2006 Annual General Meeting September 11, 2006
1) Welcome and Introductions
2) AGM Rules of Order
-Kelly R. reviewed the rules of order, and reiterated that they are similar to how we run the team rep meetings
3) Additions to the Agenda
-Jeanette N. asked to add T-shirts on the agenda. Two additional proposals.
-Melissa (Wombats) asked to add proposal for three-pod system.
-Kathy H. (Wombats) asked to add fundraising to the agenda, and the policy for appeals (Kelly R. noted this may be covered off already).
4) Acceptance of the Agenda
-Carolyn motioned to accept agenda with additions. Sheryl seconded. Motion was passed.
5) Previous AGM Minutes
-Sheryl M. motioned to accept minutes as distributed. Carolyn seconded. Motion was passed.
6) Executive Report
-Kelly R. discussed the executive report from the previous year; she noted that the executive decided not to produce the same report for this year as the executive largely carried forward on the foundations that were formed in 2005. This year didn’t see a lot of changes, rather, mostly carry-through. Kelly R. asked if there were comments, questions, etc about how the Exec performed for them?
Mel (Wombats) stated that she felt it wasn’t a good year for them, although kudos to all their players who signed up with their team. An executive decision was made against their appeal to move down a division from the A-Division, and the Wombats wanted further clarification about this division and if the direction of the league is supposed to be fun for all.
Kelly R. stated she will not go through reasons for the decision as they have been over with many on the Wombats team, however, she stated she is glad that they came to the AGM because this is the forum to make change if unhappy with what is going on in the league. Kelly R. wanted to reiterate that hard effort and thought goes into each decision.
7) Financial Statements
-Janice M. directed all to the financial statements provided in the handouts and reviewed the content of the statements. The league made a total income of $31,085.68, and required a total of $25,680.04 in expenses. This resulted in a net income of $5,405.64. The bank balance as of Sept 11, 2006 was $12,243.09.
Questions on the floor:
-Carolyn (Fundamentals) asked about the LIL being separate entity from the league? Janice M. clarified that a separate bank account was opened in the past (to allow organizers access to some but not all league funds), however, the LIL was never a separate entity.
-Shirley (Plan B) asked whether or not T-shirts or prizes could be given with the extra money. Kelly R. responded that as the Executive, we would be reluctant to arbitrarily spend a sizeable portion of the leagues money without consultation. Janice M. added that the team rep meeting would be a better venue for discussing money expenditure.
-How much money should be considered a good running total?? Janice M. replied that approx. 10,000$ should be in the account at the beginning of the season to cover costs, e.g. Umpire fees, fields.
-Further discussion ensued about how the money sits in account over the season.
-How much money was provided to the league from the movie company? Two Hundred dollars was given as a donation for giving up field to the movie company.
Shelly (Plan B) motioned to accept budget as presented. Jan (Rats) seconded. Motion so moved.
Janice M. also stated that the league needs to change the signatories on the LIL account. Two resolutions require to be passed in order to change the signatories.
Shelley (Plan B) motioned that any two of the Chair, Co-Chair, Treasurer and Secretary be the signatories for the League account for the ensuing year.
Clare (Plan B) seconded the motion.
Motion passed (30 pass, 0 neg, 1 abstain)
Carolyn (Fundamentals) motioned that any two of the Chair, Co-Chair, Treasurer and Secretary be the signatories for the LIL account for the ensuing year.
Tammy (Fundamentals) seconded the motion.
Motion passed (30 pass, 0 neg, 1 abstain).
#1 Proposal is removing the rules of play from the Constitution.
Proposed by Janice to simplify the procedure for changing rules at the beginning of the year as opposed to the current situation where the League needs to wait for the AGM to make changes.
Mabel League AGM Proposal – 2006
People making the proposal:
Janice M., Blue Devils
Christal E., somethin’ naked
Emah E., somethin’ naked
Topic: Housekeeping constitutional changes.
Our proposal will:
1) Remove redundant sections of the constitutions: Part 15, Section 2; Part 12, Section 20
2) Reword and clarify a potentially confusing section: Part 12, Section 19
3) Amend and update a section to current practice: Part 17
4) Remove sections no longer in use due to previous AGM changes: Part 7, Section 6, subsections 1and 2
1a) Amend the Constitution by removing:
Part 15, Section 2 ELIGIBILITY A player must have played a minimum of five (5) league games to be eligible for playoffs, or have a doctors certificate, or by appeal to the executive committee.
Reason: The intent of this section is already captured and more appropriately placed within Part 16 PLAYOFFS*, Section 7 which states that ?[p]layers must have played a minimum of five (5) league games to be eligible to participate in the playoffs or supply a doctor’s certificate on appeal to the executive committee.
1b) Amend the Constitution by removing:
Part 12, Section 20 Each team will play teams within their own division twice.
Reason: This section contradicts an earlier section in the same Part of the Constitution (Section 2). The later section (Section 2) allows the statistician and scheduling committee a degree of flexibility when composing the schedule while still maintaining the intent of the both sections.
