2017 Executive Board Meeting Minutes

ILLINOIS ATHLETIC DIRECTORS ASSOCIATION

EXECUTIVE BOARD MEETING MINUTES —TUESDAY, MAY 9, 2017

8:00 AM—EMBASSY SUITES HOTEL, EAST PEORIA

  • Call meeting to order. Kevin Cartee called the meeting to order at 8:02 a.m.
  • Cartee thanked everyone for sticking around and attending the meeting.
  • Review and approve the minutes
  • Piatchek made a motion seconded by Mr. Woods, to approve the minutes from the May 5, 2017 meeting. The motion carried unanimously
  • IHSA Report
  • No report
  • Special Executive Board Appointment/Board Positions for 2017/18
  • IADA Past President
  • Recommendation by Mr. Lewis for appointment of Charlie Lockenour – Heyworth

to replace Briant Kelly. Seconded by Mr. Young. The motion carried unanimously.

  • IADA Secretary
  • Recommendation by Mr. Lockenour for appointment of Dan Sheehan – Argenta-Oreana to replace John Overstreet. Seconded by Mr. Iorio. The motion carried unanimously.
  • IADA Division 5 Liaison
  • Recommendation by Mr. Woods for appointment of Tony Millard – Champaign

Centennial to replace Dan Sheehan. Seconded by Mr. Lewis. The motion carried unanimously.

  • Discussion occurred for Division 2 nominees to replace John Catalano. Mr. Catalano stated

several candidates expressed interest.

  • Recommendation by Mr. Kearfott for appointment of Steve Gertz – Dundee-Crown to replace John Catalano. Seconded by Ms. Woolard. The motion carried unanimously.
  • Executive Board Positions for 2017-2018 – Morris will let us know the open positions in July.
  • OLD BUSINESS
    • Discuss vendor partnership as opposed to sponsorship.
    • Morris discussed vendor partnership at the May 5, 2017 meeting and it was tabled.
    • Morris has an opportunity to speak with Mr. Montgomery and he shared concerns with a partnership and the level of sponsorship. The IADA has long standing relationships and we get full value for corporate sponsorships. We are not sure we want to trade this for ‘rebate money’. Discussion occurred regarding the concerns of our organization recognizing preferred vendors. Mr. Jones stated as an organization we need to do a better job informing our members who our sponsors are. Mr. Iorio asked for a PDF of our sponsors that we can send to each division the list of vendors that sponsored our event and to include all of the 2017-18 dates. Mr. Morris will add this information to the newsletter with a link.
  • COMMITTEE REPORTS
    • Past President – Charlie Lockenour
  • No report

 

  • President Elect – John Catalano
  • No report, but will be getting together with Mr. Cartee & Mr. Kelly
  • Executive Director – Mike Morris
  • Morris will be sending out timelines to new officers and new divisions to cover all changes.
  • Morris asked Mr. Piatchek to assist with the Ad Hoc Committee report that had the objective of looking at revenue and expenses without reducing member services.
    • Piatchek mentioned that 10 members met for over an hour to discuss income vs. expenses. The biggest income for the IADA is this weekend (membership & conference registration).
    • The following were highlighted by the committee to be evaluated / discussed further to decrease expenses:
  1. Last two years, 50k was spent at Embassy for food, rooms, services. Per attendee that is about $215 and hosting this conference we are down $70 per person. Banquet cost $43 per person plus 24% gratuity and we sell extra tickets for $35.
  2. Currently gifts are provided for all attendees and vendors. Recommend looking at gift in general, amount of gift and offer an item where the size does not matter.
  3. Sunday Social – The IADA paid for 225 people at $31.80 for comedian, horse racing and food. Attendance was around 75 people. Discussion included eliminating or cutting back on food by going back to our hospitality room for pizza and drinks.
  4. AV Items – We pay money for every cart & screen used. Could we buy and bring our own tables, carts and/or screens to save money. Average $1500 which is about $80 per session.
  5. Awards – Provide certificates to Friends of Athletics similar to Distinguished Service and NIAAA years of service certificates. Potential cost saving would be also to eliminate Past President plaque, leaving the board plaque and potentially the retirement plaques.
  6. Video – $8,000 for banquet video. Recommend getting specs to seek additional bids.
  7. Gift from President to executive board and/or dinner at Alexander’s.

