Dan Coonan (SCU), Heather Gores (GON), Roxanne Levenson (PEP), Karen Peters (POR)

Transcription

1 1250 Bayhill Drive, Suite 101 San Bruno, CA Tel Fax Url Commissioner Michael Gilleran Date: July 23, 2007 To: From: Subject: Dan Coonan (SCU), Heather Gores (GON), Roxanne Levenson (PEP), Karen Peters (POR) Ellen Styer, Director of Championships Championships Subcommittee Meeting Minutes This memo shall serve as the minutes of the Thursday, meeting at the WCC offices. In attendance: Heather Gores Gonzaga University Roxanne Levenson Pepperdine University Karen Peters University of Portland Dan Coonan Santa Clara University Ellen Styer, Mike Gilleran West Coast Conference The meeting was called to order at 11:05 am 1. Goal of the Championships Styer asked the group to discuss the goal of each championship and reminded the group that clear goals will provide operating principles for the conference staff. Coonan opined that naming a champion is huge, but that a positive experience for the studentathletes is also very important. The group agreed that naming a champion is the number one priority at each of the WCC championships because the championships determine the conference s AQ in every sport with a championship (except for rowing since the WCC has no AQ). The group also agreed that student-athlete experience is a key goal for every championship and that the affect on the commissioner s cup is another factor to consider when conducting each championship. 2. Naming a Champion The group discussed the need for language in the WCC Handbook that specifically addresses alternative policies to naming a champion for every championship in the event that the championship cannot be completed. The group decided that several options would be presented to the coaches for feedback during their fall conference calls and then this subcommittee would reconvene via conference call to review the coaches feedback and propose language to the Executive Committee for approval at the October meetings. Cross Country o If possible, the event would be completed later in the day on the original date. Since the cross country championship takes place within a relatively small window of time, an alternative start time would be the first alternative. o Moving forward, all facility contracts for the cross country championships should note the possibility of a later start time if inclement weather becomes a factor. Gonzaga Loyola Marymount Pepperdine Portland Saint Mary s San Diego San Francisco Santa Clara

2 o If the championship can t be completed at all, the team ranked highest in the top 25 national or regional poll will be awarded the conference s AQ. The coaches will be polled and the 1-8 standings via the coaches vote will determine the commissioner s cup points. The commissioner will certify coaches polls. Golf o The current language in the WCC Handbook addresses naming a champion if at least 18 holes have been played. Keep that language, but add that the commissioner s cup points will be assigned according to finish. o If the championship can t be started, Golfstat rankings will determine the conference s AQ and the commissioner s cup standings 1-8. Rowing o o o If possible, the event would be completed later in the day on the original date. Since the rowing championship takes place within a relatively small window of time, an alternative start time would be the first alternative. Moving forward, all facility contracts for the rowing championships should note the possibility of a later start time if inclement weather becomes a factor. If the championship can t be started, either use the lane assignment votes for the Varsity Eight boat to determine the commissioner s cup points and the AQ (if the WCC receives an AQ in the future) or use the WIRA poll to determine the commissioner s cup points and AQ with either just the Varsity Eight boat or a combination of the WIRA polls with a weighted point distribution similar to our current point system. 3. Host Expectations Styer notified the group that moving forward, host expectations and responsibilities would be clearly defined in the championship handbook distributed to the host. Styer asked the group for their thoughts on pay expectations for host institutions and personnel. Peters opined that regular athletic department personnel should not be paid when their institution hosts a championship, but those personnel positions that must be hired should be paid. Peters added that institutions should not differ from their personnel assignments for regular season events on their campuses. Coonan would prefer that the host expectations be standard across institutions for rotating championships. The group decided that Styer would outline the needed personnel for each championship and come up with reasonable assignments for on-campus personnel and hired personnel per championship. The championships subcommittee would then review the research prior to Styer presenting it to each host. The hosts would be required to assign individuals to each position outlining their employment status (on-campus vs. hired) and would submit it to the conference office for approval. The group agreed that host and staffing expectations should be clearly defined in the championship handbook and that an emphasis on staffing will help improve the overall student-athlete experience at each championship. 4. Budget Production Gilleran reviewed the championships budget for with the group. Gilleran reminded the group that this budget is for the cross country, golf, tennis, rowing, and baseball championships and does not include the expenses for awards or for the basketball championships, which are in different budgets. The championships budget is as follows: o $230,000 total o Cross Country - $33,000 o Golf - $50,000 o Tennis - $75,000 o Rowing - $32,000 o Baseball - $40,000 2

