The NCAA News - News and Features

July 20, 1998

Division II Presidents Council minutes

Following are the minutes of the April 21, 1998, meeting of the Division II Presidents Council at the Hyatt Regency Hotel in Indianapolis. All actions taken by the Presidents Council are included. Highlights of the meeting were reported in the May 4 issue of The NCAA News.

1. Announcements. Anthony F. Ceddia, interim chair and vice-chair, reviewed the meeting schedule and reminded the group about the evening reception with Indianapolis officials. Ceddia recognized Jack Copeland, managing editor of The NCAA News, for his outstanding reporting of Division II activities in the News and announced that this would be Copeland's last Presidents Council meeting. Ceddia also welcomed Oscar L. Prater, Fort Valley State University, to the President Council. In addition, Ceddia announced his resignation from the Presidents Council, effective upon adjournment of tomorrow's Executive Committee meeting, so that he can focus his time on his new responsibilities as chair of his conference's athletics council.

2. Minutes.

It was voted that the January 11, 1998, minutes be approved as distributed.

3. Executive Committee Report. The Presidents Council reviewed the issues discussed during the January 13 Executive Committee meeting. No formal action was taken.

4. Management Council Report.

a. Consent Package.

It was voted that the Presidents Council approve the consent package of noncontroversial legislation and modification of legislation to conform to the intent as presented by the Management Council.

b. Competitive Safeguards and Medical Aspects of Sports.

(1) It was voted that the Presidents Council defer action until the August meeting on the committee's recommendation that $200,000 be set aside in the NCAA budget to purchase drug-testing equipment that will enhance the NCAA's efforts to detect anabolic steroids.

(2) It was voted that the Presidents Council defer action until the August meeting on the committee's recommendation that $15,000 be set aside in the NCAA budget to develop educational materials for student-athletes to help them recognize symptoms of possible cardiac abnormalities.

c. Olympic Sports Liaison Committee.

(1) It was voted that the Presidents Council sponsor legislation for the 1999 Convention to amend Bylaw 17.9.5 (number of contests and dates of competition) to permit member institutions to participate in three additional dates of competition in the sport of field hockey during the nontraditional season, as long as the contests are conducted indoors.

(2) The Presidents Council considered a statement that the committee drafted regarding dropping of men's Olympic sports and expressed concern about an Association-wide committee taking such a public position before it has been thoroughly discussed and endorsed by each division's governance groups, as well as the Executive Committee.

It was voted that the Presidents Council not endorse the committee's statement.

d. Committee on Women's Athletics. The Presidents Council considered a committee recommendation that legislation be sponsored to amend Constitution 2.6 (principle of nondiscrimination) to make the nondiscrimination clause more specific.

It was voted that the Presidents Council defer action on the committee's recommendation until the Divisions I and III governance groups have acted on the recommendation, inasmuch as Constitution 2.6 applies to all three divisions.

e. Nominating Committee.

(1) It was voted that the Presidents Council ratify the reappointment of the following 12 individuals to Division II and Association-wide committees: Kevin Hickey, Assumption College, Academic Requirements; Robert Becker, Saginaw Valley State University, and Thomas Kearns, Northern Kentucky University, Championships; Ronald Maestas, New Mexico Highlands University, Student-Athlete Reinstatement; Les Brinson, North Carolina Central University, Infractions; Dede Allen, University of Alaska Anchorage, and Sharon Taylor, Lock Haven University, Legislation; Donald Lyons, Kentucky State University, Membership; James Fallis, University of Northern Colorado, and J. Phillip Roach, Rollins College, Nominating; David P. O'Toole, Bellarmine College, Initial-Eligibility Clearinghouse; David Thomas, Bowie State University, Minority Opportunities and Interests.

(2) It was voted that the Presidents Council empower the Division II Administrative Committee to make any necessary Division II committee appointments between now and the July Management Council meeting to allow for the timely notification of committee appointments with terms that begin September 1, 1998.

f. Membership Committee.

