Board of Directors Meeting November 3, 2013

Transcription

1 Board of Directors Meeting November 3, 2013 Present: Rob Newman, Greg Brooks, Seb Spada, Dave Pawlak, Steve Ladd, Anissa Ladd, Karen Warren Minutes: President s Report Nothing significant. Posting on web site is important. Need to be more diligent about posting minutes and other information. No minutes forthcoming for October meeting. A lot of turnover in the district Little Leagues. Changeover of bank account info has proven difficult and frustrating. Karen now has online access, but mailing address is still incorrect. Treasurer Update Suggestion to change the account name on CL&P to MLL and setup automatic debits where possible. A 12 month deposit that earns 1.5% is required. Will be returned after 12 consecutive months of online payments. Suggestion to move account from Citizens to Liberty. Greg Brooks motions to move bank account to Liberty bank and change name of account on CL&P. Rob Newman seconds. Motion passed. Karen and Anissa to open an account with Liberty Bank New format for treasurer s report. Dir of Administration Karen to handle Treasurer and Secretary. Safety officer will be handling background checks and accident reports. Fall Ball Overview $30 from each team to play. Paid for Umpires, trophies and balls. Middletown had 4 teams, 2 minors and 2 majors. MusterDogs handled the food concessions on weekends; Rough House handled week nights.. Softball went undefeated on the season. 18 games played in the fall. No rain outs. Greg and Dave ran fall ball. Did a great job. Much appreciated. Safety Accident reports must be processed within 24 hours. Little League covers deductibles not paid by primary insurance. Long lags will result in non payment. Forms should be

2 completed regardless of injury severity. Rob to add announcement to home page re accident reports. Add paper copies to all the job boxes on the fields. Registration Open to board. Registration will go out to all within 2 days. Second child discount and third child discount proposed this year instead of family max payment. Fee schedule below: Farm (T-ball) $90 includes 2 Value Cards League Age 5 May 1, 08 - Apr 30, 09 A $105 League Age 6-7 May 1, 06 - Apr 30, 08 AA $130 League Age 8 May 1, 05 - Apr 30, 06 AAA $130 League Age 9-10 May 1, 03 - Apr 30, 05 Majors $130 League Age May 1, 01 - Apr 30, 03 Challenger League $35 League Age 6-18 May 1, 95 - Apr 30, 08 AAA Fall Ball $100 League Age 8-9 May 1, 04 - Apr 30, 06 Majors Fall Ball $100 League Age 10 & 11 May 1, 02 - Apr 30, 04 Multi child discount: Family max used to be $250 Sibling discounts this year: second sibling $0; third $100, fourth $150 discount. Accumulates (fourth = $250) Training excluded. Greg Brooks motions to approve fee structure for spring 2014 season to move from a family max structure to a sibling discount structure as follows: Second sibling $0; third $100, fourth $150 discount. Steve Ladd seconds. Motion carries. Credit card registrations; Walk ins allow cash but NO CHECKS. Suggestion to move sponsor registration online. Will execute with note that the more we

3 rely on credit the more we pay in fees. Need to get registration out there. LAX has been out for two weeks with signs. $180 for signs. Need to do soon. Vendor: YardSignWholesale.com Changed wording for volunteer registration. Now includes link to registration form (no longer called an application). Cannot get to volunteer form without going through registration. Once go through registration, system sends to person with link to form. The form contains the SSN and that data is restricted. Walk in dates: Dec 17, Jan 14, and Feb 18 at Spencer School. Technology access for MPS is Michael Skott; Debbie Stanley handles reserving gym for registration. Leslie Spotolla does scheduling for school facilities. Rob will handle this. Open Board Positions All three VP positions, Operations, Baseball, and Softball. If no one steps up, Seb Spada may take position VP for Baseball. Director of Volunteers for Baseball Equipment Manager Projects View of 2014 Events (recruit people to help with projects instead of Board) Coordinating Opening Day Includes making schedule based on number of teams; work with Bishops Photo to schedule pictures. Softball and baseball. March 4 hours April 16 hours (approx 4 hrs/week) All day opening day Coordinate Memorial Day 1 hr/week in May including getting banners this year Day of parade on site coordination to line up teams Dick s Sporting Goods Day Coordinate a couple of volunteers to sit at a table to hand out flyers and coupons. Board members there answering questions. Be on site for event (6 hours day of) 1 hr/wk for three weeks prior to event Registration for Evaluations Sit outside of registrations and check in players 6 8 hrs in March Concession Stand Opener Opened daily. (6 days/week) Seeking person who can handle any portion of the week; multiple people will be considered. Person will have master key, put money out and do a 5 minute training for volunteers. Games start at 6. Need to be there at 5: min/day. Concession Stand Closer Close daily. (6 days/week) Seeking person who can handle any portion of the

4 week; multiple people will be considered. Person will have master key and make deposit. Verify concession stand and bathrooms are clean. 30 min/day. Steve Randazzese s wife will coordinate volunteers; pressed to get softball people involved. Umpire Scheduler Willing to pay for this position. $5 from each Umpire paid. (in general need more Umpires; more of a pool is useful; suggestion to send out calendar and let them fill in days they are available) Rain outs and cancellations make job logistically difficult. Assign games into the system. 5 7 hrs/week Coordinate All Stars paperwork Parent forms and commitment letters 4 8 hrs in the first 3 weeks of June Coordinate All Star Tournament 10 hrs/week for 1 3 weeks in June/July On site coordinator to setup scorekeeper tables, scoreboard, and sound systems Coordinate volunteers to do above. End of Season Banquet and Rock Cats Get word out to Farm, A, and AA tickets available for $5 and children can hold flag; does not include banquet and meal. Invitations out to honorees Coordinate responses Registration for event Equipment Distribution Assist equipment manager with distribution and retrieval 6 8 hrs in April and June to organize and bag up. Calendar 11/11 Sponsor Packets go out 12/1 Board meeting 12/9 Charter 12/17 Walk in Registration 12/31 Early Bird Registration closes 1/5 Board meeting 1/14 Walk in registration 2/9 Board Meeting 2/18 Walk in registration 2/28 Last Date of Majors/AAA registration 3/1 Board Meeting; safety plan due Evaluations March 3,4,6, and 7

5 Reserve gym and library at Snow School Round Table Scoreboard at Baroni Todd Turcotte worked on it. Corroded board fixed. Relay box behind board also needs to be handled. $60 for portion of it. First Line Electric $700 for fixing Scoreboard. Trying to work out trade for sponsorship. Sign on Scoreboard for 2 years instead. Need to find more umpires. QuickBooks online suggested as option rather than purchasing software for one person. Allows for succession planning. Cost $12.95/month. Rob Newman motions to move QuickBooks online. Steve Ladd seconded. Motion passed. Karen to handle QuickBooks online. Motion to Adjourn Seb Spada. Seconded Rob Newman. Meeting adjourned 9:13 pm.