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NAIA Breakout Session
NAIA-ADA Business Session
(Tuesday, June 16, 11:00 - 11:45 a.m.)



Mike Fradski:

Let's pray. Our Heavenly Father, we are thankful for this place where we can meet. We are thankful for the universities and colleges that we represent. We are thankful for the coaching staff we are able to work with. We also think of our student-athletes that you have entrusted us with and we would think about scholarship and leadership as we deliberate in this session today. We invoke your presence now. Amen.

Kathy Yandell:

At this time, I'd like to introduce our current Officers. Here to my left is Jonathan Seamon, secretary to the ADA and from Lipscomb University; Peggy Foss, the vice president from Michigan-Dearborn; sitting in the audience is Greg Feris, who is the past president from Wayland Baptist University; and I am Kathy Yandell, the president from Texas Lutheran University.

In the summer report that was mailed to you in April, included in that was a copy of the minutes from our ADA meeting in Kansas City. You might have had a chance to look at those and to review what we have done and expect to continue with today.

At this time, I'd like to welcome a motion to approve those minutes. Minutes are approved.

I'd like to call, now, for some committee reports. In the ADA, we have some outstanding committees and each of them has various tasks associated with moving this association forward. I'd like to call on Jonathan Seamon to give us a report on the workshop, so far.

Jonathan Seamon:

I hope you've been able to attend the workshops here at NACDA. I'd like to thank Greg Feris for his work with those. Greg, serving on that Board is able to work with them to know what types of workshops they would like to have incorporated into this program. When the decision was made that the Leadership Group would be meeting during NACDA, it was important for me to be away yesterday to meet with members of the COP and also the chair of the other councils as we came together for this special meeting, so Greg has done an excellent job in helping to lead that and make sure those were handled in a proper manner.

Coming up for the fall, I would mention that Steve is working with the national staff and other groups to try to make several changes with our convention to give it a more uplifting event with some new ideas and some new activities and new opportunities for professional growth. I'll be calling on our Workshop Committee to begin making some plans to work toward our workshops. We are always open to names of people who would be willing to help lead us in professional growth seminars as presenters. If you're willing to do that or want to be involved with one of our topics, we'd like to hear from you.

One of the areas that the COP has asked us to really target at our meeting this coming fall is that of sport and business. I think you'll see several of our workshops dealing with how that will effect us as institutions especially when it comes to the licensing and the involvement with the special ways to create revenue. We look forward to that at our convention in Tulsa. If you have any suggestions or ideas, let me know and I'll be glad to pass it along to our committee.

Kathy Yandell:

Thank you Jonathan. That's really a good way to get involved with the activities of the NAIA and specifically, the ADA. If you have any expertise or know of someone, be sure you let Jonathan know that. That's a good way to get some initial involvement here.

Next, I'd like to call on Peggy Foss who chairs the Awards Committee.

Peggy Foss:

Thank you Kathy. The Awards Committee was asked to study the nominating and selection process for the award that's given annually, namely the Administrator of the Year. A survey was conducted to receive input from the membership and I'd like to share those results with you today, and perhaps to make some recommendations for your consideration both at the national and regional level. I labeled this survey as a grassroots survey, completely unscientific, totally for information. The questionnaire consisted on 10 statements and I asked the respondents to indicate their level of agreement to disagreement, starting with highly agree to highly disagree.

I'd like to share those results with you. We are willing to receive any suggestions from you. Eighty-three percent agree that the award should be given to someone who carries the title of athletics director or something like that that's given by their institution. Fifty-five percent agree that departmental employees who perform administrative types of responsibilities, but do not carry the title should not be eligible for the award. It was a toss-up. Forty-five percent agreed and 42 percent disagreed that an administrator should be able to receive the award more than once. The reverse agreed that there should be recognition for a new administrator. There is some thought that we should give a new athletics administrator an award. Again, I consider that as a toss-up.

Seventy-one percent of the respondents agreed there should be more emphasis at the regional level to recognize administrators. Fifty-two percent agree we should continue the one male and one female awardee. Another response was that 52 percent thought it shouldn't be a gender-specific qualification. It should be given to the individuals that the committee believes as most qualified.

Sixty-seven percent agreed that conference commissioners should be eligible for the award. I recognize that at the conference level, you have conference presidents, etc., so, I just used the term conference commissioner as a catch-all.

There is agreement that the selection should be weighted more heavily toward the individual's contribution to their institution, to the region, to their conference, as opposed to the NAIA. Ninety-one percent agreed the nomination should come from any member of the association, rather than the format that we have now.

