Walkertown Little League

Board Meeting Minutes

October 11, 2009

Members present: Rae Amos, Bob Cranfill, Kim Crews, Eric Freeman, Shannon Haynes, Mike Lowe, Jodie Loy, Gretchen Martin, Mark Martin, Dana Murphy, Evan Murphy, Gerry Peddycord, Crystal Royall, Chuck Warren, Karen Watson, Bobby Wolfington

Members absent: Janice Dickson, Karen Fishel, Jennifer Sell, Rebecca Warren

Visitors/Guests: Darryl Cregger

Call to Order: 3:00 pm

September 13, 2009 Board Meeting Minutes

• Motion to approve as written made by Dana Murphy

• Second to motion by Rae Amos

• Unanimous approval

Constitution Review and Updates

Article III – Section 3. Other Affiliations

• Motion by Wendell Amos at Sept 2009 General Membership meeting for Article III Section 3 be changed to: WLL may rent usage of fields to Travel Ball teams at a rate approved by the Board of Directors provided each team meets the following criteria: 1) each team must provide proof of insurance; 2) each team must be comprised of 75% of WLL players; 3) travel ball field usage cannot interfere with regularly scheduled WLL practices or games.

• Second to motion at General Membership meeting by Evan Murphy

• Motion passed 36:1

Article IV – Section 3. Quorum

• Motion to change number of members present to constitute a quorum from 20% to 15% made by Rae Amos.

• Second to motion by Mike Lowe

• Unanimous approval

Article V – Section 6. Annual Meeting of the Members

• Motion to change the date newly elected members assume responsibilities of duties from Oct 1 to "immediately upon election" made by Karen Watson

• Second to motion by Rae Amos

• Unanimous approval

Article VIII – Section 1. Executive Committee

• Determination there should be 5 for the purpose of making immediate decisions on items that cannot be held until the next scheduled board meeting and that the Executive Committee cannot overrule the authority and decisions made by the Board of Directors.

• Motion by Chuck Warren for the following 5 individuals to serve as the Executive Board:

o Crystal Royall (President is a required member per Constitution)

o Mark Martin

o Kim Crews

o Mike Lowe

o Eric Freeman

• Second to motion by Bob Cranfill

• Unanimous approval

• Motion to approve Constitution with above changes made by Chuck Warren

• Second to motion by Eric Freeman

• Unanimous approval

Treasurer’s Report

Mark Martin provided a detailed Profit and Loss Statement (attached).

Mark made a recommendation that beginning with spring season the umpires be paid on a weekly basis rather than after each game. Discussed ways to track and will devise a plan before spring season. This has been discussed with the umpires association and is not an issue and in line with other league procedures.

Recommendation also to set aside charter fee each year and set aside $1000 in a CD and when interest earns enough we can use the money to pay for the fence around the t-ball field

• Motion to approve Treasurer’s report as written made by Bobby Wolfington

• Second to motion by Chuck Warren

• Unanimous approval

Open Board Positions

Major Player Agent

• Mike Lowe indicated Marcy Garrett had volunteered to be player agent in major division. Those familiar with her agreed she would be a great choice.

• Motion to accept Marcy Garrett as major division player agent and have Eric Freeman discuss the process and responsibilities made by Mike Lowe

• Second to motion by Rae Amos

• Unanimous approval

Junior, Senior and Big League Player Agents

• Discussion on whether Big League Manager could be the player agent. Per LLI managers cannot serve as player agents. Recommendation to combine Junior, Senior and Big League player agent into one position. Might pose an issue with someone serving for Big League since it doesn’t start until June.

• Motion by Mike Lowe to combine Junior and Senior into one position

o Discussion from board was to table until next meeting and put an announcement on the website that we have positions open and perhaps someone in one of the divisions would be interested

o Mike withdrew his motion after the discussion

Softball Equipment Manager

Equipment for teams was purchased during 2008 spring season and current needs would be maintenance/replacement items until divisions increase in teams.

• Motion to combine softball equipment manager and baseball equipment manager made by Mike Lowe.

• Second to motion by Evan Murphy

• Unanimous approval

Volunteer Coordinator

Discussion from board was to put an announcement on the website that we have the position open and perhaps someone would be interested in either the position as a board member or the position as a volunteer only.

Rental Fees and Roster Requirements for Non-WLL sponsored events

Rental Fees:

Much discussion on travel teams using the complex, what to charge, how to manage, etc. Need to be consistent with all teams involved whether manager is current little league coach or not. All teams would be required to meet the changes made in Article III, Section 3 and complete a request form and pay rental fee PRIOR to use. If league is charging a fee there should be no maintenance required by the renting team. League will need to have a schedule of these practices and a board member assigned to drag and rack the fields afterwards.

• Motion by Evan Murphy to charge $40 for 2 hours use of the fields and $20 for one hour in the batting cage.

• Second to motion by Chuck Warren

• Motion passed 12:3

o For: Rae Amos, Bob Cranfill, Kim Crews, Eric Freeman, Jodie Loy, Gretchen Martin, Mark Martin, Dana Murphy, Evan Murphy, Karen Watson, Chuck Warren, Bobby Wolfington

o Against: Shannon Haynes, Gerry Peddycord, Mike Lowe

Note: Keith Ward currently maintains the WLL division schedules and has asked requests by travel teams be handled by the league President.

