Board Minutes

Board Minutes-April 5, 2004

MEETING MINUTES OF THE BOARD OF DIRECTORS OF THE SANTA CRUZ COUNTY DARTS ASSOCIATION (SCCDA)


Date of Meeting:	April 5, 2004

Location:	Poet and Patriot

Time of Meeting:	7:25 p.m

A meeting of the Board of Directors of the Santa Cruz County Darts Association (SCCDA) was held on the date and at the time set forth above.

The following Officers were present:
Commissioner	Keith Albertson

President	Charlie McClain
Treasurer/Secretary	Nichole Smith
Statistician	Abel Romero
A-League Rep	Cliff Cormier
B-League Rep	Jon Barbieri
Also in attendance: Laura Beese

Concerns and topics discussed by Board Members during this meeting:

All-stars results
ADO feedback / summaries
More ORBC!
End of Season Banquet
Elections
Best of the Rest
Trophies

OLD BUSINESS:

1. All-stars results

A League All-stars was won by Cliff Cormier, with Hayden Burke coming in second and Sam Hightower in at third. B League had Matt Roberts taking first, Jeph Hemmer in second, and third was unknown to officers present. The only conflict that arose was at the B League tournament, Caleb Hunt and Stan Paramore were playing 301, Caleb went to correct Stan’s math after Stan had already thrown again. Charlie McClain was present and so the players asked him what to do. Charlie said that the chance to correct the score is after they mark it down but before they next throw, so Stan’s score stayed as marked. Laura reported that Caleb had told her that he had called out that the score was wrong and Stan still threw. If that was the case then the score should have been corrected. There is little that can be done now, however Charlie recommends we stress to B League the importance of slowing down enough to check the other players math. Overall All-stars went off fine, we had 16 players at each tournament, the max possible.

2. ADO Research Committee (ADORC) report

Abel reported that there has still been no feed-back from the league. There was still no hard copy of the info for Cliff, Abel will mail it or bring to their next match.

3. ORBC

See appendix for proposed changes.

   Part 1, Article VII, Protest and Grievance Procedures There was debate over paragraphs A & D. A because it should say acting captain, or include co-captain and D because it allows someone to file protest against their own captain (or anyone in league). Keith’s point of contention was that filing a grievance against your own captain is like saying your team is rubbish. Nici wants the option for personal grievances available in case of bad captains. Charlie asked do we keep d? Nici and Keith both said yes, Abel says keeping D means we have to keep A. Cliff said paragraph B does not outline how to continue play when a problem can not be resolved. It is important to know if play continues what is affected by the comflict, if the rest of the match is possibly rendered void by the resolution of the problem shouldn’t the match just be rescheduled. Abel said that if the captains can agree to continue playing the match then the rest of the match should not be affected. Cliff recommended we put in a line that the captains much agree to the scope of the protest before play continues. Nici said we ought to include the possibility of rescheduling since it might not be obviously available. Paragraph C was changed to while participating in match play so as not to conflict with paragraph D. The point of paragraph c was discussed, Abel says it’s to provide a discussion zone while play is stopped, Cliff said that during match play all conflict discussion should go through the captain, otherwise CHAOS erupts. We decide to keep paragraph C.
   Charlie motions to approve the amendment with the changes made by the board, Abel seconded the motion; motion passes with 6 ayes.

   Part 1, Article IX, Paragraph 1, B. Tournament Contributions The second paragraph was added. Cliff pointed out we should call prize money part of the contributions and not refer to it as an award since some of these tournaments have an associated trophy which the winner receives whether or not they contributed money.
Charlie motions to approve the amendment with the changes made by the board, Abel seconded the motion; motion passes with 6 ayes.

   Part 2, Article VI, The Board of Directors The first paragraph was reworded. We discussed the appropriate use of the slash slant line ( / ) which Don Wilson tells us we’re using all wrong, the option is to go through and replace every / with and or the consensus seems to be that everyone is ok with the line but Cliff recommends that we defer to Don’s experience. Cliff pointed out that in the definition of the Presidents duties, in (b) using the word unwilling opens up a whole can of worms, it would be better to use unwilling to participate and incapable of action. In the definition of the Sectary/Treasurer it was determined that the Sec/Treas be given 5 days to put together a financial report should one be unexpectantly asked for and that the in (d) the amount that must be approved be upped to $100 and that it must be approved by the commissioner and one other board member, not just any two. In the definition of the Statistician we debated adding another position (probably non-voting) for that of Webmaster but it was decided that adding another person to the loop would make the statisticians job too impossible. Bruce Rich suggested (through proxy) that we make it mandatory to back up the system and distribute it to board members. It was also decided that we should change to passwords with every board change. The position of Public Relations was changed to a term of one year. In the portion describing requirements for candidates for the office of Commissioner, the term paid was taken out of paid, playing member since if they were playing they were either paid for or exempt, in either case they are eligible.
Charlie motions to approve the amendment with the changes made by the board, Keith seconded the motion; motion passes with 6 ayes.
The slash slant issue was put off? (I have in my notes we are still waiting to decide but I don’t have why)

