Cross Country Advisory Committee

Minutes
December 3, 2003 • 10 a.m.
FHSAA Headquarters
Gainesville, Florida


1. Purpose and Introductions
The meeting was called to order at 10 a.m. by Denarvise Thornton. Mr. Thornton noted the purpose of the meeting and those in attendance proceeded with a brief introduction of themselves. In attendance were members: Jim Donovan, Lee High; Greg Pack, Pine Forest High; Jay Getty, Oviedo High; Brad Penney, Cedar Key; Mike Boza, Jesuit High; Jason Means, Riverview High; Roy Chernock, John I. Leonard High; Robert Crabtree, Ransome Everglades High; and Rick Rothman, FACA/Spanish River High. FHSAA staff members present were: John A. Stewart, Associate Commissioner, and M. Denarvise Thornton, Associate Director of Athletics.

The committee selected Rick Rothman as the chairperson.

2. The Committee completed their travel expense vouchers. The agenda was adopted as presented.

3. The committee approved the minutes from the Dec. 4, 2002 meeting.

4. Review of 2003-04 State Series Events and Championship Meet – The committee commended the Leto High School, Hillsborough County School Board and Mr. Bobby Ennis for their efforts in making the state finals a first class event.
Following are some items addressed relative to the state meet:
Posting results – particularly for the 4A girls race, the results were not posted until after the awards ceremony. Committee suggests posting the results prior to the awards ceremony.
Competition Area – one committee member thought the meet was boring because it was confined to one area.
Visibility – not many coaches/spectators took advantage of an area of visibility near the finish line. Perhaps the coaches could have been made aware of this in the coaches meeting
Spectator Interest – the committee noted that spectator interest had improved, acknowledging that more spectators remained for other races.
Course markings – the committee supports the “K-marks, mile marks, etc.” citing the more information available the better. The committee also suggests a curved starting line as well.
Awards Ceremony – the committee discussed waiting until the meet has concluded to present the awards, but decided that the present method is most productive.
Coaches’ Meeting – should provide more specific information, i.e. correctly wearing chips, results posting location, questions/answers, course markings, etc.
Course Availability – the course should be available and open until after the coaches’ meeting. (Noon was too early for a 4:30 p.m. start time.) Mr. Thornton also shared with the committee the FHSAA’s position on not allowing coaches in the infield. It was noted that coaches were allowed in the “corral” to assist their athletes, as well as retrieve their “belongings” at the starting line, but had to vacate that area once the competitors were called to the starting line.
Tents – allow the use of tents but not in the spectators’ area. Mr. Boza informed the committee that the rationale for not allowing tents concerned athletes’ safety was the main concern for not allowing tents.
Wrist Bands – The committee suggests a maximum of 15 bands. Mr. Thornton shared with the committee that this will be discussed with the meet management and the FHSAA will be supportive of the host(s), noting the challenges of hosting an event of this magnitude. Additionally, with the increase of wristbands (team passes) it will be necessary to include an additional parking pass.

5. Review of 2003-04 Cross Country Manual – concerns involving the manual were reflected in the recommendations.

6. Recommendations (Effective 2004-05) (If passed by the Board of Directors in its February 2004 Meeting.)

Recommendation #1
Proposed Calendar
Beginning with the 2005-06 season, increase the season by two weeks, prior to the season and allow one week earlier for competition. Keep Cross Country state finals on same weekend as it is currently (week 18).
(Modified by CCAC)
Motioned by Getty / 2nd by Boza
1st CCAC (7-0 Approve)
1st AD (9-0 Deny)
2nd CCAC (9-0 Approve) 12/3/03
2nd ADAC (8-0 Deny) 1/7/04

Recommendation #2 (Second Submission)
Regional Team Awards
Require Regional Hosts to provide regional champion and runner-up trophies pro-rating the cost to schools, i.e. gate receipts. (Modified by CCAC)
Motioned by Penney / 2nd by Pack
1st CCAC (7-0 Approve)
1st AD (9-0 Approve) 1/8/03
2nd CCAC (9-0 Approve) 12/3/03
2nd ADAC (8-0 Approve) 1/7/04

Recommendation #3
14.014 Participation - Team
Change the participation policy to read “minimum of four meets” or delete altogether.
Motioned by Gibson / 2nd Means
1st CCAC (7-0 Approve)
1st AD (8-1 Deny) 1/8/03
2nd CCAC (No Action) 12/03/03

Recommendation #4
14.022 Participation – Individual
Change the participation policy to read “minimum of two meets” or delete altogether.
Motioned by Gibson / 2nd by Crabtree
1st CCAC (7-0 Approve)
1st ADAC (8-1 Deny) 1/8/03
2nd CCAC (No Action) 12/3/03

Recommendation #5
19.051 Advancement of Teams from Districts to Regionals
Base the number of teams advancing from district to regionals on the number of schools listed in the district
Motioned by Gibson / 2nd by Means
1st CCAC (4-3 Approve)
1st ADAC (9-0 Deny)
2nd CCAC (No Action) 12/3/03

Recommendation #6
19.052 and 19.054 Individual Honors at Region and State Levels
Delete the requirement to participate in the previous round in order to be eligible to receive individual honors in the succeeding level.
Motioned by Crabtree / 2nd by Gibson
1st CCAC (7-0 Approve)
1st ADAC (9-0 Approve) Fast Track 1/8/03
Passed by Board at its February 2002 meeting.

