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.

CONSTITUTION AND BYLAWS OF HOLT JR. RAMS BASEBALL

May 26, 2009
CONSTITUTION AND BYLAWS OF HOLT JR. RAMS BASEBALL

Amended May of 2009


ARTICLE I: NAME
The name of the nonprofit organization shall be the Holt Jr. Rams Baseball,
hereinafter referred to as HJRB or the “Organization”.
ARTICLE II: OBJECTIVES
The objectives and purposes of this Organization shall be to provide a
structured, competitive baseball program for youth in the Holt-Dimondale
community, where coaches teach and lead by example and the emphasis is on a
positive instructional experience in an environment that promotes sportsmanship,
physical and mental well-being, teamwork and baseball skills development.
ARTICLE III: MEMBERSHIP
Section 1. General Membership

Membership consists of all elected officers, all standing committee members, all
coaches, the Advisory Board, and all parents and guardians of HJRB players.
Section 2. Voting Membership

The Voting Membership consists of the Board of Directors, three Parent
Representatives, three Coaching Representatives and the Advisory Board, which is
comprised of the three head coaches of Holt High School Varsity, Junior Varsity
and Freshman baseball teams. The general membership is entitled to vote during
the election of board members at the July annual meetings.
Section 3. Player Membership

A player candidate who resides in Holt or Dimondale and/or currently attends
Holt Public Schools or Dimondale Public Schools and meets age eligibility
requirements shall be eligible to compete for participation but shall have no
rights, duties or obligations in the management or in the property of the HJRB.
Section 4. Termination of Membership

An active member and/or elected board member may be terminated, after due notice
and an opportunity for hearing, for conduct detrimental to the Organization, by
at least a majority of the voting membership. The Secretary or President shall
provide at least ten (10) days notice to the member to be expelled and to the
members of the Board of Directors prior to the regular or special meeting at
which the matter is to be resolved. The person shall be offered an opportunity
to be heard at that meeting and to present others to testify on his/her behalf,
prior to any final disposition by the Board.
Membership may also be terminated by voluntary withdrawal.
ARTICLE IV: BOARD OF DIRECTORS, OFFICERS, ELECTIONS
Section 1. Board of Directors

The Board of Directors is the governing body for HJRB and directly oversees all
management of the property and affairs of the program. The Board shall establish
the objectives of HJRB and determine the policy for the development of such
objectives. The Board shall have the power to appropriate and expend the
necessary monies as may be needed to accomplish the objectives of the program.
Exceptions are limited to the following restrictions:

1. Individuals who are vendors or employees of vendors who receive payment from
the Organization for goods or services are precluded from serving. They must
disqualify themselves and abstain from voting on any issue from which they may
benefit.

2. Individuals involved with the management of any priority ship or are
employees of any business must disqualify themselves and abstain from voting on
any issue from which they may benefit.


Section 2. Officers

The officers shall be the President, Vice President, Secretary and Treasurer.
Officers shall attend two out of every three consecutive HJRB meetings to remain
in good standing. There will be six volunteer positions; a coaching
representative from each age group and a parent representative from each age
group, which will be approved by the Board of Directors.
Section 3. Term of Office

The officers shall hold office from the time of their election for a two-year
term, July 1 through June 30. All officers, except the Secretary, shall be voted
upon in odd-numbered years. The secretary shall be elected in even-numbered
years, to provide more fluidity to the organization.
Section 4. Vacancies

In the event of a vacancy of one or more of the offices, the vacancy shall be
filled by election at the next meeting of the Organization.
Section 5. Elections

All HJRB members are entitled to vote for election of the officers. Nominations
may be made by any active member prior to the election or from the floor. The
President may appoint a nominating committee to submit a list of nominees to the
membership. A majority of the members present is required to elect an officer.
Votes shall be cast via written ballots.
Election of officers shall be held at the annual July meeting of the HJRB
program. The officers will remain in office until the elections have been held.
The new officers will begin their duties following a one-month transition of
duties from outgoing officers.
When a board member position becomes vacant, due to resignation, termination
or other reasons, the Board of Directors shall, upon recommendation of the
Executive Committee, appoint a member to serve the remainder of the two (2) year
term
ARTICLE V: GOVERNMENT

Section 1. Government

The government of the organization shall be vested in the membership and a
majority of the voting members in attendance at any meeting shall constitute a
quorum. All decisions which include expending funds must be brought to a vote of
the voting membership.
Section 2. President