I guess, in summary, the award should be given to someone who carries the title of athletics director, any member of the association should be able to nominate somebody and the criteria focused more locally than nationally. There is a toss-up as to whether or not we should continue the male-female award and greater emphasis should be given to individuals at the regional level.

It's very concrete that more be done at the regional level and any areas where there was a toss-up, we should continue receiving input.

Kathy Yandell:

Thank you Peggy. I'm wondering whether or not the results of this survey can be included in our mail-out with the minutes. It's just a two-page deal. It would give you an opportunity to look at some of the trends and at our meeting in Tulsa in October, we can deal more definitively with the concept of whether or not we need to change the characteristics or requirements for the Athletics Administrator of the Year Award. Thanks Peggy, for doing that. That's one way to get at our wishes. Do an unofficial, unscientific survey so that people can say yea or no, I like this or that, because that's the only way we can get some information. I appreciate the participation from all of you.

Next, I'd like to call on Jonathan to give us a report from the Council of Athletics Administrators.

Jonathan Seamon:

It has already been mentioned that your Council of Athletics Administrators have been here meeting since last Wednesday, putting in some very long days on Thursday and Friday and on Saturday to work through a lot of different parts of the business. I'm going to report to you some of the highlights. I'd like to point out that 14 of our members were in attendance, only one not able to come. At this time, I'd like to ask the members of the CAA that are here to stand so you'll see them and recognize them, so you'll know the people working for you on this council. The council is made up of regional chairs, the members of the ADA and members at-large. We're very appreciative of what they do.

You may be unfamiliar with the roles of the CAA. Part of that is to work with our championships and especially coming together are our championship plans. We deal with appeals for exception to those plans, along with the Declaration of Intent, in trying to deal with what occurs there when it comes to putting together the championship plans. We deal with having representatives meeting with the councils and bringing together reports from them. For the coaches associations, we deal with their sports motions. This is one of the tough areas, because we're often listening to their motions and their rationale in trying to decide if that is in the best interest of our association. Then, of course, we deal with the conference certification and the region certification plans and qualification plans for our regions.

In the past, as your very familiar, we have worked to establish regional and sectional groupings of six to advance to the next level of play, sometimes having geographic exceptions. For the 1998-99 season, the CAA has approved a one-year exception to this so that independents and sport independents in all sports that advance to the national final site for a regional tournament will compete in their administrative region and will not be assigned to another region for competitive purposes. This means that for those sports where you go through regional play, instead of us taking you from one region to another region to form a small grouping, it will now be the responsibility of the regional coordinating committee working with the individual sports committees to establish a tournament playoff plan that will allow the teams in that region to advance from the region to the final site in the national tournament.

Championships where conferences and independent sectionals advance directly to the national final site will continue to either receive the conference automatic to that regional site, or the group of independents will be grouped into sectionals of five or six members depending on geographic cases to still have those types of sectionals and groupings to advance. The conferences that receive automatic berths in the regional will continue to do that for their sports that advance to the region. We feel this plan will be an excellent model to help us as we move into enhancing regions in the next couple of years.

A couple of other major legislation items the CAA dealt with the past couple of days are to continue to discuss the requests from several of our coaches associations to increase their squad sizes at national tournaments. This has become something we have faced over the last few meetings. It continues to come to us. It's not dealing with reimbursement as much as it's giving the players a chance to participate, but there has been some feeling that we should not do this. As we continue to study this, we hope to invite each of the coaches associations to have a representative to meet with the CAA at our fall convention in Tulsa so they can discuss, not only this situation, but other matters that come up within the coaches associations. Part of our problem in the past is that they've not understood how their sports motions evolve and what their relationship with the CAA should be, so we hope to do this as an educational process this fall.

We've also experienced a problem with institutions not participating in postseason play after making their declaration to be in that sport. As you are aware, there is a procedure for undeclaring. Many schools fail to use this process. By doing that, it has created a lot of problems for some of our postseason play. There is a bylaw that deals with this so, the CAA has approved a bylaw to be sent to the Constitutional Bylaws Committee, and hopefully, will be on the ballot this fall, that will change the wording where it says, "if you do not participate without undeclaring, you may be suspended," to, "you will be suspended." You should see that as a bylaw change for discussion and vote this fall.

The CAA also passed a motion that the coaches' handbooks should be mailed directly to the athletics director. There, you could make a copy, if you like or, distribute them to your coaches. There is a feeling among the members of the CAA that many athletics directors never see the coaches handbooks, they're not aware of what needs to be done. This should help you deal with your coaches better. Hopefully, as Steve Baker has pointed out, we can eliminate this in the future by getting it on the Web or the Internet where electronically, you'll have a way to view those coaches books. But, until then, we have passed a motion that this coming year, they will be mailed directly to the athletics directors.