3) Amend the Constitution by removing to the following words:Part 17 Awards ?The following trophies will be awarded [ADD colon]: at the Year End Event.?
Reason: The wording of this portion of the Constitution was restrictive and did not allow awards to be given out after the final game of the playoffs, which has come to be practice in the last few years. The amendment allows flexibility of when the awards will be given out, while still maintaining which awards will be provided.
4) Remove the following sections from the Constitution:
Part 7, Section 6 UMPIRE-IN-CHIEF, subsection 1 Will set up at least 1 training clinic per year at the start of the season open to new base umpires, new umpires or umpires wishing a refresher course. Part 7, Section 6 UMPIRE-IN-CHIEF, subsection 2 Will be in charge of scheduling base umpires for each league game in all divisions
Reason: The use of (volunteer) base umpires was abolished at the 2005 Mabel League AGM. These sections are no longer valid.
- Shelly (plan B) questioned whether the team reps would still be privy to the changes to the rules of play and having to approve them.
- Carolyn (fundamentals) asked if there would be an appeal procedure for the rules of play changes made.
- Sue (OTLB) asked why there would need to be another committee why couldn’t we just go with rules of Softball BC across the board. The Executive reminded the League of a few rules that were very specific to our League like uniforms and innings that differed from softball BC.
- Cathy (wombats) suggested a friendly amendment to the proposal that would state, “These rules would be voted on and approved at the team rep meeting”
- Janice moved the motion with the friendly amendment
- Cleo (plan B) seconded it
- (pass, 26 neg 0, abstain 2)
Motion so moved.
#2 Proposal put forward by Lyn
Purpose: Clarification of some rules.
There is a time limit on games. NO NEW INNING to start after 1 Hour 45 minutes. Time starts at the first pitch.
Games may end in ties.
Minimum 8 players required starting a game. 15-minute grace period allowed to teams if they only have 7 players, to field a team minimum 8. If they play with 8 players, the 9th player in the line up is an automatic out.
No metal cleats allowed OR exposed metal from soccer cleats.
The Home team is to supply one new game ball, and one good used ball, or two new balls to umpire. (Back up balls should have logo / brand name and series type #/s still showing or be visible. Plate umpire will have the last say if the back up balls are usable or not.) If not usable, home team will supply a second new game ball. Color used must be consistent throughout the game.
Home team sits on (3rd) third base side, visitors on the (1st) first base side. (When known in advance in league play).
All teams should carry copies of field permits to ALL fields supplied by league executive.
Designate an official softball to be used by all teams in the league.
(Most widely used: Dudley WT12 White Thunder Advance High Seam 47 core, raised seams).
- Sue (OTLB) asked if the balls suggested were available in yellow, and when to vote on something like that.
Lyn said it could be voted on at the Rules of play meeting and that teams could agree on things like colour and number purchased by teams.
- Jan (ratz) did not have a copy of the proposal and was given one by Jeanette.
- Suzie (plan B) asked if purchasing the balls by the League would increase team fees. Kelly R agreed that it might but that this should all be brought up at the rules and regs committee meeting.
#4 Proposal put forward by Jeanette
PART 2 – MEMBERSHIP
3. Individual players registered for a team may not change team status in that season after their fourth team game or after registration deadline.
I propose that this section be changed to read:
Individual players registered for a team may only change team status in that season after their fourth game of after registration deadline if the team they are registered with folds and that team has advised the executive of that occurrence. These players must also be members in good standing with the league.
Reasons for this change: I have talked with our Softball BC Rep Dave Cummings about this issue and he has told me that if the team is planning on going to Provincials it would be a problem however if they are folding there is little chance that team will be going so changing teams should not be a problem. See section 14 and 15 of the Softball BC regulations.
1. On Aug 1 2006 I spoke with Dave Cummings, our rep for softball BC, who advised me that there was no Softball BC rule that he knew of that would forbid the league from allowing players of a folded team to play on other teams within the league. By changing this rule in our constitution we could allow teams that might be in danger of forfeiting games due to lack of players to pick up players from the folded team.
2. If a player has paid their league fees and is in good standing with the league they should be able to play out the season in the league.
3. If more than one team folds it will cause a large amount of forfeited games that affect the playing schedule of teams who have paid to play a set number of games.
- Sue (OTLB) asked if only teams in danger of forfeiting could pick up players. She suggested that any team, not just a team that is in danger of forfeit, could pick up the available players. Jeanette
- Tracy (OTLB) felt it was a good proposal as players might be able to play that otherwise might not get to play.
- Carolyn (Fundamentals) felt that there was no question of who could pick up the now free players. Any team could as it was currently worded.
- Christal made a friendly amendment that stated
3. Excepting subsection 1, individual players registered for a team may not change teams status in that season after their fourth game or after the registration deadline.
i) With the approval of the Executive, if the team on which a player is registered folds and that team has advised the Executive of that occurrence, that player, if in good standing with the League, may be picked up by another existing team for the remainder of league play.
Discussion regarding folding teams ensued.
Sue (OTLB) suggested that a “member in good standing” was difficult to determine as some players could pay their fees and the fees might not be given to the league in their behalf. Kelly R stated that this occurred this year and currently the executive felt that it was an individual teams responsibility and the League would require the team members to have paid out any fees owing.
