Meeting Minutes - 2004

_____________________________________________________________________________________________________________________________________
  General Meeting Nov 9, 2004

Minutes of General Meeting

Nov 9, 2004

1.   The meeting was called to order by League President Ed Sorensen at 4:35PM.  .  Board members present were: Nick Fox, Bob Wilcox, Steve Russo, Myron Tessler, Ross Pelton and Vince Del Pozzo.  A total of 51 members attended, which was approximately 3 members short of a quorum.  It was noted that Article III, Para 3.0.3 of the Rules and Regulations provides for this situation and allows for motions to be passed with a 2/3 majority vote.  A copy of the attendance sheet is attached to the file copy of the minutes. 

      Ed asked if any first time members were in attendance.  Ray Andrejewski stood and said how happy he was to be here.  Ed welcomed him and he was given a nice round of applause. 

2.    The minutes of the Oct 5th General Membership Meeting received unanimous approval. 

3.    Treasurer’s Report:  Nick Fox presented the monthly income/expense report for Sep.  There was very little activity with only $150.00 in income reported and $200.60 in expenses leaving $7234.52 as the current balance.       

      Nick then presented the FY2005 budget for the approval of the general membership.  It was approved without dissent.  He then asked the general membership for their approval of audit team which would be designated to audit the books for FY2004.  The audit team presented consisted of Jim Lewis. John Wilhelm and Frank Pulino.  The team was unanimously approved. 

4.    Old Business: 

• Dugout Cooling:  Vern DeVincenzi provided a proposal for a mister system in the dugouts.  It was also noted that Del Webb has procured several large misters to be used for various Del Webb events.  It was decided that we would determine the cost and availability of the Del Webb systems versus the proposal presented by Vern and make a decision at a later date after all the options have been studied.

• Wellness Committee:  Steve Russo mentioned that Roger Oldenkamp had sustained a separated shoulder and a get well card was sent to him.  Steve asked all of the members to keep him up to date on anyone who is ill, having surgery etc so that we can wish them a speedy recovery.   

5.  New Business

• Donation to Needy Military Family:  Ed reported that we had previously committed to donating $1,000 to a needy military family.  The funds were raised at the 2004 Opening Day.  Dwight Curry recommended to the Board that instead of making a donation to one family that we donate the funds to an organization at Beale AFB which is set up to help many needy Air Force families.  The organization is called Operation Warm Heart and it is administered by the First Sergeants Group.  A motion was unanimously passed to present the funds to this group.  Ed Sorensen and Nick Fox will make arrangements to drive to Beale to make the presentation. 
• 2005 Season:  Steve Russo presented his plan for the 2005 season which included two leagues:  American and National.  It also includes an All Star game midway through the season.  Opening Day will be April 4^th with April 6^th being the rain backup day.  The first half of the season will run from April 4^th through May 23^rd.  The All Star Game will be May 25^th.  The second half of the season will begin June 1^st.  A member asked if we would continue to offer the Monday or Wednesday only option.  Steve said the board had decided that we would not offer that option this summer.  One member recommended that games could be speeded up if each batter started with a 1-1 count.  Bob Wilcox responded to that question saying that it was a Rules Committee issue and that it would be considered as an option when the committee met.  A discussion ensued as to various ways to speed up the games.  Bob Wilcox said he would emphasize these suggestions with the managers at the managers meeting following the general meeting.  It was agreed that each manager should take it upon himself to ensure that his/her players hustle in and hustle out and be ready to bat or pinch run.  This will always be an issue and will require constant reinforcement. 
• Defib Training:  The current plan is to conduct Defib training in Feb 2005.
• Calendar of Events:  Steve Russo is working on a Calendar of Upcoming Events that he will post on the lhssl.org website.  The calendar will include all activities that are considered to be important for our members. 
• Extended Winter League Play:  Bob Wilcox opened the discussion on the issue of whether or not we should extend winter league play and made a motion that the season be extended.  During the ensuing discussion, it was noted that the field would be closed from Nov 18 through Dec 1 for field maintenance (editor’s note:  the field will now be closed until Dec 13 per Chris O’Keefe).  After further discussion it was suggested that each manager poll their team members to determine the level of interest.  The managers would report their results to the commissioner and then a decision would be made as to how to proceed.  Based on this approach the motion was dropped pending receipt of the poll results.
• Ed Sorensen complimented the Sun Eagles on their successful tournament.  It was extremely well run and the team raised $2500.  He also praised the Coyotes 65s for winning the silver medal at the Senior Games in St George. 
• Jeff Greenberg asked a question regarding opening a concession stand to raise additional funds for the league.  Rod Violette, past Treasurer, responded that raising funds in such away could create complications regarding our tax exempt status. 
• Ed stated that because of holiday activities there would be no December general meeting.  The next meeting will take place in January 4^th at 3:00PM.    

