Key Peninsula Little League: My Site News: KPLL Board Meeting Minutes

Monday, November 17
KPLL Board Meeting Minutes

Key Peninsula Meeting Minutes - Nov. 17, 2008

Meeting called to order at 7:10 pm at the Volunteer Park Concessions stand.

Attendees: Greg VanOverbeke, Shima Garrison, Matt Michalke, Ian Skidmore, Penny Waldron, Ed Robison, Bob Queenin, Don Wilcox, Scott Russell, Deanna Russell

Presidents Report:

Contract for the grant to make field 1 improvements has finally been signed and accepted by all parties. A check for $10,000.00 has been deposited in a new separate checking account to be used exclusively for this project. Scott Gallagher and I will be tracking the funds/expenses with a mutually monitored spreadsheet.  Ed Robison is doing the engineering.  Aspen has completed the survey required. 

The plan is to have Ed write up the scope of work to be performed with bid sheets as needed to begin soliciting bids, try to perform some of the work which will not interfere with our baseball season and hopefully complete the project next summer/fall. Scott would like to discuss our June scheduling, he would like to get started as soon as possible in June, possibly looking at our BL playing end of season elsewhere? Bruce Nicholson is looking into the possibility of having a sponsor(s) donate 1-3 scoreboards. Has 1-2 in mind, the owner of Subway has provided GHLL and PHs with some in the past.  Of course he is looking for any other potential sponsors to approach.

The Grant for the batting cage project has also finally been approved.  I have been trying to set up a meeting with Glen George to go over the grant project, to see if we can get him and KPMPD paid for work performed to date. Then we can go over his plans, cost estimates to finish, etc. Then we will establish a plan and schedule the work.

Scott Lester has agreed to take the responsibility of being the field equipment manager from the regular equipment manager. Scott will be responsible for all of the field equipment such as the bases, rakes, lining equipment, make sure we have chalk, etc.

Sec. of State, Charitable Solicitations Renewal form was mailed in on 11/06/08.

Looked into our corporation status with the state, we are actively incorporated with a renewal date of 05/31/09, they should notify us approx. one month prior to the expiration date.  There will be a fee of approximately $50.00

IRS charging us $280.00 late filing fee from 2007 due to misunderstanding with previous years filing on a calendar year rather than a fiscal year. Dawn/Todd Davis has cleared that up, but the return was not accepted until after the due date. I have responded in due time with a request to be released of the late filing fee, considering the circumstances, the IRS said they would likely accept the request, but this is still pending their review.

Received a small donation from a Boeing employee fund of $125.71 from someone named Charles Anderson? I have updated our profile with the company and Cybergrants, inc. Hopefully we will receive more in the future?

Treasurers Report:

See attached financial statement.  Added a Grant Checking account for Field #1 and deposited $10,000 received from the Parks Dept into account.  Secretary of State Renewal form for non-profit and $10.00 fee sent in 11/06/08. Received a charitable contribution from Charles Anderson for $125.00.  Is there a way to thank him?

Field Improvements:

Greg reporting for Kurt Self:  The contract for Field #1 has been signed and accepted by all parties so work may proceed. Scott Gallagher of the Parks Dept. and Greg will monitor expenses. Aspen Land surveying has completed initial survey; report has not been received to date. During the off-season the committee will work to acquire all bid specs.  Most of the work will be completed at the end of the 2009 season.  League may look at moving some games at the end of the season to PHS if Community Fair is cancelled in order to begin work sooner.

Bruce Nicholson is looking into getting 1 to 3 scoreboards for the Parks Dept.  Parks Dept has approved allowing scoreboards to be installed.  No funding approved by Parks Dept.

Batting cage grant has been approved by Pierce County.

Player Agent Report:

Nov 24th is the first registration.  All position chairs need to look over handouts and send Deanna any additional handouts for registration. Need at least five Board members to help during the registration.

Old Business:

  • Umpire Training:
    • Bob Queenin does not recommend paying umpires.  Joe Winniford from District Staff does not want to hold any additional training in March due to the District Umpire Training to be held in March.  Feb. 28th is a possible date to join with GHLL in umpire training.  Don Wilcox will contact GHLL to ask if KPLL can combine with them.
    • Bob Queenin has put in a request to attend additional training in San Bernardino in Feb.  Cost is $310 for school plus airfare.  Will KPLL help with cost?   Request tabled.
    • Don presented some ideas for umpire attire and acknowledgement of time volunteered.
  • Standing Rules:
    • modifications presented and discussed.  Don Wilcox motioned to approve as modified, seconded by Bob Queenin. Motion passed.

New Business:

  • Softball Representative:
    • Penny Waldron will represent KP at interleague meetings for softball. Suggested she contact Amanda Walston to assist with Minor/Major Division.
  • Web site:
    • Sponsor/sign information needs to be updated for new fees. Action Deanna
  • Sponsors:
    • Dan has contacted almost all of the past sponsors. Some sponsors have declined due to economy. Don Wilcox needs sponsor forms to take to businesses. Request All Board members help if can.
  • Signs:
    • Ed needs list of signs from Dan. Parks Dept will not allow signs on the road frontage fence due to sign regulations and community complaints. Signs can be hung on the parking lot and outfield fences as in the past.
  • Breakfast:
    • Phyllis will be out of town during the breakfast. She needs someone to be in charge that day.  She has Bruce and Jenny Nicholson to help.
  • Photographer:
    • Penny Waldron will be in charge of pictures.

Motion to adjourn by Ian Skidmore at 8:57pm, motion seconded and approved.

Next Meeting Dec 15, 7pm, at Volunteer Park Concessions