Baden Minor Softball - Annual General Meeting

Transcription

1 Baden Minor Softball - Annual General Meeting Date: Sunday September 25th - Wilmot Rec Center Wilmot Room 7pm Agenda Start time is 7pm, end time is 10pm. 1) Call to order/role call/attendance 2) Annual reports from board members a. Presidents report b. Vice Presidents report c. Treasurers report d. Secretary/registrars report e. Equipment manager s report. f. Uniform Managers report 3) Overview of Adult league Report 4) Overview of team successes this season Open Discussion on success of select/rep program 5) Vote on proposed changes to the bylaws Recommended changes to: Section 2 - Membership Dues: The amount required to register as a player shall be as follows: T-Ball - $50 Coach Pitch - $90 Tyke - $110 Atom, Squirt, Peewee - $150 Bantam and Midget - $170 Each year, unless changed by a majority vote by the members at an annual meeting. Proposed changes to Membership fees to include jersey keep cost. Increase Tyke thru Midget by $20 per person, but fees will now include jersey/shirt the players will keep at the end of the year. Or Increase by $10 per person to cover jerseys. Hats would no longer be provided as parents would be required to buy these and keep year over year.

2 Baden Minor Softball - Annual General Meeting 6) Vote on proposed changes to our policies Review this from last year. In 2015 this change was passed. We need to review this again and determine of this will continue or be dropped from the policies. i) Executive member discount Executive members generously donate a large amount of personal time to BMSA in order to keep things running. A motion has been made to approve a $75 family discount for Executive members who hold a position on the executive and participate in Executive activities. To qualify members must meet all the requirements of attendance to meetings and they must fulfill their full term in office. The family discount will only be awarded to those executive members that are in good standing and have met the above requirements in accordance with BMSA By-laws and Constitution. Number of meetings to attend is 60%. 7) Questions and suggestions from Members in regard to the past season or upcoming season. 8) Open discussion with Association members regarding a possible merger with New Hamburg in the next 2 years. Members are encouraged to attend the AGM this year to share concerns and or interest in merging with New Hamburg to create a super center for ball. a. Opportunity for a local league b. Opportunity for Select and Rep teams for those interested in competitive ball, potentially minor and Major. c. Possible reduced travel distances. 9) Survey Results General overview and take away heading into 2017 season. 10) Nomination and Election of new executive for 2016 Positons Include: i. President ii. Vice President iii. Secretary/Registrar iv. Treasurer v. Equipment Manager vi. Uniform Manager vii. Umpire in Chief viii. Convener/Co-Convener ix. Tournament Coordinator(s) x. Booth Coordinator xi. Special events Coordinator(s) ie: Blue Jays Day, Photos, Banquet 11) Adjournment

3 Baden Minor Softball - Annual General Meeting Date: Sunday September 25th - Wilmot Rec Center Wilmot Room 7pm Agenda Start time is 7pm, end time is 10pm. 1) Call to order/role call/attendance See attached attendance list a. Attendees Mike Carey, Rob Waechter, Gilles Guillemette, Kevin Hall, Kerri Jaklatsch, Matt Campbell, Dave Beaver, Trevor Shantz, Mark Murray, Greg Zehr, Elaine Mason, Scott Soulliere, Chad Currah, Jason Eidt, Darryl Dahmer, Jason Peacock, Lou Sicoli Shawna Dwyer, Wendy Gibbons, Scott Gibbons, Paul Glauser b. Shawna Dwyer = sdwyer@tcmhomes.com c. Trevor Shantz = trevor.shantz@gmail.com d. Mary Murray = mark.murray@hotmail.com e. Jason Eidt = jeidt@gmail.com 2) Annual reports from board members a. Presidents report See attached report from Mike Carey b. Vice Presidents report See attached report Jason Peacock c. Treasurers report See attached report Scott Soulliere d. Secretary/registrars report See attached report Chad Currah e. Equipment manager s report. See attached report Gilles Guillemette Gilles announced that he will be resigning from the BMSA and was thanked for his service and dedication f. Uniform Managers report Paul Glauser: More uniforms need to be returned. Will be working with Mike on getting about 90 uniforms still outstanding returned ASAP 3) Overview of Adult league Report (Greg Zehr and Lou Sicoli) a. BALL had a successful season. No major incidents and everyone seemed to enjoy their time on the diamond. Had some no shows with umpires but most things went well 4) Optimist Golf Tournament Update Matt Campbell a. The event raised approximately $1400 for the BMSA. b. Plans to use this money towards new facilities and maintenance of existing facilities c. Optimist Club thanked the BMSA Executive for their hard work in getting so many children in the community participating in Softball. BMSA thanked the Optimist Club for their sponsorship and community involvement 5) Overview of team successes this season Open Discussion on success of select/rep program a. Squirt & Atom representatives discussed the results of this year s rep and select teams. Overall both programs were viewed as a success and something that should be continued. Bantam team very pleased with their involvement and success in the Ontario Summer Games 6) Vote on proposed changes to the bylaws Recommended changes to: Section 2 - Membership Dues: The amount required to register as a player shall be as follows: T-Ball - $50 Coach Pitch - $90 Tyke - $110 Atom, Squirt, Peewee - $150 Bantam and Midget - $170

