Hollister Heat Board of Directors - LeagueAthletics.comfiles.leagueathletics.com/Text/Documents/11301/39850.pdf · Members Absent: Kaycee Day, Max Sparrer, Richard Herrera, Janna

Hollister Heat Board of Directors

Monthly Meeting Minutes

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DATE: TUESDAY, FEBRUARY 12, 2013

LOCATION: YMCA- (Old Fortino's Building) 351 Tres Pinos Rd. Suite A-201, Hollister, CA 95023

I. Call to Order

The regular meeting of the Hollister Board of Directors was called to order at 7:02 PM on February 12, 2013 with Jennifer Bagley, President, presiding, and Ellen Miller, Secretary. Members Present: Jennifer Bagley, Becky Mattos, Maggie Sahagun Anthony Lewis, Ellen Miller, Lupe Lejia, Shaun Zink,& Michael Craig. Members Absent: Kaycee Day, Max Sparrer, Richard Herrera, Janna Esparza, Maria Spandri Guests Present: Kieresten Wilson, Wes Brummet, Jennifer Livingston, Erika Robledo-Dickens

II. Membership Address

None.

III. Approve February 12, 2013 Agenda

• E. Miller would like to have how email voting works added to the agenda.

Motion: by E. Miller to approve the February 12, 2013 Agenda with amendments, Second: by S. Zink Motion Motion carried.

IV. Approval of the January 8th 2013 Meeting Minutes

Motion: by B. Mattos to approve the January 8, 2013 Meeting Minutes, Second: by T. Lewis Motion carried.

V. Board Member Elections

• Kiersten Wilson- Has 3 boys &1 daughter in sports. She lived in Newman and was very involved with PTO. She has experience in things like shopping, budgeting, food comparisons from prior years for a snack shack. She is also willing to be groomed for the treasurer role.

Motion: by M. Sahagun to appoint K. Wilson to the Heat Board, Second: by B. Mattos Motion carried.



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The board chose not to vote Steve Bongatti onto the board at this time. It is unclear if he still wishes to join and it was felt that the board would like to meet interested parties prior to voting them onto the board. E. Miller will contact Steve Bongatti by email and let him know that the only position still available is an equipment/ fields position. He is always more than welcome to volunteer and help with the snack shack if he does not wish to join the board.

VI. Position Election- Snack Bar and Fields Available

Motion: by B. Mattos to appoint K. Wilson to Snack Bar Coordinator, Second: by T. Lewis Motion carried.

The only position left is 1 equipment/ field position. W. Brummet asked what the equipment/fields position consisted of and T. Lewis explained.

VII. Reports

• President- J. Bagley-

• Everything is going fairly well: fields, insurance, have all the coaches except 1 Rookie coach. J. Bagley talked to someone at the YMCA – they might know someone who would want to coach. If worse comes to worse J. Bagley will take a team.

• Email voting- With 14 members, email votes must have 10 votes period to pass. It is very important to vote one way or another because non votes and abstentions basically count as a nay.

• Coaches’ clinic went really well.

• Secretary- E. Miller-

i. Jan 23rd- approved the following 2013 managers- Rookies: Justin Mead, John Schilling, David Lujan and Jared Howard. AAA- Richard Herrera. Majors- Vince Parker and Shaun Zink.

ii. Jan 27th- approved the motion to start our season pitching at 40 ft. and switching to 43 ft. halfway through the season.

iii. Jan 27th- approved Joe Hernandez as a 2013 AAA manager

iv. Jan 27th- motion to approve Joe Ocampo as a 2013 AAA coach failed

v. Jan 31st- approved to move player Linsday Platero up one division to AA

vi. Jan 31st- approved Bill Cotter as a Spring 2013 AAA manager



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vii. Jan 31st- approved Sal Mora as a Spring 2013 Majors manager

viii. Feb 8th – approved Hilary Lomanto and Sabriena Tobia as 2013 A managers

• Financial

i. Main-S. Zink- Working on it right now- expect it tonight. Revenue-lots of deposits. We have some outstanding, unpaid players. Paid out were: PGE & Big Red

ii. Financial Safeguard recap- E. Miller asked for a recap so that new board members knew what was now in place. What changed? - Double statements- 1 to Heat PO box/ Treasurer. 1 to the President. Since the current Treasurer and President live together, the 2nd statement is currently going to the Secretary E. Miller and being hand delivered to the Vice President- R. Herrera. It could not be sent to the V.P.’s house because he is not on the signature cards. Checks are double signed and the President and Treasurer no longer has signing privileges. The treasurer only has bookkeeping access. Check signers do not have access to the checks. Check signers are not related. Blank checks cannot be signed. When cash that changes hands there should be 2 board members to count it and turn it in to the Treasurer. The Treasurer deposits this separately so that the board member handing over the cash can verify and double check the amount deposited. S. Zink also said that a full audit did not happen because it would cost $10,000 and we did not have the revenue. Lastly, S. Zink sends the board a financial statement as a PDF export straight from QuickBooks, not just a document written up in Word.

