INFORMATION

STRUCTURE

2008 SEASON

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Meeting Minutes

MVP GOLD
Capital District Senior Softball League
November 5, 2008 

Opening Remarks

President Mike Rager opened the meeting thanking all League members for their help and cooperation in a very successful 2008 season.

He pointed out the excellent job Ed Plew did as Chairman of the Hall of Fame Committee, MC at the banquet and his entertainment at the banquet. Mike pointed out that Ed had waived his entire entertainment fee on behalf of the league. Ed received a full round of applause from all assembled for his outstanding work and generosity.

Mike thanked the Banquet Committee Chairman Clarence Vivlamore and Wally Lozano for their excellent efforts in bringing about a great banquet for everyone. He thanked Bill Kloc for his efforts in coordinating the MVP Gold Health Expos 10/17 and 10/21 and thanked all for giving their time and effort in running the CDSSL expo booths.

Mike said the Hall of Fame Committee – Don Miller, Eric Bohnet and Howie Schermerhorn backed Ed Plew’s efforts and brought about great presentations at the banquet. Mike closed his opening remarks by saying he personally had brought the Hall of Fame award to the widow of Fred Spagnola. Mike said Mrs. Spagnola was very appreciative of Fred being so recognized and was moved that so many of the league members remembered and appreciated all of his efforts on behalf of the league.

Secretary’s Report:

Barry Plunkett reviewed the minutes of July 8, 2008 as published on the website. The minutes as reviewed were accepted without revision, correction or amendment. Bill Martone moved the minutes be approved (Tony Longobardo seconded), the motion was approved and passed 12 – 0 without dissent.

Treasurer’s Report:

Clarence Vivlamore presented and distributed copies of his self-explanatory report for the period 7/9/08 – 11/5/08. The balance as of 7/8/08 was $12,411.04. Income for the period 7/9/08 – 11/5/08 was $4,457.37. Balance as of 7/9/08 was $16,868.41. Expenses for the period 7/9/08 – 11/5/08 were $15,825.92. The league balance per the report as of 11/05/08 was $1,042.49.

Clarence added verbally that Wally Lozano had just given him a bill for the banquet award plaques in the amount of $597.24 which left a final balance of $445.25 in the league treasury as of 11/5/08. A copy of Clarence’s report is incorporated and made a part of these minutes. Copies of Clarence’s report will be provided to anyone upon request.

Barry Plunkett moved the report be approved (Paul Danner seconded); the motion was approved and passed 12 – 0 without dissent.

Grant 2008

Jerry Smith reported that receipt of the grant was being delayed due to the Attorney General’s review of all grant funding. Jerry stated that with the help of Bill Kloc and Clarence Vivlamore he had provided additional detailed financial material and league history to the State. He said he had received nothing negative back in the last three days and stated he was very optimistic that we would receive the $4,000. grant funds in a check in 4 – 6 weeks. Jerry pointed out that he had detailed the grant purpose to include the purchase of a tractor for field safety purposes together with field maintenance supplies. Mike Rager advised Jerry that he had not presented the issue of a tractor purchase as a grant purpose to the league officers and board for approval and that basically Jerry had done this on his own. Jerry countered that he could advise the grant authorities to keep the money and not issue the grant to the league. Mike advised Jerry that he could do that but it didn’t change the fact that he, Jerry, had not obtained voting approval from the league for a tractor purchase. Mike further stated that in the future, approval for grant purposes should be obtained from the league before filing for the grant.

Jay Campbell then moved that the league authorize up to $4,000. to purchase a new tractor in line with our grant request and if we get state authorization for same. (Len LoFrisco seconded). Mike Rager opened discussion on Jay’s motion. Barry Plunkett stated he was opposed to a tractor purchase which in effect improves a capital asset (the fields) owned by the Town of Clifton Park and not the league. Barry stated that the Town was raising the field fees substantially for ’09 and that the league was not getting any benefit from this bargain which in effect had our league purchasing a new tractor for the benefit of the Town of Clifton Park. Barry said the Town should groom the playing fields with their own equipment and personnel and that our League was paying the Town more than enough money to do so. 

