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Hutchinson Girls Fastpitch Softball
Meeting Minutes of 2/8/2010
4:30 Squeaky’s
Members Present: Deb Card, Dick Nagy, Brian Guggisberg, Monte Einck, Mike Niece, Doug Heim, Barb Doering. Non member Raquel Bushman.
Members Absent: Dan Christie
Minutes: Motion by Deb, second by Doug to accept meeting minutes from January 13, 2010. Passed.
Finance: It was reported that the current balance was $5,512.69.
Compost Bag Fund Raiser: The board discussed how to implement the delivery of the compost bags. Bags are scheduled to arrive the week of Feb 22nd and will be stored at the Fair Grounds where parents can pick them up. Parents will be recruited at registration nights to volunteer to deliver the bags in the following two weeks. If not enough parents sign up the board would call parents to commit. Dick will remain in contact with Creekside for details
Final Registration Date: Discussed changing the final registration date to March 15, 2010. Motion by Brian, second by Mike, Passed.
New Uniforms: The board was presented with a sample of the uniform that the committee recommended. Raquel provided pricing for the uniforms from Hutch Sport Shop ( $50.75 ) and Hometown ( $52.25 ). The complete uniform price will include jersey, shorts, socks, and visor. It will also include numbers and lettering/logo. Brian motioned to purchase 2010 uniforms from Hutch Sport Shop. Second by Mike. Passed. The price for the uniform at registration will be $55.00.
Sweatshirts: Monte informed the board that there would be sweatshirts and T shirts available to order at registration and for a time after.
Registration Form: There was discussion about putting the information for the 10U program on the early registration notice. Barb would work up a document and get to Raquel.
Fundraising Fee: The board discussed the topic of charging a fundraising fee to families that didn’t participate in any fundraising efforts. There was discussion if there are enough fundraising opportunities to accomodate everyone who wanted to participate. Motion by Dick, second by Deb to not charge any fee for 2010, and to revisit in 2011. Aye 5, nay 2. Passed.
Helmets: After discussing to replace all the batting helmets to match the new uniform colors the subject of selling the old helmets was raised. Raquel indicated she would check to see if there was interest by another association to purchase them.
Batting Cage: The board discussed the possibility of funding some of the through the board and by private donations. Monte and Brian offered to donate $20.00 each to pay for use of the batting cages.
Motion by Mike, second by Brian to adjourn. Passed at 6:35.
Hutchinson Girls Fastpitch Softball
Meeting Minutes of 11/17/09
4:30 Squeakys
Members Present: Monte Einck, Doug Heim, Dick Nagy, Barb Doering, Joe Weiler, Deb Card, Mike Niece. Guest John McRaith.
Members Absent: Dan Christie, Brian Guggisberg.
Fund Raising: Monte stated that Cashwise will take applications in April to run the brat stand during the summer. He indicated that he will follow through will the application. There was discussion about regaining a spot with the City to deliver compost bags. Dick will call to see what the status is.
Uniform Committee: Dick reported he has 6 parents and reps to begin looking at options for new uniforms in 2010. They get together sometime in December.
Budget: There was discussion about 2009 expenses, which came to approximately $13,000. The group set a minimum amount of $5,000 to carry as a fund balance. It was also decided to budget $1000 for new equipment in 2010. Mike will organize a group to inventory equipment and put a list of new equipment needed for 2010.
Coaches Reimbursement: There was discussion about compensating head coaches. It ranged from free hotel at tournaments to reimbursement of their daughters registration fee. There was a motion by Mike, second by Monte to reimburse the coaches daughters registration fee at the end of the season to the one head coach for each team. Assistant coaches would not qualify. Motion was passed with a unanimous vote.
2010 Registration Fees: The topic of possibly increasing registration fees in 2010 was discussed. There was thought to possibly requiring the participant to pay the full cost of their uniform. Currently the association subsidizes part of the cost of new uniforms. Table for a future meeting.
