Woodstock Girls Softball League AWS
Woodstock Girls Softball League General Membership Meeting Minutes Woodstock VFW Post 5040 September 1st, 2015 at 7:00pm I. Board of Directors Roll Call: Meeting convened at: 7:04pm Alissa Benedict President
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Angela Young Secretary
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Keith Benedict 10U Division Rep.
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Dan White 16U Division Rep.
Tavo Ramirez Vice-President
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Brian Heidtke 6U Division Rep.
X
Mark Morgan 12U Division Rep.
X
20U Division Rep.
X
Dan Williams 8U Division Rep.
Jeff Legare 14U Division Rep.
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Jeff Legare Treasurer
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II. Review/Approval of Previous Month’s General Membership Meeting Minutes - Board of Directors STATUS: RECURRING 9/1/2015 Motion made to APPROVE meeting minutes for August (Rich Watson). Motion seconded (Keith Benedict). Vote: I’s – All in attendance; Nays – None. MOTION APPROVED.
III. Presentation/Approval of Treasurer’s Monthly Report – Jeff Legare STATUS: RECURRING Statements and Income/Expense Reports (see attached); July month end balance: $ 8064.08 August month end balance: $ 13341.60 9/1/2015 Motion made to APPROVE Treasurer’s Report for August (Keith Benedict). Motion seconded (Mark Morgan). Vote: I’s – All in attendance; Nays – None. MOTION APPROVED.
IV. COORDINATOR/DIVISION REPRESENTATIVE REPORTS – Appointed Coordinators/Division Reps. STATUS: RECURRING SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION 9/1/2015
Equipment & Field Maintenance (Benedict): All coaches picked up equipment for Fall Ball Training Coordinator (P.Riis): Clinics to start in January. Requests for gym time can be made in November. Trying to get larger gym for pitching and weekend time for catcher clinic Sponsorship Coordinator (Benedict): $300 donation from Sports Authority. Discussed setting up Go Fund Me page for additional donations. City Liaison (Thurow): No report Spirit Wear Coordinator (Watson): No report Umpire Coordinator (Herrmann): Working on getting all umpires patched. Added some new umpires. Payment can be made at the end of the Fall Ball season Website / Registration (Young): Fall Ball registration closed. 128 registered. Concessions (A.Benedict): Working on concession stand schedule Uniforms Coordinator (Watson): No report
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COORDINATOR/DIVISION REPRESENTATIVE REPORTS (Continued) 6U-20U Division Representatives: 12U Div. – Motion made to nominate Mark Morgan for 12U Division Rep (K. Benedict). Motion seconded (Brian Heidtke). Vote: I’s – All in attendance; Nays – None. MOTION APPROVED. 16U Div – Received some complaints about too many players on team. Not enough girls to make two teams. All other divisions – No Reports Opening Day Coordinator (Open): No report/No coordinator Trophy Coordinator (Open): No report/No coordinator
V.
HONORARY FIELD DEDICATION- Board of Directors/Members STATUS: OPEN SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION 8/3/2015 Erich stated to the group that Mrs. Hathcock was touched an honored by the dedication of field 4. City council will need to give final approval. 9/1/2015 Will be discussed during the Park and Rec meeting on 9/8 for approvals
VI.
CLASS “C” / SUNDAY LEAGUE STATUS: OPEN SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION. 8/3/2015 Alissa still to send e-mail to the membership regarding league information. 9/1/2015 Practices will be held throughout winter. Players have to commit to Spring/Summer but do not have to play Fall Ball. Alissa and Angela will create signup sheet for try outs.
VII.
BATES PARK SCOREBOARDS STATUS: OPEN SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION. 7/7/2015 No progress / No utility locates have been completed. 8/3/2015 Discussion commenced regarding purchasing electronic score board rather than make all wood scoreboards. Group was partial to having electronic scoreboards for fields 3 and 4; and a manual scoreboard for field 5. Total costs to be investigated. 9/1/2015 Discussion continued around costs for electronic and manual score boards. Approximately $5000 without the poles to mount the score board. Discussed possibly including Heatwave to help with costs and Go Fund Me page. Alissa will reach out to Little League to find out who did their score board.
VIII.
IX.
FALL BALL START-UP / COORDINATION - Board of Directors/Members STATUS: OPEN th th 8/3/2015 Fall Ball season dates to be September 5 thru October 24 ; Practices will start last week of August. 9/1/2015 Practices have started. Games starting 9/5.
NOMINATIONS FOR / CONDUCT AUGUST ELECTIONS- Board of Directors/Members STATUS: OPEN CLOSED SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION 8/3/2015 CONDUCTED NOMINATON AND ELECTION PROCEEDINGS Secretary: NOMINEE(S): Angela Young (No other nominees) VOTE: Motion made to approve Angela Young as Secretary (Erich Thurow) Motion seconded (Dan White) RESULTS: I’s - All in attendance; Nays – None. MOTION APPROVED
President:
NOMINEE(S):
Motion made to nominate Alissa Benedict for President (D. White) Motion seconded (K.Benedict) Nomination accepted by Alissa Benedict Motion made to nominate Rich Watson for President (T.Ramirez) Nomination accepted by Rich Watson
VOTE: Secret Ballot RESULTS: Alissa Benedict – 10, Rich Watson – 8
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9/1/2015
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Motion made to CLOSE this issue (Rich Watson). Motion seconded (Keith Benedict). Vote: I’s – All in attendance; Nays – None. MOTION APPROVED.
