Board Meeting Minutes

Holt Jr. Rams Baseball Meeting Minutes

July 27, 2010 - Meeting called to order at 6:37pm.

Attendees:

Board Members: Brian Kayser, President; Tom Barger, Vice President; Ramona Butterson, Treasurer; Brandee Brooks, Secretary

U10 Coach Rep. – Bill Butterson

U12 Parent Rep. – Doug Clark

Advisor – Bob Clone

14 parents, 1 child

Old Business:

-          Reviewed minutes from prior meeting

Treasurer’s Report:

-          See attached report

-          Program did end season with positive balance in account

Executive Committee Report:

-          2010 season consisted of 14 Teams

o   6 - U10

o   5 - U12

o   3 – U14

-          168 kids participating (this number is down from previous year of 180)

-          Uniforms

o   Jersey’s ordered from Johnny Mac’s this year with savings of $15 per jersey

o   Used lower cost pants – quality not as good will need to replace yearly, however price is $15.00 vs. $32.00

o   Ordered additional socks, belts & pants

o   Rush ordered additional hats (Johnny Mac’s came through for us in a pinch)

o   Ordered shirts for coaches - $360

-          Merchandise Sales

o   Teamed with D & M Silkscreening for HJRB merchandise

o   Sold 347 items resulting in profit of $1000 for HJRB (including $500 donation)

-          Concession Sales

o   New this year; $1200 profit for U12 & U14 field

-          Field Usage

o   Mason used field for tournaments:

§  Weekend tournament $300 profit (low concession sales)

§  End of Season week long tournament - $210 profit; $500.00 concession sales                             

o   Charlotte Wooden Bat League to use field for fall baseball

-          Background Checks were performed on all coaches - $330

-          Umpire Liaison – Bob Clone

-          Coach and Parent Survey’s in process of being created for online by Brian Kayser

Open Discussion:

-          Umpire Complaints – all complaints were regarding umpires at other fields not in Holt

-          Tier Program – some parents still find confusing

o   Board will simplify wording so it is better understood for 2011 season

-          Tournaments

o   Board will start tracking tournaments to aid coaches in scheduling

New Business:

-          Fall tryouts

o   Parent input was received on implementing fall tryouts

o   Board will continue to discuss and put together proposal based on information received to be voted on before next meeting

-          Elliott Field Proposal

o   Project is a go to convert Fields 3 & 4 at Elliott to use for U10 & U12 creating a baseball complex at Elliott

o   In exchange for Delhi Township letting us have Fields 3 & 4, we will turn over Jr. High U10 fields to them for use in their recreation league

o   Pledges to date in the amount of $2,680.00

o   Board approved using surplus funds in general account towards renovation of fields

o   Renovation to begin end of August/September and ready to use for 2011 season

o   Greater Lansing Sports Venue has expressed interest in using new complex for tournaments which will result in revenue for our program

o   Discussion on official name for project, will have parents/kids email ideas and then pick from those

-          Fundraisers               

o   We had 4 Poker events scheduled at Buddies that have been  cancelled due to low turnout

§  We were able to book a weekend event for February of 2011

§  Money has already been sent in for licensing – we are trying to get a transfer for the license or refund from the State

o   Discussion on Can Drive for August 8^th

§  Girls softball recently did one that resulted in $1500 profit in 4 hours

§  Kathy Hall to organize event and get information out

§  Money raised to go toward Elliott Field Renovation

o   Court One offered use of facility for one day for HJRB families

§  Option was discussed, however response of attendance was low

o   “Buy a Block” idea was discussed for raising money for new dugouts at U10 fields

§  More information to follow

Special Recognition:

The Board would like to extend a special thank you to Rachaelle Shuler and family for coordinating and running the concession stand this year.

A special thank you to Kathy Hall and her family for providing field prep for the Mason Tournaments hosted at our fields. We apologize for the damage to your tractor!

Thank you to all of the coaches and parents who volunteered their time and services this season.