The President shall be the chief executive officer, and it shall be his/her
responsibility to supervise and coordinate the activities of the organization
and to preside at all meetings.
Section 3. Vice President

In the absence of the President, the Vice President shall perform the duties of
the President, and shall otherwise perform duties assigned by the President and
officers.
Section 4. Secretary

The Secretary shall keep the records and minutes of the organization and shall
maintain a current roll of members and all other documents of value. He/she
shall receive and acknowledge all communications of the organization addressed
to him/her or that may be submitted to him/her by the officers or members and
perform such duties as assigned by the President.
Section 5. Treasurer

The Treasurer shall be custodian and depositor of the funds of the organization,
shall distribute such funds as authorized by a majority membership vote, for
purposes which promote the welfare and objects of this organization. The
Treasurer shall present a financial statement at each meeting and at any time at
the request of the Board, as well as an annual report at the July meeting, prior
to the election of officers.


ARTICLE VI. EXECUTIVE COMMITTEES & STANDING COMMITTEES
Section 1. Executive Committee Composition

The Executive Committee shall have six (6) members and be composed of the
President, Vice President, Secretary and Treasurer, the coaching representative
and the parent representative.
Section 2. Executive Committee Duties

The Executive Committee, under the direction of the President, shall prepare
policies, programs, and budgets for discussion, revision, and approval by the
Board of Directors.
Section 3. The Standing Committees for this Organization shall be:

1. Rules Committee.

The Rules Committee shall investigate, consider, and may recommend for adoption
by the Board of Directors, supplemental playing rules and/or regulations not
specifically provided for by HRJB or USA Baseball. The Committee shall select
one (1) member to be the liaison with the local Umpire Association. The
Committee shall establish procedures to critique the officials working
Organization games and shall present the results to the Umpire Association in
the interest of improving all umpiring.

2. Publicity Committee.

The Publicity Committee shall promote the Organization and its programs among
the general public and keep the membership informed of the policies, issues,
programs, and activities of the Organization.

3. Equipment and Uniforms Committee.

The Equipment and Uniforms Committee will report to the Board of Directors and
shall maintain inventory of all equipment and other supplies of the Organization
and distribute such equipment and supplies to the members of the Organization as
required supporting the Organization's programs. The Equipment Committee will
keep a suitable ledger of equipment out on loan and of monies due the
Organization for rental/use of equipment during off-season play. New equipment
or supplies shall be purchased by this Committee. Prior Board of Directors
approval shall be required. This committee shall further be responsible for
developing specifications and soliciting bids for jerseys, and shall make
recommendations to the Board of Directors as to vendors; quantity, quality and
colors of jerseys and socks; and proposed contract agreement.

4. Fund Raising Committee.

The Fund Raising Committee shall select, subject to Board of Director approval,
the fund raising activities of the Organization and supervise the participation
of the membership in these activities. The Vice President shall be the
Chairperson of the Fund Raising Committee.

5. Fields and Umpires Committee.

The Fields and Umpires Committee shall be responsible for securing maintenance
and accessibility to all HJRB baseball fields for games and practices, and
supplying coaches with base barrel keys. This committee will also interview,
hire and review performance of all umpires for the league and arrange for
payment of said umpires. The chair of this committee will provide coaches with a
contact number in the event that umpires fail to show for games.

6. Pictures Committee

The Pictures Committee shall select, subject to Board of Directors approval, the
vendor who will be responsible for taking the team pictures. The Committee will
determine the scheduling of the teams, supervise the taking of pictures, and
handle the distribution of all pictures. Arrangements must be made to have
additional pictures of each team provided for the sponsor plaques.

7. Budget Committee.

The Budget Committee will be responsible for the development of fiscal year
budget to be adopted by the Board of Directors. The Treasurer will chair this
Committee.

8. Ethics and Disciplinary Committee.

The Ethics and Disciplinary Committee shall establish and revise, as needed,
various codes of conduct contracts for players, coaches and spectators. When
necessary, the committee will review and act upon all disputes regarding
infractions of the HJRB Rules and Regulations. The Committee shall consist of
the Executive committee of the board under whose jurisdiction the disputed
activity occurred. Decisions of the Disciplinary Committee shall be final.
Due process should be followed.

First offense: 1 game suspension

Second offense: 3 game suspension

Third offense: Season suspension

Forth offense: Lifetime
Depending on the violation, a member’s disciplinary action could forego the
due process list above.
Section 4. Special Committees

The President, or a majority vote of the Board of Directors, may establish
ad-hoc committees for specific purposes as necessary. The Chairperson may be any
active member of the Organization and the Committee may meet as required for its
purpose. A report on its membership and activities shall be submitted prior to
the Annual Meeting. The Committee shall terminate at the completion of its
assignment or at the next Annual Meeting.