Discussion ensued regarding a team’s ability to pick up free players from any division.
Jeanette accepted Christal’s amendment.
Lyn suggested that this might need to be voted on by the team reps or the Executive before it was accepted. Christal replied that this proposal brings up a number of questions that all need to be addressed by the League.
Sue (OTLB) asked if we could pass this amendment now and deal with the repercussions at the team rep meeting. Lyn made a friendly amendment that followed Christal’s amendment but added “with the approval of the executive” to
Motion moved by Jeanette, seconded by Tammy
(25 pass, abstained 4, neg 1)
Jeanette’s Second proposal
PART 15 – LEAGUE PLAYING RULES
3. FIELDS Quality of fields must be distributed equally between teams of all divisions.
I propose that this section be changed to read:
3. FIELDS The scheduler shall distribute games equally throughout the fields allotted but may assign a home field to teams for the purpose of scheduling games throughout the season.
Reasons for this change:
If the scheduler is able to allot a specific field it will make scheduling games easier.
If the scheduler is able to allot a specific field, teams will know from week to week when that field may be available for their team to practice on.
If a team wants to store their equipment in a storage facility on that field they may have the option of doing so. This would make it easier for the home team to have the equipment at the field if they want to put a storage container at the field.
The constitution states that the quality of fields must be distributed equally between teams of all divisions by assigning a home field this should not alter that to much. A team will play all their home games on a particular field but the away games are played throughout the rest of the fields. As well the fields we have are all pretty much of the same quality
Jan (Ratz) felt that the fields were not all the same and it would be unfair to play all season at certain fields.
Melissa (wombats) felt that it would be harder for the scheduler to accommodate this request.
#5 Put forward by the Melissa from the Wombats
Melissa suggested that the League return to the 3 Pod system so as to allow teams that were competitive and teams that were recreational should not meet as there are very far apart in skill. Also some teams when “misplaced” according to last seasons play in a pod higher then they should be playing ended up having a very bad year of play. With 3 Pods there would be more room for teams misplaced to play other teams that were closer to their skill level.
Carolyn (Fundamentals) felt that playing each team only once was not enough.
Krissy (Wombats) in favor of the 3 Pod.
Jeanette (Coastal) mentioned that teams would complain about playing the same teams over and over again.
Tammy Felt that 2 Pods were too competitive and 3 pods were better
Melissa (Wombats) felt there was such a large difference between the top and the bottom teams so having a middle division spread it out more
Cathy (wombats) felt she had heard pros and cons for both sides of the 3 and 2 Pod structure
Discussion ensued regarding 3 or 2 Pod structure, many players for the 3 Pod structure.
Motion moved that would Return the League to a 3 Pod system with Interdivisional play
Jan (Ratz) seconded
(3 abstained, 26 yeas, 0 neg)
#6 Put forward by Kelly R
TEAM STANDINGS and NEW TEAMS
Current reading of the Constitution:
19. The 2 division structure will be utilized. New teams are automatically placed in the bottom of the second division. Teams will play in their allotted division unless they make a request in writing to the Executive to be placed in a different division. No team may move up or down in divisions from year to year without approval.
Amend the Constitution by rewording to the following:
Part 12, Section 19 The 2 division structure will be utilized. Existing teams will be placed according to the previous year’s standings. Each existing team will play in their allotted division unless they make a request in writing with an attached copy of their roster, to the Executive to be placed in a different division.
Each new team registering will write a letter, with an attached copy of their roster addressed to the Executive requesting which division they wish to be placed into prior to league play. The Executive will review the letter, roster, player experience in the Mabel League, and any extraneous factors to determine where a team should be placed.
No team may move up or down in divisions from year to year without approval.”
Reason: The wording of this section potentially leads to a literal misreading of its intent. The purpose is to place teams into divisions to the best of the scheduler’s ability based on all available knowledge about the teams (prior year’s standings vs. “new” teams). This also takes away the automatic placing of a new team in the bottom division when it may not be appropriate. The rewording also ensures that appeals are received by the Executive with appropriate time to make changes if the decision is made to due so; and it ensures that appeals are reviewed and assessed for decision, and not automatically accepted simply on the basis of submission.
Sheryl (Plan B) suggested a friendly amendment “writing with an attached copy of their roster, to the Executive for review”
Also that it be changed to 3 Pod structure.
Kelly R moved
Sue (OTLB) seconded
(0 opposed, 1 abstained, 28 yea)
Linda (Fundamentals) in regards to fundraising suggested that she would like to see all amounts given to League and teams be put into writing. Kelly W stated that a document had been made since the situation occurred with the Fundamentals. The Executive had also decided to remove the 10% from the raffle and 50/50 fundraisers.
It was asked what would happen if the event loses money. Melissa felt it would be good to have a guarantee of funds due to the large amount of work involved in fundraising.
- Lyn In her experience with the Naughty Monkeys was that her team had to step up and do a large job without any money back but that somebody had to step up.
