Lewis River Little League Board Meeting Notes for 11-15-2015
Members Presents: Arwyn, Brian, Brent, Rhonda, Sheri
Guests: None
Date of meeting: November 15th 2015, 6pm
Call to Order: Meeting called to order 6:03
New Business:
Arwyn handed out the final by-laws, we can vote by e-mail or wait until next meeting due to low attendance. In review to the by-law changes the most important changes are the Debit/Credit Card rules and Board approval on charges over $500.
Dates are tentatively set for:
Registration: January 23rd Try-Outs: February 6th
Draft: February 20th Jamboree: March 26th
*Registration Fees will remain the same, $100/$150
*Opt-Out fees for Snack Shack will remain the same, 2 Games @ $25 each.
Budgets were reviewed and voted upon:
Uniforms/Equipment Budget $17,500 submitted by Jerry.
Brian proposes, Brent 2nds Approved 0-N, 5-Y
Snack Shack Budget $2500+$200(Chili/Food Warmer), Approved 0-N, 5-Y
Brent Proposes, Arwyn 2nds Approved 0-N, 5-Y
Fields Budget, $7,720, approved 0-N, 5-Y
Brian Proposes, Rhonda 2nds Approved 0-N, 5-Y
Fundraiser, The Fireworks Stand was brought up as our main fundraiser, this year should run more smoothly now that we have a full understanding of the process. Approved 0-N, 5-Y
Since we are possibly losing the T-ball Field, it was mentioned that we move the bleachers to the Softball Field or the Coach Pitch Fields since we have more crowds at that field. We will discuss again at the next meeting
Treasures Report:
Arwyn gave the Treasure Report in Christies absence. The primary account has $29,515.31 with $232.97 outstanding, $130.00 for Insurance/Charter Fees. The Snack Shack balance is $2500.
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Meeting adjourned at 7:05
Next Board Meeting: Sunday December 13th , 2015, 6pm @ Casa Tapatia, Meeting Room
Old Business:
Lewis River Little League Board Meeting Notes for 9-14-2015
Members Presents: Arwyn, Brian, Brent, Rhonda, Christie, Kevin, Gessica, Joel, Sheri
Guests: Larry
Date of meeting: September 14th 2015, 6pm
Call to Order: Meeting called to order 6:04
New Business:
Brian distributed notes on goals for 2016 Season, please review for more discussion in October. Highlights include increasing the number of kids per division, more exposure to excite the kids and community, sending Into Letter about the HS Prep program, and joining forces with Kalama if they don’t charter a team in that division.
Positions Available: Safety Officer & Umpire in Chief
Umpire in Chief, A few coaches have reached out to past umpires that may agree to the position if the league will provide additional training. Brian confirmed that LRLL will provide Umpire Training. It was also mentioned that the High School players would be available when it doesn’t interfere with their practices and games.
Try-Outs & Age/Availability & All Stars:
Try-Outs, Stations usually consist of Running, Hitting & Fielding. Do we want to add more? It was discussed that it might be beneficial to have the Managers/Coaches fill out an end-of-year review form to help evaluate the child at Try-Outs. Usually during sign-ups and try-outs is when the parent wants to move the child into another Division. We need to keep the age/availability on a team as our highest priority for moving kids up or down as it becomes most important going into All Stars. The Little League decides the child’s league age, and is most important going into All Stars. It was mentioned that since All Stars is a commitment and to help eliminate any confusion on what is expected of the child and parent, we have the parents fill out an All Star Eligibility Form at registration. This would hopefully eliminate many questions, including why children are moved into the age appropriate division for All Stars.
By-Laws:
Arywyn will make any agreed changes since she’s familiar with the location of most items. The changes will be distributed at the October meeting for final review and acceptance.
Action Items:
Action / Who? / By When?Proposed Approved changes to existing by-laws
Existing: 4. Assignment/Selection of Players – Candidates for all other Divisions will be drafted by the manager in their appropriate division. Using the Draft System from the Operation Manual (Plan A) including options for sons, daughters, siblings of manager and one coach will be protected through the 4th round.
Change: A draft is not required if the same amount of teams are still intact and if the number of players per team are 12 or under.
Arwyn motioned a vote change, Brent 2nds 2-O, 8-Y
Treasures Report:
Christy gave a friendly reminder that budgets are due by October meeting and proposed some Debit/Credit Card rules to discuss at the October meeting.
The primary account has $30421.14 with $1131.68 outstanding.
Old Business:
President:
Angela nominates Brian for president. Kevin 2nds. 0 N, 7 Y.
Vice President:
The league can get some grants if there is a Vice President of Softball. Arwyn motions for Brent to be Vice President. Gessica 2nds. 0 N, 7 Y. Brent will be listed on the LRLL website as VP and on applications as VP Softball. Unless someone wants to be VP of Baseball Brent will be the overall VP.