Next Meeting: Tentatively set for August 25, 2010

Meeting adjourned at 8:55pm

Coaches Meeting Minutes

Jr. Rams Baseball Meeting Minutes - Coaches Meeting

December 9, 2009 Meeting: Called to Order at 6:15pm

Present:

Board Members: Brian Kayser, President, Tom Barger, Vice President, Ramona Butterson, Treasurer, Brandee Brooks, Secretary

Advisory Board Members: Bob Clone and Brad Phillips

9 attendees and 1 player

The following was reviewed with coaches:

            - Coaches Creed

            - Coaching Clinic - Conducted by Brad Phillips to be held at 9^th grade campus on              February 10,2010 from 6:30pm to 8:00 pm. Will conduct second session if      needed.

            - Coaching Application - Sign up online along with Registration

            - Changes to the program with addition of Tier 2 and Tier 3

            - Expectations - listed in hand out

            - Tournaments

Meeting ended at 7:32pm

Junior Rams Baseball Age Policy

Dear Parents and Players,

The Board of Directors has received inquiries from some parents pertaining to the organization’s rules about age cutoffs for the different divisions (i.e. U10, U12 and U14) and whether or not players who do not meet the April 30th deadline for U12 or U14 should be permitted to move up to the next age division.

The Holt Jr. Rams Baseball program is divided into 3 age divisions. U10 is for the players who are 8 – 10 years old on April 30th of each respective season. The U12 division encompasses players that are 11 or 12 years old on April 30th of the season and U14 players must be 13 or 14 years old on April 30th of each season. The Board recently met to consider these age cutoffs as well as whether or not waivers would be granted to allow certain players to advance to the next division even though they do not meet the age requirement for that division. (i.e. Whether a 10 year old born in September, thereby missing the April 30th deadline, can be permitted to play in the U12 division?) After consideration of this issue, the Board of Directors voted to strictly enforce the age requirements for each respective age division. Accordingly, players who do not meet the age requirement for advancement to the next division will not be permitted to advance and play in the next age division.

While the Board understands the concern that these age cut-offs will in some cases cause players from the same grade level to play in different divisions, it is the Board’s belief that several reasons exist for a strict enforcement of these age requirements. A few of these concerns are as follows:

1. All Holt Jr. Rams players should be treated equally and preference should not be given to one player over another.
2. The Board wishes to avoid any potential liability and/or insurance issues with regards to injuries sustained by or caused by players playing out of their age designation.
3. Allowing players to advance out of their age specified division will result in a dilution of talent and competitiveness at the lower divisions.
4. Players who seek to advance out of their age specified division will in many cases be playing against players who are 3 years older than they are. For example, there is little doubt that the size, strength and coordination of a young 10 year old is significantly less than that of a 13 year old.
5. Many tournaments require strict adherence to these age cutoffs and require proof of age by presentation of birth certificate.

It is the Board’s belief that enforcement of the age requirements will lead to a safer and more competitive Junior Rams Baseball Program. We appreciate your understanding and cooperation in this regard.

Holt Junior Rams Baseball

Board of Directors

Board Meeting Minutes

Jr. Rams Baseball Meeting Minutes

October 28, 2009 Meeting: Called to order at 6:40pm

Present:

Board Members: Brian Kayser, President; Tom Barger, Vice President; Ramona Butterson, Treasurer; Brandee Brooks, Secretary

Coaching Reps: Bill Butterson, U10; Spencer Perales, U12

Board voted and approved the following:

Multi Tier Program:

-          Multi Tier Programs to be to offered on registration form; based on participation and coach availability may or may not be implemented for 2010 season

-          Multi Tier Program to have fixed number of tournaments as opposed to tournament budget

-          Multi Tier Program to hold indoor practices at Lansing Indoor Sports Arena

Player Evaluations:

-          Evaluations to be held at Court One at the end of January – dates to be determined

Registration:

-          Online Registration will be offered along with credit card payments

-          No late registrations to be accepted. Cut off date to be the Friday before Evaluations

-          Payment will be due by February 28^th – no exceptions

-          If checks written for payment and returned; program will only accept cash or credit card in addition to fee for returned check.

