FHYAA Softball – Monthly Board Meeting Minutes

Mount Vernon Government Center, Sunday, November 16, 2025

Attendees: 

Board: Chad Artz, Thomas O’Brien, Jason Goodale, Jennifer Goodale, Brian Lundeen, Mike Richardson, John Gorman, Jaime Shrull 

General Members: Matt Shrull, Crystal Lundeen, Kristine Bennett, Alex Litz 

Call to Order: 6:36 p.m. by Chad Artz

Motions:

Motion: Approval of 2026 Budget

Motion to approve: Mike

Seconded: Thomas

Discussion: Income target is $65,000 (approx. $8,000 growth from 2025). Growth forecast to come in from camps & clinics income, fundraising and donations. Board goal is $12,000 in corporate sponsorship and donations. Expense Categories were reduced from ~30 to 15 categories for streamlined tracking. Umpire budget increased to $9,500 (10% increase from 2024 high, costs are higher in the spring due to more games). Equipment and field maintenance costs expected to remain stable; slight increase in equipment costs noted. Uniform and operational costs adjusted for anticipated growth (new vendor search ongoing). 

2025 revenue: $57,000 collected. The breakdown by program is unclear due to League Apps reporting limitations.Changes from last year in implementation of the volunteer fee. 

Motion passes: 12/12

Motion: Grammatical and Formatting Updates to Bylaws

Motion to approve: Brian

Seconded: Jason

Discussion: No content changes, just function.

Motion passes: 12/12

Motion: Creation of Board Member Position: Secretary

Motion to approve: Brian Lundeen

Seconded: Jaime Shrull 

Discussion: responsibilities shift from vice commissioner to new position of secretary. 

Discussion of whether to make a board position, with voting rights.

Motion passes: 10/12

Motion: Transfer Practice Field Responsibilities from Vice-Commissioner to Operations Director 

Motion to approve: Thomas O’Brien

Seconded: Jason Goodale

Discussion: A new guide will be drafted to streamline scheduling and reduce coach confusion. Draft will be due before the board for review before March 2026.  

Motion passes: 10/12 (2 abstain)

Motion: Remove All-Star Selection Process from Player Development Role 

Motion to approve: Jaime 

Seconded: Jason

Discussion: Conflicts have previously arisen. This will remove the process from the Player Development Board Member and establish a documented procedure. Draft will be due before the board for review before April 2026.  

Motion passes: 12/12

Motion: Addition of Article III defining membership 

Motion to approve: Thomas

Seconded: Jennifer 

Discussion:

Motion passes: 12/12

Motion: Consolidation of Meeting and Voting Information into Article VII 

Motion to approve: Thomas O’Brien

Seconded: Jaime

Discussion: Info is now grouped together, not changed.

Motion passes: 12/12

End of motions.

Officer Announcements: 

Transition fundraising position will be filled by Alex Litz. Unanimously voted into position 12/12.

Unfinished Business 

Follow up with umpire contract 

All Star process rules and process due APRIL 2026

Practice Field scheduling rules and process due MARCH 2026

Fundraising ideas: Explore new sponsorship models beyond team based (banners, events). Current sponsorship pricing is $500/year. 

Board members: bring mission statement, vision and goals to December 2025 meeting

Calendar in schedule folder

Draft SOP’s for permits, field maintenance and Gamechanger usage.

Track and identify new categories from LeagueApps/Youth Association.

Forecast 

Travel teams

Woodlawn

Motion to adjourn: Mike 

Seconded: Thomas 

Meeting Adjourned at 7:46.

Next Meeting

12/7/2025 6 p.m., Shrull home

FHYAA Softball – Monthly Board Meeting Minutes

Sunday, December 7, 2025 6 p.m.

Members Present: Jason Goodale, Thomas O’Brien, Jaime Shrull, Jennifer Goodale, Alex Litz, Chad Artz

Called to order at 6:09 p.m.

Minutes:

11/2/25:

Regarding creation of secretary position, strike secretary voting sentence. Secretary position will be a voting board member.

Motion to approve 11/2/25 minutes, passed 5/5.

Annual minutes 11/16/25:

No changes. 

Motion to approve, passed 5/5.

Officer Reports:

Treasurer: Request to submit outstanding invoices. Brian has reached out to the Fort Hunt treasurer twice in the last month and has not heard back. Chad has voiced concerns regarding this to the Fort Hunt President. Questions regarding baseball registration funds and spending before the close of 2025 year, and whether this could be an option for softball.