Roster Requirements:

Article III – Section 3 was amended at the General Membership meeting to include travel team players must be comprised of 75% of WLL players but no designation of when the player had to be rostered was given during the motion.

• Motion by Gretchen Martin that 75% of the travel team roster must have played during the current physical year with WLL (Jan 1 – Dec 31)

• Second to motion by Evan Murphy

• Unanimous approval

Board meeting changes

Crystal Royall suggested the board meet more frequently than once a month in Feb – May as there were many items to plan and organize prior to the start of the spring season. This item was tabled to the November meeting for further discussion.

Twin City League

Twin City dropped their little league charter several years ago and those players were placed in the Walkertown boundaries. Twin City is renewing their charter and has asked WLL to release those players back to Twin City’s boundaries. No formal motion made but consensus of board to honor players within Twin City boundaries that wished to be released and those who did not would complete a Regulation IID form and remain with WLL.

FYI – Crystal noted that High Point was not renewing their little league charter but rather moving to Pony League.

Complex Smoking Policy

Parents have questioned smoking near the dugouts. Current policy is no smoking in dugouts or playing area and any coach leaving the field during a game for any reason should not be permitted back in the playing area. This was tabled to the November meeting and will be addressed in the WLL Local Rules.

Concession Stand

Refrigerator: Not cooling properly. Mark to have someone determine the problem and the repair costs.

Cash Register: We will need a cash register that will itemize all sales for tracking purposes and also to add sales tax. Mark and Evan checking into costs

Electric fryer: We do not need electric fryer and Mark is selling this for $150.00

Equipment needed: Mark provided an itemized list (attached) of concession equipment that would be needed to open and operate the stand. His recommendation was to use the approved $15,000 line of credit to purchase the concession items.

• Motion by Chuck Warren to use line of credit to buy concession items from Mark’s itemized list.

• Second to motion by Gretchen Martin

• Unanimous approval

Field Maintenance

Chuck Warren provided a detailed list (attached) of estimated field maintenance costs and maintenance schedule. Estimate is approximately $10,000 to maintain fields/complex. Once construction is complete we may need to seed common areas but will wait until project is complete to determine needs.

Fundraising

Shipley Family Fundraiser:

WLL is assisting Walkertown Civic Club and 3 other organizations in a spaghetti dinner and silent auction fundraiser for the Shipley family. The event is Oct 30 at Morris Chapel UMC FLC from 5-8 pm. All proceeds will go directly to the family. Anyone wishing to help should contact Rae Amos.

Chicken Stew:

WLL will host their annual Chicken Stew and Fun Day on Oct 24 from 9:00 am – 9:00 pm at the complex. Details:

Vendor booths will be open from 9-3 (have sold 17 spaces)

Inflatables open from 11-2 (need help staffing this)

Live Band

Chicken Stew to be served on minor field

Will sell raffle tickets throughout day for 50/50 drawing

Continue selling 4-wheeler tickets

Need light towers – Mark Martin to check on this

Friday Oct 23 – need to be at Mark Martin’s home at 6 pm to prepare chicken and broth

Sunday Oct 25 – need help cleaning up complex

Fundraising proceeds: From April 5 – Sept 12 WLL Fundraisers have netted $1604.51 in proceeds (this does not include proceeds from fall player photos). Dana Evans and Jennifer Sell deserve a huge thank you for their efforts in fundraising for the league.

Long Range Planning: The Town of Walkertown will host a Street Festival in Sept 2010 and has asked WLL to participate. Consensus of group to have a booth and support the town. Mark Martin to confirm participation.

Adjournment

Motion to adjourn at 5:20 made by Gretchen Martin

Second to motion by Jodie Loy

Unanimous approval

Next meeting: Sunday November 8, 2009

Minutes recorded and submitted by Karen Watson.

Walkertown Little League General Membership Meeting Minutes

September 13, 2009

Board Members Present: Crystal Royall, Dana Murphy, Jennifer Sell, Janice Dickson, Karen Watson, Eric Freeman, Daniella Bunting, Evan Murphy, Ed Williams, Eugene Sheppard, Bob Cranfill, Kim Crews, Bobby Wolfington, Mark Wagoner, Wendell Amos, Rebecca Warren, Michael Lowe, Rae Amos, Joyce Shipley

WLL Members Present: Mark Martin, Gretchen Martin, Thomas Gammons, Chris Royall, Jennifer Butler, Joni Hall, Jennifer Rivera, Karen Fishel, Becky Lasley, Stephen Amos, Chuck Warren, Jody Shipley, Jamie Willard, Jennifer Willard, Walton Lasley, Jody Loy, Mary Rice, Angel Rice.

Board Members Absent: Mike Rothrock, Clark Bunting, Shannon Haynes

Guests: Shanda Knouse

Call to Order: 3:10 p.m.

Approval of August Minutes: Motion to approve minutes as written made by Wendell Amos, Second to motion made by Mike Lowe, Unanimous approval by Board.

Motions from General Membership

·         Bob Cranfill made motion to amend By-Laws, Article 3, Section 3 as follows:  All property and equipment owned and leased by Walkertown Little League Inc. will be used for Walkertown Little League official purposes only; with the exception of school baseball and softball.                                                                              

After much discussion, including usage of fields by travel ball teams, WLL’s lease agreement with the town, possibility of renting use of field to travel teams, and further review of our By-Laws, a second to the motion was made by Joyce Shipley.  The motion was approved by 2/3 vote (21 for and 7 against).  This amendment will have to be reviewed by Little League International for final approval.

