May 30, 2016

Updated Saturday June 11, 2016 by Jacquie Scarlett.

Minutes of Executive Meeting

Vancouver Women’s Fastpitch League

Monday, May 30th, 2016

 

The meeting was convened in the Boardroom of the Meraloma Clubhouse. Called to order by Jess Sanker at 6:02pm.

 

  1. Attendance

President

Jess Sanker

Present

Vice President

Kristy McDonald

Present

Treasurer

Lauren Proctor

Absent

Director, Umpires and Scheduling

Jacquie Scarlett

Present

Director, League Development and Recruitment

Katie Jones

Present

Director, Marketing and Social Media

Vicky Young

Present

Director, Fundraising and Events

Dana Weeks

Absent

Director, Fields and Equipment

Nadine Norby

Absent

Secretary

Lindsay Dawson

Present

Past President

Tara Williams

Absent

 

  1. Approval of Minutes of previous meeting: May 2nd, 2016

Motion: To approve the minutes from the May 2nd, 2016 meeting. Motioned by Jacquie Scarlett, Seconded by Katie Jones. All in favour, carried.

  1. Business Arising from the Minutes

None.

  1. Updates from Executive Members

    1. Jess showed the signs that will be printed and then posted on the back of the NW and SC diamonds at Connaught Park. $60/sign or $100/sign if delivered. Will find out their location and consider options.

    2. Jess discussed a print-out poster that will be sent to Jr/Midget leagues in the area (eg. Richmond, Ladner, Delta). Will not be sent to the Moody League

    3. Jess mentioned exhibition games available with the Red side of the Moody League. Contact Brian Joe if you are interested in playing brjoe@telus.net . And exhibition games with a team no longer in the Moody League as they are looking for games. Contact Jeff Snowden if you are interested in playing them jeff-snowdon@shaw.ca

    4. Jess mentioned that Kristy had located a 2014 Constitution saved on her computer at work and did a compare/contrast to the 2013 and there were changes. Executive decided to go over the 2014 consecutive to get it sorted.

  2. 2014 Constitution

    1. 1.0 League name is now “Vancouver Women’s Fastpitch League” – changed from Fastball

    2. 3.1 – date of AGM changed to 3rd Monday of January from 3rd week of January

    3. 3.7 – Motion: To remove the ‘s’ from ‘Team Rep Meetings’. Motioned by Jacquie Scarlett, Seconded by Kristy McDonald. All in favour, carried.

    4. 4.1 – Motion: Add ‘with due notice of 1 week being given’ at the end of “Extraordinary Meeting” sentence. Motioned by Lindsay Dawson, Seconded by Vicky Young. All in favour, carried.

    5. Jess is in the process of re-writing the Duties of the Officer based on their actual and current roles. Will be presented for 2017 season.

    6. 5.2.4 – Motion: Remove “in schedule book”. Motioned by Jacquie Scarlett, Seconded by Kristy McDonald. All in favour, carried.

    7. 5.5 – Motion: Update “North Shore” to “Alternate Locations”. Motioned by Vicky Young, Seconded by Katie Jones. All in favour, carried.

    8. 5.0 – Motion: Update titles to Director, Umpires & Scheduling; Director, League Development & Recruitment; Director, Fundraising & Events; Director, Fields & Equipment; Director, Marketing & Social Media. Motioned by Katie Jones, Seconded by Vicky Young. All in favour, carried.

    9. 5.7.5 – Motion: Remove “in scheduled book”. Motioned by Jacquie Scarlett, Seconded by Vicky Young. All in favour, carried.

    10. 5.9.4 – Motion: Remove “ALL” and change to “emails new player information to specific teams, based on team needs. Motioned by Katie Jones, Seconded by Jacquie Scarlett. All in favour, carried.

    11. 5.11 – Motion: Add Director, Marketing & Social Media to list of Duties of the Officers. Motioned by Jacquie Scarlett, Seconded by Vicky Young. All in favour, carried.

    12. Motion: Add “to assist in maintaining the VWFL website” to duties for Director, Marketing & Social Media. Motioned by Jacquie Scarlett, Seconded by Vicky Young. All in favour, carried.

    13. 6.1 – Financial Committee to be created by the executive at a later date. Will discuss with Treasurer (Lauren Proctor)

  3. Discussion

    1. Umpire Refunds

      1. Motion: The forfeiting team forfeits the right to an umpire fee refund. The forfeited upon team shall receive their portion of the umpire fees at the upcoming season’s AGM. Motioned by Vicky Young, Seconded by Kristy McDonald. All in favour, carried.

      2. Teams will not be reimbursed for rainouts called during play that do not get rescheduled.

    2. Windshield Update

      1. Motion: A non-liability letter to be drafted by a lawyer, pro-bono, stating VWFL does not accept fault or responsibility, but will offer $200 which would have covered a deductible if he had proper insurance. Money to be paid out upon signature of letter agreement. Motioned by Kristy McDonald, Seconded by Jacquie Scarlett. All in favour, carried.

    3. Teams & Playoffs

      1. There is concern that Reelers and Dreams may not be participating in playoffs due to numbers. Jess will check with Team Reps.

    4. Americas Masters Games

      1. Kristy went over information received from Americas Masters Games

        1. $215/player registration fee

        2. Dates are August 26 to September 1 (Friday to Thursday)

        3. Game times are currently 9am to 5pm, possibility of 2 games per day

        4. Registration deadline is July 29th, but could sell out sooner

        5. Currently looking for 4 teams per division (30+ rec/comp, 40+ rec/comp), but will accept more

        6. Americas Masters Games has not contacted VWFL or Meraloma Clubhouse regarding use of facility (fields/bathrooms) at this time. Currently cricket has the permits for August 26-28.

      2. There are players within the VWFL that are interested in playing, but will need a team. Would anyone from the VWFL be interested in organizing a team for the tournament? Players from Panthers and Lomas are interested. Players need to be flexible with their work schedule as these games will be played during the day, however, the schedule will be available about a month prior so you will have some notice.

      3. There are currently 3 teams registered (as noted by Katie Jones)

    5. Submitting Scores

      1. Reelers and Dreams have not been submitting scores in a timely manner. Reminder that the scores/mvp/umpires are to be submitted to Jacquie Scarlett, Kristy McDonald and Jess Sanker within 24 hrs after the game has ended.

    6. Provincials

      1. Lomas are entering the C/D Provincials in Langley August 5-7th

  4. New Business:

None

  1. Next Meeting:

Monday, June 27th, 2016 @ 6pm @ the Meraloma Clubhouse.

Meeting Ended at 8:10pm. Motioned by Katie Jones, Seconded by Lindsay Dawson. All in favour, carried.