Player Development: Mike has scheduled 6 dates on Sundays January-March, with the last being an assessment. This is currently scheduled as a 4 hour block at Whitman. The aim is to limit participation to 15 girls per age group. Cost is $10/per player per clinic. No charge for assessment, to be held 1 March. Details of income tracking needs to be figured out. If we charge, permit would need to be amended. Mike would like to recruit high school players to help, from both West Potomac and Bishop Ireton. Details of payment or service hours to be finalized. 

Commissioner: Thomas has made a Gmail account for each of our positions. Check access for each position.

Vice-Commissioner: Permits are ordered for the spring. Presented and explained RACI chart. Request port a potty moved.

Operations Manager: Received response from Taylor on maintenance plan for Sandburg (lip), fencing/backstops for all fields and permanent batter boxes. Sandburg: due for small scale maintenance, but possibility is open for large scale maintenance as early as Fall 2026. Fencing/Dugouts falls under FCPS Grounds, Taylor handles structures. Discussion regarding clarity of request for turf batters box. Intent is for home plate to be flush. Jason will follow up. Upgrades and storage of field kit will open up Collingswood for practice.

Communications: Requested sponsor list for the year to schedule appreciation posts. WIll e-mail to request anyone who has wordpress expertise for the webmaster position, as well as for the secretary position. Will also email for potential coach interest.

Fundraising: Talking through fundraising options, feasibility of concession stand.

Registrar: New vendors being scouted.

Motion: Approve request for Fall 2026 large scale maintenance of Sandburg, quote and implementation of turf batters box and pursue fence upgrades through FCPS Grounds.

Motion approved, passes 5/5.

Motion: Approve new catapult, new sliding mats, balls, field nets, custom wind screen for Whitman, new bases (green for first base), adjustable pitcher systems, on deck turf circles, shed and installation, field caddies.

Discussion: Feasibility of tarp implementation, return on investment, water removal. Question on field pumps, more research needed. Best practice is that the field needs to be dragged and filled by coaches. 

Motion approved, passes 5/5.

Motion: $1,000 swag for events

Motion approved, passes 5/5.

Motion: Assign Board Member the House Plus committee, find dedicated person to find teams to schedule games outside of coach.

Discussion: more time needed for coach to focus. Travel team a different discussion. Thomas will draft a vision and present it. 

Motion tabled pending vision statement.

 

Action items:

Review RACI chart for JAN meeting approval

Operations: Follow up regarding specificity of batters box

Communications: Email regarding Webmaster/Secretary, coach interest

Create Venmo account with Fort Hunt Softball cc by close of year for clinic payments DEC

Research field pumps 

Field maintenance checklist for coaches-include fill, instructions for 9-hole

Commissioner: Lowes gift card by end of year DEC

Request to move port a potty.

Registrar: All Star Signs price

Thomas: develop House Plus charter/vision. 

All Board Members: Check access for Google Drive, look through folders. Start thinking of processes checklist.

Check for non-profit certificate.

Meeting closed at 7:51 p.m.

FHYAA Softball – Monthly Board Meeting Minutes

     Date: January 04, 2026

     Time: 6:00–7:00 PM

     Location: Virtual Meeting

Attendance

• Chad Artz– Commissioner – Present
• Thomas O’Brien – Vice Commissioner – Present
• Jennifer Goodale – Communications – Present
• Jason Goodale – Operations – Present
• Brian Lundeen – Treasurer – Present
• Jamie Shrull – Registrar – Present
• Mike Richardson – Player Development– Present
• Alex Litz – Fundraising – Present
• Nick Wylie – Secretary – Present

Call to Order

The meeting was called to order at 6:00 PM. A quorum was present.

Approval of Prior Minutes

December’s meeting minutes were approved.

General Notes

• Website updated; Venmo account created.
• Google Shared Drive established for budget documents and meeting notes.
• Fort Hunt using an external financial advisor; potential future changes.
• LeagueApps permissions and PII access reviewed.
• Woodlawn merger discussed; formal board outreach required.
• End-of-year spending reviewed; December 31 was last day for spending.
• $8,000 allocated for Chad ($4,000 spent on January 1).
• $1,000 allocated for FH swag; form submission required.
• Ledger reconciliation needed with Treasurer.
• Registration fees and reimbursable expenses reviewed.