-          Adding coach evaluation to Registration Form

Coaching:

-          Email to be sent out immediately for coach sign up

-          Will hold meeting in December to determine coaches; meeting will be mandatory for coaches

Sponsorship Program:

-          New sponsorship program to be implemented per proposal

-          Registration Reduction Program to be offered per proposal

Playing Up:

-          No players will be allowed to play up due to liability issues

-          Letter to go out to general membership explaining policy

Email Program:

-          New email program to be purchased for privacy reasons

-          Brian Kayser to front the money to pay for program; to be reimbursed once there is money in the program

Next meeting: TBD via email

Meeting adjourned at 8:24pm

Board Meeting Minutes

Jr. Ram Baseball Meeting Minutes

October 21, 2009 meeting:

Meeting called to order at 6:36pm

Introductions

Board Members; Brian Kayser, President, Tom Barger, Vice President, Brandee Brooks, Secretary. Bill Butterson, U-10 coach rep. Seven attendees.

Brian Kayser announced as new President due to the resignation of Jeff Steinhaus in light of medical concerns.

Bob Clone announced to be staying on as the Umpire Liaison & Advisor

Treasurer’s Report: See attached.

            Changes in treasurer’s report from previous: Scholarship money deposited into account for $100.00; $20.00 check issued to the State of Michigan for Non-Profit Filing Status; Dave Edleman is working on Tax Return to be completed and filed by November 15, 2009.

Old Business:

           

 - Board voted against fall tryouts due to time constraints, will consider for 2011 season.

 - Uniforms & Equipment: Hats have been ordered to save $1.00 per hat. Still missing 3 uniforms, will contact parents for these.

- Repairs: Dugout Roof - Received quote from Jordan Roofing; Ollesheimer will donate shingles and drip edge; Troy Mariage willing to donate labor.

- First Aid Kits: still trying to collect from coaches & discussed reordering kits for next season

New Business:

- New website is up and running, now able to do online registration and accept credit card payments, therefore coaches will not have to collect player fees.

- Discussed parents printing numbers for children as opposed to pinnies, received negative reaction to this due to concerns of numbering issues and parents remembering the numbers.

- HJRB is in need of a Treasurer due to Brian Kayser moving to the President position. Requested volunteers from attendees. No one volunteered, however Ramona Butterson had volunteered through email. Motion was made and approved to appoint Ramona as Treasurer. Still in need of U14 Coach Rep.

Open Discussion:

- Fund raising proposal: See attached proposal form. Proposal discussed; concerns voiced of vandalism to signs at fields and field naming (do we need approval through Delhi Parks and Rec to place names on backstops?). Board to vote on at later date.

Open Discussion Cont.:

- Sponsorship Drive - See attached proposal form: Discussion on how this affects us as a 501(c)3, board will check with Dave Edleman and vote on at later date.

- Multi Tier Programs - Lengthy discussion. See attached proposal form.

            -Another option to this multi tier program discussed as only offering option to top level players and then lower level players as needed and making it clear that kids may or may not be selected to play on higher tiers.

            -Priority on coaching and who wants to coach extended seasons.

- Tournaments - Discussion on having coaches recommend tournaments at the end of the season. Question on whether to set up a Tournament Committee.

- Coaching - Discussion on having a coach rating on registration form to determine which coaches should be brought back and if there are concerns with coaches.

- Evaluations - Discussion on whether to go back to Court One or use Lansing Indoor Sports Arena. 

            Court One - Tim Gilman does have 2 children in the program and Court One donates back 25% of evaluation fees. Only has a gym and batting cages.

            LISA - Bigger area and turf. Will donate back facility use or clinics.

Decided to go back to Court One for evaluations but utilize LISA for indoor practices

            - Discussion on Coaching Advisors to help with placing teams once rating have been determined - board to review and decide on at later date.

- Evaluation Dates & Coaches Clinics - need to set up meeting with Brad Phillips to discuss these items and determine when he can attend our meeting next.

Next Meeting: TBA, via emails.

Meeting adjourned at 8:20 pm.

