Woodstock Girls Softball League
Woodstock Girls Softball League General Membership Meeting Minutes Woodstock VFW Post 5040 October 6th, 2015 at 7:00pm I. Board of Directors Roll Call: Meeting convened at: 7:01pm Alissa Benedict President
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.
x
Jeff Legare Treasurer
X
II. Review/Approval of Previous Month’s General Membership Meeting Minutes - Board of Directors STATUS: RECURRING 10/6/2015 Motion made to APPROVE meeting minutes for September (Rich Watson). Motion seconded (Mark Morgan). 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); August month end balance: $ 6050.96 September month end balance: $ 13420.01 10/6/2015 $7290.64 moved from August month end balance to September month end balance. The deposit posted in September not August. Funds are reflected in September month end balance. Motion made to APPROVE Treasurer’s Report for September (Keith Benedict). Motion seconded (Jeff Slocum) 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 10/6/2015
Equipment & Field Maintenance (Benedict): Some banners and part of the batting cage need to be retied/fixed because of the wind recently. Some fields have been prepped by the city incorrectly – Erich is working with the city. Training Coordinator (P.Riis): No Report Sponsorship Coordinator (Benedict): No Report City Liaison (Thurow): No Report Spirit Wear Coordinator (Watson): No Report Umpire Coordinator (White): Looking for 8U umps for weekend of 10/10. Discussed umpire that was making the girls clean off home plate for him. Website / Registration (Young): No Report Concessions (A.Benedict): Kate Heidtke and Katy O’Brien have been working the concession stand. Discussed using an app for volunteers. The app would allow volunteers to sign up and it will send reminders to the volunteers.
1
COORDINATOR/DIVISION REPRESENTATIVE REPORTS (Continued) Uniforms Coordinator (Watson): No Report 6U-20U Division Representatives: 10U – Discussed move up requests - WGSL to advocate for girls staying in correct division based on age. More discussion to follow in order to stay consistent and create parameters for requests. 6U, 8U, 12U-20U – No Report Opening Day Coordinator (Open): Lisa Weber would like to help create event for opening day. Trophy Coordinator (Open): No Report
V.
HONORARY FIELD DEDICATION- Board of Directors/Members STATUS: OPEN SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION 9/1/2015 Will be discussed during the Park and Rec meeting on 9/8 for approvals 10/6/2015 Will be discussed during the Park and Rec meeting on 10/13 for approvals
VI.
CLASS “C” / SUNDAY LEAGUE STATUS: OPEN SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION. 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. 10/6/2015 Tryouts went great. Discussed adjusting scoring from 1-3 to 1-5 next year. Coaches to reach out to team. 14U has two alternates that will practice with the team but will only play in games if needed. Jeff Legare and Jeff Slocum will reach out to get uniform samples for sizing.
VII.
BATES PARK SCOREBOARDS STATUS: OPEN SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION. 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. 10/6/2015 Keith to look at costs for a Solar Scoreboard. Angela to create flyer for sponsorships
VIII.
IX.
FALL BALL START-UP / COORDINATION - Board of Directors/Members STATUS: OPEN 9/1/2015 Practices have started. Games starting 9/5. 10/6/2015 No new discussion
MISCELLANEOUS / NEW ISSUES OR COMMENTS - Board of Directors/Members STATUS: NEW / OPEN SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION 10/6/2015 1) Games at the Bandits Stadium in July - Cost is $85 to register plus 50 tickets per team. Storm teams would be used and each player would be required to purchase 4 tickets. Alissa will email Crystal Lake too see if they want to participate for 10U-16U. 2) Muse Art Fundraiser next week (10/15). Coaches will talk to team and/or move practices to allow girls to participate. 3) Discussion commenced regarding the Park and Rec meeting on 11/10 to review the 10 yr plan. Examples of items to review: Replacing dugouts on one field every year; replacing backstops; getting lights on one more field.
2
MISCELLANEOUS/NEW ISSUES OR COMMENTS (Continued) 4) Discussed batting cage and field 3 – Alissa to review time and credits for batting cage. We have 1 year from time of completion to file for field 3 credit. 5) Coaches clinic coming up in Rosemont - $130 per person or $120 for groups of 10+ 6) Discussed having everyone write a $50 check when uniforms are picked up. This check would be held and returned once volunteer hours have been completed. Check would be cashed if volunteer hours are not completed.
X.