Board Member Updates

Jamie Shrull (Registrar):

Website registration issues discussed. 

Coaches list and winter clinic info posted in Google Drive.

Jennifer Goodale (Communications):

Maggie Otto volunteered to manage social media (Instagram & Facebook).

Brian Lundeen (Treasurer):

2026 funds received. 

Future finance changes noted, impacted by parent Ft Hunt process change. 

$16,000 net revenue from 2025.

Jason Goodale (Operations):

Shed organization discussed. NVSUA updates and field planning reviewed.

Mike Richardson (Player Development):

Winter clinic schedule reviewed and adjusted.

Alex Litz (Fundraising):

Requested sponsor details.

Thomas O’Brien (Vice Commissioner):

Permits submitted for year; discussed need for additional registration signs.

Action Items

• Create coaches assessment outlines – Mike
• Send Google Drive link to Nick & Alex – Chad/Jamie
• Obtain sponsor contact information – Alex/Jennifer
• Order additional registration signs if needed – Chad
• Outreach to Woodlawn Softball – Thomas

Next Meetings / Events

February 1 (6:00-8:00 PM) - Monthly Meeting 

March 2 – Commissioners Kickoff

Upcoming winter clinics and Field Day (TBD)

Adjournment

The meeting was adjourned at 7:00 PM.

Respectfully submitted,

Nick Wylie
Secretary, FHYAA Softball

FHYAA Softball – Monthly Board Meeting Minutes

     Date: 01 February 2026

     Time: 6:00–6:54 PM

     Location: Virtual Meeting

Attendance

• Chad Artz– Commissioner – Present
• Thomas O’Brien – Vice Commissioner – Present
• Jennifer Goodale – Communications – Present
• Jason Goodale – Operations – Present
• Brian Lundeen – Treasurer – Not Present
• Jamie Shrull – Registrar – Present
• Mike Richardson – Player Development– Present
• Alex Litz – Fundraising – Not Present
• Nick Wylie – Secretary – Present

Call to Order

The meeting was called to order at 6:00 PM. A quorum was present.

Approval of Prior Minutes

January’s meeting minutes were approved.

General Notes

• This month’s  meeting focused on operations and infrastructure (account access issues, uniforms, equipment storage, and facility logistics), program development and participation (successful clinics, registration status, survey plans, and timing suggestions), and communications and branding (sponsor outreach, email lists, and consolidating social media). There was also significant discussion around player retention and competitive pathways, including the future of the Defenders and House Plus models, emphasizing clearer structure, coach leadership, and fall-focused options. Overall, the meeting  centered on improving efficiency, strengthening programs, and aligning strategies for sustainable growth. 
• Defenders Continuity: Chad, Thomas, and Jason explained that the Defenders were introduced in Fall 2024 as a 16U travel-style team to retain players aging out of or leaving the rec program, but it was not continued in the spring due to high school conflicts and was somewhat fast-tracked without full board involvement. Looking ahead, there is interest in reviving the Defenders in Fall 2026 with a younger age group, potentially as a low-cost, local option that could include partnerships (e.g., Mt. Vernon Magic) and Sunday games to avoid rec league conflicts. The discussion also tied the Defenders to the broader “House Plus” model—created post-COVID to increase competitiveness through Sunday doubleheaders (originally for 10U–12U)—noting that for 14U+ in the fall, success is highly dependent on strong coaching and would likely require dedicated logistical support to be sustainable.

Board Member Updates

Chad Artz (Commisioner): Venmo account issues (potential phone number), maybe create FYSA gmail phone number. Forwarded an email regarding jerseys to Jamie. 

Jamie Shrull (Registrar): Received the apparel email from Chad (uniforms). Identified from the website details, the jersey’s were “hand wash only”, potential issues for ease of cleaning. Uniforms come as a set, not customizable. Potentially going to go with another vendor (Champro is the historical uniform), $55 per. Going to look further into uniform options. 

Jennifer Goodale (Communications): Send initial email to sponsors soon. Consolidate social media platforms (FH Softball vs. Fort Hunt Softball). Gmail is the registered email for both accounts. 

Brian Lundeen (Treasurer): Not present for meeting. No significant updates. 

