TCLL Board Meeting
March 27, 2008
BJ’s
Attendees: Steve Cousins, Jeff Oliver, Max Dunn, Joe Mardesich, Matt Waite, Perry Farnum, Anthony Yanez, Barun Mukherjee, Helene Workman, Deirdre Lum
1. Motion to Approve minutes passed unanimously.
2. Presidents Report
a. senior kickoff meeting is May 13
Action Item: Joe will send note to Steve to get Joe on mailing list for Seniors
b. tournament of champions starts on June 16
1. There was discussion at the Presidents’ meeting about not participating in TOC because it interferes with All-Star practices but no decision was made.
c. All-star night is June 26
3. Player Agent report – all is fine,; there is a 7 year old who currently wants to join farm. There was discussion that if there is concern about a child with special needs, the manager should talk to the players agent.
4. Treasurer’s Report
a. Fees from player registrations is $2000 below target
b. Barun hasn’t seen any $ from Sponsors yet.
c. Action item: Joe will call Charles and will follow up with Jeff after so that Jeff knows status of existing Sponsors.
d. We need to focus on generating revenue (getting Sponsors – target for Sponsors is $4000) to reach balanced budget.
e. Jeff is talking to Outback, Score, BJ’s, …
f. We need to make it easy to hang banners
g. There is a person who wants to volunteer, but he does not have children in the league. Action Item: Joe Mardesich will follow up with him to get paperwork completed. Action Item: Steve will tell Carrie that he can’t work snack shack until he is checked out.
h. We need to figure out how much soda costs us in snack shack. Carbonic cylinder rental is $144 a year. Syrup is 26 cents per serving. Action Item: Jeff will call the company to discuss the pricing.
5. Snack Shack Status
a. Open. Steve gets envelopes from Carrie and they all check out within a few dollars. One time $30 low. One day high. Concerns about spending, e.g. soda, spent $2000 and haven’t broken even yet. Unclear how much money we will make. Opening Day we made $920. Last year $1400.
b. Inventory Procedures – we don’t have procedures now because there aren’t resources to manage it.
c. Free Food Policy
d. How to account for food given out as leftovers.
e. There was discussion about having a Snack Shack Policy. Various ideas for inclusion in the policy were discussed as noted below:
1. No kids should have keys to snack shack.
2. No kids should be in snack shack unless 12 years of age and they have to sign a policy form and if they violate policy they can’t work there for the rest of the season.
3. Every thing gets rung up.
4. Have to work a shift to get free food.
5. Have an inventory schedule
6. Only snack shack volunteers that day who work a shift get a small free food.
7. Should not be any freebies except water for empire.
f. At the end of the day, it was decided that Matt would take an Action Item: Matt will draft snack shack policy and circulate to Board via email for review. Also, there was a Motion: No free food other than water for umpire. The Motion passed with 7 in favor, 1 against and 2 abstentions.
6. Equipment:
Anthony requests more yellow balls.
All machines are working.
7. Field Report
The costs come to $500 and won’t need more, so remainder can be moved to general fund.
8. Safety Report
a. safety manual is on line
b. Perry mailed it to Little League
c. will be printing out manuals and handing them to the teams
d. There are 13 coaches who need to fill out volunteer forms – otherwise Perry has completed forms.
e. 7 team moms still need to fill out the forms.
f. Perry proposes we issue a 7-day notice from today to complete forms and that next year we make the cut-off on opening day. Motion all volunteer forms must be on file by Friday April 4, or Board disqualifies the coach/team mom from participating. Passed Unanimously.
g. Action Item: Max will make it easier to find volunteer forms.
h. Perry needs volunteer to help check volunteer forms through national daabase within next week. Action Item: Matt will help Perry.
i. Perry has expenses for first aid kits totaling $100.
j. Perry needs key to umpire booths and snack shack and shed.
k. Perry made a motion to purchase tooth canisters and epi-pen. The motion was deferred pending information on costs of such items. Action Item: Perry will get a cost estimate to purchase tooth canisters and epi-pen.
l. There is a Mandatory First Aid clinic held by the League. Perry encourages increased Tri-Cities participation.
9. Pancake Breakfast
a. The Pancake breakfast is April 5.
b. Action Item: Max will put up a form on the web so that folks can sign up to volunteer at the Pancake Breakfast.
10. Refunds
a. There was discussion about what the refund policy should be when players who sign up later decide to not play. We incur costs such as uniforms. Additionally, we pay fees to PayPal, but do not get back those PayPal fees when we do refunds.
b. Motion: To have a refund policy as follows: 15% fee if withdrawing before the draft, 50% fee if withdrawing after draft but before Opening Day and 100% fee (i.e. no refund) if withdrawing after Opening Day.
c. There was also discussion that there is also a cost when players change teams. Motion: To charge a $25 Team Change Fee when at the player’s family’s request, a player changes teams.
11. There was discussion that the most senior home team manager should stay in the snack shack until it is closed and should walk the volunteers out. Action Item: Max will send out reminder to managers.
12. There was mention that the Board should discuss a discipline policy, but the discussion was deferred to the next Board Meeting.
13. There should also be a discipline policy regarding Managers and Coaches. Complaints about a manager or coach should be directed to the President. If there is an issue, it should then be escalated to the TCLL Board.
14. Motion: To adjourn at 9:26PM. Passed unanimously.
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