4 Baden Minor Softball - Annual General Meeting Each year, unless changed by a majority vote by the members at an annual meeting. Proposed changes to Membership fees to include jersey keep cost. Increase Tyke thru Midget by $20 per person, but fees will now include jersey/shirt the players will keep at the end of the year. Or Increase by $10 per person to cover jerseys. Hats would no longer be provided as parents would be required to buy these and keep year over year. After questions and discussions regarding the amendments listed above a vote took place to see if any of the changes recommended above would go forward. Vote Results from Motion outlined above by Mike and seconded by Jay No Increase in Fees 1 Vote $10 Increase in Fees to cover jersey / tee costs and BMSA stop providing hats = 13 Vote $20 Increase in Fees as outlined above = 1 Vote 7) Vote on proposed changes to our policies Review this from last year. In 2015 this change was passed. We need to review this again and determine of this will continue or be dropped from the policies. i) Executive member discount Executive members generously donate a large amount of personal time to BMSA in order to keep things running. A motion has been made to approve a $75 family discount for Executive members who hold a position on the executive and participate in Executive activities. To qualify members must meet all the requirements of attendance to meetings and they must fulfill their full term in office. The family discount will only be awarded to those executive members that are in good standing and have met the above requirements in accordance with BMSA By-laws and Constitution. Number of meetings to attend is 60%. Vote Results from Motion brought forward by Mike outlined above and seconded by Greg In favor of carry on this policy = 9 Votes In favor of cancelling this policy = 10 Votes Scott and Mike will to review and advise Executive which members are eligible for this discount from 2016 season 8) Questions and suggestions from Members in regard to the past season or upcoming season. a. Coach Pitch games need to have a hard stop time which everyone agreed on b. Coach Pitch game nights and or start of season include more practicing and skill development c. In future all girl s teams should not compete against all boy s teams. If they are competing in league with all boys need to mix boys and girls on the same team d. Develop a new Local League with New Hamburg for T-Ball through Atom. Try to have more set nights and less travel so more families may be willing to commit to ball e. Look at developing more simplified uniform options that are less expensive and items could be reused from season to season. Don t need new hats each year f. Encourage more coaches to organize winter practice sessions to improve skill development 9) Open discussion with Association members regarding a possible merger with New Hamburg in the next 2 years. Members are encouraged to attend the AGM this year to share concerns and or interest in merging with New Hamburg to create a super center for ball.