 

  • Piatchek stated the committee came up with some ideas to increase income:
  1. Membership Fee $35. Recommendation by committee is to raise to $50. Increase could bring over $3000.
  2. Conference Registration Fee $145. Recommendation by committee is to raise to $160. Increase could bring over $3000.
  3. Vendors / Lunch is $50. Recommendation by committee is to raise fee to $100.

Increase could bring over $4500.

  • Piatchek stated the committee brought up other cost saving measures:
  1. Advisory Meeting with the AD’s / IHSA – could save a couple thousand to have pre-meeting in the morning rather than night before.
  2. The IADA meeting in January could be held at the IHSA offices.
  • The finance Ad Hoc will be giving the conference chairs a finance budget recommendation in July.
  • Piatchek and Mr. Morris opened the floor for discussions.
  1. Ruiz thanked the committee and liked the recommendations, but does not want to go bare bones. Mr. Ruiz stressed increasing registration as members and performing a membership drive. He supported raising fee from $35 to $50.
  2. Iorio stressed increasing membership must come from divisions / districts.
  3. Morris stated a concerted effort and a personalized attempt to increase membership by calling to explain why to join the IADA and our relationship with the IHSA.
  4. Discussion occurred about having state requirements and billing coming from the IHSA.
  5. Recommendation for Mr. Lewis to develop a membership committee to increase overall membership. The committee will include three to four members and will look at district members and division representative’s responsibility. Notify Mr. Morris or Mr. Lewis by July if you would like to serve on this Ad Hoc.
  • Treasurer – John Woods
  • Invoices will be coming in over the next couple weeks – LTI, Hotel, etc.
  • Two refunds will be sent for vendors not in attendance
  • Golf Outing – A few green fees are missing and currently showing approximately $215 deficit
  • Lockenour and Mr. Woods will be transferring bank accounts and PayPal prior to July meeting.
  • Membership – Stan Lewis
  • Due date for annual dues is October 1st. Discussion occurred to have each members online account state the following: “Paid through school year 16-17”.
  • Brochures for IHSA / IESA mailings will be finalized
  • Recommendation by Mr. Woods to increase membership dues to $50. Seconded by Mr. Jones. The motion carried unanimously.
  • Recommendation by Mr. Woods to increase lifetime membership dues to $500. Discussion occurred and Mr. Woods amended his motion from $500 to $400. Seconded by Mr. Jones for $400. The motion carried unanimously.
  • Journal – Darren Howard
  • No report
  • NIAAA – Jon Rowley
  • No report
  • Professional Development – Becky Moran
  • Moran reported LTI class sizes were up and we had twelve different faculty members teaching this past weekend. Online registration was fantastic for the courses and the committee will meet in June to set the next three-year cycle of courses.
  • Moran is requesting to seek a quote from Lee Green to teach the new legal course and include him next year as a keynote speaker and/or for breakout sessions.
  • On May 23rd an Administrative Academy will be held in Joliet.
  • North Cook will be writing templates for this summer – 700 level courses (hoping for three).
  • Cartee thanked Ms. Moran for the CPDU’s at the conference.
  • Mentor Program – Matt Rife
  • Rife was unable to attend and Mr. Pothoff will be meeting with him in July.
  • Certification – Tina Woolard
  • Eleven individuals took the exam (10 from Illinois / 1 from Wisconsin)
  • This was the first exam online and everything went well and Ms. Woolard would like to seek anyone interested in CAA or CMAA certification.
  • Cartee requested names for those individuals that passed the exam and Mr. Morris expressed the importance of the certification for members of the organization.
  • Hall of Fame – Steve Haines
  • Haines stated all three inductees were very thankful, honored and appreciative. Overall, the banquet was a great night and Mr. Haines has a few ideas to discuss in July on changes to make the evening smoother.
  • Haines anticipates a larger potential class in the future and Mr. Ruiz plans on working with Kim Johnson, 8to18, to get biographies and pictures on the website for all inductees.
  • Awards – John Young
  • Young thanked Darren Howard and Dan Jones for their time and effort with the awards.
  • Young is open to feedback on plaques and where the organization can cut back.
  • Public Relations – Dan Jones
  • Jones will be sending press releases on all award winners and stated he felt the new IADA banners were very nice and offered a great backdrop.
  • Business Manager – Eric Hill
  • Hill was unable to attend, however, Mr. Cartee stated the goal is to get on a video search to potentially cut cost. The goal will be to have all specs ready by July. Mr. Lockenour will be sending a PDF of the current contract with Mike Burke (Total bid $8,250).
  • Web Coordinator – Robert Ruiz
  • Ruiz stated all twelve mini sessions were live on the web and eleven of the twelve PowerPoint presentations were also on the web under the resource tab in the library.
  • Ruiz expressed concerns that the streaming is dark and the only way to improve is with higher quality lenses, but was satisfied with what was captured with presenters, however the clarity is not where we want it.
  • Ruiz informed the group the hall of fame will be on the front page under announcements. Mr. Ruiz plans on cleaning up the website making it more visible and professional.
  • At the past president roundtable, the members stated we must create an urgent message on the front page of the website with conference information.
  • Historian – Nick Kearfott
  • Kearfott is gathering information and data for the journals. He will be getting with VIP for pictures and Royal publishing for any missing journals.
  • Kearfott would like access to create a page of past programs on the website.
  • Retired Athletic Directors – Rich Piatchek
  • Piatchek gathered personal emails of approximately 30% of the schools contacted. He plans on continuing to work on this project to increase the data base of retired AD’s.