Adjournment - Board of Directors 10/6/2015 The next General Membership Meeting is November 3, 2015 at the Woodstock VFW Post 5040 at 7:00pm. Motion made to ADJOUN the meeting (Keith Benedict). Motion seconded (Rich Watson). Vote: I’s – All in attendance; Nays – None. MOTION APPROVED Meeting adjourned at: 8:39pm
3
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.
x
Jeff Legare Treasurer
X
II. Review/Approval of Previous Month’s General Membership Meeting Minutes - Board of Directors STATUS: RECURRING 10/6/2015 Motion made to APPROVE meeting minutes for September (Rich Watson). Motion seconded (Mark Morgan). 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); August month end balance: $ 6050.96 September month end balance: $ 13420.01 10/6/2015 $7290.64 moved from August month end balance to September month end balance. The deposit posted in September not August. Funds are reflected in September month end balance. Motion made to APPROVE Treasurer’s Report for September (Keith Benedict). Motion seconded (Jeff Slocum) 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 10/6/2015
Equipment & Field Maintenance (Benedict): Some banners and part of the batting cage need to be retied/fixed because of the wind recently. Some fields have been prepped by the city incorrectly – Erich is working with the city. Training Coordinator (P.Riis): No Report Sponsorship Coordinator (Benedict): No Report City Liaison (Thurow): No Report Spirit Wear Coordinator (Watson): No Report Umpire Coordinator (White): Looking for 8U umps for weekend of 10/10. Discussed umpire that was making the girls clean off home plate for him. Website / Registration (Young): No Report Concessions (A.Benedict): Kate Heidtke and Katy O’Brien have been working the concession stand. Discussed using an app for volunteers. The app would allow volunteers to sign up and it will send reminders to the volunteers.
1
COORDINATOR/DIVISION REPRESENTATIVE REPORTS (Continued) Uniforms Coordinator (Watson): No Report 6U-20U Division Representatives: 10U – Discussed move up requests - WGSL to advocate for girls staying in correct division based on age. More discussion to follow in order to stay consistent and create parameters for requests. 6U, 8U, 12U-20U – No Report Opening Day Coordinator (Open): Lisa Weber would like to help create event for opening day. Trophy Coordinator (Open): No Report
V.
HONORARY FIELD DEDICATION- Board of Directors/Members STATUS: OPEN SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION 9/1/2015 Will be discussed during the Park and Rec meeting on 9/8 for approvals 10/6/2015 Will be discussed during the Park and Rec meeting on 10/13 for approvals
VI.
CLASS “C” / SUNDAY LEAGUE STATUS: OPEN SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION. 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. 10/6/2015 Tryouts went great. Discussed adjusting scoring from 1-3 to 1-5 next year. Coaches to reach out to team. 14U has two alternates that will practice with the team but will only play in games if needed. Jeff Legare and Jeff Slocum will reach out to get uniform samples for sizing.
VII.
BATES PARK SCOREBOARDS STATUS: OPEN SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION. 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. 10/6/2015 Keith to look at costs for a Solar Scoreboard. Angela to create flyer for sponsorships
VIII.
IX.
FALL BALL START-UP / COORDINATION - Board of Directors/Members STATUS: OPEN 9/1/2015 Practices have started. Games starting 9/5. 10/6/2015 No new discussion
MISCELLANEOUS / NEW ISSUES OR COMMENTS - Board of Directors/Members STATUS: NEW / OPEN SEE PREVIOUS MONTHS MINUTES FOR ISSUE DISCUSSION 10/6/2015 1) Games at the Bandits Stadium in July - Cost is $85 to register plus 50 tickets per team. Storm teams would be used and each player would be required to purchase 4 tickets. Alissa will email Crystal Lake too see if they want to participate for 10U-16U. 2) Muse Art Fundraiser next week (10/15). Coaches will talk to team and/or move practices to allow girls to participate. 3) Discussion commenced regarding the Park and Rec meeting on 11/10 to review the 10 yr plan. Examples of items to review: Replacing dugouts on one field every year; replacing backstops; getting lights on one more field.
2
MISCELLANEOUS/NEW ISSUES OR COMMENTS (Continued) 4) Discussed batting cage and field 3 – Alissa to review time and credits for batting cage. We have 1 year from time of completion to file for field 3 credit. 5) Coaches clinic coming up in Rosemont - $130 per person or $120 for groups of 10+ 6) Discussed having everyone write a $50 check when uniforms are picked up. This check would be held and returned once volunteer hours have been completed. Check would be cashed if volunteer hours are not completed.
X.
Adjournment - Board of Directors 10/6/2015 The next General Membership Meeting is November 3, 2015 at the Woodstock VFW Post 5040 at 7:00pm. Motion made to ADJOUN the meeting (Keith Benedict). Motion seconded (Rich Watson). Vote: I’s – All in attendance; Nays – None. MOTION APPROVED Meeting adjourned at: 8:39pm
3