12U Tryouts: There was lengthy discussion about whether to conduct tryouts for 12U so that a team might qualify for a national tournament. There will be a special board meeting to decide if there will be 12U tryouts on 11/30/09 at 5:30 at Squeakys.
Next Regular Meeting: 12/14/09, 4:30 at Squeakys.
Motion by Card, second by Weiler to adjourn. Adjourned at 6:20.
Hutchinson Girls Fastpitch Softball
Meeting Minutes of 9/14/09
4:30 Squeakys Grill
Members Present: Mike Neice, Dick Nagy, Brian Guggisberg, Barb Doering, Monte Einck, Dan Christy
Members Absent: Doug Heim, Joe Weiler, Deb Card
Treasurers Report: No report
Equipment Committee: Mike reported all the equipment has been returned. He will set up a meeting with the committee to evaluate the equipment and report back to the board.
501C: The board is still awaiting word from Kurt Juergensen on its finalization.
Coaches Meeting: There was discussion about the post season coaches meeting. Overall the coaches had very few problems or issues.
Player Evaluation Form: It was discussed and agreed that the association should put together a standard player evaluation form for the coaches.
End of Year Survey: Discussion was held about the poor return of the online survey. There was talk of whether the list was accurate. Held for future discussion. There was talk of looking into online registration possibly for next year.
Elks Breakfast Fundraiser: Dan reported that he would like to hold more Elks Club breakfasts as a continuing fundraiser. It was discussed about how many and how often to hold the breakfasts. It was agreed to do one in January and one in February. There was talk of other possible fund raising opportunities. Monte volunteered to check into the possibility of doing the Cash Wise brat stand in 2010.
Uniforms: The board agreed to investigate the possibility of changing uniforms. Dick will form a committee.
There was a motion to adjourn by Brian, second by Dick. Meeting adjourned at 5:50.
Hutchinson Girls Fastpitch Softball
Meeting Minutes of 8/11/09
5:00 Civic Arena
Members Present: Monte Einck, Dick Nagy, Doug Heim, Joe Weiler, Brian Guggisberg, Mike Neice, guest John McGraith
Members Absent: Barb Doering, Deb Card, Dan Christy
Treasurers Report: The association was given a check for the fund raising event with the Hutchinson Elks Club pancake breakfast in June for the amount of $597.00. Doug presented a financial statement for the association’s funds. The association has not received its payment yet from the Hutchinson Park & Rec. John indicated that the City should be providing funds in the next couple of weeks. There was discussion and consensus from the board that a formal budget should be created for 2010 with emphasis on new and replaced equipment.
Equipment Committee: Members will try to get all the equipment back as soon as possible to check and inventory. Doug, Joe, Mike, Monte, and Brian indicated they will communicate to each other to schedule a time.
Year End Coaches Meeting: The board set August 31st to meet with coaches to discuss the past season. It will be held at Main Street Bar, (back room) of the restaurant side at 6:00 P.M. Dick will send email notification to the coaches.
Protocol With Crow River Fastpitch: John was asked what procedure or protocol is needed to discuss issues and concerns in the league. John indicated that the best way would be to come to the February board meeting and communicate directly with the board. Hutchinson will discuss a possible delegation to attend the February meeting in January
Year End Survey: Joe provided the board with a sample survey that can be emailed to all players and parents which will provide a link to the survey. For $15 per month the association can provide multiple surveys. Motion by Brian, second by Dick to have Joe proceed with the survey. Motion passed unanimously.
Year End Banquet: There was discussion of a possible year end banquet for the association. While everyone thought it was a good idea there was some thought that attendance might be lacking. Joe will add the item to the survey to see if there is interest and discussed at a later date.
New Uniforms: There have been inquiries as to whether the board would consider changing the color and possible style of the association’s uniforms. This is another item that will go on the survey and be discussed at a later time.
September Meeting: The next board meeting will be Monday, September 14th at 4:30 at Squeaky’s.
