Woodstock Girls Softball League
Woodstock Girls Softball League General Membership Meeting Minutes Woodstock VFW Post 5040 January 5th, 2016 at 7:00pm I. Board of Directors Roll Call: Meeting convened at: 7:02pm Alissa Benedict President
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Angela Young Secretary
Keith Benedict 10U Division Rep.
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Dan White 16U Division Rep.
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Mark Morgan Vice-President
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Brian Heidtke 6U Division Rep.
Mark Morgan 12U Division Rep.
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20U Division Rep.
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Jeff Legare Treasurer
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Dan Williams 8U Division Rep.
Jeff Legare 14U Division Rep.
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II. Review/Approval of Previous Month’s General Membership Meeting Minutes - Board of Directors STATUS: RECURRING 1/5/2016 Motion made to APPROVE meeting minutes for December (R. Watson). Motion seconded (D. White). 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); November month end balance: $ 18,583.25 December month end balance: $ 16,820.81 1/5/2016 $1.79 in interest added to November month end balance. Motion made to APPROVE Treasurer’s Report for December (J. Legare). Motion seconded (R. Watson). 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 1/5/2016
Equipment & Field Maintenance (Benedict): Softballs are currently on sale. Will order a couple cases to stock up Training Coordinator (P.Riis): Good turn out to clinic on 1/4. Mondays’ work best for Coach K. 1/11, 1/25, 2/8, 2/29 and 3/14 will be hitting clinics. 2/1, 2/22, 3/7 and 3/21 will be skills clinics. Sponsorship Coordinator (Benedict): Sponsorship documents were updated for 2016. Still looking for scoreboard sponsors. City Liaison (Thurow): No Report Spirit Wear Coordinator (Watson): No Report Umpire Coordinator (White): No Report Website / Registration (Young): No Report Concessions (A.Benedict): No Report Uniforms Coordinator (Watson): Rich will look at some local stores for pricing and selection for Spring uniforms. Keith is looking for Storm uniforms. Storm colors will be teal and black. 6U-20U Division Representatives: No Report
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Opening Day Coordinator (Open): Lisa Weber is not able to help coordinate opening day this year. Need to find someone that can help coordinate events. Trophy Coordinator (Open): No Report
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CLASS “C” / SUNDAY LEAGUE – Board of Directors/Members STATUS: OPEN SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION. 12/1/2015 10U has been practicing on Sundays. Keith found 2 additional girls for 12U storm team. 1/5/2016 14U is starting practice this week. Brian is not able to continue coaching the 10U storm team right now. Mark will coach the 10U storm team if no other parents are able to. 16U is working on creating a storm team and has 9 girls to start. Coaches to send Angela their Storm roster to set up registration.
VI.
BATES PARK SCOREBOARDS – Board of Directors/Members STATUS: OPEN SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION. 12/1/2015 Discussed cost of scoreboard installation. Cost to install is about the same as the scoreboard. Possibly get volunteers to do electrical work. Scoreboard on field 4 would be placed towards right field. Dan will price out costs if he were to install. Alissa and Mark have continued to work on getting additional sponsors. Discussed adding a lower level of sponsorship that includes name on banner and adding a donation for the scoreboard to the online registration for 2016. Discussed setting up Go Fund Me page to get additional funds. Motion made to APPROVE Go Fund Me page for Scoreboard (R. Watson). Motion seconded (P. Riis). Vote: I’s – All in attendance; Nays – None. Motion Approved Pete will set up page. 1/5/2016 GoFundMe page has raised $200. Dan gave estimate of $6250.00 to install two scoreboards. If we can get a volunteer to do electrical it will save money. Discussed letting Nevco do installation of first board on field 3. Decision was made to have Nevco install one board for now and work on funds for one or two more boards to be installed next year. Will need to bring to Park & Rec meeting to get approval. Keith will check if quote includes I-beam painting. Will order 3 remotes with scoreboard.
VII.
Registration Fees – Board of Directors/Members STATUS: NEW/OPEN 12/1/2015 Walk in registration will be 2/6/16. May have additional walk in times during skills clinics. Need to set up a uniform pickup process in order to collect $30 check for volunteer time. Discussed the discount cards for 2016. All agreed that it is something we should continue to do. Motion made to APPROVE Discount Cards for 2016 (A. Benitez). Motion seconded (R. Watson). Vote: I’s – All in attendance; Nays – None. Motion Approved 1/5/2016 Alissa will send out email about walk in registration. Alissa ordered Discount Cards.
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MISCELLANEOUS / NEW ISSUES OR COMMENTS - Board of Directors/Members STATUS: NEW / OPEN SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION 12/1/2015 Discussed Bandits game. Crystal Lake wants to do 14U and 16U games. Will use 14U Storm team and get together a 16U team to play. Also discussed reaching out to other areas to see if there is a 10U and 12U team that would want to play. 1/5/2016 Discussed VFW building was sold. VFW will be around for at least 6-12 months but may need to find an alternate location for meetings after that.
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Adjournment - Board of Directors 1/5/2016 The next General Membership Meeting is February 2, 2016 at the Woodstock VFW Post 5040 at 7:00pm. Motion made to ADJOUN the meeting (K. Benedict). Motion seconded (R. Watson). Vote: I’s – All in attendance; Nays – None. MOTION APPROVED Meeting adjourned at: 8:41pm
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Angela Young Secretary
Keith Benedict 10U Division Rep.
