RDMSA RAGE Meeting Minutes – September 21, 2015
Attendance: Clayton C, Cara L, Jeff Z, Lee B, Denielle B, Erin H,Dave E, Krista E, Tara V, Murray P, Dan K, Larry L, Sheena S, Connie S, John M,
1.0Call to order – Jeff Z called the meeting to order at 7:01pm
2.0Minutes of May 2015 meeting
2.1Motion for approval of minutes from May 2015 by Lee B, Denielle B seconded the motion. All in favor; carried.
3.0Business arising from the minutes/action list/old business
3.1Survey – gear needed in equipment bags, Larry will send link to board members for feedback and additions.
4.0Reports
4.1President Report – Clayton C
4.1.1Shed –thank you to all parties involved; it was a big undertaking. Sentinel paid through September them must empty. Glove, heater, tents, old uniforms, fence netting and old financials. Sell Tents on kijiji –Dave E.
4.1.2Motion to sell Quad and Trailer $4250 and Purchase Gator $5775 by Dan K, seconded Larry L. All in favor, no objections. Carried.
4.1.3Winter workouts – Collicut times disappointing; 7 winter workouts (instead of 8 as usual) but Jan 10, 17, 24, 31 & Feb 7, Feb 28, Mar 6 (fades when we want to be ramping up). Cap at 15 pitching, 25 indoor workouts. RDMSA open first, but open to out of town later. Couldn’t get more time (8-4) or other pitch. Got Field House atam 8 and 9 so U10 and U12 pitching can also be at Collicut; other age groups still in soccer pitch. Will need to put up temp nets.
4.1.4Major projects have been completed; now seems to be the time to switch from Red Deer Minor Softball (RDMSA) to RAGE. Will talk at next meeting – some may start pursuing details now
4.1.5Director positions –intent – Murray – has tentative replacement, Cara has tentative replacement, Rob J –remove, replace with Wilson S, Tara V/Steve J – may need a month off after Christmas
4.2Vice President’s Report – Jeff Z
4.2.1Huge thank you to evaluation committee, evaluators, all volunteers.
4.2.2U14 A and U16A posted, U18Ato be posted soon
4.2.3U10A/Gold,U10B/Gold, U12 A/ Bronze. U16A/Gold to Nationals Calgary, U18A/ Silver –Nationals Montréal, U16B/silver
4.2.4Jeff Z was approached Rage Team Photos. Jessica J provided options. Will peruse website and review at next meeting.
4.2.5Winter workouts – jockeying equipment. Increase cost of pitching registration the cost of a ball so each participant can bring their own to reduce organizer workload.
4.2.6Need a volunteer to head man catcher clinic.
4.3Treasurer’s Report – Lee B
4.3.1General $68856.99; Raffle $9413.34; Casino $2797.55; GIC $24663.69
4.3.2Shed insured through Intact; looking into switching quad/gator insurance.
4.4Secretary’s Report – Cara L
4.4.1Request player reinstatement – family must write a letter of explanation regarding why they left and why they wish to return. Left in good standing, coming back in good faith. Motion forwarded to approve with letter to association by U18 A coach – tried out for U16A, was cut, went to play U16A elsewhere and wishes to return
5.0Directors
5.1.1Equipment – Larry L
5.1.1.1Equipment dispersal and return went well. Will make modifications to get some equipment back sooner/set expectations up and what to put in bags
5.1.1.2Inventory and needs by next meeting. Including sturdier bags for bow nets.
5.1.2Fundraising –Nicole C. Report by outgoing Sheena S
5.1.2.1Raffle – brought $34300 of potential $35000. Lots of problems – 4 books lost, tickets returned without money, one prize winner that can’t reach. Spoke to licensing they suggested writing letter to number on ticket to purchase, require picture ID and signature to receive. Hold money for a year. Motion to approve letter regarding raffle winnings by Sheena S, seconded by Larry L. All in favor. Carried.
5.1.2.2Suggest Volunteer cheque be collected by the team. And one chequefor raffle money per team to the Raffle Coordinator. (i.e) team accountability to coordinate all rafflemoney and tickets. Managers to collect tickets.
5.1.2.3Licensing needs a new list of elected executive. Lee B to wait until AGM and submit.
5.1.2.4Will destroy all tickets beyond 2 years as required by law.
5.1.3Sponsorship – Connie S
5.1.3.1Famoso sponsorship- Kelsey thanked them and initiated next year, however, RAGE has not yet done a formal thank you.