It was voted that the Presidents Council approve the establishment of a $2,500 nonrefundable application fee (due at the time of the application) for new provisional member institutions through the adoption of noncontroversial legislation (Bylaw 5.3.1.1.1).

g. Legislation Committee.

(1) The Presidents Council considered a recommendation that legislation be sponsored to permit a student-athlete (recruited or nonrecruited) who is the recipient of a permissible outside financial aid award administered pursuant to Bylaws 15.2.5.3 and 15.2.5.4 to receive such an educational award directly from the awarding agency, provided the aid is awarded prior to the recipient's initial enrollment at a member institution and the awarding agency provides written notification of the award to the institution. The Presidents Council noted concerns about the application of this legislation, including how financial aid offices will monitor receipt of such awards.

It was voted that the Presidents Council refer the recommendation back to the Management Council for further consideration and review.

(2) It was voted that the Presidents Council sponsor legislation for the 1999 Convention to expand the number and type of benefits student-athletes are permitted to receive incidental to participation to allow the following:

(a) The provision of complimentary admissions to one annual awards banquet for a student-athlete's two guests and spouse (if applicable); and

(b) The provision of "reasonable" refreshments at educational events involving the parents of student-athletes once per year.

(3) The Presidents Council agreed to send a delegate to the Division II deregulation issues summit that is scheduled for July 23-24 at a site yet to be determined and noted that the Administrative Committee will be asked to appoint the delegate.

h. Committee on Infractions.

(1) The Presidents Council considered a recommendation from the committee regarding the role of the Presidents Council liaison to the committee.

(2) It was voted that the Presidents Council approve the committee's recommendation that the Presidents Council liaison will attend meetings of the committee, participate in agenda discussions and observe infractions hearings; however, the liaison will not participate in the committee's deliberations.

i. Championships Committee.

(1) It was voted that the Presidents Council approve the following recommendations:

(a) That Grand Valley State University serve as the host institution for the 1998 Divisions II and III Women's Golf Championship.

(b) That Missouri Southern State College serve as the host institution for the 1999 Division II Men's and Women's Cross Country Championships.

(c) That the traveling party for the Men's and Women's Tennis Championships be increased from eight to nine individuals (eight student-athletes and one nonathlete), effective with the 1999 championship.

(d) That the women's pole vault be added as an event for the indoor and outdoor track championships, effective with the 1999 championship.

(e) That certificates be presented to student-athletes who are selected to all-tournament teams in all Division II national championships.

(f) That apparel be provided to volunteers at all Division II national championship sites, effective with the 1998-99 championships.

(g) That Skip Shannon, president of Saint Joseph's College (Indiana), attend a meeting this fall with chairs of governing sports committees.

(2) The Presidents Council discussed the Management Council's and the committee's recommendation to eliminate the Division II geographic proximity policy effective with the 1999-2000 championships. [Note: The geographic proximity policy is used to select preliminary round sites for Division II championships and requires governing sports committees to select sites that are in closest proximity to the participant's institution, regardless of the participants' rankings.] The Presidents Council agreed in concept with eliminating the geographic proximity policy and agreed to recommend that the Division II Budget and Finance Committee work with the Championships Committee to develop a more accurate estimate of the cost implications that would result from the elimination of the policy. The Presidents Council also noted that the governing sports committees will need time to ensure that they have developed minimum criteria that must be met by host institutions.

j. Administrative Review Panel Subcommittee.

It was voted that the Presidents Council approve a change in the name of the Division II Administrative Review Panel Subcommittee to the Division II Administrative Review Subcommittee.

k. Student-Athlete Involvement Project Team.

(1) Eligibility for Service on the Division II Student-Athlete Advisory Committee.

