Mitchell Community Youth League
November 15th (2009) – Board Meeting Minutes
1. Dave Barker (Pres) opened the meeting with (5) board members in attendance. Those board members present were: Dave barker, Scott Moore, Chris Gobin, Darrell Myers, and Brian Fults.
President Barker reviewed the items from the annual meeting as noted below.
a. Board Member’s, Office, and Years Remaining on Term
i. David Barker – President, 2 Years
ii. Greg Phillips – Vice President, 2 Years
iii. Brian McIntosh – Treasurer, 3 Years
iv. Brian Fults – Secretary, 1 Year
v. Scott Moore – 2 Years
vi. Darrell Myers – 3 Years
vii. Chris Gobin – 3 Years
viii. John Payne – 1 Year
ix. Jason Carr - 1 Year
b. Associates agreed upon in last meeting
i. Marty Egers
ii. Larry Tyler
iii. Russell Wilson
c. Eric Jones will be Webmaster
d. League Charter papers will be filed by Dec. Board meeting.
e. Agreed that Scott Moore and Chris Gobin would oversee service to 4-wheeler and Kubota – update….Larry Hardman is taking 4 wheeler to be serviced. Scott will be mowing one more time before having the mower serviced.
f. Decisions are to be made at the board meetings – no independent decisions are to be made regarding league issues.
g. All Financial payments are to be made by Treasurer; purchases will be made by Treasurer and approved prior to payment.
2. There was no Treasurer’s report due to Brian McIntosh (Treasurer) being unable to attend.
3. A tentative schedule was presented and reviewed by the board. Minor corrections are necessary due to gym conflicts. Updated schedule to be ready by Dec. board meeting.
Tentative schedule is listed below.
a. Discuss and Vote on Proposed Target Schedule
i. December 13th - Board Meeting (2PM @ Lehigh)
ii. January 10th – Board Meeting (2PM @ Lehigh)
iii. January 10th – Board Meeting with Associates (3PM @ Lehigh)
iv. January 30th, February 6th and February 13th– Sign-ups
v. February 21st – Board Meeting (2PM @ Lehigh, skip Valentine’s Day)
vi. March 6th – Draft
vii. March 14th – Board Meeting (2PM @ Lehigh)
viii. March 15th – Uniform Order Sent
ix. March 20th – Field Clean-Up Day
x. March 27th – Field Clean-Up Day
xi. April 5th – Practice Begins
xii. April 11th – Board Meeting (2PM @ Lehigh)
xiii. April 24-25 – Host eTeamz Tournament
xiv. April 26-30 – Uniforms Delivered
xv. May 1 – Season Begins, Picture Day, and Fundraiser Begins
xvi. May 9th - Board Meeting (2PM @ Lehigh)
xvii. May 15-16 – Host eTeamz Tournament
xviii. June 14th - Board Meeting (2PM @ Lehigh)
xix. June 26-30 – MCYL Tournaments
xx. July 10-11 – Competitive Team Tournament
xxi. July 11th - Board Meeting (2PM @ Lehigh)
xxii. July 17- 18 – Competitive Team Tournament
xxiii. July 24-25 – Competitive Team Tournament
xxiv. July 31-August 1 – Competitive Team Tournament
xxv. August 8th – Public Meeting
xxvi. September 12th - Board Meeting ( @ Lehigh)
4. Scott Moore was nominated by Dave barker to be Head Groundskeeper for the upcoming year. Motion was seconded by Brian Fults. Motion passed 5-0.
5. Chris Gobin has agreed to be responsible for getting an accurate count of all league equipment, and determining what items need to be replaced. Report to be presented to board during Dec. meeting.
6. Discussion was had regarding action steps to be taken regarding the Babe Ruth Field. It was decided that home plate shall be moved and all bases repositioned. Infield to be leveled, and grass planted where necessary. Fencing and gates will be installed to “close” in the playing area.
Concession stand and bathrooms are to be remodeled. Chris Gobin was appointed to head up the work on the playing field portion, and Scott Moore was appointed to head up the work on the concession/bathroom project. Both project managers are to start work as soon as possible and report to the board. This is going to take quite a bit of work by everyone involved to get it done. Work dates will be set by the Project managers, and communicated to all involved. Updates to be presented at Dec. meeting.
