Ordinary Meeting
Wednesday 7th October 2015
MINUTES
Item
Open /
Apologies
Minutes of
Previous
Meeting
Matters Arising
Correspondence
Reports
Notes
Actions
Meeting opened – 7:43pm
Present: Cheyenne Thomas (CT), Patrick Rainsford (PR), Stacia Dean (SD), Paul
Stockbridge (PS), Fiona Bond (FB), Rebecca Stockbridge (RS), Naaman Dean
(ND), Mick Gillham (MG)
Apologies: Kelly Giddens (KG), Tonilee Sheppard (TS), Michael Fisher (MF), Deb
Butler (DB)
August Minutes: RS moved, MG 2nd
September Minutes: PR moved, RS 2nd.
RS - to deposit money into reserve account, need to draw a cheque and deposit
cash into account.
PR – Jeremy is happy to join Teeball sub-committee, but not chief umpire.
See register.
Vice President’s Report:
VPReportOct.pdf
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PR – next couple of weeks will be marking diamonds with help of DM,
MF and PS. PS – will wee we need all 8 diamonds? CT – we’ll get to that.
President’s Report:
Presidents Report
Oct 2015.docx
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RS – agree with sub-committee disbursement.
PS – I have tried to get Teeball and baseball together.
RS – roster needs to be done for meetings [re TBAWA]
CT – Secretary and Registrar have done everyone’s job [re Teeball subcommittee’s jobs]
PR – cannot make the TBAWA meetings at all. RS – can someone watch
your kids once in a while? Jeremy? PR – not his kids, I wouldn’t ask him
to.
CT – We’ll get back to it in general business.
Treasurer’s Report:
TreasurerReporOct. TreasurerCoresOct.p
pdf
df
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RS – Bills need to be paid:
o Insurance - $1100
o TBAWA - $450 (Supper Squad)
o COA - $128 (Hall hire slowpitch carnival) $542.40 (Lights)
o WA Baseball Scorers Association - $120
RS – insurance not paid yet due to discrepancies in name – AK Strikers
Teeball Inc. not AK Strikers Inc.
CT - pay bills? ALL AGREE for all bills listed above.
**Check lights
timer for
winter season
training **
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Make note for next winter season – Lights – either request lights put on
a 2.5 hour timer, or only charge half [currently on 4 hour timer and
being charged as such regardless of actual time used]
CT – from what we spent for the Slowpitch carnival, to what we made,
what was the difference? I know we still have a lot of stock.
RS – about $1000 … [discussion of what was left over after sales made
since the slowpitch carnival]
CT – so about $500/$600? RS – Yes that would be about it.
RS – there is also money in the safe from the sale of alcohol to men’s
softball for their windup [stock from slowpitch carnival]
Registrar’s Report:
Registrar
Report.docx
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SD – I think that the ages need to be looked at – received an email and
a message today regarding some kids being in the wrong division.
PR – logistical nightmare!
CT – is it the system or is it the child/parent asking to play up? We will
need to have an extra senior coach to take up the slack.
Do we do something, or leave it as it is?
MG – it needs to be looked at to find the fault.
RS – FB and I can do it Monday. CT – Monday is too late. RS – Friday?
FB – I will do it tomorrow. SD – I will help.
Property Report:
Property Report
October 2015.docx
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CT – bat already thrown out – the rest are in the corner of the
clubrooms [re equipment to be gotten rid of] is everyone ok to donate
to TBAWA to use for up north/bush? ND – go for it!
ALL IN FAVOUR.
RS – called re Rod Bond’s merch today.
CT – I nominate Naaman Dean to take on Property role. PR 2nd. ALL IN
FAVOUR
CT – Thanks ND!
CT – ok to approve purchases? [mentioned in report]
PS – how much is needed?
