Virtual Meeting Process and Team Voting Registration Instructions

2021 General Meeting April 10, 2021 10:00 AM Team Voting Registration Instructions - Voting will be done using the Zoom Polling feature - Each team is permitted one voting member only, only eligible voters should participate in Voting polls - Please identify yourselves by name, team and if you are the designated voter for your team - Please rename yourselves in the participant s view prior to the start of the meeting - EXAMPLE: Joel McGovern would be renamed to Joel McGovern - Raiders 50 VOTE Please familiarize yourself with the Hand Raise feature (will be used for motions)

AGENDA 1. Virtual Meeting Process 2. Quorum / Minutes / Agenda 3. Updates Treasurer Position SAMSPA Financial Update 2021 Budget Presentation Fundraising Report Signboard Advertising Program Return to Play Update 4. Information Items Policy Review League Procedures League Communications 5. Rule Changes Courtesy Runner from Home Courtesy Runner in Extra Innings 6. Recognition 7. Adjourn Joel Darren 10:00 10:05 Joel Joel Joel Lynda Joel Glen Joel 10:10 10:15 10:25 10:55 11:00 11:10 11:25 Bryan 11:35 Joel Joel 11:55 12:00 2

Virtual Meeting Process Please keep your microphones off until asked to speak by the Chair. Motions If the speaker calls for a mover and seconder, please use the Hand Raise feature Voting Process Only one voter per team Board members get an additional vote Attendees should rename themselves to include their affiliation (team/org) Attendees with voting privileges should include the word VOTE in their name Voting will be done using the Zoom Polls feature only participate if you are the designated voter for your team Asking Questions To ask a question, use Hand Raise feature it identifies you and creates a queue Chair will ask you to enable your microphone and ask question Please indicate who you are directing your question towards Chat Feature Use this tool to communicate with us if you are having technical challenges We will not be monitoring the chat for questions from the floor (Hand Raise) 3

Quorum / Minutes / Agenda Approval Call to Order 1. Quorum 2. Motion to Adopt Minutes of January 29, 2021 Annual General Meeting 3. Motion to Adopt Agenda for this Meeting 4

Updates Board Positions Treasurer - Vacancy Background Call for Nominations Vote (if necessary) Bookkeeper (paid position) Part-time work throughout the year Process invoices, bills, payroll Fee collection Excel and Quickbooks We are preparing a job description 5

Updates SAMSPA Financial Position Scorecard (-$55k) Financial Performance for 2020 Despite $38k in wage subsidies Cost $125k last year to not play $200k Cash Position Starting 2021 Amount Owing: $185k $60k loans $10k AGLC Guarantee $115k Team Fees $17k Status of Reserves Entering 2021 $110k Target Reserve Level

2021 Budget - Assumptions Costs 56 teams (down 6) 25% reduction in per game consumption (COVID effect) Includes $7.5k D4 backstop repair unexpected Includes $19k for Lighting/Shale project Includes additional $18k for Lightning if no CFEP (*) Includes $10k for Gift Card Program substitute(*) Revenues Includes $20k SMERG subsidy Includes $17k Wage subsidy Includes $15k from league tournaments Includes $12.5k from fundraising activities Includes $15k from $0.50 beverage increase Team Fees will not be adjusted if 21+ games are played (*) 7

2021 Budget Recent Change to Budget 1. Lighting / Enclosure Project will defer to 2022 if our CFEP application is declined (July 15 notification) We have until Fall, 2022 to use City Funds City grant program does not allow us to split project Budget revised to remove $18k (that the Board approved to spend on Lighting project in the event of a CFEP rejection) If project does not go ahead, we will have a capital expense reduction of $16k in the budget and that cost would defer to 2022 8

2021 Budget Discussion Items 2. No fee adjustment for 21 or more games The league loses about $8k for every two games the schedule is shortened (assuming we return the pro-rated rebate to teams) Teams will absorb the value of lost games up to 1/4 of the season Considered best interests of the league given financial challenges If more than 7 games are lost due to COVID, the Board will convene and determine a pro-rated rebate MOTION That SAMSPA does not issue a rebate on fees to teams playing less than 28 games but more than 21 games as a result of COVID. Moved by Joel McGovern, Seconded by Wayne Hilsendeger 9