Section 5. Committee Chairperson.

Chairpersons for the Standing Committees shall be appointed annually by the
President from those members of the Board who are not on the Executive
Committee, except where noted otherwise.
Section 6. Committee Members.

Each Chairperson shall select at his/her discretion at least two (2) members of
the Organization to serve on the Committee. Members may serve on more than one
Committee or as an officer or administrator on a Committee.
Section 7. Committee Meetings.

Each Standing Committee is required to meet formally as needed prior to the
Annual Meeting. A Committee member should be delegated to take attendance and
minutes at any meeting of the Committee.
Section 8. Annual Report.

Prior to the Annual Meeting, each Committee Chairperson shall file a written
report with the Secretary of the Organization on the Committee's membership. The
Secretary shall make such reports available to any Organization member at
his/her request.
ARTICLE VII: MEETINGS
Section 1. Meetings

Meetings shall be held at times and places agreed to by the membership or upon
reasonable notice to the membership by any officer of the organization. All
meetings shall be open to all members and the public.
Section 2. Regular Meetings

Meetings of the Board of Directors shall be open to all members of the
Organization for the first fifteen (15) minutes for the purpose of bringing
items of concern to the attention of the board. Members may stay for the
remainder of the meeting but will not be allowed to speak during the business
session. The Board, during any regular or special meeting may, upon a vote of
the majority of the Board members present, exclude all persons other than those
serving on the Board, or whose presence is required by the Board from attending
all or any portion of the meeting.
Section 3. Special Meetings

Special meetings of the Board of Directors may be called by the President or by
at least five (5) members of the HJRB. The Secretary or President shall notify
members of the Board of the date, time and place of the meeting at least five
(5) days in advance.
Section 4. Order of Business

The order of business for meetings of the Board of Directors shall be as
follows:

1. Roll call of the Board of Directors.

2. Public comment.

3. Minutes of the previous meeting.

4. Treasurer's report.

5. Executive Committee reports.

6. Communications.

7. Standing Committee reports.

8. Other Committee reports.

9. Old business.

10. New business.

11. Adjournment.
Section 5. Annual Meeting Order of Business

The order of business at the Annual Meeting in July shall be to elect members to
the Board of Directors.
Section 6. Voting

A simple majority of the voting members present shall constitute a quorum to
transact business. No member shall cast more than one vote.




ARTICLE VIII: FINANCIAL POLICY
Section 1. Financial Decisions and Disbursement of Funds

All matters pertaining to the finances of the HJRB, including disbursement of
funds will be decided by the Board of Directors. All funds of Jr. Rams Baseball
shall be placed in a bank account in the name of Jr. Rams Baseball. The HJRB
Fiscal Year runs concurrent to the calendar year.
Section 2. Registration Fees

Player registration fees will be set by the Board of Directors on a regular
basis depending on the needs of the program. Fees will be established based on
expenses of the program, but will be kept to the minimum possible. Cases in
which it is demonstrated that a player in unable to participate for financial
reasons will receive special consideration by the Board.
Section 3. Solicitation of Funds

The Board shall not permit the disbursement of funds in the name of HJRB until
they have been placed in the Holt Jr. Rams Baseball bank account.
Section 4. Compensation

No Director, Officer, Coach or Member of HJRB shall receive, directly or
indirectly, any salary or compensation from HJRB for services rendered as a
Director, Officer, Member or Coach.
Section 5. Disbursements

All monies received shall be deposited to the credit of HJRB in a local bank
account, and all disbursements over $50.00 shall be made by check. All checks
shall be signed by the HJRB Treasurer. Any disbursements over $100 shall be
signed by the Holt Jr. Rams Baseball Treasurer and one other member of the Board
of Directors.
Section 6. Charitable Organization

Said organization is organized exclusively for charitable, religious,
educational, and scientific purposes, including for such purposes, the making of
distributions to organizations that qualify as exempt organizations under
section 501(c)(3) of the Internal Revenue Code, or corresponding section of any
future federal tax code.
Section 7. Dissolution

