Minutes 20140715

Minutes for July 15, 2014 Santa Teresa Little League Board Meeting

 

Meeting called to order @ 7:10pm; Santa Teresa Community Library

 

Present: Joe Schumaker, Brent Frame, Monica Frame,Larry Ramirez, Vicky Ramirez, Jeff Payne, Bob Harrington, Brian Gilbaugh, Scott Johnson, Jeff Canter, Leah White, Jose Valdez, Alex Villaneda, Stephanie Palmeri Farias, Valerie Deshong, Brad Scadden, Ruben Escobar, Chris Morello, John Tran, Steve Selbo, Andrea Martinez, Gil Barretto, Thanh Barretto, Mark Gomez, Frank Williamson, Thom Mercurio, Tim Gordon

Guest: Josh Deshong

 

I. President:

  1. Introduction of any new board members

  2. New board positions for anyone who would like to move--

  3. Discussion of committees and how they work; everyone is welcome to join the meeting and discuss.

  4. If kids go to school in our boundaries, they can play

  5. Missing Erickson and Randol not on list for SJ Unified, Canoa School. Gil will add to website

 

II. Treasurer

  1. Budget for 2014-15 year: pushed to next meeting due to treasurer’s absence

 

III. Safety Officer Report: None

 

IV. Player Agent

  1. Fall Ball Registration numbers: in good shape; total of 134 players so far.

  2. 2 in-person registration for fall ball: Mt. Mikes and Round Table in August; need about 4 people to help; Mark will reach out to board if he needs additional assistance

  3. Need list of OG managers to send out reminder to coaches about coaching fall ball

  4. Need to send out email to families and coaches once Gil consolidates the info from Brent F.; Brent will send out the email

  5. Fall Ball practice days:

    1. 15U, 12U and 10U practice 2x a week and 1 game;

    2. 8U, 6U practice once a week; leave up to managers, but need to to give them a maximum.

      1. Motion for 15U, 12U, and 10U to have 3 events max, and 8U and 6U for no more than 2 events; BOD approved.

    3. be aware of not overthrowing a player’s arm, given health issues

    4. need a director or 2 who can help run Fall Ball:

    5. Joe and Gary will help out the t-ball coaches

    6. Need a 2 hr coaching clinic for lower division

  6. Scott suggested having an abridged fall ball BOD: those who has a child doing fall ball will be expected to be on this Fall Ball Board, and help deal with the running of fall ball.

  7. Division directors hold meetings with their divisions for fall ball, so all rules and regulations can be conveyed, and assistance be given if needed

  8. Keys for fall ball, whether managers get the keys to snack shack to open them or not; will be decided at next meeting

  9. Directors for fallball:

    1. 6U director: Joe

    2. 8U: Alex and Brad

    3. 10U: Jeff Payne

    4. 12U:  Tim; Vicky will help

    5. Jrs: Steve S., Scott

 

V. Fields

  1. signages:

    1. will order banners and put them up. No later than 2 weeks from now;

    2. 4x8 signs with new logo, wrap over the existing ones: Anderson, Frost (need school approval for sign), and Bernal:

      1. Thom M. said to send him the bill.

    3. Home/Visitors for dugouts

    4. Parents “Remember” signs at every field

    5. Brad will do layout and send to fields committee

  2. Allen at Steinbeck field

    1. Discussion about cost to utilize the field and City of San Jose bidding process: $60/hr for use of the field; from cost-basis, we are most likely not going to use that field

    2. Contact with South San Jose Youth Soccer League: will write a letter with us to try to counter this.

    3. Plan of action: trying to get the Mayor and other officials involved so that we can try to get the prices more reasonable and more community friendly.

      1. Thom suggested looking  into the history of the Allen field, how it was supposed for OGLL usage, and use that in governmental discussions.

      2. Let’s contact the SJ Board of Commerce and go from there before we threaten bad press.

      3. OG has a major storage there, and so need to figure out what to do if we don’t have Steinbeck.

  3. Practice fields: all the fields are listed online under MAPS    

 

VI. Equipment/Uniforms

  1. Fall uniforms

    1. Logos on uniform will be a one color print of Full League name across the chest, no baseball but with the little league emblem. Uniforms will be one color only for all ages.

