Portland Little League: Board Meeting Minutes

Portland Little League Annual Meeting 9/27/09 

Attendees: Jonathan Newman, Lisa Newman, Ted Schuh, Lara Hurst, Chan Aaby, Cynthia Aaby, Rod Atkinson, Lisa Atkinson, Brad Linder, Rob Gilhuly, Guy Devlin, Jerry Pederson, Kris Gomez, Heather Adams, Doug Roos, Mike Lyons, Dede Mannix , Scott Johnson, Pam Roark, Amy Platt, Steven White, Stephen Hammond, Pedro Rodriguez, Taffy McKinnis

Meeting called to order  at 6:40 pm

Actions:

                Elected the following people to positions:

1.       President: Chelsea Stevens

2.       Vice President Majors Baseball: Rob Gilhuly

3.       Vice President Minors Baseball: Kris Gomez

4.       Vice President Farms Baseball: Mike Lyons

5.       Vice President T-ball: Heather Adams

6.       Information Officer: Jonathan Newman

7.       Treasurer: Amy Platt

8.       Player Agent Softball: Rod Atkinson

9.       Safety Officer: Steve Hammond

10.   Equipment Manager: Mike Lyons

11.   Umpire in Chief: Keith Carey

12.   Secretary: Jerry Pederson

Items:

1.        The new board takes effect October 1^st, 2009.

2.       Ted Schuh:

a.        need to track rain outs to get compensation from City Of Portland

b.      New Snack Shack needs a door to be fabricated

c.       One is stored at Mt Hood, other stored at Oregon Towing.

d.      One Bid on Kern Fence came in at $1000.  Need to get other bids.

Meeting Adjourned 7:45

Porland Little League Board Meeting Minutes 7/12/09

Members Attending: Jonathan Newman, Chelsea Stevens, Lisa Newman, Teka Clevidence, Mike Lyons, Rob Gilhuly, Ted Schuh, Chan Aaby, Jonathan Newman, Guy Devlin, Michele White, Steve White

Meeting Called To Order at Woodstock Park:

Actions:

1.       Motion to allocate $500 to pay fro Tournament Breakfast and Baskets.  Seconded and Approved

2.       Moion to move next meeting to August 9^th at 1:00 at Round Table Pizza.  Seconded and Approved.

Announcements:

1.       Treasurer: $300 for generator for Lockup given to Steve White

2.       VP Farms:  Wants to have a commitment to learning next year.  More structured practices

3.       VP TBall: Great year, no complaints!

4.       Auction $1795 in checks to deposit + misc cash.

5.       There are lots of grant writing possibilities.  Chelsea to investigate.

6.       Ted: Tournament -> State Tournament, need to feed people for the 25^th of July

7.       Teka wants uniforms to borrow for the Woodstock Parade on the 18^th.  Wants to print flyers for handouts for recruiting next year.

8.       Fall Ball: Mike Lyons would like to manage a PLL Fall ball effort this year.

Meeting Adjourned.

Porland Little League Board Meeting Minutes 5/21/09

Members Attending: Jonathan Newman, Doug Roos, Cynthia Aaby, Teka Clevidence, Michele White, Lisa Newman, Guy Devlin, Chan Aaby, Rob Gilhuly

Meeting Called To Order at 6:53, run by Lisa Newman

Actions:

1.       Motion: Contact all managers via email to submit letters of intent by 5-31-09.  Seconded and Approved.

2.       Motion:  Move money earned from Family Movie Day for the End of the Season Picnic budget.  Seconded and Approved.

3.       Motion:  Amend by-laws to include a requirement that all Managers must attend a Mandatory Umpire Meeting at the beginning of the regular season.  Seconded and approved.

4.       Motion:  Budget $4500 for modifications to Woodstock field to improved, initially limited to $500 contingent on a required assessment by a soil expert.  Seconded and Approved.

5.       Motion:  Allocate $300 for a new lawn mower for Essex.  Seconded and Approved.

6.       Motion: $800 for improving the Kern dugouts.  Seconded and Approved.

7.       Email Motion to Approve All Stars Managers: 

a.        Steve Hammond 9-10 Baseball,

b.      Mike Clevidence 10-11 Baseball

c.        Guy Devlin 11-12 Baseball  with Coach Greg Keller.

d.      Mike Lyons Honors Baseball

e.      Jim Brauckmiller 9-10 Softball

f.        Ben Malsey 11-12 Softball

Seconded and Approved.   

Announcements:

1.       Equipment Manager: bought brushes and clickers.

2.       Fundraising Coordinator:

a.       Still collecting.  Expecting to be done June 1^st.

b.       Phillies still owe about $200.  Parents have been contacted and state they paid, but the money isn’t making it in.

c.       Wii raffle is $245.00 in the green.

d.      Fundraising next year – need assistance.

3.       Sponsor Coordinator:

a.       Burgerville, no sponsorship yet.

b.      $300 from Adair Homes.  Not sure why we got it.

c.       Bagdad on June 11^th – Family Movie Day.  Will be showing “Sandlot”, the league will get 100% of the door fee.

4.       Treasurer: 

a.       Pulled in 14K in fundraising, and we had budgeted 12K.

b.      No beavers ticket revenue to date

c.       Owe 3K for Cookie Dough, $800 for pepperoni.

d.      Concessions so far:  4K in revenue, + 1K not posted so far.

e.      Costs for Concessions are about 4K.

f.        Opening Day Picnic was under budget.

5.       Steve White resigned as Field Maintenance Coordinator.

6.       Guy Devlin resigned as 11-12 All Stars Manager, and nominated Greg Keller as his replacement.

Meeting Adjourned 8:25 pm

Porland Little League Board Meeting Minutes 4/5/09

Members Attending: Jonathan Newman, Rob Gilhuly, Lisa Newman, Michele White, Teka Clevidence, Chan Aaby, Cynthia Aaby, Rod Atkinson, Ted Schuh, Chelsea Stevens

Meeting Called To Order 2:15

Actions:

1.       Motion:  Purchase 75 Home-Run Derby Tickets @ 5.00 each.  Approved.

2.       Motion: $1500 to do welding and cutting work to new concessions stand.  Approved

3.       Motion: reimburse Ted for cost of board up to $100.  Approved.

4.       Motion: to approve the following managers:  Rob Gilhuly, Heather Adams, Joceyly Pratt, Wayne Thomas, Marc Grassman, Scott Johnson, Shawn Kirkeby, Peter Brown, Eric LaBlanc, Tom Charles, Steve Hammond, Chelsea Stevens, Mike Clevidence, Greg Keller, Guy Devlin, Mike Volker, Anntoinette Gibson,  Laura Hurst, Ben Malsey,Amy Roise-Abner, Ted Schuh. Approved.

5.       Motion to approve the following coaches: Scott Koepping, Josh Johnson, Mike Huber, Mark Tucker, Chris Meyers, Bryan Lally, Aaron Anderson, Darvin Webster, Bob Progulske, Mike Lyons, Terry Currin, Mike Carr, Steve White, Travis Volker, Patrice Thramer, Bobby Wicks, Phil Roberti, Rusty Barbee, Kerry Rose, Jack Starr, Chris Compton, Emily Hernandez.  Approved.

6.       Motion to purchase 2 sets of xtra-large and 2 sets of large umpire uniforms and 8 indicators for Woodstock and Essex field boxes.  Approved.

7.       Email: Sharon Kirkeby has resigned as a Member At Large

8.       Email: Motion to spend up to $400 for a new generator.  Approved.

9.       Email: Motion to move the next meeting to the 17^th at 11:00 am.  Approved.

10.   Email: Motion to spend up to $1200 for an ice machine.  Approved.

Announcements:

1.        The charter needs to be updated to remove Junior Boys, Senior Boys and 1 less team.

2.       Pro-Am In-Kind sponsorship needs to be requested to be applied to an order at the time the order is placed.

3.       Home Run Derby Event is July 13^th.  30 people have expressed interest in attending.

4.       President reports that Manager’s Meeting had great turnout.

5.       Woodstock School 1 and 2 have been permitted from April 1^st to Jun 6^th.

6.       Rod Atkinson is working w/UPS and United Way to allow employee contributions

7.       Guy mentioned the possibility of writing a grant to the “Friends of Baseball” or “Old Timers Baseball”.

8.       Big 5 made less than $20.00 for PLL this year.

9.       Recommend doing the Big 5 fundraiser next year at the end of March.

10.   Sunrise Invitational Softball Tournament is full with 12 teams :  8 Major, 4 Juniors

11.   Scheduling is all done

12.   Fences are up.

13.   Old Blue suffered more rust and damage over the winter.  Towing Company has a new rig.  Needs to have windows covered.  It is white and has more room inside than Old Blue.  Needs to have windows and doors welded shut.