5 Baden Minor Softball - Annual General Meeting a. Opportunity for a local league b. Opportunity for Select and Rep teams for those interested in competitive ball, potentially minor and Major. c. Possible reduced travel distances. General discussion regarding the pros and cons of what this type of arrangement would involve. General concern over potential loss of Pirates identity. Currently work informally with New Hamburg to field girl s teams at different levels Chad put forward following Motion seconded by Jay Grant permission to the 2017 BMSA Executive to conduct official discussions and research on what a potential merger with New Hamburg Minor Ball might look like and then discuss those findings at a subsequent meeting Vote Results = 11 in Favor, 7 Opposed, 1 Up stained 10) Survey Results General overview and take away heading into 2017 season. a. See attached results b. Overall comment not enough practice times c. Option in the future to look at Executive Members running more group practices to help teach other coaches how to organize practices and learn new drills d. Feedback from coaches in attendance at most practices only half the team would often show up. 11) Nomination and Election of new executive ( 2017) Positons & Results Below i. President Mike Carey ii. Vice President Jay Peacock iii. Registrar Kevin Hall iv. Secretary Kerri J v. Treasurer Scott Soulliere vi. Equipment Manager Mark Murray vii. Uniform Manager Chad Currah viii. Umpire in Chief Paul Glauser ix. Convener/Co-Convener - TBC x. Tournament Coordinator(s) - TBC xi. Booth Coordinator Rob Weachter xii. Coach Liaison Dave Beaver xiii. Special events Coordinator(s) i.e.: Blue Jays Day, Photos, Banquet Kerri J xiv. Past President Elaine Mason 12) Meeting Adjournment Mike (9:57PM). Date of next meeting TBA

6 2016 President s Report Prepared by: Mike Carey Event: Annual General Meeting Date: Sept 25, 2016 Time: 7pm 10pm 2016 saw a significant increase in membership which we suspect is mainly due to the success of the Toronto Blue Jays in And this is similar to what we were hearing form other associations outside our region. With the increase in numbers we were able to branch out and participate in several different leagues at several levels marked the first time in 3 years we participated in the North Waterloo League and the first time ever that we participated in Huron Perth (girl s league) and it was our second year in South Perth. We also continued our participation in South Oxford with Tyke and Bantam teams. Outside of the leagues, this year was the first year Baden participated as full members of the Ontario Select Softball Tournament Association. Teams at Squirt, Mite and Bantam participated in a total of 8 tournaments in OSSTA. For the fourth year in a row we hosted our Annual Spring Clinic. This year it was held in the Old New Hamburg Arena. Attendance was also up for this event climbing 30% over 2015 from 112 participants to 147 in This was also the first year we offered a t-shirt with the price of admission. Overall the clinic was well received again and we had several positive comments from parents on how well it was run and what a great experience it is to get them practicing before the season starts. We have already reserved the dates for the 2017 Spring Clinic. Our umpires in 2016 did a great job, we had a number of new umpires again this year so we had a learning curve this season but overall the group did an excellent job and the association does not run without them. We hope to see many of them back in We do need to look to our adult members in 2017 as well to see if we can get additional help especially with the older age groups. We held the year end tournament for the North Waterloo Bantams and also a fun tournament at the end of the year for tyke. Both were very successful. I also want to congratulate our executive on another successful season. Without so many willing and able volunteers it would be impossible to make ends meet. I hope to see a number of them back in 2017 so we can build on the success of the 2016 season. Mike Carey President BMSA

7 2016 VP report Rep This year was the second year of the Rep program where we saw two different levels of teams competing in two different formats. The rep team played all year in North Waterloo league and participated in OASA, which is a first for Baden putting a team in this division. The select team was comprised of kids from all three local league teams that formed a tournament team in OSSTA. Both teams were successful throughout the year, both finishing 4 th in the Provincial tournaments. Overall, the two teams worked well as a development program establishing a good core of players in the select team, while still keeping the balance of the local league teams. Select players were exposed to squirt rules while playing in the demanding one-day tournament formats, which has prepared them to play into the rep level the next year. Girls Ball The event held at Play Ball brought out girls before the beginning of the season and attempted to provide a fun day that girls could bring their friends out and introduce them to baseball. There were approx. 15 girls that came out, and it was well run, but the intention to draw new registrants was not recognized. Overall it promoted girls ball and provided the girls with a fun and social event. Need to discuss and brain storm more options next year to promote ball to the girls. Girls team numbers were better this year with one Atom and two Squirts, and we experimented with putting these teams into an all-girls Perth league in hopes of driving the female kinship and competitiveness. Co-convenor (with Mike) Practices were managed differently this year by booking all available diamonds through the month of May and half of the month of June. The available practice times were posted online through the website for coaches to book. This freed up a lot of time by avoiding back and forth between coaches and the township, and 95 percent of the time slots were used. The township stepped up at the beginning of the season and installed base posts in Petersburg which gave us much needed diamond time at the younger ages. Website Sponsorship page was updated by organizing and posting all of the new sponsor company logos (great job team). A decent amount of news articles were posted to keep the association aware of news and events. Next year it would be good to have more team successes posted online. New fields The township held a user group meeting in the spring to hear the needs of outdoor sporting and community clubs. BMSA expressed the need for future diamonds based on the growth in registrations over the past three years. An independent consultant chaired the meeting and explained the ten year plan was to be released in the fall. In the mean time we have partnered with the Baden Optimist to begin saving towards this goal. In September the Baden Optimist hosted a golf tournament with proceeds being put towards this goal.