Tony Longobardo stated that he was not in favor of refusing any grant monies which had been approved for league use. Tony said the money should be spent in accordance with the grant purpose and guidelines as set forth by Jerry Smith. Jay Campbell and Bill Martone stated that the present tractor was in need of expensive repairs and was producing diminished field maintenance results. They said the new tractor was necessary to groom the fields for game safety for all the players and that the Town of Clifton Park was not going to groom the fields before the games. Jay and Bill stated that the purchase would be cost effective and save repair expenses for the league in the long run. 

Mike closed discussion on the issue and the motion was voted upon and approved and passed 11 – 1 (B. Plunkett dissenting).

Accountant Ron Sumutku – Sales Tax Certificate, Filing Form 990 re Federal Tax Exemption

Jerry Smith stated he was following up on both items and hoped to have them resolved in positive fashion by our next meeting in January.
 

2. CPR/AED Certifications – Programs Cost – League Pays - # of Participants

Bill Kloc reported he would also chair this committee in ’09. He outlined certification and re-certification requisites and took names of volunteers for the program from those assembled.




3. Rules and Umpires

Len Lofrisco stated he would again chair the committee in ’09. He thanked all the umpires and league members for their cooperation and help in the past season. Len made an excellent presentation – outlining a scheduling format for the new season; working with the Spagnola Div and printing Rule Booklets at minimal expense. He stated he wants to meet with the Div. reps, managers/team reps in Jan – Feb. to review the rules and discuss and approve any changes. He will then post rules approved for all three divisions on the league website. Len advised that he had been in discussion with Howie Bernard and that the Spagnola Div. will use tournament rules for the ’09 season. Len stated that in order to keep expenses down he is retaining last year’s fee schedule without any increase ($20.00 if you are playing a game that day; $25.00 if you have to drive down without playing). Len closed by pointing out that the Falzo Div. may have a shortage of umpires and he requested that Jay Campbell help recruit candidates and that the registration form be amended to help in that regard. Len said he would work to write up proposed changes for same.

4. Sponsors

Tony Longobardo agreed to chair this committee for ’09. He stated he would review the League Sponsor list on the website to retain or delete as necessary.

Jerry Smith suggested that the three Div. reps follow for the sponsors for teams in their respective divisions. Jerry stated that a February lst. verbal commitment date was needed and payment should be made no later than the first week in May. Bill Martone suggested a written letter of intent to supplement the verbal commitment was a good idea and all assembled agreed with him.

It was agreed by all assembled to have the Division reps. follow up on Jerry and Bill’s suggestions to conclusion. 

It was agreed to retain the 13 sponsors for last season and to retain the MVP Gold All Star Division as set up last season.

Tony Longobardo said that an early/revised sponsor letter together with a personal visit to each sponsor would provide more positive results than telephone contacts alone. Everyone agreed with Tony and urged that his suggestion be implemented by the Div. reps.

5. Grounds and Maintenance and Equipment

Jerry Smith will chair again in ’09 and said he would provide an anticipated cost/fees schedule to Mike for budget purposes by Jan. ’09.

6. Schedule

Brad Buchan and Ray Vallee will chair this committee and the league will review possible revisions/changes from last season before finalizing the ’09 season schedule.

7. Tryouts

Each Div. will conduct its own.

8. Hall of Fame

Ed Plew will chair again in’09 and will organize his own committee. Ed stated he will try to retain representatives from each Division and add Howie Schermerhorn and Wally Lozano – ’08 inductees to the panel.

9. Banquets

A new chairman will be needed in ’09. This year’s chairman, Clarence Vivlamore stated he will not chair the committee in ’09 but will work on it and Wally Lozano agreed to do the same.

10. Publicity and Media

George Laya will chair in ’09 and Bob Royer and Ron VanDenburgh will help work on this committee. Monica Finch of MVP Gold will help us to get our game stats back into the daily Gazette and other media sources. Tony Longobardo suggested the Senior Spotlight be contacted as one of them. 

11. Nominating and Elections

Tony Longobardo will chair this committee in our ’09 election year. Tony said a priority will be to secure candidates for each office and establish voting protocols at the field. He suggested that each candidate name two persons to help with the balloting and the counting of votes. 

