Committee Reports
EVAA Traveling Baseball Board Meeting November 14, 2016 Attendees Kim Bergland, Ryan Berg, Jeff Boraas, Rich Burr, Jason Dobis, Mark Groebner, Tricia Hovick, Dan McGrath, Aric Johnson, Rick Martin, Rob Neuenschwander, Simmon Schaefer, Tasha Schmitt, Michael Tahnk, Eric VandeBerg
Absent Kevin Brandt, Matt Finley, Pat Martin
Call to Order Meeting called to order at 6:35 pm Open Forum Thank you letters were received from winners of the $500 scholarships provided by Eastview Traveling Baseball, and shared with the board.
October Meeting Minutes A motion was made to approve the October meeting minutes. Motion carried.
Committee Reports Registration – Rich MBL will have a 9U level for the 2017 season consisting of 9AAA and 9AA. Open discussion was had regarding if EVTB should field teams at the 9U level. It was decided that EVTB will continue fielding teams at the 10U level, and allow both 10 year olds and 9 year olds to play at the 10U level. At this time, EVTB will not be fielding a separate set of teams at 9U. Action Items Rich to communicate our intention to not field 9U teams to the MBL State/Aug Classic Tournaments – Eric/Mark Expense increases again in 2016 continue to decrease profits. A new fee schedule for 2017 from the City of Apple Valley Parks & Rec was provided to EVTB at the EVAA Big Board meeting in October. There will be a $25 per team fee charged to EVTB when hosting the MBT State Tournament. This will increase expenses and decrease profits further in 2017. Discussion was had regarding options to recoup lost revenue. Action Items Rich to set up a meeting with the MBL including Mark and Eric to discuss options 1
Coach Development/Skills No update at this time.
Concessions – Kim No update at this time. League/Field Scheduling – Ryan Continuing to look for a fit for purpose field scheduling solution to be used in 2017. JCRP 10 is no longer being planned for work in 2017, so all fields will be available. Action Items Rich will ask other organizations what they use to facilitate the scheduling process Web Site/Communications – Ryan, Simmon, Tasha Updates continue to be made to the website with 2017 dates. The creation of an equipment exchange page will be done within FaceBook. It will facilitate Eastview Traveling Baseball families to provide each other with used baseball equipment, logowear, etc. An introduction to the equipment exchange will be added into the 2017 season kick-off communication. Action Items Tasha will draft a 2017 season kick-off communication to go out prior to Jan 1, 2017 Ryan to be included with John Hartig when registration is set up for coach interview and for 2017 traveling baseball sign up, as we need to have a back-up option for these processes Age Group Coordinators – Rob Discussion was had regarding the tournament sign up proposal from the October meeting for one person to handle all tournament sign up work for all age groups. It was determined that there is value in each age group coordinator handling the sign up for their age groups, as they will need to liaise with coaches at their age group to transfer point of contact information. Action Items Tournament sign up will begin once tournaments are posted on the MBL Tournaments site Logo Wear/Uniforms – Kim No changes will be made to the uniforms for 2017. Equipment – Dan In process of putting together budget numbers to cover what equipment needs to be replaced in 2017 and what additional equipment should be provided. We have received quotes for supplies to rebuild mounds and batters area. Discussion was had regarding which option would be best to pursue. Discussion was had regarding on opportunity to replace the club cart. Action Item Dan to place purchase order for required supplies to rebuild the mound and batters area Jeff to investigate club cart replacement 2
Eric and Mark to investigate storage options for club cart replacement Rich to inquire with potential club cart buyers, or identify other options
Tryouts – Jason No update at this time. Coach Selection – Rich (on behalf of Mike) Planning to schedule coach interviews the second or third week in January. Action items Mike to set dates for interview with age specific nights Cooperstown Clinic - Kim Spaghetti dinner on October 30th went very well. Everyone’s support was greatly appreciated. The next fund raiser will be a silent auction and raffle on February 25th. Informational flyer is already posted on the web site. Clinic is underway and numbers were good, but just below average. Discussion was had regarding increasing competition for player development in the off season. Action item Cooperstown committee along with 2018 Cooperstown group will look into adjustments we should consider for future version of the winter clinic Budget/Financial – Rick EVAA provided an updated detail financial report. Rick presented the 2016 actuals. There is still work in reconciling the 2016 books, as the detailed financial report just came out days before this meeting. Rick presented the 2017 first draft budget. Discussion was had regarding our planned incoming revenue and options available for spending. Action Item o o
Rick to continue reconciling the 2016 revenues and expenses Rick will present our 2017 budget for approval at our December meeting
Additional Issues / Business Open discussion was had regarding opportunities to fund raise as a way of keeping costs down for Eastview Traveling Baseball. Rob will collect ideas in this regard and will lead an effort to evaluate the most viable options with which we will proceed. Adjourn Meeting Meeting adjourned at 8:35 PM Next Meeting December 12, 2016 6:30 AVCC
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Absent Kevin Brandt, Matt Finley, Pat Martin
Call to Order Meeting called to order at 6:35 pm Open Forum Thank you letters were received from winners of the $500 scholarships provided by Eastview Traveling Baseball, and shared with the board.
