nevada, Ohio, Oregon, Tennessee and Utah. On motion by Tim Graham, seconded, Phil Rison, grant applications from Maine, Minnesota, Nevada, Ohio, Oregon, Tennessee and Utah were approved.

F Outreach Request – Applications from Alaska and Nevada have been received. Consideration of the Alaska application was delayed to allow for clarification of the application as the requested date was to be rescheduled. On motion by Jean Ashen, seconded by Trish Witkin, the Nevada Outreach Application was approved.

G 2015 Course Review Schedule – Andy Chiles reviewed the proposed schedule for Professional Development Academy course reviews for the coming year. Details were discussed and explained. On motion by Lane Green, seconded by Karl Heimbach, the course review schedule modifications were approved.

II Discussion/Action Items:

A December Section Agenda – Trish Witkin reviewed the plans for Section Meetings at the December conference. Additional review of the schedule will be planned for the conference. Board members were reminded to acquire and use flash drives to record minutes of each meeting and to ensure the flash drives are returned to Trish Witkin following those meetings.

B Proposed By-Law Change – Andy Chiles reviewed the proposed changes in the membership section addressing classifications of membership for both individuals and organizations. The intent of the by-law change is to name membership categories, both individual and organizational, but remove the definitions of each membership category. On motion by Trish Witkin, seconded by Mark Horak, the board approved the By-Law change for presentation to the Delegate Assembly for consideration and adoption at the December Conference. C Retired Member Service Opportunities – Discussion took place on the service of active and retired members in committee positions. In general, favor was given to using all members. However, retired members account for a half-percent of NIAAA membership and while not precluding service when appropriate, consideration must be given to the ratio of active to retired members when populating committee rosters. Privilege will remain with each board to fill vacant positions as deemed suitable, giving consideration to the committee role and the strengths of applicants.

D NFHS Hall of Fame Committee Member – Mike Blackburn addressed the need for a member to serve on the NFHS Hall of Fame Committee to assist in the business and selections of that group. It was noted Sections 6, 7 and 8 have yet to be represented in this position. Board members are asked to forward names to Mike for consideration and selection at the December meetings.

E Mike Blackburn presented the need for an evaluation instrument or software to be developed for the process of reviewing articles for IAA magazine. The process allows for Publication Committee posting, review, ranking, comments, responses, and ultimate decisions during meetings on article preparedness for IAA. On motion by Tim Graham, seconded by Sandra Howell, the process of securing a survey instrument for use by staff and members was approved at a cost no more than $8,000 using the 2013-14 surplus funds.

III Information Items

A December Meeting and Social Schedule – Andy Chiles led the review of the schedule for conference activities. It was recommended the Thursday evening board get together begin at 6:00 pm to allow for additional evening activities. Other board specific and general events were discussed with an emphasis on board involvement and expectations.

B State Presidents’ Breakfast – Questions to propose to the attendees were discussed. Various options for inclusion in that discussion were considered. Bruce Whitehead will craft questions and distribute to board members for inspection and comment.

C Reminders – Andy Chiles presented reminders for board members 1 Review and address committee responsibilities and communication 2 Outgoing board members should communicate with incoming board members to remind of and explain conference expectations.

D State Coordinators’ Meeting – Andy Chiles presented a brief review of the September meeting. It was a blended meeting, attended by both leadership training and certification coordinators, which was deemed quite successful. New programs were presented as well as reminders for new systems and procedures available to the states.

E Staff Reports – 1 Staff Goals – Bruce Whitehead reviewed the goals and gave both plans and progress for achieving each of the goals. 2 Disabled Athlete Initiatives – Bruce Whitehead related the intent of the association to collect a body of resources for use by membership to establish and improve programs to serve the needs of this segment of participants. 3 NCS4 – Bruce Whitehead related limited but ongoing progress with the group; additional reports will be available in December. 4 Professional Development Video – Mike Blackburn reported on progress with a provider to produce a promotional video for use by the association. A cost of approximately $15,000 will be incurred for the production process, scheduled to begin with video taken at the conference in December. 5 Hall of Fame Committee – Mike Blackburn reported the committee met in August and screened nominations. Names have been forwarded to the rating committee. Those ratings will be available to the board in February as a resource for selecting the class of 2015. 6 PSA’s – Mike Blackburn reported on discussion considering appropriate subjects for continued involvement and improvement of the PSA program. Many and varied alternatives are being considered. An approximate value of $5,000,000 of free air time has been realized by the program.

F Thank You Notes – Andy Chiles called the attention of the board to the many notes of appreciation which have been received in response to the various awards and recognitions that have been granted.

For the Good of the Order:

Board members are encouraged to communicate with Karl Heimbach regarding board activities for the Thursday evening prior to the start of the conference A reminder was given to expect a booth schedule from Bruce Whitehead. Board members are to fill available slots to staff the membership booth during the conference. Andy Chiles reported on the quality of the 4th Strategic Plan meeting earlier this month. A great work is being done by the group which creates excitement for the health and future of the association.

On motion by Phil Rison, seconded by Doug Killgore, the meeting was adjourned at 2:46 EDT.