Executive Meeting Minutes - Peterborough Men's Senior Slo Pitch

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Executive Meeting Minutes

Peterborough Men’s Senior Slo-Pitch League
Meeting Minutes – August 26, 2016
Opening:
The regular meeting of the League executive was called to order at 1:00 p.m. on August 26, 2016 at King’s crossing by President Bill McKnight.
Present:
Bill McKnight, Bill Young, Dave Dettman, Brian Balcombe, Steve Gardner, Charlie Lauer, Jim Glynn, Vince Bowe, John Crawford, Bob Cooling. Absent: Peter McCrae.
Minutes:
The Minutes of the June 24, 2016 regular meeting were reviewed. This generated a discussion about the use of the rubber matt and it was agreed that the rubber matt would continue to be used in the future for safety reasons and also a motion to cut the front of the rubber matt around home plate for the 2017 season was made by John Crawford and seconded by Bill Young. Carried.
A motion to accept the minutes of the June 24, 2016 meeting was made by Jim Glynn and seconded by Dave Dettman. Carried.
Treasurer’s Report:
Bill McKnight presented the report on behalf of Peter McRae. We are in good financial shape and have paid the majority of our bills for the 2016 season with the exception of the new score board which will be paid in the near future.
It was also pointed out that some of our sponsors have not paid for the 2016 season and have indicated that they will not be continuing as sponsors in the future. These sponsors will be dropped from the league going forward.
ACTION - Bill McKnight to send a Thank You letter to these outgoing sponsors for their past years of support for our league.
As well we discussed the need to once again have an independent review of our books by a third party and pay that person the same fee as last year for this review.
ACTION – Bill McKnight to ask Jack Darwin to do a review of the books for 2016.
Registrar’s Report:
Jim Glynn advised that the registration forms for next year have been distributed to the Managers.
We also discussed a concern about the Executive not being made aware of certain things (e.g. major injuries) until well after the fact. As such a motion for the 2017 season that Managers must report injuries or extended leaves to the President in a timely manner was made by Jim Glynn and seconded by Dave Dettman. Carried.
Wednesday Ball:
Bob Cooling advised that there are currently 24 active players of which 15 will be willing to move up next season and 9 wish to remain in Wed ball. They will conclude this year’s season the 3rd week of Sept.
John Holmes has agreed to take over Wed Ball starting in 2017. Welcome John.
A big THANK YOU to BOB COOLING for his 5+ years of service at Wed Ball.
Banquet:
The banquet is set for Thur Oct 6, 2016. The tickets have been printed and will cost $30.00 per person. Our actual cost will be $33.00 per person.
We also discussed the list of those who will receive complimentary tickets, e.g. managers, sponsors, non playing umpires and a few dignitaries.
Umpire-in-Chief:
Bill Young advised that the League had received a Thank You card from the Special Olympics for providing umpires and equipment for their tournament. He also indicated that we could use more volunteers in the future for this event.
Bob held a training session for umpires although attendance was a bit low.
Once the playoff schedule is set Bob will do the umpire schedule with umpires from the bottom half teams doing the games in the top half and vise versa.
Equipment:
Dave feels that up to 8 teams may need new sweaters. This will be further discussed once we have finalized the sponsors for next year. As well we will need some additional sweaters for umpires next year.
Dave will have the League Champs and A and B Champ shirts ready for the banquet in October.
Web Site:
Brian indicated that there is an annual cost of $40.00 to keep our web site up and running. All agreed that this was a reasonable and worthwhile expense.
We also discussed the need for a back up web master and the potential hardware needs, software costs ($99.00) and training requirements to do this.
ACTION - Brian to discuss this position with Dave Foster.
