Dillsburg Youth Baseball Monthly Board Meeting Minutes Ryder Clubhouse 11/7/2016 Meeting Called to Order - 7:30 p.m. Attendance: Tony Dees, Heather Hyson, Michelle Coover, Brian Bonin, Chris Haverstick, Brad Beck, Eric Welshans, Jason Shook, Bill Bruce, Christy Miller, Clint Miller, Allen Mixell, John Gunning Not Present: Tim Kloss, Kelly Bruce, Jill Mixell (Allen was present) Traci Cooke (resigned), Joe McManus (resigned) Communications Received Traci Cooke submitted her resignation as Safety Officer via email to the Board o Vacancy position to be displayed on DYB s website Joe McManus submitted his resignation effective immediately, via email to Tony Letter received from Franklin Township regarding their disappointment that the fencing was not being taken down in a timely manner. o Possible miscommunication of dates/info between DYB and Franklin Township, as fence approval was granted by Franklin Twp. Water Bill received Wolfe Field s 3 rd Quarter Water Bill was significantly higher than ever: $585 In comparison: Ryder: $28 & Krall: $63 o Water leak at Wolfe to be looked into by Eric, so the leak can be fixed ASAP New Business New & Restructured Sponsorship Letter was presented to the Board
o Team & Sign Sponsorship information are now together in one letter more streamlined and easier to read o Team Sponsorship rates increased from Spring 16: T-Ball & Hybrid Pitch - $350 per Team Minors, Majors, Intermediate, Teeners - $425 per Team Jr. and Sr. Legion remained the same at $1,350 o Outfield Sign Sponsorship will be a 2 year commitment, per Field (Ryder, Krall or Wolfe) rate will remain the same for Year 1 & 2 (regardless of if they are also a Team Sponsor) Michelle to look into payment history to see which of our Sponsors paid for a 3-year program last year or in 2015 under the previous Sign Sponsorship Program Heather will reach out to those Sponsors directly o All Sponsors will have their company logo displayed on our website Secretary s Report Heather Hyson Motion made by Allen & 2 nd by Michelle No action needed to be taken on October s Minutes Treasurer s Report Michelle Coover Motion made by Brian & 2 nd by Allen. Michelle will send out emails to those who register, that have a volunteer credit from working during the Summer Tournaments o The registration fee will be adjusted accordingly for those volunteers, and they can pay the remaining balance via PayPal or a check mailed to DYB Presidents Report - Tony Dees 501c3 paperwork is complete and submitted to the IRS for approval Determinations regarding Spring 16 Team Managers for all Divisions, will be made at January s Board Meeting o Could potentially be a separate meeting TBD by Tony
IT/Webmaster/Registration Christy Miller Division Alignment wording was gathered by Christy from the other VP s to add to Online Registration page 1 st VP (Teeners/Legion) Tim Kloss - N/A 2 nd VP (Majors) Brian Bonin Players registering for Majors must still attend assessments Brian provided us w/spreadsheets of players that played during Spring 16, along with their Baseball Ages/Divisions & players who played up last season, to give us a general idea on possible team numbers. o League Age 12 Potentially 29 players returning back to Majors o 10 kids played Minors last year as 11 s, but are league age 12 this year 39 potential 12 year olds in Majors o League Age 11 Potentially 48 players All played Minors last year as 10 s Total potential players based only on info from last season 87 The large number of players in the 11 year old category this season is mostly due to Little League s age change several years ago If we end up with 8 Majors teams, Brian recommended that DYB does not interlock w/any other teams in District 14 o Majors would play each team twice, followed by Playoffs 3 rd VP (Minors) Chris Haverstick Players registering for Minors must still attend assessments League Age 10 Potentially 24 players returning back to Minors o This is based on no 10 s playing up o 18 potential League Age 10 s coming up from Coach Pitch
League Age 9 Potentially 34 players coming up from Coach Pitch o 4 players returning that played up last year as an 8 Total potential 9 & 10 Minors players based only on info from last season 82 4 th VP (Instructional) Brad Beck DYB s previous Coach Pitch Division, will now be called Hybrid Pitch o The season will begin with Coaches pitching to batters, and then transition to kids pitching to batters mid-season o The goal is to get more players ready for kid pitching when they move up to the Minors Players for this Division will be Baseball ages 6, 7 and 8 with at least one year of DYB T-Ball/Coach Pitch experience o 7 & 8 year olds will need to attend at least one assessment session in February 6 year olds do not need to attend assessments There will be no standings being kept during the season; however, playoff games will still be held (details to come regarding formatting of playoff brackets) There are 64 players that could potentially attend assessments for Hybrid Pitch this is based off ages & those who played Coach Pitch during Spring 16 Challengers Kelly Bruce N/A Umpire-in-Chief Bill Bruce Bill is possibly going to need 2 sets of Equipment & 18 Ump Hats o Per Michelle 2 sets of Jr. Ump Equipment was $360 last year There are 3 or 4 potential Umpires going to Bristol Clinic (correct spelling?) o Registration fee would be approximately $50 per Umpire for the weekend clinic o Motion made to approve registration fees: Michelle and 2 nd by Allen Player Agent Jason Shook
Player Assessments February 4 th and 11 th at Yellow Breeches Equipment Clint Miller Most of the Fall Ball equipment was returned either at Fall Maintenance Day or shortly after. o Clint to advise at December meeting if there are any Fall Ball Coaches who have not yet returned their equipment Full Sets of Catchers gear (not just mask) will be needed for each Hybrid Pitch team total # of teams TBD after registration and assessments Krall is in need of a new Home Plate Franklin Fields status of plates there? Public Relations John Gunning John distributed Outdoor signs to Board Members o They state Registration is now open and list our website no dates, so the signs can be re-used for several seasons o The sign and frame are not heavy duty, so keep an eye out if you have a sign in your yard, for windy/inclement weather John to distribute flyers to schools and daycare facilities in the area regarding Spring 17 Registration Safety Officer Traci Cooke N/A (Resigned) Board Position will need to be announced and filled Safety Plan status now that Traci resigned? Concessions Jill Mixell/Allen Mixell N/A Maintenance Eric Welshans Eric to look into the water leak at Wolfe, to see what is needed to fix the problem, to avoid anymore high water bills New backstop needed at Wolfe Quote was $8,000-$10,000 The Batting Cages also need to come down it was suggested to have the 30+ take it down? (There were other side conversations going on along with this, so my Recording App only picked up bits and pieces of the Batting Cage talk please let me know if this is totally off base, and I will gladly correct it). Meeting Adjourned 9:10 pm Next Meeting: Monday December 5 th Time TBD by Tony