Woodstock Girls Softball League
Woodstock Girls Softball League General Membership Meeting Minutes Woodstock VFW Post 5040 May 3rd, 2016 at 8:00pm I. Board of Directors Roll Call: Meeting convened at: 8:14pm Alissa Benedict President
X
Mark Morgan Vice-President
Brian Heidtke 6U Division Rep.
X
Dan Williams 8U Division Rep.
Christine Selof 14U Division Rep.
X
Jeff Slocum 16U Division Rep.
Jeff Legare Treasurer
X
Angela Young Secretary
X
Keith Benedict 10U Division Rep
X
Mark Morgan 12U Division Rep.
-
Dan White 20U Division Rep.
X
X
X
II. Review/Approval of Previous Month’s General Membership Meeting Minutes - Board of Directors STATUS: RECURRING 5/3/2016 Motion made to APPROVE meeting minutes for April (D. White). Motion seconded (B. Heidtke). 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); March month end balance: $ 37,442.53 April month end balance: $ 30,709.66 5/3/2016 Motion made to APPROVE Treasurer’s Report for April (A. Benitez). Motion seconded (T. Benitez). 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 5/3/2016
Equipment & Field Maintenance (Benedict): Alissa sent pictures of nets over backstops to Erich to talk to city about fixing/replacing. Banners are put up. Training Coordinator (P.Riis): No Report Sponsorship Coordinator (Benedict): Had enough sponsors for all teams City Liaison (Thurow): No Report Spirit Wear Coordinator (Watson): All orders have to go to R&S directly for spirit wear. Parents are not able to email member of the board for orders. Umpire Coordinator (Herrmann): Carrie working on all coordinating umpire schedules. Website / Registration (Young): Twenty 16U players have registered to date. Need to determine draft and coaches. Concessions (A.Benedict): Concessions did well during Woodstock High School Tournament. Kate Heidtke and Katy O’Brien working on volunteer schedule for concession stand.
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Uniforms Coordinator (Watson): Uniforms fit well and looked great. Discussed looking at different vendors for fall. Dan Spung and Angela Young will reach out to see about options. 6U-20U Division Representatives: Discussed putting some more drills on website for coaches to use and guidelines for 6U division. Need to have coach’s meeting before each season starts. 10U – Gear bags were switched out. Brian may have one player that is no longer going to play. Discussed that he will stay with 11 players and will not open up registration again. No other reports Opening Day Coordinator (Open): Jen Deacon worked with businesses in the area for raffle prizes. She will be at Bates at 10:30a to set up. Drawing will be at 4pm. Tickets will be $1 each or $6 for five tickets. Name and number will be put on back of ticket – do not need to be present to win. Opening Ceremony at 12pm. Trophy Coordinator (Open): Alissa will email numbers to Amy to start pricing trophies for end of season and st nd rd th tournaments. Discussed doing trophies for 1 and 2 place, medals for 3 and 4 place and pins for MVPs for tournaments. Jeff will look into pin options and pricing.
V.
Storm Teams – Board of Directors/Members STATUS: OPEN SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION. 4/5/2016 WGSL Bandits night will be on 8/3. Will do signup sheet and get any extra tickets as needed. Teams playing have to sell 50 tickets to the Bandits game. 5/3/2016 14U Storm played in Cary-Grove and had ump that was not patched Still looking for teams to play at the Bandits Stadium. All teams have been updated on USSSA Some of the socks are too small. Coaches to let Christine know how many so she can return and get bigger size. Tryouts will be held again in August.
VI.
BATES PARK SCOREBOARDS – Board of Directors/Members STATUS: OPEN SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION. 4/5/2016 Working on artwork for the scoreboard. Discussed putting up two scoreboards. WGSL would have to pay about $5,000 for second scoreboard to be put up at same time. Funds will be paid back once donations/sponsorships are received. Motion made to have WGSL pay $5,000 now to install the second scoreboard (K. Benedict). Motion seconded (M. Morgan). Vote: I’s – All in attendance; Nays – None. Motion Approved 5/3/2016 Scoreboards are ordered and artwork is finalized. They will be delivered to Bates in about two weeks and then there will be a few days after delivery before installation. All sponsors will go on one board.
VII.
MISCELLANEOUS / NEW ISSUES OR COMMENTS - Board of Directors/Members STATUS: NEW / OPEN SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION 4/5/2016 Keith to reach out to SkeeterBeater for price info. Prep fields at Bates on 4/16 5/3/2016 Fall Ball registration will be opened on Memorial Day. Received water bottles for teams from Conlon & Thompson. Jeff S. working with Crandalls for Fall Ball fundraiser. Discussed collecting volunteer checks during parent meeting next year so coaches can hand out uniforms to teams.
VIII.
Adjournment - Board of Directors 5/3/2016 The next General Membership Meeting is June 7, 2016 at the Woodstock VFW Post 5040 at 8:00pm. Motion made to ADJOUN the meeting (B. Heidtke). Motion seconded (T. Benitez). Vote: I’s – All in attendance; Nays – None. MOTION APPROVED Meeting adjourned at: 9:44pm
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X
Mark Morgan Vice-President
Brian Heidtke 6U Division Rep.