 

  • Division Liaisons

Tom White                  DeLaSalle HS                         Division           1

  • No report

 

Dan Vosnos                Homewood-Flossmoor           Division          3

  • No report

 

Tony Millard               Champaign Centennial           Division           5

  • No report

 

Joe Iorio                      Columbia HS                          Division           7

  • No report

 

  • State Conference/Recap

2017 Conference Co-Chairs               Jason Buckley & Dan DeBruycker

2018 Conference Co-Chairs               Bob Kaminski & Dan Dolney

  • Kaminski and Mr. Dolney will meet in July to discuss issues. Mr. Cartee will get financial numbers and set the block of rooms. Mr. Buckley and Mr. DeBruycker are willing to stay on as conference co-chairs and feel it might be easier with six individuals (pre-conference chairs, conference chairs, post conference chairs).
  • Cartee asked Mr. Kaminski and Mr. Dolney to start working on future conference chairs.

 

  • New Business
  • Five States Exchange Report—Cartee—Iowa
    • Cartee went to Iowa City and reported it was a nice conference stretched out over many days. They had 1/3 of the vendors and the vendors shut down during sessions. The conference had a big emphasis on past presidents and the history of the organization, however, they provided a strategic action plan for 2017-2022 and he will email it out as a PDF.
    • Cartee did mention that when speaking with a retired AD while attending the conference in Iowa, he was told “the Illinois conference is more of a social, where they have a working weekend.”

 8.0   Future Meeting Dates—2017-18

2017-18-Executive Board Meeting Dates

  • Wednesday, July 12, 2017 – New AD’s is confirmed with the IHSA.
  • Thursday, July 13, 2017—9:30am—Holiday Inn Bloomington Airport
  • Sunday, October 15, 2017—9:00am—Holiday Inn Bloomington Airport
  • Sunday, January 28, 2018—9:00am—Embassy Suites Hotel, East Peoria
  • Friday, May 4, 2018—4:30pm—Embassy Suites Hotel, East Peoria
  • Tuesday, May 8, 2018—8:00am—Embassy Suites Hotel, East Peoria

                        IADA-IHSA Athletic Director Advisory Meeting Dates

  • , Sept. 12, 2017/Wed. Sept. 13, 2017—Holiday Inn Bloomington Airport/IHSA
  • , January 9, 2018/Wed. January 10, 2018—Holiday Inn Bloomington Airport/IHSA
  • , May 15, 2018/Wed. May 16, 2018—Holiday Inn Bloomington Airport/IHSA

 

                        IADA State Conference

  • May 4-8, 2018—Embassy Suites Hotel—East Peoria, IL

 

                        Summer Retreat

  • July, 12-13, 2017—Holiday Inn Bloomington Airport/IHSA

 

  • Other
  • Iorio made a motion to adjourn at 10:19, seconded by Mr. Millard. The motion carried unanimously.