·         Wendell Amos made the following final motion after much discussion:  Walkertown Little League may rent usage of fields to Travel Ball teams at a rate approved by the Board of Directors provided each team meets the following criteria:

1.       Each team must provide proof of insurance

2.       Each team must be comprised of 75% of WLL players

3.       Travel Ball field usage cannot interfere with regularly scheduled WLL practices or games.

              Second to motion by Evan Murphy. Motion approved by greater than 2/3 vote (36 for, 1 against)

Overview of League for 2008-2009 Season

President Crystal Royall presented overview of condition of league:

·         WLL was the only league in District 2 that had an increase in number of players.

·         Splitting the Junior and Senior divisions was a positive move and improved increase in player numbers.

·         WLL added Girl’s Softball in the Spring; which was a big success.  We look forward to seeing softball grow.

·         Concession Stand.  Beginning construction was a huge milestone.  Progress is being made; completion date expected around the end of October, 2009.

·         WLL has built many good relationships this past year.  WLL has an awesome relationship with the town.  We have also fostered positive relationships with other little leagues in the area.  Other Leagues are requesting interleaguing with WL; which is a big change from past years.

·         This Fall, WLL started a new program in which some of our older players are coaching the younger teams and giving back to their league.  This has been very positive with players and parents alike.

·         Mike Lowe reiterated Crystal’s statement regarding WLL’s  positive relationships in the community.  People outside of our community are now coming to WLL requesting to be sponsors/advertise on our fields.

Treasurer’s Report

2009-2010 Board of Directors Elections

·         Crystal reviewed the voting process per the WLL Constitution.  The current board has 24 positions and is recommending 26 positions for 2009-2010.  Positions recommended are:

o        President

o        Vice President Baseball – 2 positions

o        Vice President Softball

o        Secretary

o        Treasurer

o        Player Agent Coordinator

o        8 Player Agents (Tball, Machine Pitch, Minor, Major, Junior, Senior, Big league, Softball)

o        Equipment Manager – Baseball

o        Equipment Manager – Softball

o        Fundraising Managers – 2 positions

o        Concessions Managers – 2 positions

o        Safety Officer

o        Grounds Manager

o        Sponsorships/Grants Manager

o        Information Officer

o        Volunteer Coordinator

·         Motion for 26 Board positions for 2009-2010 made by Karen Watson.  Second to motion by Mike Lowe.  Unanimous approval by WLL members

Voting Process for Board Members

·         Motion to appoint Jennifer Sell as Election Chair and Jennifer Butler as assistant from General Membership made by Crystal Royall.   Second to motion made by Evan Murphy. Unanimous approval.

·         Names of nominees and volunteers listed for review.  Each member instructed to vote for no more than 26 individuals.

·         Ballots assembled and counted by Jennifer Sell, Jennifer Butler, and Janice Dickson, including absentee ballots given to Secretary.

·         2009-2010 Board Members elected by general membership vote:

o        Rae Amos

o        Wendell Amos

o        Daniella Bunting

o        Bob Cranfill

o        Kim Crews

o        Janice Dickson

o        Karen Fishel

o        Eric Freeman

o        Shannon Haynes

o        Mike Lowe

o        Jody Loy

o        Gretchen Martin

o        Mark Martin

o        Dana Murphy

o        Evan Murphy

o        Gerry Peddycord

o        Crystal Royall

o        Jennifer Sell

o        Chuck Warren

o        Rebecca Warren

o        Karen Watson

o        Bobby Wolfington

The incoming Board has only 22 positions (22 of 27 nominees received 51% of votes).  The new Board will assume duties on October 1, 2009.  At their first meeting, the incoming Board will vote on the number of members needed to adequately perform WLL duties.  Another General Membership meeting/vote may be necessary. Motion to approve this vote made by Dana Murphy. Second to motion made by Chuck Warren.  Unanimous Approval.

·         Motion to adjourn General Membership meeting made by Bob Cranfill. Second to motion made by Karen Watson, Unanimous approval.

Voting Process for Board Positions

·         20 members of the incoming Board met to vote and elect board positions.

·         Following much discussion, Motion to combine/leave the following positions vacant until the incoming board convenes:  Softball equipment manager, Volunteer Coordinator, Player Agent Big League, Combine Jr/Sr Player Agent; made by Evan Murphy.  Second to motion made by Mike Lowe.  Unanimous approval.

·         After successful discussion, voting and accepting positions, the elected members will serve in the following capacities:

·         During the voting process, Wendell Amos opted to resign from Board.  Motion to approve his resignation made by Bob Cranfill. Second to motion made by Mark Martin, Unanimous approval.

·         Motion to approve leaving Jr/Sr. Player Agent position vacant until incoming Board convenes in October made by Crystal Royall.  Second to motion made by Dana Murphy, Unanimous approval.

Next board meeting will be October 11, 2009.

Adjournment

Motion to adjourn at 6:40pm made by Evan Murphy.

 Second to motion made by Karen Watson.

 Unanimous approval.