14.   Ted has been invited to speak with Nick Fish about field permitting and usage.

15.   Registration Closed with 231 players.

16.   Equipment Manager:  Quite a few small jerseys didn’t get returned last year.  Had to purchase additional jerseys (unexpected expense).

17.   Keith Carey wants 2 sets of xtra-large and 2 sets of large umpire uniforms at Woodstock and Essex.  Keep in field boxes.

18.   Funraising Coordinator:  We are 150.00 in the green with the Wii Raffle.  The Fundraiser is going well.  Added 6 additional cases of pepperoni upon request. Discussed a new “Parent” fundraiser for May:  Partylight Candles.  Funds to go to Old Blue replacement?

19.   A fundraiser will be held at Izzy’s pizza on May 18^th, and Burgerville.

Meeting Adjourned 4:05 pm

Portland Little League Board Meeting March 8^th, 2009

Mem bers Attending: Michele White, Ted Schuh, Guy Devlin, Cynthia Aaby, Greg Keller, Steve Hammond, Steven White, Lisa Newman, Jonathan Newman Sharon Kirkeby, Rod Atkinson

Guest:  Donald James

Meeting called to order at 11:44 at the home of Lisa and Jonathan Newman due to weather conditions at Clinton.

Actions:

1.       Motion to approve previous minutes.

2.       Motion to allow Kenny Thai to play OOB in Majors Division.  Approved.

3.       Motion to approve managers from March 3^rd email: Greg Keller, Steve Hammond, Bobbie Wicks, Phillip Roberti, Amy Roise-Abner, Mike Volker, Steven White, Jack Starr, Shawn Kirkeby, Scott Johnson, Mike Carr, Ben Malsey, Chris Meyers, Bryan Lally, Guy Devlin, Rob Gilhuly.  Approved.

4.       Motion to approve Keith Carey as Umpire In Chief.  Approved

5.       Motion to approve $1000 for purchasing Portland Little League Pins.  Approved

6.       Email Motion to move meeting to 4/5 at 2:00 at Round Table Pizza.  12 yes votes, two No votes  Motion passed.

Items:

1.        Background checks, no results yet

2.       Managers Meeting will be held on the 14^th.

3.       The Sunrise Invitational Pins have been ordered.

4.       The Presidents meeting will be held on the 15^th to schedule games.

5.       The Wii raffle is $100 in the green.

6.       The Fundraising Coordinator is waiting for team #s before ordering merchandise.

Meeting Adjourned 12:19

Portland Little League Board Meeting February 8^th, 2009

Members Attending:  Jonathan Newman, Teka Clevidence, Chelsea Stevens, Mike Lyons, Rod Atkinson, Chan Aaby, Cynthia Aaby, Michele White, Sharon Kirkeby, Guy Devlin, Steve White, Doug Roos, Lisa Newman

Guests: Nathan Swoverland

 Meeting called to order 4:25

Actions:

1.       Motion to approve $50 to place ad with Ryan Roos for The Portland Baseball Club NW Academy Media Guide.  Seconded and Approved.

2.       Motion to make Chelsea Stevens the chair of the Opening Day Committee.  Seconded and Approved

3.       Motion to make Teka Clevidence the chair of the End of the Season Picnic Committee.  Seconded and approved.

4.       Email Motion:  Move the board meeting to between sessions at Tryouts at Clinton Park on 3/8

Announcements:

1.       All flyers were delivered with the exception of St Ignatious.  Not all classrooms distributed them.

2.       The Ad in the SE Examiner was delivered last weekend.

3.       Round Table printed tickets for free with $2 coupon on the back.

4.       Line chalkers are all in.  Need to be assembled.

5.       Lockup has been cleaned up.

6.       The equipment bags are ready to go for the teams.

7.       Ted is updating the coaching manuals.

8.       Need to get letters of intent form coaches.  Have letters from Guy Devlin, Ben Malsey, Steve Hammond. Chelsea said she sent email to Ted with Letter Of Intent.

9.       Plan to have coaches clinic 21^st and 28^th of March at Franklin gym.

10.   Ted has decided to be Concessions Coordinator.  No grill will be used at Woodstock.  Will use grill at essex.  We will be reducing the offerings to simplify preparation and inventory.

11.   General Consensus is that the hotdog machine isn’t worth the trouble, and that it should be removed.

12.   Ted wants to make replacing Old Blue a league priority.

13.   Steve White will research and send an email about water @ essex for a new snack shack.

14.   Chelsea talked about the beaver’s Grant.  Done 3 times a year.  UP to $10k.  Need ideas:

a.       Money for end of the season picnic?

b.      New uniforms?

c.       Doug:  Bull Pen or pitching area for Essex

d.      Lisa: recondition Woodstock field.

Meeting adjourned 4:59

Members Attending: Jonathan Newman, Steven White, Michele White, Lisa Newman, Cynthia Aaby, Doug Roos, Sharon Kirkeby, Guy Devlin, Teka Clevidence, Mike Lyons, Rod Atkinson, Chelsea Stevens, Ted Schuh

Meeting Called To Order 2:06

Actions: 

1.        Motion: use same pitching rules as last year.  Unanimously approved.

2.       Motion: move next meeting to 4:30 (after signups)

Announcements:

1.       We did not qualify for the Starbucks “Make-Your-Mark” program because no Starbucks people attended the event.  Starbucks is not offering this program for the next year.

2.       Two tryout sessions will be held each day.  10am to 11am, 1pm to 2pm.

3.       Tryouts will be held at Clinton park.

4.       Mike Lyons is working with Doug on the coaches clinic.

5.       The chalkers for field maintenance are on order.

6.       New information on fundraising was obtained at the Leadership Conference.

7.       The Wii Raffle was presented.  Teka mentioned the need to obtain a raffle license.

8.       Ted wants all board members and managers to have operating manuals.

9.       Sunrise signs are still at Woodstock.  Ted wants to take them down and put up new signs.  Needs to be discussed.

10.   The flyers for the schools are being batch printed with the newsletter to save money.

11.   The website for registration for fields for next season will be up soon.  Discussed additions and removals: Youngston?

12.   All leagues are going to contribute money to the District leve for Walker Stadium for Junior Baseball.

13.   Ted, Chelsea and Mike Lyons volunteered to deliver flyers to the schools.

14.   The Safety Officer has submitted the paperwork for our Safety Plan this year.  It has been approved.

15.   The Manager’s Meeting for tryouts evaluation will be February 23^rd.

Meeting Adjourned 3:32 pm.

Portland Little League Board Meeting December 28^th, 2008

Members Attending:  Chan Aaby, Cynthia Aaby, Greg Keller, Michele White, Sharon Kirkeby, Doug Roos, Lisa Newman, Jonathan Newman, Guy Devlin, Steve White, Teka Clevidence, Ted Schuh, Stephen Hammond, Chelsea Stevens

Guests:

 Meeting called to order

Actions:

1.       Motion to approve budget for the 2009 season as presented.  Seconded and approved.

2.       Motion to add additional $100 for each additional attendees of Little League Leadership conference.  Seconded and approved.

3.       Motion to provide $500 to Jon Boyd from money provided by Little League Inc for State attendance last season.  Seconded and approved.

4.        Motion to move January meeting to 2:00pm.  Seconded and approved.

Announcements:

1.       Sponsor pamphlet from last year has Lisa C’s name on it.  It needs to be modified for this year.

2.       Safety Officer says all the paperwork is ready to submit.

3.       Need letters of intent from Managers.

4.       Line chalker 50# is 131.99 from league direct.

5.       The following members will attend the Little League Leadership Conference at the airport:  Ted, Lisa N, Greg, Teka, Chan and Cynthia Aaby.