3 Gilleran also reminded the group that the baseball championship is very unpredictable due to the potential travel expenses. 5. Per Diem Styer updated the group on the conference s current per diem policies that only apply to basketball and baseball. Levenson opined that per diem should be issued for all championships. Coonan opined that the basketball per diem is acceptable, but that baseball should be revisited. The group was unclear on the history of this policy and was curious why baseball was included in the per diem policy. The group was conscious of Title IX issues when proposing the following motion. The group discussed the amount of per diem issued in the sport of basketball. The group shared their own institutional per diem amounts and came to the conclusion that most institutions are within the $25-$35 per day range. The group opined that an increase in per diem was not the best use of the basketball championship budget and expressed satisfaction with the current daily amount. MOTION To recommend that per diem only be issued for the basketball championships at the current amount of $25 per day. (4-0-0) 6. Travel Limits Styer outlined the current travel limit policies affecting ground transportation that include the following: no rental vehicle insurance reimbursement, no pre-paid gas reimbursement, rental vehicle gas reimbursement = actual expense with receipt, local gas reimbursement = $0.80 oneway. The group agreed that these policies are sufficient. Styer reminded the group that these would be enforced for this year s championships. The group discussed 15-passenger vans and opined that, in light of each institutions policy against the use of 15-passenger vans and the NCAA s attention to the matter, the conference will not present 15-passenger vans as an option for reimbursement. Styer asked the group for feedback on how best to handle reimbursement for ground transportation since each institution and each team have different methods of securing transportation. The group discussed assigning a flat reimbursement rate that will be issued per day that allows teams to secure transportation how they see fit. Styer will conduct a fiscal analysis of a $150 flat rate vs. a $175 flat rate and report back to the championships subcommittee for approval. 7. Minimum Mileage Policy Styer presented the NCAA s minimum mileage policy for championships (350 miles, except basketball 300 miles) and asked the group for feedback on the possibility of a conference policy. Levenson opined that 350 miles is too high because the California schools would often be forced to drive to championships that warrant air transportation. Levenson reminded the group that the NCAA calculates the mileage how the crow flies, not actual road map miles. Coonan opined that setting a reasonable minimum mileage is important to help minimize unnecessary championship travel expenses. MOTION To recommend that the conference s minimum mileage policy be set at 300 miles according to a road map for all championships, except basketball. (4-0-0) 8. Travel Parties Styer noted that the actual expense forms each institution completed suggest that institutions across the board are bringing more than 20 individuals, the approved conference travel party, to the basketball championships. The group discussed regular season travel parties for basketball and noted that teams are now often traveling with a Director of Basketball Operations and a manager. 3