- Janice raised the concern that a team that gets the most points also does not have to pay League fees, and there becomes a situation where teams are doing events to make money or are we doing it for the good of the League.
- Carolyn (fundamentals) Friendly amendment was that teams that participate in fundraising at the end of the year receive a portion of the net income from all events.
- Kelly R stated that she was not comfortable with the motion that was being forwarded and that this issue should be tabled until next year’s team rep meeting. This is a major financial issue and could take many hours to discuss.
Motion moved by Kelly W
9) Nomination of the Executive:
Chair – Sheryl (Plan B)
Co Chair – Suzie (Plan B)
Secretary -Tammy (Fundamentals)
Treasure r- Lisa (Plan B)
Fields – Melanie (Wombats)
UIC – Lyn (Naughty Monkeys)
Registrar – Daylene (Fundamentals)
Statistician – Meg (Girrls on tap)
Communications – Linda (Fundamentals)
10) Voting for the Executive
11) Meeting Adjourned
moved Carolyn, seconded Tammy, 9:59 pm
Mabel League Team Rep Meeting Minutes July 24 2006
All Star Game Update:
Kelly R-Catch 22
Lisa N- Plan B
Game starts at 1pm, and the Kellys will be coaching. There will be All- Star shirts given out
Year End Update: Jodi updated group on the event and has sent out emails, flyers, and the volunteers are ready.
WESA Update: We have received some names but are still short some players so please contact the Executive to submit names of players interested.
PRIDE: Char gave an update on the Pride parade and got some volunteers already organized. There will be an upcoming meeting to attend to find out position. Char has received sponsorship from Patz MacMillan for the Float.
Lynn got quotes for a storage shed for the League and the Team reps agreed on a cost of between $500-$700. It was decided that the shed would go in Jo’s backyard and would be locked with a combination lock. The shed would be for storing the League banner, liners, files, etc)
Finals: There had been rumors that some players felt the Catch 22 had rigged the games to ensure a win. Kelly expressed that this Executive has tried to act with integrity and openness, while involving the members of the League in decision making. The Executive has dealt with some major issues in the last 2 years, and feels that they have done the best they could. Discussion ensued and Meg stated that she organized the schedule according to the Softball Guide, but would perhaps look at the issue closer next year. Some teams requested that the play-offs be structured according to a weight from league play history. It was also requested that the A Finals and B Finals be at different times so teams could watch both.
There was a concern the Umpires still didn’t know the rules regarding last bats, but Lynn sent out the information to Pat Dooley who in turn sent it out to the Umpires. Kelly also wanted to remind teams that if there is concern regarding an Umpire or a call made that teams should write a letter that the Executive would send to Pat Dooley as opposed to approaching the Umpires at the game when emotions are high.
Teams are reminded that any receipts for League events need to be submitted for repayment ASAP to the Treasurer.
The Hooligan team has submitted a cheque for their League and chocolate fees.
September 11 2006
Proposals must be submitted ahead of time so we can get the information out so everyone is prepared. This will lead to a more efficient process.
A reminder that a number of the current Executives are stepping down this year, so Team Reps are encouraged to tell their players to come to the AGM to elect new Executives.
Mabel League Team Rep Meeting July 10, 2006
a) Introduction of Team Reps – round table intros
b) Agenda – Chair asked if there were any additions to agenda. C.Power asked about pregnant women playing in the league a teammate was kicked out of a game and off the league by the umpire. C.Power was informed that this is not against Mabel league rules, the individual is allowed to play and the team should draft a letter regarding the umpire and the league will forward the complaint.
A few other problems were raised regarding umpires, all were informed to draft a complaint and it will be forwarded. They were also reminded of the feedback opportunity on the report scores page.
c) AGM Update (Sept 11) – Team reps were asked to have their proposals prepared in advance, the purpose is to inform the league membership beforehand, members can come to the AGM prepared to speak to issues and vote. Also, the Chair noted that there will be vacancies on the Executive for the 2007 season. These positions are decided at the AGM, so members are encouraged to come to the AGM.
d) WESA update – Will take place on August 5, 2006. Brockton Oval. Game format is 1 inning fastpitch, 1 inning slowpitch. We need to get back to WESA about what times we would be prefer. The game is usually in the morning, also the Dyke march is also that day, so this time may be preferable as well. An email will be sent out to all team reps regarding a request for a team member to be submitted for this, names are to be submitted by next team rep meeting. Jeanette (Coastal Flyers) has arranged for the purchase of the shirts for the players.
2) Co-Chair report
a) Pride Update – (C.Power ?Kugars) Concept is to astro-turf the truck and put bases on it. Will also paper machelegs onto the truck. Will have choreographed dancers – they are still looking for volunteers. Asking the league if they can purchase magnets to put forward some league marketing. Janice M commented on the Mabel league financial situation and that we are ahead of where we originally thought so the impact of the extra cost could be absorbed. The team reps voted and approved the extra budget cost for magnets for the Pride float.
b) Finals Tournament: Tournament is coming up in less than two weeks. The executive takes this task on. Exec members will be responsible for the coordinating the following – Catering (Kelly R), Awards (Jodi), Umps (Lyn), Tournie Tree (Christal/Emah), Schedule (Meg), Volunteers (Kelly W).