Walkertown Little League Board Member Meeting Minutes August 9, 2009

Call to Order:  3pm

Members Present:  Janice Dickson, Shannon Haynes, Karen Watson, Mike Lowe, Eugene Sheppard, Rae Amos, Wendell Amos, Rebecca Warren, Mark Wagoner, Clark Bunting, Kim Crews, Mike Rothrock, Daniella Bunting, Crystal Royall, Bobby Wolfington

Members Absent:  Jennifer Sell, Dana Murphy, Evan Murphy, Joyce Shipley, Ed Williams, Bob Cranfill

Guests:  Mark Martin, Chuck Warren, Gerry Peddycord, Darryl Cregger

Approval of July Minutes:  Motion to approve as written made Clark Bunting, 2^nd to motion made by Mike Lowe, Unanimous approval by Board.

New Business

Administration Issues

Construction Update: (Mark Martin):  Construction is moving along as planned. Electricians will start on 8/10; paint selection is next.  Reminded Board to keep EVERYONE out of roped off areas.  Our insurance will NOT cover injuries.  Board also had much discussion about future construction that may be needed.  WLL is growing and will need 2 additional fields, lights; especially if WLL wants to host tournaments.

Travel Ball Field Usage: (Crystal) Usage of fields by travel ball teams has increased and there have been complaints that this may conflict with Fall practice schedule.  So far, no conflicts have occurred.   Keith keeps a close watch and regular season practice will take precedence over travel ball practice.  We do need roster and certificate of insurance from each travel ball team (currently 2 travel teams are using the fields).  Mark will take care of obtaining these documents.  Motion to approve continued travel ball team use of fields for practice as long as there is no interference with regular season practice made by Karen Watson, 2^nd to motion made by Mike Lowe, Unanimous approval by Board.

WLL Board Member Positions for 2009-2010:  Presently WLL Board has 24 positions.  After much discussion the Board decided to add 2 additional positions:  Information Officer (in charge of website, community information) and Volunteer Coordinator.  Motion to approve these new positions made by Karen Watson, 2^nd to motion made by Rae Amos, Unanimous Approval by Board.

Also discussed need for volunteer Umpire Class for Baseball and Softball.  Will discuss further.

Discussed who wishes to return as a Board Member next year.  Janice will send e-mail asking for everyone’s preference and for nominations for next year’s Board Member positions.

Other Admin Issues: (Mark Martin) Much discussion re use of tarps on the fields.  Motion to approve using tarps on fields after games/practices made by Mike Lowe; 2^nd to motion made by Wendell Amos.  Player agents will notify their managers of this policy and each manager should communicate to the next manager who will be using field.  Mark also discussed parking issues:  Handicapped parking will be paved.  Discussed using concrete forms to lay out parking spots in the lot to decrease erratic parking that occurs on busy days.  Loflin Concrete has sent extra dump trucks and provided labor and gas that normally would have cost approx $3400 in exchange for Loflin Concrete signs on the fields until 2012.  Janice will write letter thanking them for their generous support of our league.

Chuck Warren discussed 1^st Aid Kit issues.  Currently the kits are locked up and are not accessible.  A 1^st aid kit is needed at each field - discussed building a box from stainless steel scrap for each field.  Will obtain disposable ice packs.  The Safety Officer should restock all 1^st aid kits, this is part of their responsibility.

Chuck also discussed the Van Trailer.  He needs to buy hooks to hang up equipment.  There is a walk in wall door available that can be installed.  Clark has a 34 in. door frame that can be used.  Eugene will work on this project.  Chuck will also be pressure washing the dugouts and scorer’s stands next week.  Mike Lowe has sealant to use.

Discussed need for spread sheet to be used for mowing/field maintenance.  Jody Loy has been working on this.  Chuck and Mark will take care of the common grounds.

There are 3 benches that had to be taken down with the construction that are available.  These will be placed on the hill at the Machine Pitch field.

Chuck also discussed logs that have piled up in front of dumpster. O.K to take to sawmill to sell.

Treasurer’s Report

Fall Season

·         Interleague: commitments have been made to interleague in Minors and Up with South and Walnut Cove.

·         T-Ball:  We only have 2 t-ball teams.  Discussed interleaguing with Walnut Cove.  Crystal will talk with their president.

·         Softball:  2 Parents were not called who had signed up their daughters to play.  Kim will call them and investigate what happened.  We had 4 total softball refunds.  Discussed the need to increase advertising for softball.

·         Background checks:  Crystal is in process of reviewing.

·         Minors:  During a recent practice there was an incident involving 2 women.  If we have any future domestic disputes: call Crystal, may need to call Sheriff’s office.

·         Crystal:  Received 218.40 credit from Little League International for ASAP program being turned in on time.

·         Minors:  Discussed number of outfielders during games.  After much discussion, Motion to approve 3 outfielders during Minor league games and to amend the local rules made by Mark Wagoner; 2^nd to motion made by Rae Amos, Unanimous approval. 

·         Uniforms:  Eugene will order on 8/11.  The softball shirts will have girls on the logo.  Will look at ordering extras to have for sale in Concession Stand.

·         Fall game schedules:  Season begins 9/12/09 and ends 10/24/09.  Some discussion about starting on Tuesday after Labor Day.  Discussed Sat/Sun games.  Will limit games to 1 hour 45 minutes daylight permitting.  Will schedule games alternating with a weekday/Saturday and Saturday/Sunday.

