Meeting called to order at 9:05 a.m. April 27, 2013 Texas High School Basketball Officials Association Board Meeting Saturday and Sunday April 27-28, 2013 UIL Building, 1701 Manor Rd., Austin, TX 78621 Minutes Those Present: Mike Yell, Amarillo; Greg Garrett, Beaumont; Lawrence Heatley, Corpus Christi; Ron Mayfield, Bay Area; Bill Carter, Houston; Dean Belcher, Commerce; Don Johnson, Beeville; Don Patty, Wichita Falls; Earl Stinnett, Waco Proxy; Bob Test, South Texas; Alton McCormick, State Rules Interpreter; David Allen Financial Advisor; Jose Villafranca, Abilene; John Beasley, Kaufman County; Kelly Copeland, Lubbock; Cleveland Lane, Gulf Coast; Shannon Hart, Fort Worth; Michael Sanchez, El Paso; Shane Reynolds, San Antonio; Jim McDaniel, North Texas; Eddie Hopkins, Stephen F. Austin; Tim Stone, Paris; Tony Burley, Dallas; Ron Brown, Permian Basin; John Mies, College Station; James Moye, Longview; Kenneth Williams, Ellis County; Lawrence Wren, Temple. John Rogers takes over as board rep for Austin, in attendance. A. Welcome and Introduction: All board members introduce themselves. Bylaw amendment: Motion Cleveland Lane:: Article IV, Section 2a: Changed to read: The term of office for the THSBOA Executive Committee Members will be from April 1 to March 31. Mike Yell: second Vote: 26-0, motion carries B. Vote for Chairman: Ballot: John Beasley; Kelly Copeland; Shannon Hart; Cleveland Lane. Vote: Chairman: Kelly Copeland; Vice- Chair; Cleveland Lane Executive Session C. TASO Lawsuit: Negotiations are ongoing with the State Legislature. Nothing has changed at this point regarding the lawsuit. D. UIL Report: State Tournament review: Successful state championships. Process is working well and has become interesting on a national level (NASO). The Soccer division wants to utilize the basketball state format for their division and use crews in the future. The whistles that were purchased 2 years ago for the state tournament have been used. If the board would like to purchase whistles for future state tournaments Mr. Timmons needs to be contacted soon to ensure the whistles can be ready in time for 2014 state tournament. If the board would like to order whistles for 2013-14 state tournament please let Timmons know by September 1, 2013. 1
There is opportunity for all chapters to be involved in the state tournament evaluation process. Individuals chosen to evaluate at state must have experience in evaluating. Evaluation committee to discuss: Mr. Timmons asked that Kelly s committee to discuss having a pool of experienced evaluators for future state tournaments. Evaluator badges (issued from the UIL office) are for board members only Badges ready for the preseason meeting. Arbiter Administrative Access/Chapter Profile Page: send Administrative access document to new board members done Email Arbiter to change main administrators for the new board members Mr. Timmons asks that the board members keep their profile updated. (Details tab) OCP: OCP will be listed on the testing page to be accessed by board reps and their designee. Navigation for OCP is being changed and updated to work better with the Arbiter technology. Most of the problems with OCP were due to officials using old technology to access the clinic. THSBOA will have access to the new tab for OCP located in the Arbiter testing tab. Incident Reporting and Online Scratch form: Incident reports must be filled out by the official involved in an incident within 2 business days. An official or chapter cannot retract an ejection. If an official decides that an ejection should not have happened the board rep needs to contact Tony Timmons to discuss the incident. A suggestion to Mr. Timmons in conjunction with Mr. Stidham to retract an ejection must be made via phone call. The online report MUST be filled out regardless of any outstanding circumstances. If an ejection is appealed by a coach, they must come to Austin to attend an State Executive Committee meeting. If an official involved in an ejection does not fill out an online report WITHIN 48 hours (business days), that official will not be eligible to officiate playoffs for at least one round or a one game suspension. Local chapters need to come up with what they will institute within their chapters when an official does not fill out an online incident report. Mr. Timmons is always available to discuss specific situations with board representatives. No scratches will be honored until the official is scratched using the online scratch form. A coach can refuse to play a game because an official that shows up has been scratched using the online form. As soon as a game begins it constitutes agreement by both coaches to use the officials present. Names of officials for a game should be sent to the coaches 14 days prior to the contest. If a coach scratches an official after they have gotten names from the chapter and the official is not assigned to another game, the school has to pay the scratched official. If names are not sent to the schools 14 days prior to the contest the coach can scratch an official for the upcoming contest and do not have to pay the official. Scratch within 24 hours, both schools involved must agree to the scratch. Rating/Evaluation Online Form Update: As stated previously, Mr. Timmons encourages evaluators to fill out the online evaluation/rating form. 2
