Annual General Meeting Instructions & Agenda

Annual General Meeting Instructions & Agenda
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Instructions for the Annual General Meeting on January 28, 2023, including voting registration details and agenda items such as virtual meeting process, updates, financial presentation, new business, and more. Follow the guidelines for voting and participation during the meeting.

  • Meeting
  • Voting
  • Registration
  • Agenda
  • Zoom

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  1. 2023 Annual General Meeting January 28, 2023 10:00 AM Team Voting Registration Instructions - Voting will be done using the Zoom Polling feature - Each team is permitted one voting member only, only eligible voters should participate in Voting polls - Please identify yourselves by name, team and if you are the designated voter for your team - Please rename yourselves in the participant s view prior to the start of the meeting - EXAMPLE: Joel McGovern would be renamed to Joel McGovern - Raiders 50 VOTE Please familiarize yourself with the Hand Raise feature (will be used for motions)

  2. AGENDA 1. Virtual Meeting Process 2. Quorum / Minutes / Agenda 3. Updates 2022 Year in Review Concession Operator Recruitment Update Board Elections Signboard Advertising Program 4. Financial Presentation and Audit Update 5. Looking Ahead Return to Play Fundraising Initiative 6. New Business Divisional Alignment Tracker Survey 7. Adjourn Joel Darren 10:00 10:05 Joel Joel Joel / Darren Joel Joel / Kristin 10:15 10:25 10:30 11:00 11:05 Joel Joel 11:35 11:45 Joel Joel Joel 11:50 11:55 12:00 2

  3. Virtual Meeting Process Please keep your microphones off until asked to speak by the Chair. Motions If the speaker calls for a motion and seconder, please use the Hand Raise feature Voting Process Each team is permitted one voter only Attendees should rename themselves to include their affiliation (team/org) Attendees with voting privileges should include the word VOTE in their name Voting will be done using the Zoom Polls feature only participate if you are the designated voter for your team Asking Questions To ask a question, use Hand Raise feature it identifies you and creates a queue Chair will ask you to enable your microphone and ask question Please indicate who you are directing your question towards Chat Feature Use this tool to communicate with us if you are having technical challenges Use this tool to VOTE if the Zoom Polls feature is not working for you (state team name with vote) We will not be monitoring the chat for questions from the floor (Hand Raise) 3

  4. Quorum / Minutes / Agenda Approval Call to Order 1. Roll Call (Quorum = 28) 2. Motion (1) to Adopt Minutes of April 9, 2022 General Meeting 3. Motion (2) to Adopt Agenda for this Meeting 4

  5. 2022 Year In Review Challenges: - Poor weather in May/June - Water line and equipment problems - Concession crew stepping down Successes: - Completed our planned projects - Outstanding SAMSPA Tourney - Dean Klemmer (volunteer plumber) - New contract with umpires - Strong operations supported by eleven tournaments 5

  6. 2022 Year In Review Congratulations! Open Division Winners: Age Restricted Winners: Open A Nemesis Plus 40 Cobra Kai Open B Top Diamond Kings Plus 50 Naturals Open B Bottom Thirsty Beavers Plus 60 Top Silverbacks Open C Top Young Guns Plus 60 Bottom Auto Selects Open C Bottom Big Dickeys Plus 70 Gold Can Alta Sox Open D Top C-Section Open D Bottom End Times 6

  7. Concession Operator Recruitment As of Thursday, we have an agreement in principle with a new Operator (pending negotiation of terms) - Comprehensive process - Several good candidates - Shortlisted two Shout out to the Concession Recruitment Team: Brad Jones, Bryan Shields, Brian Dickson and Malcolm Parker 7

  8. 2022 Elections Important Information Bylaw Review New business: from the floor requires 2/3rds support (Article 8.2) Voting: Each team gets one vote only Voting: Close votes will be reviewed after the meeting for any spoiled ballots. Spoiled ballots will be discarded which may affect results. A change in results will be addressed at next General Meeting. Elections: Article 9.4 - 2/3rds based on number of members present at meeting Board Principles for Elections Healthy boards need regular rotation Brings new ideas, energy and engagement Article 9.4 addresses this by placing limits on number of terms We do have an exemption provision to address issues of under- volunteerism This year we are fortunate to have a high degree of interest in Board positions 8

