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Minutes of July 22nd, 2008 Meeting Thurston Little League Meeting Minutes July 22, 2008 Attendees: Matt Miller, Michelle Miller, Shannon Casley, Pat Sloan, Josh DeHaven, Jenifer Gormley, Bryce Gormley, Shawnee Sloan, (Tina Bauer via phone) 6:45pm Meeting was called to order by Matt Financial * 2008 Financials were reviewed - Current balance of checking account is $8,407.26. Michelle has created a financial statement and will divide expenses into "buckets". Finances are going to be "open book". The goal is to be more financially efficent (including sponsors & donations). *Matt will be contacting Tina at OCCU to discuss the steps that need to be taken to remove Heather Reece from the checking account and also ordering new checks without Bo or Heather's names listed. *Two additional categories need to be added to the budget - All Stars & Board Celebration (end of the year). *Fundraising goal of $15,000 set for 2009 season 2009 Board Seats & primary duties Vice President (interleaguing/scheduling) - Josh DeHaven Coaching Coordinator (scheduling/coach communication) – Bryce Gormley Player Agent (liason between Parents & Board) - Shannon Casley Information Officer (website/communications) - Trevor Kelley Secretary (Roadmap/tracking) – Jenifer Gormley Safety Officer (safety manual/equipment) – Pat Sloan Treasurer (financials) - Michelle Miller Identified Chair Seats & nominees (Board Mbr responsible) Fundraising Chair - Tamarra Armstrong (Michelle) Umpire Chair - (Josh) Uniform Chair – Meilani (Shannon & Jen) Fields - Trevor Nissen (Bryce) Special Events - Tina Bauer (Shannon & Jen) All Star – James Cantlen (Shannon) Each Board member has been asked to recruit at least 2 people to serve on a comittee. There is going to be a clear time line for each comittee to follow. Equipment *Field/Job Boxes - Josh & Pat are going to pick up the job boxes from fields on Thursday (7/31) and bring them to the Gormley's) *Matt suggested that those that are able, take 1 day to clean & organize the storage unit. It was decided that would be done the 2nd week in August. *Bats that no longer meet LL guidelines will then betaken to Schnitzer's. Registration *Jen will contact Grand Slam about setting registration, uniform fittings & evaluations, tentative dates: General Registration (Jan 12th - Feb 14th) Grand Slam - Jan 14 & 31, Feb 4 & 14 Late registration, ADDITIONAL $25 FEE (Feb 15th - Feb 22nd) - Feb 22 All registration fees will be non refundable with the following exceptions - unable to play due to medical reasons (doctors note required), Relocation out of Thurston Little League boundary (utility bill in guardians/parents name required) or no team available for the player. *Mailers will be sent out to homes within our boundaries in January with all registration dates, times & prices - Bryce will get approximate price for postcards & postage. Possibly work with a business to cover costs in exchange for business name on postcards. *Shannon recieved early registration & $110 check for Angel & Santana Hutchinson Boundaries It was suggested that we stick to High school boundaries. Josh will talk to Dave Duncan about change. Phone Number & P O Box *As approved prior Michelle will get a PO Box established in Thurston @ Pak Mail. *Jen will contact Qwest about getting a Springfield number. The land line needed will be ordered to have a "physical" home at the Gormley's. We will have 2 lines for awhile (the old line will refer people to the new number). ACTION LIST (to be completed prior to our meeting on 8/21) Pat - contact Scott Dewitt @ Grand Slam about equipment (Bats). Use Scott as a resource for guidelines for age & equipment suggested. Jen – set registration dates with Grand Slam for 09 Season. Bryce - estimate for postcards & postage for addresses within Thurston High Boundaries Josh - talk with Dave Duncan about boundaries Matt - software manual for current software and/or talk to Raeleen about updating software Michelle - budget outlined including equipment expenses, all-star & board celebration Jen - get together with Tamarra about presenting the board with a fundraising plan for 09 season Michelle - P O Box in Springfield Jen - Springfield phone number Pat, Bryce, Josh, Matt & Trevor - get equipment inventoried and organized Matt - remove Heather Reece from checking account Jen - lay roadmap out in a timeline format Jen - name change to Thurston Little League Matt - contact Walterville Elementary principal about field work Bryce - rough estimate for priliminary field work (rough) Matt - talk to Meilani about Uniform Chair position Matt - talk to James Cantlen about All-Star Chair position Bryce - talk to Trevor Nissen about either Umpire Chair or Field Chair position Next board meeting scheduled for Thursday August 21st, location to be determined. Meeting was adjourned at 8:06pm |
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