1 September 2018 -- Minutes VIRGINIA HIGH SCHOOL LEAGUE 1642 STATE FARM BOULEVARD CHARLOTTESVILLE, VIRGINIA 22911 EXECUTIVE COMMITTEE MINUTES SEPTEMBER 19, 2018 Pledge of Allegiance and Moment of Silence I. MEMBERS PRESENT: Cliff Conway, chair, Paul Joseph, Jon Crutchfield, Martin Grimm, Terri Towle, Matt Delaney, Mike Sipe, Jim Stemple, Laura Parker, Tripp Burton, John Patterson, Shannon Butler, Dan Forgas, Tim Teachey, Trey Cox, Corey McConville, Tommy Golding, Mike Davidson, Travis Felts, Danny Knott, Travis Gray, Vanessa Wigand, Eric Jones, Elie Bracy, Dave Melton, Tony Brads, Eric Bond, Mark Miear, Greg Mullins, Rodney Berry, Maggie Newman, David Suetterlein and Billy Haun. Members Absent: Lenny Pritchard, Ty Gafford, Beth Hardy and Steve Landes. Also attending were VHSL Staff: Tom Dolan, Shawn Knight, Kelley Haney, Chris Robinson, David Hopkins, Hannah Catherine Munro, Lori O’Toole, Darrell Wilson and Lora Bickley; as well as Derek Farrey, Loudoun County Schools; Bruce Bowen, VIAAA Executive Director; Kelly Wilmore, Grayson County Schools; Melody Modell, John Reynolds, Bill Curran, Fairfax County Public Schools; Jeff Berry, Colonial Forge High School; Tim Stimmel, Riverbend High School, Taft Coghill, Jr., Free Lance-Star; Craig Wood, VHSL legal counsel. II. Agenda Approval: Jim Stemple moved, Mike Davidson seconded and the committee voted 31-0 to approve the agenda as presented. III. Minutes: Jim Stemple moved, Danny Knott seconded and the committee voted 31-0 to approve the May 3, 2018 Executive Committee Minutes as posted on the VHSL website and BoardDocs. IV. Announcements and Call for New Business: A. Introduction of new members: Chairman Conway introduced the following new Executive Committee members: Rodney Berry, Superintendent, Nottoway County Schools, representing Superintendent’s Group 8. Shannon Butler, Principal, York High School, representing Class 3, Region A. Travis Felts, Principal, Franklin High School, representing Class 1, Region A Greg Mullins, Superintendent, Wise County Schools, representing Superintendent’s Group 7. John Patterson, Principal, Liberty Christian Academy, representing Class 4, Region D. B. Announcements: None. C. Chairman’s Letter: The annual letter from the VHSL Chairman that was sent to member schools was shared with the Executive Committee. D. Room Arrangements for October and March Meetings: Arrangements for these two meetings have been made for the group board officers.
Transcript
1 September 2018 -- Minutes
VIRGINIA HIGH SCHOOL LEAGUE
1642 STATE FARM BOULEVARD
CHARLOTTESVILLE, VIRGINIA 22911
EXECUTIVE COMMITTEE MINUTES SEPTEMBER 19, 2018
Pledge of Allegiance and Moment of Silence
I. MEMBERS PRESENT: Cliff Conway, chair, Paul Joseph, Jon Crutchfield, Martin Grimm, Terri Towle, Matt
Delaney, Mike Sipe, Jim Stemple, Laura Parker, Tripp Burton, John Patterson, Shannon Butler, Dan Forgas, Tim
Teachey, Trey Cox, Corey McConville, Tommy Golding, Mike Davidson, Travis Felts, Danny Knott, Travis Gray,
Vanessa Wigand, Eric Jones, Elie Bracy, Dave Melton, Tony Brads, Eric Bond, Mark Miear, Greg Mullins, Rodney
Berry, Maggie Newman, David Suetterlein and Billy Haun.
Members Absent: Lenny Pritchard, Ty Gafford, Beth Hardy and Steve Landes.
Also attending were VHSL Staff: Tom Dolan, Shawn Knight, Kelley Haney, Chris Robinson, David Hopkins,
Hannah Catherine Munro, Lori O’Toole, Darrell Wilson and Lora Bickley; as well as Derek Farrey, Loudoun
County Schools; Bruce Bowen, VIAAA Executive Director; Kelly Wilmore, Grayson County Schools; Melody
Modell, John Reynolds, Bill Curran, Fairfax County Public Schools; Jeff Berry, Colonial Forge High School; Tim
is a result of adding quarter finals, an increase of $148,100 of basketball revenue over last year, a
decrease $185,567 basketball expenses from last year, and savings of $242,020 in League Insurance
expense from last year. Many of the changes to event sites selection and staff’s efforts to reduce
expenses also contributed to a very successful year. The A vs B and C vs D playoff format, better
rivalry games in playoffs and a $100,000 decrease in travel expenses have also contributed to this
surplus.
Eric Baylor motioned and Jim Stemple seconded to accept the Financial Review. The motion was
approved 9-0-0.
