Mercersburg Youth Baseball â Monthly Board Meeting Minutes
Mercersburg Youth Baseball – Monthly Board Meeting Minutes September 20, 2017 @ 6:00 pm – MMPW Meeting Room in the Firehouse Attendees: President: Marty Towns, VP: Jason Pine, Secretary: Amy Egli, Treasurer: Erin Martin At Large Members: Dan Moreland, Jeff Mellott, Jimmy Clark, Cliff Pine Coaches: Roger Glessnor, Kent Hawk, Craig Zeger Call to Order – Monthly Board Meeting was called to order by President, Marty Towns at 6:05 pm Secretary’s Report: 1. 8/23/17 – Meeting minutes were e-mailed for review on September 15 a. Jeff made a motion to approve minutes as is. Second: Roger b. Vote was unanimous Treasurer’s Report: 1.
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Erin sent the report via e-mail on September 17, 2017. Ending balance as of August 31, 2017 and reconciled with the bank = $12,280.97 a. Dan made a motion to accept treasurer’s report. Second: Jason b. Vote was unanimous We received a check for $311 from Picture Plus, which is our profit from picture sales We are officially 501c3, which means we will file a 990n form for 2016 back taxes
Old Business: 1.
Update on professionally winterize the water line in the concession stand a. Neil Kuhn’s offered to donated his time to winterize the concession stand, IF Matt Martin helps him and MYB pays for the RV antifreeze b. Erin made a motion via text to accept Neil’s offer and give Matt an expenditure of less than $20 for the RV antifreeze c. The majority approved motion via text d. Job was complete on 9/9/17 2. Concession stand lock needed to be replaced because a key broke off in the lock. Amy made a motion via text to replace the lock with an expenditure of less than $30 for the lock and free labor. a. The majority approved the motion via text b. It was replaced on 9/11/17 3. “Little League” age change - Little League is changing their cutoff date from May 1 to August 31. They are doing this so that no child will be too old while playing in the league (to make a younger league). a. Discussion on MYB following the new age change rule: - Greencastle, Pen Mar, Waynesboro, and Fulton County are all “Little League” affiliated so they all will have to follow the age change. This will affect All-star tournament play if we do not adopt the age change - Marty talked to Corey Daley (Pony League): He started that Chambersburg Suburban is making a final decision on Oct 10. The league would be able to handle an influx of player if adopted - Amy looked into how many players the change affects: 5 players would be grandfathered in this year. There are 6 players who would be playing their last year this year, instead of next year. This would also affect about 10-12 minor league players, meaning they would have to move up sooner than they my want. - The change will also align players with school sport ages - Marty suggested maybe starting the change with one age group at a time
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Jason, Jeff suggested waiting and seeing what Chambersburg Suburban is doing with their ages - Amy suggested to not adapt the age change for regular season but implement it for allstar tournament play - Cliff suggested that we implement the age change to the youngest age group in each league with all-stars following the age change - Roger suggested that if we do not adopt the age change, that we let the older player know from the beginning that they are not eligible for an all-star tournament team - Kent pointed out that out league is unique and we have our own set of rules that fits our community. He stated that the Orioles would not be following out 5-5-5 rules under the new age change, they would have 8 – 12 year old players, and he would also have trouble following the current pitching rules as well. He also wants to make sure we are not cutting any players out of our league - Jimmy stated that we will probably have to make the change eventually - Kent also suggested that we inform the public of the changes - Erin made a motion to accept the August 31 cut-of date for 5 year old player, No second b. Cliff made a motion to table the vote until October meeting, when Chambersburg Suburban has made their decision (which is Mercersburg’s pony league). Second: Erin i. Vote was unanimous Proposed changes in the by-laws were reviewed and explained if necessary a. Cliff made a motion the accepted the proposed changes. Second: Roger b. Vote was unanimous At Large Responsibility Assignments (from Board Member Duty list handed out last meeting) a. Cliff will head the Family Fun Day Committee b. Jimmy will head the T-ball Tournament Committee c. Dan will head the Closing Day Activities Committee d. Jeff will head the Fall Ball Committee and Field Maintenance Committee e. The All-Star Committee is still vacant Halloween Parade a. Rod Hissong will allow us to borrow a wagon for our float but we will need a truck and driver b. Still working on a theme Townfest a. We will not have a booth this year Other winterization that needs done at the ball fields a. Signs on the back field still need taken down b. Grease needs emptied Rules – major, minor, t-ball a. Rules for major and minor leagues were passed out for review b. Cliff suggested that we have t-ball guidelines and that he has started a draft of said guidelines that he is willing to share c. Marty is also inviting umpires d. We will meet on Oct 4 to review all league rules, everyone is welcome, especially coaches