              

                                       ILLINOIS ATHLETIC DIRECTORS ASSOCIATION

EXECUTIVE BOARD MEETING MINUTES —THURSDAY, JULY 13, 2017

9:30 AM—HOLIDAY INN – BLOOMINGTON AIRPORT

 

 

  • Call meeting to order. Kevin Cartee called the meeting to order at 9:37 a.m.

 

  • Review and approve the minutes
  • Kevin Cartee stated the minutes where emailed and asked everyone to take a look at them.
  • Steve Gurtz made a motion seconded by Mr. Paul Held, to approve the minutes from the May 9, 2017 meeting. The motion carried unanimously.

 

  • IHSA Report
  • Sam Knox stated that approximately 20 new athletic directors from the state attended the new AD’s workshop.
  • Knox shared the following reminders:
    • Soccer is allowed to play 25 games;
    • Boys & Girls golf begins 8-7 and matches may begin 8-10;
    • Please share and remind the football coaches about the acclimatization period;
    • Update your school center list of coaches (PES Exam, Concussion Exam, ASEP).
  • Knox requested athletic directors to promote / recruit officials to assist with the shortage and mentioned the statewide officials conference will be held in Peoria next weekend.
  • New By-law: First two years as a new principal, live video/training will be required.
  • New transfer concurrence form includes more questions for parent and student transferring. The new form will be available July 1st.
  • State Final Trophies will have a new look this year and it will resemble more of the NCAA trophy.

 

  • Special Executive Board Appointment/Board Positions for 2017/18
    • NIAAA Liason
    • Cartee discussed the resignation of Mr. Jon Rowley.
    • Discussion occurred. Mr. Matt Hensley was nominated.
    • Charlie Lockenour made a motion to close nominations. Second by Mr. Steve Haines.
    • Recommendation and motion by Mr. Haines for appointment of Mr. Matt Hensley – Mahomet Seymour to replace Mr. Rowley. Seconded by Mr. John Woods. The motion carried unanimously.
    • Board Positions up for election
    • Cartee asked division representatives to share the positions on the agenda (Journal Editor, Public Relations, Retired Members, State Certification, Divisions 2&7).
    • District 5 Replacement
    • Chauncey Carrick expressed interest in this position.

 

  • OLD BUSINESS
    • Discussion on audio/video bids for state conference 2018
    • Cartee shared with the group the spec proposal for audio / visual for the banquet:
      • Silverback Proposal $8,000
      • Ravenswood (Michael Burke) $8,250
    • Discussion occurred to seek bids for either 1-year contract or a 3-year contract.
    • Tabled until October. Recommendation to request links of work to show productions.
    • October 1, 2017 deadline for all bids.

 

  • AD Hoc Committee report on revenues and expenditures – Recommendations
  • Cartee stated his goal is to eliminate $12,000 from our bill without affecting services.
  • Mike Morris shared the 2016-17 expenses on the projector.
    • Refreshments for all sessions: $4,475
      • LTI Courses $1,600-$1,800 ($1,200 is refreshments)
    • Banquet – 260 dinners (Price in 2016 was $57.59, Price in 2017 was $61.22) and we charge $35 for extra tickets. This year based on registration, 317 dinners purchased.
    • Lunch with vendors – $33-34 per person (may eliminate dessert)
    • Vendor Social $2,000 – $2,400 (could go to hotel for own hospitality room)
    • Sunday Social
      • 2016 – 225 meals at $43.00 ($9,675)
      • 2017 – 150 meals at $44.20 ($6,630)
      • This could save around $7,000
      • Chiefs game was only $3,000 with meal, ticket and beverages
    • Monday / Tuesday refreshments
      • Move Tuesday meeting to before golf or after golf on Monday
      • Tuesday meeting expenses
        • Refreshments: rolls, beverages cost $305.34
        • AV / Screens cost $407
      • Discussion to have board meeting on Monday as opposed to Tuesday morning.
      • Motion by Mr. Dan Jones to move the new executive board meeting to Monday. Seconded by Mr. John Catalano. The motion carried unanimously.
        • 8:30 – 9:00 New President / General Session 3
        • 9:00 – 9:45 IHSA Panel
        • 9:45 – 10:30 Closing Speaker
        • 10:30 – 11:30 New Executive Board Meeting
        • 11:30 – Lunch at golf course
        • 12:30 – Golf
      • Other expenses
        • Screen & projector $85
          • Discussion to ask Peoria AD Brian Dunphy to provide 4/5 screens & projectors for Friday, Saturday and Sunday.
        • Gifts for attendees & vendors (pullovers cost $7,000)
        • LTI – $6,150 ($4,500 collected for the 67 classes taken)
          • Recommending not to cut professional growth
        • Cartee and Mr. Morris stated they will work with Mr. Eric Hill and the hotel to get budget and numbers to provide general guidelines to the conference committee
        • Revenue
          • Discussion occurred about the vendor’s fee and conference registration fee.
          • Motion by Mr. Dan Jones to raise the registration fee for the conference from $145 to $160. Seconded by Mr. Tony Millard. The motion carried unanimously.
          • Motion by Mr. Dan Jones to raise the vendors fee for the conference from $50 to $100. Seconded by Mr. Nic Kearfoot. The motion carried unanimously.
        • Expenditures for Executive meetings
          • Meet twice in May
          • July
          • October – discuss options for January location
          • January rooms
            • Hall of Fame
            • Board
            • Awards

