6-1 COMMITTEES OF VIAAA
The following are committees and liaisons as determined by the VIAAA By-laws.
6-1.1 Name of Standing Committees
A. Awards
B. Conference Review
C. Exhibitors
D. Leadership Training
E. Membership
F. Mentor
G. Middle School
H. NIAAA Liaison
I. P.O.P. Manual
J. Past Presidents Council
K. Professional Development
L. Public Relations
M. Publications
N. Scholarship
O. Special Ad Hoc Committees (as needed)
P. Technology
Q. Ways and Means
R. Diversity, Equity, Inclusion and Belonging
6-2 QUALIFICATIONS FOR SERVING ON A COMMITTEE OR AS A LIAISON
6-2.1 All committee members and liaisons, including the chairperson, shall be VIAAA members (Exceptions for committee membership may be made if members include principals, superintendents or other professional educators).
6-2.2 Where it is practical, committee membership should have a cross section of representation from state classifications and Regions.
6-3 COMPOSITION OF COMMITTEES/LIAISON
6-3.1 Appointments to these committees or liaisons shall be made by application or by the President after consultation with the President-Elect.
6-3.2 Committee size will be determined by the President and chairperson after consultation with the Board of Directors.
6-4 EXPENSES
6-4.1 Committee members shall be responsible for their expenses at the Annual Conference.
6-4.2 The VIAAA will pay travel expenses, at a rate set by the Board of Directors, for committee members and liaisons when they attend Board of Directors meetings.
6-4.3 Funds for committee projects and materials, such as awards, shall be authorized by the Board of Directors.
6-5 MEETINGS
6-5.1 Each committee will meet at the discretion of the chairperson and at the convenience of the members.
6-5.2 The chairpersons or liaisons will be requested to submit a report to the President-Elect at the Annual Conference and periodically to the Board of Directors.
6-6 TERM
6-6.1 Terms are decided by the Board of Directors and published annually by the Secretary.
6-6.2 Members may be reappointed.
6-6.3 Members who are unwilling or unable to fulfill their duties may be replaced by the President.
6-7 DESCRIPTION OF COMMITTEES
6-7.1 Awards Committee
A. Statement of Purpose – The committee exists to recognize and award individuals in and outside the field of athletic administration for their contributions to athletics.
B. Job Description of Chairperson – The chairperson shall:
(1) Supervise the administration of the awards process from nomination to selection.
(2) Meet with and report to the Board of Directors.
(3) Develop nomination forms consistent with requirements established by the Board of Directors.
(4) Maintain a record of nominees and recipients for Board of Directors and web page.
(5) Notify award recipients and arrange for their attendance at the Conference.
(6) Supervise the presentation of awards at the Annual State Conference.
C. Committee Responsibilities – The committee shall:
(1) Appropriately advertise the awards, the criteria for each, and solicit award nominations.
(2) Establish time-lines for submitting award nominations.
(3) Recommend award recipients to the Board of Directors.
(4) Assist the chairperson in the maintenance of records.
D. Types of Awards for which the Committee is responsible
(1) NIAAA Awards (in consultation with the NIAAA Liaison)
(2) VIAAA Annual Awards
(3) VIAAA Special Awards
6-7.2 Exhibitor Liaison
A. Statement of Purpose – To encourage businesses from across the state to exhibit at our Annual Conference.
B. Job Description – The liaison should work closely each year with the current Conference Exhibitor Chairperson.
C. Liaison Responsibilities – The liaison shall:
(1) Keep a current mailing list of all exhibitors.
(2) Mail the first Conference mailing to all exhibitors and charge it to the VIAAA (not the host committee).