iii. Financial meeting- Would like to have J. Esparza arrive 15 minutes before each meeting to make sure the statements match the financial reports.

iv. K. Wilson- willing to be groomed for the Treasurer role as she does this type of work and enjoys it.

v. Travel Ball- K. Day- not present

• Registration- L. Lejia- Still taking registration- She registered 4 new girls- Rookie, A, AA, & in the process of 1 Major. Way over 280- maybe 290. AA is packed- no more 8-11. AAA- maybe. Rookies have 1 more spot. Maybe 4 spots in Majors. Lost 1 Major player. Registration is pretty much full. W. Brummet- what about Seniors? J. Bagley- not enough interest. High school is telling them when they cut girls to come back out to the Heat. E. Robledo-Dickens-payment for extra shirts goes to whom? L. Lejia- directly to Extreme. Are the extra coaches shirts tracked? Yes. We are missing 11 Sponsors. E. Robledo-Dickens asked about a player she has on her team and whether or not we have a policy about girls playing in 2 leagues. (Black Jacks and HEAT). She is concerned because this player will be missing quite a few



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HEAT practices and games. She believes that not only is it a lot for a little person but does not like the inequity it creates among the players. J. Bagley stated that there is nothing in our by-laws that excludes this and ASA is clear- you can play both. S. Zink replies that we can create a policy that says that we cannot accept A players in our league. No action was taken at this time.

• Teams/ Coaches/ Scheduling- J. Bagley- 1 Rookie team w/o manager. M. Sahagun- She could take a Rookie team and move her daughter to that team as long as the practices could be on Fridays. J. Bagley to look into. L. Lejia asked about what would happen with the snack shack during Fridays and Saturdays. M. Sahagun replied that she will have a volunteer sheet and that she is hoping that all board members will sign up for at least one shift a week. L. Lejia replied that she can ask for that, but that board members can only do what they are able to do and ultimately it is up to the Snack Bar Coordinators to have the snack bar manned when needed. M. Sahagun replied that all she can do is ask and reminds the board that we don’t want the Snack Bar Coordinator to burn out and that she will not be doing 20 hrs. a week like previous members. No action taken at this time. W. Brummet suggested that each team should try to have a female in the dugout and at practices.

• Scheduling- no practices/games on Good Friday, or the day before Easter. Games will be held the Fri and Sat after Easter while the girls are still on break. We should have Vets large for the entire season: Sat- Rookies on H2 9AM-245 PM. A on Vets Large 9AM-115PM. AA on Vets large 130-545. AAA on H1- 9AM-1215PM. Majors on H1 1230-215/ 3- 445. All games will be over by 445. Tues AA 5-630/ 645-815 Thurs. AAA 5-630/ 645-815 Fri. Majors- 1 game only on Friday. There will be 4 Saturday shifts in the snack bar. 2 shifts on Tues/Thurs. 1 shift on Fri.

• Equipment- A. Lewis & M. Craig- M. Craig- ran into snag- have an account w/ League Direct, but he doesn’t have any purchasing power- It used to be Dave Super and then Ruben Gaitan. Ruben needs to transfer to M. Craig and T. Lewis. We can apply for a line of credit. He has an application for S. Zink to fill out. M Craig will order softie balls, but believes we would benefit from a credit line so that if someone leaves the board, we always have a credit line. Need to order more softies, more helmets, maybe some more bases. 1 A coach and the new rookie coach will need to pick up equipment.

• Fields- A. Lewis & M. Craig- T. Lewis still looking into quotes for sod for H2. Ask J. Esparza to send out a mass an email inviting members to our Field Beautification Day and remind people to bring their own gardening supplies. Begins at 8am.Have locks been ordered? S. Zink- no. Little League donated a container to the rec department, but they do want us to contribute. J. Bagley will be getting the numbers and presenting to the board. It is our responsibility to fix Cerra Vista and Ladd Lane practice fields on our dime and our time- There are problems with the pitching mound- need to fill and replace the pitching mounds.



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This will be coming out of the fields’ budget. M. Craig can fix Ladd Lane. Nothing new about the batting cages.