(a) The Presidents Council considered a project team recommendation that legislation be sponsored for the 1999 Convention to modify the eligibility requirements for service on the Division II Student-Athlete Advisory Committee. The modification recommended by the project team was as follows:

"Maintain the current eligibility requirements for service on the committee (including the requirement that a committee member must be enrolled at a Division II institution); however, if a committee member's enrollment status changes (e.g., enrolls at a Division I or III institution) so that he or she no longer meets the eligibility requirements for committee service, the individual may continue to serve on the committee (subject to the recommendation of the committee member's conference and approval of the Management Council) until August 31 of the academic year that the committee member's status changes."

(b) It was reported that the Management Council had discussed the project team's recommendation at length and agreed not to recommend a change in the current eligibility requirements for service on the committee. The Management Council noted that the standards of eligibility for service on the Student-Athlete Advisory Committee should be the same as those for service on the Management Council and Presidents Council, and for all other Division II committees (i.e., once a member no longer meets the requirements for service on the committee, he or she must be immediately replaced). The Management Council also noted that it continues to believe that a student-athlete must be enrolled at a Division II institution in order to most effectively represent Division II student-athletes.

It was voted that the Presidents Council support the Management Council recommendation and that the Division II legislation not be modified as recommended by the project team.

(2) Student-Athlete Involvement with Division II Committees. The Presidents Council endorsed a project team recommendation that two Student-Athlete Advisory Committee members contact the chair and staff liaison of certain Division II committees to obtain information such as the committee's charge, meeting schedule and major activities, and that the Student-Athlete Advisory Committee report back to the Management Council at a later time with a recommendation related to student-athlete involvement with such committees.

l. 1999 Convention Planning.

It was voted that the Presidents Council approve the appointment of a project team that consists of representatives from the Presidents Council and Management Council and that the project team be responsible for making recommendations related to the format of and discussion topics for the 1999 Convention. [Note: The Division II Administrative Committee will be asked to make the appointments.]

m. Division II Communications Project Team. The Presidents Council discussed issues regarding Division II's involvement in NCAA marketing activities and considered whether to establish a Division II Communications Project Team. It was reported that the Management Council also has recommended that Division II seek some type of representation on the Division I Marketing Committee.

It was voted that the Presidents Council delay action on establishing a Division II Communications Project Team until after it receives a presentation from Dennis Cryder, NCAA group executive director for marketing, licensing and promotions, regarding NCAA marketing and promotions issues.

n. Strategic Planning.

It was voted that the Presidents Council approve the appointment of a project team that consists of representatives from the Presidents Council (at least two Presidents Council representatives) and Management Council and that the project team begin developing a Division II strategic plan. [Note: The Division II Administrative Committee will be asked to make the appointments.]

o. Management Council Committee Assignments.

It was voted that the Presidents Council ratify the following committee assignments for Management Council members -- Division II Academic Requirements Committee: Carol Dunn, director of athletics, California State University, Los Angeles; Committee on Competitive Safeguards and Medical Aspects of Sports: Larry Fitzgerald, faculty athletics representative, Southern Connecticut State University; Committee on Women's Athletics: Earl Edwards, director of athletics, East Stroudsburg University of Pennsylvania.

p. Information Items. Lynn Dorn, Division II Management Council chair, provided the Presidents Council with a report on additional actions taken by the Management Council that do not require Presidents Council action or ratification.

(1) Student-Athlete Advisory Committee. It was reported that the Management Council rejected a request from the committee to permit it to schedule an annual orientation session in the fall for new committee members. The Management Council noted concerns about the number of meetings that this committee already has scheduled and that there may be other ways to accomplish its objective. The Management Council did agree to suggest to the committee that it consider scheduling the orientation session in conjunction with the Division II summit each July or during the Convention in January, and that the committee consider utilizing written correspondence and documents to assist the orientation process.

(2) Membership Committee.

(a) It was reported that the Management Council approved a number of changes to the provisional membership application. It was noted that the revised application will be ready for mailing May 1 and will be sent at that time to institutions that have requested provisional membership information, inasmuch as the membership moratorium has been lifted.

(b) It was reported that the Management Council approved a recommendation from the committee regarding the four-year provisional member educational program so that provisional institutions now will be required to submit to the national office an action plan for all "no" responses to questions in the Division II institutional self-study guide (ISSG) and must provide in writing an update on how ISSG deficiencies have been addressed.

