2024 General Meeting Agenda and Updates
The 2024 General Meeting is set for April 13 at 10:00 AM at St. Albert Legion. The agenda includes discussions on league updates, board member portfolios, fundraising initiatives, advertising programs, rule changes, and more. Key topics cover quorum requirements, minutes and agenda approvals, board member roles, league schedules, and off-season fundraising efforts. Attendees must adhere to SAMSPA bylaws and rules of order. The meeting aims to address important matters concerning the league's operations and future plans.
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2024 General Meeting April 13, 2024 10:00 AM St. Albert Legion
AGENDA 1. Quorum / Minutes (VOTE) / Agenda (VOTE) 2. Updates League Updates Board Member Portfolios / Committees Budget Presentation (VOTE) Fundraising Initiative Darren 10:05 Joel Joel Brian Lynda 10:15 10:25 10:30 10:55 3. Advertising Incentive Program Wayne 11:00 4. Information Items Spring Work Bee Policy Review League Procedures League Communications Joel / Kelly 11:10 5. Rule Changes 6. Divisional Alignment 7. New Business 8. Adjourn (VOTE) Kelly/Darren 11:30 Joel Joel 11:40 11:45 2
Reserve for Housekeeping (Joel) Rules of Order SAMSPA Bylaws 6.1 A quorum is 50% +1, rounded up (we require 30 teams present) 7.1 Each team gets one vote only 8.2 Resolutions presented during meeting by members require a 2/3rds majority vote to be heard at the meeting 8.4 A member should refrain from voting on matters where a conflict of interest exists 3
Quorum / Minutes / Agenda Approval (Darren) Call to Order 1. Roll Call 30 teams required for Quorum 2. Motion to Adopt Minutes of Jan 27, 2024 General Meeting 3. Motion to Adopt Agenda for this Meeting 4
2024 Board Member Portfolios (Joel) President (*) Joel McGovern Health & Safety Glen Dolynchuk Treasurer (*) Brian Dickson Concession Phil Presakarchuk Secretary / Rules (*) - Darren McBride Grants Trevor Zilm Vice President / Umpires Kelly Porter Open Division Dustin Sloan Maintenance Marc Savard 40/40 Divisions Bryan Shields Facility Earl Sloan 60/70 Divisions Bob Franks Vacant (Website) (*) Signing Authority Call for nominations for Director - Website 5
2024 League Updates (Joel) Schedule Season Starts April 29 (15 weeks) 28 Games plus Playoffs Bat Testing Bats will require 2024 sticker Testing Weekend April 20/21, 2024 9:00 AM to 1:00 PM Teams have been notified In-Season Testing Tuesdays, 6:30 7:30 (6 slots) Schedule on website Divisional Alignment (59) A DIV 8 Teams B DIV 8 Teams C DIV 9 Teams D DIV 8 Teams 40 DIV 5 Teams 50 DIV 5 Teams 60 DIV 9 Teams 70 DIV 7 Teams 6
2024 Updates Fundraising Efforts (Joel) Off-Season Fundraising Initiatives Crowdfunding Initiative Donated $5,276.80 Matched $2,488.40 From government TOTAL $7,765.20 Online Auction $4,085.00 Target was $2,500 Chuck a Puck $1,523.00 Oil Kings 50/50 $4,000.00 Target still waiting on final total GRAND TOTAL $17,361.20 7
2024 Budget Presentation (Brian) Summary of League Operations 2024 Budget 2023 Budget 2023 Actual League Operational Revenue $175k $143k $143k Other Income 10k $2k $7k TOTAL LEAGUE REVENUE $185k $145k $150k Operating Expenses $157k $140k $154k Administrative Expenses $125k $100k $108k TOTAL LEAGUE EXPENSES $282k $240k $262k Gain/Loss LEAGUE OPERATIONS ($97k) ($95k) ($112k) 8
2024 Budget Presentation (Brian) Summary of Concession Operations 2024 Budget 2023 Budget 2023 Actual League Revenue $21k $18k $19k Tourney Revenue $57k $45k $45k TOTAL GENERAL REVENUE $78k $63k $64k Expenses $69k $45k $59k Gain/LOSS from OPERATIONS $9k $18k $5k 9
2024 Budget Presentation (Brian) Summary of Beverage Room Operations 2024 Budget 2023 Budget 2023 Actual League Revenue $161k $136k $142k Tourney Revenue $45k $32k $36k TOTAL GENERAL REVENUE $206k $168k $178k Expenses $128k $93k $105k Gain/LOSS from OPERATIONS $78k $75k $73k 10
2024 Budget Presentation (Brian) Summary of SAMSPA Financial Budget 2024 Budget 2023 Budget 2023 Actual Gain/Loss League ($97k) ($95k) ($112k) Gain/Loss Concession $9k $18k $5k Gain/Loss Beverage Room $78k $75k $73k Gain/Loss Operations ($10k) ($2k) ($34k) Fundraising (net) $21k $4k $4k Gain/Loss change in Reserves $11k $2k ($30k) Amortization ($106k) ($100k) ($104k) Gain/ Loss ($95k) ($98k) ($134k) 11 Motion to approve budget
SAMSPA Auditors for 2024 (Brian) 2024 Auditor - vacancy Andre Hebert was appointed at the 2024 AGM Call from floor for a second auditor. SAMSPA requires two volunteer auditors. Volunteer auditors must be approved at a General Meeting of the society Motion to appoint 2024 Auditor 12
Fundraising (Lynda) SAMSPA Fundraising Tournament presented by ALLEY KAT BREWING CO July 12-14 Supports our facility helps keep our fees down Mixed Tournament (6-4-EH) 5 Games Min Currently we have 16 teams, looking for 8 more Please spread the word! Volunteers Needed! Registration table, and auction table Umping for Fri/Sat games As a batting cage supervisor Selling 50/50 tickets Looking for team prizes. If you can help, please contact Lynda at admin@samspaslowpitch.com or 587.987.7454 13