• Events- B. Mattos- Pins ordered. DJ came in way under budget. Premier may be taking pictures during opening ceremonies. Photos will be taken by Premier this year.

• Fundraising- B. Mattos- Debrito packets go out on February 27th and are due on the 11th of March. We will receive the apples on the 28th and pick up will be on the 29th- Good Friday. J. Bagley has reserved Sunnyslope gym for organizing and handing out. Need to schedule next year Debrito. B. Mattos will look into this and see if we can reserve a date already. We will need at least 5 people to count money and orders, lots of help to sort apples on Thurs, and help passing out on Friday.

• Snack Bar- M. Sahagun- Has been doing price comparison and inventory of the snack bar. The freezer needs racks for organization. She also needs lots of things to organize the snack ship and clean. She has compiled an A and B list of ordering. French drain beneath the snack bar is not ideal and we cannot place food particles down this drain- She will need lots of help getting the snack bar ready for the season. Wants T. Lewis to get on the shelf building.

• Clean-up day on the 23rd.Pepsi has a strict rule about no non-Pepsi items in their fridges. Will not be using Snack Guy this year. She wants to bring in some healthy products as well as Ballpark favorites this year.

• Snack shack cards? K. Wilson will look into.

• Do we have a CC machine for the snack shack? – Currently, no it is tied to the wrong merchant account. It needs to be switched.

• Coaches Clinic- J. Bagley-The clinic went really well. We may hold another one on strategy soon.

VIII. Pitching Program- S. Zink- The program was put together as a way to give back to the girls- not a profit making thing. The idea was to increase the amount of quality pitchers in our league. Paige, the pitching coach, worked out very well last year. She charged ½ her normal price. Wants to go up to $30 a hr. J. Bagley thinks we should keep it at $15 a player. S. Zink would like to do away with the refundable fee as it is a lot of work for the Treasurer. E. Miller believes that even raising the price to $30 per player is still an awesome deal. They get 10- 30 minute lessons for $30 total, when Paige normally charges $30 each individual lesson. M. Sahagun suggested that if someone comes to the board requesting financial assistance, they we consider providing that. J. Bagley asked if that would come out of the budgeted money for the pitching fund.



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Motion: by B. Mattos to hire Paige at $30/ hr. and the charge each player a $30 flat fee for the program. If a parent requests financial assistance and the board approves, that money will come out of the pitching program budget, Second: by T. Lewis Motion carried.

IX. Approval of Assistant Coaches- J. Bagley- The following list was submitted for approval Rookies-

Jennifer Liversage ~ Jeff Reiland ~ Nancy Brummet Tracy Jimenez- Bedolla ~ Yvette Mcshane ~ Mark Jimenez- Bedolla John Damm ~ Rob Nino ~ Stan Pura Jackie Cousins ~ John Lopez ~ Desiree Leeper

A- Mike Olguin ~ Todd Thatcher ~ Elena Verdegal Jack Kirk ~ Tina Garza Richard Herrera ~ Greg Orsetti Nicole Ramirez ~ Bryan Penney Stephanie Tilley ~ Ron Klauer AA- Sal Felice ~ Steve Dinsmore Shannon Alvarez ~ Milo Rodriguez ~ Darlene Cavazos

Gus Lopez ~ Lisa Wiley ~ Mike Alexander Stan Pura

AAA- Britney Wynn ~ Britney Huth ~ TJ Dickens ~ Carlos Garcia Matt Donati ~ Angelina Casarez

Ryan Jones ~ David Espinoza ~ Chrisitne Salvi Joe Ocampo ~ Nick Cotter

Majors- Dan Miller ~ Matt Donati Victor Godinez ~ Matt Peterson ~ Jennifer Bagley There were concerns about Lisa Wiley. There were also concerns about Nick Cotter. L. Lejia pointed out that we should not approve him as an assistant and give him the same responsibilities as a manager. She also said that our by-laws state that a peer coach must have been a registered player in the past. She said that this has come up in the past and it was suggested that if boys want to peer coach that they can do that with Little League.

Motion: by S. Shaun to approve the above list of assistant coaches with the exception of Nick Cotter and Lisa Wiley, Second: by B. Mattos Motion carried.

X. Snack Bar Cameras- E. Miller- talked with Vince Pavlic with First Trust Alarms. He advised against cameras on the outside of the snack shack because it opens the league up to liability issues. Ex. If something were to happen just outside of the camera’s view, someone could sue the



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league for not having adequate surveillance. Interior cameras do not have the same issues. He said that you cannot beat Costco’s price for cameras and that he would do the install free of charge. E. Miller prices them out and we can get a set of 4 cameras and a DVD recorded for $400 plus tax. The board agreed that if Vince Pavlic did the install, it would count towards his volunteer hrs.

