February 13, 2008
     

Board Meeting
Hazen High School; 7:00pm

7:10pm:  Meeting called to order

 

Members Present

Chris Galbraith                     President & Sponsorship Coordinator
Chuck Markarian                  VP – Baseball & Equipment Manager
Kim Loucks                           VP – Softball
Dave Anderson                    Treasurer & Equipment Manager
Barbara Markarian               Secretary
Marni Ramos                                    Player’s Agent - A, B, C-ball
Cy Kawasaki                         Player’s Agent – T-ball/Coach pitch
Marc Hill                                Field Maintenance & Safety Coordinator
David Cretin                          Scheduler & Field Maintenance 

Absent

Jay Kallaher                          Umpire in Chief
Jennifer Farris                       Uniform Coordinator
Rick Gibbs                             Communications/Web
Jon Lacktorin

Minutes approved from last meeting?

Yes, via email.  Minutes were posted on the RLL website Feb. 8.

Confirmation of carried motion’s from Feb 6 Board meeting:

* Marni Ramos accepted Board’s nomination for Player’s Agent (A, B, C-ball)

* Jennifer Farris accepted Board’s nomination for Uniform Coordinator (but not Fundraiser)

* Barbara Markarian accepted Board’s nomination for Secretary

Action items (and updates) from last Board meeting: (Action items - italicized in black - are brought over from board meeting immediately prior to current meeting.  Action items - highlighted in red – are items that still need attention.

  • Action item: Chris to confirm with Mike whether a waiver is required for 4- year-olds to play T-ball?

    • 4-year-old’s OK to play; no actual form, but must be communicated to Mike W.  Chuck will get a copy of an example letter from Mike W.

  • Action item: Kim to call Susan re: ASAP (safety manual)

    • No response to calls; paper of copy PACWest’s ASAP will be provided by Mike W.

  • Action item: Feb 12, district 7 Board mtg.; Chris & Chuck to attend

    • ‘Little League Challenger’ program – want to get this started; ideas/contacts?  Someone is needed to head this up in Dist. 7.

Action item: David C to contact Andy O’Brien at Community center re: Challenger program.

  • Action item: Feb. 12, David C. to attend Renton fields assignment mtg.

    • We will use same fields as last year; need to get them (Renton School Dist.) a certificate of insurance from Keystone Financial.

      •  Discussion regarding condition/maintenance of fields

      • $22.00 prep fee, $ 5.00/game

      • Committed to reserving Kiwanis and Tiffany Park for South Hill

      • Can use small field at Liberty and McKnight & Petro

Action item: Chris to connect with Maddi re: insurance forms

  • Action item: Dave A. to talk with Greg re: Treasurer position

  • Action item: Confirmation of how many people to be on the bank account

    • Motion to floor: 4 members

      • 2nd, motion carried

        • Dave A, Chris G, Chuck and Kim to be on acct?

          • Yes. 

            • Motion, 2nd carried

Discussion re: how many people to sign the check(s)?  (Currently, two).

  • Can we set a $ amount that specifies that Dave can singly sign the check?

    • Motion to floor: Dave can sign checks anywhere from $1 - $150.00.  Any amount above $150.00 requires a second signature.

      • 2nd, motion carried

  • Motion to floor: If a reimbursement is requested that does not have a receipt, the request must first come to the Board for approval before reimbursement will be administered.

    • 2nd, motion carried

  • Action item: Dave C. to send info to Chris re: sponsorships

    • Discussion ensued on funding; link from our web page

  • Action item: Dave A. will look into “Group” possibility

    • (Not discussed at present meeting)

  • Action item: Mariner ticket fundraiser?

    • Chuck and Kim will find out about this.

      • Jr and Softball programs – fundraiser monies are included in registration fee

        • Question:  can we, at some point, do this (Mariner fundraiser – or similar - in place of candy sales) for all levels? Perhaps start this next year.

        • Mixture of registration fees for the Jr. levels don’t pan out

        • Question: why do we fundraise? What are the monies for?

          • To subsidize the RLL program

Action item: Chuck to confer with Jennifer about the candy sold last year to find out details about the process (buying, distributing, etc.) 

Action item: Kim to talk to Maddi re: candy sales information

  • Action item: Chris G. will check into procedures/possibility of switching back to two charters from one, should we move forward with combining.  When does this decision have to be made? (Date?)

    • Fairly simple to split from 2 to 1 

    • Mike is encouraging us to move to one League

    • The only level required to do a draft is A-ball and above

    • 45-ish children for A-ball (3-4 teams)

Motion to floor to combine N & S teams for the upcoming year

  • 2nd, motion carried

  • Action item: Chris to talk with Mike W. re: what we need to do to schedule inter-league play.

    • Pac West and Rainier look promising

  • Action item: Dave C. will contact the company and oversee the moving of Nelson shed

    • Appears that it will be moved soon (by Friday?), $75 charge

  • Action item: Dave C. will contact Maddi re: info about changing out Honeydew container

    • Won’t happen until next week

  • Action item: Dave C. contact McKnight school district re: changing the combo.

