Indoor 2021-22 Semi-Annual General Meeting

Indoor 2021-22 Semi-Annual General Meeting

Wednesday, May 4, 2022

Maple Leaf Almrausch Club House, 8:59 p.m.

3928 Farmers Way, Carlsbad Springs (https://www.mlac.ca/contact/)

Agenda

Adoption of agenda

Amendments/Additions: 1) Discussion on adding spares to playoffs (indoor and outdoor) 2) Discussion on spares to play regardless of numbers 3) Keeper recruitment and retention, and succession
Motion to adopt the agenda
- Motion: James
- Seconded by Matt
- Approved

Business arising from the minutes of 2021 September SAGM (see file sent with BA Update)
- New dome at Garneau in 2022: update
  - Official approval has been received
  - Will begin construction shortly; could possibly be ready by October
  - May need to revisit this discussion throughout the summer as updates become available
  - Current dome is not being maintained properly; very expensive for the quality
  - Unsure if requested hours have been approved at Garneau; private partner is taking care of the management, should know within a month and a half what the bookings will be
  - Frank: when do we signal to Hornets about dome bookings
    - Takes place some time in June, can cancel until a month prior
- Proposal from JDG Park for 2023 outdoor (see analysis sent with BA Update)
  - The have officially proposed a plan about using the two fields and whether or not we would be interested in switching operations
  - Do not need to apply for Potvin until November
  - JDG Park will likely be busy; may need to commit early to secure our time
  - Fields are lined for 7v7 and 9v9
  - City only needs a month’s notice to cancel Potvin
  - Proposal: guarantee German club would be open after games (10:30am)
    - Natural grass will be filled in by next year
    - Rates would be $165 for the entire pitch, grass pitch would not be much more expensive. Costs would be similar to Potvin
    - Frank: is there a patio situation?
      1. Would need to apply for a special licence for alcohol outside
    - Bad Alibi is a new sponsor who is treating us very well; this should be considered
    - Tom: still a consideration for winter for Bad Alibi
    - Working with Dragons to improve the maintenance of Potvin
    - Deadline for proposal: end of the summer
    - Earlier you make your decision, the better
    - Tom: is it an annual agreement?
      1. We would need to renew annually, or chat with Ron and get a longer term deal
- Sponsorship: The move from Blackburn Arms to The Bad Alibi
  - We have switched our sponsor to The Bad Alibi
  - Goal is to not associate league with a sponsor anymore, hence why it will stay as BA soccer
  - The Arms was not meeting what we felt we were putting in to it as customers
  - Bad Alibi is giving a much better deal (free nachos, cheaper food)
  - Thanks to Denis for his work, alongside James, for lining up Bad Alibi and ensuring a reasonable leave from the Arms
  - Bad Alibi is happy with us so far
  - Trophies have been recovered
  - 10% of all sales go towards end of year party
  - We are good to reserve the patio
- Questions? Corrections?
  - None
- Motion to accept the Sept. 2021 SAGM minutes
  - Motion: Matt
  - Seconded by: Nik
  - Approved

Financial update and statements (Brian Garson)
- Indoor 2021-22 budget summary
  - Surplus of roughly $1700
  - League covered JDG Park rentals with this
  - Additional prizes have been acquired
  - Can keep a reserve of $5k, no more
  - Anything above 5k is spent back on the league
  - We also increased our donations to Gloucester Hornets and Dragons benevolent fund
- Outdoor 2022 budget forecast
  - N/A
- Motion to approve financial statements
  - Motion: Bodo
  - Seconded by: Dave W.
  - Approved
- Resturcturing
  - No longer a standing committee
  - Jim says we should be good to have two financial reviews from arms length members

Updates
- Discipline (card count)
  - Only seven cards throughout all of indoor season
  - A lot more self policing now, better adherence to league behavior standards
  - Refs are very impressed and appreciate reffing the league
  - One team went cardless throughout the year
  - Restructuring:
    - Used to have standing permanent committees
    - Decided to abolish the standing committee on discipline
    - VP will now be overseeing it
    - Form letters that will be sent from the VP for discipline when needed
- Spares management
  - See Amendment 1) Spares in the playoffs
    - Three teams have had to play without subs because there are no spares allowed
    - Spares can play throughout the season and impact the regular season standings
    - Not having subs can lead to injuries
    - Brian Garson brought this forward
    - Structure: everybody is currently ranked by tiers
      1. Idea is to replace the player at a tier below
      2. Maroun: Why not at the same tier?
        
        People complain
        
        Ratings are subjective
      3. Could be a good compromise for the playoffs
      4. James: would this be the format for only playoffs?
        