Tournament Structure (round robin or double knockout) was raised for team rep discussion and to be voted on. Round robin was voted in favour for the finals tournament structure.
c) Volunteer Sign-up for finals – Kelly W. outlined all the volunteer opportunities and asked teams to sign up.
Field lining (Saturday) Monkeys and (Sunday) Kugars
Donate Bases – Ratz, Plan B, Rockers
Garbage and Bathrooms (both days) – Eastside Story
Jen W. put forward a proposal to award a point to tank grrls for donating bases for a game they did not play (team forgot their bases at home).
3) Registrar Report
a) Year End/All-Star Update – July 29th Jodi sticking with day in the park theme, there will be a concession and three main events that will happen inside the diamond after the all-star game. Flyers, etc have been prepared for distribution or people can check out the Tank Grrls website.
b) Player Transfer after June 1st – Due to our constitution and softball bc rules players cannot switch or transfer team past the roster due date. There is a small window upon application to softball to transfer a player however this is based on illness or moving out of province.
c) Scorebooks due today – half of the books shown up. Chair asks the team reps what to do about half of the books not appearing at the due date. There was discussion about not collecting the books rather working on an honour system – ie, appeal and then have to prove the player has 5 games.
4) UIC report
a) Position is open
5) Treasurer Report
a) Financial Reports for the League, LIL – Janice M. distributed the budget and explained for the team reps. The LIL put forward a profit of $1600 (fees brought in money, beer garden broke even, insurance premium was in the budget but we didn’t pay for it – need to amend the LIL tournie package to ensure this is purchased, umpires and fields costed less).
League Budget – still some outstanding costs so this budget is current to June 30th.
b) League Fees/Chocolate Fees – The Hooligans have had both their cheques bounce approximately $1000. Each of their players will be contacted to inform them that currently they are not in good standing. At this time, the Executive is not considering “what if” and at this time only looking for information. The Hooligans team and players are all currently not in good standing.
Janice M. summed up the budget – the financials are fine, the meltdown and LIL were successful.
6) Statistician Report
a) Possible Field Fold – There are some rumblings that the Hooligans have folded however, the executive is yet uninformed. We are awaiting notification from that team.
b) Reminder about forfeiting – 36 hours notice from the team, b/c Executive is required to notify umpires 24hrs in advance, otherwise we will be charged the fees. A forfeiting team is given a loss and 7 points to the “winning” team. Meg is strongly encouraging to take this seriously and not forfeit games. Too many games are being forfeited, and it does skew the stats.
a) Welcome to Jodi for stepping up and taking up the remaining fields duties.
b) Permits – has copies of the field permits and has emailed.
c) Field Permits at risk (drinking) – we have received a complaint from the China Creek field, one resident in particular is complaintive and will be keeping an eye on the field. Team reps are cautioned.
Jo (Line Drivers) raised the issue of other field users (non teams) who are using the fields and drinking/smoking pot on the fields. Is possible to say it’s us.
a) Sport Chek – There is a fundraising opportunity that each team can try for (OTLB forwarded the information). This information was forwarded to all the team reps. Winner receives a sports chek gift card from 100-500$.
b) Locker – the League has equipment, banners, paperwork, old apparel, etc that is currently all over the place. The executive has been looking into the costs of a storage unit where all the league physical assets can be stored in a single location (and not scattered in peoples
Executive and Team Rep Meeting – June 12, 2006
Handed out copies of the field permits.
Discussion of the upcoming Mabel/WESA Challenge August 5th 2006 at Brockton Oval.
- LIL Tournament: A big thank you to Jenny and Chan for doing everything it took to have the LIL this year. Some suggestions were made for next year and a few glitches that occurred this year were discussed including:the schedule avaliable earlier, info regarding rules sent to team reps and umpires earlier, insurance that friday games would be umped the same as sat/sun games, the possibility of only following softball BC rules, the accidental purchase of slow pitch balls (44), the need to get information from people who have helped in previous years, the use of softball BC rules instead of “LIL Tournament rules”, and the usual discrepancy between the rules illustrated and the umpiring.
- The group discussed why the entry fee was $325 this year. Janice stated that the budget created for the LIL was anticipating only 16 teams and in fact all teams in the Mabel League signed up to play this year. It was also noted that $325 is really inexpensive for a tournament, especially with cash prizes to the winners.
- WESA: The proposed game on July 15th will not be happening as the team reps voted for it but WESA was not available at this time. The usual Mabel WESA challenge will take place August 5th at Brockton Oval. Team reps are asked to poll their teams and send forward a representative to the game.
- Rules and Grievance Committee: An “Incident Report” draft was handed out and emailed to Team reps for review. This form has resulted from an incident which occurred this year and was dealt with by the committee.
- Contribution Award: Kelly W handed out a copy of the points system and will email them out as well to Team reps. Teams were reminded that the team with the highest points awarded will get next years league fees waived. The current standings are on the website.
