Woodstock Girls Softball League
Woodstock Girls Softball League General Membership Meeting Minutes Woodstock VFW Post 5040 February 2nd, 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 2/2/2016 Motion made to APPROVE meeting minutes for January (R. Watson). Motion seconded (K. 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); December month end balance: $ 16,820.81 January month end balance: $ 20,207.97 2/2/2016 Motion made to APPROVE Treasurer’s Report for January (K. Benedict). 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 2/2/2016
Equipment & Field Maintenance (Benedict): Keith will look into getting pitching nets for fields Training Coordinator (P.Riis): Clinics going well – good turn outs Sponsorship Coordinator (Benedict): Still looking for scoreboard and 2016 sponsors. City Liaison (Thurow): Alissa talked with Erich about Bates – discussed Heatwave using fields with lights and leaving early. Could have had a game on those fields instead. Bittie Ball in June. Alissa going to city meeting for scoreboard approvals. Spirit Wear Coordinator (Watson): No Report Umpire Coordinator (White): No Report Website / Registration (Young): 37 registrations completed to date. 11 storm registrations completed Concessions (A.Benedict): No Report Uniforms Coordinator (Watson): Discussed doing home and away jerseys for Storm team instead of one jersey and pants. Rich working with store in Cary for prices for regular season jerseys. Jeff talked with American Apparel in Algonquin – will get details and pricing for next meeting. 6U-20U Division Representatives: No Report
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Opening Day Coordinator (Open): Opening day is 5/7/2016 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. 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. 2/2/2016 Discussed having Storm teams do fundraisers or get additional sponsors to help with costs. Possibly have banners for Storm sponsors for $200/team. Additional player added to 12U team. Two additional players and alternates added to 16U.
VI.
BATES PARK SCOREBOARDS – Board of Directors/Members STATUS: OPEN SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION. 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. 2/2/2016 Scoreboard will be put up between Fields 2 & 3. Fields 5 & 6 will be next and then field 4.
VII.
Registration Fees – Board of Directors/Members STATUS: NEW/OPEN 1/5/2016 Alissa will send out email about walk in registration. Alissa ordered Discount Cards. 2/2/2016 Discussed amount of open balances from 2014 and 2015. Jeff to send out letters to everyone with an open balance. Will follow up with emails if needed. To help reduce open balances going forward, will no longer accept checks on the website. Angela to update payment options to credit card only with payment plans and to add new and returning player registration forms to website for anyone that wants to mail in check.
VIII.
MISCELLANEOUS / NEW ISSUES OR COMMENTS - Board of Directors/Members STATUS: NEW / OPEN SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION 2/2/2016 Discussed Faith Kies memorial – will have black patch with #12 in orange for all jerseys. Discussed move up requests. Want to keep all girls with correct age group as much as possible. Jeff to write up Move Up Request information to update website with.
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Adjournment - Board of Directors 2/2/2016 The next General Membership Meeting is March 1, 2016 at the Woodstock VFW Post 5040 at 7:00pm. Motion made to ADJOUN the meeting (D. White). Motion seconded (K. Benedict). Vote: I’s – All in attendance; Nays – None. MOTION APPROVED Meeting adjourned at: 8:57pm
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Angela Young Secretary
Keith Benedict 10U Division Rep.
X
Dan White 16U Division Rep.
X
Mark Morgan Vice-President
X
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 2/2/2016 Motion made to APPROVE meeting minutes for January (R. Watson). Motion seconded (K. 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); December month end balance: $ 16,820.81 January month end balance: $ 20,207.97 2/2/2016 Motion made to APPROVE Treasurer’s Report for January (K. Benedict). 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 2/2/2016
Equipment & Field Maintenance (Benedict): Keith will look into getting pitching nets for fields Training Coordinator (P.Riis): Clinics going well – good turn outs Sponsorship Coordinator (Benedict): Still looking for scoreboard and 2016 sponsors. City Liaison (Thurow): Alissa talked with Erich about Bates – discussed Heatwave using fields with lights and leaving early. Could have had a game on those fields instead. Bittie Ball in June. Alissa going to city meeting for scoreboard approvals. Spirit Wear Coordinator (Watson): No Report Umpire Coordinator (White): No Report Website / Registration (Young): 37 registrations completed to date. 11 storm registrations completed Concessions (A.Benedict): No Report Uniforms Coordinator (Watson): Discussed doing home and away jerseys for Storm team instead of one jersey and pants. Rich working with store in Cary for prices for regular season jerseys. Jeff talked with American Apparel in Algonquin – will get details and pricing for next meeting. 6U-20U Division Representatives: No Report
1
Opening Day Coordinator (Open): Opening day is 5/7/2016 Trophy Coordinator (Open): No Report
V.
CLASS “C” / SUNDAY LEAGUE – Board of Directors/Members STATUS: OPEN SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION. 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. 2/2/2016 Discussed having Storm teams do fundraisers or get additional sponsors to help with costs. Possibly have banners for Storm sponsors for $200/team. Additional player added to 12U team. Two additional players and alternates added to 16U.
VI.
BATES PARK SCOREBOARDS – Board of Directors/Members STATUS: OPEN SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION. 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. 2/2/2016 Scoreboard will be put up between Fields 2 & 3. Fields 5 & 6 will be next and then field 4.
VII.
Registration Fees – Board of Directors/Members STATUS: NEW/OPEN 1/5/2016 Alissa will send out email about walk in registration. Alissa ordered Discount Cards. 2/2/2016 Discussed amount of open balances from 2014 and 2015. Jeff to send out letters to everyone with an open balance. Will follow up with emails if needed. To help reduce open balances going forward, will no longer accept checks on the website. Angela to update payment options to credit card only with payment plans and to add new and returning player registration forms to website for anyone that wants to mail in check.
VIII.
MISCELLANEOUS / NEW ISSUES OR COMMENTS - Board of Directors/Members STATUS: NEW / OPEN SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION 2/2/2016 Discussed Faith Kies memorial – will have black patch with #12 in orange for all jerseys. Discussed move up requests. Want to keep all girls with correct age group as much as possible. Jeff to write up Move Up Request information to update website with.
IX.
Adjournment - Board of Directors 2/2/2016 The next General Membership Meeting is March 1, 2016 at the Woodstock VFW Post 5040 at 7:00pm. Motion made to ADJOUN the meeting (D. White). Motion seconded (K. Benedict). Vote: I’s – All in attendance; Nays – None. MOTION APPROVED Meeting adjourned at: 8:57pm
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