Meeting Minutes 06/10/08

Meeting Minutes

MVP GOLD
Capital District Senior Softball League
June 10, 2008

President Mike Rager called the meeting to order at the American Legion Post No. 1450 of Clifton Park/Halfmoon at 6:30 p.m. In attendance were: Barry Plunkett, Mike Rager, Rich Pavone, Jay Campbell, Bob Janes, Clarence Vivlamore, Robert Swayne, Jon Olson, Gary Hunter, Wally Lozano, Don Roberts, Brad Buchan, Marty Torrey, Jack Postulka, Armand Scatena, Paul Danner, Jerry Smith, Bill Martone, Gus Haita, Robert Royer, Bill Meehan, Al Schmidt, Rudy Capparella, Ron Vandenburgh, Bill Kloc.

Voting Purposes

American Legion – Jon Olson; Best Paving – Barry Plunkett; RV America – Bill Kloc; Active Auto – Rich Pavone; Circle Diner – Bob Janes; Edward Jones – Bill Meehan; Normark – Clarence Vivlamore; Anaconda – Jerry Smith; Ravenswood – Ron Vandenburgh; Sportsman’s Club – Bill Martone; PCI – Bob Royer/Tom Ricci; Seton Health – Paul Danner; Clickner – Marty Torrey.

Secretary’s Report

Barry Plunkett reviewed the minutes of the April 15, 2008 meeting as published on the website. The minutes as reviewed were accepted without revision, correction or amendment. Bob Royer moved the minutes be approved (Gary Hunter seconded); the motion was approved and passed 13-0 without dissent.

Treasurer’s Report

Clarence Vivlamore presented and distributed copies of his self-explanatory report for the period 4/16/08 – 6/10/08. The league balance as of 4/16/08 was $16,351.52. Income for the period 4/16/08 – 6/10/08 was $8,785.00. Total expenses for the period 4/16/08 – 6/10/08 was $10,873.45. The league balance as of 6/10/08 was $14,263.07. A copy of Clarence’s report is incorporated and made a part of these minutes. Barry Plunkett moved the report be approved (Gary Hunter seconded); the motion was approved and passed 13 – 0 without dissent. Copies of Clarence’s report will be provided to anyone upon request.

Committee Reports:

Grounds and Equipment and Grant

Jerry Smith reported that no field work day had been set up due to recent field work by the Town. Jerry said he would follow up on this.

On the Grant, Jerry reported Barry Plunkett was assisting him in securing a down-loaded blank application which he would complete using last year’s application as a precedent. He said that if the completed grant application is returned within 30 days the funds would be transmitted to the grantee (us) within and no later than 180 days.

Jerry said he was also following up with accountant Ron Sumulku to complete and re-file the NYS Sales Tax Exemption Certificate application and completion and filing Form 990 with respect to our Fed. Income Tax Exemption status. Jerry said he would report on progress and/or completion of these items by our next meeting.

Jerry reported that two bat racks were missing. He requested team managers and reps to secure equipment after the final games of the day to prevent loss and needless replacement expenses.

Jerry handed out copies of Park Use Permits to all Mgrs/Reps. and Div Reps scheduling approved field use by the Town of Clifton Park’s Office of Parks, Recreation and Community Affairs for the 2008 Season at Veterans Fields #1, 2 and 3.

Player Personnel and Safety Course

Bill Kloc reported that Ron Hoffman will switch to the Spagnola – High Arc Div. for the remainder of the ’08 Season and a place on a team will be found for him.

Bill said he was working on setting up the CPR re-certification Safety Course with Brent Ricks of the Ballston Lake fire department. Bill had not received any e-mail response as yet to his request for league members interested. Jack Postulka advised that the League had approved the costs of the course fees up to $450.00. Bill said the best setup was two persons per Team and probably up to 15 in total. Bill said the course was 3-4 hours on a Tues. night and requested volunteers to email him a.s.a.p.

Bill outlined the location of the AED equipment and the crash kit in our equipment shed. He further advised the crash kit is not owned by us and would be very expensive to replace so care should be taken with it.

Sponsors - Tony Longobardo/Tom Ricci

No Report.