4 The group estimated that the budget would jump up $2,000-$3,000 more per institution to increase the travel party from 20 to 22, which is also the approved participant list number. The group opined that the two additional individuals are necessary positions and are not excessive. MOTION To recommend increasing the approved travel party from 20 to 22 for the basketball championships. (4-0-0) 9. Cross Country Styer reviewed the chute design changes proposed by the athletic trainer s group. The group discussed the proposal and opined that an increased awareness of the chute and increased staffing should be accommodated when possible. The group then discussed the possibility of timing chips versus the current timing system used at Crystal Spring Course. The group opined that timing chips would help alleviate the majority of the chute problems that currently exist and that timing chips would be money better spent than the design originally proposed. Styer will research timing chips and explore their feasibility at the Crystal Spring Course. The championships subcommittee will be briefed on the findings. The group discussed the rotation of the cross country championship in conjunction with the golf championship and came up with the following possible rotation. This rotation would always place one of the two championships in the Bay Area to help with travel expense containment, but would allow for regional rotation. YEARS XC GOLF Bay Area Northwest Northwest Bay Area Bay Area Southern California Bay Area Northwest Southern California Bay Area Bay Area Southern California Bay Area Northwest Northwest Bay Area MOTION To recommend the aforementioned rotation of the cross country and golf championships. (4-0-0) 10. Basketball Styer asked for feedback on the possibility of having a headquarter hotel for the basketball championships. Styer asked the group to consider a team room commitment and a general room commitment that could be fulfilled by anyone associated with the institution (not necessarily the team). Coonan expressed concern with requiring teams to stay in a central headquarter hotel, but would be ok with an institutional commitment similar to the institutional ticket commitment that is currently in place for the basketball championships. The group agreed and noted that an institutional room commitment should be allowed in the Orleans negotiating package. The group also noted that a headquarter hotel should only be considered for an off-campus event. Styer notified the group of the current process of securing hotel rates at various hotels for the basketball championships conducted by the Director of Championships for the conference. Styer noted that this is a time-consuming process that produces results that are not often used by the institutions. Styer also noted that the conference office lacks the volume of potential business that 4

5 can be part of the negotiations with these hotels so often, higher rates are quoted than what the institutions currently have in place. Coonan opined that this process is not necessary. The group agreed that moving forward, the conference office should set the reimbursement rate, but the conference office should not negotiate rates with individual hotels for the basketball championships. The group discussed the idea of having a general host for the basketball championships at a neutral off-campus site. Peters opined that the conference office should serve as the host and that increasing the personnel budget for the event should be allowed considering institutional staffs are not available like they are when the event is held on campus. Coonan suggested hiring the best game management staff members from WCC institutions to work the event, depending on availability. The group suggested hiring table staff personnel from the local area in an effort to remain neutral. The group discussed the issue of having a host ATC staff at a neutral off-campus event. The group suggested that the conference office be responsible for stocking the training room with necessary supplies and hiring a training room attendant that would assist the traveling ATCs on site. The training room attendant would not be required to offer treatment. The group also discussed how to obtain doctors for an off-campus event and how to ensure the doctors were adequately insured to cover our event. The group suggested either hiring Las Vegas doctors and working through the insurance or asking the ATCs on campus to reach out to doctors that work regular season events on campus for the opportunity to work as the host doctor at an offcampus event. Gilleran will research the insurance questions regarding ATCs and doctors at an off-campus site. 11. Golf Styer informed the group of the golf coaches desire to secure courses 24 months in advance as opposed to our current practice of 12 months in advance. Peters confirmed the coaches desire having sat in on the coaches meeting last year. The coaches feel that quality courses are not available 12 months in advance and feel that a quality course greatly increases the quality studentathlete experience at the golf championships. Styer noted that the Bay Area coaches have already begun negotiations with courses for 2009 and would like an Executive Committee vote on the proposed courses during the October 2007 meeting. Moving forward, the coaches would like to vote on courses 24 months in advance during the coaches meeting and have that course submitted to the Executive Committee for final approval during its June meetings of that year. MOTION To recommend that the WCC office shall accept bids for the WCC Golf Championships 24 months in advance during the pre-championship coaches meeting effective for the school year (i.e.: accept bids at 2008 meeting for 2010 championships). The approved site shall be forwarded to the Executive Committee for final approval at its June meetings. For the 2009 championship, sites shall be voted on by the coaches during their fall conference call and then shall be forwarded to the Executive Committee for final approval at its October 2007 meeting. (4-0-0) 12. Tennis Styer asked the group to discuss the possibility of a conference regular season and how that would impact the championship tournament format. Levenson stated that Pepperdine is opposed to a conference regular season because of the potential loss of opportunities to play higher ranked opponents that would in turn affect their ITA rankings and the potential fiscal impact. Levenson also noted the discrepancy between the conference s institutions when it comes to fiscal and personnel support of the tennis programs throughout the conference. 5