We also, in talking about the Athletics Administrator of the Year Award, we had a proposal come to us that the award or one of those awards, be named in memory of Charlie Morris. Many of you know Charlie and the involvement he had in the NAIA. He passed away this past December. We took action on that by passing that motion onto the Awards Committee that we would recommend an award be presented in honor and in the memory of Charlie Morris.

We also had a baseball motion that you should be aware of. The Baseball Coaches Association recommended and the CAA approved that their national tournament field will be increased to 10 teams, eight regional winners advancing, the host site and an at-large team. This will be approved and set forth in that way.

The final bit of business was that we conducted our first joint meeting of the CAA and the CACI. This was an informational meeting where we could share ideas and talk about different things that involved both of our council, but yet come together to involve both council sometimes. We also had presentations there from Steve and also some concerning the spring games, the report from Tulsa and what we expect at Palm Beach. We also talked about some of the other important information that affects us like the five-six qualifying for conferences and for the groupings and a little about regional enhancements. We were pleased with that meeting. Our responses have been very favorable and we hope in the future to make that a regular part of our meetings.

On a conference call earlier, before the full meeting of the CAA, the national soccer dates were changed. We had approved it to be this fall, but it's going to take place actually next year over Thanksgiving weekend, this year over Thanksgiving. Next year, a week earlier for both men and women. It will be in 1999, they will both be over Thanksgiving.

Kathy Yandell:

I'd like to ask Larry Lady to come and give us the report on Council of Affiliated Conferences and Independents.

Larry Lady:

I'd like to echo John's comment about the joint meeting. Our council was greatly appreciative. It was done at Jonathan's suggestion and the national office agreed. Our council was most appreciative because we believe that we need to work together. Thank you Jonathan.

I'd like to give you a few highlights. One of the things I think is somewhat important, CACI, along with other councils, has been listed as having a meeting and then in parenthesis, typically, it says, "closed." I, for one, have felt that was inappropriate. I don't think any of our meetings should be closed, as such. Even the Council of Presidents has an open-meeting policy for any presidents. We had a motion introduced and it passed unanimously that all Council of Affiliated Conferences and Independents meetings are open to anyone to attend with the following three restrictions because we do have to protect the integrity of those people who are voting. Any person who attends may not speak in discussion or contribute to voting matters. They may not vote, obviously. The council retained the privilege to call for executive session. Any member or the chair could declare an executive session and ask non-council members to leave the room if sensitive issues or votes would be taken that should not be heard by everyone.

That passed unanimously. We did have one person attend and I was happy. I'm sure at the national meeting, more people will take advantage of that. Even if no one ever comes, philosophically, it's important for us as a council to never think or have you think that we have anything in secret that you can't be a party to, other than those executive sessions I mentioned.

We also have 100 percent attendance. The only exception was a late person put on from the Midwest Region. He is being put on Council to fulfill my two-year term that became vacant when I took over as chair from John, rather in an untimely fashion.

We talked about all of the things that Jonathan visited about, as well. We have been informed that you would like us to support the Charlie Morris Award and we did. We have nothing to do with that other than just say we agree.

You've heard all about the Regional Enhancement Task Force at earlier meetings. We had some of our people on the Task Force. Kevin is the chair of that and our secretary. Tim Kramer reported to us that there was a strategic plan in motion to develop a strategic plan in the national office and we were pleased with that.

Yesterday's meeting dealt with the exemptions primarily, and the Football Coaches Association has requested we publish all such exemptions that were approved. I discussed that at a previous meeting, so I will not repeat it. If you have any questions about that, you can contact me after the meeting.

Kathy Yandell:

No report from the national office. Under old business, I'd like to call on Peggy Foss again. Peggy chairs the Special Projects Committee. One of our special project assignments from our Kansas City meeting was to look at the possibility of having student representation, at least in our Athletics Directors Association, and perhaps across the whole NAIA. It's a pretty common occupancy in the other organization that they do have student-athlete advisory councils and student-athletes that are represented in their various functions. I would like for us to consider that as well, and Peggy has done another of her grassroots surveys and we're going to see what that says.

Peggy Foss:

As you recall last fall, there was a panel of student-athletes from the Kansas City area that shared their perspective on being a student-athlete on today's campuses. If you attended that, I'm sure you will agree that they were refreshing, honest and very well received. In fact, one of the women indicated something to the effect that they had practice seven days a week and the practices lasted six hours. At that point, about six coaches and five ADs collapsed on this.