7. Discussion was conducted regarding field night coverage for Lehigh and High School fields.
It was decided that Either one Board Member or Associate is to be at High-School Softball Field on game nights and (1) Board Member and (1) Associate is to be at Lehigh Field on game nights.
The Assigned schedule will be set after league schedule is set avoid any coaching conflicts.
8. The board discussed the Pepsi/Coke contract for the upcoming year. It was decided by vote to
Allow Brian McIntosh to discuss options with Reps from both suppliers, and decided the best course of action for the League. Vote was 5-0 in favor.
9. Discussion was conducted regarding changing all existing locks at the facilities. It was decided
that all locks are to be changed. All locks will be keyed alike with the exception of the concession stand entrance door, which will be keyed separately. Brian Fults will see to the lock change, and distribute new keys to necessary individuals.
10. Discussion was had Defining and Approving Associate Member Roles. The following Associate
Positions were discussed and approved: 5-0 in favor.
i. Webmaster: Updates web page with all pertinent information that he receives from board. Eric Jones has accepted to do this.
ii. Concessions: Reports to treasurer, keeps proper inventory of supplies, schedules concession stand staff, cleans concession stands, and makes sure that treasurer receives money by the following morning. Kim Porter has volunteered to fill this position along with an associate to be named later.
iii. Softball: Reports to board. Gives support and direction to the board concerning softball needs. Works as a liason between MCYL , MCS, and MCS Coaching Staff. Mike Collins was discussed filling this position. He will be contacted to see interest level.
iv. Tournament Director: Posts tournaments on eTeamz webpage, gives information of tournament (rules, dates, etc.) to webmaster for posting, works with concession stand associate, umpire director, trophy associate, and board for proper staffing, has entry fees sent to treasurer. No nominations
v. Fundraiser Associate: Does everything concerning fundraising activity, including; preparing, distributing, scheduling, receiving funds and transferring profits to treasurer. Also sends information to webmaster. Heidi Myers has agreed to fill this position.
vi. Scheduler: Prepares practice schedule, season schedule and league tournament schedule. Updates schedule when rainouts occur. Distributes schedule and updates to player agents, posts at fields, and sends to webmaster. Tom Porter has agreed to fill this position.
vii. Uniform Associate: Receives order from board, places order with uniform maker, picks up uniforms when they are done, and distributes them to coaches the week prior to the first game. Trena Jones was discussed and will be contacted for interest level.
viii. Trophies: Orders trophies for eTeamz tournaments, tee-ball teams, league season champions, and league tournament champions. Also, prepares certificates for all other team members. No nominations
ix. Sponsorship/Signs: Larry Hardman has agreed to handle this. Will gather sponsorships and give report and funds to treasurer. Larry Hardman has agreed to accept this position.
x. Groundskeeper Associates (3): Will assist and report to the head groundskeeper. The head Groundkeeper (Scott Moore) will seek out candidates to fill these positions, and will report to the Board at the Dec meeting.
11. It was decided that the 4 wheeler, and the Kubota will be stored for the winter at Scott
Moore’s residence. The board felt this is a more secure option than leaving them at the fields.
12. It was decided that a mailbox system will be put in place for all board members, associates,
and coaches. The mail boxes will be placed in the main building and any vital information (schedules, picture forms, fundraising, etc) will be placed in the appropriate slots.
13. December’s Agenda
a. President’s Report
b. Treasurer’s Report
c. Old Business – Review of projects in process
d. New Business
i. Player Agents
1. Roles established
2. Nominated and put in place
ii. League Rules Established
iii. Coaching Responsibilities established
iv. Coaching Clinic?
v. Competitive Team
1. Director Selected
2. Funding for Teams
3. Rules for Teams established by Board
4. Tryout Dates selected so they can be put on sign-up sheets
5. Coaches selected
vi. Any other agenda items?
14. Meeting was adjourned at approx 4:15.
1. welcomed new board members (Brian M. & Russell)
2. voted to add Jody Ingram to the Board for a one year term (unanimous)
3. Discussed fast pitch extensively.
Divisions for girls will be 5/6, 7/8, 9-11, and 12-14.