6.       Lisa N will persue Starbucks to get the $1000 donation.

7.       Doug is planning a coaches clinic tranining program for Farms and T-Ball coaching.  Presented training program details.

8.       Chelsea will do the newsletter.

9.       There are new pitch count rules for 2009.  The League has to decide which pitch count rule to follow.  A vote should be held next meeting.  The District 2 administrator is recommending all leagues follow the old rule. (option #1).

10.   Flyers for registration should go out to the schools the last week of January.  Lisa N will get them printed.

11.   Signups will be held February 7^th, 8^th, 14^th and 15^th from 1 to 4 PM at Round Table Pizza.

12.   Tryouts will be February 28^th, March 1^st, 7^th and 8^th.

13.   The Majors drafts will be held on Sunday March 8^th, after the last tryouts session.

14.   Opening Day will be held April 11^th (first game of the season).

15.   The opening Day ceremony will be held May 2^nd at Essex Park.

16.   Chelsea will coordinate the photographers for Opening Day Ceremonies.

17.   The End of the Season picnic will be June 13^th

18.   The Sunrise Invitational Softball tournament will be held May 30^th and 31^st

19.   The Sunrise Invitational Baseball tournament will be held June 6^th and 7^th.

20.   The registration fees will remain the same as last year.

21.   Ted would like to purchase some more Portland Little League Hats

22.   We have a lot of old uniforms in storage. 

23.   Ted would like to purchase a new generator.

24.   District #2 has provided a phone number for boundary questions.  503-764-1559.  It will be posted on the website.

25.   The fundraising period has yet to be determined.  March 15^th through April 15^th was proposed.

Meeting adjourned 3:20

Portland Little League Board Meeting November 9^th, 2008

Members Attending:  Lisa Newman, Michele White, Steven White, Teka Clevidence, Cynthia Aaby, Chan Aaby, Doug Roos, Theodore Schuh, Chelsea Stevens, Jonathan Newman, Guy Devlin, Stephen Hammond, Sharon Kirkeby

Guests: Robbie Trebbelhorn, Mike Ruland, Katy Caufner

Meeting called to order 6:35 pm

Actions:

1.       Lisa and Lou Cavallero have resigned their board positions.

2.       Motion to appoint Teka Clevidence Sponsor Coordinator by Lisa Newman, seconded and approved.

Other items:

1.       Treasurer’s report: 18096.85 starting balance, $1,200 in checks. 1,100 in deposits.

Announcements:

1.       Ted: Leadership Conference is 3 days at the Portland Airport January 9^th through the 11^th.

2.       Ted: Western Regional Umpire School .  Two classes February 7^th through the 13^th and February 14^th through the 20^th.

3.       Ted: Corvallis Umpire Clinic in March

4.       Ted: will be getting a $1000.00 from City of Portland

5.       Audit Committee: unable to complete report, missing the last two months.  No irregularities found so far.

6.       Chan: Want 3 signers on checking account for ease of signing.  Ted is a signer, need two volunteers.  Steve White and Guy Devlin volunteered.

7.       Chelsea:  Rule changes for 2009 are available online.

8.       Doug:  Wants rule books available for coaching clinic

9.       Steve H.  wants to put solicitation on the website for coaching commitment

10.   Chelsea:  Volunteered to do the newsletter January

Items for next meeting:

1.       All star expenses

2.       Letters of intent from coaches

3.       Approve Budget

Meeting adjourned 8:55.

Board members in attendance: Chan Aaby, Cynthia Aaby, Teka Clevidence, Guy Devlin, Steve Hammond, Sharon Kirkeby, Mike Lyons, Jonathan Newman, Lisa Newman, Doug Roos, Ted Schuh, Chelsea Stevens, Michele White, Steven White.

6:40pm Meeting called to order.  August minutes read and approved.

General Membership Meeting regarding: changing of the Constitution, definition of regular members, voting for new members.

Motion made regarding membership fee of $1.00 per member.  Regular volunteers and board members need not pay $1.00 fee.  Motion seconded and approved.

President: Ted Schuh

Vice President: NONE

VP Majors: Steve Hammond

VP Minors: Greg Keller

VP Farms: Mike Lyons

VP of T-Ball: Rob Gilhuly

Secretary: Jonathan Newman

Treasurer: Chan Aaby

Player Agent BB: Lisa Newman

Player Agent SB: Cynthia Aaby

Equipment Manager: Guy Devlin

Umpire in Chief: NONE

Safety Officer: Guy Devlin

Concessions Coordinator: TBA

Coaches Coordinator: Doug Roos

Information Officer: Jonathan Newman

Field Maintenance: Steve White

Members at Large: Rod Atkinson, Lisa Cavellero, Louis Cavellero, Teka Clevidence, Sharon Kirkeby, Dana Kemper, Chelsea Stevens, Michele White, Jon Boyd.

Treasurers’ Report:  Approximately $54,800 revenue, $57,400 expenses, $2600 net loss.  Starbucks $1000 still not received.  Currently there is $18,000 in US Bank account.  Concessions made approximately $11,000 throughout the season. 

Information Officer: Renewed the website domain name.

Secretary, VP of Majors, Minors, Farms & T-Ball, Player Agent, Field Maintenance Officer, Concessions Chair, Fundraising Coordinator, Apparel Coordinator, Sponsor Coordinator:  Nothing to report

Teka is possibly interested in becoming Sponsorship Coordinator.

Board members withdrawing their membership: Stuart and Teresa Holgate.

Audit Committee: Chan, Jon N., Guy, Michele, Ted.  Meeting to be held in October.

Things to do: Find 90 ft. field for Jr. BB for spring season.

Motion to move October meeting to November 9^th.  Seconded and approved.

Meeting adjourned at 8:12pm.

Board members in attendance: Chan Aaby, Cynthia Aaby, Jon Boyd, Lisa Cavellero, Teka Clevidence, Guy Devlin, Steve Hammond, Stuart Holgate, Mike Lyons, Jonathan Newman, Lisa Newman, Doug Roos, Ted Schuh, Chelsea Stevens, Michele White, Steven White.

6:40pm Meeting called to order.  May minutes read and approved.

Vice President: Nothing to report

Treasurers’ Report: 

• Apparel at $4500, costs are $5200. 
• Fundraising at $13,580 raised--$7800 cost, $5800 is profit with $400 still to come in. 
• Alpenrose profit is a little under $1,000. 
• Raffle for the Wii-- $250 is profit to date.
• Sunrise Tournament—At $8,200—cost $5,400, profit $2,800.
• Concessions--$7,500—cost $5,700, profit $1,600.  Estimated approximate profit will be $2,000.
• Starbucks contribution--$1,000
• Bank account currently has about $20,000 in the checking account

Motion to accept Treasurer’s report.  Seconded and approved.

Secretary’s Report:  Nothing to report

VP of Majors, Minors, Farms & T-Ball: Nothing to report

Player Agent Report:

An excel file will be sent out with rosters of both All Stars and Honors teams.  Motion to change maximum number of kids at the discretion of the managers.  Seconded and approved.

Affidavits needed from all by 6/28/08. 

Managers meeting on Wed. 6/18/08. 

On Mon. 6/16/08, at Essex Park, there will be our All Star Ceremony and hats will be presented to the kids. 

6/28/08—meet with Georgia Herr to provide documentation regarding age & residency requirements.

Information Officer: An email list for the 9/10 All Stars will be set up as soon as possible.

Safety Officer: Jr. boy got hurt, went to hospital under Mt. Tabor’s insurance policy.  SB girl slid into base, broke her tooth.  No treatment needed.

Equipment Officer: Steve W. will be giving Mariners equipment to Steve H. for All Stars team.  Upgraded catchers gear needed for next season.

Motion to purchase 20 bins to organize uniforms, apparel, etc.  Seconded and approved.

Fundraising Coordinator: Two teams still have not paid for fundraiser.  There’s $96 from the Emeralds, but need to order cookie dough.  Phillies owe $313 from pepperoni.