2. David Hopkins presented a review of the VHSL Foundation’s Unaudited Balance Sheet and Income
Statement through for June 30, 2018. The Foundation has $1,669,739.78 in total Liabilities and
Equity. This amount is $111,013.09 more than last year at this time.
3. David Hopkins discussed the need to increase the League’s SunTrust credit cards limit of $15,000. This limit causes hardship for staff when, for example, staff travel to conferences and we have reached our limit for other necessary credit card purchases.
Tony Brads motioned and Matt Delaney seconded to authorize David Hopkins to work with SunTrust
to increase the credit limit to $40,000.00. The motion was approved 9-0-0.
4. David Hopkins led a discussion on the Allocation of FY-2018 Surplus funds of $547.577.00. There are three areas of need that these funds could be used to support, Region Distributions, Capital Improvements, and the VHSL Contingency Fund. After lengthy discussion, the Finance Committee recommends that these funds be distributed as follows:
a. Region Distribution ($7,985.50 per region) 35% b. Capital Improvement 35% c. Contingency Fund 30%
This recommendation is for this year’s Surplus Funds only.
Shannon Butler motioned and Laura Parker seconded to approve the distribution of FY-2018 Surplus
Funds with 35% going to Regions evenly, 35% going towards Capital Improvements, and 30% going
to the Contingency Fund. The motion was approved 9-0-0.
5. David Hopkins presented the FY 2018-2019 Budget to the Finance Committee for informational
purposes.
6. David Hopkins gave a Membership Update. 100% of schools have paid their dues and fees.
Congratulations!
7. The FY-2018 Audit will be completed in December and will be presented to the Finance Committee
in January.
4 September 2018 -- Minutes
8. David Hopkins gave a Region and District financial update. All Districts and Regions are required to
use the QuickBooks accounting software that is housed on the VHSL Server. If anyone needs help
with setting this up, please contact David. In the future, failure to use QuickBooks accounting
software for reporting district and region reports will result in fines. Five districts have not yet
submitted end of year reports to David: Eastern District, Dominion District, Liberty District, Northern
Neck District, and Tri-Rivers District. The Finance Committee asks Region Reps to work with these
districts if the District is in your Region. Please also make sure the District Treasurer of these
Districts give their contact information to David Hopkins as he has had difficulty contacting them.
9. Hannah Catherine Munro gave a report on GoFan online Ticketing Football. This program was very
successful last year at state semi-final and final events. Schools are encouraged to use this mobile
ticketing program for regular season games as well.
10. Hannah Catherine Munro gave a Sponsorship Update.
A) Our merchandise provider’s contract expires at the end of this year. A Merchandise RFP has
been sent out and our next provider will be announced in May.
B) The RPPI Contract is being continued. Russ Potts has helped acquire Smithfield and Shentel as
Corporate Sponsors.
11. Hannah Catherine Munro gave an update on the VHSL Foundation’s Alumni Campaign. This
campaign is designed to reach out to VHSL Alumni around the world. Schools are asked to help
promote this campaign through any means possible, including social media, announcements at
games and through school emails.
Mike Davidson moved, Tony Brads seconded and the committee voted 32-0 to move the following items to
the Action Agenda and accept the report of the Finance Committee: (1) Approval of the Unaudited Balance
Sheet and Income Statement and CFO report; (2) Increase Credit Card Limit to $40,000; (3) Distribute the
Budget Surplus as follows: Region 35%, Capital Improvement 35% and Contingency 30%.
B. Personnel and Operations: Chairman Mike Davidson reported his committee’s findings and
recommendations.
1. Executive Director Billy Haun reviewed his goals for 2018-2019. a. Dr. Haun thanked the committee for providing feedback and recommendations from last year’s goals to be incorporated into the goals for 2018-2019.
b. The recommendations from last spring were:
i. The Executive Director is encouraged to continue to evaluate all contracts of the League to ensure that the VHSL is receiving competitive prices for all services. This was a stated process during the mid-year review but there was no information provided as to the results.
ii. Dr. Billy Haun, Executive Director, is encouraged to develop the coach advisory committees to provide coaches a voice in the League. A more involved plan should be developed
5 September 2018 -- Minutes
to solicit representatives from each region, developing goals for the committees, and consider an annual rotation of coach advisory committees. c. Dr. Haun developed his goals to include these recommendations. His stated goals for 2018-2019 are: i. During the 2018-2019 year, the VHSL staff will analyze the FY2019 operational budget – revenues, expenditures, sponsorships, and spending. For the first time in five years, the VHSL ended the FY2018 with a Net Surplus rather than a deficit. The profit will be used in three ways:
1) replenish the League’s contingency fund after a four-year deficit of $676,753.58; 2) capital 2) improvements for the VHSL office; and 3) return money to each region. The VHSL staff will communicate detailed information to the
Executive Committee and Membership at the September Executive Committee meeting and the October Membership meeting.
ii. Virginia High School League staff will continue to improve the transparency of the VHSL during the 2018-2019 year. While some progress was made on increasing transparency last year, the League will continue to develop trust and confidence of all stakeholders by providing accurate and up-to-date information on budget, policy, and the mission of the VHSL. iii. The Executive Director will direct and oversee the implementation of the FY2018-FY2020 Strategic Plan. Developing a new Strategic Plan was an important part of VHSL work that took place during FY2017. Staff and membership invested much time and effort in identifying the Focus Areas and goals for this plan. The new plan should guide the work of the VHSL for the next three years and fully implementing this plan should be a priority of the Executive Director. Dr. Haun reviewed each goal, presented work steps, and challenges for each.