 

  • COMMITTEE REPORTS
    • Past President – Mr. Charlie Lockenour
  • Minor changes in IHSA forms as shared by Mr. Sam Knox.

 

  • President Elect – Mr. John Catalano
  • Discussed savings / cost without losing quality
  • His goal is to raise revenue and increase membership
  • Shared the following ideas to promote the organization
    • Town Hall Meetings – Tag on a 3-minute presentation by IADA representative
    • 28 meetings – make personal pitch to join IADA / getting involved
    • Have two slides for the first meeting on November 7, 2017
    • Dan Jones will provide the video and a script for October executive board meeting
    • Sam Knox will check with Mr. Craig Anderson about town hall meetings.
    • Catalano will work on a potential schedule for IADA representatives.

 

  • Executive Director – Mr. Mike Morris
  • Discussed potentially adding a team store for the IADA:
    • Options could include GTM, BSN, Aries – Would like a spec sheet that could offer kickback to the organization
  • Trophies by George submitted a three-year contract to renew providing awards at same price.
    • Motion by Mr. Dan Jones to accept the three-year contract submitted by Trophies by George. Seconded by Mr. Steve Gurtz. The motion carried unanimously.

 

  • Treasurer – Mr. John Woods
  • John Woods and Mr. Charlie Lockenour are meeting on Saturday to transfer accounts into Mr. Woods name.
  • Lockenour requested executive board members to cash checks as soon as possible.
  • Balance of $12,918.30
    • Motion by Mr. Nic Kearfoot to approve the treasurers report. Second by Mr. Dan Jones. The motion carried unanimously.

 

  • Membership – Mr. Stan Lewis
  • No report

 

  • Journal – Mr. Darren Howard
  • No report

 

  • NIAAA – Mr. Matt Hensley
  • Congratulated the award winner from Normal West that will be attending the National Convention.
  • Thanked the group for the opportunity to represent the IADA.

 

  • Professional Development – Ms. Becky Moran
  • This week we had 24 new athletic directors attend the new AD Workshop held by the IHSA and IADA. The names will appear on the IADA website.
  • Working on new list of course rotations for the next three years
  • Lee Green will be here at 2018 conference and will offer mini sessions after key note speech.
  • New course offerings 506, 508, 510
  • September National Meeting – requested room approval
    • Motion by Mr. Dan Jones to approve room reimbursement. Second by Mr. Steve Haines. The motion carried unanimously.
  • Division representatives contact Becky if you would like to offer an administrative academy.
  • Invoices – Email with logo
    • 25 invoices per month via a free site
    • We did not take credit cards at this summer session.
    • Online payment (r school) – Asked if this can this be utilized for summer retreat and Mr. Robert Ruiz stated he would inquire

 

  • Mentor Program – Mr. Matt Rife
  • Thanked the organization for the opportunity.
  • If you know of any new athletic directors that would be candidates for the mentoring program, please send names to Mr. Rife.
  • Rife is looking for mentors. If interested, please contact him.
  • IHSA Meeting
    • Reach out to superintendents and principals to offer the value of the NIAAA and IADA organization. Promoting our organization to other administrators might help encourage / invite athletic directors to the state conference.
  • NIAAA – Ad Hoc committee for mentoring
    • Washington Bush will be our representative
    • Certification – Ms. Tina Woolard
  • Tina Woolard explained changes where coming in January 2018 for the CMAA certification.
  • Informed the executive board that ten individuals took the exam at the state conference and all passed. Today, three took the exam.