- The rosters were handed in June 1st, and a thank you to most of the teams for completing this on time, however Christal was still trying to chase some teams down.
- The Softball BC handbooks were provided at the meeting.
- The Year End Event committee is trying to book the field for the event on July 29/30 if available but Aug 12/13 is the default date. Team reps voted in favour of July 29/30 as the preferable year-end event date. The ?All Star Game? will start at 1pm as the permit starts at 12:30pm. T-shirts have been ordered, and each team rep needs to bring forward a representative to play.
PRIDE update: A bursary from the Pride Society was awarded to the League for free admission and $100.00 spending money plus the League will donate up to $250.00 to the team involved in organizing the float. The committee is working on a theme, and teams have been instructed to get in contact with Char Power from the Kugars if they know of people interested in arts and crafts or have an in on a stereo system. There is a hope that this could be a medium in which to reach new players. There was a desire to have some dialogue regarding the history of the Mabel League.
The Chocolate money is due in the amount of $675.00, or $337.50 for teams buying out of it. If anyone had already paid they were to get in contact with Janice.
- The website has been updated with regards to scores. By clicking on the teams Tab players could access the information. Meg was rescheduling rain out games and would notify teams once she was done.
- Team Reps were reminded that the position of Fields and UIC were still open.
nothing new to report.
Executive & Team Rep Meeting – May 8, 2006
Introduction of Team Reps
Introduction of Agenda
2. ADDITIONS AGENDA
Allstar Game/Heather Williams Memorial ? CJ stated that their team is responsible for the allstar game/year end and wants to see about moving the event to the July 29th weekend. Sue noted that her team and half another would be away at that time. Kelly R will follow up with permits for the fields and will check into if this is a possibility. Jodi, Christal and CJ to discuss.
Rainout line ? The rainout line hasn’t been updated at this point. Taylor and Meg tried to change the phone out line but couldn’t.
Strathcona field – Yvonne stated that they had a game there and a men’s soccer team was there playing and resistant to move. Lynn stated that best could do is have proof of permit for the field to prove we have it.
Lisa G. - Kelly stated that at this time she is the only one in contact with Lisa G. She made a general statement that if anyone comes across Lisa, to please be respectful through any conversations they have with her. As chair, Kelly is the point of contact on this issue. Lisa is still a member “not in good standing” and based on her financial status, there is not much else we can do at this point. Kelly believes that her intention is to pay off the debt.
WESA Update – Kelly W. noted to the WESA Is scheduled on the same day as the dyke march. Kelly W. informed Coastal Flyers (team responsible for setting up WESA this year) about possible option. The league has been contacted requesting if the league would like to move the WESA challenge to the Teddybear picnic date. They have the fields, permits, vendors, what would be up to Mabelleague is to field teams and contact WESA regarding their concerns. It was noted that this is also the weekend of the folk festival.
- Kelly R. put it out to the team reps to approach their teams about fielding an WESA game for this date and also to revisit whether we need not schedule games during this weekend.
LIL Tournie Committee – Kelly W. noted that Emah is the exec member who will be the liaison for this volunteer committee. No one has come forward at this point, which means that the LIL is somewhat in jeopardy. The executive has put together a information set up package for the LIL to help out whichever team(s) come forward. Fields and permits have already been obtained.
- Jenny (Naughty Monkeys) has stated that they are willing to take on the beer garden portion of the LIL and Jenny will take up some other options.
- There was some discussion about the fundraising events and how much work is involved with no or little incentive (Caroline). Kelly W. responded to this issue regarding discussions that were had last year about whether we were going to be a more volunteer driven league or increased fees. Last year the discussion was that we wanted less fees and more volunteer, however, she stated that if the league feels that they want this to change and have fees raised then that’s a discussion we should engage again. The executive is taking direction from the league. Kelly R. recognizes that the teams that put these events on do put in a lot of work and perhaps could be a more formal process discuss at the AGM for this.
- Kelly R returned the conversation to the LIL and stated we need people to volunteer tonight.
- Jill (Rockers), Meg (Monkeys), Carmen (Hooligans), Lyn (Monkeys ? will take care of the umpires) and Jenni to help out with LIL.
LIL Tournie Volunteers - Kelly W. outlined the volunteer positions required for the LIL, lining up volunteers beforehand helps out those organizing. Kelly W took down all volunteer teams for volunteers positions. Line Drivers volunteered to do all Saturday duties.
Meltdown Summary - Sheryl (Plan B) provided a summary of the meltdown. Has had feedback that everyone had a good time. Noted some items that would be good for next year: coat check, more booze, bigger space, estimated that it generated over $2000. Kelly W stated that as the exec liaison she wanted to acknowledge the organizing group. They worked well together and definitely one person stood out for her effort, Clare P, worked amazingly. Kelly W presented Clare with some flowers to say thanks.
Gay Games Documentary - Kelly W stated that xtra west is looking for a woman who may be going to the gay games to do a story on them. Kelly W passed on the info to Sue Baker.
