Commission on Athletics

Board Meeting Minutes

November 17, 2000

Westin Hotel, Los Angeles Airport

A. Welcome and Call to Order

The meeting was called to order at 9:30am. Those in attendance were: James Kossler, acting chair; Dianne Van Hook, Ken Yglesias, Nick Halisky, Bruce Werner, Ted Martinez, Jerry Hunter, David Viar, Joanne Fortunato, Stu Van Horn, Debra Wheeler

B. Approval of October 13, 2000, Meeting Minutes

It was moved, seconded, and carried, (MSC) to approve the October 13, 2000, meeting minutes.

C. Commissioners Update:

1. January Management Council Meeting

It was reported that the Management Council will meet on January 22, 2001, at American River College in the Instructional Technology Building. The meeting has been scheduled to allow discussion in breakout groups on the following topics:

o Gender Equity
o Postconference Competition Issues
o Intersession Issues
o Other Short-term Classes
o Technology Issues
o Out-of-season Competition
o Constitution Violations and Penalties
o Program Review
o Oral History of California Community College Athletics

The goal of the discussions will be to formulate recommendations for Management Council consideration. This meeting has been given support by the COA Board.

2. Program Review:

Establishing a mandatory program review is one of the goals of the COA Board. At its October 13, 2000, meeting, the COA Board directed the Management Council to develop guidelines for a program review plan. The plan should require each conference to have a mandatory program review plan administered at each of its member colleges.

The current Central Valley Conference issues regarding recruitment infractions discovered by a self-review plan were discussed. It was noted that athletic directors and presidents need to do a lot more self-policing. The infractions at one college in the Central Valley Conference resulted in one coach being reassigned. Having a program review helps the honest athletic director who is having problems with unethical coaches, and helps to bring a wake up call to the Board of Trustees.

Management Council Chair Bruce Werner was directed to establish a committee to develop the program review guidelines. It was suggested that the committee include members of the Management Council and conference commissioners and that Eva Conrad be asked for assistance. The program review should be done by the conference itself, perhaps with one panel member coming from another conference. The Western State Conference and Coast Conference may be used as resources, perhaps taking the best of both to develop one consistent plan. Concern was stated about the sophistication of methods involved in conducting program review. It was also noted that the local media always comes into play. It was suggested that a cycle be established including the phase when colleges may undergo the program review. The Board was cautioned to be careful about bringing in people from out of the conference. State Commissioner Joanne Fortunato was directed to provide the committee with the written program review plans of the Western State and Coast conferences.

Dianne talked about the College of the Canyons Program Review and told of the benefits, stating that, although painful, it was of great value. The program review is a very positive way to make changes.

3. Recruitment Data

It was determined that an additional column be added to the recruiting survey. The column headings should be:

o In district
o Out of district/in recruiting area
o Out of recruiting area/in California
o Out of state/in US
o Out of US (international).

Concern was noted that adjusting the survey may skew information; however, it was determined that as long as the totals can still be brought together, your information remains intact.

4. Postconference Competition EventsFall 2000

Board members were provided information about the progress of the fall 2000 postconference competition events. The football state championship is said to be a class event. All Board members were encouraged to attend. Kick off at 1:00pm, Saturday, December 9, at the Mineral Kings Bowl Stadium in Visalia. Stu Van Horn reported on the Pepsi/Blue Diamond co-sponsorship that includes an in-store point-of-sales display. This years game will feature a field goal kick for cash and a drawing for a 2001 Hyundai Santa Fe.

5. Convention

The Convention Program/Registration brochure was distributed. Methods to increase registrations were discussed. It was recommended that a letter from COA Board Frank Gornick, Management Council Chair Bruce Werner, and State Commissioner Joanne Fortunato be sent to each CEO and that letters to all chiefs of instructional services and chiefs of student services be sent from Ed Myers and Eva Conrad. The letters should include a plea to use staff development funds for registration fees. In addition, the letters should be sent with a document that details the convention program schedule, noting the topics to be covered. The COA staff was asked to follow up with members who were not present at this meeting.

6. Development/Corporate Sponsors Update

Hyundai has initiated promotion that provides a coupon/brochure for $500 off the purchase of a car. These brochures need to be distributed on each campus. Each athletic director has received 300. It was recommended that some be sent to CEOs with a notice of the offer, as well as to the public relations people and the college foundation. The notice should include a request that everyone help to advertise this offer. Stu Van Horn reported that he has meetings scheduled with Bank of America and Choice Hotels in his continuing search for corporate partners.