Jason Goodale (Operations): Organized equipment storage. Plentiful amount of softballs and nets. Waiting on confirmation for shed delivery at Whitman #2, left field line, behind the bullpen. Need to order home plate templates, send order link to Chad. Inquired about swing arm trainers (sold at Dicks, $10). Need rubber flat bases for indoor training.

Mike Richardson (Player Development): 1st official day of clinics, good turnout. High school girls participation was great, and added value to the session. Parent feedback was overall positive, and they expressed interest in future focused sessions. Suggestion late August leading into the fall season. Covered the upcoming clinics schedule and outlined his plan to focus on assessments upon competition of the clinics. 

Alex Litz (Fundraising): Not present for meeting. Pre coordinated notes with Chad. Alex received an email list of sponsors from John, sent to Jamie. 

Nick Wylie (Secretary): Planning to update the website with ‘26 calendar of events, similar to a refrigerator calendar for families to deconflict personal plans. Send any correspondence (emails, conversations, etc.) requiring archiving into the shared drive. 

Thomas O’Brien (Vice Commissioner): Informally conducted reachout to Woodlawn softball, awaiting details on conversation future followup. Referenced outstanding dueouts from last meeting, survey and house plus. Offered support to Mike for assessment planning. 

Action Items

• Overdue: House plus - Thomas
• Overdue: Survey - Thomas
• **New** Purchase equipment (rubber flat bases, swing arm trainers) - Chad/Jason
• **New** Coordinate with Chad to update website, add schedule tab - Nick/Chad
• **New** Conduct research on uniforms - Jamie
• Ongoing: Create coaches assessment outlines – Mike
• Ongoing: Delivery of new equipment shed to Whitman #2 - Jason
• Ongoing: Consolidation of Instagram accounts - Chad/Jennifer
• Ongoing: Outreach to Woodlawn Softball – Thomas
• Complete: Send Google Drive link to Nick & Alex – Chad/Jamie
• Complete: Obtain sponsor contact information – Alex/Jennifer
• Complete: Order additional registration signs if needed – Chad

Next Meetings / Events

March 1 (6:00-7:00 PM) - Monthly Meeting 

March 2 – Commissioners Kickoff

Upcoming winter clinics and Field Day (TBD)

Adjournment

The meeting was adjourned at 6:54 PM.

Respectfully submitted,

Nick Wylie
Secretary, FHYAA Softball

FHYAA Softball – Monthly Board Meeting Minutes
Date: 01 March 2026
Time: 5:00–7:22 PM
Location: In-Person Meeting (Mt.Vernon Govt. Center)

Attendance
● Chad Artz– Commissioner – Present
● Thomas O’Brien – Vice Commissioner – Present
● Jennifer Goodale – Communications – Present
● Jason Goodale – Operations – Present
● Brian Lundeen – Treasurer – Present
● Jamie Shrull – Registrar – Present
● Mike Richardson – Player Development– Present
● Alex Litz – Fundraising – Not Present
● Nick Wylie – Secretary – Present

Call to Order
The meeting was called to order at 5:00 PM. A quorum was present.

Approval of Prior Minutes
February’s meeting minutes were approved with minor edits, REF Chad’s email to Nick,
dated 28 Feb 2026.

Summary of Meeting
Registration closes March 1 at 11:59 PM, with coach notifications sent and drafting beginning March 2 (8U–Nick, 10U–Mike, 12U–Jason, 14U+–Thomas) and concluding at
midnight on March 6; final teams and uniform sizes will be submitted March 8. The board
confirmed Collingwood Park (Fields 1 & 2) as the Spring 8U practice location and
established draft guidelines to ensure competitive balance, proper roster construction
(including required pitchers and catchers at 10U+), and consideration of family logistics. Financially, 2026 guidance is pending, but revenue is trending lower than 2025 due to approximately 30 fewer registered players; the board voted not to reimburse prior tournament fees and to make future tournament fees non-refundable. Regarding travel softball, the board will invite Magic Coach Karen to an upcoming meeting to explore a
formal partnership, with any agreement contingent upon parent feedback and a formal
MOU. Additionally, progress continues on strengthening league governance and community
engagement, including a proposed age-group social representative model and new sponsor
commitments.

General Notes
Registration Discussion
● Registration closes March 01 at 11:59 PM.
● Reviewed league age group signups and coach/team breakdowns.
● Addressed player signups above age bracket and resolved eligibility concerns.

