Monthly Board Meeting
October 19, 2009
Raley’s Meeting Room
Board Members:
Present: Argumedo, Elizabeth; Baker, LaVerne; Bruni, Lisa; Dark, Chris; Gordon, April; Kemper, Floyd; Leathers, Lorene; Martin, Diana; Noble, Paula; Noble, Scott; Rossiter, Mike; Rossiter, Rebecca; Stanley, Dennis; Stanley, Gina
Absent: Graciano, Marilyn; McAlary, Randy; Baker, Miranda
Quorum: YES
Proceedings:
· Meeting called to order at 6:41pm
· Approval of minutes from September
o Motion by Diana to approve September minutes
o Seconded by Paula
o Motion Passed-All in favor; none opposed
· Officer’s Report:
President: LaVerne Baker- Floyd in going to retire at the end of the year, but is willing to help as needed. Scott Noble has been appointed by LaVerne to replace Floyd when the time comes. Scott is willing to join the board and help as needed.
o Motion by Dennis to accept Scott Noble as a new board member
o Seconded by Dennis
o Motion Passed-All in favor; none opposed
LaVerne needs Dennis to reserve 2 dates for try-outs to be held at Lee Middle School in case of rain. The dates are January 31st and February 6th. January 31st start time is 8:30 starting with 10U. February 6th start time is 8:30 starting with the 16U’s.
LaVerne is currently working on next year’s calendar. Will turn in a request to Pioneer for use of their cafeteria for a Parent Information Night which is to be held on February 25th.
Some of the managers from spring have expressed interest about having the manager’s meeting and the draft on the same night to save time.
Discussion held about how to “draft” managers and get them to commit long before the actual players draft
Christmas Parade is December 12, 2009. We will hand out flyers at the parade.
Early Registration dates are December 19, 2009, other registration dates are January 2, 10, & 23, 2010; Saturdays are 10-4 and Sundays are 11-4pm; place to be determined. Floyd will talk to the County Fair Mall people to see if we can use the space in front of ABS Sports. Gina suggested that the player agents attend a large portion of the registration dates.
Possible date for the annual dinner is March 13, 2010.
Rules Meeting is November 9 and 12th at 6pm, Raley’s Meeting Room.
Vice President: April Gordon-Sonic has been a gracious sponsor. They have not only sponsored a team, but they have been giving us condiments and ice for the snack bar every weekend and whatever else we have needed for the snack bar. They are giving us gift cards for our raffle at the turkey trot. Still short one sponsor. We did well on the t-shirts, a little less than we wanted. Still working on the tournament. Getting ready to start letters for spring sponsors.
Secretary: Lorene Leathers-nothing to report
Treasurer: Gina Stanley (See Treasurer’s Report for full details)-Emailed Brett from Norcal to receive the check for reimbursement of the umpire fees. Randy did not attend the Norcal meeting to get this check, so she requested to have it sent to us by mail. Paula has been keeping a running total for the money going in and out for the snack bar.
o Motion by Floyd to pay outstanding bills in the amount of $2561.99
o Seconded by April
o Motion Passed-All in favor; none opposed
o Motion by Floyd to accept treasurer’s report
o Seconded by Diana
o Motion Passed-All in favor; none opposed
Gina is going to file the taxes this year with the help of Rosa Arias.
o Motion by Dennis for Gina to do the taxes this year
o Seconded by Diana
o Motion passed-All in favor; none opposed
Gina did not get an opportunity to print out the budget for the board, but will send it out via email. Budget will be approved at the next meeting.
Some big item changes for the budget are:
Registration-everyone will pay an extra $50.00 for fundraising tickets for raffle.
Increase the amount to umpires and having 2 umpires at each game, except for the 8U.
ACTION: Diana will talk with Sir Speedy to see about the ticket printing; approximately 10,000 tickets.
ACTION: Paula will look into the necessary information with State for the raffle.
Player Agents:
8U: Marilyn – stepped down from the player agent job, she is now going to help with fundraising/snack bar
10U: Elizabeth-absent-she is going to move to the 8U player agent; Scott Noble is going to be the 10U player agent.
12U: Miranda-absent
14/16U: Rebecca:
Fundraising: Diana Martin-thank you to Paula and Gina for all that you have been doing. Will get a hold of Elks and Sir Speedy this week. Looking into different options for fundraising, something easy for parents and kids. Looking into script from Raley’s/Bel-air for money back from purchases. Turkey trot: going to Food 4 less and Nugget to see about food donations for the tournament. Look into non-profit money back from Big 5.
