TUCSON CHALLENGER LITTLE LEAGUE Regular Board of Directors Minutes for November 14, 2006
6:10 p.m. President Sam Hawtree calls the meeting to order. Present: Sam Hawtree; Sam Wesch; Dolly Dominguez; Gary Nash; Bill Fields; Mary FetznerFerber; Rex Bowersox; John Frank; and Louise Beitel. The minutes of the September 20, 2006 meeting are distributed. Treasurer’s Report: Sam Hawtree distributed the profit and loss statement for January 1 through November 14, 2006 and indicated that we are in the same position as last year, and will have monies to cover expenses excluding road trips that will have to be funded through fundraising dollars. Sam Hawtree also indicated that he has two volunteers that would develop and help Challenger attain a public relations and grant writing plan with the goal to obtain regular stipends from other corporate sponsors rather than just a small group of sponsors. In order to solicit new sponsors, Bill Fields suggested that we need to determine Challenger’s specific goals and determine how the monies are to be spent; for example, general operating expenses and commitments on an annual basis; special events (perhaps our own Challenger jamboree in Tucson to solicit more participation); and capital improvements (more storage, bleachers, more shaded areas, an improved sound system, field maintenance, etc.; and a wish list. The sponsor coordinator would become the fundraising chair who would calendar items, handle all required paperwork, and work within grant deadlines. Bill Fields indicated that some of the expenses listed in the financial statement need to be broken down to reflect exactly where monies are spent; for example, expenses for insurance, awards, trophies, etc. Sam Hawtree will submit a more detailed financial statement for next month. Gloria Rodriguez has destroyed all volunteer forms and background checks for last year. The following officers have agreed to serve as Challenger’s board for 2006-2007: President & Treasurer Sam Hawtree Vice-President Sam Wesch Secretary Louise Beitel Player Agent/Information Officer Mary Fetzner-Ferber (Sam Hawtree indicated that some of these duties should be shared among members.) Special Olympic Rep Dolly Dominguez Challenger ADA Bill Fields Safety Officer Gary Nash Volunteer Coordinator *Open Position Major Coaching Coordinator John Frank Minor Coaching Coordinator Rex Bowersox
Challenger Minutes November 14, 2006 Page 2 Recruiting Coordinator Equipment Manager Field Maintenance Webmaster Operations Coordinator District 5 Administrator Sponsor Coordinator Kathy Getman Richard Ferber Bill Fields Rob Truman/Terry Dishroon Penny Tietjen Gene Biernat Gary Nash
Mary Fetzner-Ferber inquired as to the status of the Challenger operations manual. Bill Fields indicated that he would forward what he has to Penny Tietjen to develop an operations manual for future reference. Sam Hawtree moved that the aforementioned members be accepted as board members; motion passed. Sam indicated that a proposed schedule for field usage and events will need to be determined so that they may be discussed at the board meeting with Randolph Little League. Challenger & Special Olympics will propose to have use of the fields as follows: Wednesday nights exclusively Saturday mornings (generally finished by 10:30 a.m.) Saturday nights (2 fields for each time slot)—5:00 p.m. & 7:00 p.m. Special Olympics--Thursdays & 1 field on Saturdays Mary Fetzner-Ferber indicated that we need to consider those players that will be moving up from Challenger to Special Olympics *Note: Randolph Little League’s 50th Anniversary opening ceremony is set for March 31, 2006. A brief discussion followed about combining opening ceremonies with Randolph, which most felt would be difficult to coordinate, would cause parking problems, and lastly, would not be a good idea for new players. Proposed Challenger Schedule for 2007: Opening Ceremonies March 17, 2006 9:00 a.m. to 1:00 p.m. (Set Up—7:30 a.m.) First Majors Game March 21, 2006 First Minors Game March 24, 2006 Fill the Stands May 12, 2006 Picture Day/Hit-a-Thon April 22, 2006 Closing Ceremonies June 16, 2006 Mary suggested that we should again promote minors moving up.
Challenger Minutes November 14, 2006 Page 3 Newsletters will issue for November, December and January. November’s newsletter will include a schedule of events, information regarding registration, including the discount for registrations received by the end of December. Newsletters will also include a Special Olympics corner providing information about Special Olympics and promoting Special Olympics for those players moving up and wanting to play in May. At the suggestion of Sam Wesch, Sam Hawtree will look into the feasibility and cost of printing December’s newsletter on a postcard. Gene Biernat will need a list of board members and addresses for the District 5 League Manual. Discussion followed with regard to Challenger registration dates which will be when little league starts. We will need volunteers to be available for a few hours the first three Saturdays. Sam Hawtree distributed Challenger business cards and recommended that all board members have individual cards printed. E-mail Bill Fields with a picture and advise him of e-mail address and phone numbers to be printed on the card. Bill Fields indicated that he will be attending the State Little League Conference and will be doing a presentation on Challenger. Other important dates include the following: Coaches’ Clinic on March 11, 2007 (Al & Al)—sponsored by little league Little League Congress in Houston on April 13, 2007 Vendors’ Night on December 6, 2006 Little League Operations Training Seminar on January 3, 2007, at Windmill Inn Next board meeting will be held December 12, 2006, at 5:30 p.m. at the Old Farm Executive Park. Meeting adjourned at 7:45 p.m.
Louise Beitel Secretary