Meeting Minutes for Sandy Valley Softball Association

November 17, 2019

Call to order 

A Board meeting of Sandy Valley Softball Association was held at Shepherd of the Valley Church on Sunday, November 17th, 2019. It began at 7:04 pm and was presided by Rusty Hummel. 

Attendees  

Board members in attendance included Rusty Hummel, Claudia Meade, Michelle Ward, and Alyssa Sickafoose. 

Meeting attendees include Jeff Ward.  

Approval of Minutes 

Rusty, President made a motion to approve the meeting minutes from the previous meeting. Motion was seconded by Claudia, Vice President.  

Reports 

The financial report was presented by the Treasurer, Michelle Ward. The ending balance was $6179.43 as of October 31st.  

Michelle Ward, treasurer reported there was a check to be cashed to ACE Restrooms, to the amount of $150.00.  

Old Business 

Motion was made by Claudia, Vice President to choose the more expensive, in depth background checks. Motion was seconded by Rusty, President.  

Recommended by Claudia, Vice President, to use all the basic disqualifying crimes for our background checks at Sandy Valley. Agreed upon by Michelle, Treasurer.  

New Business  

There was a discussion about having a clinic for players in the fall of 2020. No decision was made about the details of this event yet.  

A discussion was had about 8u fee to play. The fee was lowered to $80.00. 

A motion was made by Rusty Hummel, President, to donate $100.00 to Shepherd of the Valley Church for the use of the church for meetings, copies, and allowing us to hold sign ups. Motion was seconded by Claudia Meade, Vice President.  

Another motion was made by Rusty Hummel, President to switch to John McLaughlin for our team photos. This motion was seconded by Claudia Meade, Vice President.  

Adjournment  

Rusty Hummel, President, moved that the meeting be adjourned, this was agreed upon at 9:45 pm by Vice President, Claudia Meade.  

Minutes for Sandy Valley Softball Association

October 20, 2019

Call to order

A Board meeting of Sandy Valley Softball Association was held at Shepherd of the Valley Church on October 20th, 2019. It began at 7:08 pm and was presided by Rusty Hummel.

Attendees

Board members in attendance include Rusty Hummel, Claudia Meade, Michelle Ward, and Alyssa Sickafoose.

Meeting attendees include Jeff Ward.

Approval of Minutes

Claudia made a motion to approve meeting minutes from September 15th meeting. Motion was seconded by Rusty, and the minutes were signed.

Reports

The financial report was presented by the Treasurer, Michelle Ward. The ending balance was $6,330.43 as of September 30th.

Michelle Ward, treasurer reported that there was aA bill to be paid to ACE Restrooms for $150.00.

Old Business

Motion was made for the requirement of coaches background checks by Rusty. Motion was seconded by Claudia, Vice President.

New Business

All catchers gear were inspected and stored.  Decision will be made in the spring regarding new equipment.

Rusty Hummel, President was contacted by SV Youth baseball about possibly lending them a field to use for this upcoming season. No decision will be made until after SV Softball sign ups.

New additions were made by Claudia Meade, Vice President, to the registration forms for the 2020 season.

 A discussion was made about adjusting the fee to play. No decision was made at this time.

Another discussion was had about the proposed revisions to the By Laws, and outdated information. 

The official sign up dates for the 2020 season were set.

January 11th- 10am-12pm

January 15th- 6pm-8pm

January 18th-10am- 12pm

All sign ups will be held at Shepherd of the Valley Church. January 18th will be the cut off date for ALL sign ups. And refunds will be handled on a case to case basis.

There was a discussion about spreading the word through Sandy Valley schools. There will be an all call, and flyers sent from the school. All details will be worked out at the upcoming meeting.

Adjournment

Rusty Hummel, President, moved that the meeting be adjourned, this was agreed upon at 8:45 pm. Michelle Ward, Treasurer seconded. 

Minutes for Sandy Valley Softball Association - September, 15 2019

Call to order

A regular meeting of Sandy Valley Softball Association was held at Shepard of the Valley Church on September 15, 2019. It began at 7:05 pm and was presided over by Rusty Hummel, President with Claudia Meade, Vice President substituting for Alyssa Sickafoose, Secretary.

Attendees

Board members in attendance included Rusty Hummel, Claudia Meade, Michelle Ward.

Meeting attendees included Sarah McDaniels, Kellie Davis, Jeff Ward.

Members not in attendance included Alyssa Sickafoose.

Approval of Minutes

There were not any minutes to approve as this was the first official board meeting.

Reports 

The financial report was presented by Michelle Ward,Treasurer, with the ending balance of $6331.43 as of August 31, 2019.

Michelle Ward, treasurer, reported that a check in the amount of $90 for tournaments from this past season was still not cashed.

Old Business

None as this was the first official meeting of the board since new members were voted in.

Main Motions

Motion: Moved by Rusty Hummel, President, and seconded that Treasurer's financial report be approved. The treasurer's report was approved.

New Business

Rusty Hummel introduced the new board members as a result of the election on June 16, 2019 as follows: Rusty Hummel, President; Claudia Meade, Vice President; Alyssa Sickafoose, Secretary; Michelle Ward, Treasurer.

The process to add Rusty Hummel, President to the Sandy Valley Softball Association bank account has started. The process includes submission of approved minutes from this meeting as well as completion of paperwork provided from the bank. Rusty Hummel stated that there will be two signers on the checks.

Claudia Meade brought proposed revisions to the current ByLaws as some of the information was outdated.

Claudia Meade reported some updates to the SVSA website have been made with more to come.

Jeff Ward reported to the board that all equipment from last season, with exception of equipment from two coaches due to their participation on fall softball, has been collected and stored.

Jeff Ward informed the association that we may need to purchase 3-4 new sets of catchers equipment for next season - 1 set for each team. Jeff Ward stated the estimated cost would be approximately $120 per set.

Jeff Ward informed the association that there are plenty of used balls but that new game balls will need purchased for next season.

Jeff Ward also reported that we have 3 pitching machines. A fourth pitching machine was lent to us by coach Eric Hauenstein. Access to electric for the pitching machines was discussed; there is no electric at the East Sparta field. There is still no electric at the Magnolia field since the construction of the new Magnolia Fire Department building.

Rusty Hummel informed the board that background checks for coaches and assistant coaches would be implemented in the upcoming 2020 season. The question was raised if background checks would also include volunteers not defined as a coach or assistant coach but that still help out. Options for where to obtain background checks were discussed. Michelle Ward stated that the Magnolia police department could assist with finger printing only. Further discussion on background checks to be continued at the next board meeting. 

The question of whether out of district players would be allowed to play was raised. Out of district players was clarified and defined as players not attending Sandy Valley Local Schools. Article X: Team Structures and Section B in the Sandy Valley Association By Laws was reviewed.

A question was raised as to the selection process of coaches. Selection process and approval according to the By Laws was reviewed. 

Adjournment

Rusty Hummel, President, moved that the meeting be adjourned, and this was agreed upon at 8:37 pm.