Woodstock Girls Softball League
Woodstock Girls Softball League General Membership Meeting Minutes Woodstock VFW Post 5040 August 3rd, 2015 at 7:00pm I. Board of Directors Roll Call: Meeting convened at: 7:08pm Alissa Benedict President
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Kyle Schultz Secretary
Tavo Ramirez Vice-President
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Jeff Legare Treasurer
Keith Benedict 10U Division Rep.
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Dan White 16U Division Rep.
Erica Zarnstorff 6U Division Rep.
Erich Thurow 12U Division Rep.
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20U Division Rep.
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 8/3/2015 Motion made to APPROVE meeting minutes for July (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); June month end balance: $ 10,763.43 July month end balance: $ 8,064.08 8/3/2015 Motion made to APPROVE Treasurer’s Report for July (Alex Benitez). Motion seconded (Rich 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 8/3/2015
Equipment & Field Maintenance (Benedict): Need to do a ball inventory for Fall Ball; Schedule equipment bag turn-in for summer season coaches and pick-up for fall season coaches. Training Coordinator (P.Riis): No report Sponsorship Coordinator (Benedict): No report City Liaison (Thurow): Erich will push for more action on score board; City council mtg for Hathcock field dedication pending; City will be performing more work on the Bates dugouts that previously planned (good news). Spirit Wear Coordinator (Watson): No report Umpire Coordinator (Herrmann): Group discussed switching to Great Lakes for umpires for next spring/summer season. Someone will contact Fox Valley Blue too. Website / Registration (K.Schultz): Concessions (A.Benedict): Rain hurt sales during tournament. Ehreke Appliances donated a used freezer for the concession stand. Uniforms Coordinator (Watson): Rich needs the coaches list and is looking at doing at digital camo again for uniforms again.
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COORDINATOR/DIVISION REPRESENTATIVE REPORTS (Continued) 6U-20U Division Representatives: 6U Div. – Erika has resigned as division rep. due to work related issues. C.L. may have a 6U team for Fall Ball; 8U Div. – Unfortunately 2 tournaments were cancelled for July; 10U Div. thru 16U Div. – No reports Opening Day Coordinator (Open): No report/No coordinator Trophy Coordinator (Open): Alissa thanked Amy Peralta for all her work regarding the medals and trophies for the tournaments.
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WGSL JULY TOURNAMENT COORDINATION- Board of Directors/Marty Hammond STATUS: OPEN CLOSED SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION 7/7/2015 1) It was requested that the Square Store/Register site be set-up for tournament payments. Kyle will do ASAP. 2) Scheduling coaches meeting for Thursday at Bates Park for 8:00pm. 3) Drafkorns will take grill duty Saturday for a couple hours. Others will have to volunteer to relieve them.Erich has reserved Bigelow fields B & C at Emricson Park as back-up. 4) Great Lakes will do the officiating. 5) Marty has ordered all the tournament medals and trophies. 8/3/2015 Jeff reported that the t-shirt vendor issued a check for $452 as WGSL portion of the t-shirt sales during the tournament; Question was asked regarding if the league reviews or approves the images used on the t-shirts. It was noted that we do not; Jeff will make a final report for the tournament finances once all costs are received. Motion made to CLOSE this issue (Rich Watson). Motion seconded (Dan White). Vote: I’s – All in attendance; Nays – None. MOTION APPROVED.
VI.
HONORARY FIELD DEDICATION- Board of Directors/Members STATUS: OPEN SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION 7/7/2015 Dedication ceremony will occur Saturday at Bates during the tournament. 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.
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CLASS “C” / SUNDAY LEAGUE STATUS: OPEN SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION. th 6/3/2015 Alissa reported that a meeting was held to coordinate. 10U -14U try-outs held August 15th and 16 and sign-up for try-outs will be required. There will be a total of 6-8 Sunday games. 7/7/2015 Alissa will send out e-mail to membership regarding the Sunday League status. 8/3/2015 Alissa still to send e-mail to the membership regarding league information.
VIII.
BATES PARK SCOREBOARDS STATUS: OPEN SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION. 5/5/2015 Utility locates this week. City to auger post holes when time allows. Field 4 may be first field to receive scoreboard. 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.
IX.
FALL BALL START-UP / COORDINATION - Board of Directors/Members STATUS: NEW th th 8/3/2015 Fall Ball season dates to be September 5 thru October 24 ; Practices will start last week of August.
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NOMINATIONS FOR / CONDUCT AUGUST ELECTIONS- Board of Directors/Members STATUS: OPEN 7/7/2015 Nominations for Secretary: Angela Young / no other nominations at this time. Nominations for President: No nominations at this time 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: RESULTS:
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Secret Ballot Alissa Benedict – 10, Rich Watson - 8
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. 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.
XII.
Adjournment - Board of Directors 8/3/2015 The next General Membership Meeting is September 1, 2015 at the Woodstock VFW Post 5040 at 8:00pm. Motion made to ADJOUN the meeting (A. Benitez). Motion seconded (Brian Heidtke). Vote: I’s – All in attendance; Nays – None. MOTION APPROVED Meeting adjourned at: 8:57pm
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Kyle Schultz Secretary
Tavo Ramirez Vice-President
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Jeff Legare Treasurer
Keith Benedict 10U Division Rep.
