Greater Helotes Little League Board of Directors Meeting Minutes October 16, 2011 Call to Order: The regular meeting of the Greater Helotes Little League (referred to as GHLL) was called to order at 06:11 PM on October 16, 2011 in Helotes, Texas by President, J C Halvorson. A quorum was present. Members in Attendance: JC Halvorson, Michelle Gamez, Claudette Halvorson, Susan Cochran, Ally Guerrero, Lisa Kwasna, Clay Holmes, Jay Holmes, Neil Campbell, Robert Dudding, Mario Wong, David Evans, Jonathan Gray, Frank Ball Matt Hargis Field Maintenance Members Absent: Sean Palmer, Terry Snow, John Guerrero, Armando Amador, Iris Grullon, Sean Gahan, Mike Saylor, Harry Schulz, Phil Meuret and Brian Ciaravino. A. Approval of Agenda The agenda was not established prior to the meeting through an email correspondence to Greater Little League Board of Directors sent by President, JC Halvorson Agenda for October 16, 2011 Greater Helotes Little League Board Meeting Approval of September 25, 2011 Board Meeting Minutes Purchase review for Additional Sink for Concession Stand ( Hand Washing sink) Financials and Kristi Gause completing the Full Audit New Board Positions Directors and Vice President Reports Closing Remarks B. Approval of Minutes The minutes of the previous meeting dated September 25, 2011 are available for distribution and review on the Greater Helotes Little League Website. The Minutes have been amended with a new section entitled : General Complaints. These issues in this section have been addressed and discussed. In the future the consideration for umpires will be reviewed and considered. Minutes have been approved with a quorum vote by the board and will be submitted for distribution on the Greater Helotes Little League Website. www.ghll.org. C. Financial Review
J C was able to secure the balances for the accounts held in the name of Greater Helotes Little League. All accounts are held at Frost Bank. Michelle has been on personal leave while Kristy is performing the Audit of the books so the account values were presented to JC in her absence. Checking Account : $23,204.51 Money Market: $ 8,855.33 Total Acct Balances : $ 32,059.84 Discussion by board was to explore options of allocating funds between the two accounts for better performance and returns. The necessity to maintain $23,000 in a checking account was the focal point of the discussion. No Motion was made and no vote was performed on the movement of the money. Kristi Gause, person hired to complete the audit is in full swing and nearing completion. She is currently having to go back in to teach check drawn on the account, correcting the check number to reflect the new payee and cross check the cancelled checks with the payments. Basic and thorough reconciliation. The timeline Kristy is completing is from October 1, 2010 through Present. She is currently working on the items in June, 2011 involving All Star teams. Upon completion, Kristy will be providing her results and the information will be available to the board for review and publication on the GHLL website. D. Open Issues Outstanding Approval Items regarding Concession Stand: Three pending items to be addressed: Hand washing Sink for Health Inspection - $500 tentative cost Louis Walls will be present at fields and will provide an estimate. Fire Marshall Inspection: The fire marshal for the county will be performing an inspection to ensure the concession stand is up to fire code. The cost of the permit and inspection is $50.00. Audit - Kristy Gause will be and has been working on a complete audit of the Greater Helotes Little League Books. The cost per month for her audit services is $250.00. According to the international rules of Little League, the financial books need to be reviewed and audited on a routine basis keeping financial information for five (5) calendar years for compliance purposes. Motion to make additional sink purchase, perform audit for financials and permit from Fire Marshall or $50.00: Michelle Gamez; 2 nd Motion Robert Dudding Vote: Board accepted decision to purchase the additional hand washing sink, the purchase of an auditor for a financial review for GHLL and the purchase of the necessary permit for the Fire Marshall.
