20141016 dll bod meeting.pdf
Dexter Little League Board of Directors Meeting October 16, 2014 Members in Attendance: Caroline Arnedt, Jennifer Taylor, Paula Condron, Charlie Gagne, Melissa Boobyer, Dave Rosevelt, Kevin Pnacek, Shane Fuson, Jodi Kniesteadt, Lisa Pitts, Rich Deleruyelle, Jill Dromazos, Jeff Kirkey Members Absent: Damon Cappelli, Jamie Lewis Taylor called the meeting called to order at 6:40 pm
Reports from Members: Gagne: Overview of budget was provided with copies of Balance Sheet and Profit and Loss sheets passed out to all present. Urgent need for improvements committee to meet after Board elections. ALL Board members to send an email with facility improvements ideas (under the assumption that DLL will continue to use the Mill Creek fields) to Gagne by Sunday, October 26, 2014. Sub-committee will sift through the ideas. Taylor: Dr. Timmis in favor of DLL pursuing building a new concession stand. She plans to meet with plumber and Timmins. Arnedt: Prior to the start of the concession stand project, DLL should have Dexter Schools support/specifics in writing. Deleruyelle: If DLL plans to construct a concession stand, should consider including bathrooms.
Rosevelt: Field use contract needs to be approved the board before signed/agreed upon. Taylor: DLL has not received the field use contract from Dexter Schools. Pastor Larry from Peace Lutheran has emailed Taylor to inquire if DLL wants to make Steffy travel ready (it still needs work). Timmis also indicated to Taylor via personal communication that all travel teams need to go through Community Ed to rent fields. Gagne: Board should consider renovating Field 16 for use by many different levels. If mound is removed, softball would be there. Last season, it was only used 1x/week for its intended purpose. Once an improvement list has been generated, after new board has been elected, a 3 year plan will be created for field improvements in conjunction with new contract. Taylor: Cappelli does not plan to return to the DLL Board. Pitts: Will be sending out email (by 10.19.2014) informing the membership of the annual meeting, elections including which positions are open/which members plan to run again. Elections will be held on Monday, 10.27.2014 at 6:30. All agreed need a written ballot. Pitts/Taylor to call library for availability. Sturmer: Current DLL Board has made many improvements this year, but there remains some contentious issues that he believes that he could help to
remedy in a Board position with greater leadership. He does not want to return as the DLL equipment manager. He has discussed this with Taylor and is interested in a vice-president position in which he would manage the internal DLL function with Taylor handling the external functions such as attending District 3 meetings.
General Discussion: Board discussed who is interested in running for their same or other positions including personal reasoning. Consensus: More long-term thinking is essential, better communication, early formation of a master calendar, and committee formation.
Gagne: Committees (all board members should also sit on a committee) that should be established for the 2015 Board (not limited to) include: o finance o long-term project planning o open/closing days o fields
Motion by Rosevelt: DLL will use written ballots in the election on 10/27/2014. Secretary (Arnedt) to print and count ballots. 2nd by Sturmer. Vote: All in favor.
Rosevelt: Earlier personal communication with Lewis suggested that he intends to run again for the 2015 following his recent absence. Board request that Lewis confirm this via email to the Board. Rosevelt to call Lewis to relay this message. Pitts will wait to hear from Rosevelt prior to sending email re: annual meeting/elections. Kirkey: Long-term project should include updating DLL By-Laws. Rosevelt: Per earlier Board discussion re: sharing duties of the president, Board should create a new Board position and divide duties.
Motion by Rosevelt: Create a new Board position called vice-president of operations. The existing duties of the president will be divided between the 2 and commincated to the board. 2nd by Kniesteadt. Vote: All in favor.
Pnacek: Only 1 coach has indicated interest in the off-season softball training. Perhaps send an email to the softball families to inquire. Plans to reserve the gym starting in January on Sunday evenings 6-7:30. DLL should be able to fill the gym times if insufficient interest with umpire clinics or other practices. May also consider using the DBA if unable to reserve school gyms in January. Once reserved, he will email interested softball parties.
Condron: Continues to attempt to collect money from All-Star teams continues to wait for payment from 6 families. Kniesteadt indicated that she may be able to edit the amount due in Blue Sombrero so that those families will need to pay the amount due when registering for next season. Should send these families a physical bill.