  9. 2022 Board Election Returning Board Members Brian Dickson Marc Savard Bryan Shields Wayne Hilsendeger Phil Presakarchuk Glen Dolynchuk Treasurer Director, Field Maintenance Director, Plus 40/50 Divisions Director, Plus 60/70 Divisions Facility Liaison Director at Large 9

  10. 2022 Board Election Outgoing Board Members Jim Morrow Director at Large John Pulkrabek Director, Player Safety Keith Pelletier Director, Open Divisions Brad Jones Director, Plus 60/70 Divisions Malcolm Parker Director at Large, Marketing Liaison and Umpire Liaison 10

  11. 2023 Board Election Board Nominations for Eligible Positions Joel McGovern (*) Darren McBride (*) President Secretary Kyle Flasha (Open) Bob Franks (60 s) Kelly Porter (50 s) Bobby Weitzel (40 s) Trevor Zilm (50 s) Director at Large Director at Large Director at Large Director at Large Director at Large * Will require a 2/3rds approval of members in attendance to stand for another term 11

  12. Elections President Slate proposes: Joel McGovern - - Incumbent SAMSPA Board Member (6 years) Per Article 9.4 of SAMSPA Bylaws, The maximum number of terms served by a Board member will be three and the Board member will not be eligible for election again until they have been inactive for a two-year term unless otherwise authorized by a two thirds majority vote of the members at the Annual General Meeting. Call for Motion (3) to allow the slate nominee to stand for another term Call for Vote (4) if necessary 12

  13. Elections Secretary Slate proposes: Darren McBride - - Incumbent SAMSPA Board Member (6 years) Per Article 9.4 of SAMSPA Bylaws, The maximum number of terms served by a Board member will be three and the Board member will not be eligible for election again until they have been inactive for a two-year term unless otherwise authorized by a two thirds majority vote of the members at the Annual General Meeting. Call for Motion (5) to allow the slate nominee to stand for another term Call for Vote (7) if necessary 13

  14. Elections Director at Large (5 vacancies) Slate proposes: Kyle Flasha (Open) Bob Franks (60 s) Kelly Porter (50 s) Bobby Weitzel (40 s) Trevor Zilm (50 s) Call for Vote (8) if necessary 14

  15. Signboard Advertising Program Issue: - No Director or employee responsible for signboard sales - Large supply of unallocated signboard space - Current incentive program not adequate for sales growth Opportunity: - Encourage sales through higher incentives 50 / 50 split of net revenue after costs Available to: SAMSPA Players and Teams (Money in your Mitt Program) Local Community Groups Individuals Applies to: Fence boards, bleacher signs, picnic tables and diamond naming rights 15

  16. Signboard Advertising Program - Examples Bleacher Board / Picnic Table (3-year term) Single Signboard Four Signboards Diamond Naming (3-year term) (3-year term) (5-year term) $1,275 per board (-$475) costs $800 shared $4,800 for boards (-$1,675) costs $3,125 shared $10,000 diamond (-$2,000) costs $8,000 shared $2,075 per board (-$725) costs $1,350 shared $400 to Seller $1,562.50 to Seller $675 to Seller $4,000 to Seller 16

  17. D1 St. Albert Source for Sports 580 St. Albert Trail #10, St. Albert (780) 458-000 St. Albert Source for Sports is our latest diamond naming sponsor coming on this year for a five-year term SAMSPA Diamond Naming Sponsors D3 Play It Again Sports 13883 156 Street, Edmonton Is your team looking to get together for some batting practice? Play It Again Sports is now open batting cages available for $25/hr for Feb/Mar New slow pitch bats arriving daily 17

  18. SAMSPA Sponsors 4-Fence Board Sponsors Fence Board Signage Bleacher Package Top Hat Advisory Sturgeon Auto Body Mission Fun and Games Phoenix Fence Riverside Honda & Skidoo View Allstate Office Tech Edmonton Police Recruitment Sturgeon Animal Hospital Grandin Agencies MFP Resources Canadian Brewhouse St. Albert Inn & Suites HIS Re/Max Ross Storoshenko Trucking Original Joe s First Truck Center Canadian Fence Labatt Breweries Tri-Tec Project Mgmt. Core Networks Musco Lighting Southview Acura 18