CT:
o base coach helmets x 2
o throat guards x 2
o 8 doz baseballs
o 2 doz softballs ($80each)
o 4 doz teeballs
o Scorebooks x 4 (softball - $8each)
ALL AGREE to purchase above equipment
CT – permission to buy office stuff [listed in property report]
ALL AGREE
SD – waiting on Vet’s to get back to me with shirt numbers
RS to ND – I will finish off email merch/uniform places and say that you
are now property and to talk to you from now on. ND – Thanks.
FB & SD to
look at
players in
incorrect
divisions
Softball Report:
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CT – Ladies season starts 16th October, have all scorecards, line ups
sheets etc. Will be playing diamond 1 and 2.
Men start 20th October, Tuesday only. Diamond 1, 2 and 8. Diamond 8
is 6pm game.
There has been some “stirring” – calling past players saying that they
won’t play if the “old” team is not put back together. Those that have
contacted me [CT] are happy with the explanation for player
movement.
CT – it was decided that now game counts were to be handed out yet
David Lloyd was photographed with 100 game badge – does anyone
know how he got this?
RS – do they [his team] have some register to get this from?
CT – I can find men’s game counts [in emails], but this isn’t ‘club
official’.
PR – can we ask where DL got his game count from?
ND – does it matter?
MG – yes – under the act [Association and Corporations Act, 39c]
failure to disclose records could result in [up to] $20,000 fine.
RS – with a heap of kids not getting them, it’s not fair for him to get
one.
CT – send DL a letter re game count.
RS – we’ll need to get the last few years records to get accurate counts.
CT – I can get them off Sheena, she won’t do it herself, but she will
allow me to use her computer.
Jacquie has been a great help – she has emailed and met up with us.
SD – we need to look into who gave it [game count badge] to him [DL].
RS – Brad Caporn picked up the Div. 9 and his [Div. 6] trophies.
SD – shirts need to be ordered ASAP [Ladies and Vets]
Baseball Report:
Baseball AGM.pptx
Baseball REPORT
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PS – First games today [Little League]. Going well.
CT – training will be moved back here next week.
PS – can canteen be opened or not? CT – for LL yes, MP no due to Save
the Children having to hall. Will see if they are moving.
SD – Renee [from WA Scorers Association] is willing to run scoring clinic
– we will need 2 to 4 people per team to know how to score. Possibly
do it during training?
PS – coaching clinic went well – waiting on certificates.
BREAK – 9:23pm
RESUME – 9:31pm
[During the break game count badges were looked for. 14 x 100 game and 15 x
50 game badges found. Will check records/emails for how many have been
handed out already]
Letter to be
sent to DL re
game count
badge.
Tee ball Report:
TBAWA MEETING
30th September 2015.docx
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CT – obviously quite a bit of discussion already.
Games start next Saturday. Next Saturday will be very busy. The fixtures
have been done, but with the age groups possibly being re-done they
may need to be redone as well. The seniors could be split, but we’ll
need to find coaches. Some people are still registering.
Most coaches have bags; some have chosen to keep them here.
All trainings will return to the grounds as of Sunday.
COA meeting postponed to tomorrow [Thursday 8th October]
Diamond allocation:
o Diamond 1 and 2 - LL games on Wednesdays
o Diamond 3, 4 and 5 - MP on Fridays
o Diamond 1,2,7 and 8 – Teeball on Saturdays
o All 8 diamonds are used on Tuesday and Thursday trainings.
Some used on Monday and Wednesdays
ND – what about?
CT – need to talk to MF, he had allocated Tue/Thur for State trainings –
they won’t fit, so will need to do Mon/Wed.
CT – majority of canteen profit is made during game breaks ND – with
all games being this end we may make more profit per head.
RS – we need to go canteen shopping on Tuesday. Pies, sausage rolls
and chips especially.
FB – are we selling the energy drinks in the canteen? I am interested in
buying some for home. [Discussion on energy drinks not being
advertised, but the can be sold in canteen until current stock all gone]
CT to RS – how much do you think canteen setup will be? RS - $1350
like Slowpitch. CT – 6 teams for Slowpitch, 19 for Teeball - $1500? RS –
yup – will buy similar to DDMSA.