Brian also indicated that he did not have all of the player ratings and that this will be essential for the playoffs.
ACTION- Brian to provide the names to Bill McKnight who will then contact the appropriate managers to finalize the ratings.
Brian has also received some requests from past players who would like to return to the league without going through the step of playing Wed ball. It was agreed that all players would follow our current process for entering the league.
New Business:
a) # of players per team – For a variety of reasons (injuries, fewer players in the League) only 5 teams have had a full 14 player roster this year. The other teams have played with 13 or 12 players for the majority of the season. We discussed the potential work load associated with bringing all teams up to 14 players for the playoffs and the fact that the current standings are in fact a reflection of number of players that teams have been playing with all season. As such a motion for the 2016 playoffs, teams will play with the number of players that they played with for the majority of the season as follows: McMillan Sports 13, Hobbies 12, Peterborough Emissions 14, Peter Ward 13, Deeth & White12, Brew Kettle 14, Uniglass Plus Ziebart 14, Wayne’s Warriors 14, Rooney Electric 13, Bob Kelly Automotive 14 was made by John Crawford and seconded by Steve Gardner. Carried. ACTION – Bill McKnight to advise all managers of the change for the playoffs.
b) Pick up of players: The current rule 9 (a) states that a team must have 9 players on the field to start a game or must forfeit the game. There was a discussion about changing this rule to 10 players. This item will be brought forward a next spring’s AGM/Draft for further discussion. As well a motion to create a Rules and Bylaws Committee was made by Brian Balcombe and seconded by Dave Dettman. Carried.
c) Web Site suggestion box: Some players have put forward the idea of a suggestion box on our League web site. Our current web site will not accommodate such a function. All players are encouraged to bring ideas, concerns or compliments to the attention of an Executive member.
d) Playoff rainouts: A motion that any playoff rainouts will be moved to the end of the round robin was made by Brian Balcombe and seconded by Bob Cooling. Carried.
e) Future Executive: There will be a number of changes to next year’s executive as follows: Steve Gardner will move from VP to President, Jim Glynn will move from Registrar to VP, Bill McKnight will move from President to Past President. John Crawford will move from Past President to a well deserved rest, Bob Cooling will move from Wed Ball Coordinator to a well deserved rest, John Holmes will be the new Wed Ball coordinator and Dave Foster will be the new Registrar. All other Executive members will remain in their current roles: Peter McCrae – Treasurer, Charlie Lauer – Secretary, Umpire-in-Chief – Bill Young, Equipment – Dave Dettman, Web Master/Communications – Brian Balcombe, and Social Coordinator – Vince Bowe. In addition we may add a couple of at large members to help us out.
f) Sponsors: There have been some changes to our sponsors and various executive members are working to finalize the sponsors for next year.
g) Team Managers: There will be some turnover in the manager ranks for next year. Thank you to Bill Gordanier, Dave Dettman and Bob Grimes who have stepped up to help fill the vacancies. We still need a few more and discussed what incentives might be necessary for others to come forward. Anyone who is interested in managing a team is encouraged to let one of the Executive know.
h) Playoff Substitute Players: The group responsible for selecting player substitutions for the playoffs will be Steve Gardner, Vince Bowe and Bill Young. Bill will also assign the umpires once he knows the final standings.
Next Meeting:
The next Executive meeting will take place on Wed Oct 12. 2016 at 1:00 p.m. at King’s Crossing. Members are encouraged to have lunch at the restaurant at noon.
ACTION – Bill McKnight to invite the new Executive members to this meeting.
Adjournment:
A motion to adjourn the meeting was made by Bob Cooling and Seconded by Dave Dettman. Carried.  The meeting was adjourned at 3:05 p.m. by President Bill Mcknight.


