Meeting Minutes

Meeting Minutes (11)

%AM, %17 %102 %2017 %01:%Feb

1-18-2017 Meeting Minutes

Written by

Chaires-Capitola Little League, Inc.
Meeting Agenda

Meeting Date:1-18-2017
Meeting Time:7:00 PM at Backwood's Crossing
  1. Determine if there is a quorum present (Erin C.)
  2. Call meeting to order (Erin C.)
  3. Officer Reports (Erin C.)
    • President (Erin C.)
    • Vice President (Craig S.)
      • Tax returns for all outstanding past years have been filed.
      • Remaining issue is to get 501c3 reinstated with IRS. Craig will take care of this.
    • Treasurer (Mike C.)
    • Secretary (Keith W.)
    • Board Role Designations for 2016-2017
      • President - Erin Cuzzort
      • Vice-President - Craig Smith
      • Treasurer - Mike Conway
      • Secretary - Keith Wemm
      • TeeBall Player Rep - Jenna Harper
      • Machine Pitch Player Rep - Craig Spickard
      • Minor Baseball Player Rep - Kevin Corradi
      • Major Baseball Player Rep - Chad Pursell
      • Concession Manager - Michele Garber
      • Volunteer Umpire-in Chief - Kevin Corradi
      • Safety Officer - Katherine Fleming
  4. Registration numbers
    • Registration numbers looking good. On track to match last years numbers
  5. Team/division break-down
    • Majors 5 teams
      • Peter Fisher
      • David Greg
      • Kasey Pressley
      • Eric Shugart
      • Craig Smith
    • Minors 8 teams
      • Keith Wemm
      • Billy Strickland
      • Bill Garber
      • Chad Pursell
      • Elkahn Gray
      • Jason House
      • Joey Matthews
      • Brit Williams
    • Machine Pitch 7 teams
      • Ken Powell
      • Kevin Corradi
      • Chip Huggins
      • Mike Glantz
      • Allan Malone
      • Bob Sanders
      • Dylan Payne
    • TeeBall 5 teams
      • James Beech
      • Russ Clark
      • Elizabeth Garber
      • Joshua Haddock
      • Tanner Akos
      • Scott Maphis
  6. Concession Stand
    • A Safe that can be bolted down to the floor and possible fit in the front concession area
      • Approved for purchase
    • A new 6-burner flat griddle grill
      • Approved for purchase
    • Popcorn machine
      • Approved for purchase
    • Sno Cone machine
      • Not going to purchase
  7. Hat/uniform discussion
    • Uniform type aggreed to
  8. Sponsorship update
    • Sponsorships on track
  9. Equipment update
    • Approved for purchase
  10. Next Meeting February 17, 2017 at 7:00 at Chaires Community Center
  11. Adjourn
%PM, %30 %901 %2015 %20:%Sep

9-30-2015 Meeting Minutes

Written by

Chaires-Capitola Little League, Inc. Meeting Agenda
Meeting Date:9-30-2015
Meeting Time:7:00 PM at Chaires Community Center

APPROVED MEETING MINUTES:

  1. Determine if there is a quorum present (Erin C.)
  2. Call meeting to order (Erin C.)
  3. Approval of minutes from 8-31-2015 meeting (Erin C.) APPROVED
  4. 2015-16 Board Assignments
  5. Discussion with Dean Richards about bleecher canopies (invited) - Hold off on canopies, get new batting cage, playground is still on way, improvements to home plates on all the fields in off season
  6. Umpires - Increase amount paid to non-volunteer umpires - $40 uncertified - $50 certified
  7. Fundraising - Update on 2015-16 fundaising - we have $1450 in sponsorships, including 3 team and one banner sponsorship.
  8. Big Baseball - Exploratory Committee formed - Craig Smith, Keith Wemm, Mike Glantz and Erin Cuzzort
  9. Saftey - Brief on parent concerns regardign combination of Minors and Majors this Fall. Coaches will keep an open dialogue during games and be flexable to optimize saftey.
  10. Schedule Next Meeting (Erin C.) Erin is looking at dates in October.
  11. Adjourn Meeting (Erin C.)
%PM, %30 %901 %2015 %20:%Aug

8-31-2015 Minutes

Written by

Chaires-Capitola Little League, Inc.

Unaaproved Minutes from August 31, 2015 Meeting

Determine if there is a quorum present (Erin C.)