6.    A motion to adjourn was passed at 5:25 pm.

Respectfully submitted,

Nick Fox, Secretary/Treasurer

Attachments:

1. Income Expense Report for Oct 04
2. Attendance Sheet
3. FY2005 Budget

__________________________________________________________________________________________________________________

Lincoln Hills Senior Softball Association

Minutes of General Meeting

Oct 5, 2004

1.   The meeting was called to order by Ross Pelton at 3:00 PM.  Ross was standing in for Ed Sorensen who was playing with the Coyotes in St George, UT.  Board members present were: Nick Fox, Bob Wilcox, Steve Russo, Myron Tessler and Vince Del Pozzo.  A total of 34 members attended, which was approximately 20 members short of a quorum.  Due to the shortage of members attending the budget could not be approved at this session.  A copy of the attendance sheet is attached to the file copy of the minutes. 

2.    The minutes of the Sep 7 General Membership Meeting received unanimous approval. 

3.    Treasurer’s Report:  Nick Fox presented the monthly income/expense report for Sep.  There was very little activity with only $388.00 in income reported and $111.72 in expenses.  He also presented the end of fiscal year figures with $39,000 in income and $44,000 in total expenses.  The end of year balance was slightly in excess of $7,000.   Copies of both reports are attached to the file copy of these minutes and are available for review upon request.

4.    Old Business: 

• Dugout Cooling:  Vern DeVincenzi stated that he had researched various cooling fans and found one that may work well for $79.  However, he indicated he wanted additional time to do additional research on the subject. 

• Capital Improvements – Ross Pelton reported that the project to enclose the scorer’s box was rejected by the CAM.  The reason stated was that our contribution of $500 was not considered enough of a share based on total project cost.  The request was resubmitted following the meeting with our share being increased to $1200.  Secretary’s note:  The project was approved on Oct 9. 

• Winter League:  Bob Wilcox stated that the Winter League had completed six games per team and that all was going well.   The last game will be played on Nov 17 after which the field will be turned over Chris O’Keefe for two weeks to make some needed improvements.  For example, the outfield area will be re-sodded in some places and the home plate area will be leveled off.  In addition, Chris will install a quick disconnect in the area of home plate to simplify infield watering.  Bob thanked all the managers for helping out with field maintenance between the games.  It has greatly enhanced the quality of the infield.  Bob also reported that new locks will be put in place soon.  Finally, Bob mentioned that several signs will soon be posted at the field.  One will outline the policies that govern the access to the field and the ground rules for field use.  The other set of signs will be our Ethics Guidelines which will be posted in each of the dugouts.  These guidelines will serve as a constant reminder to all who play of the importance of playing in an ethical and sportsmanlike manner.  One of the members suggested that we put a note in the Compass regarding the rules of field access and use.  Steve Russo agreed to handle this matter.   