Recommendation #7
Classification / Number of teams advancing to state finals
If the number of participating teams necessitates four classes, advance five teams and 15 individuals from regions to finals.
Motioned by Boza / 2nd by Crabtree
1st CCAC (4-3 Approve)
1st ADAC (8-0 / 1 Abstention Approve) 1/8/03
2nd CCAC (9-0 Deny) 12/3/03

Recommendation #8
19.045 Coaches Meeting
Coaches meeting must be scheduled as early as 5 p.m. Either the boys or girls head coach must attend.
Motioned by Cervizzi / 2nd by Means
1st CCAC (7-0 Approve)
1st ADAC (9-0 Approve) Fast Track 1/8/03
2nd CCAC (No Action)

7. Recommendations (Effective 2005-06) (If passed by the Board of Directors in its February 2005 Meeting.)

Recommendation #1
205.05 (1) and (2) Advancement of Teams and Individuals
Rewrite to read: individuals placing in the top 15 not on a qualifying team (allowing team members finishing in the top 15 to be substituted for in subsequent levels)
Motioned by Pack / 2nd by Boza
1st CCAC (9-0 Approve) 12/3/03
1st ADAC (7-1 Deny) 1/7/04

Recommendation #2
205.05 Advancement of Teams and Individuals
The top 5 teams and the top 3 individuals from non-qualifying teams, if in the top 15, qualify for the next round of the series (allowing substitute runners)
1st CCAC (Withdrawn in favor of Recommendation #1) 12/3/03

Recommendation #3
Qualifying and Advancing Individuals
Qualify the top five (5) individuals from district to region and region to state who do not qualify on a team (does not tie in the top 15 who qualify as a team so coaches can substitute any of their runners at each level)
1st CCAC (Withdrawn in favor of Recommendation #1) 12/3/03

Recommendation #4
207.06 Failure to compete
Change 207.06 to specify “those who qualify as individuals” (non-team members)
1st CCAC (No Action in favor of Recommendation #1) 12/3/03

Recommendation #5
202.01 Individual Eligibility
Reduce the required number of meets for individuals to three
1st CCAC (No action – currently, schools may request a waiver from the FHSAA) 12/3/03

Recommendation #6
Cross Country Season
Move the state meet back to the third weekend in November (week 19)
1st CCAC (Withdrawn in favor of previous recommendation) 12/3/03

Recommendation #7
205.03(2) Time Schedule of Regional Meets
Change verbiage in manual to “suggested times for competition to begin”. . .(Friday 4:30 and 5 p.m. / Saturday 9:30 and 10 a.m.)
Motioned by Boza / 2nd by Getty
1st CCAC (9-0 Approve) 12/3/03
2nd ADAC (8-0 Approve) 1/7/04

Discussion Items:
Policy 21 / Invitational Events – The committee discussed this policy relative to athletes participating in events during their off-season. Off-season is defined as any time school is in session and the sport is not in its season. Mr. Getty requested that this information be shared with schools so that they may share with their respective coaches. Mr. Thornton informed the committee that the Handbook, which contains the policy, is located on the web site.
District / Regional Dates vs. National Testing Date – The committee did not feel that the conflicts that may arise between the two dates warranted consideration for changing the dates of the district/regional meets.
Centralize locations of region meets – Mr. Chernock inquired about the selection process in determining regional hosts, citing his travels during the past season. Mr. Thornton reviewed the selection process with the committee, noting that in many instances, site selection is dictated by the school(s) which request to host. District host selection is a decision made by the coaches at their district planning meeting.
NCAA News Article – The committee noted the article’s statement in that the trend in today’s cross country venues is to be as “spectator friendly” as possible. This attribute was met at the 2003 FHSAA Cross Country Finals as well.
Fifth- and Sixth-Place Teams Advancing – The committee reviewed statistics from the 2002 and 2003 state meets indicating that the average place for fifth- and sixth-place teams advancing is 17th. However, there was one fifth-place team to place third in the 2003 state meet.
Number of Failure to Compete – The committee reviewed statistics from the 2003 state series indicating that only 5 of 960 athletes were categorized as “failure to compete”. Dr. Crabtree noted this was a result of communications from the FHSAA office to region meet managers, and coaches adjusting accordingly.
Hy-Tek Entries for State Series – Mr. Donovan suggested that the FHSAA instruct district meet managers to include all team members on the Official Entry List in the database when entering athletes.
Pass list for District Meets – Mr. Pack requested clarification regarding the pass gate list for district meets. The number of passes and the sign-in procedures should be discussed at the district planning meeting.
Individual / Team Advancers – After much discussion regarding the interpretation of the advancer(s) and failure to compete policies, staff plans to address the correct procedure in modifying the interpretation of the policy. If a formal recommendation is not needed to make such a change, then staff will pursue it. However, Mr. Thornton suggested that the committee should make a formal recommendation and allow the process for input by athletic directors to take place.

Mr. Rothman adjourned the meeting at 1:30 p.m.