Rules and Umpires – Len LoFrisco

No Report

Division Reports

Jerry Smith (Spagnola), Jay Campbell (Falzo), Barry Plunkett (Craig) all reported no problems and smooth operations to date in the ’08 season.

Rainouts and Schedule

President Mike Rager requested that the approved schedule of playing the next day and the completion of the game by the following Sun. be adhered to. Mike said players can be substituted as needed to meet the approved time-table. Jack Postulka advised all that could be done was done to meet the time table but on his rain-out game circumstances dictated otherwise and the teams did the best they could to re-schedule it.

Revised Budget

Pres. Mike Rager distributed copies of a Budget Balance Sheet of 7 (sic 6) /10/08 for $18,250 which basically outlined additional expenses totaling $17,800. Mike had listed a member’s dues credit of $15.00 for 166 members, in total, $2,500. Jerry Smith initiated discussion of where this dues credit of $2,500 had been authorized by vote and Mike stated it had not been. Discussion continued that this $2,500.00 might well be needed for expenses in ’08 and if not, it could be carried over to ’09. Mike said the $2,500. could be held in escrow and provide a $15.00 credit in ’09 to registering members and/or a check of $15.00 to a player who did not register for league play in ’09.

Wally Lozano disputed Mike’s idea, stating that since the money ($2,500) was not being given back in ’08, then it should not be a part of the ’08 budget and had to be counted in the ’09 budget. Wally stated that if we are not giving the money back this year then it had to be recorded as part of the ’09 budget. Mike Rager said that since we do not have a ’09 budget as yet this could not be done as Wally suggested.

Armand Scatena moved that there be no refund this season; that the $2,500. funds be earmarked for general expense purposes in ’08 and a registration credit be considered in ’09 only if there is a remaining balance out of these funds after all expenses for ’08 are satisfied. Bill Kloc seconded. The motion was approved and passed by a vote of 11-2 without further discussion.

Bill Martone then moved that the threshold issue of whether or not a refund had been approved in the first instance had not been settled and he wanted a vote taken on same. President Rager said that in view of Armand’s motion the issue at this point was moot; however, Bill’s motion and subject matter could be revisited at a later time pending the available expense money reserve, if any, for potential refund purposes. No second was made on Bill’s motion; there was no further discussion and no vote taken on same.

Jerry Smith then stated that the sheet Mike Rager had passed out was both insufficient and unacceptable as a revised budget. Jerry stated it did not contain line item specifics for 20 items that Wally Lozano had set up in the proposed 2008 budget Nov. ’07 – Jan. ’08. Mike Rager advised Jerry that the 2008 budget had been finalized as set forth in the Jan. 22nd ’08 meeting minutes and Jerry could have requested a copy of same at anytime. Jerry Smith stated that copies were not made available on Jan. 22nd ’08 and should have been made available to all members at that time. Jerry said that the budget process set up by Pres. Rager was not open and transparent and did not denominate the estimated expenses on Mike‘s sheet with specifics of any kind. Smith stated as a league member he could not and would not accept this shoddy and incompetent approach to the budget and that this was the worse budget he had seen since his being in the league. Pres. Mike Rager stated that this was Jerry’s opinion but the ’08 league budget had been finalized on Jan. 22nd in ’08. Mike said his sheet, handed out tonight, was basically an outline of additional expenses since that time (Jan. ’08) and he should not have called it a revised budget. Mike apologized for his error in doing so. Jerry then stated that the budget balance of $18,250. as of 6/10/08 listed on Mike’s sheet was wrong in that the $18,250. included $4,000. of grant money not received to date. He asked Mike to explain that. Pres. Rager said it perhaps was premature to include it, but the funds had been authorized by the legislative budget approval and he did not believe the legislature would again meet in session to withdraw same. Bill Martone agreed with Jerry Smith that the expenses listed on Mike’s sheet should be specifically and factually denominated and that they were not.