5.  New Business

• Budget:  Nick Fox presented the FY2005 budget.  He reported that the budget was developed by the Budget Committee using the FY2004 Budget as the baseline.  It was then revised based on actual data from FY2004 and other information such as the number of anticipated teams for the 2005 Summer League.  Based on the ever increasing membership, the Budget Committee projected two more summer league teams bringing the total to 14 teams.  The budget includes the purchase of 4 new sets of uniforms and 250 new caps with 2 new uniform sets going to the 2 new teams and 2 to replace an existing set of uniforms.  Dues will remain the same for FY2005.  The FY2005 Budget showed in excess of $7000 being carried over from FY2004 with anticipated income of $40,000.  Anticipated expenses were estimated at $44,000.  Based on anticipated income and expenses a Contingency Fund for Capital Expenses was set at $2600. 
• Drinking Water:  One of the members asked if ice chests containing water could be provided at the field.  It was noted that a water fountain is available but that it might be worth pursuing a soda/water vending machine.  Nick Fox said that he had contacted Coca Cola at one point about the feasibility of putting a soda/water machine at DWF.  To date, Coca Cola had not called back.  Nick said he would re-open the issue.  It was noted that there may be a problem with electrical capacity at the field and that we would have to obtain Del Webb’s approval.
• Dugout Access:  Steve Russo briefed the membership that, due to insurance considerations, only players will be allowed in the immediate dugout area.  No batboys will be allowed. 
• Summer League:  Myron Tessler announced that Apr 4 has been set as the target date for Opening Day.  In case of rain, Opening Day will be held on Apr 6.  Myron also reported that he has developed a form which is to be used by any organization wishing to host a tournament at DWF.  The form must be submitted to and approved by the board before tournament planning can proceed.  The form will soon be available on the lhssl.org website.
• Mercy Rule:  Steve Russo briefed that in a recent game there was a discussion as to what has precedence:  the time limit or the mercy rule.  Steve ruled that the time limit takes precedence.  This ruling was upheld by the Board.  It was also agreed to keep the current mercy rule in effect for the balance of the winter league season.
• Base Running:  Dave Alley, representing the umpires, recommended that the Board hold a special meeting with the managers to reinforce the importance of proper, safe base running.  Dave reported a high incidence of unsafe base running where the runners seem to be unaware of proper techniques with regard to avoiding collisions.  After some discussion it was agreed that it is clearly the managers’ responsibility to instruct his/her players with the proper base running techniques.  Each manager will be reminded that this is an area of emphasis and that it’s important to constantly reinforce this critical element of our game. 
• Team Limitations:  Vince Del Pozzo stated that we are rapidly approaching the team limitation of 16 players per team.  Players who sign up after the limitation is reached will be advised that there are informal practices they can attend in order to work on their skills plus they can always come to the games and possibly be selected to play out of the “can”.  In all cases, the players will be advised of the situation before they pay their dues. 
• Countdown Clock:  Bob Wilcox recommended that the league purchase a countdown clock to help to keep track of the game time.  Bob researched several models and recommended one that is easily visible from the field and also provides for starting and stopping during the game in the event of an injury situation or rules discussion.  Bob felt the best option was a unit priced at $250.  The membership approved Bob’s recommendation with the proviso that the cost be kept under $300. 

6.  The next meeting was tentatively scheduled for Nov 2 although that is Election Day. The Board will take a look at this and determine if another date might be better.  It is hoped that we can have a quorum for the next meeting in order to approve the 2005 budget and to certify three auditors selected from the membership to audit the 2004 financial records. 

7.  A motion to adjourn was passed at 3:50 pm.

Respectfully submitted,

Nick Fox, Secretary/Treasurer

Attachments:

1. Income Expense Report for Sep 04
2. Income Expense Report for FY2005
3. Attendance Sheet
4. FY2005 Budget

Lincoln Hills Senior Softball Association

Minutes of General Meeting

Sep 7, 2004

1.       The meeting was called to order by President Ed Sorensen at 3:00 pm.  Board members present were: Ross Pelton, Ed Sorensen, Nick Fox, Bob Wilcox, Steve Russo, Myron Tessler and Vince Del Pozzo.  A total of 72 members attended, which constituted a quorum.   A copy of the attendance sheet is attached to the file copy of the minutes.  Dwight Curry made a nice presentation of a gavel to Ed Sorensen, the new President, and welcomed each of the new board members.  Ed recognized the outgoing board members for their outstanding service.   Ed then noted that the roles and responsibilities of the new board members have been revised in some cases and that the Rules and Regulations would be revised accordingly.

2.       Minutes of the July General Meeting were approved.

3.    Treasurer’s Report—Nick Fox.  Nick reported the monthly expenditures for August exceeded revenues by $11,224.22 but that was somewhat skewed because all of the expenses for the Rivercats game were reported in August while much of the income resulting from ticket sales were reported in the month of July.  The balance at the end of August was $6,961.49.  Projected end-of-fiscal-year balance was reported to be $5,000.  The monthly report is attached to the file copy of these minutes.