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Dan White 16U Division Rep.
Erica Zarnstorff 6U Division Rep.
Erich Thurow 12U Division Rep.
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20U Division Rep.
Dan Williams 8U Division Rep.
Jeff Legare 14U Division Rep.
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X
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II. Review/Approval of Previous Month’s General Membership Meeting Minutes - Board of Directors STATUS: RECURRING 8/3/2015 Motion made to APPROVE meeting minutes for July (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); June month end balance: $ 10,763.43 July month end balance: $ 8,064.08 8/3/2015 Motion made to APPROVE Treasurer’s Report for July (Alex Benitez). Motion seconded (Rich 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 8/3/2015
Equipment & Field Maintenance (Benedict): Need to do a ball inventory for Fall Ball; Schedule equipment bag turn-in for summer season coaches and pick-up for fall season coaches. Training Coordinator (P.Riis): No report Sponsorship Coordinator (Benedict): No report City Liaison (Thurow): Erich will push for more action on score board; City council mtg for Hathcock field dedication pending; City will be performing more work on the Bates dugouts that previously planned (good news). Spirit Wear Coordinator (Watson): No report Umpire Coordinator (Herrmann): Group discussed switching to Great Lakes for umpires for next spring/summer season. Someone will contact Fox Valley Blue too. Website / Registration (K.Schultz): Concessions (A.Benedict): Rain hurt sales during tournament. Ehreke Appliances donated a used freezer for the concession stand. Uniforms Coordinator (Watson): Rich needs the coaches list and is looking at doing at digital camo again for uniforms again.
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COORDINATOR/DIVISION REPRESENTATIVE REPORTS (Continued) 6U-20U Division Representatives: 6U Div. – Erika has resigned as division rep. due to work related issues. C.L. may have a 6U team for Fall Ball; 8U Div. – Unfortunately 2 tournaments were cancelled for July; 10U Div. thru 16U Div. – No reports Opening Day Coordinator (Open): No report/No coordinator Trophy Coordinator (Open): Alissa thanked Amy Peralta for all her work regarding the medals and trophies for the tournaments.
V.
WGSL JULY TOURNAMENT COORDINATION- Board of Directors/Marty Hammond STATUS: OPEN CLOSED SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION 7/7/2015 1) It was requested that the Square Store/Register site be set-up for tournament payments. Kyle will do ASAP. 2) Scheduling coaches meeting for Thursday at Bates Park for 8:00pm. 3) Drafkorns will take grill duty Saturday for a couple hours. Others will have to volunteer to relieve them.Erich has reserved Bigelow fields B & C at Emricson Park as back-up. 4) Great Lakes will do the officiating. 5) Marty has ordered all the tournament medals and trophies. 8/3/2015 Jeff reported that the t-shirt vendor issued a check for $452 as WGSL portion of the t-shirt sales during the tournament; Question was asked regarding if the league reviews or approves the images used on the t-shirts. It was noted that we do not; Jeff will make a final report for the tournament finances once all costs are received. Motion made to CLOSE this issue (Rich Watson). Motion seconded (Dan White). Vote: I’s – All in attendance; Nays – None. MOTION APPROVED.
VI.
HONORARY FIELD DEDICATION- Board of Directors/Members STATUS: OPEN SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION 7/7/2015 Dedication ceremony will occur Saturday at Bates during the tournament. 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.
VII.
CLASS “C” / SUNDAY LEAGUE STATUS: OPEN SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION. th 6/3/2015 Alissa reported that a meeting was held to coordinate. 10U -14U try-outs held August 15th and 16 and sign-up for try-outs will be required. There will be a total of 6-8 Sunday games. 7/7/2015 Alissa will send out e-mail to membership regarding the Sunday League status. 8/3/2015 Alissa still to send e-mail to the membership regarding league information.
VIII.
BATES PARK SCOREBOARDS STATUS: OPEN SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION. 5/5/2015 Utility locates this week. City to auger post holes when time allows. Field 4 may be first field to receive scoreboard. 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.
IX.
FALL BALL START-UP / COORDINATION - Board of Directors/Members STATUS: NEW th th 8/3/2015 Fall Ball season dates to be September 5 thru October 24 ; Practices will start last week of August.
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X.
NOMINATIONS FOR / CONDUCT AUGUST ELECTIONS- Board of Directors/Members STATUS: OPEN 7/7/2015 Nominations for Secretary: Angela Young / no other nominations at this time. Nominations for President: No nominations at this time 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: RESULTS:
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Secret Ballot Alissa Benedict – 10, Rich Watson - 8
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. 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.
XII.
Adjournment - Board of Directors 8/3/2015 The next General Membership Meeting is September 1, 2015 at the Woodstock VFW Post 5040 at 8:00pm. Motion made to ADJOUN the meeting (A. Benitez). Motion seconded (Brian Heidtke). Vote: I’s – All in attendance; Nays – None. MOTION APPROVED Meeting adjourned at: 8:57pm
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