Board Meeting Minutes

September 22, 2009 Jr. Ram Baseball Meeting Minutes

September 1, 2009 meeting:
Meeting called to order at 6:35pm

Introductions

Advisory Board Members: Bob Clone, President, Jeff Steinhaus, Vice-President, and Annisa Van Liew, Treasurer, Annette Middleton, Recording Secretary. Sixteen attendees, one player.

Treasurer’s Report: See attached.

Minor changes in treasurer’s report from previous. $1,055.76 from BPA tournaments taken in. There are still outstanding registration fees. $800.00 designated for equipment and $100.00 paid out. Balance $277.52 and $125.00 in scholarship fund (used $350.00 @ $50.00 for each). $500.00 donation toward field maintenance: U14 field has been spruced up, but not used. Repairs more than estimated.

Old Business:

Five bags of equipment are still missing. Parks & Rec has given carte blanche for repairs/improvements, eg. roof of both dugouts need repairs..

        501(c)3 – We are now Tax Exempt!! We have forms for charitable contributions – dated 11/11/08. We will give plaques for recognition.

       

Open Discussion:

Fall evaluations - Lengthy discussion. Team at each level U10, U12, U14 through the

winter and ready to go in spring. What is intent? How will ages work (13) & (14) separate or together. Who will show up @ tryouts? Are there enough interested at each level for a team. For Fall tryouts then six teams in the spring?

1. Team @ some level in Fall? or

2. Split ages or U10, U12, U14? or

3. Part of the “Jr” program or “club”?

Proposal was submitted for organizing year-round play, but not complete. Need to go to the next step for competitive level of play. Right now have 12 games and 1 tournament, need interest for 38/40 games. Competitive team needs to be based on interest? And are we going to do this?

More discussion – Development of player over the winter and player’s enhanced ability to play in the spring opposed to not doing anything during the winter months. Commitment must come from the parents and kids. Winter location a concern. Will still have March evaluations and split “A” team and “A” team. Should NOT penalize any player who is playing another sport (e.g. basketball). Proposal has been submitted with $450.00 cost. Application needed for coaching would be the same as for spring if there is fall tryouts. More lengthy discussion on proposal for fall evaluations.

Age grouping – Not there as yet (9/10, 11/12, 13/14 or 9, 10, 11, 12, 13, 14) not segregate by age, just by talent.

Program evaluation – to be discussed later.

Uniform/Equipment – A couple coaches still have equipment as they are still playing.

Fundraiser – not discussed.

New Business – Election of New Board

Nominations were taken, written ballots submitted:

Congratulations to the following new Holt Jr. Rams Baseball Board members:

President - Jeff Steinhaus

Vice-President - Tom Barger

Treasurer - Brian Kayser

Recording Secretary - Brandee Brooks

Coaches Reps. are:                        Parent Reps. are:

U10   Bill Butterson                        Kathy Hall

U12   Spencer Perales                        Doug Clark       

U14   Tabled                                Darin Rogers

Many thanks to those who accepted nominations, volunteered, and stepped up to continue making this program a successful venture for our future Rams Baseball Players!

Reflections of exiting board members: Jeff Steinhaus, Anissa VanLieu, and Annette Middleton. Past President Bob Clone reiterated, reflected, and discussed the new proposal, changes sometimes are there but conflicts will be, but stay involved as it is the only way this program will grow. Congratulations to the new Board and good luck!



Next Meeting: TBA, via emails.

Meeting adjourned at 8:33 pm.

Board Meeting Minutes

August 24, 2009 Jr. Ram Baseball Meeting Minutes from July 30th meeting:


Bob Clone, Jr. Ram President, Jeff Steinhaus, Jr. Ram Vice-President, and Annisa Van Liew, Jr. Ram Treasurer, along with Brad Phillips, Holt Varsity Baseball Coach and Jr. Ram Advisory Board Member, called the meeting to order at 6:32 pm. Fourteen parents of players in the program also attended the meeting.

Treasurer’s Report:

Anissa Van Liew reported that there were 3 players that had yet to fully pay for the 2009 season. They are still expected to pay their fees fully prior to the start of next season. Some scholarship money was available this year, and HJRB hopes to provide scholarships next year. HJRB may try to provide way for all families involved to donate monies to a scholarship form by indicated scholarship donations on sign-up form next year.