XI. Motion: by T. Lewis , to purchase a camera combo for the snack shack- up to $500 out of the Capital Improvements snack bar budget. Second: by K. Wilson Motion carried.

XII. Snack Bar Fridge- J. Bagley- We have the opportunity to purchase a restaurant quality refrigerator. It needs a minor part and the whole thing has been priced out at $400- $800. This is a great deal as fridges like this go for about $3,000. Currently it is at Steve Dinsmore home.

Motion: by E. Miller , purchase said fridge and pay for repairs up to $800 out of the Capital Improvements snack bar budget. Second: by K. Wilson Motion carried.

XIII. Heat Technology- J. Bagley- Would like approval for $800 to purchase1 floating laptop for use by various board members and 1 printer.

Motion: by B. Mattos , for an $800 budget, from the general fund, to purchase 1 laptop and 1 printer Second: by T, Lewis Motion carried.

XIV. Committee Reports

• Capital Improvements- S. Zink- got roof contract thru legal- not signed until the 19th of Feb- by the Board of Supers. Mike Hodges Permits?? If he has time during spring week. Working on the interior. Put hole over the box-

• By-law Committee- R. Herrera- not present

• Scholarship Committee- M. Sahagun- Average age served by the scholarship is 8.1yrs old. Out of scholarship money- 18 total requests. 1 denied. The 17th is on a waiting list pending partial payment. She has already paid in full but is asking for financial help. E. Miller thinks that if she has already paid, then she should not receive a reimbursement. K. Wilson and J. Bagley think that she should. L. Lejia asked about the18th on waiting list. She has yet to pay. E. Miller thinks that #17 now knows about it for next year and it should go to #18 if they qualify. J. Bagley declared that it will be up to the scholarship committee to vote on and decide. M. Sahagun also reported that she has had low attendance at committee meetings and not the best response to email requests.

• Other- none



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XV. Unfinished Business- J. Bagley to write a thank you letter to Scott. E. Miller can write a letter to SBHS coaches and girls after the players’ clinic thanking them for their help. J. Bagley reports that the board only approved $1500 for the SBHS donation and Scott was under the impression that it was a $2500 donation-They provide the coaches’ clinic, players’ clinic and is writing a comprehensive guide to coaching strategies, individualized for each level. E. Miller asked- When is he going to have it done?- J. Bagley- in the next few weeks- L. Lejia thinks that this is beneficial for our girls and that it can help them be better players and more prepared for high school softball and beyond. The money goes to the girls’ softball team.

Motion: by L. Lejia , to approve an additional $1000 for the SBHS softball program out of general budget Second: by B. Mattos Motion carried.

S. Zink added that there might be a 2nd player’s clinic and maybe 2nd coach’s clinic on strategy.

XVI. Ellen to send email requesting best time for next 2 meetings.

XVII. Open Agenda

• Jennifer Bagley- none

• Ellen Miller-none

• Shaun Zink- Warm up areas around 3rd base on H1 due to the 43ft change.

His players are asking about the visors-. They do not want visors, they want headbands- Stated that ASA allows a combination of visors, hats and headbands. What is our policy? L. Lejia responded that the visors are part of the uniform. Whether or not the umpires choose to enforce that is up to them.

• Becky Mattos- none

• Anthony Lewis- none

• Michael Craig- 2nd practice site ready- M. Craig sponsor is going to be Mission Ranch- J. Bagley said that player Tomesetti- came with a sponsor a month ago- SCS Wraps. M Craig will talk to parents and see if Mission Ranch would like to sponsor another team. Can M. Craig contact Hazel Hawkins for first aid kits and supplies. K. Wilson volunteered to do this.

• Maggie Sahagun- Upgraded the quality of sweatshirts to monster fleece- very nice and ordered a bunch. Also ordered a new hat. Asked about keeping old info and who updates registration info. When the new forms are ordered they need to include a spot for release for



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player’s photos to be used and a place to mark if the information listed is new or has been updated.

• Lupe Lejia- Do we have a timeline for sponsors? Cannot order w/o sponsor? J. Bagley replied to go ahead and pick team colors and order the shirts this week. We can order shirts and screen them later. Will order by this week Thursday 14th.

• Kiersten Wilson- none

XVIII. Adjournment

Motion: by E. Miller that the February 12, 2013 meeting of the Hollister Heat Board of Directors should be adjourned, Second: by J. Bagley Motion carried. Meeting adjourned at 9:46PM

Next Meeting: __TBD BY EMAIL___ Time: ____7:00PM_____

Location: YMCA- (Old Fortino's Building) 351 Tres Pinos Rd. Suite A-201, Hollister, CA 95023.

