Nov 2013 Minutes
NEWBURY PARK PONY BASEBALL Board Meeting Minutes – Nov 5, 2013Date 10/1/13 11/4/13 11/7/13 10/1/13 10/1/13 11/5/13 10/1/13
Action Item Batting Cage Electrical Apparel CVUSD – Assess Cypress and Sequoia Form Discipline Committee Shetland Dugouts Website Buildout 2013-14 Calendar
Who
Committee, if any
Bob Bev Bob Josh Bob/Marty Eric Tracey
Paul, Josh
Josh, Kevin, ?
Completion Date Goal December December December January January 12 March ASAP
1.
OPENING: The regular meeting of the NPPB Board was called to order at 7:34pm on 11/5/13 in Newbury Park by Josh Stephenson. Those present are listed in the chart as well as guests: George Helmer.
2.
APPROVAL OF MINUTES: Brandon made a motion to approve October minutes, second by Steve - vote approved.
3.
NEXT MEETING: Tracey reported next meeting is Tuesday, Dec 3 at 7:30pm at Village Community Room.
4.
5.
COMPLETE BOARD POSITIONS: Brittany Frear was nominated for Fundraising Advisor – vote passed. Dave Foldes and Greg Greer were nominated for Bronco A Player Agent – Dave Foldes was voted for the position. Greg Greer and Leo Creger were nominated for Bronco B Player Agent – Leo Creger was voted for the position. Jason Evans was nominated for Mustang A Player Agent – vote passed. Jaisen Bishop was nominated for Mustang B Player Agent – vote passed. John Trudeau was nominated for Shetland Player Agent – vote passed. Shannon Ghoston was nominated to Awards and Trophies Advisor – vote passed. DIVISION REPORT: A. Shetland: Bob will talk about the Shetland dugout later in the meeting. B. Pinto: Brian reported that he is finding manager candidates. C. Mustang: Jason K. reported he has 15 people on his potential manager list. Jason is also working with Micah in dealing with fall ball issue of catcher bailing and umpire getting hurt. D. Bronco: Eric reported that the equipment is worn down and there is one gator working. Eric also brought up the topic of a select league. Steve said it was tried, but there wasn't enough teams. Eric also had a question about access to batting cages. Jason B. reported that it should still work. Eric reported that fall ball is going well, and Micah's been phenomenal.
BOARD OF DIRECTORS President Vice President Secretary Treasurer Operations Director Pony Division Director Bronco Division Director Mustang Division Director Pinto Division Director Shetland Division Director ADVISORY COUNCIL Assistant Treasurer Auditor Awards and Trophies Advisor Concessions Advisor Concessions Asst Equipment Advisor Fall Ball Advisor Field Maintenance Advisor Field Maint. Advisor Asst Field Maint. Advisor Asst Field Permit Advisor Fundraising Advisor Player Agent – Pony A Player Agent- Pony B Player Agent - Bronco A Player Agent - Bronco B Player Agent - Mustang A Player Agent - Mustang B Player Agent - Pinto A Player Agent - Pinto B Player Agent - Shetland Player Agent- Mini Shetland Shetland & Mini Res. Advisor Registration Advisor Sponsorship Advisor Team Parent Advisor Tournament Advisor Umpire Advisor Yearbook Advisor Uniform Advisor VIP Advisor Website Advisor Player/Coach Dev. Advisor Player/Coach Dev. Mustang,Bronco,Pony Player/Coach Dev. Mini,Shetland,Pinto
Name Josh Stephenson Steve Jackson Tracey Huff Bob Grieder Brandon Hill Stephen Meli Eric Horne Jason Kerns Brian Yasui Marty Rivera Name Kevin Wright Greg Greer Shannon Ghoston Bev Simmons Glenn Packard Micah Ing Jason Buckley Jimi Hendrix Steve Kennedy Kevin Leehey Brittany Frear Lou Shubin Alan Rosenthal Dave Foldes Leo Creger Jason Evans Jaisen Bishop Bob Au Clint Kimball John Trudeau Susan Hollander Wendy Kennedy Kevin Wright Kerri Cundiff Jimmy Moscoso Neil Gabby Mary Stephenson Rachel Moscoso Todd Taylor Eric Horne Jason Buckley
Oct! x x x x x x x x x
Nov x x x x x x x x x
x x
x x x
x x x
x x
x x
x
x x
x
E. Pony: Stephen reported an email was sent out last week to about 20 prospective managers. 6.
ADVISORY REPORTS: A. Fall Ball: Micah reported that things are going ok. Eric reported that in Pony they had issues with not enough players. Next week, both NP teams will only have 8 players each. For insurance reasons, teams cannot pick up unregistered players. Micah would also like to collect feedback from the fall ball managers. Josh suggested to have managers send out an email about games this weekend as it is Veteran's Day. B. Uniforms: Rachel reported that Premier will give us the same deal with same pricing as last year. In the past, we have always gotten 3 bids. Kevin asked whether we needed to get 3 bids for uniforms. Bob said the intent of having 3 bids is when we don't know how much things will cost. Bob made a motion to waive the 3 vendor bidding process for spring uniform, second by Stephen – motion approved. C. Registration: Wendy reported spring registration will begin next Friday, November 15th.
