CCA Baseball Club

Board Minutes

9/17/2012

Board Members:

Mike O’Connor, President; Brett Mehmen, Vice President; Todd Liddell, Treasure; Mike Wurth, Operations Manager; Marci Armstrong, Secretary; Chad Wood, Alternate; Jenny Jensen, Alternate; Matt Mcareavy, Trustee.

Present: Mike O’Connor, Todd Liddell, Marci Armstrong, Chad Wood, Jenny Jensen, Mike Wurth, Brett Mehmen

Absent: Matt Mcareavy

Others Present: None

Proceedings:

Meeting Location: CCA High School, Tiffin, IA

Meeting Called to Order: 6:47 p.m.

Minutes:

President Report:

*Topic of Discussion – Board Minutes 9/10/2012.  Final Board minutes from 9/10/2012 were presented and approved (5-0).  Marci A. to forward a copy of minutes to Laurie H. and Christine to post on CCABC web site.

*Topic of Discussion – Deposit Status.   Board members were updated by Todd L. on  players that have submitted deposit.

*Topic of Discussion – Follow Up.  Board discussed options for contacting players that have not submitted deposit.  Marci A. to draft email, Jenny J. to send out.  MOTION to send email asking those that have not paid to confirm they will not be continuing with the CCABC or to send payment ASAP; passed (5-0)

*Topic of Discussion – Web Site.  Marci A. has contacted Communication Committee and asked if they would take a look at the web site and work to update and maintain information to keep it current.   OPEN TOPIC

*Topic of Discussion – Committees.  Board discussed when to get the committees together for fundraising and tournament.  It was decided the committee members would be invited once the teams have been determined.    OPEN TOPIC

Finance Report: Update on paid deposits

Committee Report:  Nothing reported at this meeting.

Other Business: Nothing reported at this meeting

Next Board Meeting.  Next meeting to be held September 24th at 6:30.  Location CCA High School. 

Meeting Adjourned: 7:50 p.m.

Minutes submitted by Secretary: Marci Armstrong

CCA Baseball Club

CCA Baseball Club

Board Minutes

9/10/2012

Board Members:

Mike O’Connor, President; Brett Mehmen, Vice President; Todd Liddell, Treasure; Mike Wurth, Operations Manager; Marci Armstrong, Secretary; Chad Wood, Alternate; Jenny Jensen, Alternate; Matt Mcareavy, Trustee.

Present: Mike O’Connor, Todd Liddell, Marci Armstrong, Chad Wood, Jenny Jensen, Matt Mcareavy, Brett Mehmen

Absent: Mike Wurth

Others Present: None

Proceedings:

Meeting Location: CCA High School, Tiffin, IA

Meeting Called to Order: 6:42 p.m.

Minutes:

President Report:

            *Topic of Discussion – Evaluators Compensation.   Board members wanted to send a thank you to the evaluators that helped with try outs. We had 3 evaluators that were able to help on both days and 5 evaluators that helped with one day.  Appropriate gift cards will be purchased to show the Clubs appreciation.  MOTION to purchase and distribute gift cards to evaluators; passed (5-0).

*Topic of Discussion – Initial Deposit.  Board discussed the approaching due date for the initial deposit (9/15).  The due date was communicated in the Parent Information Package that was handed to every parent at the tryouts.  Marci A. will draft and Jenny J. to send a reminder email.  Email to include Date, Where to send check, Signed Code of Conduct, and remind parents that deposit secures team placement based on tryout score.  Email also to include request for volunteers for committees.  MOTION to send reminder email; passed (5-0).

Topic of Discussion – Refund of Initial Deposit.  Board discussed questions raised by parents about the refund of deposit if child decided not to play with CCABC.   MOTION keep initial deposit NON-REFUNDABLE; seconded and passed (5-0).

*Topic of Discussion –Tryout Improvements.  Board discussed tryout process and suggested improvements to consider for next year.  They are as follows:

• HITTING – Use of pitching machine v. live pitches
• RUNNING – Running time only to be factored into score
• INFIELD –
• OUTFIELD – Re-evaluate throw from right field to 3^rd base
• EVALUATORS – Must remain independent
• HELP – High School players were an improvement
• COACHES CLINIC – Board to provide a coaches clinic to ensure consistency in coaching fundamentals.
• CANCELLATION PLAN – Need to have plan in place in case of rain cancellation.
• 1 DAY v. 2 DAY TRYOUTS – Look at possibility of only having one day for tryouts.