Minutes submitted by; Charlie Lauer
Minutes approved by; Bill McKnight



Peterborough Men’s Senior Slo-Pitch League
Meeting Minutes – June 24, 2016
Opening:
The regular meeting of the League executive was called to order at 12:55 p.m. on June 24, 2016 at King’s crossing by President Bill McKnight.
Present:
Bill McKnight, Brian Balcombe, Charlie Lauer, John Crawford, Vince Bowe, Dave Dettman, Bill Young, Bob Cooling, Steve Gardner. Absent: Peter McCrae, Jim Glynn.
Minutes:
The minutes of the April 6, 2016 regular meeting, April 19, 2016 AGM and Draft Day, April 19, 2016 meeting and the May 25th meeting were previously distributed. The Action items from these minutes were reviewed. A motion to accept these 4 sets of minutes was made by Brian Balcombe and seconded by John Crawford. Carried.
Executive Roles:
The functions for each executive position had been previously distributed to all members and were discussed. A number of changes were suggested.
Action – Charlie Lauer to revise the Executive Roles document as per our discussion and distribute it to the executive members.
Action – Brian Balcombe to post this new document on the League web site.
Treasure’s Report:
The League is in good financial shape. The invoice from the City for the rental of the Kinsman ball field has been received and will be paid shortly. This is our largest expense of the year.
Registrar’s Report:
The most recent list of rookies was distributed.
Wednesday Ball:  
Bob Cooling reported that we started the year with 36 players then lost 4 to injuries, 12 have moved up to Tue/Thur ball, 1 new player joined late, and 4 more are expected to move up to Tue/Thur ball soon. As such the current total of Wed Ball players is 16.
Action – Bob Cooling to provide names to the managers of teams that still require players.
Umpire-in-Chief:
The timing of games is still causing some concern. The use of the stop watch and clear declaration of the last inning by umpires has helped. All umpires and managers to be reminded of the wording of our approach to keep the games on time – “no new inning will start after 1 hour and 5 minutes”. If a game ends early the next game can start when the managers agree or at the regularly scheduled time.
There will be an in-service training session for umpires and those interested in becoming umpires at the Kinsmen field on July 11, 2016 at 9:00 a.m.
Action – Bill Young to advise all umpires of this training session.
Action – Brian Balcombe to post this event on the League web site.
Bill Young will again be seeking umpires to help out with the Special Olympics ball tournament on July 16, 2016.
Equipment:
Dave Dettman gave an update on the costs associated with buying a 25th anniversary shirt for all players, managers and umpires. We also discussed the need to replace most of the team sweaters for next year and which of our sponsors might be willing to purchase new sweaters.
Action – Bill Mcknight and Steve Gardner will contact our sponsors of teams with older uniforms and discuss the need for new sweaters.
Dave Dettman will hold off on buying the 25th anniversary shirts until we have a better feel for the level of support we have from sponsors.
We also discussed the warning labels on some of our recently purchased bats and the potential liability this might create for the League.
Action - Bill McKnight to contact our insurance company rep to discuss this concern and determine if we need to pull these bats.
We also discussed the current home plate (2 ft x 3 ft plywood) and the potential safety hazard it presents and the possible alternatives we could use. A motion to replace the current wooden home plate with a white rubber mat was made by Bob Cooling, seconded by Vince Bowe. Carried.
Action – Dave Dettman to purchase a 2 ft x 3ft white rubber mat.
Web Site:
Brian Balcombe outlined a number of potential updates to the web site. A motion to amend our rules including the change from SPN rules to NSA rules as a result of our change in insurance carrier, the modification of rule 10 to reflect the notification of players about cancellations using email and the web site, and a change to rule 35 to reflect the NSA rules that a game be considered a regulation game after 4.5 innings was made by Bill McKnight and seconded by Dave Dettmen. Carried.
Brian noted that he needs to get “injury forms” for new players when they move up from Wed ball.
New Business:
a) Lead off rule – there has been some concern raised about our current lead off rule (rule #12 – No lead offs are permitted. A base runner is out if he fails to keep contact with the base ….). It was agreed that this rule will brought forward for further discussion at next year’s AGM.
b) Mercy rule, runners, tie games – other suggestions from players for additional rule changes e.g. 10 run mercy rule, designated runners from behind home plate, putting a runner on second base with one out for tie games were all discussed and determined not to proceed with any of these changes at this time.
c) New Score Board – The current score board which recognizes the contributions to the success of the League made by Don Sherry will be replaced with a new score board thanks to the ongoing financial support of Mrs. Sherry.
d) Bulletin Board - A plaque which recognizes the contributions made to the league by Jack Mackness will be purchased by the League and placed on the Bulletin Board.
e) Injured Player Replacement – The current bylaw #19 that deals with injured players has come into question on several occasions recently. This bylaw will be brought forward for further discussion at next year’s AGM.
Next Meeting:
The next Executive meeting will take place on Friday August 26, 2016 at 1:00 p.m. at Kings Crossing. Members are encouraged to have lunch at the restaurant at noon.
Adjournment:
A motion to adjourn the meeting was made by Bob Cooling, seconded by John Crawford. Carried. The meeting was adjourned at 2:50 p.m. by Bill McKnight.