Action Fundraising gave gift certificates (3-$50 and 2-$25).  33 sticks of pepperoni were from two seasons before.

Beavers tickets—20 General Admission & 38 Infield Reserved are left.  Chelsea will be exchanging the Infield for General Admission as soon as possible.

Concessions Chair: Only three shifts in the entire season were missed by people who were signed up.  Suggestions to improve Snack Shack for next year are welcomed.  Some sausages were expired and Teka will be returning them to company for a refund.  In exchange for food & drinks, Doug gave his $50 gift card to the Snack Shack fund for his team picnic.

Apparel Coordinator: Nothing to report

Sponsor Coordinator: Nothing to report

Elections: Letters should be sent out at the end of July regarding September meeting.

• Regarding a recent issue with a T-ball Assistant Coach, any issues with Coaches or Assistant Coaches need to be discussed with the President and then need to be in writing to resolve the problem.
• Motion made to move the July 08 meeting to the second Sunday in .August  Seconded and approved.
• Motion made to make Dana Kemper a member at large.  Seconded and approved.
• Motion to remove Christine Lopez from member at large.  Seconded and approved.
• Jr. SB tournament will be July 1^st-7^th at Woodstock.
• Keys must be returned to Guy at the picnic on June 21^st.

Meeting adjourned at 8:42 pm.

Board members in attendance: Chan Aaby, Cynthia Aaby, Jon Boyd, Lisa Cavellero, Teka Clevidence, Guy Devlin, Rob Gilhuly, Stuart Holgate, Jonathan Newman, Lisa Newman, Doug Roos, Ted Schuh, Chelsea Stevens, Michele White, Steven White, Steve Hammond

6:40pm Meeting called to order.  April minutes read and approved.

Vice President: Nothing to report

Treasurers’ Report:  Net profit at meeting time is $2,500.  Gross sales are $3,100 for concessions.  Budget is out of alignment, some items need to be increased. 

Motion made to increase concessions revenue by $4,000 on each side of budget.  Seconded and approved.

Motion made to increase fundraising events from $8,000 to $12,000.  Seconded and approved.

Motion made to increase the apparel budget to $5,600.  Seconded and approved.

Secretary’s Report:  The May newsletter was passed out at the 5/4/08 managers meeting to most of the teams.  The rest will be passed out by the end of the week.

VP of Majors, Minors, Farms & T-Ball: Nothing to report

Player Agent Report: One player was moved to the Phillies due to age issues.  If players leave teams, then managers must notify the Player Agent to be removed from roster.

All Stars: All majors who signed a commitment letter will be on an All Star team, although it is up to the manager whether or not they shall accept the player based on their attendance.  Letters must be in to Lisa Newman by June 1^st, 2008.

All Star selection will be on June 15^th at 6pm for softball and at 8pm for baseball.

Motion was made to have 13 players max per All Star team for both softball and baseball.  Seconded and approved.

Information Officer: Nothing to report

Safety Officer: If managers spend money on first aid supplies, they may submit a receipt and an expense reimbursement form to get their money back.

Field Maintenance Officer: Reminder to all managers/coaches to remove breakaways and to replace old bases after each game.

Concessions Chair: All locks in the shacks have been replaced with new keys made for the six key masters—Ted, Lisa C., Teka, Guy, Doug, Chan/Cynthia.

We will no longer require the underlined team to return the money; the key masters will turn it in.  In addition, Lara will be calling each team’s manager to remind about their shift the day before.  Three people is recommended to work each shift—two for inside and one to barbecue.  All managers must make volunteers aware that barbecuing is part of their duties.

The steps at Essex still need to be checked out.

Fundraising Coordinator: 5 teams have still not turned in their products and/or money.

To date, there is 6,141 meat sticks sold and 47 cookie dough.  The top two teams are the Major Giants with $1,978 and the T-Ball Rockets with $1,610 sold.

Our profit from cookie dough is 40% and from meat sticks is 50%.

Motion made to get more snack shack bucks to high sellers (but not the top sellers who sold over $300.  Seconded and approved.

Apparel Coordinator: Sunrise tournament t-shirts will be picked up this week.

Sponsor Coordinator: Big 5’s rebate check arrived, in the amount of $791.31.  It was 5% of the net sales, from 264 coupons which were redeemed.

Alpenrose—Home team provides their own umpires.  Lisa C. will be working on the umpire schedules.

Two people per team must work each concession shift.

Alpenrose rules can be found in the roster book.

Sunrise Invitational—700 pins will be ordered.

Baseball: Doug Roos for 11-12, Guy Devlin for 9-10

Softball: Jon Boyd for Jr. 13-14, Stuart Holgate for 11-12, Ben Malsey for 9-10.

Baseball: Steve Hammond for 9-10, needs 11-12 coach

Softball: Need 9-10 and 11-12 coaches

Coaches need to be approved by board.

Major boys need new uniforms.  All Star hats are needed.

Picnic committee: Lisa N. as chair, Guy, Ted, Lisa C., Chelsea, Michele, Steve W., Carolyn Carr.  1^st meeting is at Schavone’s on Friday, May 16^th.

Tournaments:

Farm Baseball on June 6, 7, 8 at Mt. Hood is paid for all five teams.

Motion made to move June meeting from June 8^th to June 15^th, due to tournaments.  Seconded and approved.

Meeting adjourned at 8:38pm.

Portland Little League Board Meeting

April 11^th, 2008

Board Members Present: Channing Aaby, Cynthia Aaby, Jon Boyd, Lisa Cavellero, Teka Clevidence, Guy Devlin, Rob Gilhuly, Steve Hammond, Stuart Holgate, Sharon Kirkeby, Mike Lyons, Doug Roos, Ted Schuh, Chelsea Stevens, Michele White, Steven White.

Secretary’s Report: A motion was made regarding signs to be posted on park backstops. These will state the No Smoking policy (City code 20.12.110). Only two parks will have signs regarding dog clean up—Kern and Youngson.  Signs will be purchased for all fields & backstops from Killian Signs.  Seconded & approved.

Treasurer’s Report: Approximately $11,000 in checking account.  Over budget in fees and permits—total is $1400. Over budget on concession supplies—need to budget higher next season.

President, Vice President & Safety Officer have nothing to report.

Player Agents Report: 21 teams total.  Several farm boys have been brought up to minors.  Managers report that the older boys who have stayed in farms are working out well with no issues. 

            After repeated phone calls to the parents, letters have been sent to two players from the Minor Dodgers team, who never attended any practices.  Letters state that they have been removed from the roster.

            Coaches/managers need to get the word out regarding post season play ASAP.  Forms need to be turned in to Lisa Newman no later than June 1^st. Any managers who receive new players must get the old jerseys returned to the first team, so that manager can have a complete set of jerseys to return at the end of the season.

            Motion made to close registration on 4-14-08 at 6am.  There will be no new players accepted after that time.

Field Maintenance Officer: The league has 45 bags of field dry/Turface which cost $12 a bag.  Coaches & Managers should use no more than 3 bags max per field.  There are Shop Vac’s now placed at Clinton, Woodstock & Essex.  Essex also has a bad chalker which is dented and it has been found that the breakaways have been put away, but the old bases not put back in.  Reminder to all coaches & managers to replace the bases

Apparel Officer: Blankets are now in stock for sale.  Turn around is approximately 14 days for personalized items.  Please contact Cynthia Aaby for purchases.

Motion made to specify that non-league approved, personalized items must be prepaid by the customer before the order is placed.  Seconded and approved.

T-shirts for the Sunrise tournament in June: Motion made to buy 200 shirts to sell, 25 with “event staff” on back.  Staff will buy their shirts at cost.  Seconded and approved.

Sponsor Coordination: There are 21 teams, 21 team sponsors, $325 in scholarships, $150 short on scholarships.  In kind sponsors are Academy Baseball, Sweet Tomatoes and Oregon Towing.  5 new banners were bought for this season.  Sponsors for allstars are still needed.

Concessions Coordinator: League spent $679.72 for Opening Day, which was under budget, but purchases for the Snack Shacks were over budget.  Essex is selling more due to Woodstock being unplayable.  Teka requested help to have a back up to lock up the shacks.  Inventory will be done every Sunday, possibly two times a week later in the season. 