  • Mike Conway
  • Mike Glantz
  • Danny O’Donnel
  • Erin Cuzzort
  • Chad Pursell
  • Daniel Jeffers
  • Craig Smith
  • Keith Wemm
Quorum Present

Minutes from 7-15-2015 Meeting Approved

Finance

  • Resonable cause letter to go to IRS to try to get relief from the $14,000 tax and fee penalty
  • FMB willing to give records at a rate of $25 per hour.
  • Need to file 990s for 2013-14. Craig and Mike will contact Accountant and submit information to get that taken care of
  • Craig clarified that our charter is still valid as we work to resolve the 501c3 status with IRS

Fall Ball

  • Combine Majors and Minors into one Baseball Division
  • Send email to Majors letting them know that the leagues are going to be combined

Evaluations

  • Follow same process that we used in the Spring

Uniforms

  • Move forward with purchase of uniforms

Draft

  • will take place on September 14. MP at 6 and Baseball Division at 7

Equipment Clean Up

  • Sunday September 13 at 4:00

Coaches

  • Baseball Division
    1. David Gregg
    2. Peter Fisher
    3. Chad Pursell
    4. John Bentley
    5. Mike Glantz
  • Machine Pitch
    1. Joey Matthews
    2. Allan Malone
    3. Russ Clark

Member Meeting

  • email the members asking to see if anyone would like to be placed on the ballot
  • All current members except Adam Cowhey are returning. We are still confirming with Chris Mantzanas

Next Meeting will September 10, 2015 at 6:30.

%PM, %15 %900 %2015 %20:%Jul

7-15-2015 Minutes

Written by

Chaires-Capitola Little League, Inc.

Approved Minutes from July 15, 2015 Meeting

Determine if there is a quorum present (Erin C.)

  • Keith Wemm
  • Craig Smith
  • Adam Cowhey
  • Danny O’Donnel
  • Erin Cuzzort
  • Chad Pursell
Quorum Present

Sponsorship

  • Eliminate the 2X6 banner sponsorship for 2015-2016

Fall Ball

  • August 1 registration opens
  • Onsite registrations on 8-8, 8-15, 8-22
  • Evaluations on September 8-9
  • Draft on September 14
  • Practice starts on September 15
  • Games start on September 28
  • No TeeBall
  • $50 for division fees

All Stars

  • Formalize rule that if you do not play in your league age designated division during the regular season, you cannot play in that division in All Stars

Finance

  • FMB wantes to charge from statements for past year's filings
  • Discussion about sending letter to IRS to get them to remove interest in penalties stating that that informaion is unknow because of the criminal activity at Chaires

Canopies

  • Agreed to move forward with the project. We will reach out to Chuck Urban to see if he can attend our next board meeting to discuss the plan for fundraising for the $7500 that will be the leagues contribution

Rules Review

  • Craig Smith will head up a rules review

Next Meeting will Monday, August 31.

%PM, %26 %900 %2015 %20:%Apr

4-26-2015 Minutes

Written by

Chaires-Capitola Little League, Inc.

Unaaproved Minutes from April 26, 2015 Meeting

Determine if there is a quorum present (Erin C.)

  • Keith Wemm
  • Craig Smith
  • Adam Cowhey
  • Mike Conway
  • Danny O’Donnel
  • Erin Cuzzort
  • Chad Pursell
Quorum Present

Briefing on County Projects from Leigh Davis, Director of County Parks and Rec

  • Playground outside Dreams outfield
  • 60-90 field in 2017
  • Canopies

Finance

  • District Bill - Still waiting to get information about how this money is being used before we pay it.
  • League currently has $18,000 in the bank
  • We expect to have bill from CPA and still have the IRS penalties hanging over our heads.

Canopies

  • Agreed to move forward with the project. We will reach out to Chuck Urban to see if he can attend our next board meeting to discuss the plan for fundraising for the $7500 that will be the leagues contribution

Majors Yankees Team Meeting

  • Held a meeting with 7 of the team’s parents to discuss concerns.