New Business: 1. Cameron Saunders asked to borrow the metal bleacher from the ball field for the Sandarosa Festival a. Marty made a motion to allow Cameron to use our bleachers b. Majority approved via text 2. We need to renew the go daddy website domain to keep our website as www.mercersburgyouthbaseball.org a. Jason made a motion to renew a year subscription to go daddy. Second: Jimmy b. Vote was unanimous
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Renewal of the lock box at the bank a. We have a lock box at the bank with no keys and no idea what is in it. b. It cost $15 a year to have the lock box c. It would cost around $175 to drill the lock and see what is in the lock box d. Erin is currently talking with the bank to figure out what our best option is to get in the lock box Background Check procedures a. Amy proposes new background check procedures for coaches, assistant coaches, and board members. Each person will need to complete a PA criminal background check, child abuse clearances, and a background signature form if they have lived in the state of PA for more than 10 years. If the have not lived in the state of PA for more than 10 years then they will need a federal background check. She also suggested that each volunteer turn in paper copies to the secretary to keep in file. All said clearances are valid for 5 years. b. Cliff suggested that we have coaches sign the background signature form every year c. Cliff suggested that we get badges for coaching staff as well d. Erin said that Picture Plus will provide those free of cost, if we wanted them e. Jeff made a motion to accept the proposed background check policy. Second: Kent i. Vote was unanimous Budget a. Erin asked if there was a need for her to complete a budget for the upcoming season b. Most agreed that a budget is a good idea, Erin will work on a budget
Adjournment: Jason made a motion to adjourn at 8:14 pm Second: Jeff Next Meetings: Monthly Board Meeting: October 18. 2017 at 6:00 in the MMPW Meeting Room Rules Meeting: October 4, 2017 at 6:00 in the MMPW Meeting Room Board Approved October 18, 2017
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Erin sent the report via e-mail on September 17, 2017. Ending balance as of August 31, 2017 and reconciled with the bank = $12,280.97 a. Dan made a motion to accept treasurer’s report. Second: Jason b. Vote was unanimous We received a check for $311 from Picture Plus, which is our profit from picture sales We are officially 501c3, which means we will file a 990n form for 2016 back taxes
Old Business: 1.
Update on professionally winterize the water line in the concession stand a. Neil Kuhn’s offered to donated his time to winterize the concession stand, IF Matt Martin helps him and MYB pays for the RV antifreeze b. Erin made a motion via text to accept Neil’s offer and give Matt an expenditure of less than $20 for the RV antifreeze c. The majority approved motion via text d. Job was complete on 9/9/17 2. Concession stand lock needed to be replaced because a key broke off in the lock. Amy made a motion via text to replace the lock with an expenditure of less than $30 for the lock and free labor. a. The majority approved the motion via text b. It was replaced on 9/11/17 3. “Little League” age change - Little League is changing their cutoff date from May 1 to August 31. They are doing this so that no child will be too old while playing in the league (to make a younger league). a. Discussion on MYB following the new age change rule: - Greencastle, Pen Mar, Waynesboro, and Fulton County are all “Little League” affiliated so they all will have to follow the age change. This will affect All-star tournament play if we do not adopt the age change - Marty talked to Corey Daley (Pony League): He started that Chambersburg Suburban is making a final decision on Oct 10. The league would be able to handle an influx of player if adopted - Amy looked into how many players the change affects: 5 players would be grandfathered in this year. There are 6 players who would be playing their last year this year, instead of next year. This would also affect about 10-12 minor league players, meaning they would have to move up sooner than they my want. - The change will also align players with school sport ages - Marty suggested maybe starting the change with one age group at a time
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5.