NEW BUSINESS:

1. End of Season Banquet

A calendar was used to determine the optimal date for the banquet, precise calculations led to the decision to have it on June 5th or 12th. The season after that can then start on the 6th of July which ought to have us finish up around Nov 9th., well before the holidays. Jon asked what the options were for location. Those are the Poet, 1oo7, and Charlie O’s. The only other sponser capable of holding the banquet is Bocci’s Cellars which we are boycotting due to the previous seasons All-stars fiasco, and Britannia Arms which held the last banquet and so should not hold the next one. It was decided we would write a letter to Bocci’s letting them know why we’re not even considering them. Jon said he would talk to the manager at Charlie O’s as he is playing there tomorrow (the 6th) and give them a letter telling them to contact Abel if they are interested in holding the banquet.

2. Elections

Nici would like to run the elections more formally this year. She proposes having a list of all the members of the association and crossing names off when handing out ballots, thus assuring no ballot stuffing. Cliff mentioned that it can be very hard to get people to bother to vote and any hurdle decreases the turn out. Up for election next season are A League Rep, B League rep, Public Relations, Commissioner, and Secretary/Treasurer. Keith intends to rerun for Commissioner, Nici intends to rerun for Sec/Treas, Jon is undecided, and Cliff does not intend to rerun. Smiley was not present to give his decision. It was suggested that we put up flyers letting people know what positions will be available and who to contact if they are interested in running.
Abel requested that we clarify when a person resigning from one office to run for another office must tender their resignation.

3. Best of The Rest

Due to the fact we will have only 6 teams in the Best of the Rest Tournament the season, Abel wanted boards approval to run the line up with the top two teams having a bye the first week, then playing the winners of the other two matches. Everyone was ok with this.

4. Trophies

Due to Brinks continued shoddy business ethics there is interest in finding a new trophie place, however lack of time seems to be an issue. Abel said he would look into something different and report at the next meeting.

Next meeting's topics of discussion. (but not limited to)

ADO
ORBC
Banquet
Elections
Trophies

NEXT MEETING:

The Winter/Spring Banquet for the 2004 Season is scheduled for June 12th!!

The following are the proposed changes as they were presented to the board, not necessarily in their final form.

PART 1 ARTICLE VII. PROTEST AND GRIEVANCE PROCEDURES

A. Authority to protest a match in progress rests solely with the Captain/Acting Captain.

B. If a Captain calls a protest while a match is in progress, the match will be stopped until the Captains can resolve the problem and agree to resume play. If an agreement cannot be reached, the match may continue, after the Captains have agreed to the games affected by the protest and a protest may be filed and such protest must be made in writing (which may include e-mail) and made available to the Commissioner, President and/or League Representative within one week after the scheduled match.

C. A player of a team, while participating in match play, may only issue a protest through their Captain/acting Captain and cannot confront the opposing team unless play has stopped and the teams involved are in conference.

D. Any individual member of the Association adversely affected by an action taken by another individual member or by any official of the Association may file a grievance with the Commissioner, President or League Representative. The grievance must be in writing (which may include e-mail), must state how that action adversely affects that member and must be submitted within one week of the alleged action.

E. The Commissioner shall review the matter of the protest and confer with all parties involved. If the Commissioner's decision is unsatisfactory to any of the parties, the decision may be appealed to the Board of Directors. The decision of the Board of Directors may be appealed to All Captains, whose decision shall be final. (See Part II, Article XIII, Paragraph D).

Part 1, Article IX, Paragraph 1, B. Tournament Contributions

An optional $5.00 contribution per player is allowed in "ALL" Tournaments.

1. All proceeds from the contributions will be awarded to the top three (3) finishers of said tournament in the manner listed below.

1st place = 50 %

2nd place = 35 %

3rd place = 15 %

2. Contributors shall be listed and solely eligible to receive awards. If a doubles team/player placing in the top three (3) positions of a tournament did not contribute, then the resulting award shall go to the doubles team/player placing below them with contributions doled out respectively.

3. In the instance of only one player on a doubles team contributing, then only that player may receive the full amount of the contribution for that standing.

Part 2, Article VI, The Board of Directors

A. The elected officers of the Association are the Commissioner, President, Secretary/Treasurer, Competition Secretary/Statistician, Public Relations Representative, Pub Representative, and League Representatives. Elections for these offices shall be held at the Awards Banquet following the end of the first season of SCCDA League Play, which begins and ends entirely within a calendar year. All officers are voting members of the Board of Directors and must be playing members of the Association.
1. Commissioner
The Commissioner shall be the Executive Officer of the Association, acting as presiding Officer of any general membership meeting or meeting of the Board of Directors.
(a) Responsibilities include ensuring the proper operation of the Association, guiding its operations according to its Rules and Bylaws and guidelines established by the Association.
(b) In addition to acting as the official spokesperson for the Association, this person is at all times required to be responsive to the needs and desires of the general membership and will ensure that all other members of the Board meet their responsibilities.
(c) This office has a term of two years, and is to be filled in even numbered years.