12. Insurance

Barry Plunkett reviewed all of the previous minutes, memos, and reports on the insurance committee work he had completed to date.

Plunkett reported that our league sponsor PCI’s premium quote of $1,553. was still the best for the complete coverages offered and that all of the sources Scautub, Shank and Falvey et al. all deal through Lovullo Insurance of Depew, N.Y. (wholesale brokerage house for excess lines/team insurance coverages). Plunkett stated he would follow up by the January meeting and provide copies of materials as needed or requested so the members will be in a position to vote on the issue. He outlined a new hold-harmless agreement to be considered for inclusion in the registration application in ’09. He stressed that regardless of any hold-harmless agreement a cost of defense will be incurred to enforce same and only insurance coverage will provide this without the league paying for same out of its own treasury. Plunkett also reviewed that the insurance expense would be a continuing annual expense for the league regardless of available sponsorship monies. Ron VanDenburgh and Jay Campbell offered good discussion on future league expenses in this regard and further discussion will be had to vet this issue completely. 
  

Proposed Budget Plans 2009

Mike Rager reported all possible purchases and expenses be given to him for budget review by January ’09.

Expense Voucher System – 2009 

Mike stated he was going to initiate a voucher system to keep track of expenses in a more detailed way. Vouchers will be presented to Treasurer Clarence Vivlamore for review, approval and payment. The copies will be retained by the persons presenting vouchers for payment.

Bill Martone made a motion that a voucher system be enacted and implemented in ’09 (Jay Campbell seconded); the motion was approved and passed 12 – 0 without dissent.

It was agreed that each Division rep will provide equipment lists to President Rager and give Jerry Smith (equipment chair) copies for review. 

2009 Managers – 3 Divisions 

Each Div. rep is required to submit a list of managers for the ’09 season by January.

Player Registration 2009

1. Changes in Fees

Jerry Smith reported that the Town of Clifton Park will add in ’09 a minimum of $800.00 to the field fee last season of $1,980.

Return of $15.00 member credit (discussed at previous meetings) in ’09 will be reviewed at the January ’09 meeting depending on budgetary constraints and money available for same.

2. Change in Registration Form

Additional Hold-Harmless Clause and Len LoFrisco additional umpire wording revision will be discussed further at January ’09 meeting.

Jerry Smith suggested putting registration application on the league website by January ’09 and having members download same and send it in with the fee either directly to treasurer Clarence Vivlamore or each Div. rep.

It was agreed to have Bill Kloc and webmaster Larry Young work on setting this up with input from division reps and teams accordingly. Jerry Smith stated that those league members without internet access would receive the registrations by mail. Jerry said this new procedure properly implemented would effect expense savings for the league.

Ken Peat made a motion that the registrations be available on the website by the first week in January and that they be returned confirming the player’s chosen or selected playing format by February 15th. It was agreed as part of the motion that any player wishing to change playing formats after Feb. 15th would receive consideration to do so.
Glen Garver seconded the motion; the vote was taken and the motion was approved and passed 12 – 0 without dissent.

Old Business:

Jerry Smith reported that the Spagnola Div. had met Oct. 2nd and rated all players. Jerry expected to add 24 more players in ’09 for a total of 78 possible players, thus fielding 6 – 13 man teams. He stated Spagnola would start its season by April 25th and would play a league schedule ending the season, including playoffs, before Labor Day, ’09. Jerry advised that the division would play games on Memorial Day but not July 4th.

New Business:

Jerry Smith and Bill Martone requested that in view of traveling team tournament expenses consideration be given by the league to pay for tournament entry fees. Mike Rager said this would be reviewed further especially for the New York State tournaments but that he had some reservations concerning out of state tournaments without MVP Gold’s input.

Barry Plunkett asked Jerry Smith if he intended to utilize independent fund raisers to subsidize traveling team expenses. Jerry said he would consider that together with additional review by MVP Gold officials after the league studies the issue further. 

Jerry also requested that the Craig Division use the same 44 core – 375 comp white ball as used in Spagnola and Falzo to save on expenses and provide a more uniform ordering process. Mike Rager said the Craig Div. teams would review the request and report at future meetings on same.

Mike Rager stated he anticipated scheduling the next meeting by mid Jan. ’09.