Minutes submitted by: Charlie Lauer
Minutes approved by: Bill McKnight



Peterborough Men’s Senior Slo-Pitch League
Meeting Minutes – May 25, 2016
Opening:
The League meeting was called to order at 10:30 a.m. on May 25, 2016 at Brian Balcombe’s residence by President Bill McKnight.
Present:
Bill McKnight, Charlie Lauer, Brian Balcombe, Steve Gardner, Dave Dettman, Bill Young, Vince Bowe, John Crawford, Peter McCrae. Absent – Jim Glynn, Bob Cooling.
New Players:
Some members of the Executive spent part of the morning helping rate players from Wednesday ball. With the large number of new players in Wed ball it was agreed that a couple more weeks was required to do the ratings. Players will then be called up as needed for temporary replacements for Tue/Thur Ball.
Speeding up the Games:
There continues to be lots of concern about how long the games are taking and how far behind schedule we are by the end of the day. A variety of possible solutions were discussed and debated. A motion that no new inning will start after 1 hour and 5 minutes will be instituted effective Tue May 31 for the rest of the 2016 regular season (this final inning will be unlimited runs) and managers will be responsible for posting the scores on the score board was made by Steve Gardner and seconded by Brian Balcombe. Carried.
Playoff games will still be 7 full innings.  
Bylaws:
The need to change a number of the current bylaws was discussed, however Bylaw #11 states that any amendments to the Bylaws shall be by a 2/3 majority vote of the members at a General Meeting. As such Bylaws #16 (Wednesday Ball) and #19 (Injured Player Replacement) will be placed on the agenda for next spring’s Annual General meeting.
Rules:
A number of potential rule changes were discussed. A motion to delete Rule #32 (“if a substitute player is brought up to replace non-designated pitcher, that player cannot pitch for that team”) was made by Dave Dettman and seconded by Vince Bowe. Carried.
There was also discussion about rule #2 and the need to insure that pitchers are not pitching from in front of the rubber.
Action – Bill McKnight to send an email to all managers to alert them to the above mentioned changes.
Umpires:
Bill Young will be putting on a clinic for the umpires and Dave Dettman will purchase some additional umpire shirts.
Next Meeting:
The next Executive meeting will be at 1:00 p.m. on Friday June 24, 2016 at King’s Crossing. All members are encouraged to attend for lunch at noon.
Adjournment:
A motion to adjourn the meeting was made by Dave Dettman and seconded by Bill Young. Carried. The meeting was adjourned at 11:45 a.m. by Bill McKnight.

