AGENDA 1. Call to order/role call/attendance. 2. Annual reports from board members: a) President s report; b) Vice President s report; c) Treasurer s report; d) Secretary/Registrar s report; e) Equipment Manager s report; and f) Uniform Manager s report. 3. Overview of Adult league report. Baden Minor Softball September 25, 2016 Wilmot Rec Centre, Wilmot Room, 7 pm Annual General Meeting 4. Overview of team successes this season Open discussion on success of Select/Rep program. 5. Vote on proposed changes to the bylaws: a) 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; and Bantam and Midget - $170. Each year, unless changed by a majority vote by the members at an annual meeting. Membership fees to include jersey within cost of registration, in one of the following (2) scenarios: 1) 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. 2) 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. September Agenda.doc
AGENDA b) Vote on proposed changes to our policies review 2015 change that was passed. We need to determine if this will continue or be dropped from the policies. 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 Bylaws and Constitution. Number of meetings to attend is 60%. 6. Questions and suggestions from Members in regards to the past season or upcoming season. 7. 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; and c. Possible reduced travel distances. 8. Survey Results General overview and take away heading into 2017 season. 9. Nomination and Election of new executive for 2016. Positons Include: a. President; b. Vice President; c. Secretary/Registrar; d. Treasurer; e. Equipment Manager; f. Uniform Manager; g. Umpire in Chief; h. Convener/Co-Convener; i. Tournament Coordinator(s); j. Booth Coordinator; and k. Special events Coordinator(s) i.e.: Blue Jays Day, Photos, and Banquet. September Agenda.doc
Baden Minor Ball MEETING MINUTES Meeting date time: Meeting Location: September 25, 2016 7 pm Wilmot Rec Centre Meeting called by Type of meeting Facilitator Note taker AGENDA TOPICS Mike Carey Annual General Meeting Mike Carey CC Attendees Mike Carey, Rob Waechter, Gilles Guillemette, Kevin Hall, Kerri J, 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 Absent 1. Call to order/role call/attendance See Attendance list above 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 Meeting Minutes Sept25.docx
ANNUAL GENERAL MEETING MINUTES 3. Overview of Adult League Greg Z and Lou S. 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 The event raised approximately $1400 for the BMSA. Plans to use this money towards new facilities and maintenance of existing facilities 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 April 21 and 28th 5pm-10pm 5. Overview of Team Successes this Season Open Discussion on success of select/rep program 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 Page 2
ANNUAL GENERAL MEETING MINUTES Each year, unless changed by a majority vote by the members at an annual meeting. Membership fees to include jersey within cost of registration, in one of the following (2) scenarios: 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. 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. Motions / Conclusions: 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. 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%. Motions / Conclusions: 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 Page 3
ANNUAL GENERAL MEETING MINUTES 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 girls teams should not compete against all boys 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 on Merger with New Hamburg 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. General discussion regarding the pros and cons of what this type of arrangement would involve. General concern voiced over the 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 Motions / Conclusions: Vote Results = 11 in Favor, 7 Opposed, 1 Up stained Page 4
ANNUAL GENERAL MEETING MINUTES 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 Executives (2017) Positons & Results Below i. President Mike Carey ii. iii. iv. Vice President Jay Peacock Registrar Kevin Hall Secretary Kerri J v. Treasurer Scott Soulliere vi. vii. viii. ix. Equipment Manager Mark Murray Uniform Manager Chad Currah Umpire in Chief Paul Glauser Convener/Co-Convener - TBC x. Tournament Coordinator(s) - TBC xi. xii. xiii. xiv. Booth Coordinator Rob Weachter Coach Liaison Dave Beaver Special events Coordinator(s) i.e.: Blue Jays Day, Photos, Banquet Kerri J Past President Elaine Mason 12. Meeting Adjournment Mike (9:57PM). Date of next meeting TBA Page 5
Baden Minor Softball - Annual General Meeting 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 2015. 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. 2016 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 2016. 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 gob, 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 2017. 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
Baden Minor Softball - Annual General Meeting 2016 VP Report Jason Peacock 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.