In the event of the dissolution of the HRJB organization, assets shall be
distributed for one or more exempt purposes within the meaning of section
501(c)(3) of the Internal Revenue Code, or corresponding section of any future
federal tax code, or shall be distributed to the federal government, or to a
state or local government, for a public purpose. Any such assets not disposed of
shall be disposed of by a Court of Competent Jurisdiction of the county in which
the principal office of the organization is then located, exclusively for such
purposes or to such organization or organizations, as said Court shall
determine, which are organized and operated exclusively for such purposes.
ARTICLE IX: VOLUNTEERS
Section 1. Volunteers

The HJRB Board of Directors may conduct a background check for any member who
acts in an official capacity on behalf of HJRB, including but not limited to
officers, coaches, sponsors, and other program officials. Any requirement for
background checks shall be determined by the Board of Directors as needed.
Section 2. Coaches

Any person interested in coaching HJRB will be required to complete required
training sessions and to submit an application to the HJRB Board of Directors.
Each application will be reviewed by a Committee and coaches will be appointed
by the Board of Directors. All selected coaches and assistant coaches will be
required to sign and comply with the HJRB Coach’s Creed, and are subject to
background checks.
ARTICLE X: AMENDMENTS TO BYLAWS

Section 1. Bylaws Changes

This Constitution and these Bylaws may be amended at any meeting by a vote of
two-thirds (2/3) of the voting membership present; provided that written notice
of the proposed amendment is mailed or emailed to the last known address of all
members at least ten (10) days prior to any scheduled meeting.
Section 2. Enactment

These bylaws shall be effective immediately following their adoption by a
majority vote of the voting members present at any duly held meeting of the Holt
Jr. Rams Baseball Board of Directors.
These bylaws were approved by Holt Jr. Rams Baseball Board of Directors on
March 4, 2008.

Board Meeting Minutes

Holt Jr. Rams Baseball
Board/Parent Meeting Minutes
February 11, 2009


Meeting was called to order at 6:30pm in Room E113, Holt H.S. main campus
building.
A) Welcome & Introductions

13 attendees, including 3 of 4 Board members: President Bob C., Treasurer Anissa
V., and Recording Secretary Annette M.

Advisory Board (not in attendance) three team Coaches: Head Coach - Brad
Phillips, JV - Nate Potts, Freshman - Aaron Houser
B) Treasurer’s report -

Discussion - Balance $245.78, minimal to no changes.

Donations - $825.00 Brad Phillips and $300.00 from American Legion. Bob
contacted Steve Rogers from A.L., they usually donate for needed equipment. Our
use possible for 1st aid kits, batting tees for each coach @ $30.00 each for
10.   They also provide A.L. uniform patches. For patches (advertising) his
could work for any donation $300.00 to $500.00, any creative way to bring funds
to the program.


C)   Old Business - Discussion

Evaluation nights - Cost of $10.00 for 2 nights ($5.00 each night). Evaluation
description on form (attached) and review of items listed. 7pm-8:30pm use of
Court One facility. Bob has received 44 forms to date, in all three age groups.
One page Information sheet went out to schools from Tim Tilma. Bob made attempts
to get as much information out as possible (Newspapers, etc.)

Evaluations - Six people (Brad all eight nights; Justin, Court One staff, 3-4
nights; Nate, Aaron, Mereno, and assistant Allen.)
Evaluation Nights:        M 2/23 and W 2/25 - 13/14 y.o.

        T 2/24 and Th 2/26 - 11/12 y.o.

M 3/3 and W 3/4 - 8/10 y.o., Last names A thru M

T 3/3 and Th 3/5 - 8/10 y.o., Last names N thru Z
Coaches Clinic - Good turn out, had 18 to 20 attended and may have 12-15
teams, may still have teams without a coach(es). Coaches will need to be
involved with the Mason meetings. End of March; once teams are selected and
coaches are in place, the scheduling is a NIGHTMARE. We need a coordinator at
each level because it is chaos. This could be better than last year, but need to
know the coaches first. Will be done 1st week in May.       

D) New Business -

Equipment - Brief discussion, full catch gear for two teams in each of 3
divisions.
Evaluations - Walk thru at Court One before. Discussion - Player has same
number both nights.

