May 2, 2016
UpdatedFriday May 27, 2016 byJacquie 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