4.    Committee Reports

• Winter League – Bob Wilcox, Vince Del Pozzo, Steve Russo and Ross Pelton.  Winter League play will begin on Sep15 and continue through Nov 17 with a total of 19 games per team.  Based on the number of players who have signed up 8 teams will be formed.  The draft will be held on Sep 8.  Vince discussed the methodology for the draft and indicated that a panel had been formed to ensure that the teams will be as even as possible in terms of talent.  The eight managers will be notified of their team rosters after the draft and they, in turn, will notify their players.  Uniforms will be given out on Sep 13 at 9 AM following a short managers meeting at 8 AM.  The umpires will also meet and then address the managers to provide them with their expectations.  Bob Wilcox reported that he and a panel would review the rules regarding Winter League play and make recommendations for changes prior to Winter League getting underway.  Steve Russo introduced Nick Mastrella, the new head of umpires who solicited volunteers to join the ranks which appear to be thinning somewhat. 
• Field Maintenance – Ross Pelton.    Ross noted that a new policy for field maintenance will be instituted for Winter League wherein the two managers from the previous game would be responsible for field prep before the next game.  He and Ed also reiterated that there were some known problems with field maintenance and that they would be addressed with Chris.  Those problems include proper lining of the field, the quality of the infield and the home plate area which is lower than the surrounding area.
• Capital Improvements—Ed Sorensen. 
• Enclosure of Scorer’s Box.  The project has been submitted for approval.  Scheduling for completion will be tracked by Ed Sorensen and Bob Wilcox through Chris O’Keefe. 

5.  Old Business

·       Cooling of the dugout areas.  Vern Divencinzi brought up the question of the feasibility of installing misters in the dugout areas.  There was some discussion as to the pros and cons of this proposal, however, it was generally agreed that a way of cooling the dugout areas during the hot part of the summer was a good idea.  Roger Oldenkamp noted that another way of cooling the dugouts could be through the use of fans specifically designed for sports use.  Vern and Stan Young agreed to explore various options and report back to the board at the next meeting. 

6.  New Business

• Sun Eagles Tournament:  Brad Schall reported that on Oct 29-30, the Sun Eagles will conduct their annual tournament.  It is their primary fund raiser and he, and other Sun Eagles, will be selling raffle tickets.
• Group Expo:  The Del Webb Group Expo will be held Sep 24 from 9AM to 1PM.  The League has been invited to set up a booth as we have in years past.  Myron Tessler was appointed to head up the effort.  It was decided that the booth should be manned by two people at all times.  Each of the 8 winter league managers was tasked with providing one volunteer who would be required to man the booth for one hour.  This would ensure that two volunteers would be manning the booth throughout the four hour period it would be open.  It was agreed that the booth would hand out bottled water and candy and donate some prizes to be raffled off. 

8.  A motion to adjourn was passed at 4:02 pm.

 Respectfully submitted,

Nick Fox, Secretary/Treasurer

Attachments:

1. Income Expense Reports for Aug 04 and Fiscal Year to Date
2. Attendance Sheet

Lincoln Hills Senior Softball Association

Minutes of General Meeting

July 6, 2004

Prior to starting the business meeting, President Hal Connors summarized the results of our participation in the City of Lincoln’s July 4^th activities:

4^th of July Softball Game- Hal displayed the trophy won by the LHSSL in its victory over the City of Lincoln on July 4^th. The City wants to continue this annual 4^th of July softball game and will host it next year.   Hal thanked the 24 players and four umpires for their effort.

4^th of July Awards – the LHSSL awarded four $500 scholarships to Lincoln High School Seniors and raised over $400 from refreshment sales for a needy military family in Lincoln. In addition to the money raised, the LHSSL will contribute $500 along with contributions from Safeway and Big O Tires bringing the total to over $1,000 for the family(s).  The membership should be proud of what we are doing to give back to the community.

4^th of July Parade – The LHSSL won the prize for the Novelty group.  Our float with a five piece band and singers decorated with numerous balloons won it for us.

1.       The meeting was called to order by President Hal Connors at 3:02 pm.  Board members present were: Dwight Curry, Ross Pelton, Ed Sorensen, Rod Violette and Pete Savoia.  Vince Del Pozzo was excused.  A total of 59 members attended, which constituted a quorum.   A copy of the attendance sheet is attached to the file copy of the minutes.