  19. Financial Report Amortization Auditor s Report for 2022 Appoint auditors for 2023 Review Financials Capital Projects Income Statement Balance Sheet Team Fees for 2023 Economic Outlook 19

  20. Financial - Amortization SAMSPA Executive resolved to amortize assets beginning FY22 Resolved, to include capital depreciation in 2022 and subsequent fiscal years. CRA tables (CCA using straight line depreciation) will be sufficient for SAMSPA fixed asset depreciation. The Executive adopted the resolution at the recommendation of the auditors. There are several reasons: Compliance with ANSPO (accounting standards) Accurate picture of assets Annual portfolio planning 20

  21. Financial Review - Audit Report 2022 Auditors - Andr Hebert & Don Anderson Auditor s Report We have audited the financial statements and financial transactions of the St. Albert Men s Slowpitch Association for the year ended October 31, 2022. We reviewed details of material financial transactions (deposits, payments, backup documentation, deposit and payment allocations and spreadsheets) and found them to be properly approved, recorded, reconciled and accounted for. All regulatory filings have been done and were properly documented. We have reviewed the financial statements of the organization and in our opinion, the statements present fairly the financial position and the results of its operations for the year then ended. Andr Hebert / Don Anderson January 14, 2023 Board nominates Andre Hebert and Don Anderson for 2023 Audit Call for further nominations from floor Motion (16) to appoint 2023 Auditors 21

  22. Financial Review Capital Projects Lighting Project/ Shale Garbage Enclosure - $103,739 Municipal Grant - CCDMP (33%) $31,858 SAMSPA $23,322 Provincial Grant - CFEP (50%) $48,559 Project Budget = $ 95,663; SAMSPA portion increased by $7378 due to increased costs Other capital projects - $9108 Washroom re-shingling -- $7323 Ice machine purchase $1785 Budget: Other Projects = $ 9000; $7000 and $2000 respectively. 22

  23. Income Statement Budgeted Earnings -$3.5k Actual Earnings -$90k Principal contributing factors Mostly Exceeded Revenue Targets Expense changes Diamond rentals +$7k Amortization* $101k Signboards and sponsorship +$5k Repairs and Maintenance $5k Tournament concession +$17k Utilities $7k Beverage sales -$6k Administration $7k League Tournament +$3k Generator Fuel -$2k Wages and Subcontractor Costs -$3k * Without amortization earnings would be $11k 23

  24. Balance Sheet SAMSPA Cash Position $ 206,766 SAMSPA Reserve Cash Position less Team Rebate Held less Accounts Payable less Government Loans ($ 23,500) ($ 10,891) ($ 40,000) $ 132,375 Last Year $ 137,570 Call for motion (9) to adopt 2022 financial statements. 24

  25. Team Fees Team fees remain the same for 2023 Deposit: $500 due by Jan 28 Payment 1: $1025 and $705 (+70s) due April 8th Payment 2: $1025 and $705 (+70s) due May 1st eTransfer funds to treasurer@samspaslowpitch.com Please include your team's name with the transfer SAMSPA Executive resolved to assess delinquency beginning FY22 Resolved that teams deemed delinquent in paying 2022 fees will be assessed $200 delinquency fee for 2023. The delinquency fee will be waived if 2023 fees are paid in full by the due date. Any members with concerns over this resolution should make their thoughts known before fees are assessed in February. 25

  26. Economic Outlook 1. Lighting, shale and roofing projects complete 2. Maintained reserves at $135k 3. Portfolio of new projects is in process Entering 2022 GOALS: complete projects; build Portfolio for 2023 and beyond; maintain reserves near $135k. SAMSPA Financial Reserve Program $25k Operational Reserve (to start up league) $50k Operational Contingency Reserve $25k Equipment Fund $50k Capital Improvement Fund $25k $50k $25k $35k 26

  27. 2023 Return to Play Breaking in a new concession crew Expanding the groundskeeping crew to 3 Emphasis on improved field conditions Condition of grass, weeds, gaps under fences, infields Look at options to deal with lip between shale and grass Trialing a batters box matt on one diamond Expecting at least 55 teams this year (same as last year) 27