Fundraising

·         Golf Tournament scheduled for 8/29/09. 

·         4 wheeler raffle tickets for $10.  Will be given away at Chicken Stew in October

Adjournment: Motion to adjourn made by Mike Lowe, 2^nd to motion by Wendell Amos, Unanimous Approval.  Meeting adjourned at 5pm.

Walkertown Little League

Board Member Meeting Minutes 7/19/09

_______________________________________________________________________

Members Present:  Crystal Royall, Eric Freeman, Rae Amos, Wendell Amos, Ed Williams, Jennifer Sell, Evan Murphy, Dana Murphy, Kim Crews, Daniella Bunting, Clark Bunting, Shannon Haynes

Members Absent:  Karen Watson, Mike Lowe, Eugene Sheppard, Mike Rothrock, Bobby Wolfington, Bob Cranfill, Mark Wagoner, Joyce Shipley, Janice Dickson, Rebecca Warren

Guests:  Jodie Loy

Call to Order:  3 pm

Old Business

Approval of June Minutes:  Minutes approved with one revision.  Add Rebecca Warren to members absent.  Clark made motion to approve, Eric 2^nd.  Unanimous approval.

Gate Replacement:  (Crystal):  Insurance did not cover gate vandalism.  Little League International suggested to get additional insurance coverage.

Concession Stand Update:  (Crystal):  WLL can get a $15,000 line of credit for kitchen equipment.  We will have a 48/mo. payback.  The bank needs two names on the checks.  The monthly payment will be about $348.00.  Anything bought with this money needs board approval.  In about 2 weeks, contents of concession stand need to be taken out.  The time and date were set for July 25, after fall ball sign ups.  There will be no power at the ball field during construction.

New Business

Treasure’s Report:

League Expenses:  (Evan):  Questions were brought up regarding spring uniform costs.  With some discussion, we would like Eugene to shop around for better prices next spring.   Clark suggested putting sponsor on the front of the shirt instead of across the back.  Crystal noted, the MLB logo is reason the spring uniforms are more costly.

Evan suggested putting funds aside for known upcoming expenses.  Crystal stated that is why the money market was set up.

Executive Committee Questions:  (Evan):  Executive Committee makes decisions between board meetings.  Evan wanted to know why the gate had to be replaced.  Why we could not use the smaller one due to the little league not having much money?  In our deal with the town, that size gate has to be what we use.

Raising Registration Fees:  (Evan):  With some discussion, this will have to be voted on later.

All Star Fees:  (Evan):  Suggestions were made for all star players to pay for their uniforms instead of the league paying.

Board via E-mail:  (Evan):  This needs to be put in by laws for next year (Oct.)

Adopting SWFLL opt in/out concession policy:  (Evan):  SWFLL has a policy where you can opt in/out for your concession duty.  We need to think about what we want to do regarding concession duties, and decide before spring season.  Do we want to ask the Civics Club to run?  Do we want to hire someone?  Do we need to ask the town since it is their land and they are building the concession?

Golf Cart Path:  (Crystal):  When the trees were cleared around the fields that was to make a path for the golf cart.  Please let people know that the golf cart is to stay on the path, unless they are emptying trash cans or using the cart for passenger pick up.

Board Members:  (Crystal):  Need to be thinking about board members for next year.  Possibly need more softball representatives.

Fall Ball Interleaguing:  Minors and above will interleague.  T-ball and MP will play on Saturday’s and Sunday’s.  Will check into interleaguing with Kernersville, Walnut Cove and South.

Sign for Jrs:  (Crystal):  Juniors went further than any team in Walkertown Little League history.  It was suggested that we put up a sign with their accomplishment.  Rae made a motion to put metal sign on junior field and Evan 2^nd.  Unanimous approval.

Machine Pitch Issues:  Evan would like to change the speed of the machine back to 40 mph.  This will need to be changed in the local rules in October.

There was discussion to change the tryout date due to so many people being out of town that weekend.  Tryout date will stay the same, August 1^st.

Fundraising:

• Golf Tournament:  Need stuff for goodie bags
• 4-wheeler raffle $10 tickets
• Chicken stew and fall bazaar October 24^th
• William Hardin interested in doing baseball clinic
• Fall Ball pictures:  Dana made a motion to do fall ball pictures and Rae 2^nd.  Unanimous approval.

Other Items

• Council members were at the Big League game Wednesday night.
• Ed’s health is not good.  Need volunteers to help with field maintenance.  Need to look at next year having more field maintenance board members.
• Some discussion was made regarding scholarships for people who cannot afford to pay registration fees.  Need further discussion.
• Cutting cost for all stars – suggestion of buying vests that belong to WLL.

Motion to adjourn:  4:38 pm by Clark Bunting, 2^nd by Evan Murphy.

Members Present:  Janice Dickson, Todd Pickard, Crystal Royall, Karen Watson, Mike Lowe, Rae Amos, Wendell Amos, Jennifer Sell, Dana Murphy, Eugene Sheppard, Kim Crews, Eric Freeman, Mike Rothrock, Bobby Wolfington, Bob Cranfill

Members Absent:  Ed Williams, Daniella Bunting, Clark Bunting, Evan Murphy, Mark Wagoner

Guests:  Mark Martin

Call to Order:  3 pm

Old Business

Approval of May Minutes:  Motion to approve as written made by Mike Lowe, 2^nd to motion made by Karen Watson, Unanimous approval by Board.