On a motion by Greg Mullins, seconded by Rodney Berry, the goals were approved and are presented to the full Executive Committee as an action item for approval. 2. The committee discussed the evaluation process for the Executive Director and how currently each
meeting of the Executive Committee there is a formal goal-setting process, mid-year evaluation, and final evaluation. This formal mid-year evaluation process seems excessive considering the detail that is included in the review.
a. On a motion by Rodney Berry, seconded by Mike Sipe, the committee approved a recommendation of a more informal update or progress report from the Executive Director as a mid-year evaluation. This is presented to the full Executive Committee as an action item.
b. Work will be done with Dr. Haun to develop a form and procedure for this new process.
3. Dr. Haun, Executive Director, gave a brief update on the hiring process that was used in selecting Darrell Wilson as the new VHSL Director charged with overseeing student activities and the Student Leadership Conference. Mr. Wilson comes to the VHSL with a variety of experiences and strengths in the area of student activities.
4. Dr. Haun complimented the VHSL staff. He stated that he believes that the current staff is as solid as it has ever been. He stated that each is capable of presenting before the membership and is a positive force in keeping open the lines of communication with the membership.
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5. VHSL Foundation Board appointments were reviewed with the committee. Dr. Haun recommended the following to serve on the board for one-year terms:
a. Eric Baylor, Cliff Conway, and Tim Teachey to represent the principals;
b. Pat Griffin to represent the superintendents; c. Rick Lilly to represent the athletic directors; d. Brian Monday to represent the four members of the Executive Committee who are the representatives of the State Board of Education, the Virginia School Boards Association, the citizen appointee, and the members of the General Assembly.
On a motion by Greg Mullins, seconded by Tommy Golding, the committee accepted these appointees and bring these forward for approval of the full Executive Committee as an action item.
Eric Baylor moved, Danny Knott seconded and the committee voted 32-0 to move the following items to the
Action Agenda and approved the Personnel and Operations Committee report as presented: (1) Executive
Director’s goals; Change in evaluation process and Foundation Board Members.
C. Policy and Programs: Chairman Paul Joseph will report on the committee findings and recommendations.
1. The Policy and Program Committee reviewed and accepted the minutes from the September 5, 2018
meeting of the Sports Medicine Advisory Committee. The following items from that meeting are noted
below:
SMAC continues to discuss efforts to reduce single sport specialization.
SMAC discussed new research on concussion care.
The committee is developing a recommendation to provide guidelines for cold weather practice and
games.
2. Policy and Programs reviewed and accepted the minutes from the August 30, 2018 meeting of the
Coaching Education Committee.
The Coaching Education Committee is on pace to deliver a revised VHSL Basic Course by August 1, 2019.
3. Fighting: Tom Dolan reported that in spite of increasing the sanctions against athletes for fighting, there
has been little impact on the number of fights.
Several options were discussed.
Policy and Programs recommends that the next step would be for schools that have athletes ejected
from contests must now notify their superintendents.
This step should be one of the key points in October’s general membership meeting.
4. Robotics
Darrell Wilson reviewed feedback garnered from an August focus group comprised of six member
schools that compete in existing robotics competitions about whether they thought the VHSL should
create a robotics’ competition. Comments from that group included:
A VHSL robotics competition would recognize STEM initiatives in the state.
7 September 2018 -- Minutes
Using existing competitions would allow schools of distinction to earn either Trophy or First Class
designations.
Participants should meet the VHSL Master Eligibility List requirements for VHSL activities.
Darrell Wilson also gave information on two groups (VEX and FIRST) who already sponsor robotics’
competitions in the state.
5. E-Sports
Darrell Wilson said that the VHSL staff has had several conversations with two companies who provide
platforms for E-Sports:
PlayVS- The NFHS has entered into an agreement with this group making them the exclusive partner
for electronic gaming.
EGF- This group has more of a focus on college level E-Sports.
The Policy and Programs Committee would like to determine whether there is an interest in adding E-
Sports as an activity.
The Policy and Programs Committee recommends further exploration to see whether this activity is one
the League should pursue.
6. Ad Hoc Committees
Tom Dolan discussed the possibility of forming Ad Hoc committees to discuss alignment, football, and a
universal power rating system. The following topics were shared:
The alignment ad hoc committee might be made up of retired educators who had more historical
perspective and expertise in alignment concerns.
The football AD Hoc committee would focus on safety and participation.
Football issues might result in a recommendation to adopt 8-man football for sub varsity or varsity
competitions.
