Pegasus Slowpitch Softball Association Board Meeting Agenda 7:00 pm February 9, 2017 Resource Center Dallas Wakin Executive Board Room 5750 Cedar Springs Rd, Dallas, TX 75235 Call to order Approval of Minutes Open Forum for Membership Members may address the Board for three (3) minutes each on any issue that is not on the agenda. No Board action may be taken until which time the topic has been placed on an upcoming agenda and notification sent according to the current By-laws. Any person desiring an action item to be put on an agenda must notify the Commissioner 7 days preceding the next regularly scheduled Thursday Board meeting. Officers Reports 1. Activities 2. Competition 3. Public Relations 4. Recruitment 5. Sponsorship 6. Treasurer 7. Secretary 8. Asst. Commissioner 9. Commissioner Committee Reports 1. Big D Easter Bonnet Classic New Business 1. Non-profit Status 2. League Meeting Agenda 3. NAGAAA Winter Meetings Report 4. Uniform Night / Opening Ceremony / Opening Day / Miss PSSA / Switch Hitters 5. Mobile Website Discussion 6. Committee Chair Appointments (Bylaws, Ethics, Community Giving) 7. Promotional Partnerships RFP 8. 2018 Fields Discussion Announcements/Upcoming Events 1. League Meeting 2/11 10A-12P Resource Center: Borick Auditorium B 2. Uniform Night 2/26 3P-6P Sue Ellen s 3. Opening Day / Opening Ceremony / Nominations Open 3/5 Kiest Park 4. March Board Meeting 3/9 7P-9P Resource Center Future Business Items for Next Board Meeting In accordance with section 551.074 of the Texas Government Code, the Board may convene into Executive Session for the purpose of discussion of any agenda item listed herein that deals with personnel matters or that may have legal consideration or might require legal counsel and/or advice.
Call to Order by Commissioner: 7:00pm Approval of Minutes Motion to approve as written. Ryan 1 st, Donnie 2 nd. Voice vote All Aye, no Ney. Open Forum REC teams (Henry DeBose) How many teams? Who will they play? Clinic guidelines (John Terrell) Concerned that coaches were actively recruiting on the fields during player clinics. Need to implement guidelines around this for next season. Skip forward to Non-profit status Go into Executive session. Mark F asked for executive session at 7:14pm. Voice vote All Aye, no Ney. Out of executive session. Mark F motioned to end executive session at 7:27pm. Voice vote All Aye, no Ney. Summary 501c3 laws impact the way we operate the league and we have to ensure that we are operating under those laws. Motion 1 Have the league engage an attorney to ensure we re in compliance for regulatory for 501c3 & budget up to $700 for this process. o David 1 st, Ryan 2 nd 1. Act Yes 2. Comp Yes 4. Recr Yes 5. Spon Yes 8. Asst Yes Motion 2 Instead of distributing funds to teams or league members directly, only doing reimbursement or direct pay for allowable expenses, as determined by the budget. Until further notice. o David 1 st, Thomas 2 nd 1. Act Yes 2. Comp Yes 4. Recr Yes 5. Spon Yes 8. Asst Yes Skip to Recruitment update 2 fields days, 4 HH complete list of good & bad. Will review and recalibrate for next season. Biggest concern 9 players registered, no team. 3 are actively engaged with coaches. 6 players still need team. ATT may have a team (possibly put the extra no-team players on the ATT team?) Motion Extend live registration on website until 5pm on Friday, Feb 17. At that time, we will take down the link and send it to individuals as needed. o Ryan 1 st, Jared 2 nd 1. Act No 2. Comp Yes 4. Recr Yes 5. Spon Yes
