1 EVAA Traveling Baseball Board Meeting September 11, 2016 ...
EVAA Traveling Baseball Board Meeting September 11, 2016 Attendees Kim Bergland, Ryan Berg, Jeff Boraas, Kevin Brandt, Rich Burr, Rob Neuenschwander, Simmon Schaefer, Tasha Schmitt, Michael Tahnk, Chris Tollefson, Rick Zellmer, Pat Martin, Lori Zurich, Tom Poppitz Absent Jason Dobis, Mark Groebner, Dan McGrath, Ray Longo, Eric VandeBerg, Rick Martin Call to Order Meeting called to order at 6:33pm EVTB Candidates There are three positions open on the board for the 2016/2017 season. Aric Johnson and Matt Finley provided bios and met with the board. A motion was made and approved for both Aric and Matt to join the board. Additional candidates will meet the board in October. Open Forum Rich
There is potential that MBL may open up 9U baseball for the 2017/2018 season. More details will be shared as we learn more. At that time EVTB will need to determine if we want to participate in this or not.
Committee Reports
For the September meeting each committee provided a short update in regards to what was still left to do in 2016.
Handbook - Rich Any updates need to be made to the handbook prior to January 1, 2017. Action Items:
All board members need to review the handbook and provide updates as needed in upcoming meetings 2016 Survey Response Rate – determine in upcoming meetings if there is any action that should be taken to increase the survey response 2016 Survey results will be reviewed in the October meeting and the board will determine next steps on items that need to be improved based on parent, player and coach feedback. 1
Age Group Coordinators - Kevin Will start looking at 2017 tournaments in coming weeks/months. Action Items:
Determine if tournaments should be looked at earlier rather than in November to be sure EVTB can secure spots in most desirable tournaments Determine if there are other out of town tournaments for the 12s that are not going to Cooperstown. In 2016 New Ulm was a good option.
Web Site / Communications – Ryan, Simmon, Tasha Action Items:
Need to add 2016 team photos to EVTB website Determine if Twitter is a good social media vehicle to continue in 2017 Once survey results are reviewed with the board; draft communication of results to families Update website with all dates for 2017 Add Cooperstown Fundraising event to home page of website Determine if there is a way to have an equipment swap/purchase feed on the website for families to post baseball gear
Budget / Financial – Tom (on behalf of Rick M) EVAA board does not have financials ready; March is the latest they have on file. Action Items:
Determine what adjustments need to be made for 2017 to ensure there are sufficient funds to cover expenses – including but not limited to the below. o Rich will discuss storage costs with EVAA board; leveraging multiple programs at the storage facility might get us a discount o Review uniform costs o Review registration fee o Review volunteer hours and fees for MBT and August Classic tournaments o Continue to improve uniform ordering/purchasing process
Cooperstown – Jeff / Kim The first parent meeting took place and there are 25 families that have expressed interest and who are participating in the fundraising. First payment has been made to Cooperstown. First fundraiser is planned for October 30. Action Items:
Set up contract for Cages for 2017 2
o Determine how many weeks the clinic will run Consult with the Cages to see if there are any options for a “guest appearance” or an outside group to run a session or two of the winter clinic
Coach Selection – Rich / Mike Exit interviews were complete and will be a part of the survey review in October. Action Items:
Look at trends from surveys and determine next steps for adjustments as needed Send out thank you to coaches
Tryouts – Jeff Dates have been set for March 18-19, 2017 due to availability at St Olaf. Action Items:
Determine estimate of times / total hours by November
Equipment –Rich/Tom on behalf of Dan A thank you to Tom for all of his assistance this past year. Overall everything is in pretty good shape. Need to start looking at needs for 2017. Action Items:
Evaluate what new equipment is needed for 2017 and get RFPs on new equipment as needed. Determine if tarps should be left with high school Order baseballs for 2017 Determine what to do if families are willing to donate catcher’s gear for the program Determine if there is a way to transition bats from 14s to 15s to reduce cost for families and if that is something the EVTB should manage or if the website is a good option
Concessions The 2016 tournaments were successful; lessons learned from 2016 will need to be used for planning to improve 2017 work coverage. Action Items:
Review time slots in 2017 to determine if there is a more effective way for them to be scheduled for concessions and field support. There is a greater need in concessions. Add/adjust clean up and set up shifts for 2017 Determine how we could adjust the process for shift sign up by the EVTB board in order for our sign up to reduce work coverage difficulties
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Coach Development / Skills Very positive feedback on Coaches Clinics for 2016. Coach’s survey results will be reviewed in October meeting and next steps will be determined for how to continue to improve support for coaches. Action Items:
Continue the below sequence in 2017 for events: o Coaches meeting o Uniform Night o Coaches Clinic Plan for additional coach clinic time Determine how to offer more coach clinic opportunities for coaches Evaluate expansion to in house coaches
Additional Issues / Business A huge thank you to Lori Zurich, Rick Zellmer and Chris Tollefson for all the time and energy they gave to the EVTB board and EVTB families while they served on the EVTB board. On behalf of the EVTB board and EVTB families, we wish them all well in the future and hope they are not strangers! Adjourn Meeting Meeting adjourned at 8:41 PM Next Meeting October 10, 2016 6:30 AVCC
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There is potential that MBL may open up 9U baseball for the 2017/2018 season. More details will be shared as we learn more. At that time EVTB will need to determine if we want to participate in this or not.