- Christal E. noted that she sent out the new players list last week with minimal additions. There is no update since then. Fees and Rosters are due June 1st. Cash is not accepted. Cheques must be written. Fees are 525$ and may combine chocolates amount onto the same cheque $337.50 (chocolates)
- Taylor notified all team reps that she will be resigning from the UIC position due to time commitments. Wishes the league a good season. She also stated that the Executive is doing a great job and thinks the league should recognize that.
- Co-Chair and Chair thanked Taylor for her work.
- The remaining UIC jobs were noted to the team reps (rainouts) if they are interested in this position. The UIC also serves on the rules and grievances committee so must know the rules.
Ball Core Weight - Kelly R noted that the league was emailed about what core weight is acceptable (.50 or .47). Kelly noted that either are acceptable but both teams must submit the same weight and colour (white vs fluorescent).
- It was also reaffirmed that teams must provide new balls at the start of games to the umpire, not old scruffy balls.
- Janice M. noted that there has long been a requirement that any team doing fundraising at an event gives 10% of the profits back to the league. However, this may be problematic as to what defines “profit,” also there has been some inconsistent application of this requirement. This issue was discussed at our last executive meeting, and we decided that it would be a good thing to get rid of this 10% portion to the league. This is not money counted on by the league. If the team doing the fundraising wants to donate some back to the league they could but it is not a requirement. In conjunction with this the executive has drafted a “fundraising agreement” in order to adequately keep of fundraising team(s) at an event.
- Fees are stated as 675$ on the minutes. The fees are 575$ (minus 200$ registration). Chocolates money may have confused this number.
Chocolates – Meg has chocolates currently, and teams that have not picked up the chocolates can do so tonight.
- Meg has rescheduled to drop a couple of fields. Likely any rainout games will be rescheduled at Britannia. Recognizes these are good fields, and do not want to loose them for next year. But they are expensive.
- Lyn stated that the website was down for a weekend, and the inputting the score was a difficulty. It was noted that Meg also has second phone number.
- Kelly R noted that our fields executive has also resigned. But she will get permits out to the teams as soon as possible.
10. OTHER BUSINESS
- Kelly W also notified the team reps that there was an appeal made by the Wombats to move down a division. There was some fallout from the decision that the Executive made. The executive has reviewed the issue and still stands by the decision.
- Janice M. also noted that through this process we discovered that the appeals process is not as formalized as it needs to be as well as reviewing the constitution. We also discussed formalizing what constitutes a “New” team vs. an “Existing” team. Over the course of the year we want to address this issue. The Rules and Grievances Committee is a possible avenue for looking at formalizing the process.
Executive & Team Rep Meeting – April 10, 2006
Chair provided an overview of the agenda to the reps. The March team rep meeting minutes were approved.
- Communications Update: Lyn H. was introduced to the team reps. She is now a member of the executive and will fulfill the communications position. She has been busy getting the website up to date. She can be contacted through the site or email@example.com for any questions. She encouraged team reps to inform her about community events via email and she will put them on the website.
- UIC Update: Taylor S. stated that there are still opportunities for anyone interested to take the umpire clinic. For those who took the clinic as part of the Mabel league sponsorship, they should contact her for reimbursement of the clinic fees.
- Fields Update: Janice H. reviewed the events of the bylaw meeting for team reps. She mentioned that removal of the playing rules from the constitution was also discussed. Janice noted that Softball BC has several membership benefits that would be useful for all to know and she will email these out to the team reps.
- Treasurer Update: Janice M. requested that each team inform her of their decision on the chocolate buy out option. She passed around a sign up sheet to all the team reps.
- She also provided a proposed budget to all for this year and discussed the information. Each team will pay $675 total for league fees and those wishing to buy out chocolates will owe an additional $337.50. Teams all agreed to not increase fees or fundraising for 2006 and acknowledged to run a deficit. However, next year fees will have to be revisited.
- Co-Chair Update: Kelly W. reminded all that the Meltdown is May 6th and Clare of Plan B will be sending out reminders and the flyer by email. Tickets will be sold at the door only on a sliding scale of 1 to 10$. The theme is Spontaneity and MC s are welcomed to volunteer.
- Registrar Update: C.Engleder handed out the roster forms and stated that completed rosters are due June 1 (and the chocolate money is due June 12). Teams will need to get softball bc forms from the registrar after the meeting.
- Teams were reminded we are district 5 and senior orthodox classified.
- The new players list has only had a few additions and so an update list will be sent out next week.
A special note: The Avengers have folded and they were in charge of this years LIL Tournament. A call was put out to the teams to take up the organizing role now left open. The Naughty Monkeys expressed some interest and encourage any other teams to help as well.
- Statistician Update: Meg A. stated that the schedule has been completed with a few minor changes possibly needed from the recent folding of the Avengers. Once completed and finalized, Meg will put a note on the website schedule.
- Meeting was adjourned.
Team Reps Rules and By-Laws Meeting – April 3, 2006
Janice H. chaired this meeting and welcomed all attendees.
1. Two Pod Division: Janice H. explained the two-pod division system (to be used for 2006).
2. Constitution Rules: She also highlighted changes needing to be made to the wording of the rules in the constitution under league games as all of the required changes based on this passed AGM proposal were not caught. The rules should read as:
- 7. Points should be awarded for each completed schedules game on the following basis: win equals 2 points, tie equals 1 point, loss equals zero points, standings will be weighted.