Signboard Advertising Program (Lynda) 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 14
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 15
Information Items (Kelly) Spring Work Bee (April 27/28) Each team provides two volunteers Four time slots (9-1 and 1-5 on SAT/SUN) Register your two players with Lynda There is a schedule published on the website under the Teams menu 16
Information Items (Kelly) Policies Alcohol and Drug Policy No bringing in outside liquor No drinking in dugout or surrounding area while game is on First offense $100, second offense is team expulsion from league Air Quality Policy Use Air Quality Health Index (AQHI) at http://airquality.alberta.ca/map/ AQHI = 7-9 (President makes call) AQHI = 10+ (Games cancelled) 17
Information Items (Kelly) Policies Roster Policy Team rosters due no later than June 1 Submit via webpage Teams can only use players on roster for playoffs Maximum roster size of 25 Players cannot be on two roster in same Division Failure to submit roster by due date will result in forfeited games after June 1 until roster is submitted Uniform Policy Minimum of 7 players should have matching uniforms Jerseys are to include numbers Caps are optional, but should match Teams have until June 30 to comply 18
Information Items (Kelly) Policies Smoking Policy SAMSPA is non-smoking except designated smoking areas Last year, cigarette butts were found often at/in dugouts Cannabis Policy Our guidance on Cannabis restrictions come from the City of St. Albert Space leased from the City is considered public and as such, consumption of cannabis is not permitted at SAMSPA Please review all policies and rules on the SAMSPA website and ensure your players are familiar with them. 19
Information Items (Joel) League Procedures Player Waitlist We have 14 players looking for teams on website Protests File protests with SAMSPA Operations Coordinator at admin@samspaslowpitch.com Game Sheets Keep until end of season Posting Scores Post via website or app (TBD) by winning team no later than next day Cancellations / Defaults Must provide 24 hours notice for cancellation otherwise subject to a $100 fine Add note about reschedule opportunities Key Dates Schedule Release: April 16, 2024 League Start: April 29, 2024 Cages Open: TBD Team Practices: TBD 20
Information Items (Joel) League Procedures Practice Times TBD Subject to playability More info in a few weeks Inquire with SAMSPA Operations Coordinator at admin@samspaslowpitch.com League Communications Mandatory Player Emails Safety Update First Aid kits and Defibrillator will be accessible at the Concession Fire extinguishers to be checked Glen Dolynchuk is our Player Safety Director Field Condition (web, phone, text) Web: Field Conditions Page Phone: 780-460-7234 (Option 1) Text Notifications Posted at 2PM For Assistance: call Lynda (587) 987-7454 21
Information Items (Joel) New Changes Rescheduling Games (new this year) Teams can identify near-term diamond openings and request a re-schedule, rather than outright cancelling games. Subject to availability Inquire with SAMSPA Operations Coordinator: admin@samspaslowpitch.com New Website Sports Engine acquired League Athletics Our upgrade continues and work is still underway Your patience is appreciated 22
Information Items (Joel) Text Notifications TBD based on new website capabilities. Stay tuned. Umpires EDSUA is actively recruiting more umpires. Some members of our league are already onboard, but they are looking for a few more. Please pass this on to your team members. 23
Rule Changes (Kelly) Rule changes for 2024 Softball Canada Rule Change Batter s Box Line Rule Compression Sleeves All Divisions Rule 1 (wording clarification) Rule 3 (wording clarification) Open Rule 13 Change - No metal cleats allowed 40/50/60/70 Rule 10 Flip/Flop (wording clarification) 24
SAMSPA Diamond Naming Sponsors SAMSPA Diamond Naming Sponsors SAMSPA Concession Sponsor (Joel) 26
SAMSPA Diamond Naming Sponsors SAMSPA Diamond Naming Sponsors SAMSPA Diamond-Naming Sponsors D2 D1 D3 D4 27
SAMSPA Signboard Sponsors 4-Fence Board Sponsors Fence Board Signage Bleacher/Picnic Table Package Riverside Honda & Skidoo Mission Fun and Games Phoenix Fence Alley Kat Brewery Co Canadian Fence Grandin Agencies MFP Musco Lighting RMB & Associates Resources Edmonton Police Recruitment Sturgeon Animal Hospital Canadian Brewhouse Southview Acura Sparklean DKI St. Albert Inn & Suites River Valley Realty - Ross Storoshenko Sturgeon Auto Body Top Hat Advisory Tri-Tec Project Management Core Networks Labatt Breweries 28
New Business From the floor? Motion to Adjourn 29