Baden Minor Softball Inc. 2016 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) $ 11,755.09 $ 11,755.09 $ 11,755.09 Revenues Boys & Girls League Fees Spring Clinic Fees Sponsorships Fundraising Adult League Fees Umpire Clinic Socks Pants & Belts Other 27,560.00 2,800.00 3,250.00 1,200.00 33,440.00 6,400.00 7,600.00 2,115.60 8,800.00 760.00 850.00 1,396.00 2,188.09 33,440.00 6,400.00 7,600.00 2,115.60 8,800.00 760.00 850.00 1,396.00 2,188.09 5,880.00 303 registrants 3,600.00 160 registrants 4,350.00 915.60 8,800.00 assume breakeven 760.00 850.00 1,396.00 2,188.09 Total Revenues $ 34,810.00 $ 63,549.69 $ 63,549.69 $28,739.69 Expenses Adult League Awards/Trophies/Banquet Coach Pitch Tournament Fees Coaches Clinic Content Insurance Diamond Expenses Directors & Officers Insurance Display Case Domain Renewal Equipment Expenses Girls Day Expenses Huron Perth Fees N. Waterloo League Fees & Ins Online Registration Fees Police Checks Refunds SO League Fees & Insurance South Perth Fees Sponsor Plaques Spring Clinic Expenses Tryout/Practice Rentals Umpire Clinic Expenses Umpire Expenses Uniform Expenses Website renewal Other 900.00 2,057.00 380.00 8,194.16 600.00 2,500.00 8,063.45 200.00 1,700.00 937.77 500.00 5,520.00 2,401.25 650.00 7,048.64 2,391.57 1,110.00 397.44 9,803.00 615.60 1,260.57 10,085.24 469.00 942.10 400.00 1,780.76 200.24 140.00 2,680.00 1,125.00 304.59 3,865.72 476.50 1,049.39 7,395.64 10,226.84 420.00 1,069.52 7,048.64 2,391.57 1,110.00 397.44 9,803.00 615.60 1,260.57 10,085.24 469.00 942.10 400.00 1,780.76 200.24 140.00 2,680.00 1,125.00 304.59 3,865.72 476.50 1,049.39 7,395.64 10,226.84 420.00 1,069.52-7,048.64 assume breakeven -1,491.57-1,110.00 2,057.00-17.44-1,608.84-15.60 1,239.43 not due in 2016-2,021.79-469.00-942.10 incl. $100 bond -200.00-1,780.76-200.24-140.00-980.00-1,125.00-304.59-2,927.95-476.50-549.39-1,875.64-7,825.59 230.00-1,069.52 Bantam / Apparel Total Expenses $ 34,603.63 $ 65,257.36 $ 65,257.36 ($30,653.73) Closing Balance $ 11,961.46 $ 10,047.42 $ 10,047.42 ($1,914.04) Uncashed Financial Prior Year Month Ending: Bank Balance Reconciled Cheques Position Balance August-31-15 $11,775.09 $20.00 $11,755.09 September-30-15 $9,684.31 $20.00 $9,664.31 October-31-15 $7,968.25 $237.62 $7,730.63 November-30-15 $7,784.24 $1,709.45 $6,074.79 $2,580.72 December-31-15 $3,165.86 $503.56 $2,662.30 $1,369.97 January-31-16 $17,045.91 $514.29 $16,531.62 $6,165.02 February-29-16 $29,661.50 $140.55 $29,520.95 $13,323.45 March-31-16 $39,431.41 $149.13 $39,282.28 $22,850.76 April-30-16 $38,289.07 $7,535.06 $30,754.01 $27,164.05 May-31-16 $20,739.68 $9,169.12 $11,570.56 $28,922.51 June-30-16 $19,815.74 $4,802.44 $15,013.30 $20,228.79 July-31-16 $18,407.82 $3,705.90 $14,701.92 $15,824.25 August-31-16 $10,769.18 $721.76 $10,047.42 $11,775.09
Baden Minor Softball - Annual General Meeting 2016 Registrar s 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