Minutes submitted by: Charlie Lauer
Minutes approved by: Bill McKnight




Peterborough Men’s Senior Slo-Pitch League - EXECUTIVE MEETING
Meeting Minutes – April 16, 2016
Opening:
A brief executive meeting took place immediately following the Annual General Meeting and Draft at the Evinrude Centre.
Present:
Bill McKnight, Charlie Lauer, Steve Gardner, Vince Bowe, Bill Young, Dave Dettman, John Crawford, Brian Balcombe, Jim Glynn. Absent Peter McCrae, Bob Cooling
The Draft:
There were some very minor modifications made to the draft to accommodate some late entries into the league. This will give more of the teams a 14 player roster.
Web Site:
We have had a couple of requests to post “non league” items on our web site. It was agreed that our web site will only be used for league related information.
Action – Bill McKnight to advise Larry Card of this decision.
We will also include player’s phone numbers on the site.
Brian Balcombe will check the Kinsman field on game days and post any rainouts on the web site and also send an email to all the players.
Communications/Media:
With the player numbers having fallen below 140 there is a need to more aggressively recruit new players.
Action – Vince Bowe to contact the appropriate dignitaries and media outlets to attend our opening day ceremonies.  As well Vince will prepare an article about our League and submit it to the local newspapers.
Executive Duties:
There was a discussion about the various duties of each of the positions on the executive and the need to ensure that all necessary tasks are being addressed.
Action – Each Executive member to briefly describe the main functions of their position (a few bullet points) and submit them to Charlie Lauer who will compile the material for future reference.
Practice Times:
Our current contract with the City for the use of the Kinsmen field begins on opening day. Most teams will want to get together at least once before the season starts for a practice.
Action – Charlie Lauer to contact the City and see if we can get on the field the Tue and Thur the week before the season begins.
Timetable for games:
There has been concern expressed by many that the games are running too long and the last game especially is often starting half an hour later than scheduled. We need to speed things up where ever possible.
Action – Bill McKnight to advise the managers to keep the games moving.
Action – Bill Young to advise the umpires to keep the games moving.
Next Meeting:
The next executive meeting will take place on Friday June 24 at 1:00 p.m. at Kings Crossing. Members are encouraged to have lunch at the restaurant at noon.
Action – Bill McKnight to contact Kings Crossing regarding the use of their meeting room on the 24th.
The meeting adjourned at 3:00 p.m.

Minutes submitted by: Charlie Lauer
Minutes approved by: Bill McKnight



Peterborough Men’s Senior Slo-Pitch League
Annual General Meeting and Draft Day
Meeting Minutes – April 19, 2016

Welcome:
League President Bill McKnight called the meeting to order at 1:00 p.m. and welcomed all players for the 2016 season.
Heart and Stroke Fundraiser:
Amie Bronson from the Heart and Stroke Foundation thanked everyone for their efforts last year when over $5000.00 was raised. This brings our total to over $18,000.00 in the last 4 years. This year’s fund raising tournament is tentatively set for Friday Aug 11, 2016. A signup sheet was passed around and there will be further opportunity to sign up once our season starts. Len Clancey is the league rep for this event if you are interested in playing.
Introduction of Executive:
Bill McKnight introduced the league executive for 2016.
Introduction of Managers:
Bill McKnight introduced the Team Managers for 2016.
Team Sponsors:
Bill McKnight identified the team sponsors for 2016 and reminded everyone to support these sponsors with your business whenever possible.
Wednesday Ball:
Bob Cooling indicated that we have 16 returning players and 9 new ones for Wed ball. Players from the Tue/Thur league are welcome to join in with the Wed group if they want to get in some extra game time. Games are 9:00 a.m. – 11:00 a.m. at the Kinsmen field every Wed during the regular season. If anyone knows of players who would like to join the Wed league please let Bob know. As well we will be looking for someone to take over the leadership of the Wed ball next year. If you are interested please talk to Bob or any member of the executive.
Registration:
At the time of the player rating meeting we had 132 players (down from our normal 140). As such some teams will have 13 players and some teams will have 14 players.
If a team is short players they must abide by League Rules 9 (a) “A team must have 9 players and if fewer they forfeit the game” and 9 (b) “If the manager knows he will be below 11 players he should contact the manager of Wed ball for replacement players”. There are no substitutions allowed from players in the stands.
Some teams have just one designated pitcher who can only pitch a maximum of 4 innings per game. The manager will have to have other players on their roster pitch the other 3 innings.
Umpire-in-Chief:
Bill Young advised the players that the schedule for the umpires will be posted on the web site following the draft. If anyone else is interested in umpiring some games please advise Bill Young.
There has been one change to the rules for the upcoming season – the infield fly rule will be eliminated on a trial basis for the 2016 season. This change generated much discussion and will be reevaluated be the executive at the end of the season.
There was also a request from the floor to eliminate the lead off rule. This will be further discussed at the next executive meeting.
Equipment Update:
Dave Dettman has acquired a number of new bats and helmets for the upcoming season. As well the new hats were available at the meeting for managers to pick up.
Schedule:
The season begins on Tuesday May 17th. The official opening ceremonies will be between games 2 and 3.
Web Site:
Thanks to Brian Balcombe’s efforts our new league web site is up and running. The players were advised that they can find game schedules, team lists, executive meeting minutes, financial reports, etc on the site.
If a game is rained out it will be posted on the web site, an email sent to every player and aired on Country 105. If players do not have access to email, their manager will phone them about rain outs.
Draft:
The new teams for the 2016 season were then drafted and recorded on flip charts. This information will be posted on the web site and team managers will be contacting their players in the near future.
The draft and meeting concluded at 2:00 p.m.