7.
OLD BUSINESS: 1
NEWBURY PARK PONY BASEBALL Board Meeting Minutes – Nov 5, 2013A. Manager Surveys: Steve reported that responses have been sent to DD's, but still need to be sent to the managers. Overall, the average for the league was pretty good (1.41). There were a lot of good feedback. Each team received 4-5 responses. This was the most surveys received in the last few years (25-30 more than previous years). B. Manager Evaluations: Tracey reported receipt of manager evals from Mustang and Bronco; still need: Shetland, Pinto and Pony. C. Batting Cage Electrical: Bob reported the batting cage electrical will be done by the end of the year. They will wait for fall ball to end to start the project. D. Shetland Dugout: Bob reported that the concrete will wrap around behind the dugout, which will cost less money. Two of the three bids are in, 1 is revising and will be submitted this week. Worst case scenario, the project will not cost more than $9000 with CRPD covering 2/3 of the cost. The second piece of the grant was for a new gator, which will cost around $10,000 with CRPD again covering 2/3 of the cost. Bob also reported that he contacted Tom Hare, and asked since the dugout costs less than projected, if we can add items. A proposal needs to be presented and approved. Bob highlighted the different items to include in the proposal: 1) install door for access to clay, 2) straighten Pinto fence, 3) place pads around poles in batting cages, 4) replace with better netting in batting cages, 5) replace pads for backstop, 6) purchase of a Dolphin (rollers that captures water on the fields) – costs $600-$800. Stephen brought up dugout organizers. 8.
NEW BUSINESS: A. 2012-13 Financial Status/2013-14 Budget: Bob reported a net gain of $6,623 for the 2012-13 season. The adjusted gain was $26,351 due to 2012 uniform expense of $19,728 that was paid in 2013. Bob presented 2013-14 budget (attached). He reported that baseballs have been ordered and suggested that umpire payroll be increased. He also suggested sending emails to CLU coaches about players being umpires. Bob proposed that the registration fees for the upcoming spring season stay the same as last year. Bob reported that retention rates increased, but base start is lower. Rachel proposed that we add the $5 for names and personalized numbers to registration – vote passed unanimously. An email blast will be sent explaining the addition of the $5 to registration. Brandon made a motion to approve budget, second by Tracey – vote approved. Bob proposed the following: 1) creating a new advisory position for Field Permit Advisor. Bob nominated Kevin Leehey, second by Eric – vote passed. 2) spending no more than $9000 for the Shetland dugout and concrete project. Motion second by Stephen and approved. 3) spending no more than $10,000 for a new Gator. Brandon motioned, second by Stephen – vote approved. 4) add to the CRPD grant to fix the items mentioned under Shetland Dugout. This is not to exceed $6000. Josh made a motion, second by Eric – vote passed. B. Full Swing Squeeze Play: Eric brought up for discussion the full swing squeeze play. It was suggested this would be best brought up at the manager's meeting and clinic. C. New website: Josh reported that Dick's Sporting Goods acquired a website called Blue Sombrero. They are offering this website free of charge to community groups. We will only pay for credit card charges. The website is free, clean and user-friendly. A ghost site will be set up while still using Club Setup for the spring season. We will switch over during the summer. Eric made a motion to approve the new website, second by Stephen – motion passed. D. Field Maintenance: Jason B. proposed the purchase of an Infield Rascal MVP ($4600) to redo fields. Stephen suggested adding this expense to the CRPD grant addition proposal. Jason also reported that we did not order dirt last year, so will need to this year. The cost for dirt will be $8000. Finally, he reported that the fields at Sequoia Middle School need new infield grass, which will cost $4500. Kevin expressed concerns about the upkeep of the fields if we were to spend that much on redoing the fields. Josh made a motion to approve buying of the Rascal, second by Stephen – motion approved. Bob proposed to redo the 3 Sequoia infields at a price not to exceed $12,500. Motion second by Jason – motion approved.
9.