MISCELLANEOUS / NEW ISSUES OR COMMENTS - Board of Directors/Members STATUS: NEW / OPEN SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION 8/3/2015 1) Discussion commenced regarding future 8U participation in All-Star tournaments. Discussion noted the low interest from 8U players/families and the overall lack of 8U teams at all other surrounding tourneys.
Motion made to continue All-Star participation for only 10U thru 16U divisions (K.Benedict). Motion seconded (R.Watson). Vote: I’s – All in attendance; Nays – None. MOTION APPROVED.
2) Erika Zarnstorff resigned as 6U division representative for work related conflicts. Brian Heidtke volunteered to assume the position of 6U Rep.
Motion made to APPROVE Brian Heidtke as 6U Division Representative (E.Thurow) Motion seconded (D.White) Vote: I’s – All in attendance; Nays – None. MOTION APPROVED.
3) It was noted that on the WGSL website that the season end date is for the regular season games and does not include the NISA end-of-season tournament. It was suggested that the dates include the tournament. Concern being that many people plan summer vacations around the end of the regular season and that the tournament week was a surprise to many people. K.Schultz said he would make sure they do going forward. 4) Rich Watson conveyed to the group the game that he and his 16U team played in at the Bandits stadium over the summer. He noted that it was a great time and that the cost was minimal. It was suggested that it could be a regular event offered to WGSL teams.
9/1/2015
XI.
5) As an off-shoot of the umpiring conversation and the associated costs of changing companies; a discussion regarding registration fees commenced. It was decided that the topic of fees needs to be discussed; but will be tabled till next board meeting in September. Park and Rec is going to start reviewing 10 year plan. Need to review and prioritize wants and needs. Non-Resident fee about to run out on batting cage. P. Riis will see if we can recoup costs from Field 3 repairs. Alissa brought up possibility of doing a fundraiser at Muse Art. She will reach out to get more details.
Adjournment - Board of Directors 9/1/2015 The next General Membership Meeting is October 6, 2015 at the Woodstock VFW Post 5040 at 7:00pm. Motion made to ADJOUN the meeting (Rich Watson). Motion seconded (Brian Heidtke). Vote: I’s – All in attendance; Nays – None. MOTION APPROVED Meeting adjourned at: 7:44pm
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X
Angela Young Secretary
X
Keith Benedict 10U Division Rep.
X
Dan White 16U Division Rep.
Tavo Ramirez Vice-President
X
Brian Heidtke 6U Division Rep.
X
Mark Morgan 12U Division Rep.
X
20U Division Rep.
X
Dan Williams 8U Division Rep.
Jeff Legare 14U Division Rep.
-
Jeff Legare Treasurer
X
II. Review/Approval of Previous Month’s General Membership Meeting Minutes - Board of Directors STATUS: RECURRING 9/1/2015 Motion made to APPROVE meeting minutes for August (Rich Watson). Motion seconded (Keith Benedict). Vote: I’s – All in attendance; Nays – None. MOTION APPROVED.
III. Presentation/Approval of Treasurer’s Monthly Report – Jeff Legare STATUS: RECURRING Statements and Income/Expense Reports (see attached); July month end balance: $ 8064.08 August month end balance: $ 13341.60 9/1/2015 Motion made to APPROVE Treasurer’s Report for August (Keith Benedict). Motion seconded (Mark Morgan). Vote: I’s – All in attendance; Nays – None. MOTION APPROVED.
IV. COORDINATOR/DIVISION REPRESENTATIVE REPORTS – Appointed Coordinators/Division Reps. STATUS: RECURRING SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION 9/1/2015
Equipment & Field Maintenance (Benedict): All coaches picked up equipment for Fall Ball Training Coordinator (P.Riis): Clinics to start in January. Requests for gym time can be made in November. Trying to get larger gym for pitching and weekend time for catcher clinic Sponsorship Coordinator (Benedict): $300 donation from Sports Authority. Discussed setting up Go Fund Me page for additional donations. City Liaison (Thurow): No report Spirit Wear Coordinator (Watson): No report Umpire Coordinator (Herrmann): Working on getting all umpires patched. Added some new umpires. Payment can be made at the end of the Fall Ball season Website / Registration (Young): Fall Ball registration closed. 128 registered. Concessions (A.Benedict): Working on concession stand schedule Uniforms Coordinator (Watson): No report
1
COORDINATOR/DIVISION REPRESENTATIVE REPORTS (Continued) 6U-20U Division Representatives: 12U Div. – Motion made to nominate Mark Morgan for 12U Division Rep (K. Benedict). Motion seconded (Brian Heidtke). Vote: I’s – All in attendance; Nays – None. MOTION APPROVED. 16U Div – Received some complaints about too many players on team. Not enough girls to make two teams. All other divisions – No Reports Opening Day Coordinator (Open): No report/No coordinator Trophy Coordinator (Open): No report/No coordinator
V.