All new locks for both Woodstock and Essex will be made—same key for both locks.

The steps at Essex are a danger & will be fixed by the end of the week of April 18^th.

Fundraising Coordinator:  Managers are to give Michele the leftover product and the cash on Monday April 21^st.  Beavers tickets will be sold in the Snack Shacks, after this fundraiser is over, with directions on how to log it in and out.

VP of Majors: We are in need of many more umpires.  There were 25 kids at the umpire class and they will be umping at our games.

Old Business: Motion made to move the May meeting from Mother’s Day May 11^th to May 4^th.

New Business:

Roster Books are in process and should be done by the end of the week of April 18^th.

Nomination for Director of Baseball for Sunrise Invitational Tournament—Lisa Cavellero

Nomination for Director of Softball for Sunrise Invitational Tournament—Ted Schuh

Nomination for Chair of the End of Season Picnic—Lisa Newman

Both were seconded and approved.

Items that were not budgeted for were a job box at Creston.  A $50 cash register for concessions.  From the general budget, $162 for batting cage parts at Creston.  All were seconded and approved.

Motion made to accept the 2^nd fence at Woodstock that Ted bought.  Seconded and approved.

Since Ol’ Blue is on his last legs, the league will look out for a new Snack Shack for the 2009 season for Essex.

Meeting adjourned at 8:27pm.

Board Members Present: Channing Aaby, Cynthia Aaby, Jon Boyd, Lisa Cavellero, Teka Clevidence, Guy Devlin, Rob Gilhuly, Steve Hammond, Stuart Holgate, Sharon Kirkeby, Mike Lyons, Jonathan Newman, Lisa Newman, Doug Roos, Ted Schuh, Chelsea Stevens, Michele White, Steven White.

Vice President’s Report: Bank accounts and other important information have been changed over from Lisa Cavellero to Channing Aaby. 

In the account, there is $18,464.46 (Income $10,867, Registrations $8700, Sponsorships $1450, Apparel $717)

*We’re over budget in practice and game balls.  Under in breakaway bases.  Over in fees and permits.  Under on storage.

*Line items—can buy without board approval

  Not a line item—need board approval before purchase

Secretary’s Report: Newsletter will be ready before the managers meeting and distributed to each manager/coach for them to give them to their players.

Donation from Nike of socks should be arriving within the next 2 weeks.

Player Agent’s Report:

Jr Softball—7 rostered player, possibly combine with Mt. Tabor.

Jr. Baseball—5 boys, one more 13 year old possibly.  Need a manager.

Softball—2 of Stuart’s players quit.  Stuart gets next major girl who signs up.  Mom wants to manage with 2 coaches, there’s 12 players plus 1 more possibly.

Farms—Some older kids in farms, they can move up during the season if we see significant improvement.  If there are concerns about the bigger kids in farms, please contact Lisa Newman.  5 farm teams, need 1 manager/coach.

T-Ball—Need 3 more managers/coaches.  There are 6 T-Ball teams, with 8 players per team.

Safety Officer’s Report: There are safety boxes for all teams.  There are 12 boxes, 9 need ice packs, including 1 in each Snack Shack.  Notify Jon Boyd of all injuries which need medical attention.  Fill out form in Snack Shack.

Amended motion via email regarding 2 boxes of ice.  The amount is currently is for 3 boxes of ice packs.  Motion seconded and approved.

Information Officer: Jonathan requesting that all board members and parents to register for Yahoo groups.  He also can set up an email list for every manager/coach to send info for their team to all their players.

Field Maintenance Officer—Essex is nearly ready to be used by teams.  Portland Parks & Rec are not going to till Kern.  Port-A-Potty’s will be located at Kern & Creston.  The restroom at Woodstock will be unlocked on April 1^st.  Dry Vac needs to be moved from Woodstock to Essex.  $450 baseball machine from Jugs will be used at Kern.

Motion to trade 2 old pitching machines for 2 new pitching machines.  Mike Lyons has engraver for all machines.

Apparel Officer: In stock, there are 158 T-Shirts (109 adult & 49 youth), 18 long sleeve, 4 hats, 0 beanies.  Possible orders could be for blankets.  We have 30 Managers jackets, Coaches can buy theirs if they wish.  Sweatshirts are $30 with name & number on them.  Motion was made to sell the T-shirts (which were provided for free to the players at registration) in the Snack Shack.  They will sell for $6 each or 2 for $10 at both Woodstock & Essex Snack Shacks. Motion seconded and approved.  Motion was made to purchase 40 beanies and 20 hats.  Motion seconded and approved.

Sponsor Coordinator—Packets have been mailed out which included a letter and brochure.

$1750 has come in, with 16 confirmed sponsors.  To date, 6 have paid.  We would like to have 21 or 22 sponsors, preferably 30.  Motion was made to name Buzz Davidson from Sunnyside Masonic and Dale Matthews from Matthews Memory Motors to be honorary board members.  They will receive a hat and T-shirt at Opening Day.  Motion seconded and approved.

Concession Chair—Meeting TBA for Concessions Committee.  Need to figure out how money will be handled after games.  Suggested getting a prepaid debit card to purchase goods.

Opening Day Committee—There will be a small continental breakfast early on then a hot dog lunch towards the end.  There will be tables with coaches’ check in, apparel sales, volunteer opportunities & equipment exchange.

The day will be as follows: Pictures throughout the event, T-ball and Farm games, and ceremonies from 11:30-12 noon with recognition of the teams and sponsors.

*Ted nominated for Members at Large, Michele White, Rob Gilhuly, and Steve White.  Seconded and approved.

*Ted nominated Michele White for Fundraiser Chair and Rob Gilhuly for VP of T-Ball.  Seconded and approved.

*Managers/coaches meeting will be at Round Table on Thursday March 17^th at 7:30pm.

*Channing got 20 water coolers donated; they will be available for every coach who requests one.

*Motion made to place Port-A-Potty’s at Kern, Youngson & Creston.  Seconded and approved.

*Roster books will be available a week or so after Opening Day.

*Our Alpenrose Day is on May 10^th.

*Doug presented a fence, which will cost $50 each.  They will protect coaches from pitches and be available at Kern, Essex, Woodstock and Clinton.  Motion made to purchase 4 fences at $50 each.  Seconded and approved.

*Motion made to make Cynthia Aaby the leagues Lead Photographer.  Motion seconded and approved.

*Motion to adjourn at 9:12pm.  Seconded and approved.

Portland Little League

February 2008 Minutes—2/10/08

Board Members Present:  Chan Aaby, Cynthia Aaby, Jon Boyd, Lisa Cavellero, Teka Clevidence, Guy Devlin, Stuart Holgate, Sharon Kirkeby, Eric LeBlanc, Mike Lyons, Jonathan Newman, Lisa Newman, Doug Roos, Ted Schuh, Chelsea Stevens.

January minutes were read and Lisa Newman made a motion to accept minutes as read.  Seconded and approved.

Treasurer’s report states that there is $16,130.94 in the general account and $70.20 in the MB account.  Lisa Cavellero has all the info regarding the budget in case anyone has any questions.

PLL paid a $2000 deposit to Portland Parks & Recreation for all the field permits.

We’ve given a 30-day notice to vacate our storage unit.  We will be completely out by Feb 29^th.

Field Maintenance Officer—Container got placed at Creston School, needs to be leveled before we put equipment in there.  Container will hold player equipment.  Storage box at Woodstock will hold field equipment. Gear in Kern equipment box, needs top be moved to the Youngson Equipment box.

Player Agent:  Lisa Newman will be having a meeting to go over new rules and regulations for tryouts.  Meeting will be immediately after the board meeting.

Apparel Officer: Cynthia States that we have to date had over $600 in apparel sales.  The stock that is remaining is 0 beanies, 5 of 26 hats, 49 youth t-shirts, 110 adult t- shirts, 8 hoodies, and 18 long sleeves.

Sponsorship Coordinator: Lisa C. mailed out the sponsorship flyer to prospective sponsors.

