May 2, 2016

Updated Friday May 27, 2016 by Jacquie Scarlett.

May 2 Exec + Team Rep Meeting.5:30pm start time.
Note: No representation from Dreams and Reelers upon meeting commencement.
Jess

­ Purpose of this meeting is to relay information re: scheduling and finances
­ It should be noted that if a team does not have representation at any meeting where voting occurs, that team does not get a vote

1. SCHEDULING/FIELDS

­ It is reiterated that we have no Mahon games this year
­ Hamilton Park was discussed in February
­ Dreams are fine with no North Van Field
­ Southhill was offered, however in the case of a rainout, Slo­pitch teams get priority and rainout games would not start until 8:45pm. It was determined by consensus that this was not preferable for Connaught teams

Kristy

­ Schedule was done three times to try to accommodate everyone
­ Due to inconvenient rainout reschedule times at Southhill, this field was included minimally in the schedule
­ Men's diamonds at Connaught could not be secured, as previously discussed

Jen­ Galaxy Concerns
­ Due to personal schedules, Galaxy cannot get enough players for Wednesday games
Jess

­ Galaxy did not voice any concerns about Wednesday games when the second draft of the schedule came out (like Ice
and Dreams

did.)
­ The final schedule has already been released with Mondays reserved for rainouts ­ Games only on Tuesdays and Thursdays is not possible

Lauren

­ Can we request Monday games if both teams cannot field a team on a Wednesday?

Jess

­ This may be possible if both teams agree to it AND umps are available

Katie

­ We can't use Southill more than we already have it booked ­ It is feasibly possible to play games Mon­Fri at Connaught

Jess

Re: scheduling concerns

­ If, even after utilizing the spare list that will be generated, a team still cannot field a team, and the other team agrees to it, protocol will be to go through Jacquie to see if an ump is available for a rescheduled date

Kristy

­ the reason why the schedule did not come out earlier was due to needing to wait for the men's schedule in order to avoid conflicts

Jess

Decision Re: Scheduling

­ Galaxy and Reelers will identify games they cannot field teams
­ Spare lists will be provided of any player willing to help teams out
­ Teams will be accommodated as much as umps/fields/etc. will allow

2. FINANCES

Note: 2015 finances and 2016 financial projection hard copies provided at the meeting

Lauren

­ we have money in the bank
­ it is being held on to right now so that Parks, etc. can be paid if teams do not pay on time

Extra Money Proposal
­ splitting half with teams and half with the league (funding social, etc.)

­ $1850 per team is the proposed 2016 income ($2077 per team, subsidized by approx. $300)

­ Dec 8, 2015: Past exec voted on a new website
­ re: early bird fees ­ teams should talk to Lauren if they are having trouble paying
Galaxy

­ Galaxy has connections with Prostock
­ it was proposed that potentially, as a way to allocate extra funds, teams could be given gift certificates

Lauren

­ losing a team affected fees this year
­ should we have a fee freeze until we get to "x" dollars in the bank? (i.e. fees will not go down)

­ it should be noted that this meeting was requested in part to discuss the allocation of funds 3. TEAM REP RESPONSIBILITIES
Jess

­ come to the meetings
­ take notes
­ if there are concerns, they should go from team reps to the executive

4. SOCIAL THIS THURSDAY

­ exhibition game (will not count)
­ BBQ
­ events like twoonie toss and marshmallow hitting

Katie

­ we have four cases of burgers to use
­ we need buns
­ if we make money on the BBQ, we could use it to subsidize the $10 per person membership fee if the liquor license goes through

Jess

­ wants to get gift certificates for Glen and Fish for their work on the fields

­ 2 x $25 + cards
­ this was put to a motion: Vicki seconded, Lauren thirded

5. EXECUTIVE JOB DESCRIPTIONS

­ meetings once a month
­ Jess went over roles: written descriptions of these were handed out at the meeting

6. ROBERT'S RULES VS CONSENSUS

Dana

­ brought up concerns re: Robert's rules not being implemented

Vicki

­ there has been confusion around this due to team reps not being available or showing up for meetings

Dana

­ Minutes from the past meeting should be read at the start of the next meeting

Kristy (to Dana)

­ why has this not been brought up until now (four meetings into the season)
­ suggestion that we start meetings asking if people have read the Minutes, and then pass a motion to proceed

Lauren

­ specific tasks have not been well outlined by past executive members for present ones

Jess (to Dana)

­ plea to work together, please provide information from those who are in the know to those who are not, instead of simply placing blame

Dana

­ the goal is to make things better, believes Robert's Rules provide needed structure

Lauren (to Dana)

­ requests that Dana provide a template for specific roles/tasks/deadlines/etc.

Kristy (to Dana)

­ reiterates why we are not using Southill every Tuesday (see previous notes re: scheduling)

Lauren

­ notes that it needs to be discussed whether ump fees will be reimbursed if a team forfeits (this has NOT been decided yet)

*Jacquie, Kristy and Jess ALL need to be contacted on account of rescheduling*

Jess (to Dana)

­ Galaxy and Reeler

s
did NOT express anything in terms of scheduling conflicts

at the April 21st meeting

Vicki

­ suggests that logic and intellect prevail over Robert's Rules

Jess/Lauren

­ explaining to Dana what has already been discussed at the beginning of the meeting re: scheduling/finances/etc. before Dana arrived

Dana

­ expresses that not enough notice was given for the meeting ­ "due notice" is two weeks

Jess

­ Reelers have not had team reps at meetings

­ Robert's Rules will be adapted, however, nowhere (that Jess has been able to find) does it state that Roberts Rules should be implemented.

Dana

­ expressed opinion that last year, despite some tension, "worked well"

Jess

­ moving forward, minutes will be sent out before the next meeting, they are also available on the website
­ Robert's Rules will be adopted as much as possible
­ Minutes will be adopted

Lauren

­ meetings will move forward with more structure and operating rules ­ team reps NEED to be at the meetings

Vicki

­ needs email address updated

Jacquie

­ clarifies that motions will be adopted in meetings

Vicki

­ clarification: every decision needs to be put to a motion, the motion needs to be seconded ­ everyone BUT the president can make a motion

Dana

­ motions can be amended

Lauren

­ what if people are late to meetings at the time of a vote? (no real answer was reached yet.) ­ suggests individual meetings for exec members with people who know the roles (past members)

Jacquie

­ a time line "to­do" list should be requested

Jess

­ job descriptions need to be clarified/amended

Lauren

­ before the next AGM, micro committees should be formed to discuss roles with the relevant individuals

Jess

­ next meeting is to be set some time in May

Dana

­ re: motions from the exec ­ who gets a vote? ­ one vote per team (not per exec member)

Quorum = half + one
­ anything involving the constitution must involve the teams

Kristy

­ new roles/descriptions/etc. need to be hashed out with past exec members

Jess

­ next meeting will be set for May 30th @ 6pm

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