 

  • Hall of Fame – Mr. Steve Haines
  • Steve Haines thanked Mr. Mike Morris and Mr. Robert Ruiz for the Hall of Fame section on the IADA website. It is truly coming along with pictures and biographies.
  • Four years ago the executive board brainstormed names for nomination. Furthermore, a group of names potentially may lose eligibility and asked the group to think about names to be nominated.

 

  • Awards – Mr. John Young
  • No report

 

  • Public Relations – Mr. Dan Jones
  • Dan Jones will provide a script and the video for our October meeting.
  • Jones reminded the executive board that last year the group approved awards in July for assistant athletic directors and secretaries. Mr. Jones reminded the division liaisons to make sure the district representatives have it on the agenda to seek nominations.

 

  • Business Manager – Mr. Eric Hill
  • Kevin Cartee provided the report on behalf of Mr. Hill.
  • Cartee shared concerns with sales about AV rental and cutting back on food. They discussed the room block and the deadline is April 11th.

 

  • Web Coordinator – Mr. Robert Ruiz
  • Robert Ruiz met with 8to18 to discuss website layout.
  • Ruiz thanked the following individuals for assisting with the webpage: Mr. Nic Kearfoot (minutes) and Ms. Becky Moran (new AD’s, schools and announcements).
  • Ruiz shared his goals for the webpage: cleaning up the certification section, adding information to mentorship, getting the hall of fame nomination form in a word document, adding pictures / head shots and shared the members only section will include the IADA operations manual, timeline and responsibilities.

 

  • Historian – Mr. Nic Kearfoot
  • Nic Kearfoot is still sorting boxes and updating the website.

 

  • Retired Athletic Directors – Mr. Rich Piatchek
  • Kevin Cartee reported on behalf of Mr. Piatchek to continue to update the retired AD list.

 

  • Division Liaisons 
  • Division 1 October 19, 2017        10:00 a.m.       De La Salle
  • Division 2 October 26, 2017        9:00 a.m.         Forest View Educational Center
  • Division 3 October 26, 2017        1:00 p.m.         Homewood-Flossmoor High School
  • Division 4 October 24, 2017        9:00 a.m.         Sterling High School
  • Division 5 October 25, 2017        9:00 a.m.         BSN in Rantoul
  • Division 6 10:00 a.m.       Pekin
  • Division 7 October 24, 2017        9:00 a.m.         Carlyle – Governors Run

 

  • State Conference – Mr. Bob Kaminski & Mr. Dan Dolney
  • Kevin Cartee has been in contact with the conference chairs and they have one speaker lined up. Mr. Cartee will be providing them with a budget.
  • One concern was the golf chairs hotel rooms were paid for three nights and the group reiterated that the golf outing must be a break even event.

 

  • New Business
  • No new business

 

  • Future Meeting Dates—2017-18
  • 2017-18-Executive Board Meeting Dates
    • Possibility of a January location change
  • Sunday, October 15, 2017—9:00am—Holiday Inn Bloomington Airport
  • Sunday, January 28, 2018—9:00am—Embassy Suites Hotel, East Peoria
  • Friday, May 4, 2018—4:30pm—Embassy Suites Hotel, East Peoria
  • Monday, May 7, 2018—10:30am—Embassy Suites Hotel, East Peoria
  • IADA-IHSA Athletic Director Advisory Meeting Dates at 9 a.m.
    • Sept. 13, 2017—IHSA
    • January 10, 2018—IHSA
    • May 16, 2018—IHSA
  • IADA State Conference
    • May 4-8, 2018—Embassy Suites Hotel—East Peoria, IL

 

  • Other
  • The national conference winner – plan on 3 nights at Hyatt Regency
  • Becky Moran made a motion to adjourn at 12:06 p.m., seconded by Mr. Steve Haines. The motion carried unanimously.

                                       

 

ILLINOIS ATHLETIC DIRECTORS ASSOCIATION

EXECUTIVE BOARD MEETING MINUTES —SUNDAY, OCTOBER 15, 2017

9:00 AM—IHSA OFFICES – BLOOMINGTON

 

  • Call meeting to order. Kevin Cartee called the meeting to order at 9:08 a.m. Mr. Cartee thanked Sam Knox and Craig Anderson from the IHSA for making the office available for our meeting.