2021 Budget Discussion Items 3. Transition Gift Card Program to 50 Team Rebate Beverage Room Gift Card program is valued at $19.7k Actual cost to league is estimated at about $11k Logistics to operate the gift card program are very high We need to keep operations as simple as possible The Board recommends transitioning the Gift Card Program to a 2022 Team Rebate at 50% value - cost to League is $9.9k MOTION That SAMSPA transitions the 2021 Gift Card Program to a 2021 Cash Rebate to participating teams. Moved by Joel McGovern, Seconded by Wayne Hilsendeger 10

2021 Budget Presentation Motion to Adopt Budget 11

Fundraising Update Fundraising Initiative (Target / Achieved) SAMSPA Survived COVID-19 Recognition Wall $20,000 / $20,918 League-run Tournaments (3) $15,000+ / TBD Garden Swing Raffle $4,100 / TBD Silent Auction $5,000 / TBD Signboard Sales Program TBD Tournament Dates: May 21 24 / July 23 25 / August 20 22 Fundraising Committee: Malcolm Parker, Phil Presakarchuk, Wayne Hilsendeger, Lynda Holden 12

Signboard Advertising Program Issue: - Large supply of unallocated signboard space - Current incentive program not adequate for sales growth Opportunity: - Encourage sales through higher incentives 50 / 50 split of net revenue after costs On first 3-year term Available to: SAMSPA Players and Teams (Money in your Mitt Program) Local Community Groups Individuals Applies to: Fence boards, bleacher signs and diamond naming rights 13

Signboard Advertising Program - Examples Single Signboard Four Signboards Bleacher Board Diamond Naming (3-year term) (3-year term) (3-year term) (5-year term) $1,275 per board (-$475) costs $800 net profit $4,800 for boards (-$1,675) costs $3,125 net profit $10,000 diamond (-$2,000) costs $8,000 net profit $2,075 per board (-$725) costs $1,350 net profit $400 to Seller $1,562.50 to Seller $675 to Seller $4,000 to Seller 14

2021 Return to Play - Highlights Components of the Plan Assumptions Compliance Facility The Game Accommodating Players over 60 Response Plan 15

2021 Return to Play - Assumptions Conditions for Return To Play Requires Stage 3 announcement on the province s Path Forward Recently moved backward from Step 2 to Step 1 Some talk now that herd immunity could be a gauge for re-opening Require City of St. Albert and AH Approval Key Assumptions Most likely using Cohorts Staff, umpires, volunteers, non-playing coaches and visitors excluded We will be running a concession The game itself will not be altered Some minor changes to minimize contact and protect umpires (handshakes, teams use their own equipment, umpires wear masks and have designated areas) 16

2021 Return to Play - Compliance Process Working on a RTP document (circulated) will continuously evolve Many details that will continue to get flushed out Working with EDSUA, the City of St. Albert and AH Will advocate for Seniors to play if vaccination levels are high enough Expect to hold one more General Meeting just ahead of RTP to discuss the plan and expectations of teams, players, umpires, volunteers and staff Date TBD 17

Information Items Policies Alcohol and Drug Policy Air Quality Policy Roster Policy Uniform Policy (Tabled to next meeting) 18

Information Items (Tabled) League Procedures Protests Game Sheets, Posting Scores Cancellations / Defaults Player Waitlist Timing Still To Be Determined League Communications League Start, Schedule Release Mandatory Player Emails Bat Testing, Cages Open, Practice Times Field Condition (web, phone, text) Divisional Alignment 19

Rule Changes (Tabled) 1. Should a courtesy runner from home be forced to stop at first base? Motion SAMSPA should keep the existing rule which permits a runner from home advancing as far as they can. Moved by Bryan Shields, Seconded by Joel McGovern Can a team use a courtesy runner at 2nd base to start an extra inning? 2. Motion Teams will be allowed to start a courtesy runner at 2nd base in extra innings. Moved by Bryan Shields, Seconded by Joel McGovern 20

New Business Recognition Richard Houle Al Henry Bill Busch 21

New Business Businesses Donating to our Silent Auction St. Albert Swiss Chalet Sherwood Park Nitza Pizza Napoleon Fireplaces and Grills St. Albert Tim Horton s Craig s Welding TGB Welding Inc. Edmonton Oilers Vegas Golden Knights Sturgeon Valley Athletic Club Wow Sportswear The City of St. Albert 22

New Business From the floor? Motion to Adjourn 23

Adjourn Thank you! Next Meeting: SAMSPA 2022 Annual General Meeting TBD 24