Committee Meeting

1. Formally accept Committee Resignations

Mandy Watts had verbally resigned to DOS.
It was agreed by the committee that a member-at-large could verbally resign, however any committee member with a specific role would have to resign in writing. After this was agreed the committee accepted her resignation.

Genny Simmons sent an e-mail resigning her committee position and roles.
It was agreed by the committee that Genny had resigned, and her resignation was accepted.

Andy Simmons sent an e-mail resigning his committee position
The committee agreed that the wording of Andys resignation made it unclear. It was therefore agreed that his resignation letter would be accepted but that he would be re-invited onto the committee after a discussion about the nature of his role in the club.
The committee also discussed the fact that the e-mails relating to Andys resignation were most likely authored by Genny and that this had led to the considerable confusion. It was agreed that Andy should be asked to send his e-mails from a distinct e-mail address in future so this confusion could be avoided.

2. Agree voting rules while the committee is reduced to 4 members

RH proposed that while the committee has less than 5 members then only motions that are unanimously agreed would be passed. Any motion with a split vote would be delayed until the committee had more members and then be raised again.

3. Confirm 2005 Pony Coaching Staff

KS expressed his concerns that the level 1 coaching course held by Andy at the Pony coaching session did not meet BSUK course directives. NS said that Andy had spoken to BSUK and that the coaching qualifications would be honoured by BSUK. KS also asked why the course had not been made available to the whole club, with one player and several Bronco parents having expressed some interest in the course.
NS explained that the situation had occurred due to Andy being unable to source a location to run the course in time for the start of the season. KS stated that Woughton are able to provide classroom facilities.
RH stated that he did not believe is was the job of the BaseballMK committee to be discussing coaching courses being run by Andy Simmons on behalf of BSUK. The committee agreed on this, but expressed that they would continue to promote coaching courses to any of the clubs membership that expressed an interest.

The 2005 Pony coaching staff has now been confirmed and the web site will be updated with Craig Field being added.

RH also stated he thought that the Pony setup of having a Team Manager and a non-coaching Team Rep had proved to be very successful and hoped that the structure could be repeated in the Bronco team. All of the committee agreed with this statement.

4. Future Meetings Agenda & Chairman

RH proposed that the chairman of all future committee meetings should be the person allocated to set the agenda for the meeting. He then suggested that the agenda be set on a rolling rotation of: treasurer, pony rep, bronco rep. RH also recommended that the first item on all agendas should be a report from the chairman about the status of their committee role.

5. Next meeting subjects

RH proposed that NS as the treasurer be the chairman and set the agenda for the next meeting. NS agreed.
RH suggested that the next meeting should focus on the upcoming season, which begins 5 days after the meeting.

NS then asked how many times both teams were playing at home. KS stated this would occur on one occasion. NS then asked where the games would be played. KS explained that Woughton was not a council facility but run as a profit making business and that there might still be goalposts in the Pony outfield due to football rain dates for their first home fixture. RH reminded everyone that Knowlhill would potentially be useable to solve any tight situations.
KS was tasked with checking whether Knowlhill could be marked with a baseball diamond, in the event that it was needed for the next meeting. KS/0502-01

NS then asked about the umpire situation for 2005. RH explained that there was no simple solution for this season and we would be relying on parent helpers for umpiring games. RH then suggested that for future years we should be looking to recruit players in their final year of pony baseball returning the following season as an umpire. The committee all agreed this was a good idea. DOS/0502-01

6. Secretarial Duties

RH suggested that there was no need for a secretary and that the jobs could be dispersed throughout the existing committee positions.

• Meeting Minutes RH as Webmaster should take this job
• Collecting Subs Team Reps should be passing the money to NS as treasurer
  
• Ground Liaison KS has taken on this role, and will be working with Tom Gillespie with regards to Knowlhill
  
• Newsletter Only one club newsletter at the end of the season will now be produced
  
• Player Database Moved to the team Reps, DOS & KS
• Sponsorship Estelle Sherman should now be asked to continue work on her sponsorship programme
  
• Club Mailing Address KS offered the PO Box that Estelle would be setting up
• Legal Documentation NS as treasurer should have all these documents

7. Committee Letter thanking Genny Simmons

A letter thanking Genny for her time with the club was discussed and will be produced by RH & NS shortly. RH/0502-01

8. BaseballMK constitution

It was agreed that the constitution would be delayed until the end of the season, but the document amendments would definitely be completed prior to the end of the current committees term. RH/0502-02

It was agreed that the constitution would not be voted and accepted until the committee had a full compliment of 7 members.

9. Presidential Duties

RH stated he was concerned that the presidential role had not been defined before it was offered to Andy originally, and he did not want to repeat the mistake again after Andys resignation.
The entire committee agreed that Andy should be the club president.
It was agreed that the role of president would be defined as part of the constitutional changes and this would not take place until the end of the season.

10. New Committee Members

The committee roles were temporarily redefined to be Treasurer, Pony Coach, Pony Rep, Bronco Coach, Bronco Rep & 2 members at large. This will stay in place until the constitution is updated at the end of the season.

NS was tasked with approaching Andy Simmons as Pony Coach to return to the committee. NS/0502-01
KS was tasked with finding a non-coaching Bronco Rep. KS/0502-02
RH was tasked with advertising the other vacant committee position. RH/0502-03

11. AOB - Financial Update

NS provided his latest financial spreadsheet, which showed the club was operating close to annual forecasts, with 21 children already having paid their club membership.

12. AOB - Hat Query

DOS has been approached by Genny Simmons and asked whether the logo on the cap is the one that was agreed. Genny was expecting the text to be a large MK with the words baseball underneath. The committee checked through all the meeting minutes they had, and found the cap quotation from KS that defined the cap as it has been delivered.