League Tournaments

  • Tournaments for Machine Pitch and Minors will be held during the last week of May
  • We will use the first week of June as a back up in case rain outs prevent teams from reaching minimum game completions to qualifying for All Stars.
  • League will be providing medals to tournament winners and runner ups. No other trophies will be awarded by the league this season
  • Tournaments will be single elimination

All Stars

  • All parents will have an opportunity to submit their players for All Star consideration
  • Team managers will meet to discuss players
  • Team Managers will rank the players based on their understanding of each players abilities
  • Votes will be tallied and the players with the most votes will be put on the team
  • All Star teams may include up to 14 players and we hope to have two teams in both the machine pitch and the minors divisions.
  • For the last two players on the All-Star teams, the All-Star manager would discuss with the other managers his thoughts on who the two should be and there would be a vote.
  • Discussion on how All Star Manager would be appointed was held but no final decision was made.
  • We will send a notice to parents on May 1 directing them to register for the All Star season.
  • We will review all residency and age information.
  • If their child is selected for All Stars, the parents will be required to pay an All Star fee to the league, which has not yet been set. They will also be required to purchase pants, belt and socks.
  • We are still waiting for response from Gentry about scheduling and who will get tournaments this season.

Next Meeting will Sunday, May 10.

%PM, %12 %902 %2015 %20:%Mar

3-12-2015 Minutes

Written by

Chaires-Capitola Little League, Inc.

Unaaproved Minutes from March 12, 2015 Meeting

  1. Determine if there is a quorum present (Erin C.)
      Quorum Present
    • Adam Cowhey
    • Danny O'Donnell
    • Chris Mantzanas
    • Erin Cuzzort
    • Michael Glantz
    • Michael Conway
    • Daniel Jeffers
    • Craig Smith
  2. Meeting called to order at 7:00 PM (Erin C.)
  3. Approval of minutes from 2/2/2015 meeting (Erin C.)- Minutes approved by unanimous vote
  4. Discussion Items
    • Player Pool - Minors Player Pool
      • No pitchers and no catchers
      • pool player plays outfield and bats last in the lineup
      • Onus on coach to let player rep know 24 hours before game
      • Coach will contact player rep directly
      • List remains in order and is managed by minors’ player rRep, who is now Danny O’Donnell
      • We will create a sign up genius for the player pool and require a cell phone number so player rep can communicate via text.
    • Local League Rules - TeeBall
      • Games last 2 innings
      • Every player hits every inning
      • The last batter is a home run
      • There is no limit to the number of outs in an inning but players can get out at base and when they do, they must return to the dugout.
      • 5 players in the infield. pitcher, first, second, third and short. All other players must be in the outfield grass.
      • No barrel bats are allowed.
      • Teams must clean out dugouts after each game
      • No score will be kept for TeeBall games
      • If there is a dispute during the game that cannot be worked out during the game, continue play, make clear that you will protest and then contact player rep after game.
      Machine Pitch
      • All games will be played with one of the new Chaires machines
      • Machine speed must be sent to 4 for games
      • Length of games: Each game will be 5 complete innings or 90 minutes long, whichever comes first.
      • A new inning cannot be started after 90 minutes; but a game can not last longer than 1 hour and 45 minutes.
      • If the visiting team is up to bat when the game reaches the 1 hour and 45 minute mark, the score reverts back to the last complete inning and the game is over.
      • The game time will start when the first pitch is thrown
      • If there is an overthrow at first base, base runners can advance one base at their own risk.
      • The first four innings of each game are capped at 5 runs. The fifth inning has unlimited runs.
      • There is a 10 run rule after the completion of 3 1/2 innings if home team is winning by 10 or more runs, the game is over. If the visiting team is winning by 10 or more runs after 4 innings, the game ends
      • Home team is in charge of chalking, scorebook, setting up the machine and providing balls.
      • An infielder can only play the infield for two consecutive innings. Positions may alternate between outfield and infield every inning. We strongly suggest a regular rotation that gives all players an opportunity to play both infield and outfield, taking into consideration skill level and safety concerns. Here is a rotation example:
        • Players are divided into 3 groups of 4. 1st inning group 1 plays the infield( 1st, 2nd,ss,3rd). Group 2 plays the outfield and group 3 plays pitcher and catcher with 2 kids on the bench. 2nd inning group 1 moves to outfield, group 2 to pitcher and catcher and group 3 to the infield. Each inning the coach should rotate the groups.
      • Each batter will get five hittable pitches.
      • When there is a bad pitch and the batter does not swing, the coach manning the machine raises his hand and calls no pitch. If the batter swings at the bad pitch the play will continue using normal baseball rules.
      • If there is a dispute, the coach who is running the machine is the umpire for that half inning and they make the out calls.
      • If there is a dispute during the game that cannot be worked out during the game, continue play, make clear that you will protest and then contact player rep after game.
      Minors
      • Games will be played using a continuous batting order.
      • There will be unlimited substitutions, except for pitchers, as long as each player gets 6 consecutive outs in the field
      • If a player plays 4 defensive innings at catcher, that player cannot pitch.
      • Length of games: Games will last 6 innings or 1 hour and 45 minutes and they will have a drop dead time of 2 hours.
      • The first 4 innings of each game are capped at 5 runs. There are unlimited runs in the 5th and 6th innings
      • The pitcher is done pitching once they are removed from the mound during the game.
      • Male catchers must wear a protective supporter and cup at all times.
      • The home team is responsible for chalking the field, setting up the scorer’s box, turning on the score board, assigning an adult to operate the score board, keeping the game scorebook and getting 3 game balls from the concession stand and giving them to the umpire.
      • The visiting team is responsible for getting the pitch count form from the concession stand, maintaining the pitch count and turning it back to the concession stand at the end of the game.
      • If there is a dispute during the game that cannot be worked out during the game, continue play, make clear that you will protest and then contact player rep after game.
  5. Schedule Next Meeting (Erin C.) - Next meeting will be March 26, 2015 at 7:00 at the Chaires Community Center.
  6. Adjourn Meeting (Erin C.)
%PM, %25 %902 %2015 %20:%Feb