Committee Reports
For the September meeting each committee provided a short update in regards to what was still left to do in 2016.
Handbook - Rich Any updates need to be made to the handbook prior to January 1, 2017. Action Items:
All board members need to review the handbook and provide updates as needed in upcoming meetings 2016 Survey Response Rate – determine in upcoming meetings if there is any action that should be taken to increase the survey response 2016 Survey results will be reviewed in the October meeting and the board will determine next steps on items that need to be improved based on parent, player and coach feedback. 1
Age Group Coordinators - Kevin Will start looking at 2017 tournaments in coming weeks/months. Action Items:
Determine if tournaments should be looked at earlier rather than in November to be sure EVTB can secure spots in most desirable tournaments Determine if there are other out of town tournaments for the 12s that are not going to Cooperstown. In 2016 New Ulm was a good option.
Web Site / Communications – Ryan, Simmon, Tasha Action Items:
Need to add 2016 team photos to EVTB website Determine if Twitter is a good social media vehicle to continue in 2017 Once survey results are reviewed with the board; draft communication of results to families Update website with all dates for 2017 Add Cooperstown Fundraising event to home page of website Determine if there is a way to have an equipment swap/purchase feed on the website for families to post baseball gear
Budget / Financial – Tom (on behalf of Rick M) EVAA board does not have financials ready; March is the latest they have on file. Action Items:
Determine what adjustments need to be made for 2017 to ensure there are sufficient funds to cover expenses – including but not limited to the below. o Rich will discuss storage costs with EVAA board; leveraging multiple programs at the storage facility might get us a discount o Review uniform costs o Review registration fee o Review volunteer hours and fees for MBT and August Classic tournaments o Continue to improve uniform ordering/purchasing process
Cooperstown – Jeff / Kim The first parent meeting took place and there are 25 families that have expressed interest and who are participating in the fundraising. First payment has been made to Cooperstown. First fundraiser is planned for October 30. Action Items:
Set up contract for Cages for 2017 2
o Determine how many weeks the clinic will run Consult with the Cages to see if there are any options for a “guest appearance” or an outside group to run a session or two of the winter clinic
Coach Selection – Rich / Mike Exit interviews were complete and will be a part of the survey review in October. Action Items:
Look at trends from surveys and determine next steps for adjustments as needed Send out thank you to coaches
Tryouts – Jeff Dates have been set for March 18-19, 2017 due to availability at St Olaf. Action Items:
Determine estimate of times / total hours by November
Equipment –Rich/Tom on behalf of Dan A thank you to Tom for all of his assistance this past year. Overall everything is in pretty good shape. Need to start looking at needs for 2017. Action Items:
Evaluate what new equipment is needed for 2017 and get RFPs on new equipment as needed. Determine if tarps should be left with high school Order baseballs for 2017 Determine what to do if families are willing to donate catcher’s gear for the program Determine if there is a way to transition bats from 14s to 15s to reduce cost for families and if that is something the EVTB should manage or if the website is a good option
Concessions The 2016 tournaments were successful; lessons learned from 2016 will need to be used for planning to improve 2017 work coverage. Action Items:
Review time slots in 2017 to determine if there is a more effective way for them to be scheduled for concessions and field support. There is a greater need in concessions. Add/adjust clean up and set up shifts for 2017 Determine how we could adjust the process for shift sign up by the EVTB board in order for our sign up to reduce work coverage difficulties
3
Coach Development / Skills Very positive feedback on Coaches Clinics for 2016. Coach’s survey results will be reviewed in October meeting and next steps will be determined for how to continue to improve support for coaches. Action Items:
Continue the below sequence in 2017 for events: o Coaches meeting o Uniform Night o Coaches Clinic Plan for additional coach clinic time Determine how to offer more coach clinic opportunities for coaches Evaluate expansion to in house coaches
Additional Issues / Business A huge thank you to Lori Zurich, Rick Zellmer and Chris Tollefson for all the time and energy they gave to the EVTB board and EVTB families while they served on the EVTB board. On behalf of the EVTB board and EVTB families, we wish them all well in the future and hope they are not strangers! Adjourn Meeting Meeting adjourned at 8:41 PM Next Meeting October 10, 2016 6:30 AVCC
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