8 Baden Minor Softball Inc Budget Variance Report as at: Aug 31, 2016 Budget approved Oct. 25, 2015 Actual Forecast Aug. 31, 2016 Actual vs. Budget Fav/(Unfav) Notes Opening Balance (Sep. 1, 2015) $ 11, $ 11, $ 11, Revenues Boys & Girls League Fees 27, , , , registrants Spring Clinic Fees 2, , , , registrants Sponsorships 3, , , , Fundraising 1, , , Adult League Fees 8, , , assume breakeven Umpire Clinic Socks Pants & Belts 1, , , Other 2, , , Total Revenues $ 34, $ 63, $ 63, $28, Expenses Adult League 7, , , assume breakeven Awards/Trophies/Banquet , , , Coach Pitch Tournament Fees 1, , , Coaches Clinic 2, , Content Insurance Diamond Expenses 8, , , , Directors & Officers Insurance Display Case 2, , , , Domain Renewal not due in 2016 Equipment Expenses 8, , , , Girls Day Expenses Huron Perth Fees incl. $100 bond N. Waterloo League Fees & Ins Online Registration Fees 1, , , Police Checks Refunds SO League Fees & Insurance 1, , , South Perth Fees 1, , , Sponsor Plaques Spring Clinic Expenses , , , Tryout/Practice Rentals Umpire Clinic Expenses , , Umpire Expenses 5, , , , Uniform Expenses 2, , , , Website renewal Other 1, , , Bantam / Apparel Total Expenses $ 34, $ 65, $ 65, ($30,653.73) Closing Balance $ 11, $ 10, $ 10, ($1,914.04) Month Ending: Bank Balance Uncashed Financial Prior Year Reconciled Cheques Position Balance August $11, $20.00 $11, September $9, $20.00 $9, October $7, $ $7, November $7, $1, $6, $2, December $3, $ $2, $1, January $17, $ $16, $6, February $29, $ $29, $13, March $39, $ $39, $22, April $38, $7, $30, $27, May $20, $9, $11, $28, June $19, $4, $15, $20, July $18, $3, $14, $15, August $10, $ $10, $11,775.09

9 2016 Registrars AGM Report Prepared by: Chad Currah Event: Annual General Meeting Date: Sept 25, 2016 Time: 7pm 10pm The numbers of players registered with BMSA in 2016 grew by approximately 30% over the previous year. In 2016 the breakdown of teams representing BMSA at the various age levels was as follows: T-Ball 7 Teams (G/B) = 56 Coach Pitch 8 Teams (G/B) = 69 Tyke 3 Teams (G/B) = 35 Atom 3 Boys LL Teams (36) / 1 Girls Team (12) / 1 Atom Rep Team (11) Squirt 2 Boys Teams (23) / 2 Girl s Teams (24) Pee-Wee 1 Team (G/B) = 14 Bantam 2 Teams (B) = 23 Total Players Registered = 303 Tax receipts for 2016 have been mailed out from our registration system. A big thank you to all the coaches and parent helpers who got involved this year to make sure all these players had an opportunity to play ball this summer. Thanks also to the league conveynors and umpires along with the entire Executive for their help this year in supporting our teams during their games, practices, & special events. Chad Currah Registrar BMSA 2016

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