Minutes submitted by: Charlie Lauer
Approved by: Bill McKnight


Peterborough Men’s Senior Slo-Pitch League
Meeting Minutes – April 6, 2016

Opening:
The regular meeting of the League was called to order at 1:05 p.m. on April 6, 2016 at King’s Crossing by President Bill McKnight.
Present:
Bill McKnight, Charlie Lauer, Dave Dettman, John Crawford, Jim Glynn, Bob Cooling, Steve Gardner. Absent: Brian Balcombe, Peter McCrae, Bill Young, Vince Bowe.
League Insurance:
John Russo made a presentation on the 3 options available for insurance through NSA and also answered questions from the executive. A discussion followed regarding the merits of remaining with our current insurance (SPN) or switching to NSA, which was significantly cheaper in cost. A motion to switch to the NSA (option 2) insurance package was made by John Crawford and seconded by Bob Cooling. Carried.
Action: Bill McKnight to contact John Russo and advised him of our decision and request a “Certificate of Insurance” which names the City of Peterborough as an additional insured.
Action: Charlie Lauer to deliver the Certificate of Insurance to the City of Peterborough no later than 2 weeks prior to the start of the regular season.
Minutes:
The Minutes of the October 21, 2015 meeting were previously distributed. The Action items from the minutes were reviewed. A motion to accept the minutes was made by John Crawford and seconded by Dave Dettman. Carried.
Treasurer’s Report:
The league’s financial reports are now available on our web site. At the request of the League’s executive the books were reviewed by an independent accountant (Jack Darwin) who has provided the League with a letter indicating that all is in order with our financials and book keeping.
Wednesday Ball:
Bob Cooling reported that he currently has 14 returning players and 6 new ones for Wed ball and that very few of these players are interested in moving up to play Tue/Thur ball for a variety of reasons. All League players are encouraged to help recruit new players for Wed ball. Thanks to Bob who has done a great job of handing the Wed ball for the past few years .If anyone is
interested in taking this one on beginning with the 2017 season please let Bob know.
Action: Bob Cooling to provide e-mail addresses for Wed ball players to Brian Balcombe.
Registrar’s Report:
Jim Glynn advised that there were only 133 (normally 140) players registered at the time of the ratings meeting and as such each team will have only 13 players (normally 14).  Although a few teams will end up with a 14th player to ensure that all registered players have been assigned to a team. As well there were not enough players identified as pitchers to ensure that each team has two designated pitchers. A  motion that the Wednesday (Rookie) League be open to all age-eligible players regardless of their intention to play in the Tuesday/Thursday league was made by Jim Glynn, seconded by Bob Cooling. Carried.
Umpire-in-Chief:
Bill Young was unable to attend the meeting.
Action: Bill McKnight to call Bill Young to make sure everything is in order for the upcoming season.
Equipment Up-date:
Dave Dettman advised that he has ordered hats for the 2016 season and has a buyer for our composite bats which we tried out on an experimental basis last season. Any expired equipment will be donated to the Peterborough Special Olympics organization. A motion to split the order for league T-shirts between our two sponsors, Hobies Sports and McMillan Sports was made by Dave Dettman, seconded by Jim Glynn. Carried.
Action: Jim Glynn to purchase 4 new batting helmets (with side flaps on both sides) and 4 new bats.
Schedule:
The 2016 schedule was prepared by Bob Boyce (thanks Bob) and has been posted on the league web site. We are currently in search of someone to fill this vacant position on the executive. Let us know if you are interested.
Web Site:
Brian Balcombe has done a great job of moving this initiative forward – thanks Brian!! You can now find Minutes of the Executive meetings, treasurer’s reports, League schedule, field status on game day (rain outs), etc on our web site.
New Business:
a)Smoking and Alcohol – we received a reminder letter from the City that there is no smoking or alcohol allowed at the ball field.
b)Infield Fly Rule – After much discussion a motion to eliminate the infield fly rule for the 2016 season was made by Steve Gardner, seconded by Jim Glynn. Carried.
Next Meeting:
The executive members will convene for a brief meeting immediately following the draft on April 19th at the Evinrude Centre. Members were also encouraged to come for lunch when meetings are being held at Kings Crossing as they have been kind enough in the past to provide us with a meeting room at no charge.
Adjournment: A motion to adjourn the meeting was made by Bob Cooling, seconded by John Crawford. Carried. The meeting was adjourned at 2:30 p.m. by Bill McKnight.