6-7.3 Middle School Committee
A. Statement of Purpose – The middle school membership committee shall encourage and promote VIAAA membership and develop a middle curriculum for the annual conference
B. Job Description of Chairperson – The chairperson shall work closely with the Conference Chair to implement sessions at the annual conference that include current practices and strategies for the middle school athletic administrator
C. Committee Responsibilities – The committee shall:
(1) Coordinate the middle school session at the annual conference
(2) Maintain a roster of middle school athletic administrators throughout state
6-7.4 Mentor Committee
A. Statement of Purpose – The mentor committee pair new athletic administrators attending the New AD’s Workshop a veteran athletic administrator from the VIAAA membership
B. Job Description of Chairperson – The chairperson shall:
C. Committee Responsibilities – The committee shall:
(1) Assign new athletic administrators with a mentor
(2) Solicit new mentors throughout the various regions in the state
6-7.5 Membership Committee
A. Statement of Purpose – The membership committee shall encourage and promote VIAAA membership by emphasizing benefits and services of the Association.
B. Job Description of Chairperson – The chairperson shall:
(1) Develop the current membership percentage from each region by using the master membership list. This should be reported to the Board of Directors at each meeting.
(2) Work with Regional Representatives to develop a plan of action to contact and solicit membership of all state athletic administrators through District Representatives.
(3) Send membership cards to all members ($5.00 are replacement cards).
C. Committee Responsibilities – The committee shall:
(1) Encourage membership from each region by making a personal contact to each non-joining member.
(2) Work with Regional Representatives to encourage 100% membership from each area of the state.
(3) Encourage independent school membership and middle school memberships.
6-7.6 NIAAA Liaison
A. Statement of Purpose – To have one person consistently communicate with the NIAAA Board of Directors.
B. Job Description of Liaison – The Liaison shall:
(1) Communicate on a regular basis with the NIAAA.
(2) Report the current number of NIAAA members at each Board meeting.
(3) Oversee the NIAAA Emergency Network within the state.
(4) Report NIAAA information to the A.D.mission.
(5) Submit CAA test schedule and sites.
(6) Attend the Section 2 meeting.
(7) Attend the NIAAA Conference and NIAAA Liaison meeting.
(8) Oversee all NIAAA/NFHS Award nominations and selections.
(9) Ensure VIAAA membership to NIAAA.
6-7.7 Professional Development
A. Statement of Purpose – To administer the professional development programs of the VIAAA and NIAAA.
B. Job Description and Chairperson – To supervise professional development programs for the membership.
C. Committee Responsibilities
(1) To supervise the Annual Conference Leadership activity.
(2) To develop curriculum and facilitate the New Athletic Director’s Workshop.
(3) To oversee the NIAAA Certification programs.
(4) To supervise other professional development programs requested by the Board of Directors.
(5) To update membership on current issues pertaining to athletic administration..
(6) Note: All members whose LTI 790 instructor’s fee is paid by the VIAAA are obligated to teach for 2 years.
D. The following reimbursements will be given for professional certifications
(1) RAA - $37.50
(2) CAA - $75.00
(3) CMAA - $125.00
6-7.8 Leadership Training Committee
A. Statement of Purpose – To administer the NIAAA Leadership Training Institute curriculum.
B. Job Description of Chairperson – To ensure LTI courses are available in sufficient quantity and variety and to support LTI instructors in the delivery of courses.
C. Committee Responsibilities
(1) To survey membership and develop an annual calendar of LTI offerings based on the results of survey.
(2) To encourage the development of additional LTI instructors and maintain a current list of courses they are eligible to teach.
(3) In consultation with the officers develop a proposed schedule of LTI offerings to be presented to the Board of Directors for approval.
(4) To assist the officers in the administration of Out-Reach and Out-Teach programs.
6-7.9 Public Relations Committee
A. Statement of Purpose – To keep the Board of Directors abreast of political situations that could affect the interscholastic athletic programs in Virginia.
B. Job Description of Chairperson – To report to the Board of Directors any political actions that have taken place in the state.
C. Committee Responsibilities – The committee shall:
(1) Keep in close contact with area Delegates.
(2) Communicate with all areas of the state to keep abreast of the current political climate.
(3) Update and display the VIAAA display board.
(4) Keep membership appraised of current issues, both politically and changes to rules, equipment and facilities.
6-7.10 Publications Committee
A. Statement of Purpose – The committee is responsible for the Association newsletter and other publications that will be distributed to provide a source of communication, information, and the opportunity for professional growth and development of the membership.
B. Duties of Chairperson – The Chairperson shall:
(1) Solicit information, articles and materials to be included in the newsletter.
