FOLSOM AMERICAN LITTLE LEAGUE General Board Of Directors - Meeting Minutes Date: Sunday, February 12 th, 2017 Place: Hampton Inn, Folsom Time: 6:30pm to 10:00pm Roll Call General Member Attendees (Bold Indicates Attendance): Luis Huerta, Tera Suzuki (Dalia), Jim Cafarella, Marc Inclan, Angela Van Dyke, Jeff Alkire, Chad McGowan, Tom Keegan, Paul Ramirez, Nikki Smaglik, Rich Gregory, Erik More, Brett Zugnoni, Troy Kaestner, Vince Pallari, Mike LaFortune, Matt Ellis, Eric Babb, Brian Elmore, Bill McClure, Jason Pagan, Matt Lundbeck, Chris Jernigan, and Scott Quesada. General Board Meeting called to order at 6:30pm. Quorum confirmed, 18 of 24 Members present. 1) Secretary, Marc Inclan: a) No meetings submitted for approval during this meeting. 2) President, Luis Huerta: a) State of the League i) Inquiry from Tom to Luis to discuss audit of financials for FALL at Board meeting. Tom was absent, but discussed with Luis ahead of meeting. (1) Luis put forward to Board for discussion and after consideration. (2) The Board did not initiate any motion to vote on an audit, and deferred on the matter due to a lack of information and adequate justification. 3) Treasurer Report, Angela Van Dyke: a) Angela reviewed budget to date, and found Board finances are in good shape. b) Angela proposed breaking up budget into individual owners and putting responsibility on various Board budget owners to manage to their annual budget amounts. Discussed option of having Board members manage to their own budget allocations vs. hiring a bookkeeper to help manage for everyone. c) Board agreed to proceed with members managing to their budget. d) Angela will implement budget disbursement request form and accompanying process, to track all disbursements. 1
e) League Funds Disbursement and Reimbursement i) Discussed process for disbursement of League funds and determined a clarification to policy was required to allow for Board members to efficiently exercise their budget responsibilities in a timely manner, so as to not impact League operations. ii) Also discussed a process for allowing Board members to submit for reimbursement of up to $100 per request for private funds advanced by the Board member, if such reimbursement is for funds that were put forth for League business only. (1) Motion to approve up to $2,000 for disbursement request by individual Board members, without requiring League President approval in advance; and to approve up to $100 for reimbursement of monies put forth by an individual Board member, if funds were spent for League business, without requiring League President approval in advance. (a) DECISION: Marc made motion, Brett seconded; Unanimous approval Motion Passed. 4) VP Operations, Tera Suzuki (Dalia): a) Tera provided updates to the Board on FanFest planning progress, RiverCats game and uniforms; all are tracking, but need to stay diligent to uniform schedule. 5) VP Divisions, Jim Cafarella: a) Jim confirmed that all teams have managers, except for 1 Farm team. No problems so far; managers meeting last weekend. b) Working on practice/game schedules this week. Targeting to get Juniors/Majors out in 2 weeks from tonight. 6) Player Agents, Chad McGowan, Jeff Alkire and Scott Quesada: 7) Chief Umpire, Paul Ramirez (Luis provided report in Paul s absence): a) Chris has been looking into software to schedule/track umpires, and has found a package called Assignr (https://assignr.com), and is requesting Board approval to purchase the software. b) Cost of software is approx. $250/year for up to 50 umpires. c) A requirement for the Treasurer in regards to Umpire payroll is to receive a batch report to see who is to be paid, every 2 weeks. d) Motion to approve $250 for the subscription purchase of Assignr umpire scheduling software. a. DECISION: Rich made motion, Angela seconded; Unanimous Approval Motion Passed. 8) Safety, Tom Keegan: 2