OPEN TOPIC

*Topic of Discussion – Tryout Scores.  Todd L. indicated that scores should be received by end of September (24^th).   OPEN TOPIC

*Topic of Discussion – High School Volunteers for Try Outs.  Suggested that the Board provide a letter to any volunteers to show community service hours.  MOTION to provide letter; passed (5-0).

*Topic of Discussion – Sponsors.  Discussion held about drafting request letter for sponsorship.  Marci A. will draft letter to present to Board.  Levels of sponsorship need to be revisited to ensure the Board can fulfill what is promised to the sponsors.  OPEN TOPIC

*Topic of Discussion – Coach Volunteer Training.  Brief discussion held on what type of coach volunteer training should be required of head coaches.  OPEN TOPIC

*Topic of Discussion – CCABC Tournament.  Discussions held on possibility of hosting a CCABC Tournament.  Mike O. to obtain prices of fields from around the area.  OPEN TOPIC

*Topic of Discussion – Web Site.  Marci A. to follow up with contact about maintaining the CCABC web site.  OPEN TOPIC

*Topic of Discussion – Committees.  Board discussed when to get the committees together for fundraising and tournament.  It was decided the committee members would be invited once the teams have been determined.    OPEN TOPIC

Finance Report: Nothing reported at this meeting.  Receipts for tryout expenses turned in for reimbursement.

Committee Report:  Nothing reported at this meeting.

Other Business: Nothing reported at this meeting

Next Board Meeting.  Next meeting to be held September 24th at 6:30.  Location CCA High School. 

Meeting Adjourned: 8:30 p.m.

Minutes submitted by Secretary: Marci Armstrong

CCA Baseball Club

Board Minutes

8/09/2012

Board Members:

Mike O’Connor, President; Brett Mehmen, Vice President; Todd Liddell, Treasure; Mike Wurth, Operations Manager; Marci Armstrong, Secretary; Chad Wood, Alternate; Jenny Jensen, Alternate; Matt Mcareavy, Trustee.

Present: Mike O’Connor, Todd Liddell, Mike Wurth, Marci Armstrong, Chad Wood, Jenny Jensen

Absent: Matt Mcareavy, Brett Mehmen

Others Present: Jon Haman, Mike Malley

Proceedings:

Meeting Location: CCA High School, Tiffin, IA

Meeting Called to Order: 6:30 p.m.

Minutes:

President Report:

*Topic of Discussion – Board Minutes 7/23/2012.  FinalBoard minutes from 7/23/2012 were presented and approved (5-0).  Marci A. to forward a copy of minutes to Trevor B. to post on CCABC web site.

*Topic of Discussion – Independent Evaluators for 2013 Season Tryouts. Board members updated on how many independent evaluators have been secured for try outs.  We have 3 evaluators and 2 helpers that have committed to both weekends.  Jon H. suggested trying some of the umpires that were used over the season.  The Board will continue to work to secure the 8 needed.  OPEN TOPIC

*Topic of Discussion – Parent Information Package.  Marci A. presented a draft of a parent information package to be reviewed by Board.  Package includes items: player’s time expectation, estimated fees, and players code of conduct form.  Jenny J. suggested adding parents do’s and don’ts. Marci A. to make revisions based on items decided at tonight’s Board meeting, update, and send to Board for final approval via email.  Package will be made available at school open houses and at try outs. OPEN TOPIC.

Topic of Discussion – First Alternate.  With the absence of a Board member it was discussed who would be the 1^st alternate.  MOTION for Jenny J. to act as first alternate; seconded and passed (5-0). 