An outgrowth of their presence created a concept of having student-athlete representation somewhere in the association. Again, I conducted my survey. Using the same format, just to try to determine whether or not the student-athlete representation would be approved in concept. If it's approved in concept, we certainly recognize there are a lot of logistics that would have to be worked out that may range from trying to incorporate them into existing bodies that may involve some ad hoc kinds of work on the Task Force to bylaw changes.

A majority agrees that there should be student-athlete representation at the regional and national levels. There is some agreement that they should serve on the existing councils and committees that we already have. More than half of the respondents agreed the students should have their own body, which I've called the Council of Student-Athletes at the regional level and national level.

While there was agreement that they should be represented, it was a toss-up as to whether or not they should have voting privileges. That's always an issue when you have students involved in any committees. There are two recommendations to be made now and put into practice very shortly. More than three-fourths of the respondents said that there should be a section in the NAIA News that addresses concerns of student-athletes and that it be written by a student-athlete. Now, how that athlete is selected and what format is used, it's up to the national office to determine that. It's something that we can start responding to.

Ninety-one percent agreed there should be a session at the annual convention that's directed toward the concerns of the student-athletes. Whether it be a panel, or whatever, I ask that the people who are responsible for the program in Tulsa seriously consider having a group of students come or have something special that's directed to students' concerns.

It was approved and agreed upon that there should be some type of student representation. If you have any insights into how this might happen, please let me know. Thank you.

Kathy Yandell:

The results of that survey should be included in our mail out. It is very important that we seek to involve our students in as much of our business as we think appropriate because it is, after all, for their benefit that we do these things. Anyone who is being served should have some opportunity to talk about how they wish to be served and whether it's being done in an appropriate manner. Input is always valuable.

From the Nominating Committee, Greg.

Greg Feris:


At our October meeting, Kathy had requested that we go back into the bylaws and take a look at, not only the Nominating Committee, but I'll address the finance issues, as well. For us to entertain changes in our constitution and bylaws in the ADA, you have to have it in your hands in writing three weeks before your annual meeting. That's our convention meeting.

Within the finance area there will be some suggested word changes. Right now, it says the past president, as chair, should prepare the annual budget to go into effect, etc., etc. As you've known for the last several years, our administrative staff at the national office prepares that budget in regard to what other things are going on, not just in championships, but in other areas. So, they'll be a wording change something to the effect that this committee will assist the national office staff in preparation and oversight of the annual budget and go from that point.

From the Nominating side, in the last several years, we have utilized this forum for nominations for the ADA offices. Our constitution and bylaws still calls for those nominations to be from the floor at the national convention and then a mail vote should be taken and another year goes by. We normally ask for nominations at this meeting. Information is secured by the national office for those individuals. There's a mail ballot taken early in the fall semester. That vote is taken and then that individual steps in the position as secretary-elect at the end of the fall convention. We'll need to reflect those changes in our bylaws. You can be looking for those in this same mailing.

If you have any questions, please let us know. It is really more housekeeping things than anything else just to reflect what we've done. This meeting is certainly more attended than it was five or six years ago and we're doing a lot of our business during the summer.

Kathy Yandell:

One of the other things that I asked the committee chairs to do was to look totally at their descriptions and their responsibilities for all of them. If any of you who chair these other committees will have any changes, whether it's the Awards Committee or the Workshops Committees, take a good look at that because if there are any changes to be written with regard to those committees and what their responsibilities and functions are, it needs to be included in this mail out. If you do have something, committee chairs, take a good look at that and make those recommendations.

Under new business, you've heard about regional enhancement and if you have any questions, Kevin is in the back and will answer any questions for you. We have an opening in our ADA Officers as secretary. If you know anything about the structure of the ADA, it's an evolving system where you are elected in as secretary and then move up through the various officers' ranks. It's a four-year obligation to serve the NAIA in the Athletics Directors Association. We do need to accept nominations from the floor for the ADA secretary. Those nominations were asked for in the April mailing. According to Natalie, we got back zip.

Perhaps, this has happened because we have had a practice of rotating the officers' positions through male, female, male, female. Nominate yourself. He who tooteth not his own horn, the same shall not be tooted. That's the situation. I'm going to take this liberty of accepting nominations from the floor. If you wish to be nominated, stand up and be counted.

Jake Bell has been nominated as secretary of the ADA. Bob Wilson has been nominated. Bob Boerigter from Hastings has been nominated. Skip Lauren has been nominated. I declare the nominations to be these four and nominations are closed. You will receive a mail ballot on which to vote for one of these four individuals for the ADA secretary.