The chapters need to encourage their coaches to utilize the online evaluation form for EVERY game, not just when there is a problem. PPO: Ranking of chapters via PPO score will make a difference in playoff assignments for your chapter. NASO Summit: in 2016 the NASO Summit will be hosted by Texas and will take place in San Antonio at the Grand Hyatt. In 2016 the Guinness Book of World Records will be set by Texas Record is for the most sports officials ever assembled under one roof. For the Summit in Texas is hosting we will receive 100 free tickets. Mr. Timmons asks the executive board to come up with ideas for break- out sessions and you can go so far as suggest a person to run the session. NATIONAL OFFICIALS DAY: Texas will break the Guinness Book record for most officials under one roof. NASO has awarded the UIL 3 tickets for the 2013 summit. The Education committee will discuss NASO attendance and make a motion on Sunday. E. Board Representatives Responsibilities and Committee Assignments Reports: If anyone would like to switch committees please speak to the committee chair and make arrangements. Evaluation and Recruitment Committee: Sanchez (Copeland): Encourages chapters to use the online evaluation system and to use the comment sections to distinguish actions by individual crew members. The committee will look at having a set evaluation group for state. State Tournament Evaluators: Appreciate hard work by evaluators. Many evaluators went to regional tournaments this year. The Evaluation committee would like to encourage more evaluations in your local area. Discussion on evaluations for regional tournaments. Would it be possible to choose officials for Saturday from the 6 officials at the tournament based on evaluations. North Texas and College Station would like to try sending evaluators to the same regional their chapter has been assigned to to evaluate Friday for Saturday selections. Evaluations will be submitted online for Tony Timmons to review regarding Saturday selections. Committee will discuss and make proposal on Sunday. Education Committee: Lane: Encourages the board representatives to send ideas to any of the education committee for discussion tonight. Video clips can be put on Arbiter on the video tab if someone has something they feel would help basketball officiating. Board members have received positive feedback on the officiating video put together by Becky Marshall. This is one of the best education tools we have access to. Scholarships, etc. Please go back and read the email that Tony Burley sent the board recently. Belcher: Any suggestions would be helpful for discussion by the committee Saturday for presentation on Sunday. Mr. Lane encourages the board reps to stress to their membership NOW that kick a rule they are OUT at state so they have more time to understand and prepare. Mr. Timmons lets the board know that there is a possibility that one chapter will have crews at both the boys and girls state tournaments for the first time in 2013-14. Chapter Committee (Villafranca): 3
Bob Test - Metro mileage plan Using the Metro plan (radius rings) will allow the officials to KNOW what they will be paid for mileage and will also allow the schools to budget better for their games. A resolution from the Committee on where the THSBOA division stands on this item would be beneficial to present to the entire board on Sunday. Rules and Policy Committee (Beasley): Bylaws were put in order for the application of the 501c3. The bylaws will be adjusted in the future depending on the needs of the division. Transfer policy needs to be included in the bylaws. Local bylaws must reflect what is written in the THSBOA bylaws. They can be more stringent but not less than the overall THSBOA bylaws. James Batiste: feels that the term limits for board representation is the most important of the bylaws because it brings in new people with new ideas. Fresh ideas are important for the forward progress of the division. Mr. Timmons agrees that board representation rotating and changing over time is beneficial for the group. Changes keep the board dynamic and ever changing with the addition of new members. Copeland: recommends to the Chapter committee that they consider allowing Timmons to appoint (with board approval) one or two individuals to serve (no voting or motion making) as an Ex- Officio members of the board. Mies: suggests that it might be good to have former chairman and/or former finance committee member. Finance Committee (Hart): David Allen: will present a financial report on Sunday. Financial reports will be more transparent and more detailed in the future. Mies: Guidelines for future expenditures. Allen: we must now adhere to 501c3 rules. Policies will be developed and presented to the board. send list of new members submitted to the UIL in 2011 to Finance committee chair. F. Board meeting per diem: Recommendations requested to make any changes to board meeting expenses previously. Past reimbursed for travel and given a hotel room only. Breakfast comes with hotel room. Lunch provided at meeting. On your own for Saturday dinner. G. Rules Interpreter (McCormick): Communication protocol for rules interpretation: all chapters must appoint a local rules interpreter. The local rules interpreter is responsible for first response on questions within the chapter. If the local rules interpreter does not know the answer the local rules interpreter contacts the State Rules Interpreter (Alton McCormick). New mechanics for report to the table is two hands. Mr. Timmons will present this change to the national committee. If two hand reporting is not approved at the national rules committee this will become a Texas exception to NFHS rules. 4