  28. Umpire Recruitment We need you - Umpires are the third team on the field! We are facing a province-wide shortage of umpires and we must recruit new umpires to help cover games and build the great game of slo-pitch. These new umpires would ideally come from players and/or managers. The SAMSPA Executive fully supports the EDSUA in recruiting new umpires to our League. There are a number of reasons why we need new umpires: Umpires not returning for various reasons. Umpires getting older and less mobile. More teams and games require more umpires. 28

  29. Umpire Recruitment We need you - Umpires are the third team on the field! The EDSUA is looking for some individuals that know and play the game and want to help give back to the game. We will give you the best seat in the house, help train you and you can earn up to $40 per game. The EDSUA is committed to helping new umpires: Offer 2-day Clinic (April 15-16) with certified instructors. Games assigned according to your playing or work schedule. Mentoring throughout the season. Evaluations designed to improve the umpire. Opportunity to umpire provincial and national competitions. 29

  30. 30

  31. 2023 Return to Play Notices Umpire game charges, forfeits, cancellations Game balls distribution policy Cigarette butts at diamonds and in dugouts Player Safety/Injury Report SAMSPA Policy on player emails. SAMSPA Policy change on capturing private member info (Birthdates) 31

  32. Fundraising Update 2022 SAMSPA Slo-Pitch Tournament (July 24-25, 2022) (Achieved) Tourney Earnings $1,610 Auction $1,750 50-50 $435 Concession $2,750 Beverage Room $5,320 $11,865 TOTAL Fundraising Committee: Lynda Holden, Malcolm Parker, Phil Presakarchuk, Wayne Hilsendeger, Jim Morrow, Kyle Flasha 32

  33. SAMSPA Tournament 2023 SAMSPA is continuing to host this event in 2023, to help raise funds for the league. July 14 - 15 - 16 Mixed Tournament $450 Entry Fee, CASH Payouts, 5 GG Pre-register at admin@samspaslowpitch.com Please help us get the word out and get teams registered. We are also looking for volunteers for this weekend so please reach out to the email address above and volunteer! 33

  34. New Business 2023 2022 Divisional Alignment 55 Teams (*) 55 Teams Outgoing Teams Capitals (open) Yard Goats (open) Trapper Cats (open) End Times (open) Wingmen (40) Pioneers (50) Welcome New Teams to SAMSPA! VooDoo (open) Alchoballics (open) Older Bulls (60) Redline (60) Classics 50+ (50) * Pending one additional team to the +50 division 34

  35. New Business Divisional Alignment Open Divisions (29 teams) Open A Open C Open D Open B 1. Mafia 2. Mediocre Sluggers 3. Elite Selects 4. Pound 5. Kamikazees 6. Nemesis 1. Alchoballics 2. C-Section 3. Big Dickeys 4. Furies 5. Louisville Chuggers 6. SOX 7. Admirals 8. One Hit Wonders 1. Sturgeon River Swallows 2. Kings 3. Brew Jays 4. Designated Drinkers 1. Tailgaters 2. Broke Back Mountain 3. Wolf Pack 4. Thirsty Beavers 5. Chuck 6. Big League Boys 7. Ballers 8. Diamond Kings 9. Bomb Squad 10.Young Guns 11.VooDoo 35

  36. New Business Divisional Alignment Age Restricted Divisions (26 teams) +40 +50 +60 +70 1. Rummies 2. Grizzlies 3. Pedlars 4. Cobra Kai 5. Strikers 1. Diamond Bears 2. Ravens 3. Naturals 4. Raiders 50 5. Classics 50+ 6. Pending (*) 1. Rockers 2. Silverbacks 3. Auto Selects 4. Bad Company 60 5. Classics 6. Old Buzzards 7. Older Bulls 8. Redline 1. CanAlta Sox 2. Old Buzzards 3. Old Vets 4. Dynasty Relics 5. St. Albert 70 s 6. Raiders 70 7. Esso Bees 36

  37. New Business Tracker Survey Collect feedback across a range of topics Annual survey All players Standard set of questions Targeting March, 2023 37

  38. Adjourn Motion (17) to Adjourn? Thank you! Next Meeting: SAMSPA General Meeting April 8, 2023 (tentative) 38

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