a) Not present to provide report. 9) ATD, Rich Gregory: a) Only 15 people showed up to the training session at Folsom Lake College today; a poor turnout, but also offset by having PCA/Big Al s training the day prior. i) Only consumed about $1,000 of $2,000 ATD budget. b) Should consider making adjustments to training budget in the future years. c) Some Board members suggested inviting kids as well, and that Saturdays are tougher to have attendance by coaches/instructors, but Sundays are tougher for attendance by kids. d) Suggested repeating this effort before Winter Ball. i) Discussed a motion to provide ATD training session for Winter Ball, but as this is for something in the next LL budget year, we re not able to vote on it. e) Need to invest time in planning for Spring 2018. f) Motion to schedule training session for AA and AAA managers/coaches/parents in early March; Rich to coordinate. i) DECISION: Marc made motion, Jim seconded; Unanimous Approval Motion Passed. 10) Registrar, Nikki Smaglik (Luis provided update in Nikki s absence): a) AA and up teams are on the website. b) Waitlist players only 1, but refund provided. 11) Fields, Brian Elmore: a) McFarland 3 is currently underwater. b) Shed boxes were emptied or restocked. c) City working on Kuntz and McFarland; new grass drainage fields are fenced off. d) Need to order chalk and drying dirt. e) Tool boxes - missing some tools, overall minimal damage. Some broken rakes to be replaced. f) Brian to put fields contacts in Sheds. g) Water line (where is it) at Sundahl 3. h) Sutter - needs grass clean, HR fence post to be installed. i) Jim requested and motioned to Tarp the mounds Brian to get pricing on a $200 budget max (suggestion to just go to Home Depot). j) Motion to tarp the mounds. i) DECISION: Jim made motion, Chad seconded; Unanimous approval Motion Passed. 12) Sponsorships, Brett Zugnoni: 3
1) Upper Div sponsors due by this Friday, Lower Div a week after; need info to Bases Loaded for jerseys. 2) Short 2 sponsors in Juniors, 1 in Majors, 1 in AAA. Overall, looking good for Upper Div. 13) Fundraising, Open-TBD: 14) Webmaster, Erik More: 15) Juniors Rep, Troy Kaestner: a) Will end up with 2 teams of 12 players and 2 teams of 11 players. 16) Majors Rep, Scott Quesada: 17) AAA Rep, Vince Pallari: a) Not present to provide report. 18) AA Rep, Mike LaFortune: a) Not present to provide report. 19) A Rep, Matt Ellis: 20) Farm Rep, Eric Babb: 21) T-Ball Rep, Jason Pagan: 22) Action Items: 4
Luis - Crosstown Cup vs. Folsom National Little League (FNLL) 1) D54 requested Luis to take it to our Board to reconsider participating with FNLL for upper division only, in a 2017 Crosstown Cup. a. Motion to participate in Crosstown Cup i. DECISION: Rich G. made motion, Scott Q. seconded; 15 Yeas, 3 Nays (Rich G., Scott Q., Marc I.), Motion Passed. Luis - Interleague Play with FNLL 1) FNLL requested for FALL to allow for Single A and below to play limited interleague games in Spring 2017 season; exact frequency is TBD. a. Motion to engage with FNLL to play interleague games in Spring 2017 only. i. DECISION: Brett Z. made motion, Jim C. seconded; 17 Yeas, 1 Nay (Rich G.) Motion Passed. Jim - New Little League Rules 1) Intentional Walk rule being added for Minors/Majors levels, adding 4 pitches to pitch count. a. Motion for Majors and below to NOT adopt the new intentional walk rule, and incorporate that into our FALL By-Laws. i. DECISION: Brett Z. made motion, Chris J. seconded; Unanimous Approval Motion Passed. Jason Lower Division Opening Day 1) Updates on planning. 2) Raffle tickets to be sold. Luis Storage Shed 1) Security camera for storage shed; Luis will purchase under new approval guidelines earlier approved in this meeting. 2) Only 5 Board members will have access (Brian, Chris, Matt L., Luis, and Bill) to the storage shed going forward. 3) Inventory is being taken of all equipment right now to set a baseline. Motion to end meeting. Marc made motion, Brett seconded. Unanimous approval. Meeting adjourned. 5
Signed: Luis Huerta, President Marc Inclan, Secretary Date Date 6
Board Positions Voted on and Approved None Board Positions Still Open Fundraising: Open-TBD 7