*Topic of Discussion – Field Reservations for Tryout.  In the absence ofBrett M., Mike O.  to follow up with City of Tiffin to ensure CCABC has the fields reserved and ready for tryouts on 8/18, 8/19 (if needed), and 8/26.  Fields will be divided up and set to appropriate USSSA distance rules.  OPEN TOPIC

*Topic of Discussion – Use of Batting Cage.  Mike O. and Jenny J. will follow up with the CCA Athletic Director to discuss CCABC use of the batting cages starting in January.  OPEN TOPIC 

*Topic of Discussion – Club Membership Fee.  Discussion held about the increase in club membership fee.  Items taken into consideration: Increasing number of tournaments played by teams, cost of similar programs, facility, insurance, and umpire cost.  MOTION to increase club membership fee to $250.00 per player; seconded and passed (5-0). 

*Topic of Discussion – Payment Schedule of Fee.  Discussion held about payment schedule of the membership fee.  Items taken into consideration: Spacing out the payments, collecting deposit prior to release of rosters, holidays, and timing of uniform orders.  MOTION to structure club membership fee as follows:; seconded and passed (5-0). 

Initial Deposit – $100 DUE Sept 15^th (prior to release of rosters)

Remaining – $150 DUE Feb 1^st (if not received, no practice until paid in full)

*Topic of Discussion – Uniforms.  Brief discussion held on if players will be required to purchase new uniform every year or if jerseys could be used from prior year.  Also noted that uniform fittings should take place as early as possible, early January if possible.  OPEN TOPIC

*Topic of Discussion – Tryout Methodology. Discussions held on new methodology for Tryouts.  Procedures for each station was documented, reviewed, and discussed by the Board and the tryout committee. 

Fielding

Hitting

Running

Out Field

Factors taken into consideration: How each station will be run, scoring method for each station, how the stations score would be recorded, and the weight each station would carry into the final score.  OPEN TOPIC

*Topic of Discussion – Sponsor Thank You/Picture. Pictures were brought to meeting and Board members signed out for any pictures that they could deliver to sponsors.  Any remaining will be delivered by Marci A. or mailed out. A HUGE thank you to Katie S. for putting our Thank You pictures together!!!  Great Job!!

Finance Report: Nothing reported at this meeting. Receipt for banner turned in for reimbursement.

Committee Report:  Tryout committee participated in discussions in tonight’s Board meeting.

Other Business: Nothing reported at this meeting

Next Board Meeting.  Next meeting to be held August 15th at 6:00.  Location TBD

Meeting Adjourned: 9:30 p.m.

Minutes submitted by Secretary: Marci Armstrong

CCA Baseball Club

Board Minutes

7/23/2012

Board Members:

Mike O’Connor, President; Brett Mehmen, Vice President; Todd Liddell, Treasure; Mike Wurth, Operations Manager; Marci Armstrong, Secretary; Chad Wood, Alternate; Jenny Jensen, Alternate; Matt Mcareavy, Trustee.

Present: Mike O’Connor, Todd Liddell, Mike Wurth, Brett Mehmen, Marci Armstrong, Chad Wood, Jenny Jensen

Absent: Matt Mcareavy

Others Present: None

Proceedings:

Meeting Location: Casa, Tiffin, IA

Meeting Called to Order: 6:30 p.m.

Minutes:

President Report:

*Topic of Discussion – Board Minutes 7/17/2012.  FinalBoard minutes from 7/17/2012 were presented and approved (5-0).  Marci A. to forward a copy of minutes to Trevor B. to post on CCABC web site.

*Topic of Discussion – Dates for 2013 Season Tryouts. Brett M. brought to the Boards attention that the August 25^th tryout date conflicts with the YSF Jamboree.  Date was confirmed with Bev S. Discussions held to revise tryout date.  MOTION to revise tryout dates to Saturday August 18^th (with rain date of Sunday August 19^th) and Sunday August 26^th (NO rain date); passed (5-0).  Times will remain the same.

*Topic of Discussion – Tryout Methodology. Discussions held on new methodology for Tryouts.  Procedures for each station needs to be documented; stations will be divided up to Board Members:

Fielding – Todd Liddell

Hitting – Matt Mcareavy

Running – Mike O’Connor

Out Field – Mike Wurth

Board members need to complete procedures by 7/30/12. Once all procedures have been completed, Mike O.  will send a copy to all Board members and all members of the tryout committee members. Tryout committee members will be invited to next Board meeting to discuss tryout procedures and make recommendations to Board for consideration. 