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Dan White 16U Division Rep.
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Mark Morgan Vice-President
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Brian Heidtke 6U Division Rep.
Mark Morgan 12U Division Rep.
-
20U Division Rep.
-
Jeff Legare Treasurer
X
Dan Williams 8U Division Rep.
Jeff Legare 14U Division Rep.
-
X
II. Review/Approval of Previous Month’s General Membership Meeting Minutes - Board of Directors STATUS: RECURRING 1/5/2016 Motion made to APPROVE meeting minutes for December (R. Watson). Motion seconded (D. White). 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); November month end balance: $ 18,583.25 December month end balance: $ 16,820.81 1/5/2016 $1.79 in interest added to November month end balance. Motion made to APPROVE Treasurer’s Report for December (J. Legare). Motion seconded (R. Watson). 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 1/5/2016
Equipment & Field Maintenance (Benedict): Softballs are currently on sale. Will order a couple cases to stock up Training Coordinator (P.Riis): Good turn out to clinic on 1/4. Mondays’ work best for Coach K. 1/11, 1/25, 2/8, 2/29 and 3/14 will be hitting clinics. 2/1, 2/22, 3/7 and 3/21 will be skills clinics. Sponsorship Coordinator (Benedict): Sponsorship documents were updated for 2016. Still looking for scoreboard sponsors. City Liaison (Thurow): No Report Spirit Wear Coordinator (Watson): No Report Umpire Coordinator (White): No Report Website / Registration (Young): No Report Concessions (A.Benedict): No Report Uniforms Coordinator (Watson): Rich will look at some local stores for pricing and selection for Spring uniforms. Keith is looking for Storm uniforms. Storm colors will be teal and black. 6U-20U Division Representatives: No Report
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Opening Day Coordinator (Open): Lisa Weber is not able to help coordinate opening day this year. Need to find someone that can help coordinate events. Trophy Coordinator (Open): No Report
V.
CLASS “C” / SUNDAY LEAGUE – Board of Directors/Members STATUS: OPEN SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION. 12/1/2015 10U has been practicing on Sundays. Keith found 2 additional girls for 12U storm team. 1/5/2016 14U is starting practice this week. Brian is not able to continue coaching the 10U storm team right now. Mark will coach the 10U storm team if no other parents are able to. 16U is working on creating a storm team and has 9 girls to start. Coaches to send Angela their Storm roster to set up registration.
VI.
BATES PARK SCOREBOARDS – Board of Directors/Members STATUS: OPEN SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION. 12/1/2015 Discussed cost of scoreboard installation. Cost to install is about the same as the scoreboard. Possibly get volunteers to do electrical work. Scoreboard on field 4 would be placed towards right field. Dan will price out costs if he were to install. Alissa and Mark have continued to work on getting additional sponsors. Discussed adding a lower level of sponsorship that includes name on banner and adding a donation for the scoreboard to the online registration for 2016. Discussed setting up Go Fund Me page to get additional funds. Motion made to APPROVE Go Fund Me page for Scoreboard (R. Watson). Motion seconded (P. Riis). Vote: I’s – All in attendance; Nays – None. Motion Approved Pete will set up page. 1/5/2016 GoFundMe page has raised $200. Dan gave estimate of $6250.00 to install two scoreboards. If we can get a volunteer to do electrical it will save money. Discussed letting Nevco do installation of first board on field 3. Decision was made to have Nevco install one board for now and work on funds for one or two more boards to be installed next year. Will need to bring to Park & Rec meeting to get approval. Keith will check if quote includes I-beam painting. Will order 3 remotes with scoreboard.
VII.
Registration Fees – Board of Directors/Members STATUS: NEW/OPEN 12/1/2015 Walk in registration will be 2/6/16. May have additional walk in times during skills clinics. Need to set up a uniform pickup process in order to collect $30 check for volunteer time. Discussed the discount cards for 2016. All agreed that it is something we should continue to do. Motion made to APPROVE Discount Cards for 2016 (A. Benitez). Motion seconded (R. Watson). Vote: I’s – All in attendance; Nays – None. Motion Approved 1/5/2016 Alissa will send out email about walk in registration. Alissa ordered Discount Cards.
VIII.
MISCELLANEOUS / NEW ISSUES OR COMMENTS - Board of Directors/Members STATUS: NEW / OPEN SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION 12/1/2015 Discussed Bandits game. Crystal Lake wants to do 14U and 16U games. Will use 14U Storm team and get together a 16U team to play. Also discussed reaching out to other areas to see if there is a 10U and 12U team that would want to play. 1/5/2016 Discussed VFW building was sold. VFW will be around for at least 6-12 months but may need to find an alternate location for meetings after that.
IX.
Adjournment - Board of Directors 1/5/2016 The next General Membership Meeting is February 2, 2016 at the Woodstock VFW Post 5040 at 7:00pm. Motion made to ADJOUN the meeting (K. Benedict). Motion seconded (R. Watson). Vote: I’s – All in attendance; Nays – None. MOTION APPROVED Meeting adjourned at: 8:41pm
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