DHLL Board Meeting January 7, 2013 Location: DH Town Center Council Chambers Time: 6:00pm. Meeting Agenda

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1 DHLL Board Meeting January 7, 2013 Location: DH Town Center Council Chambers Time: 6:00pm Meeting Agenda 1. Review action items from previous meeting (Dec. 03). a. Batting cage purchase b. Charter completed and submitted before year end c. Operating budget proposal to be completed d. Safety Plan to be drafted e. Tia Gunn to purchase postage stamps 2. Treasury Report Budget Proposal a. Operating costs estimated at approximately $20,000 b. Registration fees to be agreed upon 4. Schedule Registrations, Try-outs, Draft, Kick-Off & Opening Day a. We will select frequency and dates for registrations b. Available dates for registrations/tryouts are January 26, February 2, 9, 16, 23, March 2 c. We will discuss our options for team drafting and vote on the options 5. Umpire training clinic a. Two different weeks to choose from 2/9 through 2/15 or 2/16 through 2/22 b. Amount is $320 and can be registered online or by phone c. We will calculate a travel allowance 6. Pitching Mound a. Barry Becker has built us a nice pitching mound suitable for all divisions 7. Diamondbacks Fundraiser a. Received fundraiser option details b. We will vote on fundraiser options 8. Charity Baseball Game a. Tickets are here for the charity baseball game in Scottsdale 9. Open Floor

2 Dewey-Humboldt Little League Minutes January 7, 2013 at 6:00pm at DH Town Center Council Chambers Persons in Attendance Scott Beaudette Dustin Muskrat Tia Gunn Mike Nache Stacy Beaudette Rick Borta John Fournier JoDanna Brisbon Josh Randall Michelle Bressler Meeting called to order by Scott Beaudette at 6:02pm 1. Reviewed action items from last meeting (Dec. 3 rd ) a. Batting cage was purchased and has been delivered. It is waiting for the weather to permit setup. b. Charter was completed and submitted before the first of the year c. Operating budgets were submitted by snack bar manager, equipment manager, uniform coordinator and sponsor coordinator d. Safety Plan still needs to be drafted e. Postage Stamps were purchased and received 2. Treasury Report was submitted in writing. Beginning balance of $13, Bank Dividend paid in the amount $.31. $ paid out for postage, paid out for Domain renewal, $2, paid out to purchase batting cage, $1, paid out to Little League International for charter and insurance fees for 2013, $47.96 paid out to APS and $ paid out for equipment purchased by Kim Millard. Ending balance of $10, Scott Beaudette put together an estimated budget for the 2013 season. Estimated field use fees are as follows: Field Rental HES $1184 for games only Field Rental BMMS $960 practices only Field Rental MHS $500 for the season Total Field use estimate = $2644 APS: Approximately $2000 for the year Field supplies such as chalk, new hose: $280 Practice and game balls, tees and gear bags for the spring season: $1200 Training equipment, which includes batting/pitching nets, soft toss balls, tees, wood bats and soft toss bats: $500

3 Uniforms: MLB uniforms will run approximately $37.25 a set, which is 200 kids. That includes hat, shirt, pants and belt (no socks). Non MLB uniforms (DHLL Logo) will likely be about $32.00 a set for hat, shirt, pants, belt and socks - jerseys are Under Armor style and color matched with MLB hats. That comes to $6400 for 200 kids. Umpire clinic for John is $320 + a per diem of approximately $200. Web domain and hosting for a year is $40. Administrative supplies, miscellaneous and unforseen expenses should have a minimum budget of $500 Awards/Trophies minimum budget of $150 Concession start-up loan of $2000 PO Box annual fee is $100 District fees (based on last year's 14 teams): $685 Charter/Insurance Fees (based on 14 teams): $ Total estimate for 2013 is $19,553.77, with the high estimate of MLB uniforms (which will probably be lower) but does not include other hopeful purchases like an outfield $700 or possible costs associated with work done on the land. An average operating budget of $20,000 is then proposed to be used to estimate registration fees and targeted earnings from sponsorship and fundraisers. This also does not include tournament costs, which in the past has been assisted by the town of Dewey-Humboldt. This adds approximately $2500 of assumed expenses, but will remain separate for the purpose of calculating the registration fees. With an averaged operating cost of $20,000, using last year's 14 teams as a model, we would remove $315 for each team for sponsor support ($350 - $35 banner cost), that brings the total down to $15,590. We can further reduce the amount applied to registration by assuming a guaranteed income (averaged out) of $500 a week (conservative) from concessions for 10 weeks. The total is further reduced to $10,590. If we use last year's number of registered players (185), the total registration needed for each player is $ We must add $10 per player for the Diamondbacks fundraiser and another $5 per player to assist with online registration and credit card processing fees. This brings the registration amount to $ My proposal is that the lowest registration fee we can ask for is $70. This covers uniform and additional operating expenses, even if registration numbers are slightly lower than last year. In this scenario, we must also expect to raise approximately $ $6000 in sponsorship, concessions and fundraising.