Communications & Timeline
● March 01 (Sunday): Coach/Assistant notifications sent. 8U requires 2 Head Coaches
plus Assistants. SOP for field signups to be distributed in PDF format as attachment..
● March 02 (Monday): Rosters emailed; draft commences.
○ 8U – Nick | 10U – Mike | 12U – Jason | 14U and up Thomas
○ Draft intent - Balance teams and ensure competitiveness, align parents needs, specifically car pooling/ride shares
○ 10U+ must draft at least 1 pitcher and 1 catcher.
○ Players must complete assessments to be eligible for draft.
● March 06 (Friday): Draft concludes at midnight.
● March 08 (Sunday): Final teams and uniform sizes sent to Jamie.

Fields & Scheduling
● Identified Spring practice and game times based on permit requirements.
● Collingwood Park, fields 1 & 2 confirmed as 8U practice field.

Social Committee Proposal
● Brian recommended establishing an Age Group Social Representative.
● Goal: Increase community buy-in and event coordination.
● Proposed events: Homerun Derby, League Kickoff, West Potomac Volunteer Day.
● Jennifer to coordinate follow-up communication to social media POC and look to send out an email.

Fort Hunt Youth Athletic Association (FHYAA)
● FHYAA only has two established and standing boards, softball being one of them
● Brian’s updated budget framework being shared across FHAA.
● Continued effort to align governance and financial structure across leagues.

Financial Update

● 2026 financial guidance not yet finalized/published
● Financial snapshot:
● ‘25 to date: $28,721
● ‘26 to date: $20,032 (likely cause, down approximately 30 registered
players)

Travel Tournament Refund Discussion
● Tournament not executed (2 of 3 played)
● Estimated $600 tournament fee (~$42 per player).
● Tournament refunded league payment minus fees.
● Future tournament fees to be non-refundable.
● Chad maintains historical documentation.
● Decision: Do not execute reimbursement or payment to Defender players or Magic. Ensure future tournament fees non-refundable

Travel Program – Magic Partnership
● Thomas met with Magic Coach Karen.
● Proposed formal FH → Magic partnership.
● FHYSA to hold sole tryouts in collaboration with Magic.
● Parents responsible for uniforms.
● Need structured deep-dive discussion on long-term travel vision.
● Tentative July 12 monthly meeting for discussion.
● Recommendation to establish Memorandum of Understanding (MOU).
● Decision: Invite Magic Coach Karen to future FHYSA monthly meeting to discuss potential partnership. If a partnership is warranted, obtain parents
feedback and officially create a formal governance document to solidify relationship/responsibilities.

Fundraising Update
● Alex has commitments from 5 sponsors (not named), meeting with Dicks Sporting Goods this week.

Board Member Updates - Comments and updates made throughout the conversation.

Action Items

● Overdue: House plus/Magic Coordination- Thomas
● Overdue: Survey - Thomas
● **New** Send formal communications to coaches - Chad
● **New** Social Committee outreach - Brian -> Jennifer

● **New** Update ‘26 Spring player assessments to shared files - Mike/Nick
● Ongoing: Purchase equipment (rubber flat bases, swing arm trainers) - Chad/Jason
● Ongoing: Coordinate with Chad to update website, add schedule tab - Nick/Chad
● Ongoing: Conduct research on uniforms - Jamie
● Ongoing: Delivery of new equipment shed to Whitman #2 - Jason
● Ongoing: Consolidation of Instagram accounts - Chad/Jennifer
● Ongoing: Outreach to Woodlawn Softball – Thomas
● Complete: Create coaches assessment outlines – Mike
● Complete: Send Google Drive link to Nick & Alex – Chad/Jamied
● Complete: Obtain sponsor contact information – Alex/Jennifer
● Complete: Order additional registration signs if needed – Chad

Next Meetings / Events
March 1 - Commissioner notifies coaches
March 2 - Coaches begin player/team drafts
March 6 - Coaches player/team draft concludes @ midnight
March 8 - Final team rosters sent to Jamie for uniform ordering
March 10/11/12 - Spring Training #1
March 14 - Field clean up (Whitman and Sandberg)
March 17/18/19 - Spring Training #2
Regular Season Starts - March 23
12 April - Next Monthly Board (shifted due to Easter)

Adjournment
The meeting was adjourned at 7:22PM.

Respectfully submitted,
Nick Wylie
Secretary, FHYAA Softball