Motion by Gagne: Nominations committee consisting of Arnedt and Pitts to organize the annual meeting. 2nd by Rosevelt. Vote: All in favor.
Next DLL Annual member meeting, October 27, 2014 at 6:30 pm. Location: TBD Taylor called the meeting to a close at 8:30 pm.
Reports from Members: Gagne: Overview of budget was provided with copies of Balance Sheet and Profit and Loss sheets passed out to all present. Urgent need for improvements committee to meet after Board elections. ALL Board members to send an email with facility improvements ideas (under the assumption that DLL will continue to use the Mill Creek fields) to Gagne by Sunday, October 26, 2014. Sub-committee will sift through the ideas. Taylor: Dr. Timmis in favor of DLL pursuing building a new concession stand. She plans to meet with plumber and Timmins. Arnedt: Prior to the start of the concession stand project, DLL should have Dexter Schools support/specifics in writing. Deleruyelle: If DLL plans to construct a concession stand, should consider including bathrooms.
Rosevelt: Field use contract needs to be approved the board before signed/agreed upon. Taylor: DLL has not received the field use contract from Dexter Schools. Pastor Larry from Peace Lutheran has emailed Taylor to inquire if DLL wants to make Steffy travel ready (it still needs work). Timmis also indicated to Taylor via personal communication that all travel teams need to go through Community Ed to rent fields. Gagne: Board should consider renovating Field 16 for use by many different levels. If mound is removed, softball would be there. Last season, it was only used 1x/week for its intended purpose. Once an improvement list has been generated, after new board has been elected, a 3 year plan will be created for field improvements in conjunction with new contract. Taylor: Cappelli does not plan to return to the DLL Board. Pitts: Will be sending out email (by 10.19.2014) informing the membership of the annual meeting, elections including which positions are open/which members plan to run again. Elections will be held on Monday, 10.27.2014 at 6:30. All agreed need a written ballot. Pitts/Taylor to call library for availability. Sturmer: Current DLL Board has made many improvements this year, but there remains some contentious issues that he believes that he could help to
remedy in a Board position with greater leadership. He does not want to return as the DLL equipment manager. He has discussed this with Taylor and is interested in a vice-president position in which he would manage the internal DLL function with Taylor handling the external functions such as attending District 3 meetings.
General Discussion: Board discussed who is interested in running for their same or other positions including personal reasoning. Consensus: More long-term thinking is essential, better communication, early formation of a master calendar, and committee formation.
Gagne: Committees (all board members should also sit on a committee) that should be established for the 2015 Board (not limited to) include: o finance o long-term project planning o open/closing days o fields
Motion by Rosevelt: DLL will use written ballots in the election on 10/27/2014. Secretary (Arnedt) to print and count ballots. 2nd by Sturmer. Vote: All in favor.
Rosevelt: Earlier personal communication with Lewis suggested that he intends to run again for the 2015 following his recent absence. Board request that Lewis confirm this via email to the Board. Rosevelt to call Lewis to relay this message. Pitts will wait to hear from Rosevelt prior to sending email re: annual meeting/elections. Kirkey: Long-term project should include updating DLL By-Laws. Rosevelt: Per earlier Board discussion re: sharing duties of the president, Board should create a new Board position and divide duties.
Motion by Rosevelt: Create a new Board position called vice-president of operations. The existing duties of the president will be divided between the 2 and commincated to the board. 2nd by Kniesteadt. Vote: All in favor.
Pnacek: Only 1 coach has indicated interest in the off-season softball training. Perhaps send an email to the softball families to inquire. Plans to reserve the gym starting in January on Sunday evenings 6-7:30. DLL should be able to fill the gym times if insufficient interest with umpire clinics or other practices. May also consider using the DBA if unable to reserve school gyms in January. Once reserved, he will email interested softball parties.
Condron: Continues to attempt to collect money from All-Star teams continues to wait for payment from 6 families. Kniesteadt indicated that she may be able to edit the amount due in Blue Sombrero so that those families will need to pay the amount due when registering for next season. Should send these families a physical bill.
Motion by Gagne: Nominations committee consisting of Arnedt and Pitts to organize the annual meeting. 2nd by Rosevelt. Vote: All in favor.
Next DLL Annual member meeting, October 27, 2014 at 6:30 pm. Location: TBD Taylor called the meeting to a close at 8:30 pm.