Motion to adjourn by Brian, second by Mike. Adjourned 6:10
Hutchinson Girls Fastpitch Softball
Meeting Minutes of June 9, 2009
5:00 Event Center
Board Members Present: Barb Doering, Doug Heim, Deb Card, Dick Nagy, Brian Guggisberg, Monte Einck, Mike Niece, Guest John McRaith
Board Members Absent: Joe Weiler, Dan Christie
Hardship Request: John reported that a family with two girls inquired if they could get some of the fees waived for their two daughters to play in the league due to financial hardship. They had originally thought they would be leaving the area but have changed their plans. John indicated that Park & Rec were willing to waive their portion of the fees. The board unanimously agreed to waive the leagues portion. The 12U player will be assigned to Einck’s team and the 14U will be assigned to Jeff Liestmen’s team.
12U’s Roster Size: There was concern from some of the 12U coaches that they might be short of players at times. It was the consensus that they would attempt to borrow players on an as needed basis, and to stress that the 12U’s will need to operate as a whole group.
Hutch Tournament: John indicated that the Hutch Invite has 24 12U teams signed up and the following weekends 14, 16, and 18’s tournament will have over 40 teams.
Equipment and Supplies: There was discussion regarding a shortage of first aid kits and some equipment. The coaches will be polled to see what they need and items will be ordered.
Shirts: Monte asked the board if there was interest of having tee shirts and sweatshirts made up to sell to the players. The board agreed to sell the shirts at cost to the players and selected a design. Monte indicated he will follow up with the ordering.
Motion by Brian, second by Doug to adjourn at 6:30.
Hutchinson Girls Fastpitch Softball
Tuesday, May 12, 2009
6:00 Event Center
Board Members Present: Barb Doering, Deb Card, Monte Einck, Dick Nagy, Brian Guggisberg, Mike Niece, Dan Christie, Doug Heim
Guests: John McRaith
Members Absent: Joe Weiler
16 U Roster: There was discussion regarding the number of girls on the 16 U roster. Brian indicated that at some time some of the 16’s might be needed to fill holes in the 18’s roster. The board reached a consensus to leave the roster as is.
14’s Try Outs: 14 girls tried out for the 14 A team. Teams were selected and set with rosters of 13 on the 14 A, and two teams of 12 for 14 B. Coaches will be Joe Weiler for A’s and Jeff Liestmen and Bill Carlson for 14 B’s.
Coaches Meeting: There will be a mandatory coaches meeting on 5/18/09, 7:00 P.M. at the Event Center. Raquel Bushman will present to the coaches. Equipment will be handed out at that time.
Fund Raising Breakfast: Dan Christie will draft a letter to parents explaining the fund raising breakfast at the Elks. He thought distributing through the coaches would be the best way to filter the information down to the teams. The association is looking to have each player sell at least 3 tickets.
Web Site: There was discussion on how to respond to questions and comments coming through the web site. There is also concern that not everyone seems to be able to access the site with Internet Explorer. This will be investigated.
Motion by Card to adjourn at 7:30.
Hutchinson Girls Fastpitch Softball
Tuesday, April 28, 2009
5:00 Lamplighter
Board Members Present: Brian Guggisberg, Deb Card, Dick Nagy, Barb Doering, Doug Heim, Mike Niece
Members Absent: Dan Christie, Monte Einck, Joe Weiler
Coaching Applicants: The discussed the coaching application that were submitted to the board and decided on the following coaching assignments:
12 A’s – Set interview times for Mike Niece and Cariann Squire.
12 B’s – Monte Einck
Scott Ogren
Deb Card
Andrea Stephenson
14’s – Await tryouts
16’s – Tim Carroll
18’s – Cindy Guggisberg
Barb will notify the 12B, 16, and 18 coaches.
Team Selection: The board decided to direct John McRaith to select the teams for 12 U’s.
Coaches Meeting Items: Make sure the issues of playing time and bringing on extra players is discussed with all coaches at the coaches meeting.