Games & Practices for the separate divisions will be at these locations (tentative, until final decision by board): Major Boys—Essex, Major Girls—Clinton, Minors—Essex & Woodstock 2, Farms—Kern, T-Ball—Youngson.  Junior teams are to be decided later (they need bigger base distances).

Farms will be using a pitching machine for all games and practices.  Machines need to be located and a maintenance day needs to be scheduled.

Lisa N. nominated Channing Aaby to be the new treasurer.  Seconded and approved.

Lisa N. nominated Teka Clevidence to be the new Snack Shack Coordinator.  Seconded and approved.

Uniform ordering—they must be ordered by March 1^st to receive the discount.  Minor girls softball teams need new uniforms for this year.  Ted S. made a motion to buy Major girls uniforms (navy), Motion seconded and approved.  Amendment to previous motion that states that we will also purchase shorts for the Major girls.  Motion approved.

Headwear: The amount that needs to be purchased would be enough hats for 7 T-ball teams, 5 Farms, 4 Minors, and 2 Majors.  Approximately 270 hats total.  The colors will be red, royal blue, green, gold and maroon.

Visors—juniors (tba), 2 Majors, 2 Minors, and 2 Farms.  Approximately 105 visors total.

Chelsea has a contact at Nike who might be able to get a donation of baseball socks for all the kids, hopefully to be given to them on Opening Day.  Should know more by the March meeting.

Ted is waiting for the charter to be approved and come in.

Attendance: If a board member misses two consecutive meetings, a letter will be sent to that member.  If a second meeting will be missed, it must be approved by the board.  Members must contact the President, Vice President or Secretary before the absence. 

Opening Day Committee: Lisa C., Teka, Chelsea, Guy and Sharon will be meeting soon to discuss plans.  Date TBA.

Photos: Lisa N. has been in contact with Northwest Sports Photography.  They will have two photographers there and will be taking photos of all the kids at Opening Day.  They will also provide a digital CD with pictures on it.  The All Star pictures will be taken at the End of the Season Picnic on June 21^st.  They have also donated 15 memory mate scholarships, have the PLL logo on all pictures, no border, 1 sponsor plaque free per team and there will be one 8x10 for the coach. 

Change in bylaws, must be approved by President.  Ted made a motion to table this issue until the March meeting.  Motion seconded and approved.

Fundraisers: Motion made to use the same fundraisers as last year (pepperoni sticks, cheesecakes, and Beavers tickets).  Motion seconded and passed.  Motion made to lower the buyout/opt out from $35 to $30 per family.  Motion seconded and approved. 

Chan Aaby will get water coolers donated—1 for each tea.  Approximately 20 to 25 coolers.

Chelsea presented the Coach Deck cards which benefit practices and teaches fundamentals.  Motion made to purchase 10 packs at a cost of $205.00.  Motion withdrawn, Ted will poll managers at upcoming Managers meeting to see what kind of interest is out there.

List of managers to date:

Jon Boyd—Junior Girls SB

Doug Roos—Major Boys BB

Greg Keller—Major Boys BB

Stuart Holgate—Major Girls SB

Ted Schuh—Possible Major Girls SB

Guy Devlin—Minor BB

Steven Hammond—Minor BB

Chelsea Stevens—Farms BB

Rob Gilhuly—T-Ball

Lisa N. made a motion to accept the managers.  Motion seconded and approved.

Meeting adjourned at 8:30pm.

Portland Little League Board Meeting -  01/13/2008

In attendance: Lisa Newman, Jon Newman, Adam Eury, Lisa Cavallero, John Boyd, Guy Devlin, Doug Roos, Steve Hammond, Channing Aaby, Cynthia Aaby, Ted Schuh.

NW Sports Photography Presentation was done.

7:00 PM Meeting was called to order.

Minutes from the December meeting were read. Motion was made to accept minutes as read. Seconded and Approved.

Guests were introduced:

Mr. Channing Aaby -- Possible Treasurer

Mr. Adam Eury – Possible Coach

Old Business –

Cynthia Aaby gave a report on the Apparel Order, it is officially in. Everything was displayed and it was decided that Cynthia Aaby will organize the Apparel Sales.

Update on the Container – Guy gave a report that the Container has been found. Cost is $1000.00 and we will have to contract out to have it moved. Doug has storage racks that are being donated to the league for inside the container.

PPS Flyers update- Lisa Newman has the list from last year as to what schools we delivered to and an approximate count. Lisa will e-mail the list of schools out and will organize deliveries. Watch for her e-mail.

Coaches Clinic is on Sunday January 27^th. Carpooling is available. Contact Ted.

Academy Baseball will offer a free clinic for Portland Little League Kids. Lisa Newman will work out the details with Robbie Treblehorn and will get a date set and let everyone know.

Permits – The new prices for permits are much higher then we were expecting. Ted will be down at the Parks Dept. to work on the prices and what is allowed when we only permit per hour.

Sponsor Update – Computer malfunction will get everything caught up and covered before the next meeting.

Sign Ups – We will be noting on the sign up forms what school the kids go to and how they heard about the sign ups. This will allow us to track what advertizing is working. We would like to have pictures taken of all the kids so that the pictures will be given to the coaches before practices start. We will also have a volunteer information form with descriptions of what people can do to help.

Sign up helpers are Jon Newman, Guy Devlin, Jon Boyd, Cynthia Aaby, Ted Schuh, Steve Hammond (the first weekend) and Chan Aaby.

Try Outs –

Ted will get #’s for all of the kids that will be trying out.

Lisa is proposing that try outs be separated out between baseball and softball as follows:

10 – 11 Softball 11-12 Baseball 1-2 Softball 2-3 Baseball

This is due to having 1 Player agent for both softball and baseball. A motion was made, it was seconded and approved.

Lisa also announced that there will be a try-outs meeting immediately following the board meeting on February 10^th.

New Business –

Steve Hammond is having knee surgery. This will put him out of commission for a while. He is still offering to manage, but will need some help with someone else being his legs for a while.

Meeting Adjourned.

In Attendance:  Lisa Cavellero, Cynthia Aaby, Stuart Holgate, Jon Boyd, Guy Devlin, Jonathan Newman, Lisa Newman, Steve Hammond, Doug Roos.

Financial Report was handed out by Lisa Cavellero.

There have been late fees associated with the Top Notch homes bills for storage.  Lisa C. has made arrangements with them so that the bills are being sent to the correct address.  Our account is now paid up to date.

The new bylaws were presented by the By Laws committee members.  After discussion a motion was made to accept the new bylaws as written with a few changes:

And add a #4 which will read the same as section B6.

The motion passed.

Lisa C will prepare sponsor letters to go out on Jan 1^st.  The sponsor fee will be $350 this year for a team sponsorship. There will be a $50 discount given to returning sponsors who we already have a banner from previous years sponsorship.

The Al & Al coaches’ clinic will be held on Sunday Jan 27^th in Cottage Grove.  We plan to send all our coaches and managers.

Cynthia Aaby reported that the apparel order will be ready next week.

Lisa Newman will contact the SE examiner re: placing an advertisement for sign ups.

Lisa N will update the PPS flier.

Lisa N and Doug will order new yard signs to replace those lost last year.

Doug will get an invoice with from ProAm with prices paid last year and get it to Steve Hammond.

Meeting Adjourned.

Members in Attendance:

Ted Schuh

Chelsea Stevens

Lisa Cavallero

Jonathan Newman

Lisa Newman

Stuart Holgate

Sharon Kirkeby

Doug Roos

Stephen Hammond

Cynthia Aaby

Meeting called to order

Correction to Oct. meeting minutes—Mark Schwyhart was also an outgoing board member.

Ted passed around his background check for review of the board—board had no complaints.

Ted is now on Little League site as president.

Jonathan discussed online registration.  Lisa Cavallero made a motion to mail the newsletter to 2007 families by December 1^st when online registration will be available.  Motion passed.

Online registration rates: 1 child: $50, 2 children: $75, 3 or more children from the same family: $100. (These rates will be on the newsletter).

Tryouts: Sat 2/16, Sun 2/17, Sat 2/23, Sun 2/24.  Motion made by Steve Hammond.  Motion passed.