4 Schedule for Registration, Tryouts, draft, kick-off & opening day Registration Dates: 2/9/13 & Quailwood Community Center Library & Wagner s General Store in Cordes from 9am -12pm. Last Registration & Try-outs: 2/23/13 location to be determined Final Registration: 3/2/13 Kick-Off Dinner: 3/9/13 location to be determined providing location availability Opening Ceremonies: 4/6/13 location to be determined (Late Fee of $15 to be added for all registrations after 2/23/13) Stacy Beaudette made a motion to propose the previously noted dates for registration, tryouts, draft, kick-off & opening day. Mike Nache seconded the motion Motion passed unanimous vote Draft options: Draft Option A - Titled players. Teams are kept intact with returning players. Only new players are drafted. Players may be removed from teams with board approval after a written request of removal has been submitted. Draft Option B1 - Re-Draft, version 1. All players are drafted and new teams are formed. The draft is divided into two parts. In the first part, all returning players are drafted. In the second part, all new players are drafted. Draft Option B2 - Re-Draft, version 2. All players are drafted and new teams are formed. Unlike option 1, both returning and new players are all drafted together. All returning players must be drafted onto a team. Draft Option C - Blind Draft. Returning and new player s names are drawn from a hat to form teams. Dustin Muskrat made a motion the Draft Option B2 be used for the 2013 season Stacy Beaudette seconded the motion Motion passed with a unanimous vote 5. Umpire training Clinic a. John Fournier is attending umpire training. He was given two different date options in February and will let us know which week will work for him. b. $ paid out for the registration for training. Amount was approved by the board at a previous meeting. c. John is also going to put a travel allowance together for the board to approve. 6. Pitching Mound Thank you to Barry Becker for building a nice pitching mound that is suitable for all divisions. 7. Diamondbacks Fundraiser An notification of our options regarding the fundraiser will be distributed among board members to review for our next meeting.

5 8. Charity Baseball Game Tickets available for the charity baseball game in Scottsdale on 1/27/13. If we get enough people to attend the little league has the opportunity to be placed in drawing to win money for the league. 9. Open Floor a. The league has received notice that the Yavapai County Assessor will be evaluating our land to determine the eligibility of our tax exemption status. b. Proposed registration fees: $70 registration fee $65 sibling fee ($5.00 discount for siblings) $85 late registration fee $35 scholarship fee (Scott will create a scholarship form) $0 sponsorship must be board approved (Scott will create a sponsorship form) Stacy Beaudette made a motion that the above proposed fees be the fees for 2013 season Dustin Muskrat seconded the motion Motioned passed with an unanimous vote Action Items for Next Meeting: 1. Scott to contact the principal of Mayer High School to see if we can use the high school for opening ceremonies and the kick-off dinner. 2. Tia to create a flyer for registration Next meeting set for Monday, February 4th, 2013 at 6pm at DH Town Center Council Chambers Motion made by Dustin Muskrat to adjourn the meeting Stacy Beaudette Seconded Meeting adjourned at 7:26pm