6 Coonan opined that we find similar discrepancies in other sports, but still mandate a conference regular season in those sports. The group asked Styer to produce a mock schedule for that included a conference regular season to see how many competition dates would be affected and produce research on how a conference regular season would affect the budget. The mock schedule should include the final ITA rankings of the past opponents and conference opponents. The group discussed other ways to implement mandated conference competition without hurting the top teams ITA rankings. Coonan proposed a seeded tournament that matched the top teams against each other and the bottom teams against each other. The group asked Styer to research how many times conference teams played each other in the last three or four years. The group expressed a desire to continue to explore the possibility of a regular season. With the research Styer provides, the group hopes to study the feasibility and report back to the Executive Committee in October. The group discussed the possibility of a dual event and noted that Pepperdine is the only oncampus institution that would be able to accommodate such an event. The group asked Styer to draft a rotation that featured Pepperdine hosting a dual event every two years versus every three years. Styer will present this to the coaches during their fall conference call and then will present the coaches vote to the championships subcommittee before forwarding it to the Executive Committee in October. Styer informed the group that the coaches proposed the dual event RFP in hopes that off-campus facilities would be considered. The group discussed the significant fiscal impact an off-campus event would have on the budget. Styer asked the group for feedback on requiring hosts to have indoor facility options in the event that inclement weather alters the championship. The group noted that since there are no indoor courts in Southern California that leaves SCU and SMC as the only viable hosting options. The group preferred to continue the research on the regular season before altering the current championship rotation. Styer asked the group for feedback on the conference s protest policy during the championships. Currently, protests are made verbally by a coach and handled by the games committee at the championship due to the need for a timely decision because of the tournament format. The group agreed to continue this practice since there is no evident alternative since a decision must be made in a timely manner. 13. Games Committee Styer outlined the current representatives on the games committees for each championship and asked the group for feedback. The group agreed that there should never be two representatives from the same institution on the games committee and that the coach representative should be the coach chairing the coaches meeting, as long as there is not another representative from that institution already on the committee. The group opined that it is still necessary to have a coach on the games committee. Styer reminded the group that coaches would be required to stay for the duration of the championship if they are a member of the games committee. 14. Baseball Styer asked the group for feedback on the ticket policy for the baseball championships. Styer proposed language that would be included in the championship handbook as follows: Requests from institutions for reserved pre-sale tickets for the WCC Baseball Championship Series shall be fulfilled on a one-to-one basis until all requests are met or capacity has been reached. The group was satisfied with this language. 6

7 Styer asked the group for feedback on the policy regarding walkout music. In 2007, the conference office made the decision to be consistent with the NCAA policy that allows walkout music as long as all participating institutions are afforded the opportunity to have it. The group suggested that the conference remain consistent with the NCAA policy moving forward. The group also noted that all other music should remain as neutral as possible and that it is important for the PA announcer to be neutral at the baseball championships. Styer asked for feedback on the idea of a minimum number of games that must be played during the conference season to name a champion. Currently, the conference standings are determined by the games behind calculation that does not require a minimum number of games. The group agreed that the current games behind method is a sufficient method. The group also noted that in some years, all regular season games might not be able to be completed, so instituting a minimum number of games policy is not realistic. 15. Future of the Subcommittee Styer noted that the Executive Committee did not specify this subcommittee s length of service. The question will be asked at the October Executive Committee meetings whether this committee is an ad hoc group or a standing committee. The conference call was adjourned at 3:30 pm. ENS: ens