Sub varsity football players might be able to help with safety and participation concerns if they were
allowed to play 48 quarters
7. Legislation
The Policy and Programs Committee reviewed all first and second vote legislative items.
8. Potential legislation
The Policy and Programs Committee discussed two options in Theater to reduce team time penalties.
A 30 second grace period could be allowed for performances.
A 45-minute window that encompassed set up, performance, and striking of the set.
The Policy and Programs Committee endorsed allowing participants to use laptops to store research
articles for extemporaneous speaking.
9. State events:
8 September 2018 -- Minutes
The Policy and Programs Committee recommends Liberty University to serve as the site for the Class 3
and 4 outdoor state track championship.
The Policy and Programs Committee supports a Wednesday, Thursday, and Saturday schedule for the
state basketball championships.
10. Other items:
Discussion was held on the following topics:
The need for changes in the out of season practice guidelines.
Regions to name representatives to serve on the Coaches Advisory Committees for tennis, soccer,
and football.
League staff to generate communication guidelines for bigger and smaller classes that will play in
combined state championships.
Girls Open Wrestling – is there interest in creating such a competition? If so, how many weight
classes?
Martin Grimm moved, Shannon Butler seconded and the committee voted 32-0 to move the following items
to the Action Agenda and approved the Policy and Program Committee report as presented: 2018-19 Sites;
Superintendent/Designee to be copied on all ejections when forms are submitted to VHSL office
D. Communications and Strategic Planning: Vice-Chair Jon Crutchfield reported on the committee findings
and recommendations.
1. FY 2018- 2019: Year two of the strategic plan. Strategic planning added to communications this year.
2. rSchool: Continuing to work on the ratings scale. It has not gone as well as we wanted, but we are close.
The goal is to use the rSchool program this year. Weekly ratings will not come out until after week 6 due
to weather and postponements. One week later than normal.
3. All State selection process: A meeting was held on August 23 to address concerns. The new guidelines
will be in place for the 2019-2020 school year. Each region was asked to send a member. Some did not.
This meeting will be held annually with regions again asked to send a representative. (See All state
information sheet) We ask that you take the advisory committee’s recommendations back to your
region for input.
4. Officials Summit: The summit was held August 4th at Monticello HS. Every officials’ association in every
sport was invited to attend. A general session was held and then sport specific breakout sessions were
conducted.
5. Strategic plan- See agenda information
9 September 2018 -- Minutes
Mike Davidson moved, Tim Teachey seconded and the committee voted 32-0 to approve the
Communications and Strategic Planning Committee report as presented.
E. Alignment Appeals and Approval of the 2019-20 through 2022-2023 Final 24-Region Alignment Plan and
the 2019-20 through 2022-2023 District Alignment Plan: The minutes from the June 19th and July 25th
Alignment Committee meeting minutes and the August 21st Alignment Appeals minutes are attached for
your review and approval.
Danny Knott moved, Elie Bracy seconded and the committee voted 31-0-1 (Stemple abstaining) to approve
the two sets of Alignment Committee meetings and the Alignment Appeals Meeting as presented.
Eric Bond joined the committee at this point; total of 33 voting members moving forward.
In compliance with “Section 10: 10-1-1 Classification—To equalize opportunities…The Alignment
Committee would then present its final recommended plan to the Executive Committee. A region or school
could appeal the plan in writing to the Executive Committee. No hearing shall be conducted by the
Executive Committee in response to the appeal, and the decision of the Executive Committee shall be final.”
Prior to voting on any of the appeals, Committeeman Jim Stemple spoke to the committee on the process
used to prepare the Alignment Plan before the committee. After a very lengthy discussion, it was
determined that there are changes that should and need to be made going forward. However, for today the
committee would be voting on the Alignment Appeals and the final adoption of the plan under our current
guidelines and parameters.
1. The following schools are appealing their classification or region placement for this cycle.
a. Grayson County High School: Appealing their placement in Class 2 and requests to play down into
Class 1 based on declining enrollment numbers. If approved, they would be placed in Class 1D.
Jim Stemple moved, Eric Baylor seconded and the committee voted 19-13-1 (Conway, Knott,
Delaney, Parker, Bracy, Felts, Butler, Miear, Sipe, Joseph, Teachey, McConville, Burton voting no and
Berry abstaining) to amend the appeal from placement in Class 1D to Class 1C and approve
Grayson’s requests to play down from Class 2 to Class 1 based on declining enrollment numbers.
b. Langley High School: Appealing their placement in Class 5 and requests to play up in classification to
Class 6 based on geography/travel/rivalries/continuity/competition/balance and potential boundary
adjustments by the county. If approved, they would be placed in Class 6D.
Jim Stemple moved, Terry Towle seconded and the committee voted 28-4-1 (Knott, Delaney, Parker,
Teachey voting no; Sipe abstaining) to approve Langley’s requests to play up based on
geography/travel/rivalries/continuity/competition/balance and potential boundary adjustments by
the county.
c. Colonial Forge High School: Appealing their placement in Class 6A and requests to move to Class 6B
based on travel/potential seat-time and financial hardships.