Sign ups: Lisa Newman made a motion that sign-ups will be on Sat 2/2, Sun 2/3, Sat 2/9 & Sun 2/10.  Times will be from 12-4 pm.  Motion passed.

Motion by Lisa Newman that tryout times will be from 10-12pm for 1^st session and 1-3pm for 2^nd session.  Motion passed.

Sponsorship: Last year was $500 to sponsor a team.

Motion to table sponsorship costs until Dec. meeting to vote on costs.  Motion passed.

Lisa Cavallero nominated Lisa Newman to be Player Agent for baseball and softball.  She does however have a son in the Minor League, which should have no effect on her position.  Motion passed.

Lisa Cavallero made a motion to nominate Doug Roos as a member at large.  Motion passed.

Announcements:

Bylaws have not been completed.  Should be done by next meeting in December.

Cynthia Aaby presented t-shirts with a cost of $3.90 from Mackenzie Athletics in Salem.

Tryouts: Find a back up area for the tryouts in an indoor facility, just in case of a rain out.  Franklin High School is a possibility—Robbie Trebblehorn is a possibility, he is the Franklin baseball coach.

In attendance:  Ted Schuh, Lisa Cavellero, Chelsea Stevens, Cynthia Aaby, Steve Hammond, Guy Devlin, Jon Boyd, Lisa Newman, Jonathan Newman, Teresa Holgate and Stuart Holgate.

6:47pm—Meeting called to order by Ted Schuh

Introduction of all board members

Sept. Minutes were read and approved by board.

Motion was made to actively pursue Creston School to store storage containers, with a maximum cost of $2000.  Motion passed.

Motion was made to purchase little league software “League Works” for $190, with no monthly or annual fees.  Motion passed.

Motion was made to begin using pdxlittleleague.org and pay a $40 annual fee to eTeamz to have mail forwarded from the SEP address.  This will be used for one year, and then voted on again in October 2008 to see if it shall be continued at that time.  Motion passed.

Request to amend the August 2007 minutes to state the outgoing and incoming board members.  Outgoing members are: Jamie Blakely, Scott Vanderbout and Michelle McElligot. 

            Incoming are Ted Schuh (President), Lisa Cavellero (Vice President) and Chelsea Stevens (Secretary). 

Ted Schuh and Lisa Cavellero should now be designated as the only signers on the Merchant Bank and US Bank accounts.

Bylaws—set up meeting by Nov. Board meeting to have bylaws revised and ready to be reviewed.

Equipment return—Most has been returned to Steve Hammond.  Mike Lyons & Guy Devlin’s Fall Ball equipment will be returned by Sunday, Oct. 28^th at the latest.    

PLL customized shirts—Lisa Newman has investigated prices to have t-shirts and hoodies to be personalized with the PLL logo.  Board will decide at the Nov. meeting to decide on how much to spend on each clothing item.  This will be done after budget gets approved.

Sheds—Guy Devlin states that the Essex and Woodstock sheds are done, except for exterior painting, which will be done by Mike Lyons at a future date.

New Business—Need to have an Audit/Budget committee review the 2007 Treasurer’s files.  Audit needs to be completed by the Nov. meeting.  The committee is made up of Ted Schuh, Lisa Cavellero, Cynthia Aaby, Teresa Holgate, Lisa Newman and Chelsea Stevens.

Flyer will be sent to the existing PLL families detailing future meetings, recruitment of board members, letters of intent for 2008 managers/coaches and sponsorship for the 2008 season.  Chelsea Stevens will be producing the flyer for distribution.  Flyer will be ready for mailing by the Nov. meeting.

Sponsorship—Board needs to be actively pursing sponsors ASAP.  Letter should be sent to 2007 sponsors with PLL tax ID reminder and other info.  Chelsea Stevens will write letter.

Lisa Newman nominated Jon Boyd for the position of Safety Officer effective immediately.

Jon Boyd nominated Lisa Cavellero for the position of Sponsorship Coordinator effective immediately.

8:15pm—meeting adjourned.

Portland Little League

Board Meeting

Sept 9, 2007

In Attendance: Steve Hammond, Lisa Newman, Ted Schuh, Jon Newman, Guy Devlin, Lisa Cavellero, Teresa Holgate, Stuart Holgate

Minutes were read and approved.

A motion was made to have the league purchase blue one color t-shirts with the PLL logo for each registered player for the 2008 season.  Motion passed.

A treasure’s report was emailed out after the meeting from Michelle McElligot.

Steven Hammond will be in charge of following up on equipment that wasn’t returned.

Lisa Cavallero has a friend who is interested in being treasurer, she will turn in volunteer forms by the next meeting and be at the next meeting for everyone to meet.

Every new board member needs to fill out a volunteer form and get it to Ted before the next meeting.  Background checks on board members will be done by Ted.

A committee was formed to update the bylaws.  Lisa Cavellero, Lisa Newman, Jon Newman, Steve Hammond, and Teresa Holgate will be on this committee.

The equipment sheds will be resided at Essex and Woodstock the weekend of Sept 15^th.

Lisa will get Oregon towing to store the Essex snack shack.  When it has been moved she will notifiy the board via email.

Ted will get prices for the containers so the board can vote at the next meeting.

The equipment will be inventoried when we move to the new storage container.

There was discussion about making a fundraising goal to replace “old blue”.

Lisa will get a more specific bid for t-shirts and hats with the logo on them.

Jon Newman will find out specific details about league managing software and pricing and bring it to the next meeting.

Jon Newman will look into linking the eteamz website to something with the Portland Little League name rather than the SEP address.

In attendance:

General Members:  Stuart Holgate, Teresa Holgate, Millard Christner, Asan Christner

Board Members:  Scott Vanderbout, Jamie Blakeley, Lisa Newman, Ted Schuh, Guy Devlin, Jonathan Newman, Sharon Kirkeby, Chelsea Stevens, Lisa Cavellero, Cynthia Aaby.

The June Minutes were read and approved.

The financial report was passed out.

The president announced that the following nominees had requested their names be removed from the ballot:

VP of Minor BB:  Mark Schwyhart

Umpire in Chief:  Keith Nottage

Safety Officer:  Jon Boyd

The following members were unanimously voted (0 nay votes) into the noted positions for the 2008 Board of Directors by the general membership:

President: Ted Schuh

Administrative Vice President:  Lisa Cavellero

Secretary:  Chelsea Stevens

Information Officer:  Jonathan Newman

VP of Farm Baseball:  Mike Lyons

VP of Major Baseball:  Steve Hammond

Field Maintanence Coordinator:  Guy Devlin

Members at Large:  Lisa Newman, Teresa Holgate, Stuart Holgate, Sharon Kirkeby, Cynthia Aaby, Christine Lopez.

The new constitution was presented by Jonathan Newman after discussion the constitution was unanimously (no nay votes) approved by the membership.

Fall Ball registration is going on now through Mt Tabor LL.  Guy Devlin will manage a boys minor division team, we are looking for managers for SB, Farm BB, and Majors BB teams.  Interested parties should contact a board member ASAP.

A work party will be set up to re-skin the equipment boxes at Woodstock and Essex.  Ted and Jon Boyd will coordinate this project.  Wood is being donated by Lisa Newman’s father’s employer in Harrisburg OR.

The Woodstock Batting cage was destroyed by vandals, Ted is looking into the cost to repair it.

Mt Hood Little League is interested in allowing us to place to 40 ft Container units on their locked property for us as storage facilities.  One would be used by us and one by Mt Hood, but we would own both.  There was interest in this proposal by the board and Ted will get exact costs on the containers and bring it back to the board next month to vote.

Lisa Cavellero will get Oregon Towing to store the Essex Snack Shack.

SEP #1 Little League board meeting minutes

November 12^th 2006

In Attendance:  Scott Vanderbout, Jamie Blakeley, Michelle McElligott, Lisa Newman, Mark Schwyhart, Brian Price, Doug Roos, Keith Nottage,  Jonathan Newman, Sharon Kirkeby

Minutes were read and approved as corrected.

Treasurer’s Report was presented. 

A motion was made to make a finance and fundraising committee.  Motion passed.

A motion was made to make a Concessions Coordinator and concessions committee. Motion passed.