All star game officials. All committees need to elect a new vice- chair for their committee on Saturday night for presentation to the board on Sunday. Any changes to committee membership will be announced on Sunday. Meeting adjourned at 4:05 pm Sunday changed to begin at 8:00 am. Meeting called to order at 8:10 am, April 28, 2013 Those Present: Mike Yell, Amarillo; Greg Garrett, Beaumont; Ron Mayfield, Bay Area; Bill Carter, Houston; Dean Belcher, Commerce; Don Johnson, Beeville; Don Patty, Wichita Falls; Earl Stinnett, Waco Proxy; Bob Test, South Texas; Alton McCormick, State Rules Interpreter; David Allen Financial Advisor; Jose Villafranca, Abilene; John Beasley, Kaufman County; Kelly Copeland, Lubbock; Cleveland Lane, Gulf Coast; Shannon Hart, Fort Worth; Michael Sanchez, El Paso; Shane Reynolds, San Antonio; Jim McDaniel, North Texas; Eddie Hopkins, Stephen F. Austin; Tim Stone, Paris; Tony Burley, Dallas; Ron Brown, Permian Basin; John Mies, College Station; James Moye, Longview; Kenneth Williams, Ellis County; Lawrence Wren, Temple; John Rogers Austin. H. Committee Reports and Action: Education Committee (Lane): Vice Chair: Don Johnson NASO Summit: Suggest that Dean Belcher go to the Summit as the representative of the Education committee along with Alton McCormick and Tony Timmons. Keep testing dates the same as last year - - keeping dates the same will allow officials to know the dates from year to year. Top crew list due dates will be reviewed by the UIL office. Video produced last year is a great teaching tool. Cleveland asks the board if they have any raw video of 2- man mechanics for incorporation into the Video link on Arbiter. If anyone on the board has some video of 2- man mechanics please contact Cleveland for mailing instructions. DVD s needed by September 15 th so production will be in place before the season begins. Huddle video sharing software. A UIL Huddle account is an option. Mr. Timmons research shows the service runs around $200.00 per year. Arbiter has video capability. The UIL office sends disc to Arbiter to put on the Video tab on the UILSO site. Scholarship plan: committee will look into this idea and come up with a proposal at the Preseason meeting in August. Committee is planning to put together a binder to be passed on from chair to chair to keep history all in one place. Cheridah to supply binders to the committee chairs. 5
Proposals from the Education Committee: Chapter Committee (Villafranca): Vice- Chair: Shane Reynolds Metro Plan Villafranca: Resolution: THSBOA Board will send a representative (or authorize Mr. Timmons to speak to) the June LC meeting to let them know that all TSHBOA chapters will use the TRR mileage reimbursement consistent with 1204. Williams: second Vote: 25-1 resolution carries. The basketball board resolves that all chapters belonging to THSBOA are in favor of using the TRR radius ring metro plan. When the law suit ends a formal vote will be taken. Evaluation and Recruitment Committee (Copeland): Vice- chair Mike Yell $4500 for evaluators (reflected in budget) state tournament allocation. $35,000 to allocation for basketball state tournaments (reflected in budget) Table until the preseason meeting in August, the decision on sending evaluators to regional tournaments to help select officials for regional finals. Rules and Policy Committee (Beasley): Vice- Chair: Ron Mayfield Bylaws adjustments: Article 1 section 2: Purpose: added clarification language. John Beasley to send a copy of the bylaws to the UIL office for our records. Article II Section 2: language updated. Article III Section 1 - - b. added: The UIL Director of Officials may appoint an individual to serve in an advisory capacity to the THSBOA Board of Directors, or the THSBOA Executive Committee, at the discretion of the Director. The appointee will have no motion making or voting privileges. Article 4 Section 3: changes made to c. and strike d. Article 6 section 4: Chapter requirements. Added to b. Article 7 section 2: added to d.; section 3 b. ; section 4 added regarding membership transfer requirements. Article 8: Playoff games: Bylaw change: John Beasley will send a copy of the bylaws to the UIL office for our records and a copy to the board to review before being adopted at the preseason meeting in August. Motion Hopkins: testing PPO make PPO 90% required for all post regular season games not just UIL assigned playoff games. Change number of times allowed to take PPO from 3 to 4. Second Mayfield Vote: 25-0 motion carries Motion Beasley: to allow changes. The board will then vote to accept bylaws at the preseason meeting. Vote 25-0 motion carries 6