Penny jerseys 1 thru 75 for each player to be evaluated. Should wear baseball or
sweat pants (not nylon or shorts as it’s a wood floor.) If parents are staying,
they can remain outside of gym and watch, it will be up to Court One. After
evaluations, process is to selection, to coaches, then they pay.   Discussion of
1st and 2nd night process.
Date of notification - Mid March and breaking teams out. Bob has three
applications so far; for U-14 coaches to date. Will need to get more. U10 will
take a while and could be end of March. Coaches will get player lists ASAP.
Should all be done by Spring Break. Coach becomes the face of the H.Jr.Rams
baseball at that point. Brad encouraged to get High School players out to the
Jr. Rams practices. J.T. attempts to get some MSU players out also.
Rules - We play in the Mason league and follow the Pony league rules. These
can be different, but we follow these rules up front. Rules are different for
tournaments Eg. 10 year olds lead off. Upper competitive teams play this way,
ope divisions have 65 ft. bases and lead off.
Fund-raising - Discussion. Jeff talked about three tournaments, Memorial Day
through Father’s Day. We could help possibly with the U12 or U14 or help with
our fields. Could sell concessions. Discussed Hungary Howies - still missing 75
cards worth approx. $750.00. They do not expire and he still has 29 that need to
be sold. We made $545.00 last year with this fund-raiser. They sell for $10.00
each.
Fund-raising (continued) - Jeff discussed selling the ESPN Magazine. It is a
2-year subscription for $40.00 and we keep $30.00. Mark Stiles discussed another
magazine subscription idea. Zap Zone fund-raiser and suggestion by Bob about
selling concessions. We need to coordinate this with the Varsity Baseball
Booster. From Jeff - we need to do this sooner than later. Jeff has Sponsorship
Forms from last year to buy banners for the ball field fences. Jeff will send
these out.
Work crews to clean-up Elliott field - To set a date to do maintenance, any
group that is willing to do this, Tim would welcome. Any repair or maintenance
donated would be great. U10 field need a lot of work

Priority for $$$ - Equipment; Catcher’s equipment, batting tees, training stuff,
batting helmets (potential problem with sharing helmets is head lice but we will
make helmets available.)
Suggestion for date of announcement - Email to be sent to all for
evaluations.

Evaluations to be done by? – Board member (conflict of interest?) Going with
numbers by data selection. Member could ste aside and exclude self from age
group of their player. There is a fine line of who can/wants to help. Too many
can be a problem, too few makes for long hard work. Board will make every
attempt to make it fair.

We will have catcher’s gear but player can bring their own. Player should bring
their favorite bat. Whatever player brings, it should have their name on their
equipment.

Disclaimer Form - Court One review; Bob would prefer they bring this with but he
will bring if he gets any in the mail with the registration forms.

Coaches Clinic - Went very well, well run very good clinic and beneficial. If
you want coaches information, Bob has it and can send it out, but Brad still has
many outstanding fees from 2008 - refunds(several due, approx. 10 -12) they
didn’t fulfill the payment agreement ($600.00 - $700.00).
Uniforms - Tagging with a marker; sizes will now be coded to keep better
track of uniforms. Will set up a liability for the uniforms distributed. Uniform
change suggestion - Black instead of white pants. More attrition with white
pants, but black is hot and yucky! May need to issue laundry instructions when
distributed.



Mason League Meetings - www.masonpony.org; Website needs to be checked
frequently. Early March watch what is posted.  

Umpire/Referees - Only in Holt, if there are problems Bob needs to contacted
about it. They are all paid very well and most do a good job. Holt H.S. taught a
class on refereeing and you can go on line to become certified. Mason also has
an umpire/refereeing clinic.
E) Open Discussion - Topics

None
F) Next meeting, scheduled for after baseball evaluations TBA, end of March
before spring break. Possible same location; TBA. Meeting adjourned - 8:05pm

Board Meeting Minutes

Holt Jr. Rams Baseball
Board/Parent Meeting Minutes
January 14, 2009

Meeting was called to order at 6:30pm in Room E113, Holt H.S. main campus
building.
1) Welcome & Introductions

17 attendees, including 3 of 4 Board members: President Bob C., Treasurer Anissa
V., and Recording Secretary Annette M.

Advisory Board (not in attendance) three team Coaches: Head Coach - Brad
Phillips, JV - Nate Potts, Freshman - Aaron Houser
2) Treasurer’s report -

Discussion - $222.00 remains in account. A $750.00 loan was received for the 501
(c)3 Charitable Contribution application, submitted before Christmas. $600.00
donation was received from Consumer’s Energy, thanks to Todd Schultz. 2 sets of
catcher’s gear for each level (six, possible 7 or 8 sets) will be
purchased.   Many thanks to Todd for making this donation happen.

Any donations designated for specific purposes, such as gear, are greatly
appreciated. Also, we will accept any old gear in useable condition.



3) Old Business -

Form revision update - Discussion and copies to attendees: Information Form,
Player Registration, Coaches Information packet. Will try to get packets
delivered to schools by Friday, 1/16/09 and a link up to the website, possibly a
week from this Friday, 1/23/09. Also Coaches Application and Coaches Creed forms
have been updated.