Safety Officer:
Open position
Umpire in Chief:
Open position
Snack Shack Manager:
It was decided to add this position in addition to or to replace the Volunteer Coordinator as there is more involved in the operations of the Snack Shack. Rhonda has decided to stay working with the Snack Shack and will be the Snack Shack Manager. Misty has said that she wants to continue volunteering with the snack shack as well.
Player Agents:
Arwyn nominates Kevin as player agent. Brent 2nds. 0 N, 7 Y.
Brent nominates Gessica as player agent. Kevin 2nds. 0 N, 7 Y.
Arwyn will be tee-ball player agent. 0 N, 7 Y.
There needs to be another player agent. In the interim, Gessica and Arwyn will help Kevin out if needed for baseball player agent.
Treasure:
Arwyn nominates Christy for Treasure. Brent 2nds. 0 N, 7 Y,
Secretary:
Sheri volunteers as Secretary. Arwyn motions. Brent 2nds. 0 N, 7 Y.
Uniforms& Equipment:
Brent nominates Jerry for Uniforms & Equipment. Brian 2nds. 0 N, 7 Y.
Members at Large:
Matt and Angela will remain as members at large.
Information Officer:
No volunteers for Information Officer. Arwyn will remain as Information Officer.
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President:
Not Present
Vice President – Fields and Maintenance:
Brian has proposed to put together a committee to coordinate various programs in the league. This will include things like planning an All Star Weekend where there will be future All Star (player) games for the younger divisions that are not yet eligible for all stars. There can be a ceremony and celebration this day or weekend. It was discussed about having the All Star Weekend the weekend after the All Star announcement but that weekend is Planters Day.
Other programs would include coordinating tournaments. Would like to put together tournaments and possibly the league can sponsor. Should be able to find two or three tournaments at the beginning of the year and can also have teams come to LRLL.
Discussed possibly having a baseball club where there would be try outs to be on the team.
Would like to create prep programs with Ridgefield and LaCenter and other areas around.
There will be an email sent out for volunteers to be on this committee.
Senior Boys to State: Funding provided by the LRLL was $3500. The boys raised $6100 in donations. There was $4000 over what was needed.
Senior Boys to Regionals: Funding provided by LRLL was $3000. The boys raised $20000 in donations. There was $600 over what was needed.
$4600 back to the League.
The property next to the Fields has been sold. There was a survey done and from the third base tee ball dug out and north belongs to that parcel that was sold. Jerry has run into the developer that purchased the property and got their contact info. The league will talk to the developer about trying to keep the tee ball fields and parking lot. If not, the tee ball fields and parking lot will be lost. About 10 feet of the minors’ fields on the other side is also not the leagues. This piece has not been sold yet and the field can be moved in.
Treasure:
The primary account has $39486.46 with $1500 in deposits outstanding.
Snack shack has $2510. Decided to leave about $2500 in the account.
Firework stand had a scammer and funds lost were $675.
Snack Shack:
Brent purchased a snow cone machine this past season with his own money. It had been voted that one be rented. Brent felt the purchase was the best option. The league has decided to purchase the snow cone machine from Brent. Cost $351. Brent also purchased a tow behind sprayer for $54.80 and the league also decided to reimburse Brent for that.
Player Agents:
Information Officer:
The league would like to see if all the paperwork needed for All Stars can be turned in at Registration. It is believed that most parents gather this info and bring it to Registration and it is harder to get it all at the time of All Stars.
It was suggested for the League to have a float in the Planters Day Parade for all the players, not just the All Star Players. Rhonda has volunteered to help coordinate this.
Snow Flake Bazaar – the League can share Rhonda’s table and maybe hold early sign ups.
Bylaws – the current Bylaws have been sent out to the board members. Please come to the September meeting with proposed changes. Or send them to Arwyn and she can put it all together. Bylaws are what the league goes by in dealing with situations. It needs to be clear and precise the expectations and rules for things like draft, tryouts, and all stars. This will help for a smoother season.
Safety:
Not Present
Umpire in Chief
Not Present
Uniforms & Equipment:
Not Present
Sponsorship Coordinator:
Not Present
Misc:
Future discussions:
Bylaws
Meeting adjourned at 7:27
Next Board Meeting: Monday September 14, 2015, 6pm
Future discussions:
Discuss having end of the season festivities – closing ceremonies – silent auction.
Discuss having games and clinics at the fields between end of the season and all-stars.
Discuss having Future all-star teams
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Meeting adjourned at 7:35
Next Board Meeting: Monday October 12th , 2015, 6pm
Port of Woodland, Conference Room