10 September 2018 -- Minutes
Jim Stemple moved, Eric Baylor seconded and the committee voted 19-13-1 (Knott, Delaney, Parker,
A. First-vote items: The following proposals are first-vote amendments. If a proposal receives a majority vote
of approval at any meeting, it would be adopted if approved by a two-thirds affirmative vote at the next
scheduled meeting and would become effective July 1, 2019, unless noted otherwise. Proposed
amendments not approve on first- or second-vote shall be null and void.
1. SECTION 56: BASEBALL: (submitted by Pitching Policy Committee)
56-4-2 Pitching Regulations-For the purposes of this rule… No pitcher may throw more than 51 pitches over two consecutive days without a day of rest. If a pitcher throws 51 or more pitches over two consecutive days, at least one calendar day of rest must be observed. The days of rest required are determined by the number of pitches thrown on day two of consecutive days of pitching….
13 September 2018 -- Minutes
Schools shall document each player’s pitch count using the GameChanger Application for tracking purposes. The home score book and pitch count accounting is are official, but it is recommended that opposing teams compare as the game progresses for accuracy. Because the home pitch count record is official, the home team shall provide a responsible adult to record pitch count totals in GameChanger. The home and visiting teams shall compare pitch count totals each inning for accuracy. Umpires will not be a part of the process.
Staff and Pitching Policy Committee recommend this item and for implementation for the 2019 season.
Danny Knott moved, Mike Sipe seconded and the committee voted 33-0 to recommend, noting this amendment
would go into effect for the 2019 baseball season if adopted in January.
RATIONALE: Clarifies the requirement of at least one day of rest after a pitcher throws more than fifty pitches over two consecutive days. Due to the official nature of the home team’s pitch count record for both teams, this legislation requires the home team to have a responsible adult entering data in GameChanger and mandates communication between the competing teams to ensure accuracy of reporting.
2. SECTION 56: BASEBALL (Submitted by Executive Director)
56-4-2 Pitching Regulations
56-4-2 Penalty-Violation of this rule constitutes use of an ineligible and forfeiture of any games in which such violation occurs. Additionally, use of an ineligible and carries a $100 fine for the offending school. Additionally the first time a team violates the VHSL pitch count rule, the designated head coach must take the “Introduction to Pitch Smart” course offered through the NFHS on the NFHSLearn website, prior to being allowed to return to coaching. Any subsequent violations, by a team of this designated head coach, will result in the suspension of that coach for two games for “Excessive Unsportsmanlike Conduct”.
Mike Davison moved, Danny Knott seconded and the committee voted 33-0 to recommend.
Rationale – This rule addition provides a real penalty sequence for the adult immediately responsible for student/athlete safety and compliance with VHSL rule.
3. SECTION 56: BASEBALL (Submitted by Executive Director) 56-4-4 The Ten-Run Rule-The Ten-Run Rule required for regular season and district tournament games is not in effect for region and state tournament all VHSL games. 56-4-4 Exception-Prior to the start of the season, any a District Council may elect not to use the Ten-Run Rule for its regular season and district tournament VHSL games. (1) When schools play outside their district, the home district's policy applies.
NOTE: These are VHSL Handbook mercy rule provisions. In the sports of football and lacrosse mercy rule provisions are contained specifically in NFHS rule codes and already apply across all levels play.
Mike Davidson moved, Eric Baylor seconded and the committee voted 33-0 to recommend.
14 September 2018 -- Minutes
Rationale--Mercy Rules should be consistent across the broad spectrum of VHSL contests. The limited use of the mercy is creating confusion among administrators, coaches and officials and leads to misapplications and violations of handbook and rule code policies.
4. SECTION 58: BASKETBALL (Submitted by Executive Director)
58-4-2 Thirty (30)-Point Rule-The 30-Point Rule will be in effect for all regular season games. , but it is not in effect for region or state tournament games. The 30-Point Rule provides that if at any time during the fourth quarter one team is ahead by 30 or more points, the clock shall continue to run except during free throws, time-outs, injuries, and the administration of technical fouls.. 54-4-3 Exception-Prior to the start of the season, a District any Council may elect not to use the 30-Point Rule for its regular season and/or District Tournament VHSL contests.
NOTE: These are VHSL Handbook mercy rule provisions. In the sports of football and lacrosse mercy rule provisions are contained specifically in NFHS rule codes and already apply across all levels play.
Jim Stemple moved, Tim Teachey seconded and the committee voted 33-0 to recommend.
Rationale--Mercy Rules should be consistent across the broad spectrum of VHSL contests. The limited use of the mercy is creating confusion among administrators, coaches and officials and leads to misapplications and violations of handbook and rule code policies.
5. SECTION 66: FIELD HOCKEY (Submitted by Executive Director)
66-4-4 Six-Goal Rule-The Six-Goal Rule shall be in effect for all VHSL regular season, district and conference tournament games. The Six-Goal Rule provides that if, at any time after the mid-point of the second half of play, one team leads by six (6) or more goals, the game shall be terminated. When schools play regular season games outside their district, the six goal rule will apply. home district's policy applies. 66-4-4 Exception-Prior to the start of the season, a District any Council may elect not to use the Six-Goal Rule for its regular season and/or district tournament VHSL games. NOTE: These are VHSL Handbook mercy rule provisions. In the sports of football and lacrosse mercy rule provisions are contained specifically in NFHS rule codes and already apply across all levels play.