UPCOMING DATES:

16th – SATURDAY- FIELD BEAUTIFICATION DAY @ 8AM

16th – SATURDAY- PLAYER’S CLINIC @ 9AM @ HEAT FIELDS

23rd – SATURDAY- FIELD BEAUTIFICATION DAY @ 8AM

26th – TUESDAY- SCORE KEEPERS CLINIC @ YMCA 7-8PM

27th – WEDNESDAY- DEBRITO PACKETS HANDED OUT

1st – FRIDAY –OPENING CEREMONIES 6:15PM FOLLOWED BY THE 1ST MAJORS GAME

2nd – SATURDAY- OPENING DAY GAMES BEGIN

2nd Week – DAY TBD- HEAT REGULAR MONTHLY BOARD MEETING @ 7PM

11th – MONDAY –DEBRITO ORDER FORMS DUE

16th – SATURDAY – PICTURE DAY

29th –FRIDAY- DEBRITO APPLE PICK-UP



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Current Board Positions:

President: Jennifer Bagley

Vice President: Richard Herrera

Secretary: Ellen Miller

Player Agent: Guadalupe Leija

Treasurer: Shaun Zink

Equipment/Fields: Tony Lewis

Equipment/Fields: Michael Craig

Umpires: Max Sparrer

Events/Fundraising: Maria Spandri

Events/Fundraising: Becky Mattos

Snack Bar: Maggie Sahagun

Snack Bar: K.C. Wilson

Webmaster: Janna Esparza

Travel Ball: Kaycee Day

Financial Committee Shaun Zink (Chair) Lupe Leija Maria Spandri Janna Esparza Capital Improvements Committee Shaun Zink (Chair) Anthony Lewis Ellen Miller Maggie Sahagun Richard Herrera By-Law Committee



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Richard Herrera (Chair) Shaun Zink Lupe Leija Maria Spandri Ellen Miller Scholarship Committee Maggie Sahagun (Chair) Maria Spandri Lupe Leija Voting Committee Maria Spandri (Chair) Janna Esparza Michael Craig Uniform Committee Becky Mattos (chair) Richard Herrera Maggie Sahagun

LIST OF APPROVED COACHES

ROOKIES-

WES BRUMMET

ERIKA ROBLEDO-DICKENS

JEFF GUERRA

JOHN SCHILLING

JUSTIN MEAD

JARED HOWARD

DAVID LUJAN

TBD

A-



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MICHAEL MONTOYA

ROB NINO

DANIEL GHO

GEORGE RAMIREZ

HILARY LOMANTO

SABRIENA TOBIA

AA-

MARLENE VILLEGAS

JOE CAVAZOS

PHILIP LOZA

MICHAEL CRAIG

AAA-

ERIKA ROBLEDO-DICKENS

RICHARD HERRERA

JOE HERNANDEZ

BILL COTTER

MAJORS-

VINCE PARKER

SHAUN ZINK

SAL MORA

LIST OF APPROVED ASSISTANT COACHES

ROOKIES-

JENNIFER LIVERSAGE ~ JEFF REILAND



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TRACY JIMENEZ- BEDOLLA ~ YVETTE MCSHANE ~ MARK JIMENEZ- BEDOLLA

JOHN DAMM ~ ROB NINO ~ STAN PURA

JACKE COUSINS ~ JOHN LOPEZ ~ DESIREE LEEPER

A-

MIKE OLGUIN ~ TODD THATCHER ~ ELENA VERDEGAL

JACK KIRK ~ TINA GARZA

RICHARD HERRERA ~ GREG ORSETTI

NICOLE RAMIREZ ~ BRYAN PENNEY

STEPHANIE TILLEY ~ RON KLAUER

AA-

SAL FELICE ~ STEVE DINSMORE

SHANNON ALVAREZ ~ MILO RODRIGUEZ ~ DARLENE CAVAZOS

GUS LOPEZ ~ MIKE ALEXANDER

STAN PURA

AAA-

BRITNEY WYNN ~ BRITNEY HUTH ~ TJ DICKENS ~ CARLOS GARCIA

MATT DONATI ~ ANGELINA CASAREZ

RYAN JONES ~ DAVID ESPINOZA ~ CHRISITNE SALVI

JOE OCAMPO

MAJORS-

DAN MILLER ~ MATT DONATI

VICTOR GODINEZ ~ MATT PETERSON ~ JENNIFER BAGLEY