Alternate Tryout Date: The new alternate tryout date for 14’s is Wednesday, May 6th, 6:00.
Meeting ended 6:15
Monday, March 9, 2009 Hutchinson Event Center, 4:30 PM
Board Members Present: Barb Doering, Brian Guggisberg, Doug Heim, Dan Christie, John McRaith, Deb Card, Mike Niece
Members Absent: Jim Helget, Dick Nagy
Guests: Cindy Guggisberg, Joe Weiler
AGENDA:
1. Review Enrollment Numbers- The Association currently has 43 kids registered for 12U, 24 for 14U, and 11 for 16U. There are currently no registrations for 18U. The registration deadline is March 31st.
2. Tryouts- Discuss and Develop a Plan- Tryouts will be held at 1:30p on Sunday, April 26th at Roberts Park. The backup date will be Wednesday, April 29th at 5:00p.
3. Parents Meeting (prepare what to cover)– Items that should be on the agenda for the annual parents meeting include the updated website, tryout policy and procedures, new board elections, coaching selection, timeline for team formation and first days of practice.
4. Fundraising Committee– No discussion.
5. Development Committee– No discussion.
6. Coaching Selection (volunteers signed up)- We currently have 24 coaches willing to help out with the program. Of these, 17 are in the 12U age group. After seeing final numbers on March 31st, the number of teams for each age group will be decided and coaches will then be chosen and assigned. 14U will have to wait until after tryouts to determine coaches.
7. Website Update– Joe Weiler gave a demonstration of the new website features. It is ready to go as soon as the board gives its approval. Some suggested changes were made and then Brian made a motion to have Joe and Cindy Guggisberg continue as administrators of the site until it is up and running. Dan indicated that he would be willing to help administer the site after he received some training. Mike seconded the motion and it was approved. The board also noted that the blog feature on the site should only be used to discuss pertinent softball activities, not as a format to discuss personal issues or to malign someone’s character.
Deb made a motion to adjourn with a second from Mike. The motion passed. The next meeting is scheduled for Thursday, April 2nd, at 4:30p at the Event Center.
Monday, February 9, 2009 Hutchinson Event Center 4:30 PM
Board Meeting Minutes
Girl’s Fastpitch Softball Association Meeting Minutes
Board Members Present: Barb Doering, Dick Nagy, Brian Guggisberg, Doug Heim, Dan Christie, John McRaith, Deb Card, Mike Niece
Members Absent: Jim Helget
Guests: Cindy Guggisberg, Joe Weiler
AGENDA:
1. Review Registration Form- Suggested changes to the form were made by various members. The updated form will be emailed to board members for final approval before registration on February 23 & 24.
2. Tryout Information- Very brief information will be added to the parent registration letter informing them of tryouts at the 14U and 16U levels. The process will be explained in detail at the Parents Meeting on Thursday, April 2nd.
3. Fundraiser Committee - Jim Helget is willing to head up the fundraising committee again this year. Barb reported that the Association will not be doing the compost bags this year due to a mixup with Creekside. They had already obtained a different group to do the bags and were unaware of our place in the regular rotation. This will be made available again next year. In the meantime, John suggested that we forgo compost bags and concessions this year and focus on development of coaches. Brian made a motion to this effect which was seconded by Dan. The motion was approved. Dan brought up the idea of the Elks pancake breakfast fundraiser. After some discussion the group settled on the date of June 28th during the Hutchinson Invitational. The Association will be expected to sell at least 100 tickets at $5 each and will share in half the proceeds. Details on ticket dispersal will be determined before the parent meeting in April. Brian made a motion to go ahead with this fundraiser with a second from Dan. The motion was approved.
4. Website Update - A contingent from the Association met with Vivid Image to discuss the website. They were informed that for a $250 upgrade, the website would be available for coaches to manage their own content on the site and be able to communicate with their players. Also, instead of paying $40 per year for our domain name, the Association could pay $105 for a five-year agreement. The $30 per month fee for Vivid Image to maintain the site would still exist. Deb made a motion to go with the five year domain name license. Brian seconded the motion and it passed. Deb then made a motion which was seconded by Dan that we pay Vivid Image $250 to upgrade the website. The motion was approved.