*Topic of Discussion – Evaluators.  Board members updated status of recruiting independent evaluators (8 needed, must be available both days).  Todd L., Mike O., and Mike W. all had leads on some.  Additional possibilities (Diamond Dreams, coaches from other areas, high school players (as helpers)) were discussed.  Board members will continue efforts. OPEN TOPIC.

*Topic of Discussion – Communication of Tryout Dates.  Tryout announcement was presented but will need to be revised due to date change.  Marci Armstrong will revise and send to Board members and Trevor B. on 7/23/2012.  Communication efforts were divided out to Board members to ensure all potential players are reached. 

Mike O. – Brad Fox Blog, Community Athletes Website, and email to last year coaches to forward on to players.

Mike W. – Table at CCA Jr. High open house 8/14, Oxford school open house 8/20 (w/Mike O.), North Liberty Rec. Center.

Chad W. –  Table at North Bend open house/ice cream social 8/20, contact Mike M. about table at Amana open house 8/20.

Brett M. – Request Angie M. to send out email to Little League distribution list.  Will notify Todd L. if back up is needed.

Jenny J. – North Liberty Leader, City Hall Community Publishing

Marci A. – Additional research on pricing for banner to be placed at Tiffin ball fields.

*Topic of Discussion – Banner Pricing.  Brett M. confirmed we could hang banner at Tiffin Ball Fields.  Mike O. submitted pricing quote received from Rage Grafix Signs & Screen Printing for an announcement banner.  After discussion, it was determined additional quotes would be obtained. Marci A. and Jenny J. will research options. OPEN TOPIC

*Topic of Discussion – CCABC Website. Brett M.discussed management of web site with Laurie Haman.  Per Mike O., Trevor has agreed to upkeep site until further arrangements are made.   OPEN TOPIC 

*Topic of Discussion – Field Reservations for Tryout.  Brett M. to follow up with City of Tiffin to ensure CCABC has the fields reserved and ready for tryouts on 8/18, 8/19 (if needed), and 8/26. Fields will be divided up and set to appropriate USSSA distance rules.  OPEN TOPIC 

*Topic of Discussion – Sponsor Thank You/Picture. Discussions held to complete the sponsor obligation.  Marci A. contacted Katie S. about pricing for a Thank You/Picture combination. Expecting quote later this week.  Due to low turnout at Clipper Night it was decided to use the individual team pictures.  Mike O. sent Marci A. team picture for 13U and 11U White.  OPEN TOPIC

Finance Report: Nothing reported at this meeting

Committee Report:  Tryout Committee will be asked (by Mike O.) to attend 08/09/12 Board Meeting for discussions on Tryout procedures.

Other Business: Nothing reported at this meeting

Next Board Meeting.  Next meeting to be held August 9th at 6:30.  Location TBD

Meeting Adjourned: 8:00 p.m.

Minutes submitted by Secretary: Marci Armstrong

CCA Baseball Club

Board Minutes

7/17/2012

Board Members:

Mike O’Connor, President; Matt Mcareavy, Vice President; Todd Liddell, Treasure; Mike Wurth, Secretary; Trevor Bollers, Operations Manager; Brett Mehmen, Alternate; Marci Armstrong, Alternate.

Present: Mike O’Connor, Matt Mcareavy, Todd Liddell, Mike Wurth, Brett Mehmen, Marci Armstrong

Absent: Trevor Bollers

Others Present: Chad Wood, Jenny Jensen

Proceedings:

Meeting Location: Casa, Tiffin, IA

Meeting Called to Order: 6:30 p.m.

Minutes:

President Report:

*Topic of Discussion – Board Member Resignation.  Mike O. and Matt M. brought to the board’s attention that Trevor B. 9U team has made the decision to stay independent and not participate in the CCABC at this time. Therefore, Trevor B. no longer has a child participating in the CCABC.  MOTION to remove Trevor B. from Board; seconded and passed (5-0).  NOTED: Trevor B. has agreed to help out the Board in any way that he can.

*Topic of Discussion – Board Member Rotation.  Per CCABC By-Laws, two Board Members (Matt Mcareavy and Mike Wurth) terms are expiring.  However, with the resignation of Trevor B., Mike W. has agreed to extend his term and take over Trevor’s position of Operations Manager so the Board can comply with the CCABC By-Laws. MOTION to move Matt Mcareavy from Vice President to Trustee and Mike W. to Operations Manager; seconded and passed (5-0).   