    2.                        Uniforms                        Caps

      1. 12u                One Color - 2 Button              Flex Fit

      2. 10u.              One Color - 2 Button              Flex Fit

      3. 8u                  One Color - 2 Button.            Velcro

      4. 6u.                One Color - No Button.          Velcro

  1. Teams in order of preference;

    1.      Team              Uniform Color                                      Caps Color

    2. 1.  Giants      Orange Jersey/ Black Lettering          Black Cap/ Orange Trim Lettering

    3. 2.    A's            Green Jersey/ Yellow Lettering          Green Cap/ Yellow Trim Lettering

    4. 3.  Pirates      Gold Jersey/ Black Lettering              Black Cap/ Black Trim Lettering

    5. 4.  Dodgers    Royal Jersey/ White Lettering            Royal Cap/ White Trim Lettering

    6. 5.  Tigers        Navy Jersey/ Orange Lettering          Navy Cap/ Orange Trim Lettering

    7. 6.  Yankees    Navy Jersey/ White Lettering            Navy Cap/ White Trim Lettering

    8. 7.  White Sox  Black Jersey/ White Lettering            Black Cap/ White Trim Lettering

    9. 8.  Rockies      Purple Jersey/ White Lettering          Purple Cap/ White Trim Lettering

    10. 9.  Reds or Cardinals      Red Jersey/ White Lettering.              Red Cap/ White Trim Lettering

 

  1. If needed will create more teams. Need to make sure the 15U are also covered

  2. September 13 is probably the 1st game; so need uniforms about 10 business days before that.

  3. Motion to pass the uniforms and hats; 1 abstain, all approved.

 

  1. Equipment needed for Fall

    1. Equipment collection: OR and OG; need to consolidate everything first, and will have a better idea of what else is needed

    2. Should have plenty for fall

    3. Need more safety kits and balls

    4. Some of the quality is not top-notch, but safety-wise everything is fine.

    5. Suggested that Bat racks and helmet racks be provided per team; $12/piece;

      1. John will set up meeting for Equipment committee and will bring this up.

      2. Build-in bat holders may be better (Anderson has them); to be discussed in fields committee

    6. Also got some left-handed catchers’ gloves (7).

    7. There are some old equipment that can be donated--Valerie and John will work this out

 

VII. Information Officer

  1. Emails: need to set up emails for each person once his/her board position is finalized

    1. to avoid any miscommunications or confusion, only 1 person should be receiving the emails for that position, so need to decide who’s going to be receiving those emails

  2. Redirect OGLL/ORLL websites to STLL

 

VIII. Division Directors: None

  1. T-Ball

  2. A

  3. AA:

  4. AAA:

  5. Majors:

  6. Intermediate

  7. Upper Division

 

IX. Concessions: None

 

X. UIC

  1. Brian and Frank have new umpire policy and budget and will send to respective committees for review

 

XI. Sponsorship/Special Events

  1. Met and modified sponsorship document and merged them into one.

  2. It was proposed that each team get a sponsorship of at least $500;

    1. with regards to the budget, it was expected that at least half the league would get team sponsorship

    2. the details of this topic will be discussed at a later meeting

  3. Yearbook: OG parents are used to getting them; OR doesn’t know what they look like; suggestion was made to handing them out, free of charge, to each player/per family

    1. Motion that we have a yearbook: vote passed; 1 abstain; 2 against

    2. details will be discussed at a later date

  4. Joe states that the prime time for getting sponsorship is before Opening Day; the Board should be trained on how to solicit sponsorships

    1. Thom suggested just sending a sponsorship invoice to current sponsors

  5. Motion to have sponsorship form approved: passed

  6. Movie Nite on Aug. 16 @ Bernal, 8:30pm, to promote community and celebration of STLL

    1. invite everyone, all families

    2. sell simple ST shirts (gray)

    3. fall ball registration: give  info that it’s still going on

    4. have concessions, but no BBQ.