(2) Coordinate production of the newsletter with a professional service to be emailed to members ` a minimum of three times per year.
(3) Meet with and report to the Board of Directors concerning the publication of the newsletter and information to be included therein.
(4) Send mailing list program to the vice chairperson to cross-check the membership list with the mailing list. The Retired Athletic Administrator should also get a mailing list from the vice chairperson.
(5) Assign the rotation and topics of professional articles for the year at the May Board of Directors meeting. Refer to the Publications Time-line for further information.
(6) E-mail the A.D.mission to principals and superintendents.
C. Committee Responsibilities – The committee shall:
(1) Submit professional articles for the A.D.mission.
(2) Submit tips for sharing with other athletic administrators across the state.
(3) Review regional report and committee reports for items to be included in the A.D.mission.
6-7.11 Scholarship Committee
A. Statement of Purpose – To annually award scholarships (three Youngblood Scholarships, one Dodson Scholarship and Past President’s Scholarship).
B. Job Description of Chairperson – The chairperson shall:
(1) Recommend the deadline date for scholarship applications to the Board of Directors.
(2) Update the scholarship application form as needed.
(3) Receive and review all scholarship applications with committee.
C. Committee Responsibilities – The committee, which consists of the At-Large-Delegates, shall:
(1) Encourage students to apply for these scholarships.
(2) Meet in January to select award recipients.
(3) Prepare a news release for and notify scholarship recipients.
(4) Administer collections of pictures and make banquet arrangements for recipients and their guests (3 tickets). Greet recipients and notify them when they may leave after completion of dinner at the banquet.
(5) Ensure the scholarship winners complete forms required by Treasurer to issue payment on student’s behalf.
6-7.12 Ways & Means Committee
A. Statement of Purpose – The committee shall function to establish a financial program to enhance and promote the goals of the VIAAA.
B. Job Description of Chairperson – The chairperson shall:
(1) Develop a plan of action for projects and the financing of such projects.
(2) Coordinate the operation of the 50/50 raffle at the VHSL Legislative Council meetings, the Annual Conference, and Board of Directors meetings.
(3) Meet with and report to the Board of Directors.
C. Committee Responsibilities – The committee shall:
(1) Assist in formulating an action plan for financing projects.
(2) Help at all 50/50 raffles.
6-7.13 Conference Review Committee
A. Statement of Purpose – The committee shall assist current and future conference chairpersons with planning of the Annual Conference.
B. Job Description of Chairperson – The chairperson shall:
(1) Update conference planning notebook annually and distribute to all conference committee members at the
conference.
(2) Coordinate conference committee meetings.
(3) Make recommendations to the Board of Directors for future Conference sites.
C. Committee Responsibilities – The committee shall:
(1) Meet as requested.
(2) Review all committee needs for the Annual Conference and hold at least one meeting at the Conference.
(3) Evaluate the Conference and suggest improvements for future conferences. This information should be summarized and distributed to all future conference chairs.
6-7.14 Leadership Training Committee
A. Statement of Purpose – The committee shall schedule LTI courses and assign instructors.
B. Job Description of Chairperson – The chairperson shall:
(1) Schedule LTI courses and assign instructors.
(2) Provide all materials and support for the instructors.
C. Committee Responsibilities – The committee shall:
(1) Maintain current list of qualified instructors.
(2) Solicit information for best choosing the courses to be offered each year.
6-7.15 Technology Committee
A. Statement of Purpose – To utilize technology to promote the VIAAA goals.
B. Job Description of Chairperson – The chairperson shall:
(1) Update and supervise the web page.
(2) Develop a PowerPoint presentation for Awards programs.
C. Committee Responsibilities – The committee shall:
(1) Review and update the web page.
(2) Update the website with items as directed by the Board of Directors.
6-7.16 P.O.P. Liaison
Nomination – P.O.P. officer shall be appointed by the President with no term limitation.
A. Shall update policy manual as needed.
B. Report all policy changes to VIAAA webmaster.
C. Shall maintain a master copy to be kept at the VIAAA library at the League office.
D. Shall forward a copy of all changes to the President.
6-7.17 Past Presidents’ Council
A. Membership and Duties – All Past Presidents of the Association shall be members of the Past Presidents’ Council. Any Past President may serve as the chairperson. The duties of this council and the Executive Director shall be to assist and advise the Board of Directors of the Association.