5. 10U Suggestions - John showed the group the current coaches guidelines for 10U that Cindy and Deb had put together two years ago. He encouraged the group to send representatives to speak to the coaches on opening night this summer and check over the guidelines to see if any changes should be made to the format.
6. Player Development - Brian will head up a sub-committee to create additional guidelines for what should be taught by all coaches at each age level. This will be presented at the coaches meeting. It was also suggested that we have someone to present to each age level of coaches and use break out sessions after meeting as one large group to begin the meeting.
7. ASA Booklet - After some discussion it was decided that the board would not make the ACE Coaches Certification mandatory since it would be difficult to enforce with a shortage of coaches. It will be highly recommended and coaches completing the certification will have their fee of $25 refunded.
8. Release for Pictures - Joe noted that we need to have a waiver on our registration form to include using participant pictures on any of our publications and the website. It will be added to the form.
Dick made a motion to adjourn at 6:20p. Brian seconded the motion and it was approved. The next meeting is scheduled for Monday, March 9th, at 4:30p at the Event Center.
January 26th Board Minutes
Girl’s Fastpitch Softball Association
Monday, January 26, 2009 Hutchinson Event Center, 4:30 PM
Board Members Present: Barb Doering, Dick Nagy, Brian Guggisberg, Doug Heim, Dan Christie, John McRaith
Members Absent: Jim Helget, Deb Card, Mike Niece
Guests: Cindy Guggisberg
AGENDA:
1. Fundraiser - need to develop a committee: Our current fundraisers are concessions during the invitational tournaments and compost bag delivery. Dan suggested an Elks breakfast fundraiser also. Our organization would sell tickets for the breakfast for $5 each and we would keep half the revenue from the sale of tickets. We must sell at least 100 tickets and the breakfast is completely taken care of by the Elks Club. On another note, it was suggested that we have actual times for concessions at registration so people can commit to a specific time. John requested that the association provide at least one person each day to oversee concessions at the tournaments as it is difficult to train new staff every two hours. In the past, Jim Helget had performed this function.
2. Review Registration Form and Sign up Verbiage- Last year’s registration form was studied and the following recommendations were made: Add line for first year players, and change volunteer from “participant” to one adult family member. Also, the registration form has to list 14 A & 14 B, 16 A & 16 B, along with tryout dates. Dick made a motion to raise the fee for a jersey from $15 to $20 as the actual cost is about $23. Doug seconded the motion and it was approved. Doug made a motion to raise the registration fee from $90 to $95. Dan seconded the motion and it was approved. Brian made a motion to raise the opt out of fundraising fee from $20 to $25. Dick seconded the motion and it was approved on a 5-1 vote.
3. 10U suggestions - tabled until next meeting
4. Player Development Update - No report
5. ASA Booklet - tabled until future meeting
6. Website Update - Brian presented an alternative to using Vivid Image as our web site provider. This option would be cheaper but would require a skilled technician to enter our information on the web site. Brian also informed the group that Vivid Image may be able to provide us with a cheaper alternative themselves. A demonstration will be provided by Vivid Image and any board members that are interested may attend. John will contact Raquel Bushman and see if she could also attend as she is familiar with web sites.
Dick made a motion to adjourn at 6:00p. Dan seconded the motion and it was approved. The next meeting is scheduled for Monday, February 9th, at 4:30p at the Event Center.
January 12th Board Meeting Minutes
Board Members Present: Barb Doering, Deb Card, Dick Nagy, Brian Guggisberg, Doug Heim, Dan Christie, Mike Niece, John McRaith
Members Absent: Jim Helget
Guests: Joe Weiler
AGENDA:
1. Discussion of 10U Teams- After some discussion it was decided to leave things as they were last year. If a coach wants to travel to neighboring communities, they must work that out with their parents. Some members felt that the current structure wasn’t beingfollowed by some coaches. John will bring 10U info to next meeting.