*Topic of Discussion – Current Alternate Board Member Rotation.  Per CCABC By-Laws, current Alternate Board Members Brett Mehmen and Marci Armstrong will be moved to active Board Members.  Brett Mehmen will take the position of Vice President and Marci Armstrong will take the position of Secretary.  MOTION to move current alternates to active Board seconded and passed (5-0).

*Topic of Discussion – New Alternate Board Members.  At the parent meeting held on July 10, 2012 three nominations were accepted by the Board.  Votes were cast by the parents present at the meeting, votes were tallied, and the top two candidates were elected as New Alternates for the CCABC Board.  MOTION to activate new Alternates Chad Wood and Jenny Jensen; seconded and passed (5-0).

*Topic of Discussion – Dates for 2013 Season Tryouts. Discussions held to select dates for the 2013 season tryouts. Factors taken into consideration were: wanted to complete tryouts prior to football season, wanted to make sure ample time was given to ensure all potential kids would be notified, field availability, upcoming holiday weekends, and Iowa football games.  MOTION to hold tryouts on Saturday August 18^th (with rain date of Sunday August 19^th) and Saturday August 25^th (rain date Sunday August 26^th); seconded and passed    (5-0).

*Topic of Discussion – Age Groups/Times for 2013 Season Tryouts. Discussions held about the inclusion of 8U, 9U, and 10U.  Conclusion was that they would be included to stay consistent with the message from last year.  Tryout times discussed MOTION for the following times; seconded and passed (5-0):

8U – 9U – 10U: 10 a.m. – Noon (registration to start at 9 a.m.)

11U – 12U – 13U: 1 p.m. – 3 p.m. (registration to start at Noon)

14U: TBD pending clarification from H.S. program

*Topic of Discussion – Tryout Methodology. Discussions held on new methodology for Tryouts.  Factors taken into consideration were: independent evaluators, how many evaluators at each station, stations to be included, should pitching be evaluated, should catching be evaluated, will all age groups be evaluated on same skills, and point scale to be used.  Procedures for each station needs to be documented; stations will be divided up to Board Members:

Fielding – Todd Liddell

Hitting – Matt Mcareavy

Running – Mike O’Connor

Out Field – Mike Wurth

Board agreed to research different methodology for tryouts to be further discussed at next meeting.  Also discussed was how to utilized volunteers on the tryout committee.  Board members agreed to recruit independent evaluators (8 needed, must be available both days) OPEN TOPIC.

*Topic of Discussion – Communication of Tryout Dates.  Marci Armstrong to create announcement and send to Board for approval. Brett and Chad to distribute announcement to various businesses, schools, etc.  Brett to check with City of Tiffin to see if we could hang a banner with announcement information on board at the Tiffin ball fields.  Mike O. or Mike W. to call Rage to get estimate for creation of banner.  Chad to talk to North Bend about setting up a table at the school’s Ice Cream Social.  OPEN TOPIC

*Topic of Discussion – CCABC Website. Jenny and Marci agreed to meet with Trevor to learn to manage web site, or seek out someone with current knowledge of web design to assist with up keep of site.   Discussed bringing in Laurie Haman (volunteered at parent night) to assist as well. OPEN TOPIC 

*Topic of Discussion – CCABC Equipment.   Three sets of catchers equipment needs to be returned to Board members. Mike O. will obtain 11U Blue and 11U White equipment to Mike W. who is currently holding 12U White.

*Topic of Discussion – Sponsor Thank You/Picture. Discussions held to complete the sponsor obligation.  Marci A. will contact Katie S. about pricing for a Thank You/Picture combination.  Due to low turnout at Clipper Night it was decided to use the individual team pictures.  Mike O. to get team picture for 13U and 11U White and forward to Marci A.  OPEN TOPIC

Finance Report: Nothing reported at this meeting

Committee Report:  Nothing reported at this meeting

Other Business: Nothing reported at this meeting

Next Board Meeting.  Next meeting to be held July 23 at 6:30.  Location TBD

Meeting Adjourned: 9:00 p.m.

Minutes submitted by Secretary: Marci Armstrong