    • In process

  • Action item: Chuck will purchase replacement locks for Honeydew & Nelsen.

    • Need to pick a 4-digit combo

      • 4-digit # chosen (Chris is the go-to man if you need help remembering it)  J

* Conclusion of update on past action items.

Discussion re: RLL flyers dispersed to schools:

  • Dave, Chuck, Chris and Barbara worked up a flyer

  • Chris had 7500 copies made (due to time constraints, approval to spend the money on copy expenses was asked for (and given) by a quorum of Board members via e-mail on Feb 10.)

  • Barbara and Chris are dispersing the RLL flyers by Friday (Feb 15) to all Renton Elementary schools, Issaquah and Kent Elementary schools in the RLL district, and various middle schools in the district.

    • Renton schools will disperse flyers to all students in the school; Kent schools will only allow us to display the flyer in the office

      • Idea: use postcards in the future for advertising? – low cost

Discussion re: registration: Should all coaches, volunteers, Board members pay registration fees for their children for this upcoming year?

  • Motion to floor to have all persons listed above pay registration fees

    • 2nd, motion carried

Topic: What kind of account are our excess monies being held in?  What kind of interest is it getting?

Action item: Chris to talk with Dave A about this

Motion to floor to purchase a P.O. box on 4th Ave.

  • (and for Dave A & Kim to have keys to the box)

    • 2nd, carried

  • Action item: Dave A. to purchase the smaller sized P.O. box

Topic: Should we have a publicity person on the Board? Yes.

  • This person will take care of copying and dispersing flyers, displaying banners, putting up signs, etc

    • Wendy(?) to fill this position?

    • Jon Lacktorin to fill this?

      • Still needs to be clarified

Topic: Is the storage situation figured out?

  • Kim cleaned the East Valley shed last week – multiple items were discovered and will be re-disbursed to the sheds in Renton Highlands

Action item: Kim will work with Greg on how to close out the East Valley account

  • Renton Highlands Self Storage

    • Two sheds remain (#41 & #230)

    • Codes have been changed (only 1 active code)

      • Chuck has these codes and keys

Action item: Dave A needs to transfer lease form to his name

Motion to floor that Kim, Chuck and Dave A should have a key and code

  • 2nd, motion carried

Idea: Should we replace combination locks with key locks on storage sheds at Nelsen and Honeydew during the off-season to protect the supplies? (Yes.)

Topic: Do we have metal spike drags?  Are they useable?  Repairable?

Action item:  Marc will look into cost of purchasing new/used drags

  • Need to keep one at McKnight, Nelsen & Honeydew

Action item: David C. will look into acquiring dirt for the fields

Topic: Bylaws – are they completed?  No, not yet.

  • Need to have documented voting on:

    • Draft

    • All Stars

    • Coach selection

  • Other items to revise:

    • RLL records vs. overall record to be used for TOC (interlock record not included for determining TOC)

    • Update level designations (names, such as “A-ball”, “B”, etc.) to reflect other districts’ titles (ie: A, AA, AAA)

    • We are now one RLL, not 2 separate leagues

Motion to floor: Can Dave A revise and update the wording in the by-laws?

  • 2nd, motion carried

Action item: Dave will bring a rough draft of the by-laws to the Board mtg. on Feb 26 for consideration and approval.

Discussion: Volunteer applications

  • Who checks these?

    • Player’s agents will do this for their individual levels

  • From T-ball on up – any parent that works with the kids or steps onto the field has to fill out a Background Check form

    • Suggestion for coaches: Have all parents (those thinking they might help out sometime) fill this form out before the season begins to alleviate last minute confusion

Topics re-addressed/discussion: Are we allowing 10-year-olds to move up to A-ball?

  • 12-year-olds must play A-ball; 10-year-olds can play A-ball if needed to fill out teams

Topic: When is the draft?

  • Date: Tuesday, March 4 for A & B; 6:30pm

Topic: Should we have a make-up tryout date?

  • Monday, March 3 is last chance try-outs; 5:00pm (coaches to communicate)

Action item: Chuck to send March 4 date out on email to the coaches ASAP.  (Note: Coaches are still TBD)

Action item: Chris will email Mike W re: the draft date

Topic: B-ball draft?  Discussion ensued

  • Appears a “Gentleman’s draft” would work best for assigning B-ball players to teams

Motion to floor: Move to have a Gentleman’s draft for b-ball

  • 2nd, motion carried

Action item: Chuck will need to re-connect with BLE (Jim P) re: changing the training session date(s)

Action item: Barbara will post minutes tonight (Feb 13).  All Board members will approve by 10:00am tomorrow, Feb 14

Action item: Barbara will go to US bank Thursday, Feb. 14 with tonight’s (and Feb. 6) Board meeting minutes to authorize new names on RLL account 

Action item: Dave A, Chris, Kim and Chuck will go to same bank to be put on the account

Topic: Board members will only use email communication/discussion for time-sensitive topics.  All other topics requiring Board approval will be discussed in person at the next Board meeting (and logged in meeting minutes)

Motion made to adjourn mtg.

  • 2nd, motion carried

9:11pm: Meeting adjourned.