 

  • Review and approve the minutes
  • Kevin Cartee stated the minutes where emailed and asked everyone to take a look at them.
  • Dan Jones made a motion seconded by Mr. Rich Piatchek, to approve the minutes from the July 13, 2017 meeting. The motion carried unanimously.

 

  • IHSA Report
  • Sam Knox pointed out the new IHSA Legislative Commission members that serve on the IADA Executive Board.
  • Knox shared the following information:
    • New IHSA Trophy;
    • Provided overview of the by-law proposals and stated they are approximately 41 pages;
  • Discussion occurred on the proposals and Mr. John Catalano provided overview of his football proposal.

 

  • OLD BUSINESS
    • Mike Morris provided an overview of the budget.
    • Morris projects a $20k deficit this year. (Year ago balance $33k, today $13k)
    • Morris provided a recommendation regarding the following cuts / increases in revenue:
      • Membership (Add $15)
      • LTI Books (Add $50)
      • Refreshments at State Conference (Water only)
      • Sunday Social (No meal)
      • Banquet Meal (Accurate count)
      • Vendor Meal (Reduce dessert)
      • Mileage (Reduce .25 per mile)
      • Executive Director (Reduce $1,000)
      • Eliminate conference gifts
      • Eliminate president gifts
      • AV/Screens/Tables
      • Cut Hospitably Room by 1 night
      • Eliminate Complimentary Golf Room
    • Dan Jones made a motion to approve cuts/new income as proposed by Mr. Morris effective immediately, October 16, 2017, after today’s meeting.
    • Discussion Occurred
      • Becky Moran and Ms. Tina Woolard expressed concerns about increase to cost of $150 for LTI. They proposed a recommendation to cut honorariums.
        • Final Cost $125 (increase only $25 for LTI course) and cut honorariums $2000.
      • IADA Board Meetings
        • Reduce Mileage .25 per mile after today’s meeting
      • IHSA Advisory Meetings
        • Eliminate all rooms and mileage
      • IADA Expenses
        • Arizona Conference hospitality (Sun, Mon, Tues) – Recommend only Tuesday Night and cancel having it for three nights
      • IADA State Conference
        • Executive Board President will cut $1,000 (between meal and gift)
        • Sunday Social (cut in ½ – $3500 budget)
        • Banquet – Attempt to get accurate count for banquet.
      • Dan Jones amended his motion to make cuts / new income to updated numbers that where entered into the spreadsheet after discussion. Ms. Becky Moran seconded the motion. The motion carried unanimously by a show of hands.
    • Morris will send out the division meeting template so all seven division liaisons will have the initial document.

 

  • Audio / Visual Bids for State Conference
  • Three bids were received for the state conference.
    • Four Nights Productions (Ravenswood)
      • $8250 per year, $7750 for 2 years, $7000 for 3 years
    • Silverback
      • $8000 per year
    • Video Infinity
      • $7500 per year
    • Rich Piatchek made a motion to accept Silverback for $8000.
      • Discussion occurred
      • Rick Kestner seconded the motion.
      • The motion carried 17-2.

 

  • COMMITTEE REPORTS
    • Past President – Mr. Charlie Lockenour
  • The baseball post season pitch count will increase to 115.
  • Please prepare for town hall meetings to last two hours.

 

  • President Elect – Mr. John Catalano
  • Andrew Turner (Maine South) has agreed to be a conference co-chair in 2018-19.

 

  • Executive Director – Mr. Mike Morris
  • Royal Platinum wants to be a partner, not a vendor to IADA.
    • Every card sold will bring money to IADA ($1 to $5000)
    • They want to present / talk to the group. Pay for table $500.
    • Discussion about the IADA in partnership to solicit vendors.
    • Motion made by Steve Haines to give him five minutes to present. Discussion occurred. Mr. Eric Hill seconded the motion. Motion carried 10-9.

 

  • Treasurer – Mr. John Woods
  • John Woods distributed the treasurers report with no other discussion.
  • Balance as of today: $13,838.96
    • Motion by Mr. Dan Jones to approve the treasurers report. Second by Mr. Rich Piatchek. The motion carried unanimously.