Invoices:  (Mike Rothrock):  Prevette has agreed to cancel debt as long as all paperwork and plans are returned to him.  Thompson bill paid in full ($3250).  According to Thompson, he has never received check which was mailed to address on invoice.  Shannon stopped payment on check.  Eugene has Thompson’s number and we will issue another check and mail to appropriate address.

Executive Committee:  (Dana Murphy for Evan):  Discussions held regarding the “executive committee” and how decisions are made/handled on issues/questions that arise between meetings and/or when there is insufficient time to hold a formal board meeting for urgent matters.  Dana quoted from Article 8, Section 1 of the LLI Rules which described the executive committee.  After much discussion, it was decided to nominate 5 members of the current Board to make up the Executive Committee.  This committee’s primary function will be to vote on urgent issues/new business that must be handled between monthly meetings.  The nominations were:  Crystal Royall, Eric Freeman, Mike Lowe, Mark Wagoner, and Wendell Amos.  Motion to close nominations made by Karen Watson, 2^nd to motion made by Crystal Royall, Unanimous approval by Board.  The Executive committee will be re-established with the new Board in September.

Spring Sponsorships:  (Mike Lowe): Per Mike, Spring Sponsorship is complete.  We still have 2 signs to renew.  Total monies raised from sponsorships was $11,900.

Field Maintenance:  (e-mail from Chuck Warren):  Need to fertilize fields to keep green.  Estimated cost for outfields and infields is $200.  Motion to approve this expense made by Karen Watson, 2^nd to motion made by Eric Freeman, Unanimous approval obtained.   Anticipated needs for Fall Season also discussed; these include:  gravel in upper lot and behind batting cage, sanding the fields (major expense of approx. $3000 per field), additional Rye grass needed for Fall after season ends.   Also received e-mail from Rick Jernigan regarding maintenance of the Senior Field.  He feels that the brick dust needs to be scraped down to prevent “wild hops” and potential player injuries.  Per Mark Martin; the brick dust allows water to drain effectively so we can play during/or soon after rains.  We need to water the field before each game and this will prevent the problems addressed in Rick’s e-mail.

Concession Stand Update: (Mark Martin):  Will have concession stand drawings by Monday or Tuesday and should have approval by Friday.  Will probably tear down old concession stand within the next 2 weeks.  Will need interim power.  Discussed future needs for concession stand:  security system, Fire protection, wireless/Cable, increased funds for Duke Power Bills.  Mark also discussed need to buy additional restaurant equipment for concession stand.  Estimated cost of equipment is $10-12,000.  He has discussed a loan with NewBridge Bank for the league.  He needs a financial statement explaining WLL’s financial standing.  Shannon will supply this for him to take to Bank.  He discussed the need to separate/categorize all expenses in our monthly financial statements to better identify our financial needs and expenditures.

New Business

WLL Presidency:  Todd Pickard has accepted a job out of state and will be moving to Florida on June 21, 2009.  Todd asked that the board keep the league moving in a positive direction; including redistricting our boundaries to include Stokesdale. Todd stated that he will take care of all affidavits/maps for All Stars before he leaves next Sunday.  WLL needs an acting President until the September election of the new board.  Our 3 Vice Presidents are eligible for this position:  Per Mike Lowe, Mark Wagoner is busy managing All Stars team at the present time; Mike Rothrock declined accepting position; Crystal Royall is willing to fill the position.  Motion to approve Crystal Royall as acting President of WLL as of 6/21/09 made by Mike Lowe, 2^nd to motion made by Rae Amos, unanimous approval of Board.  Congratulations, Crystal! 

Treasurer’s Report: 

Much discussion revolved around increasing registration fees and fundraising fees for next year.  Other leagues charge an all star fee; for example, SWLL charges $125 and South charges $75.  Discussed expenses paid this year and need to break down categories/change labels to explain expenses more completely in the future.

Discussed vandalized fence:  Old gate will be installed this week.  Will have new gate built and will cost approx. $3250.00.  Crystal will check into insurance coverage.  WLL is responsible for cost of gate; not the town.  So far we have no information from the Sheriff’s office.

Motion to approve treasurer’s report made by Crystal Royall, 2^nd to motion made by Dana Murphy, Unanimous approval by Board.

League/Division Issues:  Deferred to next meeting in the interest of time.

All Stars

·         Minors books approved and signed off.  Todd will complete Jrs/Srs prior to first game.

·         Need a WLL Board Member Representative at ALL games (home and away)

·         Need a scorekeeper, pitch counter, announcer at all home games

Fall Ball

·         Will continue Softball

·         Fall Ball registration fees same as Spring Season

·         Discussed having tryout date and an alternate rain date to facilitate the draft decisions

·         Fall Ball Signups:  July 18 and July 25 at Love’s Church from 9am – 1pm

·         Tryouts:  August 1 and Rain date for August 2

·         Season begins:  September 12, 2009

Fundraising

·         Golf Tournament scheduled for 8/29/09

·         $1100 approx. made from Hamburgers/Hotdogs  on Closing Day

·         $2800 approx. made from Yard Sale

Other Items

·         Scorekeeper’s policy on sitting in stand discussed.  Motion by Jennifer Sell for ALL scorekeepers to sit in stand and put this in Local Rules.  2^nd to motion by Karen Watson, Unanimous approval.