2. ASA Coaching Booklet- Mike Niece showed the group a coaching certification booklet promoted by the Amateur Softball Association. A coach would study the booklet and then take an online test to get certified. The cost is $25. The board felt that it would be beneficial to our coaches but at this time we would not make it mandatory. Certified coaches would get the cost refunded by the association.
3. 2009 Registration- Registration will be held on Monday, February 23rd and Tuesday, February 24th from 5:30-7:30p at the Recreation Center. Suggested additions to this year’s form included having state tournament dates, pitcher/catcher information, and a spot to designate if you are a first year player. It was also suggested that we make registration available on line this year. John will bring the updated form to the next meeting.
4. Pitching/Catching- Not discussed.
5. Guidelines of Eligibility for Reduced Rates- It was decided to follow the PRCE guidelines of having a social worker contact PRCE if a family is in financial need. Any family interested in having there fee reduced or waived must go through Social Services.
6. Status of 501C3- Doug Heim presented the board with the financials for the past three years. Brian will get them to Kurt Juergensen, who is overseeing the process. It will be a few months before we actually receive our non-profit status.
7. Web Site- After some discussion about reducing the cost and increasing the effectiveness of our web site, Brian made a motion that if we can keep our domain name, and switch our vendor to someone charging $50 or less a year, we give Joe Weiler permission To move the web site to a different vendor. Deb seconded the Motion and it passed unanimously. Dick asked Joe to check into The possibility of sending out text messages from the site in case Of game cancellations or other urgent events.
Deb made a motion to adjourn at 6:05p. John seconded the motion and it was approved. The next meeting is scheduled for Monday, January 26th, at 4:30p at the Event Center.
December 8th Meeting Minutes
Members Present: Doug Heim, Barb Doering, Dick Nagy, Mike Niece, Brian Guggisberg, and John McRaith.
Members Absent: Deb Card, Jim Helget, and Dan Christie
Guests: Raquel Bushman
AGENDA:
1. Web Site - Board members expressed concern that there are cheaper alternatives available for a web site and that it needs to be updated more often. Brian reported that any information sent to Cindy Guggisburg is immediately updated to the web site. Dick suggested that a subcommittee involving Raquel Bushman, Joe Weiler, and Cindy Guggisberg look into the matter and find a positive alternative. In the meantime, web site updates will be a regular item on the agenda each month so that the board makes sure that all information is available and current.
2. Dividing Teams at Various Age Groups - Brian made a motion after much discussion that teams in 14 & Under and above be divided by ability. Mike seconded the motion and it passed on a 4-2 vote. John made a motion seconded by Dick that the 12 & Under group be divided by age with the seventh graders and oldest sixth graders making up the two “A” division teams, and the remainder divided equally onto “B” teams based on age with exceptions for designating pitchers and catchers for each team. The motion carried on a 4-2 vote. Discussion on how many 14A teams to have was tabled until the next meeting.
3. 501C3 Status - Brian reported that Kurt Jurgensen needs the revenue and expense numbers for the past three years from the Association. Doug will put together that information.
4. Additional Board Meeting - The 2009 season registration will be held at the end of February so the board decided to add an extra meeting in January. The board will meet on the second and fourth Mondays at 4:30pm at the Event Center.
5. Coaching Clinics - Mike indicated that we may have someone willing to work with our pitchers out of the Twin Cities. He will investigate further. In the meantime, the board unanimously approved paying for any interested coaches to attend the National Coaches Clinic being held in the metro area on January 16th & 17th. Board members may also be in contact with Randy Starke at the fairgrounds to see if some time can be set up for pitchers to begin throwing on a regular basis.
Meeting was adjourned at 5:55pm. Next meeting will be on Monday, January 12th at 4:30pm at the Hutchinson Event Center.