ࡱ> PRO#` %bjbj .0 6EEE56767676767676$7h :[6cAEcc[6Gp6c.56c562O36 "4.56606-5;;\6;6$EL6,pEEE[6[6 EEE6cccc D Traveling Eagles Board Meeting Minutes September 23, 2007 Niceville Police Station Meeting Room 6:30 PM Subject: Executive Board Meeting Members Present: Mike Wells, Don Collins, Joe Nedoroscik, Donna Courtney, David Smith, Mike McDorman, Barry Slotter, Shane Frederic Members Absent: Clay Elliott, Jim Phillips, Danny Engle Guests Present: Keith Brooks, Kim Brooks Call to order meeting called to order by Mike Wells at 6:39 PM Discussion/vote on open Board positions Mike Wells presented the following candidates for Executive Board positions: Kim Brooks - Secretary Mike McDorman Treasurer Barry Slotter Director; General Board. Don Collins made a motion to accept and Joe Nedoroscik seconded the motion. None opposed. Motion passed unanimously. Discussed open General Board positions. Mike Wells presented the following for discussion/vote: Karen Meadows Member; General Board (13U) Jason Connors Member; General Board (9U) John Secord Member; General Board (11U) Joe Nedoroscik made a motion to accept and Barry Slotter seconded the motion. None opposed. Motion passed unanimously. Reviewed financial report for the organization as of September 30, 2007. Current cash balance at $10,849.70. Year-to-date profit of $6,684.71. Prior Year cash balance was $28,213.14 at September 30 with a year-to-date profit of $15, 674.38 at September 30. However, tournaments have been paid and no significant costs remain until spring. We should finish 2007 in a similar position to 2008. Discussion of supplies on hand (balls, uniforms, etc.). We have a nice surplus of uniforms for upcoming spring ordering. Shane Frederic brought up the possibility of transitioning to an Underarmour-style shirt for coolness/cost considerations. There was general support for the idea with additional discussion about beginning this with the 8U team. Don Collins made a motion to accept the financials as presented and Shane Frederic seconded the motion. None opposed. Reviewed Fall Ball financials. There is a projected shortfall of approx. $25 per player which is basically uniform cost. Mike Wells mentioned we could potentially add this to registration next year or the budget can simply absorb the cost as the cushion for such exists. This discussion tabled for now. The 2008 Calendar was discussed. Mike Wells mentioned he had contacted Paul Keith new President of Niceville Little League to coordinate on important dates/allstar timelines/etc. Mr. Keith has not yet returned Mikes call. Joe Nedoroscik is going create a master template. Places may change, etc. but dates should remain fairly consistent. General opinion was that the calendar should be ready in the next couple of months; definitely before registration/tryouts. Mike Wells mentioned that Joe and Clay, Vice-Presidents, needed to begin working on finding Chairpersons for their respective committees. Committees are: Concessions Booths Field Crew Uniforms Fundraising Communications Annual Banquet By-Laws Coaches/Players Clinics Equipment Tournaments Photography Website Mike Wells mentioned that all Board members should Chair or at minimum, participate on, at least one committee. Discussion of 2008 Budget and possible Buy-Out idea. The two big considerations were host tournaments and the golf tournament. Shane Frederic mentioned that the greatest area of concern precipitating the buy-out idea was gate and concession shifts during tournaments. There was general consensus on this matter. Mike Wells mentioned that there are students at the High School needing community hours that we may be able to utilize. Don Collins offered the idea of swapping gate and concession duties with the high school parents. Mike Wells concurred that there may be possibilities in both options. Mike Wells asked Shane to calculate cost of potential buy-out assuming a 12-man roster. Discussion regarding November 10th Baseball Clinic at the High School. Mike Wells will ask John Secord to place on website. No firm cost information available yet but should be around $30. No age limit restrictions known as of present. Niceville High School Baseball Coach Kevin Berry may be able to contact several MLB players and graduating Seniors to assist. Mike Wells recommended the idea of a standard coachs practice format. One question discussed was how to distribute. Joe mentioned that we also needed to get on same sign system as high school program. Everyone seemed to agree that standardization would be beneficial in all aspects. Shane also offered the opinion that coachs clinics needed to be more than 1 time per year. Mike Wells suggested that during season, coaches be asked to join some Board meetings and then the coachs meeting could follow. Mike Wells also requested that Joe and Dave get together and begin working on a standard practice format for all coaches and they agreed. Organization and marketing for upcoming season discussed. The general focus was exposure. Ideas mentioned were an ad in the papers (NWF Daily News and Bay Beacon), signs on road, and a flier to local businesses and schools. Kim volunteered to handle the flier and getting permission from schools to distribute after the dates were set. Mike Wells asked for a list of ideas/plan for promotion. Discussion was initiated regarding the new website and Mike Wells expressed his appreciation to John Secord (not present) for the time he devoted to this project. Some positive features mentioned on the new site are: Coaches and Managers can broadcast important messages to their teams either via email or mobile text Paypal integration for fees Address will trigger classification Auto emails/feed to Bay Beacon and/or local papers Player stats can be entered and then locked down to various levels of security and/or access Mike Wells indicated he would like to flip the switch to transition to the new site. Don Collins made a motion to open the new site and Joe Nedoroscik seconded. All were in favor. None opposed. Motion passed unanimously. Round-table discussion: Don Collins N/A Joe Nedoroscik N/A Donna Courtney N/A David Smith N/A Mike McDorman N/A Barry Slotter Asked when we decide on all issues presented. Mike Wells explained that many matters are ongoing until a definitive timeline is set and/or necessary. Don Collins further explained that the real planning starts today and from this meeting on becomes a work in progress. Mike Wells re-iterated from earlier discussion that now was the time Joe and Clay would begin putting the Committees together that would oversee a lot of the practical/operational matters. Shane Frederic Volunteered to help with uniforms. His primary thought was that there had to be a better way to manage, i.e. putting bulk of responsibility on individual teams. Kim mentioned that John Secord could potential automate/integrate uniform ordering through website as there will already be accounts for individual players. There was also mention by Mike Wells that we provide uniforms for players to try on at tryouts so sizes could be recorded, along with preferred player number(s), on tryout forms. That way, we could have sizes in stock and would just need to take care of numbers, etc. Don Collins mentioned to Shane that he probably wanted to get with Debbie Wells and Linda to discussion past operation and potential problems with process. Further discussion was tabled pending assignment of Uniform Committee. Kim Brooks N/A No further round-table discussion. Don Collins made a motion to adjourn and Barry Slotter seconded the motion. Meeting was adjourned at 7:57 PM. &'p  E T WY%ξhA2h%CJH*OJQJaJhA2hA2CJOJQJaJhA2h%CJOJQJaJhA2h%5CJOJQJaJhA2h%OJQJ%hA2hA2OJQJfHq 3%hA2h%OJQJfHq 3':`h E n % < V [ W Z F & F & F & FgdA2$a$gdA2gdA2gdA2%FQht{v17 & F & F7~#-;n  . 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