2.       Minutes of the May General Meeting were approved.

3.    Announcement of Election of Officers – Pete Savoia.  The secretary announced that the election of new officers would take place at the August General Meeting.  Hal Connors emphasized that members must be present to vote.

4.    Treasurer’s Report—Rod Violette.  The balance at the end of June was $23,718. 

5.    Committee Reports

• Election Committee – Rod Violette.  Rod reviewed the selection process for nominees, which consisted of announcements via email and on the web site that nominations should be submitted to Rod by June 15.  No nominations were received by this date, so the Nominating Committee (Rod and Hal) contacted prospective nominees.  Of  those contacted, 4 agreed to submit their names for nomination.  These nominees are: Bob Wilcox, Steve Russo, Myron Tessler and Nick Fox.  Each of these nominees stood up and gave their qualifications and reasons for wanting to serve on the board.

6.  Old Business

• Warm-up Jackets – Ed Sorensen.  First two orders have been received and are available for pickup.  Last order will be placed this week, and those wishing to order must be do so by tomorrow, July 7 at the field.
• River Cats – Dwight Curry.  Those who have ordered their tickets must pay by the end of this week to reserve their seats.  Sales have been very brisk.
• 4^th of July – Dwight.  Dwight expressed his appreciation for all those who contributed to the success of the parade and the game against Lincoln.

7.  New Business

• Playoffs.  Pete Savoia explained that the format must be single elimination in order to fit into the two-week period scheduled for the playoffs, while avoiding the need for teams to play more than one game per day and to avoid playing on days other than Monday and Wednesday.  Ross discussed the playoff  schedule and received comments about the seeding.  The intent was to use the standard seeding based on final standings.   Members were encouraged to provide their comments to Ross if they thought the preliminary schedule needs corrections.  Ross also stated that home team would be determined by a coin toss.
• Sponsor Coordinator.  Hal introduced Ben Hovis as the new Sponsor Coordinator and thanked Ron Miller for his outstanding and tireless efforts over the past years.
•  Field Maintenance and Improvements – Ross.
• Speakers will be purchased for our PA system.
• Because of unauthorized use of field (soccer, golf, dog run), a new set of locks will be placed on all entrances with a new combination.  Managers and the Board will have the new combination.  All others must go to the Wave to get the combination.
• The field will be dragged after the third game, and the batters box will be tamped after every game for the remainder of the regular season.
• The Board has approved purchase of a tractor, a tractor cover, and a wider drag.
• We are getting a proposal for a warm-up area outside the right field fence.  The intent is to provide adequate space for warm-up without significant impact on drainage or seating on the grassy slope.
• We are also looking into providing sun and wind protection for the scorer’s box.
• Winter League – Ed.  At the end of the season, managers will rate their players and get a head count for the winter league.  We will probably start early, by end of September to take advantage of the good fall weather.
• Awards Banquet – Dwight.  The banquet will be held on Friday, August 27, either in our Sports Pavilion (if we can get extra covered seating) or at McBean Park.  The Lindhurst High Ambassadors Club will again help us with this event.
• Golf Scramble – Paul Krow.  Paul suggested that each Rec League team provide 4 players (or two teams of 4) to play in a scramble.  This suggestion was well-received by the membership.
• Balls.  Paul Krow made a motion to get rid of the new balls which were introduced at the 4^th of July game because they are deader than the balls used up to this point.  The motion was seconded.  Before discussion began, Hal Connors asked for a motion from the floor to table this motion.  John Wilhelm made such a motion and it was seconded.  Hal put this motion to a vote, and it passed with 33 assenting votes.  Thirty votes were needed to pass this motion, as 59 members were present at the meeting (per the attached signup sheet).
• Dave Alley suggested that we look into installing a bike rack at Del Webb Field.

8.  A motion to adjourn was passed at 4:04 pm.

Respectfully submitted,

Pete Savoia, Secretary

General Meeting May 4, 2004

 -------------------------------------------------------------------------------------------------------------------- 

Lincoln Hills Senior Softball Association
Minutes of General Meeting
May 4, 2004

General Meeting April 6

 -------------------------------------------------------------------------------------------------------------------- 

 General Meeting March 2, 2004