·         Motion by Bob Cranfill for repairs to be made on the Jr/Sr mound after All Stars.  2^nd to motion by Mike Rothrock, Unanimous approval.

Motion to adjourn: 4:35p by Karen Watson, 2^nd by Crystal Royall.

WLL Board Meeting Minutes

May 17, 2009

Members Present:  Todd Pickard, Karen Watson, Janice Dickson, Keith Ward, Mike Lowe, Rebecca Warren, Rae Amos, Wendell Amos, Dana Murphy, Evan Murphy, Kim Crews, Ed Williams, Mark Wagoner, Crystal Royall, Daniella Bunting, Bobby Wolfington.

Members Absent:  Eric Freeman, Joyce Shipley, Clark Bunting, Eugene Sheppard, Bob Cranfill

Guest:  Chris Royall

Call to Order:  3:00 PM

Approval of April Minutes:  Minutes approved with one revision:  Change date of all star application deadline to 5/30/09 from 5/31/09.  Motion to approve with date change made by Crystal Royall, 2^nd to motion by Mark Wagoner, Unanimous approval.

Administration Issues

• (Mike Lowe).  3 new signs being made.  One more to be hung on Senior Field as weather permits.
• Resolution of Prevette and Thompson invoices.  Prevette invoice amount: $2800 and Mark Thompson (Civil Engineerr) invoice:  $3723 (with interest) and $3500 (without interest) for total of $6300 due.  Much discussion regarding this issue.  Invoices originally went to Eugene. He was told to hold them, as the Town would be paying the invoices.  However, with budget changes, etc.  WLL is now obligated to pay these invoices.  Motion made by Mike Rothrock to pay $1500 on each invoice and pay balance within 90 days with no interest.  2^nd to motion made by Kim Crews, Unanimous approval.  Mike Rothrock will call Prevette and Thompson and explain situation and make sure they agree with our payment plan.

Equipment/Field Maintenance Issues

• Discussed trying to save money on uniforms. Eugene to bring samples of uniforms with prices.
• Seniors need catcher’s mitt – Eugene will purchase.

New Business

Treasurer’s Report

All Stars 2009

Paperwork has been distributed to all Managers to pass out to each individual player.  The number of players on each team will dictate the number of coaches: 2 coaches per 12 players. All managers will need to get together before 6/13/09.  The winning Manager will have final say so on number of team members.  Kids votes need to be completed as soon as applications have been turned in.

 Discussed how many players we will have for an all star Softball team.  We are not sure what the exact age brackets will be.  If Minor/Major have separate teams we may not have enough girls for a team.  Todd will be attending a meeting tonight; will await more info from him on this matter.  Discussed need to have an all star committee:  Daniella, Mike, Mark, and Eugene be on this committee.  Suggestion made to stay with same color green with gray pants/no stripe.

Spring Baseball/Softball Season

• Machine Pitch:  Discussed problems encountered with background checks.  Todd will follow up on this issue so that it will be resolved as soon as possible.
• T-Ball: Received e-mail from one of the T-Ball managers.  Having difficulty getting volunteers for concession stand. 
• Juniors: Discussed recent issues with #4 Kernersville team.  A very volatile situation last week was addressed.  Coach Watson issued an apology to the board for asking Kernersville fans to stop talking to him while coaching 3^rd base.  Our Board felt apology was appreciated but not necessary due to the behavior of the Kernersville Team and fans.  Fans were mocking the umpire, calling names and cursing.  The game was played under protest and player involved was not removed at the time of the protest.  Also, members of the Kernersville team mooned Walkertown team and fans during warm up period.  Much discussion revolved around upcoming game on 5/21/09 with this team and our fear of further incidents of unacceptable behavior..  Motion to not allow Kernersville Team #4 in our complex made by Crystal, 2^nd to motion made by Mike Lowe, Unanimous approval by Board.  Todd will discuss with George tonight and inform him of the Board’s decision.
• Concession Stand: Wendell has e-mailed menu to Mark Martin.  We need to submit menu to Health Department.  Prior to beginning food service in new concession stand, volunteers and all Board Members will need a class on cooking, maintenance required for concession stand, etc.  Construction update:  Tony has all “cut sheets” for equipment.  We will have to purchase a fryer and griddle.  Everything will be ready for permit soon.  When permit is in hand, will set up temporary power to share with construction people.  Will need to move trailer up in parking lot.  We are getting a “bag in a box” drink machine.  The Civic Club will purchase for a sponsorship and will set up in the Civic Club trailer.
• Trophies:  Todd will work on obtaining quotes on trophies from Jamie Wilkes  and other vendors.  Suggestion made to decrease size of player’s choice trophies.  Each player will receive a trophy.  There will be 4 division winner trophies and 8 player choice trophies. 
• Closing Ceremonies:  Will start at 0900 on 6/13/09.  We will have League Championship games beginning at 1200.  Mike will try to reschedule one of the girl’s softball games so they will be available for closing ceremonies.  Will present trophies to Girls first, then Minors.  Closing Day Committee formed:  Crystal (Chair), Rae, Karen, and Eric.  Committee will finalize details.