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7. 8.
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Jason, Jeff suggested waiting and seeing what Chambersburg Suburban is doing with their ages - Amy suggested to not adapt the age change for regular season but implement it for allstar tournament play - Cliff suggested that we implement the age change to the youngest age group in each league with all-stars following the age change - Roger suggested that if we do not adopt the age change, that we let the older player know from the beginning that they are not eligible for an all-star tournament team - Kent pointed out that out league is unique and we have our own set of rules that fits our community. He stated that the Orioles would not be following out 5-5-5 rules under the new age change, they would have 8 – 12 year old players, and he would also have trouble following the current pitching rules as well. He also wants to make sure we are not cutting any players out of our league - Jimmy stated that we will probably have to make the change eventually - Kent also suggested that we inform the public of the changes - Erin made a motion to accept the August 31 cut-of date for 5 year old player, No second b. Cliff made a motion to table the vote until October meeting, when Chambersburg Suburban has made their decision (which is Mercersburg’s pony league). Second: Erin i. Vote was unanimous Proposed changes in the by-laws were reviewed and explained if necessary a. Cliff made a motion the accepted the proposed changes. Second: Roger b. Vote was unanimous At Large Responsibility Assignments (from Board Member Duty list handed out last meeting) a. Cliff will head the Family Fun Day Committee b. Jimmy will head the T-ball Tournament Committee c. Dan will head the Closing Day Activities Committee d. Jeff will head the Fall Ball Committee and Field Maintenance Committee e. The All-Star Committee is still vacant Halloween Parade a. Rod Hissong will allow us to borrow a wagon for our float but we will need a truck and driver b. Still working on a theme Townfest a. We will not have a booth this year Other winterization that needs done at the ball fields a. Signs on the back field still need taken down b. Grease needs emptied Rules – major, minor, t-ball a. Rules for major and minor leagues were passed out for review b. Cliff suggested that we have t-ball guidelines and that he has started a draft of said guidelines that he is willing to share c. Marty is also inviting umpires d. We will meet on Oct 4 to review all league rules, everyone is welcome, especially coaches
New Business: 1. Cameron Saunders asked to borrow the metal bleacher from the ball field for the Sandarosa Festival a. Marty made a motion to allow Cameron to use our bleachers b. Majority approved via text 2. We need to renew the go daddy website domain to keep our website as www.mercersburgyouthbaseball.org a. Jason made a motion to renew a year subscription to go daddy. Second: Jimmy b. Vote was unanimous
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5.
Renewal of the lock box at the bank a. We have a lock box at the bank with no keys and no idea what is in it. b. It cost $15 a year to have the lock box c. It would cost around $175 to drill the lock and see what is in the lock box d. Erin is currently talking with the bank to figure out what our best option is to get in the lock box Background Check procedures a. Amy proposes new background check procedures for coaches, assistant coaches, and board members. Each person will need to complete a PA criminal background check, child abuse clearances, and a background signature form if they have lived in the state of PA for more than 10 years. If the have not lived in the state of PA for more than 10 years then they will need a federal background check. She also suggested that each volunteer turn in paper copies to the secretary to keep in file. All said clearances are valid for 5 years. b. Cliff suggested that we have coaches sign the background signature form every year c. Cliff suggested that we get badges for coaching staff as well d. Erin said that Picture Plus will provide those free of cost, if we wanted them e. Jeff made a motion to accept the proposed background check policy. Second: Kent i. Vote was unanimous Budget a. Erin asked if there was a need for her to complete a budget for the upcoming season b. Most agreed that a budget is a good idea, Erin will work on a budget
Adjournment: Jason made a motion to adjourn at 8:14 pm Second: Jeff Next Meetings: Monthly Board Meeting: October 18. 2017 at 6:00 in the MMPW Meeting Room Rules Meeting: October 4, 2017 at 6:00 in the MMPW Meeting Room Board Approved October 18, 2017
