Board Meeting
Hazen High School; 7:00pm

7:14pm           Meeting called to order.
 

 Motion to approve Josie Roy as Jr./Sr. Players Agent

• 2^nd, approve
   

Secretary’s note: There are 14 Board members; therefore, quorum = 8

Minutes approved from last meeting? (Mar 12)                                                              

Yes, via email.  Minutes were posted to the RLL website March 21.

7:16pm Action items (and updates) from last Board meeting:

Action item: Chris and Barbara to document which schools we delivered registration flyers to (and how many were delivered) for future reference:

Action item: Chris to still get information to Barbara for documentation.

Field discussion:  Action item: Chris will take care of dirt for the fields.  Called, has pricing.  Action completed.

Action item: Dave A will bring the by-laws rough draft to the March 12 meeting: Copies not here: Members need to review by-laws via email and be prepared to vote on the amendments by the next meeting.   Tabled for now; will discuss later.

Chris will contact all children’s parents that have registered, but not yet paid funds:

Action item:  Marni and Cy to send lists to Chris

Action item:  Chris will promptly contact all families that have not paid

Action item: Denise Anderson will contact Sportraits to let them know that we will be using his services for team pictures (and she will contact the other two companies to decline their offers). Completed.

Action item: Marc and Chuck to discuss Jr. & Sr. ball in further detail.  Completed.

Action item: Joey will pursue learning more about candy sales fundraiser. Completed.

Action item: Chris to make the calls on obtaining Sanicans

Completed.  Received them for a great rate. One is at Honeydew, one at Nelsen, and we have extra keys.

Action item: Chris to have a conversation with Mike W. re: who is to be recognized as “general member” for our new Constitution.  Then he will bring info. back to Board for approval.  (Need to have a general membership meeting to approve this.)  Will discuss this topic later this evening. 

Action item: David C will look into any ramifications for hosting a contest as a non-profit.  No legal ramifications.  Need Board motion (which was given at March 12 Board meeting), paper trail, eligibility requirements.

Action item: If applicable, Dave A will update sponsor information on the web re: the contest.

Action item: Dave can go ahead and do this now!

7:32pm:          Conclusion of update on past action items.

Discussion on uniforms:

Action item: Marni to send Scott list of pants sizes for her teams

Action item: Kim will take care of “outfitting” her team

Motion to approve funds to purchase new hats for Jr. and Sr. teams

·                     2^nd, approve

Off-season Action item: In the off-season we need to do an inventory of all uniforms and determine which will be newly purchased, re-used, etc. 

Discussion on fundraisers:

Joey – detailed candy prices and specifications (for every 40 boxes of 50 that we purchase, we receive a free box)

Action item: (Joey) Candy needs to be handed out to teams right after Spring Break (week of 14^th) and monies turned back in by the May 3^rd.

Discussion: presently, Jr. and Sr. and Softball already “buy-out” their part of fundraising (use raffle tickets for Mariners game—about $400 worth of tickets).  How are we going to handle the raffle?

Secretary’s note: The “raffle ticket” process for future year’s needs to be re-vamped in the off-season!

Action item: Wendy will find out about gathering (gleaning) raffle tickets for our use and get them to Josie and Chuck by Saturday, March 29, for dispersal to the teams.

Action item: Raffle tickets need to be collected by Barbara (Jr’s), Josie (Sr’s) and Kim (Softball) by April 25.

We will offer the raffle winners “packs” of games (two tickets per game)

·                     1^st place wins 5 games

·                     2^nd place wins 4 games

·                     3^rd place wins 4 games

Discussion on final rosters for teams:

-          Need to get a payment out to District 7 soon

-          “B”-ball is short 5 players to round out the teams

Action item:  Marni to work with Marc and Jon re: moving up a few players

Action item: Chuck to talk with Mike re: when the Sr. games actually start (May?)

Background checks:

Discussion ensued.  How many people do we really need to fill out volunteer forms?  How is this going to be handled now and in the future?

Who is willing to collect these forms, organize it and input them?

Action item: Dave Cretin will collect forms from the Majors coaches

Action item: Jay will collect volunteer forms from all Umpires

Action item: Josie will contact all managers and communicate with them re: volunteer forms (April 4 is deadline to have forms to Josie)

Action item: Josie will get the completed forms to Chuck ASAP

Action item: Chuck will compile spreadsheet of all teams’ volunteers

Action item: Chuck will then hand all forms off to Chris

Action item: Chris and Marni will input them (volunteers) into the database

Secretary’s note: In the off-season, perhaps we should figure out a concrete system for collecting and compiling volunteer forms for future years?

Fields and game schedules:

Dave C: The schedule will be done by April 1

A-ball: T/TH/SAT 

There will be by’s in the major level

AAA will be Interleagueing with PacWest (Wed. and Sat) at Tiffany Park or Kiwanis

C-ball – will pay for city fields (Petrovitsky and Liberty Park?) – T/TH or Sat.

Coach Pitch – Nelsen and McKnight

Idea: play more games at Liberty (middle of downtown Renton) where we can put up RLL banners.

Action item: needs list of all coaches and managers for Safety (Chuck will email to Marc…and the rest of the Board).

Sponsorships:

Question:  Do all teams need to be sponsored?  Yes, that is the goal.

Discussion:  We have 32 banners from past sponsors.  We should approach them for a new sponsor this season.

Action item: Wendy will get pricing for banners.

Off-season Action item: We need to address how to gather sponsors and start work on this during the off-season, rather than scrambling during the busy months: Feb- June.

Discussion:

How are we going to handle scheduling upcoming Board meetings with all of the conflicts in schedules/games? Discussion tabled and will be decided at next meeting.

Note: Next Board meeting is Tuesday, April 1, 7:00pm at Hazen

Treasurer’s report and calendar update:

Action item: Chuck, Chris and Dave to converse re: setting a budget.

Action item: Chris to talk to Mike W re: scholarships: Do we still pay Little League for our scholarship kids?

Motion to adjourn meeting

·                     2^nd, approved

9:26pm Meeting adjourned.

Reminder: Next Board meeting is in one week, Tuesday, April 1, 7:00pm at Hazen HS.