Eric Baylor moved, Greg Mullins seconded and the committee voted 33-0 to recommend.
Rationale--Mercy Rules should be consistent across the broad spectrum of VHSL contests. The limited use of the mercy is creating confusion among administrators, coaches and officials and leads to misapplications and violations of handbook and rule code policies.
6. SECTION 77: SOCCER (Submitted by Executive Director) 78-4-4 Eight-Goal Rule-The Eight-Goal Rule shall be in effect for all regular season, district and conference tournament VHSL matches. The Eight-Goal Rule provides that if, at anytime after the mid-point of the second half of play, one team leads by eight (8) or more goals, the match shall be terminated. When schools play outside their district, the home district's policy eight-goal rule applies.
15 September 2018 -- Minutes
78-4-4 Exception-Prior to the start of the season, District or Conference any Councils may elect not to use the Eight-Goal Rule for its regular season and/or tournament VHSL matches.
NOTE: These are VHSL Handbook mercy rule provisions. In the sports of football and lacrosse mercy rule provisions are contained specifically in NFHS rule codes and already apply across all levels play.
Greg Mullins moved, Tony Brads seconded and the committee voted 33-0 to recommend. Rationale--Mercy Rules should be consistent across the broad spectrum of VHSL contests. The limited use of the mercy is creating confusion among administrators, coaches and officials and leads to misapplications and violations of handbook and rule code policies.
7. SECTION 79: SOFTBALL (Submitted by Executive Director)
79-4-2 Ten-Run Rule-The Ten-Run Rule required for all regular season and district tournament games is not in effect for region and state tournament all VHSL games. 79-4-2 Exception-Prior to the start of the season, a District any Council may elect not to use the Ten-Run Rule for its regular season and district tournament VHSL contests. (1) When schools play outside their district, the home district's policy applies.
NOTE: These are VHSL Handbook mercy rule provisions. In the sports of football and lacrosse mercy rule provisions are contained specifically in NFHS rule codes and already apply across all levels play.
Paul Joseph moved, Mike Sipe seconded and the committee voted 33-0 to recommend.
Rationale--Mercy Rules should be consistent across the broad spectrum of VHSL contests. The limited use of the mercy is creating confusion among administrators, coaches and officials and leads to misapplications and violations of handbook and rule code policies.
B. Second-vote items: Each of the following proposals received a majority favorable vote in May. To become effective in July, 2019, each shall require a two-thirds favorable vote in September.
8. 68-3-1 (1) – submitted by Football Ratings Committee
68-3-1 (1)-Schools, who have reported, such incidents, prior to the official release of the brackets for
that classification, will receive the allowable bonus/rider points when a game involving a non-VHSL member
school is not played and a forfeit has not been awarded as part of the result of that game.
Jim Stemple moved, Trey Cox seconded and the committee voted 33-0 to adopt.
Rationale: To award the proper points when non-VHSL member schools do not play a game and do not forfeit the game.
16 September 2018 -- Minutes
9. Section 101 -- Theatre Festival – submitted by Executive Director
101-3-1 Sectional Festivals-Failure of a school to compete in a sectional festival, if held, shall disqualify the
school from participation in the super-regional festival. Failure of a sectional, opting to conduct a festival, to
conduct said festival on or before the deadline date shall disqualify its schools from participation in the super-
regional festival.
101-3-2 1 Festivals-Each school is limited to one entry in the sectional festival a state advancing competition.
Each entry will have at least two opportunities to participate prior to the culminating state event. Each Region
Council determines their regions format. Festival regulations and procedures are given in this section. The
specific time, place and date for the festival is determined by the festival director, who is approved by the
Region Council. The names of the festival director and critic judges must be reported to the League Office at
least two weeks in advance of the sectional festival. Approval or disapproval of the critic judges selected if not
on the list of recommended critic judges sent to the sectional festival director will be sent within 48 hours if the
backgrounds of the persons selected are given. The director is responsible for the conduct of the festival in
accordance with League regulations. He/she is supplied by the League Office with a festival kit, containing all
necessary instructions, critic judges’ rating forms and supplies, well in advance of the deadline date for the
festival.
101-4-1 Super-Regional Festivals-Super-regional theatre festivals for all groups shall be held at sites chosen by
the festival directors. A festival director for each super-region shall be chosen by the regional officers. The name
of the festival director must be sent to the League office at least two weeks before the super-regional festival.
The director is responsible for the conduct of the festival in accordance with League regulations. He/she is
supplied by the League office with a festival kit similar to the sectional festival director’s kit well in advance of
the deadline for the festival.
Note: The format for Festivals may include sectionalizing at the region level or conducting a super-regional at
the post-region level. A super-region consists of two regions. Groups choosing the super-region option must,
prior to the beginning of the season, determine the rotation of region pairings and hosting responsibility.