2. President
(a) The President shall become familiar with all of the aspects of the Commissioner's job and fill in and aid the Commissioner/Board of Directors in the execution of his/her/their tasks.
(b) The President will also assume the duties of the Commissioner at any time that the Commissioner is incapable of taking action or unwilling to participate.
(c) This office has a term of two years, and is to be filled in odd numbered years.

3. Secretary/Treasurer
(a) The Secretary/Treasurer shall collect all dues and fees owed to the Association, receive all Association funds and maintain them in a bank account approved by the Board of Directors and maintain an accurate accounting of all the monies collected and disbursed with a supporting file of bills and invoices.
(b) The Secretary/Treasurer is responsible for a quarterly (as defined per season) or, as the need calls for, report of the finances of the S.C.C.D.A to be presented at a meeting of the Board of Directors. The Secretary/Treasurer has at least five (5) days to comply with report requests.
(c) A financial report must be submitted to the Board of Directors by the Secretary/Treasurer within thirty days of the end of each season/competition schedule.
(d) Association funds exceeding the sum of $100.00 shall not be disbursed unless approved by the Secretary/Treasurer, the Commissioner and one other board member.
(e) Other responsibilities of this position include; acting custodian of all Association records, dispersal of information regarding the League as directed by the Commissioner/Board of Directors, amending of Association Rules and By-laws, to the rulebook, as changes may occur, maintenance of records of past Association events (in coordination with the Competition Secretary) and the recording of Minutes of all League meetings.
(f) The person in this position will be the presiding Officer of the Election Committee.
(g) This office has a term of two years, and is to be filled in even numbered years.

4. Competition Secretary/Statistician
The Competition Secretary/Statistician is responsible for:
(a) Keeping records of ‘all’ Association darts competitions/ Tournaments/Seasons, and a calendar of all known darts tournaments/events and other activities that would be of interest to the Association, having accurate results of All League competition available to all Association League Members.
(b) Maintenance of the League web site. (The website password must be changed with every change of Board Member personnel.)
(c) Designation of recipients of all Association awards.
(d) Responsible for determination and acquisition of all League's trophies, keeping with the high standards of the League, in coordination with the Secretary/Treasurer and subject to the approval of the Commissioner/Board of Directors.
(e) This office has a term of two years, and is to be filled in odd numbered years.

5. Public Relations Representative
(a) The Public Relations Representative will be responsible for disseminating information about SCCDA to its members and to the local community.
(b) This office has a term of one year and is to be filled at the designated elections banquet.

6. Pub Representative
(a) The Pub Representative will represent the views of the sponsors, will ensure that all new sponsor Members are familiar with Association rules, regulations and traditions and should be available to aid new sponsor Members in establishing darts in their establishments.
(b) The Pub Representative must be an owner, manager, or duly appointed representative of a sponsoring establishment.
(c) The Pub Representative shall be nominated by polling sponsor Members and getting approval of the Board of Directors. This office has a term of two years and is to be filled at the designated elections banquet.

7. League Representatives
(a) There shall be one League Representative from each division (A-League, B-League and C-League).
(b) The League Representative shall act as a liaison between his/ her respective division and the Board of Directors.
(c) The term for this position shall be for one year and is to be filled at the designated elections banquet.
B. Candidate Qualifications
An acceptable candidate for an elected office must be an active member of the Association for a minimum of one year, have been a playing/committee member in at least one of the two previous seasons and must never have been removed involuntarily from an Association Office or an appointed position. Any deviation from this rule is subject to the approval of the majority of the Board of Directors. A person in an unexpired term of officer wishing to run for another elected position must first resign his or her position prior to standing for election.

Candidates for Commissioner must have previously served on the Board of Directors.
Candidates for Commissioner must have been active in the League on Committee or a playing member of the S.C.C.D.A. through the previous two seasons.
C. Resigning from Office
To resign from office, a person must present a letter of resignation to the Board of Directors, which must be acknowledged by the Members of the Board. Any Office vacated by resignation shall be filled by appointment of the Commissioner. The Member so appointed will serve for the remainder of the unexpired term of the office. Upon the resignation of the Commissioner, the President shall assume the position of Commissioner.
D. Candidates for an elected office shall be nominated at the Captains' meeting and submitted to the Commissioner. If no nomination has been made to fill a vacancy, nomination may be made from the floor at the Awards Banquet at which the elections are held. Elections shall be by secret ballot. Each Member in good standing with the Association shall have one vote for the election of each officer.

E. The officers shall be elected by a simple majority of those voting.