X
Dan Williams 8U Division Rep.
Christine Selof 14U Division Rep.
X
Jeff Slocum 16U Division Rep.
Jeff Legare Treasurer
X
Angela Young Secretary
X
Keith Benedict 10U Division Rep
X
Mark Morgan 12U Division Rep.
-
Dan White 20U Division Rep.
X
X
X
II. Review/Approval of Previous Month’s General Membership Meeting Minutes - Board of Directors STATUS: RECURRING 5/3/2016 Motion made to APPROVE meeting minutes for April (D. White). Motion seconded (B. Heidtke). 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); March month end balance: $ 37,442.53 April month end balance: $ 30,709.66 5/3/2016 Motion made to APPROVE Treasurer’s Report for April (A. Benitez). Motion seconded (T. Benitez). 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 5/3/2016
Equipment & Field Maintenance (Benedict): Alissa sent pictures of nets over backstops to Erich to talk to city about fixing/replacing. Banners are put up. Training Coordinator (P.Riis): No Report Sponsorship Coordinator (Benedict): Had enough sponsors for all teams City Liaison (Thurow): No Report Spirit Wear Coordinator (Watson): All orders have to go to R&S directly for spirit wear. Parents are not able to email member of the board for orders. Umpire Coordinator (Herrmann): Carrie working on all coordinating umpire schedules. Website / Registration (Young): Twenty 16U players have registered to date. Need to determine draft and coaches. Concessions (A.Benedict): Concessions did well during Woodstock High School Tournament. Kate Heidtke and Katy O’Brien working on volunteer schedule for concession stand.
1
Uniforms Coordinator (Watson): Uniforms fit well and looked great. Discussed looking at different vendors for fall. Dan Spung and Angela Young will reach out to see about options. 6U-20U Division Representatives: Discussed putting some more drills on website for coaches to use and guidelines for 6U division. Need to have coach’s meeting before each season starts. 10U – Gear bags were switched out. Brian may have one player that is no longer going to play. Discussed that he will stay with 11 players and will not open up registration again. No other reports Opening Day Coordinator (Open): Jen Deacon worked with businesses in the area for raffle prizes. She will be at Bates at 10:30a to set up. Drawing will be at 4pm. Tickets will be $1 each or $6 for five tickets. Name and number will be put on back of ticket – do not need to be present to win. Opening Ceremony at 12pm. Trophy Coordinator (Open): Alissa will email numbers to Amy to start pricing trophies for end of season and st nd rd th tournaments. Discussed doing trophies for 1 and 2 place, medals for 3 and 4 place and pins for MVPs for tournaments. Jeff will look into pin options and pricing.
V.
Storm Teams – Board of Directors/Members STATUS: OPEN SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION. 4/5/2016 WGSL Bandits night will be on 8/3. Will do signup sheet and get any extra tickets as needed. Teams playing have to sell 50 tickets to the Bandits game. 5/3/2016 14U Storm played in Cary-Grove and had ump that was not patched Still looking for teams to play at the Bandits Stadium. All teams have been updated on USSSA Some of the socks are too small. Coaches to let Christine know how many so she can return and get bigger size. Tryouts will be held again in August.
VI.
BATES PARK SCOREBOARDS – Board of Directors/Members STATUS: OPEN SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION. 4/5/2016 Working on artwork for the scoreboard. Discussed putting up two scoreboards. WGSL would have to pay about $5,000 for second scoreboard to be put up at same time. Funds will be paid back once donations/sponsorships are received. Motion made to have WGSL pay $5,000 now to install the second scoreboard (K. Benedict). Motion seconded (M. Morgan). Vote: I’s – All in attendance; Nays – None. Motion Approved 5/3/2016 Scoreboards are ordered and artwork is finalized. They will be delivered to Bates in about two weeks and then there will be a few days after delivery before installation. All sponsors will go on one board.
VII.
MISCELLANEOUS / NEW ISSUES OR COMMENTS - Board of Directors/Members STATUS: NEW / OPEN SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION 4/5/2016 Keith to reach out to SkeeterBeater for price info. Prep fields at Bates on 4/16 5/3/2016 Fall Ball registration will be opened on Memorial Day. Received water bottles for teams from Conlon & Thompson. Jeff S. working with Crandalls for Fall Ball fundraiser. Discussed collecting volunteer checks during parent meeting next year so coaches can hand out uniforms to teams.
VIII.
Adjournment - Board of Directors 5/3/2016 The next General Membership Meeting is June 7, 2016 at the Woodstock VFW Post 5040 at 8:00pm. Motion made to ADJOUN the meeting (B. Heidtke). Motion seconded (T. Benitez). Vote: I’s – All in attendance; Nays – None. MOTION APPROVED Meeting adjourned at: 9:44pm
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