Greg Mullins moved, Shannon Butler seconded and the committee voted 33-0 to adopt.
Rationale: Consistent with other areas of the VHSL Handbook, regions should have the authority to
determine the representation in their tournaments.
10. Section 126 – Scholastic Bowl – submitted by Executive Director
126-4-2 Regional Qualification-Regions determine the number of teams that can qualify two schools to a
regional tournament through regular season and/or district tournament competition as determined by the
Regional Council. If no regular season or district tournament is held, then the regional tournament shall be all-
in. If no more than two schools in a region want to participate, the region may designate the school(s) as the
region's representative(s) in a regional tournament. Failure of a region, opting to conduct a tournament, to
conduct the tournament on or before the deadline date may disqualify its schools from participation in the
super-regional tournament. Any disputes about which school should represent the region at the super-region
17 September 2018 -- Minutes
state tournament level must be resolved within VHSL rules and regulations at the regional level so that no more
than two schools advance.
126-4-4 Super-Regional Tournaments-The specific time, place and date for the tournament is determined by the
tournament director, who is approved by the regional officers. The name of the tournament director must be
reported to the League office at least one month before the super-regional tournament. The director is
responsible for the conduct of the tournament in accordance with League regulations. If a super-region opts to
use questions provided by the state commissioner, the tournament director must meet all deadlines and
requirements established by the commissioner. The director is supplied by the League office with a tournament
kit similar to the regional tournament kit well in advance of the deadline for the tournament. Any disputes
about which school should represent a super-region at state must be resolved within VHSL rules and regulations
at the super-regional level so that no more than two schools advance.
Note: The format for Scholastic Bowl may include sectionalizing at the region level or conducting a super-
regional at the post-region level. A super-region consists of two regions. Groups choosing the super-region
option must, prior to the beginning of the season, determine the rotation of region pairings and hosting
responsibility.
Mike Davidson moved, Tony Brads seconded and the committee voted 33-0 to adopt.
Rationale: Consistent with other areas of the VHSL Handbook, regions should have the authority to
determine the representation in their tournaments.
X. Action Agenda:
A. October and March Meeting Schedules:
October 11, 2018 – DOUBLETREE HOTEL, CHARLOTTESVILLE
11:45 a.m. – 1:00 p.m. Regions Meet (not mandatory)
Danny Knott moved, Trey Cox seconded and the committee voted 33-0 to approve the time schedules for
both the October and March Group Boards and Membership meetings.
B. Action Items from committee reports:
1. Jim Stemple moved, Matt Delaney seconded and the committee voted 33-0 to accept the Unaudited
Balance Sheet and Income Statement and CFO report.
2. Travis Felts moved, Danny Knott seconded and the committee voted 33-0 to increase the VHSL Credit
Card limit to $40,000. They also asked David Hopkins to look into credit card rebate programs.
3. Danny Knott moved, Tony Brads seconded and the committee voted 33-0 to distribute the budget
surplus as follows: Regions 35%; Capital Improvements 35%; Contingency 30%.
4. Mike Sipe moved, Rodney Berry seconded and the committee voted 33-0 to approve the following goals
for the Executive Director for the 2018-2019 school year:
SMART Goal 1: During the 2018-2019 year, the VHSL staff will analyze the FY 2019 operational budget –
revenues, expenditures, sponsorships and spending. For the first time in five years, the VHSL ended the
FY 2018 budget with Net Surplus rather than a deficit. The profit will be used in three ways: 1) replenish
the League’s contingency fund after a four-year deficit of $676,753.58; 2) capital improvements for the
VHSL office; and 3) return money to each region. The VHSL staff will communicate detailed information
to the Executive Committee and Membership at the September Executive Committee meeting and the
October Membership meeting.
SMART Goal 2: Virginia High School League staff will continue to improve the transparency of the VHSL
during the 2018-2019 year. While some progress was made on increasing transparency last year, the
League will continue to develop trust and confidence of all stakeholders by providing accurate and up-
to-date information on budget, policy, and the mission of the VHSL. (Examples of intentionally being
transparent: This summer the Alignment Committee added an additional meeting so they could share
information and get feedback from constituents before approving a plan to be submitted to the
Executive Committee. The committee working on All State Selection criteria, will not be bring a plan
forward to the Executive Committee until December. This gives the committee members a chance to
share recommended changes with their regions and for this to be a discussion topic at the October
Group Board meetings.)
19 September 2018 -- Minutes
SMART Goal 3: The Executive Director will direct and oversee the implementation of the FY 2018 – FY
2020 Strategic Plan. Developing a new Strategic Plan was an important part of VHSL work that took
place during FY 2017. Staff and membership invested much time and effort in identifying the Focus
Areas and goals for this this plan. The new plan should guide the work of the VHSL for the next three
years and fully implementing this plan should be a priority of the Executive Director.