October Meeting Minutes A motion was made to approve the October meeting minutes. Motion carried.
Committee Reports Registration – Rich MBL will have a 9U level for the 2017 season consisting of 9AAA and 9AA. Open discussion was had regarding if EVTB should field teams at the 9U level. It was decided that EVTB will continue fielding teams at the 10U level, and allow both 10 year olds and 9 year olds to play at the 10U level. At this time, EVTB will not be fielding a separate set of teams at 9U. Action Items Rich to communicate our intention to not field 9U teams to the MBL State/Aug Classic Tournaments – Eric/Mark Expense increases again in 2016 continue to decrease profits. A new fee schedule for 2017 from the City of Apple Valley Parks & Rec was provided to EVTB at the EVAA Big Board meeting in October. There will be a $25 per team fee charged to EVTB when hosting the MBT State Tournament. This will increase expenses and decrease profits further in 2017. Discussion was had regarding options to recoup lost revenue. Action Items Rich to set up a meeting with the MBL including Mark and Eric to discuss options 1
Coach Development/Skills No update at this time.
Concessions – Kim No update at this time. League/Field Scheduling – Ryan Continuing to look for a fit for purpose field scheduling solution to be used in 2017. JCRP 10 is no longer being planned for work in 2017, so all fields will be available. Action Items Rich will ask other organizations what they use to facilitate the scheduling process Web Site/Communications – Ryan, Simmon, Tasha Updates continue to be made to the website with 2017 dates. The creation of an equipment exchange page will be done within FaceBook. It will facilitate Eastview Traveling Baseball families to provide each other with used baseball equipment, logowear, etc. An introduction to the equipment exchange will be added into the 2017 season kick-off communication. Action Items Tasha will draft a 2017 season kick-off communication to go out prior to Jan 1, 2017 Ryan to be included with John Hartig when registration is set up for coach interview and for 2017 traveling baseball sign up, as we need to have a back-up option for these processes Age Group Coordinators – Rob Discussion was had regarding the tournament sign up proposal from the October meeting for one person to handle all tournament sign up work for all age groups. It was determined that there is value in each age group coordinator handling the sign up for their age groups, as they will need to liaise with coaches at their age group to transfer point of contact information. Action Items Tournament sign up will begin once tournaments are posted on the MBL Tournaments site Logo Wear/Uniforms – Kim No changes will be made to the uniforms for 2017. Equipment – Dan In process of putting together budget numbers to cover what equipment needs to be replaced in 2017 and what additional equipment should be provided. We have received quotes for supplies to rebuild mounds and batters area. Discussion was had regarding which option would be best to pursue. Discussion was had regarding on opportunity to replace the club cart. Action Item Dan to place purchase order for required supplies to rebuild the mound and batters area Jeff to investigate club cart replacement 2
Eric and Mark to investigate storage options for club cart replacement Rich to inquire with potential club cart buyers, or identify other options
Tryouts – Jason No update at this time. Coach Selection – Rich (on behalf of Mike) Planning to schedule coach interviews the second or third week in January. Action items Mike to set dates for interview with age specific nights Cooperstown Clinic - Kim Spaghetti dinner on October 30th went very well. Everyone’s support was greatly appreciated. The next fund raiser will be a silent auction and raffle on February 25th. Informational flyer is already posted on the web site. Clinic is underway and numbers were good, but just below average. Discussion was had regarding increasing competition for player development in the off season. Action item Cooperstown committee along with 2018 Cooperstown group will look into adjustments we should consider for future version of the winter clinic Budget/Financial – Rick EVAA provided an updated detail financial report. Rick presented the 2016 actuals. There is still work in reconciling the 2016 books, as the detailed financial report just came out days before this meeting. Rick presented the 2017 first draft budget. Discussion was had regarding our planned incoming revenue and options available for spending. Action Item o o
Rick to continue reconciling the 2016 revenues and expenses Rick will present our 2017 budget for approval at our December meeting
Additional Issues / Business Open discussion was had regarding opportunities to fund raise as a way of keeping costs down for Eastview Traveling Baseball. Rob will collect ideas in this regard and will lead an effort to evaluate the most viable options with which we will proceed. Adjourn Meeting Meeting adjourned at 8:35 PM Next Meeting December 12, 2016 6:30 AVCC
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