ADJOURNMENT: Meeting adjourned at 10:00 pm by Josh and second by Steve. Next meeting Dec 3 at Village Community Room. Minutes submitted by Tracey Huff 2
Action Item Batting Cage Electrical Apparel CVUSD – Assess Cypress and Sequoia Form Discipline Committee Shetland Dugouts Website Buildout 2013-14 Calendar
Who
Committee, if any
Bob Bev Bob Josh Bob/Marty Eric Tracey
Paul, Josh
Josh, Kevin, ?
Completion Date Goal December December December January January 12 March ASAP
1.
OPENING: The regular meeting of the NPPB Board was called to order at 7:34pm on 11/5/13 in Newbury Park by Josh Stephenson. Those present are listed in the chart as well as guests: George Helmer.
2.
APPROVAL OF MINUTES: Brandon made a motion to approve October minutes, second by Steve - vote approved.
3.
NEXT MEETING: Tracey reported next meeting is Tuesday, Dec 3 at 7:30pm at Village Community Room.
4.
5.
COMPLETE BOARD POSITIONS: Brittany Frear was nominated for Fundraising Advisor – vote passed. Dave Foldes and Greg Greer were nominated for Bronco A Player Agent – Dave Foldes was voted for the position. Greg Greer and Leo Creger were nominated for Bronco B Player Agent – Leo Creger was voted for the position. Jason Evans was nominated for Mustang A Player Agent – vote passed. Jaisen Bishop was nominated for Mustang B Player Agent – vote passed. John Trudeau was nominated for Shetland Player Agent – vote passed. Shannon Ghoston was nominated to Awards and Trophies Advisor – vote passed. DIVISION REPORT: A. Shetland: Bob will talk about the Shetland dugout later in the meeting. B. Pinto: Brian reported that he is finding manager candidates. C. Mustang: Jason K. reported he has 15 people on his potential manager list. Jason is also working with Micah in dealing with fall ball issue of catcher bailing and umpire getting hurt. D. Bronco: Eric reported that the equipment is worn down and there is one gator working. Eric also brought up the topic of a select league. Steve said it was tried, but there wasn't enough teams. Eric also had a question about access to batting cages. Jason B. reported that it should still work. Eric reported that fall ball is going well, and Micah's been phenomenal.
BOARD OF DIRECTORS President Vice President Secretary Treasurer Operations Director Pony Division Director Bronco Division Director Mustang Division Director Pinto Division Director Shetland Division Director ADVISORY COUNCIL Assistant Treasurer Auditor Awards and Trophies Advisor Concessions Advisor Concessions Asst Equipment Advisor Fall Ball Advisor Field Maintenance Advisor Field Maint. Advisor Asst Field Maint. Advisor Asst Field Permit Advisor Fundraising Advisor Player Agent – Pony A Player Agent- Pony B Player Agent - Bronco A Player Agent - Bronco B Player Agent - Mustang A Player Agent - Mustang B Player Agent - Pinto A Player Agent - Pinto B Player Agent - Shetland Player Agent- Mini Shetland Shetland & Mini Res. Advisor Registration Advisor Sponsorship Advisor Team Parent Advisor Tournament Advisor Umpire Advisor Yearbook Advisor Uniform Advisor VIP Advisor Website Advisor Player/Coach Dev. Advisor Player/Coach Dev. Mustang,Bronco,Pony Player/Coach Dev. Mini,Shetland,Pinto
Name Josh Stephenson Steve Jackson Tracey Huff Bob Grieder Brandon Hill Stephen Meli Eric Horne Jason Kerns Brian Yasui Marty Rivera Name Kevin Wright Greg Greer Shannon Ghoston Bev Simmons Glenn Packard Micah Ing Jason Buckley Jimi Hendrix Steve Kennedy Kevin Leehey Brittany Frear Lou Shubin Alan Rosenthal Dave Foldes Leo Creger Jason Evans Jaisen Bishop Bob Au Clint Kimball John Trudeau Susan Hollander Wendy Kennedy Kevin Wright Kerri Cundiff Jimmy Moscoso Neil Gabby Mary Stephenson Rachel Moscoso Todd Taylor Eric Horne Jason Buckley
Oct! x x x x x x x x x
Nov x x x x x x x x x
x x
x x x
x x x
x x
x x
x
x x
x
E. Pony: Stephen reported an email was sent out last week to about 20 prospective managers. 6.
ADVISORY REPORTS: A. Fall Ball: Micah reported that things are going ok. Eric reported that in Pony they had issues with not enough players. Next week, both NP teams will only have 8 players each. For insurance reasons, teams cannot pick up unregistered players. Micah would also like to collect feedback from the fall ball managers. Josh suggested to have managers send out an email about games this weekend as it is Veteran's Day. B. Uniforms: Rachel reported that Premier will give us the same deal with same pricing as last year. In the past, we have always gotten 3 bids. Kevin asked whether we needed to get 3 bids for uniforms. Bob said the intent of having 3 bids is when we don't know how much things will cost. Bob made a motion to waive the 3 vendor bidding process for spring uniform, second by Stephen – motion approved. C. Registration: Wendy reported spring registration will begin next Friday, November 15th.