(c) It was reported that the Management Council referred to the Division II Budget and Finance Committee a recommendation from the Membership Committee to require a three-year "waiting period" before an institution may receive proceeds from the Division II Enhancement Fund after the institution has completed its four-year provisional membership period and becomes an active Division II member.

(d) It was reported that the Management Council considered the committee's recommendations regarding the Division II chief executive officer's role in the provisional member educational program. Specifically, the Management Council noted the committee's discussion of the procedure for implementing the "presidential visit" in year one and how Presidents Council members will be informed of the content and agenda for these visits. The Presidents Council agreed that an informational session on this issue should be scheduled during the August Presidents Council meeting.

(3) Legislation Committee. It was reported that the Management Council approved the editorial modifications and incorporation of interpretations for the 1998-99 Division II Manual as suggested by the committee, with a minor modification made to the edits of Bylaw 10.3 (gambling activities).

(4) Academic Requirements Committee. It was reported that the Management Council approved the following recommendations from the committee that relate to the initial-eligibility certification process:

(a) That an expert on learning disabilities will be added to the Division II Subcommittee on Initial-Eligibility Waivers and the Division II Subcommittee on Satisfactory-Progress Waivers in a nonvoting capacity.

(b) That an interpretation will be issued that permits the clearinghouse to use a copy of all official transcripts received from the high school from which the student-athlete graduates. [Note: Currently, a prospective student-athlete who attends more than one high school must have each high school submit a transcript to the clearinghouse.]

5. Committee/Project Team Reports.

a. Division II Administrative Committee.

It was voted that the minutes of the Division II Administrative Committee telephone conference 5 be approved as distributed.

b. Division II Budget and Finance Committee. Gladys Styles Johnston provided an overview of the preliminary budget for Division II and a preview of the issues to be discussed at the committee's July meeting. It was noted that another Presidents Council member must be appointed to the committee, due to Ceddia's resignation. The Presidents Council agreed to ask the Administrative Committee to make this appointment.

c. Division II Project Team to Review Issues Related to Diversity. Arend D. Lubbers reported that the project team is focusing on ways to raise the level of awareness among Division II chief executive officers regarding their responsibilities to enhance diversity in Division II. No formal action was taken.

6. Region II Election. The Presidents Council considered the region 2 vacancy that was created as a result of Adam Herbert's resignation. It was noted that Ceddia's resignation creates an additional vacancy.

It was voted that Allen Lee Sessoms will be moved from an at-large position to fill a vacancy in region 1; Patricia P. Cormier, Longwood College will be selected to fill a vacancy in region 2; and Bernard W. Franklin, St. Augustine's College, will be selected to fill the new at-large vacancy.

7. Role of Division II Conference Offices. Mike L. Racy, assistant chief of staff for Division II, shared information collected by Doug Echols, commissioner of the South Atlantic Conference and Management Council representative, regarding the various governance models for Division II conferences. No formal action was taken.

8. Listserver. The Presidents Council discussed the Presidents Council listserver and its many uses. No formal action was taken.

9. Constitution 4.6.2.

It was voted that the Presidents Council use its authority per Constitution 5.4.1.1.1 (modify legislation based on intent) to amend Constitution 4.6.2.-(j) and 4.6.2-(k) to reflect that these are tasks that specifically have been delegated to the Management Council in the new structure and they do not require Presidents Council ratification or approval.

10. Chair and Vice-Chair Elections. The Presidents Council discussed the voting results from the election to replace Herbert as chair and the announcement that Ceddia resigned the vice-chair position effective immediately.

It was voted that the Presidents Council elect Lubbers as chair and Styles Johnston as vice-chair through the conclusion of the 2000 Convention; after that point, Johnston will become chair and Lubbers will become vice-chair of the Presidents Council. [Note: It was agreed that the Division II Administrative Committee would formalize the terms of office for Lubbers and Johnston.]