In November, Virgina Buckalew has requested GHLL research and submit for a grant for fields, lighting, and other information. JC will be meeting with the same person who wrote the grant for McAlister Park Little League E. New Business Resignations Terry Snow Tendered his resignation effective November 1, 2011 John Guerrero Tendered his resignation Effective Immediately. Mike Saylor Tendered his resignation due to conflicts with recent position with North side ISD and time commitments to GHLL League. He tendered his resignation at the end of the Fall Season Motion to accept resignation: Clay Holmes; 2 nd Motion Jay Holmes Vote: Board accepted resignations of Terry Snow, John Guerrero and Mike Saylor Effective October 16, 2011 from the Greater Helotes Little League Board of Directors. New Board Members: J.J. Carreres Interested in joining Greater Helotes Little League Board of Directors in the position of Jr. Sr. Vice President Baseball recently vacated by the resignation of John Guerrero J J has two children currently in the GHLL program. A T-Ball Player and Machine Pitch SB Player Motion to accept membership: Michelle Gamez; 2 nd Motion Clay Holmes Vote: Board accepted J J Carreras as Jr / Sr. Vice President Baseball for the Greater Helotes Little League Board of Directors Directors and Vice President Reports: Fundraising Lisa Kwasna Land O frost - $5,250 in funding received this year due to the overall focus and commitment to the partnership between GHLL and Land O Frost. With the donation this year the monies were used to pay entirely for the uniforms used during the 2011 Fall Ball Season. Routine communication is necessary for the continued success in the future years.
As part of the commitment with Land O Frost they request a picture of all of the teams as proof of the sponsorship during the Fall 2011 Season. All teams took their pictures and with the team pictures the league recognized a profit of $1037 from the sale of individual pictures. Dicks Sporting Goods (DSG) Second in partnerships in entire nation with partnership with Dicks Sporting Goods Reward Cards. Scoreboard as part of the partnership, DSG is looking to donate a scoreboard for the league. However, the scoreboard would not be logoed to protect the anonymity of DSG Year to date DSG has donated an approximate of $7,000 to $10,000 in donated equipment to include buckets of baseballs, Buckets of Softballs, Gift Cards and Equipment Bags Decals will become part of the fundraising benefits. Motion made for marketing program for the GHLL logo Motion made by Michelle Gamez; 2 nd Motion - Mario Wong Vote: Board Accepted GHLL Logo and Marketing Program. January 14 th, 2012 and January 21st, 2012 have been designated by District 19 as the District wide Registration and Certification Dates. (1st and 2nd Saturday in January for the league.) Registration and certification will be simultaneous Registration for spring 2012 was discussed and the benefits of opening up registration before the District Sanctioned dated.. Motion to open registration Dec 01, 2011 Michelle Gamez; 2nd Motion David Evans Voted: Board accepted the Online Registration Line to be active on December 01, 2011. ***Board has the autonomy to take the action necessary for the process and assistance with no harms or concerns. Septic: Original cost was $275 per unit to correct Work done is donated and their business is recognized with a banner on two fields. $1,100 is the cost for the services donated. VP Equipment Neil Campbell Wheels for the purchase of the wheels
o 4 wheels - $135 each o Squeeze plate - $79 o Feeding tube $ 49 Each Softball and Baseball Motion: JJ Carreras; 2 nd Motion - Frank Ball No discussion Vote: Board accepted and approved the purchase of the 4 Wheels, Squeeze plate and feeding tubes to repair the JUGS pitching machines for the league. Branding iron for marking equipment o Branding head - $135 with GHLL; o Temperature control Device - $186; o Temperature Control - $29. Branding iron will be used to mark all GHLL equipment in a visible location to prevent the equipment from being mistaken for other equipment Motion to purchase Branding Iron Clay Holmes; 2nd Motion Robert Dudding Discussion around the most effective manner in protecting the GHLL equipment. Vote: Board approved the purchase of the Branding Iron for GHLL use; Concessions Claudette Halvorson $5,519 Entire 2010 Fall Season $8,028.54 through today, not including the Fall Festival to be held October 29, 2011. Improvement of $2,509 in income and a 45% increase in overall sales versus last fall. Concession Policies and Procedures: Policies and procedures for the concession stand Health and Sanitation is imperative Wash Hands Before and during your shift Keep doors closed to reduce flying insect population within the food area