8. Asst Yes Motion: Allow ATT to form as a team up until 5pm on Tuesday, Feb 21 o 1 st Mark K, 2 nd Ryan 1. Act No 2. Comp No 4. Recr Abstain 5. Spon No 8. Asst Yes Skip back to Officer Reports Activities Deferred to New Business Competition Line Up cards picked up (500) Create each coach a folder of stuff they need for the season Rules, line ups cards, dates, calendar, FAQs. Public Relations Website up to date for 2017 teams Scheduling software discussion with Technology chair in process Team pages are up to date Rostering players so Game Changer will be ready Need jersey numbers for each player. How do we get them? Sponsorship $2500 from Round Up & Caven, $1k from Woody s, $5k gaur from Prudential, $10k promiser from Ben E Keith, conf call with Barefoot Wine next week, haven t her from Stoli Current total, incl Ben E Keith/Prudential promises - $21k Logos going on website, buckets, banners, FB, etc. Still looking for bucket sponsors for bats Treasurer All investments moved to Prudential ($82,417). Goal is to get to $100k before any distributions for reimbursements Cash flow looks good about $20k in the bank Insurance for players in process Need to add $5k umpire travel budget for Easter Bonnet Motion (Mark K 1st, Ryan 2nd) Add umpire travel line item to tournament budget for $5k o Act Yes o Comp Yes o PR Yes o Recr Not present o Spon Yes o Treas Yes o Sec Yes o Asst Yes o Comm no vote, not a tie
Secretary Code of conduct signatures in progress Registration update 31 teams, player registration in progress Contracts fields, insurance, etc. for Dropbox Asst Commissioner Umpire meeting on Monday. Gave update about game changer, pick a stick, new rules for lineup cards. Training for scorekeepers Sat, Feb 25 (Round-Up). Second class Sat, March 4 (Round-Up) Question came up warm-up batting not allowed on fields before games. Pick a stick bats will be stickers & inventoried. DJ could not get bat bags or grips. Need to find alternate vendors. If we insure bats, it will have to be commercial policy. Kiest hired a Sunday manager so Edie can coach on Sundays. Weeks when Kiest not available, we will play at Softball World in Euless. o Strongly considering Softball World for Fall Ball. o USA Softball has the Kiest fields for fall tournaments. Need to discuss drinking/playing policy when we are at Softball World. Commissioner Deferred to New Business Committee Reports Easter Bonnet Early bird extended to Feb 17 15 teams registered Sponsorship coming in New Business League Meeting Agenda Reviewed and agreed on topics NAGAAA Winter Meetings 2017 NAGAAA Cup Columbus, OH (May 6-7) 2017 GSWS Portland 2018 GSWS - Tampa 2019 GSWS Kansas City (not officially awarded yet) Roster change rules adjusted Corporate sponsorship if league brings leads, league gets percentage back 5 Divisions analyze adding a 5 th division and bid allocation 3 now cities added (Des Moines, Indianapolis, San Antonio) o Extended 1 free entry to Easter Bonnet for each league IOG rewritten to Governing Manual to make it easier to navigate the national level rules & membership requirements Activities stuff Want to revolve all events around a charity for the year o Ryan offered Legacy Counseling, Resource Center, Youth First, Take Back Oak Lawn. Prefer to keep within LGBTQ community o Thomas - Take Back Oak Lawn is a good one Need to make sure they are 501c3 in order to donate to them. Jared to follow up o Motion Choose Take Back Oak Lawn as our charitable beneficiary (outside of GSWS fundraiser events Miss PSSA, Switch Hitters, Uniform Night), pending confirmation of 501c3 status o Thomas 1 st, Ryan 2 nd Act Yes Comp Yes
PR Yes Recr Not present Spon Yes Treas Yes Sec Yes Asst Yes Comm no vote, not a tie Uniform Night o Sue Ellen s Sun, Feb 26 from 3-6pm o Timeline created o Teams pick preferred events o Need to assign jobs to board members o Sign-in closes at 5pm o Hot dog eating contest - $5 entry. Winner gets auto-first choice for PSSA event. Miss PSSA/Switch Hitter rule drafts provided for review Opening Ceremony o Need microphone o National anthem o Honor the lost o Honor GSWS winners o First pitch o HOF/All Stars 30-min game o Board intros Topics deferred to next meeting: Committee Chair appointments, Promotional Partnership RFP, 2018 Fields discussion Motion to adjourn: David 1 st, Jared 2 nd. Voice vote All Aye, no Ney. Meeting close: 9pm