B. Duties
(1) To assist and advise the Board of Directors.
(2) Select the recipient of the Athletic Director of the Year Award and the Distinguished Service Award.
(3) Nominate individuals for the Virginia High School Hall of Fame and other awards.
(4) The Nominating Committee for the election of President-Elect shall consist of any Past President acting as
chairperson, and all Past Presidents attending the January meeting. Members of the Board of Directors eligible for nomination for President-Elect shall be notified in writing of the nominating process by the committee chairperson.
C. Process
(1) The President-Elect position will be announced at the VIAAA Annual Conference Sectional meeting (one year in advance).
(2) The vacancy will be announced in the Fall A.D.mission.
(3) Applications will be due by October 1. President-Elect applications will go to the Immediate Past President.
(4) The Past President’s Council will review all applications and will interview the President-Elect candidates prior to the January Board meeting
(5) One nomination for President-Elect will be presented at the January Board of Director’s meeting. The Board of Directors will approve one nominee to become President-Elect, by majority vote at its January meeting.
(6) The Past Presidents’ Council will interview the President-Elect candidates at the January Board meeting.
(7) Two nominations for President-Elect will be presented at the February Board of Director’s meeting. The Board of Directors will approve one nominee to become President-Elect.
6-7.18 Special Ad Hoc Committees
A. Statement of Purpose – Ad Hoc committees may be appointed by the President and approved by the Board of Directors to deal with matters not assigned to any Standing Committee or Liaison.
B. Previous Ad Hoc Committees
(1) The Policies Operations and Procedures (POP) Manual Committee
a. The Past Presidents’ Council was designated to compose the POP Manual (Committee appointed May, 1988).
b. The officers of the Board of Directors were designated in 1994 to take over the job of reviewing the P.O.P.
Manual.
c. The President-Elect will review the P.O.P. Manual revisions with the P.O.P. Liaison annually.
(2) Committee to develop “VIAAA Position on Hiring Paraprofessional Coaches.” (The Committee, appointed in August 1982, was chaired by Larry Pence and included John Youngblood and Richard Foutz.)
(3) Committee to develop “VIAAA Position on Hiring Certified Athletic Trainers.” (The Committee was appointed May 19, 1990, was chaired by Jimmy Jones, and included Jimmy Omps, Al Crow, Jon Almquist (CTA), Nancy Burke CTA), and Mike McGee(CTA)).
(4) Committee to develop “Coaching Certification.” (The Committee was appointed January 1994, was chaired by Jeff Dietze, and included Norm Lineberg, Al Crymes and C.A. Burton).
(5) Committee to develop a “Virginia Athletic Directors Survey.” (The Committee was appointed in October 1994, was chaired by Dr. Carol Chory, and included Al Crymes, Sandy Hadaway and Randell Snow.)
(6) Committee to further develop the “Independent School Membership.” (The Committee was appointed in October, 1995, and was chaired by John Hall. Committee was charged with increasing the independent school membership and forming better lines of communication.)
(7) Committee to determine the “VIAAA Conference Format.” (The Committee was appointed in August, 1996, and was chaired by Gary Silvey. Committee was charged with determining the best format to use for the VIAAA Annual Conference.)
(8) Committee established to increase Middle school membership and involvement. Appointed in 1998. Committee members Danny Anglin and Danny Knott.
(9) Committee to expand Membership Benefits. Appointed in 2001. Committee chair Tom Dolan.
(10) Committee to expand Technology and VIAAA website. Appointed in 2001. Committee chair Donna King.
(11) Committee for Strategic Planning. Appointed in 2010. Committee chairs Scott Morris and Dick Kemper.
(12) Committee for Mentors. Appointed in 2015. Committee chair Scott Morris
(13) Committee for Finance. Appointed in 2018. Committee chair Michael Tribus
(14) Committee Diversity, Equity, Inclusion (DEI). Appointed in 2020. Committee chair Shea Collins