We will see how much interest we have for ages 15-18 and then decide what action if any to take.
We will play fast pitch rules with a limited arch pitch for both leagues.
Games will be played on the High school field.
HS will keep the fields mowed.
We are responsible for dragging, lining, etc of the fields on game nights.
The money from Ted's league will be transferred to a separate MCYL fund and used exclusively for the fast pitch 9-14 league, and travel teams.
All registration/sponsorship monies will be deposited into the MCYL general account.
Concessions issues were discussed and tabled.
Scheduling of field time and game dates to be coordinated thru the board and Coach Woolems.
Travel team members must be Rec league members.
HS MAY provide transportation to and from travel games.
4. We will have (3) more sign-up dates.
those dates are 3/14, 3/21, and 3/28.
sign-ups will take place at Burris gym from 10-2 on those three dates.
5. Flyers will be distributed to the school early next week. (Eric to get flyers and Brian will take to schools)
6. Announcements will be made at the Jr. High and High School re: sign-ups. (Eric mason to take care of)
7. Draft day will be April 4th at the Mann Building
8. Uniform orders will be placed by April 6th (Trina is taking care of this)
9. We will start playing the week of May 4th.
10. Picture Day will be May 9th, with a make-up day of May 16th.
11. Tom Porter has agreed to do all scheduling for the league this year.
First order of business was getting the quote from Masa for 6 dozen 11 inch softballs, 45 dozen baseballs, 4 sets of bases, 3 home plates, 3 four way pitching rubbers, 2 new digital pitching machines, 1 case line paint, and 1 dozen umpire indicators from board member Chris Gobin. The initial quote was $3,700. The go ahead was given to place the order. The second order of business was deciding if the 9-14 girls would be allowed to use fastpitch bats. It was decided that this year it would be fine, but next year it would be enforced that you cannot use them. We then discussed if wooden baseball bats would be allowed, and as a board we decided that they could, but all bats could not exceed the 2 and 1/4 inch diameter. We next discussed the needs to have 2 paid umpires on the 7/8 field, as well as 9/10, 11/12, and 9/14 age groups. The wage for 9/10, and 11/12 boys is $15.00 for the plate umpire, and $10.00 for the field umpire. The wage for the 7/8 umpires is $10.00 for plate, and field umpires alike, due to use of the pitching machine for the girls, and coach pitch for the boys. The wage for the girls 9/14 umpires is $10.00 for both. Shannon Cox volunteered to run the concession stand this year, and was given the authority to do all of the ordering of products, and hiring of employees. The board then voted on the purchase of a Frushee slush/icee machine used from an individual for $1,000.00. The vote was yes. The next vote was to purchase new urinals for the restrooms, and the vote was yes. The next order of business discussed was Shannon Cox contacting Tim Florence to come to the fields, and install an outlet in the ground on the 7/8 field by the pitching rubber for the girls to use the pitching machine. It was then decided that sign-ups were officially closed, to allow us time to get the shirts done by the first game of the season, May 10th.
The Mitchell Community Youth League held a meeting Sunday, March 2nd, at 2:00pm for all individuals interested in coaching teams for the 2008 season. President Eric Mason introduced himself and the other board members to the possible coaches. A copy of the leagues code of ethics was then passed around for all to look over. It was explained that all coaches would be required to sign one at the draft, to avoid any confrontations during the 2008 season. If any coaches do not abide by any one of these ethics, they will be removed from their coaching position, immediately. Next a list was passed around for all individuals to sign in and provide their email addresses for future communications. Then it was explained that all head, and assistant coaches would be required to be certified for coaching, by May 1st, 2008. It was told to all to go to baberuthcoaching.org to take the course and become certified, and that the certification was good for life. The board then listened to some of the concerns and questions that coaches had, and said that all these questions would be voted on and decided at the boards next regularly scheduled meeing, on March 9th, 2008. Coaches were then released from the meeting, and board members had a brief meeting, where all coaches forms were went through, and separated all interested in coaching, and what age they were interested in. The board members then decided to have the flag pole moved at the fields, and to let Spice Valley Landscaping plant some trees around the fields. It was discussed that all of the broken parking curbs would be removed and replaced with new ones after the lot was regraveled.