ND – when can we put stuff in canteen? CT – after Sunday (Due to us
using club during Hockey season for Slowpitch, we’re allowing them to
use beginning of ours for their windup).
CT – has TS put her hand up for canteen manager?
(SD reads message from phone from TS re nominating herself for
canteen manager) CT – Do we accept? ALL IN FAVOUR
RS – [TS] still on long service leave until November so she can learn the
ropes.
CT – setup will need to be different to the Slowpitch carnival – till away
from hot stuff.
CT – Geoff took TBAWA minutes.
Insurance is due end of the month. RS – do we have to find that online?
CT – MF has informed me that he cannot book the 6 coaches into the
coaching clinic online, can someone sort that out.
CT – Coaches will need to see ND re shirts and equipment. Some have
contacted me re not having bats. PS – not sure how that happened with
4 people checking. CT – because things were moved on the night.
ND – will come in and check each bag and cage so I know where
everything is and state of equipment.
PR – everyone should know what they have. PS – good idea to check
through everything.
CT – anything else that needs to be said now? (Not relating to subcommittee)
PR – need more paint for line marking.
CT to talk to
MF about
state training
days
6 coaches to
be booked
into coaching
clinic
General Business
& Motions on
Notice
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Sub Committees :
TBSubComOct.pdf
o
CT – has everyone thought about what needs to be done?
MG – does each sub comm have someone to convene sub
comm? CT – No
MG – need an Exec to tell them what needs to be done. CT – a
co-ordinator.
o PS – good luck telling PB [he needs to be at meetings], he’s too
busy. MG – maybe PB can be the info and bring it to the sub
comm.
PS – I’ve tried getting sub comm [Baseball] together, not
happening. After training PB and Cam put teams together, [I]
didn’t know about it. Same with no canteen for MP.
o CT – it is across the board – need a delegate or convener to do
stuff.
They [sub comm’s] don’t need to come to committee meetings,
just need to hand in minutes / notes.
o MG – should have executive committee members in subcomm’s – general committee members should be the go
between.
o RS – what about MT chair the Teeball sub-comm?
o CT – set up first meeting. SD – all together. CT – yep, all
together, need co –coordinator set duties for each. If someone
not doing job – bring to committee and we will have a word
with person so it can be done and given notice.
o CT – will organise after with exec when to have meeting.
Other General:
Set sub-comm
meeting for all
sub-comm's
GroundsReportOct.p
df
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ND – please bear with me while I learn.
MG – constitution going well – cross referencing with the Act. One of
the things mentioned in our constitution is codes of behaviour (I found
it on dropbox). Can we have the codes of behaviour handed out to
everyone? SD – they’re in my version of the fixture book. CT – would be
good to print and hand out to everyone separate as well.
RS – a little laminated card with player conduct for kids, and parent’s
code of conduct for parents would be good. ND – can ask Liberal
contact to print those along with fixtures.
MG – I noticed at the end of games last season coaches ended up
packing up everything.
SD – we will need to look into photo prices / date etc. ASAP.
RS – Sue again – already quoted with softball photos, good prices.
CT – find the 3 best quotes for softball.
MG – I noticed 12 months ago there’s a draft of a proposal to start sub
committee’s – has this been passed? CT – not sure, think it’s still in
draft format.
MG – responsibilities of sub committees need to be outlined.
CT – needs to be brought up at sub-committee meeting – make sure
MG is on invite list.
CT – on Saturday morning there will be a roster for all committee
members – this is so people can watch their kids and do committee
MG to be at
subcommittee
meeting
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duties.
RS – will most likely not be around Saturday’s due to Mia playing
softball elsewhere. But will be at MP and LL so can do rosters for there.
Meeting Closed 10:29pm
Next Meeting 7:30pm 4 November 2015