A motion was made to make a line item on the budget for signs in the amount of $250.  If we are able to find a bid that is lower or an in kind donation we will use less of the $250.  Signs should ordered with enough time for them to be posted by Dec 15^th.  Motion passed.

A motion was made to have the President, Vice President and VPs of baseball and softball review and go over the coaching evaluation forms. Motion passed.

Announcements:

Lisa Cavallero has resigned from the Concessions Manager position.  This position has been changed to the concessions coordinator in charge of the concessions committee and is now vacant.

Steve Hammond has agreed to become a member of the PR committee.

Scott passed around a sample pitch count form that was distributed at the D2 meeting for comment. 

Lisa Newman passed out the results from the 2006 season league evaluation forms.

Doug has been working on inventorying the equipment.  Keith Nottage has agreed to help him to sort through equipment that is not legal or in too bad of shape to use and dispose of it.

SEP #1 Little League

Board MeetingMinutes

Oct 8 , 2006

In Attendance:Mark Schwyhart,Brian Price, Lisa Cavallero, Doug Roos, Scott Vanderbout,Jonathan, Newman,Lisa Newman,Cynthia Maaby, Lynn Murphy, Sharon Kirkeby, Jaimie Blakeley

Minutes were read and approved.

Brian Price nominated Lisa Cavallero for the position of Snack Shack Manager. The motion passed. Lisa Cavallero will now assume the responsibility of Snack Shack Manager.

A motion was made to convert the Public Relations officer position to the Public Relations Committee for the 2007 season.Motion Passed.

Lynn Murphy was nominated to be a member of the Public Relations Committee.  The motion passed.

A Motion was make to set the dates for Sign ups for the 2007 Season to be Tue Jan 23^rd, Thurs Jan 25^th,  Sat. Jan 27^th, Tue Jan 30^th, Thurs. Feb 1^st, and Sat Feb 3^rd.  Motion passed. 

A motion was made to set the times for sign ups to be 6:00 – 8:00 PM on Tues and Thursdays and 12:00 to 5:30 PM on Saturdays. Motion passed.

A motion was made to hold try outs on Sat Feb 17^th, Sun. Feb 18^th, Sat. Feb 24^th and Sun. Feb 25^th .  With the Major’s Draft taking place on Sun. Feb 25^th immediately following try outs. Try out times will be from 10am-12pm and 1pm-3pm on each day.  Motion passed.

A motion was made to keep the cost of registration the same as it has been the past two years.  $50 for one player $75 for two players and $100 for three or more players.  Motion passed.

A motion was made to present all letters, emails, or phone calls from parents that require a decision to be made to the entire board so that a written response can be made that is representative of the decision of the board.  Motion passed.

Announcements:

The Snack Shack needs to be towed from Essex to Portland Refuse ASAP.  Our permits at Essex Park expired at the end of July.  Lisa Cavallero will explore permitting the snack shack to remain at the park this year for renovations and remodeling.

The flier that we hand out at Portland Public Schools must be turned in this week if we want it to go home in December in the kids backpacks.  Lynn Murphy will create a flier to distribute to all local and bordering school.  Lisa and Lynn will get those to the schools by the end of the week.

The board as a whole feels it’s very important to spend some money on signs to put up in our area regarding when sign ups will be this year.  Lynn will pass this on to the PR committee.

Jon Newman will look into getting a voice mailbox for the league so we can have a phone number for people to call to get league information and also use for a rain out line during the season.

Online registration will be available on the website from Dec 1^st  through April 15^th.

Saturday Nov 11^th There will be an equipment fair at the Holliday Inn at the Airport from 10AM – 2 PM.  Doug is unable to attend, Scott will try to attend for him.

Doug presented some pricing for yard signs as well as pricing for hats and jerseys from another vender (Triumph) who is in our boundaries.

Meeting Adjourned.

Sign Ups

Try outs (8 sessions)

SEP #1 Little League

Board MeetingMinutes

Sept 10 , 2006

In Attendance:  Mark Schwyhart,  Brian Price,  Lisa Cavallero,  Doug Roos, Scott Vanderbout,  Stephen Hammond,  Jonathan, Newman,  Lisa Newman,  Michelle McElligot,  Jennifer Blakeley,  Cynthia Maaby, Mike Ruland, Lynn Murphy

Minutes were read, correction made to the concessions report.  The tournament brought in $2800 in concessions, not $2100 as read in the minutes. Minutes approved.

Treasurer’s report was distributed and reviewed.

Voting for 2007 Officers resulted in the following:

Announcements:

The Snack Shack needs to be towed from Essex to Portland Refuse ASAP.  Our permits at Essex Park expired at the end of July.

SEP #1 Little League

Board Meeting & Annual Meeting

Aug 13, 2006

In Attendance:  Scott Vanderbout, Jaimie Blakeley, Rebecca Vanderbout, Jennifer Blakeley, Doug Roos,  Jonathan Newman,  Lisa Newman,  Mark Schwyhart,  Michelle McElligot,  Guy Devlin,  Steve Hammond,  Mike Ruland, 

Minutes were read and approved.

Treasurer’s Report was passed out and presented.

Concessions Report was given.  Total profit from concessions for the 2006 Season was $4269.73.  There was $2100 of income estimated in profit in the budget.  $2100 of the profit was made during  the softball tournament.

A motion was made to reimburse Kevin Betcher for unexpected expenses related to girls all star’s visors, softballs for the Softball Tournament, and alterations for removing the sleeves on the boys all star uniforms.  Motion passed.

A motion was made to add the photo release form to the registration materials with the expectation that we will develop a procedure to identify those players who’s parents do not sign the forms and prevent their photos from being displayed.  Motion Passed.

A motion was made to combine the Player Agent of Baseball and Player Agent of Softball positions.  Motion Passed.

A motion was made to combine the VP of t-ball and farm SB, VP of Minor and Major SB and VP of upper division SB positions into VP of Softball.   Motion Passed.

A motion was made to combine the recording secretary and corresponding secretary into the position of secretary.  Motion passed.

A motion was made to combine the positions of player agent of baseball and player agent of softball.  Motion passed.

A motion was made to combine the softball equipment manager and baseball equipment manager into one position, equipment manager.  Motion passed.

A motion was made to create new positions entitiled;  Field Mantanence Coordinator,  Public Relations Officer.  Motion passed.

Nominations for next year’s officers were made by the nominating committee.  Nominations accepted by the board of directors.  See Attached.

A motion was made to make the following members Members at Large on the board of directors; Jonathan Newman, Lynn Murphy, Sharon Kirkeby, Guy Devlin, Steve Hammond.  Motion Passed.

Meeting Adjourned.

Announcements:

The Softball Tournament was a success.

The year end picnic was a success.  The raffle and silent auction brought in $1300.

Fall Ball will be starting next month at Mt Tabor.  Doug Roos will be coaching a “major” boys team.  Guy Devlin will coach a “minor” boys team if there is enough interest.

Portland Little League Board Meeting 8-9, 2009

Members Attending: Channing Aaby, Cynthia Aaby, Ted Schuh, Chelsea Stevens, Lisa Newman, Guy Devlin, Mike Lyons, Jonathan Newman

Meeting called to order  at 1:15

Actions:

1.       Motion to approve investigation of an accountant for financial report with an in-kind sponsorship for part of the fee. Seconded and Approved

2.       The Mid-September board meeting was cancelled.

Items:

1.        President’s Report: 

a.       Everything needs to be out of the fields.

b.      Tournaments went well.

c.       City still owes us money for rainouts

2.       Mike Lyons is going to coach fall ball through Mt Tabor

3.       Rob Gilhuly is working with Robbie Trebelhorn for a  fall ball team.

4.       Softball Player Agent reports that there is still equipment to turn in.

5.       Need to ask Guy: Pro-Am and McKenzie both owe us a sponsorship

6.       The board members from the current season that will be volunteering next year:

a.       Teka Clevidence

b.      Mike Lyons

c.       Chelsea Stevens

d.      Guy Devlin

e.      Steve Hammond

f.        Rob Gilhuly

g.       Jon Newman

h.      Rod Atkinson

Meeting Adjourned 2:00