HONORARY FIELD DEDICATION- Board of Directors/Members STATUS: OPEN SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION 8/3/2015 Erich stated to the group that Mrs. Hathcock was touched an honored by the dedication of field 4. City council will need to give final approval. 9/1/2015 Will be discussed during the Park and Rec meeting on 9/8 for approvals
VI.
CLASS “C” / SUNDAY LEAGUE STATUS: OPEN SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION. 8/3/2015 Alissa still to send e-mail to the membership regarding league information. 9/1/2015 Practices will be held throughout winter. Players have to commit to Spring/Summer but do not have to play Fall Ball. Alissa and Angela will create signup sheet for try outs.
VII.
BATES PARK SCOREBOARDS STATUS: OPEN SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION. 7/7/2015 No progress / No utility locates have been completed. 8/3/2015 Discussion commenced regarding purchasing electronic score board rather than make all wood scoreboards. Group was partial to having electronic scoreboards for fields 3 and 4; and a manual scoreboard for field 5. Total costs to be investigated. 9/1/2015 Discussion continued around costs for electronic and manual score boards. Approximately $5000 without the poles to mount the score board. Discussed possibly including Heatwave to help with costs and Go Fund Me page. Alissa will reach out to Little League to find out who did their score board.
VIII.
IX.
FALL BALL START-UP / COORDINATION - Board of Directors/Members STATUS: OPEN th th 8/3/2015 Fall Ball season dates to be September 5 thru October 24 ; Practices will start last week of August. 9/1/2015 Practices have started. Games starting 9/5.
NOMINATIONS FOR / CONDUCT AUGUST ELECTIONS- Board of Directors/Members STATUS: OPEN CLOSED SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION 8/3/2015 CONDUCTED NOMINATON AND ELECTION PROCEEDINGS Secretary: NOMINEE(S): Angela Young (No other nominees) VOTE: Motion made to approve Angela Young as Secretary (Erich Thurow) Motion seconded (Dan White) RESULTS: I’s - All in attendance; Nays – None. MOTION APPROVED
President:
NOMINEE(S):
Motion made to nominate Alissa Benedict for President (D. White) Motion seconded (K.Benedict) Nomination accepted by Alissa Benedict Motion made to nominate Rich Watson for President (T.Ramirez) Nomination accepted by Rich Watson
VOTE: Secret Ballot RESULTS: Alissa Benedict – 10, Rich Watson – 8
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9/1/2015
X.
Motion made to CLOSE this issue (Rich Watson). Motion seconded (Keith Benedict). Vote: I’s – All in attendance; Nays – None. MOTION APPROVED.
MISCELLANEOUS / NEW ISSUES OR COMMENTS - Board of Directors/Members STATUS: NEW / OPEN SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION 8/3/2015 1) Discussion commenced regarding future 8U participation in All-Star tournaments. Discussion noted the low interest from 8U players/families and the overall lack of 8U teams at all other surrounding tourneys.
Motion made to continue All-Star participation for only 10U thru 16U divisions (K.Benedict). Motion seconded (R.Watson). Vote: I’s – All in attendance; Nays – None. MOTION APPROVED.
2) Erika Zarnstorff resigned as 6U division representative for work related conflicts. Brian Heidtke volunteered to assume the position of 6U Rep.
Motion made to APPROVE Brian Heidtke as 6U Division Representative (E.Thurow) Motion seconded (D.White) Vote: I’s – All in attendance; Nays – None. MOTION APPROVED.
3) It was noted that on the WGSL website that the season end date is for the regular season games and does not include the NISA end-of-season tournament. It was suggested that the dates include the tournament. Concern being that many people plan summer vacations around the end of the regular season and that the tournament week was a surprise to many people. K.Schultz said he would make sure they do going forward. 4) Rich Watson conveyed to the group the game that he and his 16U team played in at the Bandits stadium over the summer. He noted that it was a great time and that the cost was minimal. It was suggested that it could be a regular event offered to WGSL teams.
9/1/2015
XI.
5) As an off-shoot of the umpiring conversation and the associated costs of changing companies; a discussion regarding registration fees commenced. It was decided that the topic of fees needs to be discussed; but will be tabled till next board meeting in September. Park and Rec is going to start reviewing 10 year plan. Need to review and prioritize wants and needs. Non-Resident fee about to run out on batting cage. P. Riis will see if we can recoup costs from Field 3 repairs. Alissa brought up possibility of doing a fundraiser at Muse Art. She will reach out to get more details.
Adjournment - Board of Directors 9/1/2015 The next General Membership Meeting is October 6, 2015 at the Woodstock VFW Post 5040 at 7:00pm. Motion made to ADJOUN the meeting (Rich Watson). Motion seconded (Brian Heidtke). Vote: I’s – All in attendance; Nays – None. MOTION APPROVED Meeting adjourned at: 7:44pm
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