Thank you. Is there any other new business. I have a couple of announcements. One is a thank you to Mutual of Omaha for hosting our social event the other night and we had a good attendance. If they hold true to form, they will host our ADA luncheon in Tulsa. The 1998 NAIA convention is in Tulsa. In 1999, the convention will be in Lexington, Kentucky. The 1999 NACDA Convention will be in Reno at about this same time, so plan ahead. This is probably the last time NACDA will come to Marco. Apparently, they are not large enough to handle our numbers. That's a good sign because we're growing. It will move in 2000 to Orlando.

At the Tulsa meeting, we plan to have another new athletics directors orientation meeting. We had the first of those last year and had very good attendance. It was reported to be a very successful event and we'll try to do it again. Look for that on your program. Those of you who have been in the trenches for a while, I will call upon to share some of your expertise and some of your information. I can't tell you how many copies of our student-athlete handbook and my personnel manual to individuals who requested those. I did send out six or eight of those. We'll do some of those same types of things. If some of you have student-athlete handbooks, please bring them along to share. If you have personnel manuals for your athletics department, please bring them along. No one has to start from ground zero in developing these materials. You don't have to rebuild the wheel here. We've all begged, borrowed and stolen from other people's success. If you're a new AD, look for that on your program in Tulsa.

Greg Feris:

The United States Sports Council is made up of representatives from the NAIA, the NCAA, AAPHERD and NACDA. There are eight members of the U.S. Collegiate Sports Council. I, by virtue of being in the right place at the right time and one of your NAIA representatives on that council is that I wanted to bring to your attention something that I think is very important for us in the future. As one of the functions of the U.S. Collegiate Sports Council, they select up to four college student-athletes to attend an international forum on college athletes, college athletics sport-related issues. During the summer of 1999, at least one of those slots we've been promised for the NAIA. We're not sure how we're going to go about this yet. We'll probably solicit nominations in the fall. Usually, it's a senior level student-athlete. Usually, the institution has to fund at least part of the travel involved. Evidently, it's a phenomenal type of experience for the student-athlete. We have not had the opportunity to be a part of this at this point in time. It's always been from NCAA schools. This year, I understand that a Division III student-athlete and a junior/community college student-athlete will be attending. So, it's imperative that we get into this mix.

As I have more information to give you, I'll keep you abreast.

Related to NACDA, Dr. Howard Patterson, from Incarnate Word in San Antonio will be stepping onto the NACDA Executive Committee and serving his four-year term there. Howard, we congratulate you and wish you the best. Hopefully, you'll remember the NAIA in your deliberations with NACDA.

There are round tables going on in the morning and there are some excellent topics there. I never leave a round table that I don't have at least a half-dozen ideas that I can take back. Dan and others of our group have served as round table leaders in the past and that's another way for you to be involved in NACDA. Make presentations at their fall seminars. We've had several of you make lead round tables at the various NACDA Conventions.

I mentioned earlier today that the NACDA Awards Luncheon will be going on at 1:00 p.m. Not only do we recognize the four Sears Directors' Cup winners and Simon Fraser has won that for the NAIA as they did last year. Something new this year, is that NACDA is also mentioning the next four slots, second, third, fourth and fifth. Our second, third, fourth and fifth place institutions' athletics directors are not here and they would have had a place on the podium this year. I'm at an institution where we have nine sports. It's probably going to be next to impossible for us to win the Sears Directors' Cup, but that doesn't mean that we aren't aware of it and we don't do our very best every single time out.

If you are not a member of NACDA, the only way your school can be considered for the scholarships is if you are at least an individual member or a sustaining member if your institution chooses to do that. I would encourage you if you have individuals who will be recognized either through scholarships or your institution be recognized, be encouraged to attend. NACDA has embraced us and Mike Cleary, as many of you know, is the executive director of NACDA. He's an old NAIA guy. He literally ran several of our national basketball tournaments in Kansas City. Mike will always hold the NAIA up. He wants to see us do well. We need to reciprocate and participate in these various activities.

Related to that, this is the program you'll receive at lunch today. In it, there are pictures and small bios of the four NAIA scholarship recipients. I would like to recognize them for you today because some of you may not be attending. I would also like to add my personal congratulations to those athletics directors at those institutions. The criteria are explained in the front of the program. They are not athletes. They can be support personnel, such as trainers, student coaches, administrative personnel, sports information specialists who can receive scholarships.

Kathy Yandell:

I'm going to give awards. Our first is Briana Hepfinger. She is the newest athletics director from St. Louis College of Pharmacy and has been there three months. I'd like to give a special award to Dr. Carroll Land who has the distinction of being at Point Loma University for 38 years.

Various door prizes were given at this time.

Thank you for coming. We look forward to seeing you in Tulsa. The meeting is adjourned.