7. COA October 2001 Dates

It was MSC to hold the fall meeting on Thursday-Friday, October 18-19, 2001, in Sacramento. This move will provide more time for the legislative process to occur.

8. Sports Augmentation Approval

It was MSC to approve the basketball request for $2,500 in sports augmentation funds.

D. CCLC/COA Relationship

David Viar attended the Board meeting to address the question, "What is the structure of the League and how does the COA fit in? He stated:

The California Community and Junior College Association (CCJCA) was the predecessor to the League. The CCJCA first housed the COA and they were totally together. If a college did not pay dues to the statewide CCJCA, it could not participate in intercollegiate athletics. Some members went to the legislators in protest of this policy.

A study resulted in the mandate that the COA dues be separated from the CCJCA (which was later named California Association of Community Colleges (CACC). The COA staff continued to be part of the CACC staff, and were employed by CACC.

When the League was formed, there was discussion about what to do with the COA. Should it be totally separate? Leaders of the time said, "No, there is benefit to not having a separate 5013C." Employees of the COA receive the same benefits as employees of the League.

Then it was asked, "What role should the presidents play?" The CEO Board had oversight. It was then decided that a separate board would be more effective, which is how the CEO Board initiated the movement to the COA Board.

Separate governance of the COA is recognized in the articles of incorporation. The development of the COA policy board means that the CCLC CEO Board no longer has oversight of the COA. The League Board has no responsibility of the dismissal or hiring of COA staff.

The League provides errors and omissions insurance to the League, CEO, and COA Boards, including the Management Council.

The COA is recognized under the League 5013C, which means it is a non-profit business that does not pay taxes, with some limits regarding what can and cannot be paid to employees. The merger brought about greater employee benefits, which include good health care benefits and PERS. A separate foundation for the COA is not necessary. Staff members are employees of the League, but the COA Board determines salaries, hiring, evaluation, and termination. If the League had concerns about staff, it would go to the COA Board.

It is not necessary to develop a foundation for fundraising purposes. Donations made to the COA have coverage of the 5013C. Checks are written to CCLC/COA but the money is kept separate. Audits are done separately with both audits, included in one report. The League will look closely at the COA budget, because if the COA goes bankrupt, it is the responsibility of the League.

There has been talk about moving the COA office. If a building were to be purchased, the League would purchase the building on behalf of the COA. Although it would be a building of the League, it would actually be under the supervision of the COA.

A foundation would fit under the Leagues 5013C. The foundation would not need a separate Board. The COA Board should be the Board of responsibility, but there could be an advisory Board to promote the foundation.

The League is confident that it has implemented the mandates of the legislature. The League and the COA separated completely. The COA Board determines the amount of COA dues, and the COA now sends out its own dues invoices, which helps show the separation.

E. Budget format:

The Board reviewed the proposed format. Jim Kossler will bring a July 1 budget to the Board using this format as a working example.

F. Constitution Committee Format:

The Board reviewed the outline of the proposed Constitution and Bylaws provided in the agenda. It showed a series of policies that fit into the Constitution headlines. Procedures that would change more frequently were placed in the bylaws. Sports procedures that change very frequently are placed in the sport guides. No language has been changed; sections have just been reorganized. This draft incorporates McGeorge School of Law recommendations. There will be references that will need updating; i.e., forms and charts.

Management Council Chair Bruce Werner said that if the bylaws were a manual of operation, the response from the field should be positive.

Ultimately, the goal of the Constitution Committee is to clean up language. The Constitution committee will need to look at language to see that the latest approved revisions are included. It was suggested that the COA work with John Keever to get this draft distributed. It was also recommended that this draft be posted as a "read only" document on the COA website. The field would then be asked to review it, make comments, and let the Constitution Committee know if any changes are needed.

G. Intersession

The Board reviewed the draft Constitution wording on page 38 of the agenda. This will go to the field for review and input before bringing legislation forward in the spring.

Concern was stated that the end of one session is immediately met with the start of next session. Participation certification will be an institutional problem, just as eligibility certification is. This will be an implementation problem that each institution will need to work with, and this wording will need to evolve. Financial aid officers want to expedite this process.

H. Next Meeting

Next meeting: in conjunction with ACCCA at the San Francisco Airport Marriott at 10am to 1pm February 21, 2001.

I. Adjournment

There being no further business to come before the Board, it was MSC to adjourn.

Respectfully submitted,

Joanne A. Fortunato, Ph.D.

Commissioner of Athletics