 

  • Membership – Mr. Stan Lewis
  • Issues with paypal and experiencing issues running 2018 paid and division report.

 

  • Journal – Mr. Darren Howard
  • Kevin Cartee stated the journal will be available in a week or two.

 

  • NIAAA – Mr. Matt Hensley
  • No report.

 

  • Professional Development – Ms. Becky Moran
  • Changes to course schedules will occur and two new courses are now available:
    • Administration of Athletes with Disabilities
    • Student Leadership Course
  • Four division meetings will be offering a class;
  • Three administrative academies are scheduled, contact Ms. Moran if interested in hosting;
  • Certification – 503/501 will be required effective in 2019;
  • Asked the group if there was any interest to push for college credit for the courses. Interest was shown from members in attendance.

 

  • Mentor Program – Mr. Matt Rife
  • Currently, all new athletic directors that requested a mentor have been assigned.
  • Matt Rife will be creating a survey to receive feedback.
  • Rife is revising / modernizing the handbook and will provide updates. Additionally, he will be sending a letter to superintendents / principals asking for them to support for professional development.
    • Certification – Ms. Tina Woolard
  • No report.

 

  • Hall of Fame – Mr. Steve Haines
  • Steve Haines informed division reps that an email will be coming to them with the nomination form. Please continue to nominate and we currently have three new nominees on file.

 

  • Awards – Mr. John Young
  • John Young expressed that he will be creating a script with questions to ensure it is a seamless transition to the new videographer.
  • Will be providing a master list with all award winners.

 

  • Public Relations – Mr. Dan Jones
  • Dan Jones will send letters to superintendents and principals after the January award winners are selected.
  • Requested guidance at the January meeting for questions to be asked to award winners and athletic directors of the year.
  • Currently, the following vendors have the IADA logo: BSN, Neff and Ares Wear.

 

  • Business Manager – Mr. Eric Hill
  • No report.

 

  • Web Coordinator – Mr. Robert Ruiz
  • The following has been updated on the IADA webpage:
    • LTI courses
    • Vendors
  • In January, after the executive board meeting the Hall of Fame will be updated.
  • By February 1st, the goal will be to have the conference agenda and program available.

 

  • Historian – Mr. Nic Kearfoot
  • No report.

 

  • Retired Athletic Directors – Mr. Rich Piatchek
  • Rich Piatchek stated he has compiled an active list of 280 retired athletic directors email addresses. Approximately 35 retired athletic directors have incorrect emails.
  • This year, we have 146 new athletic directors. Mr. Piatchek provided the following overview by division:
    • Division 1 – 43 Division 2 – 14
    • Division 3 – 14 Division 4 – 22
    • Division 5 – 20 Division 6 – 14
    • Division 7 – 19

 

  • Division Liaisons 
  • Division 1 October 19, 2017        10:00 a.m.       De La Salle
  • Division 2 October 26, 2017        9:00 a.m.         Forest View Educational Center
  • Division 3 October 26, 2017        1:00 p.m.         Homewood-Flossmoor High School
  • Division 4 October 24, 2017        9:00 a.m.         Sterling High School
  • Division 5 October 25, 2017        9:00 a.m.         BSN in Rantoul
  • Division 6 October 18, 2017        10:00 a.m.       Pekin
  • Division 7 October 24, 2017        9:00 a.m.         Carlyle – Governors Run

 

  • State Conference – Mr. Bob Kaminski & Mr. Dan Dolney
  • Kevin Cartee explained that Mr. Dolney was unable to attend.
  • Cartee will be providing Mr. Kaminski and Mr. Dolney a budget and they are currently looking for a third key note speaker.

 

  • New Business
  • No new business

 

  • Future Meeting Dates—2017-18
  • 2017-18-Executive Board Meeting Dates
  • Sunday, January 28, 2018—9:00am— IHSA Office, Bloomington
  • Friday, May 4, 2018—4:30pm—Embassy Suites Hotel, East Peoria
  • Monday, May 7, 2018—10:30am—Embassy Suites Hotel, East Peoria
  • IADA State Conference
    • May 4-8, 2018—Embassy Suites Hotel—East Peoria, IL

 

  • Other
  • Dan Jones made a motion to adjourn at 12:04 p.m., seconded by Mr. Rich Piatchek. The motion carried unanimously.