AGM 2011 meeting minutes

[Ali Twomey]

Hey all,

Firstly, Amaya thanks so much for setting up the AGM.

We don't have a secretary role, only Team Manager (Stevie), Team Coach (Ciaran), and Treasurer (Alison). I'm not sure if there was a team captain nominated during the year, but then there were no games. Perhaps, restructuring the committee is an item to discuss the AGM?

I'm resending the meeting minutes from last year.

See ye all on Nov 8.

Thanks,
a

---------- Forwarded message ----------
From: Ali Twomey <alit...@gmail.com>
Date: Wed, Sep 7, 2011 at 2:05 AM
Subject: End of season meeting minutes
To: cork softball <corkso...@googlegroups.com>


Hey all,

Thanks to all who attended this evening. Hope you found it of some value if a bit too long, my apologies:>

Here are the meeting minutes, so please let us know if I missed anything or recorded something incorrectly.

See ya all on the 16th!

Thanks,
a

..............................................................................................................................
Cork Softball Club: End of season meeting - meeting minutes

Held: Flannerys, 8.30pm, 7 September 2011
In attendance: Alan, Alison, Amaya, Ciaran, Ger, Grainne, Maura, Mynor, Miguel, Pallavi, Rafa, Sanjay, Steve, Tim, Wil


1) Thanks and well done
Mynor and Ciaran for coaching throughout the year; She-who-won't-be-named for organising; Wil for the logo; and members for their support, patience and success during the season!

2) Promotion
We need to continue to increase the membership numbers. Suggestions to increase numbers and promote the club include:

• Check out Community Games (http://www.communitygames.ie) - Softball to be included.
• Non-club softballers throwing around city, eg Kennedy Park
• Club day in UCC (priority) - 20 Sept 2011; CIT (don't have a softball club either)
• Publications - Whatzon, Cork News, Cork Independent
• Multinational companies, particularly American ones eg Apple, VMWare, [Mahon, Airport Business Park, Pharmas]
• Hold blitz in Cork
• Advertise with sponsors eg posters in Flannerys
• Demo match, advertised on radio; perhaps have commentary done by radio broadcaster.
• Indoor softball off-season
• Support from Softball Ireland, Munster

More members, more teams, more competition -- cater for all: new, competitive, and social members

3) Finances
Closing balance:

(in)1410

(out)1983

(bal)69

Bulk of money IN: through balance from last year, membership and table quiz.
Bulk of the money OUT: on pitches (14 weeks, plus Saturday for match), club membership with Softball Ireland and IOST.

Have activated club's old bank account - funds to be put towards: First aid kit (priority); new bats; starter gloves; other equipment for training such as a batting net like baseballers' one.
Membership fees and pay-per-play options successful

4) Equipment
Need to get new equipment, but regulars should be buying own gloves.
Can purchase equipment via internet, reasonable price and quality.

5) Tournaments
Lack of matches during the season disappointing.
IOST generally a success in terms of how much learned and what could have been accomplished
Organise bi-weekly friendly matches with other teams as well as leagues and IOST.
Look to entering lower league in UK Diamond series.
Look at indoor softball tournaments during off-season.

6) Training
Tuesdays fine, UCC pitches good but expensive.
Need better structure for start times and drills, balance between drills and game time that adjusts as the season progresses or per the needs of those at training requires.
If no coaches, have drills documented so that people step up and run themselves.
Look after new members, but don't exclude them from main training routines.
Regulars having own gloves with softballs, allows unscheduled throwarounds.
Need to have members certified as umpires, level 1 minimum. Upto 4 people to do training, with certification to follow.
Off-season sessions to run through rules, plays and strategies.

7) Organisation and roles
One person must not perform all roles.
Have specific persons for the following roles, with general responsibilities listed:

• Team Manager - in charge of administration including membership of club, membership of Softball Ireland and insurance; organising pitches, training, teams, umpires, and equipment, tournaments, and matches; liaisoning with team coaches, team captain and treasurer; and general wellbeing of the club.
• Team Coach - in charge of training including drills and drills schedule; skills development; game strategy; and team lineup with Team Manager.
• Team Captain - in charge of team wellbeing; application of instructions from Coaches; communication with Team Manager; communication with other team captain and umpire during match (but can be passed back to Team Manager).
• Club Treasurer - in charge of finances including recording money in/out of the club and bank signatory.

8) End-of-season party
16 September, 9pm at the Sextant

Action items

A) Nominate and appoint members for roles listed in Item 7.
   [DONE] The following people were nominated and appointed to the respective roles:

• Team Manager - Steve Crean
• Team Coaches - Mynor Murphy and Ciaran O'Sullivan
• Team Captain - To be nominated and appointed by Team Manager and Coaches, the start of next season
• Club Treasurer - Alison Twomey

Send 2011 Accounts and membership list to Team Manager and Coaches [DONE]

B) UCC

• Find out when UCC has their Clubs day [DONE -- 20 September]
  
• Determine what's required to be registered as club and have a stand on Clubs day [STARTED -- Details sent to Mynor, Ciaran and Steve]
  
• Create poster and flyers as required [To start]

C) Other promotions

• Nothing scheduled
  

D) Indoor Softball

• Hold sessions for current softball members, Sundays [STARTED - Mynor and Miguel had 1st session on 4th Sept, more sessions to follow]
  
• Advertise to gain new members [To start]

E) Equipment

• Purchase First Aid kit [To Start]
• Check out web sites for current end-of-season deals on bats, gloves, etc, and pass onto regulars to purchase own gloves [To start]

F) Off-season sessions

• Organise seminars on rules, plays, and game strategy [To start]
• Get list of volunteers to do umpire training and get level 1 certification [STARTED - Ger and Rafa already have requested to attend when organised]

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End of meeting minutes