After some brief further discussion, Marty Torrey made a motion that the additional expenses listed on Mike’s sheet be authorized as estimated expenses with league authority to pay them and that a revised line-item budget be set up specifically setting forth each and every income and expense item to date and that a league meeting be re-convened in a month to discuss and vote on this revised budget. Paul Danner seconded. The motion was approved and passed by a vote of 12 to 1 without further discussion.

Banquet 2008

Pres. Mike Rager reported that the banquet committee (Head, Clarence Vivlamore, member, Wally Lozano, member, Mike Rager) had polled all league players and that the majority of the league members favored the Italian American Club on Washington Ave. Ext. as the site for this year’s banquet over the American Legion Post No. 1450.

Mike stated that the banquet committee, (Clarence & Wally) had authorized him to execute a contract with the Italian American Club on 6/6/08, together with a $250. down payment check, for an Oct. 24th four hour banquet with pre-dinner appetizers, a multiple course buffet dinner and a cash bar only. The cost would be $10.00 for members; $20.00 for guests. The contract cost for the banquet was as follows: banquet, $4,500.00; tax $360.00, gratuities (services); $900.00 for a total of $5,760.00. Mike stated the banquet committee met the league’s budget allocation for the banquet which was $4,500.00 as set forth in Wally Lozano’s proposed budget which was authorized for expense payments on Nov. 13th, 2007 per the meeting minutes and the budget finalized by member approval on Jan. 22nd ’08 per the meeting minutes. Mike pointed out that the budget approved per the meeting minutes on Jan. 22nd ’08 did not include the MVP Gold sponsorship funds or the grant funds since they had not yet been secured at that time.

Mike stated on authority of the banquet committee he had signed and mailed the contract back retaining a copy of same for the league and treasurer, Vivlamore.

Jerry Smith opened discussion on this subject declaring that the discussion of an open bar (beer, wine and soda) at a minimum of one hour should be an executive committee decision (team managers/reps and officers) under the league by-laws and rules and not the president’s decision. Jerry stated Mike’s decision on this subject was unauthorized and unacceptable under league by-laws and rules and should be rejected. President Rager declared that the budget committee approved all of the arrangements with the Italian American Club and had authorized him as the committee representative and spokesperson to sign this contract and to secure a date since it was getting late in the season and Jerry Smith himself had sent out an e-mail memo saying time was running out to secure a banquet site and date. Mike stated in the past the banquet committee made the decisions to contract for the affair and to bring it in for an allocated budget price or a lesser figure.

Smith stated that nowhere did Mike have the authority to prevent or cancel at the very minimum a one-hour open bar (beer, wine, soda). Jerry said that this had never been done in the past and that the league now had the money to fund this and that Mike’s decision, on his own, concerning a cash-bar only was unfair to all league members attending the banquet.

Pres. Rager pointed out that the last league banquet held at Crossgates restaurant was a cash bar only without any open bar (beer, wine, soda) whatsoever. Mike stated that even a one hour open bar (beer, wine, soda) would be prohibitive in cost and would unfairly penalize the league members with a higher dinner and guest charge. Mike said the banquet committee had not authorized this and Smith was presenting no financial figures whatsoever to the contrary or to justify such an increase. Jerry Smith responded that even if the member costs went to $15.00 and the guests went to $25.00 that this would be reasonable and could allow for the one-hour open bar (beer, wine, soda). Mike said that this was Jerry’s opinion; however, the cost to do the one-hour would be $11.00 plus per member (tax and gratuity included) and would result in the league paying $1,800.00 for 150 people. Mike stated it would be fairer and far less expensive to have members and guests buy their own drinks and not pay tax and gratuities on same.

No one on the banquet committee dissented or disagreed with Mike’s statements and no motions were made by anyone on the banquet committee to change the cash bar arrangement to include a one-hour open bar (beer, wine, soda).

No one on the executive committee made any motion to change the cash bar arrangement contracted for by the banquet committee.

Jerry Smith made no motion to change the cash bar arrangement.

No one assembled at the meeting made any such motion.

No motions were made by Jerry Smith, the banquet committee, the executive committee or any assembled member to support Jerry Smith’s assertions that Pres. Rager was without authority to contract for the banquet on behalf of the banquet committee and the league as the committee’s duly appointed representative and spokesperson.