HJRB still has car window stickers available for fundraising; Bob Clone has those we have yet to sell.

HJRB is still awaiting the cash we will receive from the Holt Varsity Boosters regarding the U9/U10 tournaments we sold concessions for on July 12/13th. Bob placed call to Varsity Boosters asking for an update from them on this fundraiser. HJRB worked two tournaments for fundraising this year, and will pursue similar fundraising opportunities in future years.

Old Business:

HJRB Board thanked all the coaches and other volunteers (uniforms) for their work this past season. A number of teams finished highly in their Mason PONY divisions this year.

Bob stated that an evaluation form for players on each team was sent out to all head coaches to help the program understand how well players were placed, how they progress, and where they ended up regarding player development. Bob also has encouraged all coaches to forward statistics for each team to him for possible use in next year’s program development.

HJRB is still awaiting final paperwork from the government regarding approval of our 501(c)3 not-for-profit application for fundraising. We expect it will be complete in the coming weeks.

        Regarding fundraising, discussion occurred regarding raising fees a small amount that could be returned to players if they volunteered a minimum amount of hours for fundraising, they may be credited for future playing fees. Those present recommended some fundraising be done when season is not being played, when kids/parents may be able to get more involved with work needed. Also talked about possibility of getting involved in Poker Room fundraisers, which we may pursue when 501(c)3 not-for-profit application is complete.

New Business:

        HJRB is supporting a least one if not two teams with uniform use for teams pursuing play in a “wooden bat” league to be held in Charlotte this year. Some discussion occurred about running leagues hosted in Holt for fundraising, and then discussion about hosting a tournament in Holt for fundraising. Bob stated that whatever fundraising HJRB wants to pursue, the Board would review and help wherever possible, but we need action on fundraising, not just good ideas without being acted upon.

        Discussion occurred about uniforms. They are being returned slowly to the HJRB uniform coordinators. They will review condition of uniforms, and recommend what uniforms may need to be replaced. Recommendation was made to consider purchasing catcher’s mitts next year for the teams.

       

Open Discussion:

        Discussion about try-outs in the fall season occurred, as well as possibly having coaches be involved with player selections for teams. Possibly set up October try-out, between football and basketball (Jr. Ram) seasons. Also discussion on forming teams at U10, U12, and U14 levels that would play in 5-6 tournaments during the season, along with involvement in the Mason PONY league. Bob said any recommendations that can be shared with entire organization can be reviewed and potentially acted upon for the 2010 season, as asked for parents to submit defined plan for these possible upper travel team formation and implementation.

Discussion also occurred about player’s age grouping. Should we keep 9 year olds playing just with other 9 year olds? At what age group would we consider grouping kids with kids of different ages, based on 9-10, 11-12, and 13-14 year old current groupings.

Discussion on Dimondale U12 field occurred. Parents did not feel this field worked well with other uses of the field.

Bob stated that next meeting is when new Board members may be elected. Per our organizations guidelines, Board membership needs to be approved every 2 years, and terms are up for all 4 current Board members. Bob would like to step aside from presidency, and Anissa is definitely leaving the Board as Treasurer. If you’d like to become a Board member, or know someone who would like to serve, please contact Bob and provide that information.

Next Meeting:

        Discussion about try-outs in the fall season occurred, as well as possibly having coaches be involved with player selections for teams. Possibly set up October try-out, between football and basketball (Jr. Ram) seasons. Also discussion on forming teams at U10, U12, and U14 levels that would play in 5-6 tournaments during the season, along with involvement in the Mason PONY league. Bob said any recommendations that can be shared with entire organization can be reviewed and potentially acted upon for the 2010 season, as asked for parents to submit defined plan for these possible upper travel team formation and implementation.

Discussion also occurred about player’s age grouping. Should we keep 9 year olds playing just with other 9 year olds? At what age group would we consider grouping kids with kids of different ages, based on 9-10, 11-12, and 13-14 year old current groupings.

Discussion on Dimondale U12 field occurred. Parents did not feel this field worked well with other uses of the field.