Minutes submitted by: Charlie Lauer
Minutes approved by: Bill McKnight






Peterborough Men’s Senior Slo-Pitch League
Meeting Minutes – October 21, 2015

Opening:
The regular meeting of the League was called to order at 1:05 p.m. on Oct 21, 2015 at King’s Crossing by President Bill McKnight.
Present:
Bill McKnight, Charlie Lauer, Dave Dettman, John Crawford, Jim Glynn, Brian Balcombe, Peter McCrae. Absent: Bob Cooling, Bill Young, Bob Boyce, Vince Bowe.
Approval of Agenda:
The agenda was approved as distributed prior to the meeting.
Minutes:
The minutes of the Aug 15, 2015 were previously distributed. The Action items from the minutes were reviewed. A motion to approve the minutes was made by John Crawford and seconded by Jim Glynn. Carried.
Treasurer’s Report:
Peter McCrae indicated that there were only a few small outstanding bills and that the books were in good shape. The cost for our Web Site was considerably less that initially budgeted.
A motion to pay George Watts a $200.00 consulting fee and thank him for his help with the web site was made by Peter McCrae, seconded by Jim Glynn. Carried.
Peter identified 3 areas of concern. One – It appears that the City may not have charged us for Wed ball. He has advised the City and as such we may receive an invoice for approximately $1000.00. Two – Persons in charge of special events, e.g. the banquet, must reconcile their ticket numbers with their money before submitting money and tickets to Peter. Special event coordinators will be made aware of this prior to next year’s events. Three – Peter is concerned that the Treasurer has too much control/autonomy and that we need to build in some additional checks and balances without over complicating a system (e.g. one signature) that is currently working well.
A motion to have Peter McRae approach Jack Darwin to ask him to audit the books once per year before the end of December and pay him an honorarium of $100.00 was made by Jim Glynn, seconded by Brian Balcombe. Carried.
(Note – If Jack is not available to do this then Bill McKnight will approach Dave Foster with the same request)
A motion to move the majority of our cash into an open GIC for the winter months to generate funds to cover off bank fees was made by Peter McRae, seconded by Dave Dettman. Carried.
With the costs of the new web site sorted out and no requests to purchase new Team Jerseys our cash position is in very good shape.
A motion to rescind the hold on the purchase of league T-shirts for all players for next spring up to a max of $3500.00 was made by Jim Glynn, seconded by Dave Dettman. Carried.
ACTION – Dave Dettman to pursue the purchase of long sleeved blue T-shirts for all players, non playing mangers and non playing umpires.
A motion to accept the treasurer’s report was made by Jim Glynn, seconded by John Crawford. Carried.
Registrar’s Report:
Jim Glynn has called all players on the “on leave” list to determine their status for next season. He will forward the finalized list of players to the President for final approval.  Jim will also add “e-mail address” to the registration form for next year.
A motion to accept the registrar’s report was made by Charlie Lauer, seconded by John Crawford. Carried.