Do not leave Ice Scoop in ice machine or the Ice Bin on the Fountain Dispenser. ( It promotes the growth of Bacteria). Do not use cups as Ice Scoop Use only the Ice Scoop to gather Ice No one under the age of 13 years of age should be working in the concession area. This is due to Health and Sanitary Reasons and to comply with Fire Marshall. At the conclusion of the shift, all dirty dishes shall be placed in the designated wash area with the proper amount of soap Tickets and Money will be handled by a designated person effective October 15, 2011. o Designated person for money handling Lisa Kwasna and Claudette Halvorson Credit card transaction No minimum amount. Credit Card Purchases are not to be added to register as a sale. Currently $30 / month for fees for credit card machine. Snacks: (Prices for team Snacks) Chips and Fountain Drink $10.00 Hot Dog and Chips $20.00 Gatorade and Chips $20.00 Gatorade and Hot Dog $25.00 o Cup of Ice $0.25 o Cups for the team $0.10 each Safety Harry Schulz was not present for the meeting. Jay Holmes Director of Scheduling A few new teams have expressed interest in using the GHLL Jr/Sr Field for practice. Teams will be made aware of the reservation policy and the cancellation policy as approved by the Board of Directors. Xtreme speed Coach name uncertain; Alamo Heights Titans Coached by Rod Kurtz; Terry Snow Reds $35.00 per game Cost is the same for all teams scheduling practice time on the fields
Move to accept Titans and Xtreme Speed teams for GHLL Field use: Clay Holmes; 2 nd Motion JJ Carrares Vote: Board Voted to approve the SA Titans and Xtreme Speed the utilization of the GHLL Jr Field for practice Michelle Director of Softball Feedback Tournament Teams in the spring More information for coaching clinic Potentially network Kids coaching network - $75.00 ASA Softball Certification Team Clinics Julius 10U /12U 14U tournaments Coaching Clinics Lori Cooke Pitching and fielding Coaches Corner Information and resources College softball names Umpires and complaints with parents 9 teams in the fall Matt Hargis Landscaping Contractor for GHLL When play starts; the landscaping Red Field Infield improving; Still needs to be drug properly to reduce and eliminate the bowl affect. 13yds - Red Clay applied; 2 yds. top soil applied; Total Cost $900 Blue Field - 7yds Red Clay applied; 7.5 yds. Top soil applied; 3 pallets Bermuda laid; Total Cost $1075
Green Field - 7yds Red Clay Applied; 6 yds. Top Soil Applied; 3 yds. Crushed Granite Applied; Total Costs $725 Spring all fertilizer is purchased and donated to the league for their use. It is applied as needed on the routine work performed at the league fields. $200 donation equivalent to a sponsorship for a child to play a season in the league Additional donations: 8 yds. of top soil for overall use and application to the fields as necessary 6-8 hours a week working - Charity and involvement Sprinkler systems 36 broken sprinkler heads (stripped gears / Worn out parts) $700 costs (parts and materials) Wish List Items for Field Maintenance: Fertile Garden 15 yds. of top soil Dump truck load - $350 500 on hand. Planning Committee: JC recommended the creation of a voluntary planning committee to help with creating action items for Wish list of project to be completed; Work needing to be completed; Fundraising ideas; Wish list for improvements and league enhancements and the presentation of the purchase to be presented to the Board of directors for discussion and vote. With the end of the Fall Season on October 29, 2011 and the Spring Registration opening in December 2011, the planning committee will need to meet and develop a list of proposed changes or a priority list for the league to vote on and take action. Planning Committee is strictly voluntary: Clay Holmes; Claudette Halvorson; Frank Ball; Lisa Kwasna; Jonathan Gray; Michelle Gamez; JC Halvorson; Neil Campbell Reporting Secretary Open Items: Security issues / Safety concerns: Vandalism Cars keyed Well house and contamination of water source Protection of assets
Lights at the parking lot / Camera Green Shed- Protection Needs: Lock Box for security in the concession stand Panic Buttons Protecting the people with pendants. Pendants will active the alarm company and notify to send police Protection of people and location Estimated cost $1,500 - $2,000 Camera protecting building Camera to green shed Motion JJ Frank 2 nd Vote and approved FALL Festival Stipulation for participating in HR Derby: Must have participated in FALL GHLL 2011 Signup sheet will be placed starting Monday October 17, 2011. Teams for Softball game: Board of Directors Vs., Coaches Julius Grullon Services Volunteered; Terry Snow Services volunteered Home run Derby - All divisions invited Power Swing - DSG Gift Certificate Motion made to continue and proceed with GHLL Fall Festival: Lisa Kwasna; 2 nd Motion - Ally Guerrero Vote: Board voted on the Fall Festival on October 29, 2011 at the end of the GHLL Fall Season.
Adjournment: Meeting was adjourned at 7:55 by President, JC Halvorson. The next general meeting has be scheduled for November 13, 2011 at 6:00PM at the GHLL Fields Minutes submitted by: Neil Campbell Secretary, GHLL