  7. Some/No games on Opening Day so to keep everyone together.

    1. held at Frost because of its large space and parking availability (church across the street; just needs to pick up all trash after event)

    2. Could do a Challenger game--Contact Jim if this is OK, as it would be at Frost

    3. Picture Day will not be on opening day as too many kids; maybe at pancake breakfast event; still to be decided.

 

XIII. Miscellaneous:

  1. Small decal to give out for free on movie night

  2. Order ST hats to start promoting STLL

  3. Still needs a place for the 50/70 portable mound

  4. Need to put for Jr. 15 U on registration

  5. Board Meetings will be the 3rd Tuesday of the month, starting at 7:30pm, and will always be at Santa Teresa Library Community Room, unless otherwise indicated.

 

Meeting adjourned at 9:30pm

Next meeting: Tuesday, August 19, 7:30pm, Santa Teresa Library

 

 

Executive Board

  • President

  • Vice-President

  • Player Agent

  • Treasurer

  • Secretary

 

Finance Committee.

The Board of Directors may appoint a Finance Committee consisting of not less than three (3) nor more than five (5) Directors. The Treasurer shall be an ex-officio member of the Committee. The Committee shall investigate ways and means of financing the Local League including team sponsorships and submit recommendations.

·        It shall be responsible for taking up collections at games, if such collections are authorized by the Local League, and shall turn over said collections to the Treasurer immediately after each game.

Grounds Committee.

The Board of Directors may appoint a Grounds Committee which shall be responsible for the care and maintenance of the playing field(s), buildings and grounds. It shall operate within the amount appropriated in the approved budget for that purpose.  The Committee shall investigate and recommend available, suitable sites and plans for development, including ways and means, the latter in cooperation with the Finance Committee. It shall be responsible for repair and improvement recommendations, other than normal maintenance, and supervise the performance of approved projects.

Auditing Committee.

The Board of Directors may appoint an Auditing Committee consisting of three (3) Directors. The President, Treasurer or signatories of checks are not eligible. The Committee will review the Local League’s books and records annually prior to the Annual Meeting and attach a statement of its findings to the annual financial statement of the President and Treasurer; or may, if directed by the Board of Directors or Membership, secure the services of a Certified Public Accountant to accomplish such review.

 

FINANCE/ AUDITING COMMITTEE:

Treasurer/ Vice President/ Secretary/ (President)

 

UNIFORM COMMITTEE:

Equipment Director/ Player Agent/ Vice President/ (President)

 

EQUIPMENT COMMITTEE:

Equipment Director/ Safety Director/ Coaching Coordinator

 

FIELDS/ GROUNDS COMMITTEE/ :

Fields Director:

Major Fields:

AAA Fields:

AA Fields:

A Fields:

TeeBall Fields:

 

SPECIAL EVENTS COMMITTEE:

Special Events Director/ Sponsorship Director/ Concessions Director

 

 

PROTEST COMMITTEE:

Coaching Coordinator/ UIC/ President (Vice President)

 

Constitution/Bylaw committee

 

President - Apart from all other considerations, sound leadership, couched in knowledge, experience and common sense, is the greatest requirement and most exemplary qualification of the man or woman selected as president of a Little League.

While efficient organizational and administrative abilities are desirable credentials, the search for good leadership must transcend all other attributes in the adult who gives direction to the Little League movement in the local community. Dedication to the goals and purpose of Little League is inherent in the volunteer aspect of those who serve, but not everyone who serves is gifted with the quality of leadership. Presidents must reflect these qualities if they are to be of benefit to children.

The president has many responsibilities in the administration of the league. Each President is elected by, and is accountable to, the local league board of directors. Duties of a president are described within the limits of the rules and regulations, and within the local league constitution, giving each president the ability to oversee the affairs of all elements of the league.

As the chief administrator, the president selects and appoints managers, coaches, umpires and committees. As such, no person becomes a manager, coach, umpire or committee member without the approval of the president. However, all appointments are subject to final approval by the local league's board of directors.