5.1.3.2Holiday Inn on Gasoline Alley has contacted RAGE wanting exclusivity, advertising etc. Connie will check out options (eg) Sheraton, The Lodge etc. See who offers what perks, teams frequently want free breakfast etc.
5.1.3.3We got new banners but didn’t put new logo on it – our newest sponsor does banners and is creative. Will look into options for banners with new logo.
5.1.4Apparel – Crystal Z
5.1.4.1New uniforms rolled out this year; lots of compliments. Usual size swapping. Most short ladies large. Had one less U18 team this year and may need to order more. Some white jerseys came back less than perfect, catcher equipment wore some out. Many missing buttons. North Star has pursued this with Adidas to get professionally replaced. Also, may speed sew remainder or provide team with extras.
5.1.4.2Online apparel opening Nov 1- Dec1, anticipate pick up Dec 18. Little changes; may add a few items suggestions: slip on shoes, PJ bottoms. Request for white shirts bought for Nationals last year, fleece, chairs, tents, umbrellas. North Star requested team rosters, items to be separated into team and manager pick up.
5.1.4.3Lots of ball bags still available online that she would like to get rid of. They don’t want to keep inventory of helmets.
5.1.4.4Sold over $450 of old uniforms at Family Fun Night.
5.1.5Registrar - Denielle B
5.1.5.1Online fall evaluation went very well. Put deadline ahead of tryout weekend. Once teams announced, link will be sent to teams to register for annual fee/registration this month. All others will register in the spring.
5.1.5.2November will post winter workouts, to allow more time for registration. Also, the volunteer cheques may be revisited (per fundraising) prior to next registration. Popularity of winter workouts – ensure local girls prioritized. Concern turning prospective players away.
5.1.5.3Will make plans once gym space available.
5.1.5.4Will build into registration-registrant estimated attendance
5.1.6Community Relations –Tara V/Steve J
5.1.6.1Community activity guide/Look’N’Book deadline October 1– will set online registration Winter workouts and registration please refer to website.
5.1.7Evaluations – Jeff K/Dave E
5.1.7.1After much discussion we incorporated running/sliding. Scores not significant but do add value to overall rating Hitting 30(mechanics, power, consistency), throwing (accuracy long/short) 20 (infield grounders/outfield flys) 20 and sliding/running 10. Best complete day, not portion thereof. Learned - Didn’t set fly balls into sun, clear rotation in advance, modified games important to coaches.
5.1.7.2Successful, good turnout. Some concern of grounders hit too hard to young kids. Ladies league declined to do evaluations due to numbers will hope to have them in the spring. Jeff, Dave and Clayton made notes will review and adjust if indicated.
5.1.7.3Discussion on Can any game sense activity be added to indoor tryout Proposal for next meeting. (speed, ball sense…)
5.1.8Diamond maintenance – John M
5.1.8.1City of Red Deer was supposed to modify and shale Diamond 4. We have asked the City. Will also review the shale on the rest of the diamonds.
5.1.8.2Bases were destroyed, will need new ones.
5.1.8.3Job box was retrieved from RDC and is back at the shed. Equipment can be put in them for storage
5.1.8.4Thank you to Larry L and Wilson S etc for painting and finishing the shed
5.1.8.5Clean up process went fairly well. One clean up day for the association at the beginning, then teams throughout the year. Less participation as the season neared an end. Larry, Wilson and John did quite a bit of work
5.1.8.6Little John’s to pick up port-a-potty at the end of the month.
5.1.9Casino – Dan K– nothing to report
5.1.10Webmaster –Erin H
5.1.10.1Winter project – get a better handle on the email system. Improve adding/deleting emails – automatic not webmaster. Also looking at Alias emails instead of personal emails.
5.1.10.2 The site has the ability to monitor site and page views. 5043 visits this month to our website, 9000+ page views. Total 99045 visits for the site.
5.1.11Tournament Coordinator – Murray P
5.1.11.1This was the first year we ran the association tournament through the C division. Will make a few changes to simplify – standard draw, standard rules, teams per division and posted on website. Can the association buy the balls at the beginning of the year? Play It Again asked if association could buy them and sell to teams. To avoid selling back
5.1.11.2Online registration for the tournament wasn’t as smooth. It is designed for a person, not a team. Created a lot of confusion but some positives. Will propose to RAMP etc our needs and determine to continue or not.
5.1.11.3Charmen B may replace Murray P as the tournament coordinator
6.0New Business -none
7.0Next meeting – 7pm October 19, 2015. Sheraton Hotel.
8.0Meeting Adjourned at 928pmby Clayton C