5. Mike Davidson moved, Elie Bracy seconded and the committee voted 33-0 to adjust the evaluation
process for the Executive Director. At the January meeting, the Executive Director will provide a one-
sheet progress report for the Personnel and Operations Committee. At the conclusion of the Personnel
and Operations Committee they would meet jointly with the Finance Committee to discuss budget
issues (for the current year and the next FY year).
6. Travis Felts moved, Rodney Berry seconded and the committee voted 33-0 to approve the following
Foundation Board members:
a. three (3) directors appointed by the principals serving on the VHSL executive committee; (Eric Baylor, Cliff Conway, Tim Teachey)
b. one (1) director appointed by the school superintendents serving on the VHSL executive committee; (Pat Griffin, former principal Princess Anne High School, Virginia Beach)
c. one (1) director appointed by the supervisors of athletics/activities serving on the VHSL executive committee; (Rick Lilly, Athletic Director Highland Springs)
d. one (1) director appointed by the group of four (4) persons serving on the VHSL executive committee who are the representative of the State Board of Education, the representative of the Virginia School Boards Association, the citizen appointee and the members of the Virginia General Assembly; and (Brian Monday, Mid-Atlantic President of TD Bank)
e. one (1) director who is the Executive Director of the VHSL.
Other 2018 - 2019 VHSL Foundation Board members include: Jim Hyson, President, Mark Meana, Past
President, Wayne Vick, Vice President, Carl Francis, Joe Gieck, Herb Hecht, Bob Barry, Charles White,
Bryan Thomas, Gene Corrigan (emeritus) and Carl Rosberg (emeritus)
7. Paul Joseph moved, Mike Sipe seconded and the committee voted 33-0 to approve the 2018-19 State
Sites which included a date change for the 2019 VHSL Basketball Tournaments – March 6, 7 and 9.
VHSL State Tournament Sites – 9/2018
State Events 2018-19 2018-19 State Dates
Cheerleading 1 thru 6 Championships Siegel Center – Richmond Area Schools
November 3
Cross Country 1 thru 6 Championships Great Meadow – Colgan HS November 9-10
Field Hockey 1-3 Combined Championship: 4, 5 and 6 Championships
South County HS November 9-10
Football Class 1 and 2 Championships Salem City Stadium – Salem HS
December 8
Football Class 3 and 4 Championships Liberty University – Amherst HS
20 September 2018 -- Minutes
December 8
Football Class 5 and 6 Championships Hampton University – Maury HS December 8
Golf 1 and 2 Championships Site Lonesome Pine Golf Club – Union HS October 8-9
Golf 3 and 4 Championships Site Williamsburg National Golf Club – Jamestown HS
October 8-9
Golf 5 and 6 Championships Site Magnolia Green – Cosby HS October 8-9
Girls Open Golf All Classes (1-6) Championship Springfield Golf Club – West Potomac HS October 22-23
Volleyball 1 thru 6 Championships for Girls; 1-4 Combined; 5 and 6 Championship for Boys
Class 1-3 Salem Civic Center – Roanoke Area Schools
Class 4-6 College of William & Mary – Richmond Area Schools
November 16
November 15-16
Basketball 1 thru 6 Championship Finals
Siegel Center – Richmond Area Schools
March 6, 7, 9
Gymnastics 1–5 Combined Championship and 6 Championship
Salem HS – Virginia Beach February 15-16
Indoor Track 1-2 – Combined; 3 and 4 Combined Championship
Roanoke College Class 1-2 – Wilson Memorial HS Class 3-4 - Staunton River HS
February 20-21 – Cass 1-2 February 22-23 – Class 3-4
Indoor Track 5 and 6 Championships Boo Williams Sportsplex – Bethel HS February 22-23
Swim/Dive 1-2 Combined Championship Swim RVA – Maggie Walker H S February 14-16
Swim/Dive 3 and 4 Championships Swim RVA – Lafayette HS/Colonial Heights February 14-16
Swim/Dive 5 and 6 Championships George Mason University – Oakton HS February 14-16
Wrestling 1, 2 and 3 Championships Salem Civic Center –Botetourt County Schools
February 15-16
Wrestling 4, 5 and 6 Championships Riverside, Rock Ridge and Robinson February 15-16
1 and 2 Spring Jubilee Radford June 7-8
3 and 4 Spring Jubilee Salem June 7-8
5 and 6 Spring Jubilee Glen Allen/Deep Run June 7-8
Tennis as Part of Jubilee 6A – Richmond; 5A – Richmond; 4A – Salem; 3A – Salem; 2A – Va. Tech; 1A –
Radford
June 8
Outdoor Track 1 and 2 Championships East Rockingham HS May 31-June 1
Outdoor Track 3 and 4 Championships Liberty University – Staunton River HS May 31-June 1
Outdoor Track 5 and 6 Championships Todd Stadium – Newport News Public Schools
May 31-June 1
Theatre 1 thru 4 Championships Monticello HS December 3-4
Theatre 5 and 6 Championships PVCC – Dickinson Center March 2
Scholastic Bowl 1 thru 6 Championships William & Mary February 23
Forensics 1 thru 6 Championships Clover Hill HS March 30