Motion: Mies: accept the testing dates using the same dates as last year for 2013. Exception is that the PPO Part II test to 4 tries from 3 tries. Second Don Johnson Vote: 25-0 motion carries Finance Committee (Hart): Vice- Chair: Don Patty John Beasley will send a copy of the bylaws to the UIL office for our records and a copy to the board to review before being adopted at the preseason meeting in August. Motion (Hart): David Allen be retained at a rate of $100 per month to handle all finances for the THSBOA. Second: Sanchez Vote 26-0 motion carries Motion (Belcher); to adopt the budget as proposed (attached) Second Carter Vote 26-0 motion carries I New Business: Motion McDaniel; second Burley; preseason board meeting to be held August 17-18, 2013. Vote 26-0 motion carries Mr. Timmons lets the board know that the educational material count for each chapter will be based on 2012-13 registered officials count. Meeting adjourned at 10:50 am; Belcher second UIL Action items Board Action item 7
Texas High School Basketball Officials Association Proposed By- Law Amendments 1. Section 2- Purpose: The purpose of the Texas High School Basketball Officials Association (THSBOA) is to aid in the education and development of officials through the local THSBOA chapters, to identify problem areas and offer positive solutions, to upgrade the programs of the local chapters, and to enhance the communications among the UIL, the local chapters and UIL member schools. The UIL and the THSBOA will work together with the schools and the coaches to provide the best education possible for the students through athletics 2. Article II Section 2- Meeting: The THSBOA State Board of Directors will meet Semi- annually. They may elect to meet by phone or other electronic methods when preferred and may meet at other times when necessary. The UIL staff will assist the THSBOA officers in determining the agenda. The meetings will be held at the UIL office and meeting rooms unless a reasonable site and facilities can be found that is agreeable to the THSBOA State Board of Directors. 3. Article III Section 1- State Board of Directors: a. The board will consist of one representative from each member chapter. This person should be very knowledgeable about all facets of the local chapter and keep Chapter members aware of all major issues. b. The UIL Director of Officials May appoint a THSBOA Liaison(s) to serve in an advisory capacity to the THSBIA Board of Directors that will have no motion making or voting privileges. 4. Article IV Section 3- Duties: c. The Finance Committee will be aware of all monies of the THSBOA and see that all income and expenditures are handled according to the Associations guidelines. d. Deleted 5. Article VI Section 4- Chapter Requirements: b. Submit a copy of the chapter bylaws, constitution and operating procedures to the UIL office. Chapter s by- laws shall not supersede the requirements of the THSBOA by- laws. 6. Article VII Section 2 Requirements: c. Complete the current rules and mechanics examinations by the required deadline and obtain at least 70%. 7. Article VII Section 3- Maintaining Membership: b. Properly complete and submit the online registration requirements. 8. Article VII Section 4- Membership Transfer Requirements: a. Maintain the minimum THSBOA membership requirements. b. Verification of membership standing from previous Chapter THSBOA Board Director. c. Must be a member in good standing with both the UIL and the local THSBOA Chapter 9. Article VIII Section 1- Examination Requirements: b. Each member official must pass the online tests with a minimum score of 70% in order to receive game assignments or games schedules. A member must be a PPO Qualified official in order to officiate Playoff Games,UIL assigned games, Regional and State Tournament Playoff games. 10. Article VIII Section 2- Dates: a. Dates for the exams will be decided and approved each year by the THSBOA Education Committee based on its availability from the NFHS. 11. Article IX Section 1- Illegal Conduct: c. Currently serving a sentence or a parole/probation period for any offense or adjudication of guilt imposed by any court, judge or administrative body, other than simple traffic violations or class C misdemeanors. 8
TEXAS HIGH SCHOOL BASKETBALL OFFICIALS ASSOCIATION Proposed Budget April 1, 2013 FY 2012-2013 As of Jan 31, 2013 FY 2013-2014 Proposed Budget Basketball Division REVENUES: Membership 215,315 302,500 Total Revenue: 215,315 302,500 EXPENSES: UIL Services: Web Site (Arbiter) 19,662 17,150 NFHS Membership/Insurance 70,514 88,200 NFHS Publications 42,772 66,150 D&O Insurance (Bollinger) 10,895 12,000 Merchandise - Patches 775 500 Miscellaneous - Discretionary 0 5,000 State Basketball Board Expenses 9,710 25,154 2014 State Tournament & Related Expenses: 0 38,000 Apparel and related expenses - $17,500 Game Fees/Lodging/Transporation- $17,500 Officials Whistles $3,000 Indirect Cost/Overhead 0 500 Materials and Supplies 2,341 2,000 2013 NASO Annual Conference 5,322 5,000 2013 State Tournament Evaluators 4,500 Education Materials, Training and related expenses 2,104 4,500 Return Allowance for New Member Late Fees (Dec 2011) 12,923 2011 State Tournament Evaluators (Previously Approved) 1,800 UT Administrative 5,333 0 UIL Administrative 31,090 0 Legal Fees 16,000 Legal Fees (Formation expenses and IRS Application) 1,000 Total Expenses: 200,518 300,377 Net Balance (Increase/Decrease) 14,797 2,123 Transfer to Reserved Account for Future Use (1%) (3,025) ACCOUNT BALANCE SEPTEMBER 1, 2012 205,108 CURRENT FUND BALANCE 219,905 9
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