LaVerne spoke with Nancy and has accepted her resignation.
Snack Bar: Paula Noble-snack bar is doing well. We got a popcorn machine for free. Paula was able to get a nacho machine for fairly cheap, should be here soon. We should clear somewhere in the neighborhood of $600.00 for Fall Ball.
Winterball/Norcal: Randy McAlary-Absent.
Request by Gina that if Randy cannot make the Norcal Meetings, that he call LaVerne ASAP so that she may go herself or find someone to attend the meeting.
ACTION: LaVerne will contact Randy to let him know of this request.
Webmaster: Chris Dark-nothing to report
Equipment/Facilities: Dennis Stanley- the air vent/fan has been installed. Fields-the request has been approved to use Rec Field for the turkey trot. Have enough balls for the tournament, with the request that the tournament money replace the balls used. Still trying to find pitching machine balls that are reasonably priced. We don’t need them right now, but will need them for the spring. Need to replace the extension cord at Klenhard. Practice balls-City of Woodland, Parks Department. They have a whole bunch of 11” & 12” balls to donate. We are getting low on chalk, but trying to get some from Agriform as they have donated to us before. We have been having problems with the bases as Harris. Request made that we go to the magnetic mount bases when the time comes to replace them. Dennis will research the cost of these. We will most likely need 1-2 for next year. We need to make sure all managers and coaches remind the players that they must wear a helmet if they are hitting a hard ball.
Floyd has not sent the City the rosters for Winterball yet.
ACTION: Floyd will send the rosters to the City.
The 8U and 16U teams do not play on the City fields, so we should not be charged for this.
Publicity-Lisa Bruni: The theme for the Christmas parade is “Making Spirits Bright”, the fee is $20.00 the entry deadline is November 30th. If we are going to do the parade, we should just do a float. We may be able to get a trailer from Amos Metz, put a banner on the truck with the registration dates.
ACTION: Gina will check on the warehouse and Floyd will check on the trailer.
ACTION: LaVerne will get the hay.
ACTION: Lisa needs to get a committee meeting together and report back at the next board meeting. Need to send out letters to the schools about registration, get the letters ready in November to go out in December.
Registrar: Floyd Kemper-Hasn’t heard anything about the registration/insurance changes for next year. Will get a hold of Cassie from GSSA.
Umpire-in-chief: Mike Rossiter: Spoke with the UIC in Sacramento about training for youth umpires. Umpires do not typically get very much training. Generally, there is not a lot of training for umpires. It is usually just rules, but not necessarily hands on training. Sacramento is recognizing the issue to see what we can do about it. Going to try and put together a whole day training at various places like, Woodland, Rancho Cordova, Roseville, etc. to target the youth. As far as recruiting youth umpires, an idea is to go to the high school career counselors . May need to increase the fees to pay the umpires, set up tiers for pay based on experience. Home umpire will be experienced and the training will be a field umpire. May get away with $30.00 for home plate and $20.00 for field umpire. We don’t have a set fee yet, but if we could raise the fee just $5.00 we may get better umpires in general. $35.00/umpire is typically the going rate for a 2 man team per game.
Discussion held regarding what we should do about umpires for the spring. Several positive and negative comments made from various people regarding last spring and this fall. Further discussion held about how we can fix the problems.
· Old Business:
April-we have one team paid for the turkey trot; Davis Pixies. 6-8 teams have shown interest. We are still low as of the week of, will take flyers to the Down and Dirty tournament. We are competing with another tournament for that weekend. When we get the teams ready, we will ask them to bring a goodie basket to raffle on Sunday. They team that raises the most money will receive an hour worth of team time at Arena Softball. Asking the community to bring 2 canned food items for a donation. Still working on the t-shirts for the tournament. Hopefully we can get most of the food donated. Will work with Mike for umpires for the tournament. Field prep is being donated. Hoping for 20 teams between 8’s and 10’s. Posted something on facebook that we are looking for donations for raffle for the tournament.
Will be emailing every board member to see if they can help in any way.
· New Business:
Floyd-scheduling programs-diamond scheduler will put together a schedule for the tournament. There is an update fee if we wanted to use this program for spring. It is $70.00. This is good until the next version is updated, no guarantee as to the length between updates. The version that Floyd has is older and does not work in Windows Vista, but we can still use it for this coming spring.
Elizabeth requested that we try to avoid scheduling games for nights that have major school functions.
· Next Meeting is November 16th, 2009 at 6:30pm at Raley’s Meeting Room
· Meeting Adjourned at 9:14pm
Minutes taken and transcribed by Lorene Leathers, Secretary