Wednesday Ball:
By the end of the year we were down to 18 players in Wed ball of which 10-12 were unable to move up for valid reasons and the other 6 did not want to move up. As this is our feed group it is important to keep the Wed ball viable.
Equipment Up-date:
Dave Dettman indicated that this year’s winners all were happy with the T-shirts. We were able to return 7 dozen balls at year end and will only need to order 3 dozen balls and a few new bats for next year.
ACTION – Jim Glynn will order 4 double flap helmets for next year.
Schedule:
Bob Boyce has done the schedule for next season and it is up on the league web site. The starting date for next year’s season is Tuesday May 17, 2016.
Insurance:
The sweat shirts that were to be provided by our insurance carrier have still not been received.
ACTION – Bill Mcknight to contact the insurance company and advise them to deliver the sweat shirts to Peter McRae as Bill will be heading to Florida soon.
New Business:
a)Web Site – Brian reviewed a variety of items associated with the new web site, e.g. what information should be posted, who has access to what information, the format for items such as game status, etc. It appears that the majority of players have access to the web and this should reduce the amount of work associated with the manager’s role. Brian also indicated that he made some very minor changes to the League Bylaws when he was posting the rules and bylaws on the site. A Motion to amend the Bylaws as per the changes on the web site was made by Brian Balcombe, seconded by John Crawford. Carried.
b)Sponsors – ACTION – Bill McKnight to follow up with Bob Kelly Automotive regarding their status as a sponsor for next year.
c)2016  Executive – the Executive for next season is as follows; President – Bill McKnight, VP – vacant, Past President – John Crawford, Secretary – Charlie Lauer, Treasurer – Peter McRae, Registrar – Jim Glynn, Wednesday Ball – Bob Cooling, Umpire in Chief – Bill Young (new), Equipment – Dave Dettman, Scheduling – Bob Boyce (new), Recreational Activities, Flowers and Gifts – Vince Bowe , Webmaster – Brian Balcombe (new). A motion to accept the new Executive members was made by Jim Glynn, seconded by Peter McRae. Carried. Thanks to those new members for stepping forward.
d) New Managers – there are three new mangers for next year as follows: Brian Webb – Deeth and White, Bill Deveraux – Peter Ward 21, Bob Race – Brew Kettle. A motion to accept the new Managers was made by Charlie Lauer, seconded by John Crawford. Carried. Thanks to these new managers for volunteering.
e)Sport Show – We had a booth at this event at the Evinrude Centre but it was the wrong demographic for our league. Next year we will consider attending the senior’s Expo instead.
f)Meeting with the City – at the upcoming Sport User Advisory Meeting with the City we will raise concerns about grass cutting in the outfield and grooming of the infield.
g)Rules and Bylaws – it is important for all Executive members to be familiar with the rules and bylaws of the league as we are often questioned about these things at the ball park.
h)Ratings Meeting – the ratings meeting for next season will be held on Tuesday, April 12, 2016 at Bill McKnight’s house.
i)AGM/Draft Day – the AGM/Draft Day will be held at the Evinrude Centre on Tuesday, April 19, 2016. The Umpires will meet at 10:00 a.m., the Managers will meet at 11:00 a.m. and the AGM/Draft will be at 1:00 p.m. ACTION – Charlie Lauer to book the room at the Evinrude Centre.
Next Meeting:
The next meeting will be scheduled following the AGM/Draft on April 19, 2016.
Adjournment:
A motion to adjourn the meeting was made by Dave Dettman. Carried. The meeting was adjourned at 3:20 p.m. by Bill McKnight.

Minutes submitted by: Charlie Lauer
Minutes approved by: Bill McKnight
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