- 8. There will be a 5 run limit per inning, except the last inning which shall be exempt from a run limit.
- 19. The two pod structure will be maintained. New teams are automatically placed in the Recreational division unless they request in writing, to the executive, to be placed in a different division. Lyn H. will make note of these changes on the website.
3. Pitching Rule: The group then discussed the orthodox pitching rule as outlined by Softball Canada. It was stated that all umpires will receive a copy of our pitching rules.
4. Sports(wo)manship: As there are no base umpires this year for league play (passed AGM proposal), Taylor reminded all attendees of sportsmanlike play and kindness to the umpires
5. Field Rules: It was decided that Strathcona is an unobstructed field with no special rules. Teams were reminded that if a ball is popped up and hits a branch of a tree it is a dead ball. Finally, new umpires (carded this year) may possibly base ump a few games for experience.
Executive and Team Rep Meeting Minutes – March 13, 2006
Team Rep and Executive round of introductions.
- Introduction of Agenda
- We are not able to collect money owing from Lisa G. We are not in a position to pursue any legal options. The Executive concludes this matter. Lisa G. is will be considered a member not in good standing with the League.
- Question: Are there checks and balances in order to prevent theft from happening in the future? Answer: Yes, there are two co-signers, reimbursement method, League doesn’t accept cash. Volunteers have to meet with treasurer before each event in order to go over budget.
2. Co Chair
- Team Rep sign up sheet being circulated, information from this sheet will be used to assist the Executive in communicating with the Team Reps, via email, via telephone.
- Decision was made last year to continue with volunteerism within the League in order to keep low playing fees for Teams.
- Guidance packages were distributed to Team Reps detailing the volunteer activities.
- Those Teams not listed below will be contacted with Tournament volunteer duties to select from closer to the Tournament dates:
Chocolate Sales- Grinders; Janice M. Executive
Pride Parade- Cougars; Janice H. Executive
Heather Williams All Star Game – Blue Devils; Christal Executive
WESA Challenge- Coastal Flyers; Kelly R. Executive
Meltdown – Plan B; Kelly W Executive
Lil Tournament – Avengers; Emah Executive
Year End Event – Tank Grrls; Christal Executive
Rules & GrievancesComm. – Jets, Grinders; Taylor/Kelly W. Executive
- Last Day of registration is today, $200 deposit.
- Softball BC Membership Forms, Rule Books and Rosters will be coming out soon.
- Couple of Teams may look at meeting up after and talking about joining forces as some Teams are short players.
- If you are missing Softball BC numbers contact Softball BC to get the information, either by phone or email.
- Handling Team Registration forms and receipts for tonight.
- Reviewed budget for 2006 season. Handed out a copy to each Team Rep.
- Please note, that every fundraising event is budgeted for a break even. Meltdown is anticipated to have a $1000 profit based on history of the event.
- Team Playing fees remain at $525 for this season as of now.
- Fundraising is mostly from chocolates. Remember the buyout option of $337.50 based on the price of chocolate from last year. Otherwise teams are required to sell them and give profit to the League.
- Fields and umpires fees are same as last year
- Incur some costs for meetings, rent for the AGM and monthly meeting room
- Prizes and office supplies, website etc are miscellaneous costs.
- Anticipate $464.00 in the negative. The surplus we have accumulated is to be used to keep the fees minimized.
- Question: Please verify the amount for the Pride Parade. Is it $200.00 or $250.00? Answer: Kelly W to check and get back to Char from Cougars.
- Question: Coastal Flyers inquired about the amount of money in the bank and how do we use it.
- Same reporting system as last year.
- Schedule is anticipated to be out for next Team Rep Meeting.
- Season starts April 25th.
- Question: Jo from Line Drivers asked about having appropriate levels of umpiring for the finals as there were some issues with that last year. Answer: Meg reassured her that the umpires will be better organized this year, as we hope that there will not be the rush of games at the end of the season which will determine the standings. Kelly W mentioned that there was a Executive and Team Rep Meeting dedicated at the end of last season to discuss the Finals Tournament. Minutes to that July 25th Meeting are available on the website for perusing. Jeanette mentioned that Pat Dooley may have more of an availability of umpires for this year. Shortage of umpires was a result of umpires association had many tournaments that weekend.
- Had one person committed to doing the umpire clinic. Grinders may put a name forward soon, making it two people interested in the umpire clinic.
- Will get back to Teams on colour requests after meeting tonight.
- Still require a volunteer from within the League to fill this position on the Executive.
- Require patience from Team Reps in regards to communication from the Executive to the League.
- Janice H reminder of the Rules-of-Play meeting on April 3rd at 7:00 pm. Print outs will be available. Refresher about what the Mabel League rules are.
- Reminder that we are looking at removing Rules-of-Play from within the Constitution. This will mean that making changes will be easier to do throughout the season. As a result, future Rules-of-Play meetings will be more meaningful.
- Set for Fields for the season.