4) Evaluations -

Checking date(s) and Court One availability. Each night $5.00 ($10.00 for both
nights) to be collected first night of evaluations to entice people to return
for the 2nd night. Dates: 2/23 - 2/26 and 3/2 - 3/5. Early registration form @
Delhi Parks & Rec. office or on website: www.holtramsbaseball.com with links to
forms. The applications will be sent to Bob Clone for pre-registration for an
indication of numbers attending evaluations. Information for dates & times
included on the packet sheets - see attached.

Discussion - LISA (formerly Frozen Ropes) Lansing Indoor Sports Authority is
open again. They have LISA-North (Old Lansing Ice Arena) and LISA-South (old
BAMM/Frozen Ropes). Court One has lots of baseball stuff going on also.
Suggestions - 1) Sponsor a Holt Night, for reduced rates. 2) Use of gyms through
Tim Tilma to get teams inside to start practices, throwing, catching, etc.
5) New Business

Bylaws - These state that elections were to be held in January. Bylaws will be
changed to reflect that elections will be held at the conclusion of baseball
season, when it is not so busy. Also, we still need Parent Advisors, and our
Coach Advisors remain the High School coaches.
Coaching Clinic dates - February 4th & 5th, 2009, 6:30p-8:00p (Wed. & Thurs.)
The clinic will be at the 9th grade campus building Choir room (across for the
gym). Open to anyone. Brad Phillips will run the clinic and get the word out to
interested people.
Uniforms - We will have the same pants, belts, and socks, and gold shirts. 3
sets for U10, 2 sets for U12, and 2 sets fo U14;   Bob ordered one more full set
(full-button jersey) for Teams A, B, C, D. Teams E, F, G, will get the gold
jersey. All uniforms are to be collected - players keep only the hat and socks.
Also, we will look into shirts for the coaches, even if it’s only a t-shirt.

Catcher’s Gear - see above info.



6) Registration -

Discussion - Registration form deadline: forms will be due prior to date of
evaluations. Discussion on late registration of a player, what do we do with
them? Deadline is 2/23/09. Questions discussed on late registration. All rules
apply to even the youngest players. Do we allow late registrations at all? What
if a player can’t make it on the tryout dates? We will look at it on a
case-by-case basis. Late registrations will be looked at on a team availability
basis. The Board’s discretion will take precedent on all decisions made in
reference to late registrations. Registration and Information forms will be made
available on the website.


Issue of player leaving a team - shouldn’t shuffle teams to back fill upper
levels, if a team loses player. Practices are to be set by each coach.

Issue of $150.00 Payment - Must be paid prior to practices; no uniforms will be
issued until payment is made.

Discussion on field availability - There are two U14 fields that are very nice.
Could be used for a

        tournament and could sell concessions. Also, could possibly help Mason
with their tournament. We cannot host U10 as the fields are not good. Possible
U12 tournament at JV practice softball field as dimensions are similar.
7) Tournaments -

There are many options, but we have no volunteers to assist. Discussion for
later date.
8) Fund-raising -

Discussion (only) on charitable donations. American Legion of Dimondale makes
donations to

youth baseball programs. Steve Rodgers is the contact. Bob will discuss with
Steve for

possible donation.        
9) Open Discussion -

Coach selection time frame - no dates set yet. Coach’s Clinic is set up,
interest and qualification forms. Board to determine coaches and their level.
After rosters are set; board to determine if a change should be made, e.g. Move
a son with head coach from “A” team to ”B” team. Wrap-ups 1st of March, break
into teams.

Bob handed out Information Sheet (similar to last year) and reviewed (see
attached).

Also, all teams must play in at least one tournament, NO Exceptions!

Forms reviewed - Last year’s Coaches Creed, Player Registration, etc.

FYI - Fields are on 1st come 1st serve basis once the season begins. Practices
can start April 13th or prior to this date depending on weather and team
availability.

Coaching discussion - Clinic must be early, Feb. 4th and 5th.

Next meeting - February, will meet after coach’s clinic, possible week of
February 11th or 18th.

Mason sets number of teams at each level, by March 24 approx.

Format for try-outs - Evaluation forms, practice schedule; forms need to be
simple e.g. Use 1 thru 5 rating for several areas; hard data and minimal
comments.
10) Next meeting scheduled for Wednesday, February 11, 2009. Meeting
adjourned - 8:05pm

Possible same location, TBA