2-25-2015 Minutes

Written by

Chaires-Capitola Little League, Inc.

Unaaproved Minutes from February 25, 2015 Meeting

  1. Determine if there is a quorum present (Erin C.)
      Quorum Present
    • Keith Wemm
    • Adam Cowhey
    • Danny O'Donnell
    • Chris Mantzanas
    • Erin Cuzzort
    • Michael Glantz
    • Michael Conway
    • Daniel Jeffers
    • Craig Smith
  2. Meeting called to order at 7:08 PM (Erin C.)
  3. Approval of minutes from 2/2/2015 meeting (Erin C.)- Minutes approved by unanimous vote
  4. Officer Reports
    1. Presidents Report
      Outstanding Elite SPorting Goods bill - This bill was not paid by last year's Board of Directors. The board agreed to pay the $1600 form last year's All Star equipment.
      Softball rubber will be removed from the lower field
      Discussion of use of Chaires Elementary School fields and securety
      Discussion of parent shirts
    2. Vice Presidents Report
      2007-2008 Tax forms are ready to send to IRS.
      2010-2012 Bank statements - Still trying to get from FMB
      Agreed to send past board a letter to ask for additional information on some of the undocumented transactions
    3. Treasurer
      Review of 2014-2015 Budget (attached)
      Discussin of added sponsorship recognition for those who gave $1000 (Home Run Level) and $5000 (Grand Slam Level) in sponsorship money
      Agreed to send past board a letter to ask for additional information on some of the undocumented transactions
    4. Secretary
      Discssion of Game Changer and setting league up so there is a central point of information about scores, stats and results
      Discussion of Buffalo Wild Wings Share Night on March 28
      Agreed to send past board a letter to ask for additional information on some of the undocumented transactions
  5. Discussion Items
    • Opening Day - Machine Pitch, Tee Ball and Majors will play. We will structure opening day like last year's event.
    • Concession - Working with vendors on supplies. Set up sgn up genius. A board member will cover the stand each night. Each team will supply volunteers three nights out of the season.
  6. Schedule Next Meeting (Erin C.) - Next meeting will be March 12, 2015 at 7:00 at the Chaires Community Center.
  7. Adjourn Meeting (Erin C.)
%PM, %02 %903 %2015 %20:%Feb

2-2-2015 Minutes

Written by

Chaires-Capitola Little League, Inc.