Importantly, the president is the officer with whom Little League International maintains contact. The president also represents the league in the District organization.

The president should be the most informed officer of the league. Each president must know the regulations under which Little League operates and in authorizing the annual application for charter, binds all members of the league to faithfully observe the regulations. Little League Baseball International Headquarters reserves the right to require a league to remove any officer who does not carry out the terms of charter application. Serious violation can result in loss of the league's charter by action of the Charter Committee in Williamsport, Pennsylvania.

Beyond the requirements of league administration, the president should personify the best public image in reflection to the community at large. Each president should take an active role in gaining support and winning friends for the league program.

The president presides at league meetings, and assumes full responsibility for the operation of the local league. The president receives all mail, supplies and other communications from the Little League Headquarters. A president may manage, coach or umpire, provided he/she does not serve on the protest committee, nor serve as tournament team manager or coach.

Vice President - The vice president presides in the absence of the president, works with other officers and committee members, is ex-officio member of all committees, and carries out such duties and assignments as may be delegated by the president. Separate vice presidents may also be selected to oversee individual divisions within the league. If so, one vice president should be selected as the one to preside in the absence of the president. A vice president may manage, coach or umpire, provided they do not serve on the protest committee.

Secretary - The secretary maintains a register of members and directors, records the minutes of meetings, is responsible for sending out notice of meetings, issues membership cards and maintains a record of league's activities.

Treasurer - The treasurer signs checks co-signed by another officer or director (or as directed by the local league's constitution), dispenses league funds as approved by the board of directors, reports on the status of league funds, keeps local league books and financial records, prepares budgets, and assumes the responsibility for all local league finances.

Player Agent - The player agent conducts annual tryouts, is in charge of player selection, assists the president in checking birth records and eligibility of players and generally supervises and coordinates the transfer of players to or from the Minor Leagues according to provisions of the regulations of Little League Baseball. Separate player agents may also be selected to oversee individual divisions within the league. The player agent must not manage, coach or umpire in the division over which he/she has authority, unless the local league has received explicit written permission to allow this from Little League International.

Safety Officer - The safety officer coordinates all safety activities including supervision of ASAP (A Safety Awareness Program), ensures safety in player training, ensures safe playing conditions, coordinates reporting and prevention of injuries, solicits suggestions for making conditions safer, and reports suggestions to Little League International through the ASAP system.

Information Officer (recommended but not required) - The information officer manages the league's official home page on active.com, manages the online registration process and ensures that league rosters are maintained on the site, assigns administrative rights to league volunteers and teams, ensures that league news and scores are updated on a regular basis, collects, posts and distributes important information on League activities including direct dissemination of fund-raising and sponsor activities to Little League International, district, public, league members and media, serves as primary contact person for Little League and active.com regarding optimizing use of the Internet for league administration and for distributing information to league members and to Little League International, and displays enthusiasm for using the Internet for league administration, for sharing information and for creating a more enjoyable and efficient Little League experience.

Coaching Coordinator - Represents coaches/managers in league; presents a coach/manager training budget to the board; gains the support and funds necessary to implement a league-wide training program; orders and distributes training materials to players, coaches and managers; coordinates mini-clinics as necessary; helps implement www.LittleLeagueCoach.org as the manager-coach education program for the league.

Concession Manager (recommended but not required) -

  • Maintains the operation of concession facilities

  • Organizes the purchase of concession products

  • Responsible for the management of the concession sales at league events

  • Schedules volunteers to work the concession booth during league events

  • Collects and reviews concession related offers including coupons, discounts and bulk-purchasing opportunities

  • Organizes, tallies and keeps records of concession sales and purchases

Sponsorship/Fundraising Manager (recommended but not required)

  • Solicits and secures local sponsorships to support league operations

  • Collects and reviews sponsorship and fundraising opportunities

  • Organizes and implements approved league fundraising activities

  • Coordinates participation in fundraising activities

  • Maintains records of monies secured through sponsorship and fundraising initiatives

Head Umpire/Chief Umpire (UIC) (recommended but not required)

  • Provides Umpire Training

  • Schedules Umpires