        Yes
      5. Phil: Think this is a great idea
      6. M-A: May as well just go for a like for like
      7. Nik: college students leave before playoffs, something to consider
      8. Tom: Simply agreed with like for like
      9. Spares pool is fairly deep, can make this work
    - Motion is that we allow spares in the playoffs, same format, like for like
      1. Motion: Tom
      2. Seconded: Marc-André
      3. Motion passed
  - Summer season spares motion : If a spare is available, bring them out
    - Current threshold is 13 players or more means no spares
    - Will still assign spares a game
    - Guys are not fighting for playing time, fighting for a sub
      1. Yanic: one of the teams is going to have someone drop out the day of
      2. Dave W.: Can we up it to three subs on the side?
      3. James: Concern is if you have too many subs on the sideline. Thinks we don’t have enough subs coming out, thinks two is fine
      4. Dave W.: Idea is that three subs would be available
      5. Subs are still assigned by need
      6. Phil: Comment made about bringing in a sub without an assignment, sat the whole game. Could have a floater come in.
      7. Ryan: Agrees with James, cannot be a free-for-all. Agrees it needs to be more flexible.
      8. Guys take advantage of the squad strength and depth. Doesn’t allow for weaker subs to play
      9. Maroun: Three spares should be a minimum
      10. Adam: When you didn’t have subs, quality of play decreases
      11. Jeff: Idea of bringing out people to get the magic number.
      12. Frank: bring out all the subs is only five or six
      13. Matt: needs to be realistic, number of vacancies need to be there
      14. Yanic: is it relevant? We are rarely above two spares
    - New motion: less than 14 you can request a sub (for outdoor)
    - Motion: Tom
    - Seconded by: Bodo
    - Approved
- Website
  - We will have a new website ready for start of summer season
  - Entire operation is being switched to TeamSnap
  - Brian did a ton of negotiating and programming to figure this out
  - Programmed algorithm in TeamSnap for playoffs
  - Paying $500 a year, wordpress style
  - Brian took this on by himself
  - We will now have full throttle control over this
  - Marc-André: no brainer for TeamSnap due to compatibility with the app. Entering scores, attendance etc.
  - Phil: keeping data from BA website?
    - Yes, will be archived, Nik will transfer all to the new website.
- Restructuring Exec and other operations
  - Needed to assign specific portfolios to members of the Exec
  - New structure allows for this, Director of positions
  - Will give a clearer picture for league members when applying for Exec positions, gives them initiative when they step into the role
  - Ray has created a timeline for who has to do what and when
  - Frank: now that we have specific roles, we can also do a better job of putting the right guys in the right boxes

Elections/Recruitment
1. Jim and Rhys are running elections
2. President
  - Nomination: Frank (self nominated)
    - Seconded: Ray Martel
  - Approved
3. Vice-president
  - Nomination: Denis
    - Seconded: Frank
  - Approved
4. Treasurer
  - Nomination: Matt D’Souza
    - Seconded by Brian
  - Approved
5. Spares coordinator (might become an Exec position, to be confirmed)
  - Move by Dave Willy
    - Seconded by Ray
    - Approved
  - Assistant Spares Coordinator
    - Move by Chris
    - Seconded by Colin
    - Approved
6. Directorships on the Executive (portfolios to be either announced at the SAGM or determined by the newly elected Exec afterwards)

1. - IT & Media:
    - Move by Brian
    - Seconded by Frank
    - Approve
  - Awards & Events
    - Move by Tom
    - Seconded by Glen
    - Approved
  - Admin / Secretariat
    - Move by Doug
    - Seconded by Rhys
    - Approved
  - Defib
    - Move by Bernie

Other business
- Special motions received by email before the SAGM
  - Included in notes above.
- Special motions tabled at the SAGM, if majority of members present agree to consider them
  - N/A
- See amendment 3 – keeper succession
  - Goal is to increase recruitment and retention
  - Motion is to make it free for keepers to play
  - Joe: worries that make it free without a commitment
  - Matt: Does the cost factor in to it?
  - Tom: Do we have a trial period?
  - Jim: We did have trouble in the past, recruited younger and it was fine. Younger kids have a cost barrier. Maybe they play for free a season?
  - Does not need to be finalized now
  - Something to think about for later
- Move to do off-season training year round
  - Goal is for maintenance and community
  - Motion: Frank
  - Second: Tom
  - Approved
- Pub culture
  - Wanting to increase culture at the pub
  - League is raffling off tickets every week to Atletico
  - Wanting to keep building on this
  - We currently have a group rate with Atletico, 20% off for a game