7.
OLD BUSINESS: 1
NEWBURY PARK PONY BASEBALL Board Meeting Minutes – Nov 5, 2013A. Manager Surveys: Steve reported that responses have been sent to DD's, but still need to be sent to the managers. Overall, the average for the league was pretty good (1.41). There were a lot of good feedback. Each team received 4-5 responses. This was the most surveys received in the last few years (25-30 more than previous years). B. Manager Evaluations: Tracey reported receipt of manager evals from Mustang and Bronco; still need: Shetland, Pinto and Pony. C. Batting Cage Electrical: Bob reported the batting cage electrical will be done by the end of the year. They will wait for fall ball to end to start the project. D. Shetland Dugout: Bob reported that the concrete will wrap around behind the dugout, which will cost less money. Two of the three bids are in, 1 is revising and will be submitted this week. Worst case scenario, the project will not cost more than $9000 with CRPD covering 2/3 of the cost. The second piece of the grant was for a new gator, which will cost around $10,000 with CRPD again covering 2/3 of the cost. Bob also reported that he contacted Tom Hare, and asked since the dugout costs less than projected, if we can add items. A proposal needs to be presented and approved. Bob highlighted the different items to include in the proposal: 1) install door for access to clay, 2) straighten Pinto fence, 3) place pads around poles in batting cages, 4) replace with better netting in batting cages, 5) replace pads for backstop, 6) purchase of a Dolphin (rollers that captures water on the fields) – costs $600-$800. Stephen brought up dugout organizers. 8.
NEW BUSINESS: A. 2012-13 Financial Status/2013-14 Budget: Bob reported a net gain of $6,623 for the 2012-13 season. The adjusted gain was $26,351 due to 2012 uniform expense of $19,728 that was paid in 2013. Bob presented 2013-14 budget (attached). He reported that baseballs have been ordered and suggested that umpire payroll be increased. He also suggested sending emails to CLU coaches about players being umpires. Bob proposed that the registration fees for the upcoming spring season stay the same as last year. Bob reported that retention rates increased, but base start is lower. Rachel proposed that we add the $5 for names and personalized numbers to registration – vote passed unanimously. An email blast will be sent explaining the addition of the $5 to registration. Brandon made a motion to approve budget, second by Tracey – vote approved. Bob proposed the following: 1) creating a new advisory position for Field Permit Advisor. Bob nominated Kevin Leehey, second by Eric – vote passed. 2) spending no more than $9000 for the Shetland dugout and concrete project. Motion second by Stephen and approved. 3) spending no more than $10,000 for a new Gator. Brandon motioned, second by Stephen – vote approved. 4) add to the CRPD grant to fix the items mentioned under Shetland Dugout. This is not to exceed $6000. Josh made a motion, second by Eric – vote passed. B. Full Swing Squeeze Play: Eric brought up for discussion the full swing squeeze play. It was suggested this would be best brought up at the manager's meeting and clinic. C. New website: Josh reported that Dick's Sporting Goods acquired a website called Blue Sombrero. They are offering this website free of charge to community groups. We will only pay for credit card charges. The website is free, clean and user-friendly. A ghost site will be set up while still using Club Setup for the spring season. We will switch over during the summer. Eric made a motion to approve the new website, second by Stephen – motion passed. D. Field Maintenance: Jason B. proposed the purchase of an Infield Rascal MVP ($4600) to redo fields. Stephen suggested adding this expense to the CRPD grant addition proposal. Jason also reported that we did not order dirt last year, so will need to this year. The cost for dirt will be $8000. Finally, he reported that the fields at Sequoia Middle School need new infield grass, which will cost $4500. Kevin expressed concerns about the upkeep of the fields if we were to spend that much on redoing the fields. Josh made a motion to approve buying of the Rascal, second by Stephen – motion approved. Bob proposed to redo the 3 Sequoia infields at a price not to exceed $12,500. Motion second by Jason – motion approved.
9.
ADJOURNMENT: Meeting adjourned at 10:00 pm by Josh and second by Steve. Next meeting Dec 3 at Village Community Room. Minutes submitted by Tracey Huff 2