President Rager asked if there was any further discussion on this subject, and there being none, he moved to the next agenda item.

Picnic 2008

Pres. Mike Rager reported that the league picnic will be held on Sat., August 16, 2008 at the Elks Pavilion, Veteran’s Field starting time will be 11:00 a.m. to 4:00 p.m. Jack Postulka will cater the affair and the cost of the picnic for each league member an adult guest would be $15.00 respectively. Jack’s fee to cater the affair would be $1,200.00 and a $250.00 down payment to secure the Pavilion had already been made.

Insurance Report

Barry Plunkett reported that in follow up to the insurance committee’s (Kloc, Vivlamore and Plunkett) preliminary meeting with Tom Wallace, Vice President of Personal Coverage Insurance (a league sponsor) on 5/13/08 that Barry had a telephone conference with Tom Wallace of PCI on 5/28/08 which revealed 3 coverage options. Options #1 & #2 are $50.00 apart - $878.00 to $928.00. Both provide umbrella type liability coverage involving players and spectators up to $1 million. The $878 quote also includes host liquor liability coverage (for banquet & picnic); the $978 quote does not. Neither option covers players for personal accident and indemnity coverage. Neither quote offers officers, directors, agent liability coverage which would have to be added to the above quotes. Barry emphasized that this option was very important to protect personal assets of those serving the league in these capacities.

Option #3 is a very expensive detailed liability-umbrella coverage up to Two Million Dollars. It is comprehensive in that if offers personal medical expense coverage for league participants in addition to liability coverage, however, this may be secondary to an individual’s own personal coverage (homeowners, A&I et al) and Tom Wallace is still checking this out. Officer, director et al coverage is extra under this option and may be added as above into the standard coverage clauses. There is no host liquor liability coverage. The cost of this coverage is a minimum of $3,000 - $3,500. Wally Lozano’s insurance agent pegs cost for this comprehensive type coverage at $4,000+.

Tom Wallace stated he would try and get back to Barry on Thurs. or Fri., 6/5 – 6/7 and hoped to have coverage outlines/brochures for Barry to present at the 6/10 league meeting. However, he later called Barry and said he was unable to deliver same but was pressing brokers for this information and hoped to have it no later than the end of June.

Wallace indicated the comprehensive coverage rated on participants is about $27.00 - $30.00 for our 180 members and age is definitely an underwriting risk factor. Most of these types of coverage start at 20 year old minimum and go on up for older players with the higher premiums for this age group.

Barry emphasized that it would be solely up to the league executive committee and its members as to whether it wanted or would approve an insurance program for the league. No commitments whatsoever had been made to date and the committee was trying to secure all information available to put the league leadership group in position to make an informed decision and vote on this issue.

Barry said that Bill Kloc was also working hard to obtain comparable coverages with competitive premium price quotes and that the committee will follow up and report on further progress at the next meeting.

Old Business:

Bill Kloc discussed the fact that no work had been done by the Hall of Fame Committee to date (Kloc, Schermerhorn, Miller and Myers) and that MVP Gold wanted to see this project succeed. Bill said he would follow up to initiate action on this and report progress at the next meeting.

New Business:

Mike Rager brought up the fact that the MVP Gold Allstar Division needed rosters and schedules for ’08. Wally Lozano, Rich Pavone, and Earl Herchenroder volunteered to do this and set up 6 teams involving players in Spagnola, Falzo, and Craig for games on Thurs. nights and Sun. afternoons. Division High Arc and Modified Formats could be alternated and the two extra teams as suggested by Earl would maximize player opportunities for players in both the Falzo and Craig Divisions. Earl’s suggestion was met with unanimous approval by all assembled. Jerry Smith advised that 3 fields would be available June 15th, 22nd, 29th for additional play.

No report was given concerning Empire State Game results involving our MVP Gold traveling teams.

Pres. Mike Rager then called for a motion to adjourn the meeting. Bill Meehan moved to adjourn and Bill Kloc seconded. The meeting was adjourned at unanimous consent at 8:09 p.m.

Respectfully Submitted,

Barry C. Plunkett
Sec./Mgr. of Documents