Approved Minutes from February 2, 2015 Meeting

  1. Determine if there is a quorum present (Erin C.)
      Quorum Present
    • Keith Wemm
    • Adam Cowhey
    • Danny O'Donnell
    • Chris Mantzanas
    • Chad Pursell
    • Erin Cuzzort
    • Michael Glantz
    • Michael Conway
    • Daniel Jeffers
  2. Meeting called to order at 7:00 PM (Erin C.)
  3. Approval of minutes from 1/22/2015 meeting (Erin C.)- Minutes approved by unanimous vote
  4. Discussion Items
    • Registration - Machine Pitch up to 6 teams. Minors up to 7 teams. Majors at 2 teams. TeeBall at 5 teams.
    • Coaches - Volunteer coaches were selected and will be asked to identify a primary assistant coach.
    • Uniform vendor - Two options and proposals were reviewed. The board voted and awarded the Spring uniform purchase to B&B Sporting Goods
    • Evaluation logistics - Discussed and established plan for moving the players through the evaluation process on evaluation day.
  5. Schedule Next Meeting (Erin C.) - Next meeting will be February 25, 2015 at 7:00 at the Chaires Community Center.
  6. Adjourn Meeting (Erin C.)
%PM, %22 %903 %2015 %20:%Jan

1-22-2015 Minutes

Written by

Chaires-Capitola Little League, Inc.

Approved Minutes from January 22, 2015 Meeting

  1. Determine if there is a quorum present (Erin C.)
      Quorum Present
    • Keith Wemm
    • David Podgorski
    • Danny O'Donnell
    • Chris Mantzanas
    • Chad Pursell
    • Erin Cuzzort
    • Michael Glantz
    • Michael Conway
    • Daniel Jeffers
  2. Meeting called to order at 7:00 PM (Erin C.)
  3. Approval of minutes from 1/8/2015 meeting (Erin C.)- Minutes approved by unanimous vote
  4. Reports
    • Fields - Still being worked on. Lower field irragation is done. Waiting for upper field work to be completed. Should be ready by evaluations.
    • IRS issue- $14,000 in penalties. Looking to have CPA file forms to try to get in compliance for 2007-2014. Working with bank to get necessary financial information about spending over the last several years. Voted to pay $2,000 to get the work started.
    • State issue- Filed 2014 Florida Sales and Use Tax. Should be getting bill soon.
    • Treasurer report- there is $7,882 in the bank.
  5. Discussion Items
    • Registration - People are still activly registering.
    • Draft procedure - Snake draft for Machine Pitch, Majors and Minors. Manager's first child will be automatically on that team. Assistant Coach's first child will be third round pick. All other childern of the Manager and Assistant Coach will be the third, fourth, fifth, etc. pick. All Players who do not attend evaluations will have their names put into a hat and they will be drawn by the coaches in remaning draft order.
    • Uniform vendor - Discssion held and vote tabled to 2/2/2015 meeting.
  6. Schedule Next Meeting (Erin C.) - Next meeting will be February 2, 2015 at 6:00 at the Southwood Golf Club.
  7. Adjourn Meeting (Erin C.)
%PM, %08 %904 %2015 %20:%Jan

1-8-2015 Minutes

Written by

Chaires-Capitola Little League, Inc.

Unaaproved Minutes from January 8, 2014 Meeting

  1. Determine if there is a quorum present (Erin C.)
      Quorum Present
    • Keith Wemm
    • David Podgorski
    • Danny O'Donnell
    • Adam Cowhey
    • Chad Pursell
    • Erin Cuzzort
    • Michael Glantz
    • Michael Conway
  2. Meeting called to order at 7:00 PM (Erin C.)
  3. Approval of minutes from 12/4/2014 meeting (Erin C.)- Minutes approved by unanimous vote
  4. Discussion Items
    • Time Line - Dates were discussed and published: Tentative Schedule
    • Coaches - Send background check forms to volunteer coaches so process can be started on those.
    • Evaluations - The evaluations will be conducted at Chaires-Capitola based on the dates and times outlined in the Tentative Schedule. Players will be asked to run, hit five pitches, catch 3 fly balls from the outfield and throw to second base, field 3 ground balls from the infield and throw them to first base. Kids will arrive at their scheduled time and sign in. Kids who were registered online will bring proof of residency and age, which will be reviewed and returned to the parents. Kids will be given a number and then sent to the appropriate location to start the evaluation.
    • Draft - After long discussion the issues was tabled until next meeting.
    • Umpires - Chris Evelo was there to discuss the benefits of volunteer umpires and a discuss ensued about whether Chaires will have have paid umpires, volunteer umpires or a combination of the two. No vote was taken.
  5. Schedule Next Meeting (Erin C.) - Next meeting will be January 22, 2015 at 7:00 at the Chaires-Capitola Community Center.
  6. Adjourn Meeting (Erin C.)