Fundraising

·        Yard Sale:  Will set up and receive donations on 5/22 from 4-8pm, Yard sale will be from 7am – 12 noon on 5/23.  Will set up tents.  Concerns voiced regarding weather; advised to watch for e-mails on Wednesday if weather forecast is not promising.

·        Upcoming Events:  Civic Club will sell hotdogs and hamburgers on 5/30 and on 6/13.

Other Items

• 7/8 year old Tournament:  Much discussion about possibility of having this tournament.  If we participate, will provide good experience for kids.  Is this Little League sanctioned?  Discussed cost of uniforms, etc.  Much discussion made that parents would be willing to pay for uniforms. Motion to approve forming a 7/8 year old team made by Mike Lowe, 2^nd to motion made  by Rae, Unanimous approval.
• Concession Stand Maintenance:  Evan made suggestion that 10% of concession stand profits be saved for building maintenance and 10% of profits be saved for equipment.  Will discuss further.
• Honarary All Star:  Suggestion made that Bradley Lovings be made an honorary All Star.  He is eligible for Player’s Choice Award.

Adjourned: 5pm

WLL Board Meeting Minutes April 26, 2009

Members Present: Janice Dickson, Todd Pickard, Karen Watson, Crystal Royall, Jennifer Sell, Rebecca Warren, Mike Rothrock, Clark Bunting, Daniella Bunting, Eugene Sheppard, Mark Wagoner, Bobby Wolfington, Ed Williams, Dana Murphy, Rae Amos, Evan Murphy, Wendell Amos, Bob Cranfill.

Members Absent: Shannon Haynes, Mike Lowe, Kim Crews, Eric Freeman, Joyce Shipley

Guest:  Mayor “Doc” Davis

Call to Order: 3:00 pm

Guest:  Mayor Davis gave a construction update to the Board.  A contract has been finalized with JH Batten Construction.  In 1 – 3 weeks we will have the final architect’s plans.  The Board viewed the preliminary plans;  the concession stand will be between 25-2600 square feet and will include a large covered porch area, garage, and storage room.  Once construction begins, the concession stand should be completed within approximately 120 days, weather permitting.  Hopefully, construction will begin within 30 days. There was discussion regarding septic system issues and tearing down old concession stand.  After discussion, the Board decided to allow the construction company to tear down building.  Duke Power will need to come out to set up temporary service for trailer and construction needs.  Concessions will be sold in the Civic Club’s concession trailer.  Mayor Davis designated Scott Snow, Walkertown’s Town Manager as the #1 contact for the Town Council.  Suggestion was made that Mark Martin be WLL’s liason to the Town Council.  Motion to Approve by Clark Bunting, Second to Approval by Crystal  Royall, Unanimous approval.

Approval of March Minutes: Motion to approve as written made by Crystal Royall, 2^nd to motion by Mark Wagoner, Unanimous approval.

Administrative Issues:

·         Sponsorships: Dana Murphy for Mike Lowe:  $11,600 has been collected and $1,400 is still pending.  Discussed buying a sign for above the Major Field Score Board for $75.00.  Will defer for now until other bills have been paid/finances assessed.

Spring Baseball/Softball Season

·         Concession Stand Issues: 

The Green trailer has been sold.  Discussed placing a pod for storage on site, Evan obtained pricing; will cost $120 including deliver/pickup fee and $100 per month.  Discussed trying to find someone to donate a trailer, perhaps a horse trailer for temporary storage; plan to research this idea.

Discussed the cost of Team Drink and Snack:  Decided on $2.00 per player which will include a soda or water and chips.   Motion to approve by Mike Rothrock, 2^nd to approve by Rae Amos, Unanimous approval.

Also, discussed the future concession stand.  Will be use ice machine?  Boxes – drink machine? Slushie machine? What will be on the menu??  Will get copy of South’s menu.

Concession workers will need training set up prior to opening.

Will plan to move freezer outside of Civic Club concession trailer as long as we can lock it.

Wendell gave concession financial report, we have made a $2500 profit.

Discussed No Shows for duty at concession stand.  This issue has become a big problem on several occasions.  After much discussion the Board decided that if a team does not provide concession stand workers for their specified time slot that team will forfeit their next game.  The game can be played, but will not be counted in the standings. Player Agents will notify Managers of this decision.  Motion to approve:  Rae Amos, 2^nd to approve: Crystal Royall, Unanimous approval obtained.

Ice Machine:  will keep key in concession stand/give to managers prior to games.  It needs to stay locked at all times.

Concession stand workers need to empty/wash out coffee pot at end of each day.

Need to charge for cups of ice/cups:  $0.25.

Pickles added to menu.  Also have wax paper and tongs for use.

There is a lost and found bucket in the concession stand.

·         Individual League Issues:

Majors:  There has been increasing amounts of bickering, fighting among coaches, managers score keepers, parents and umpire issues.  The umpire should handle bickering, etc.

Machine Pitch:  More incidents reported of parents yelling, being very angry with coaches.  Manager ego issues have been mentioned. If there are problems, need 2 board members present to discuss issues.  Dealing with public can be very difficult at times.  Code of Conduct was given to all parents at sign ups.  Managers/Coaches need to stress that we are trying to teach fundamentals to the kids.  Competition is good, but must be healthy.  We want our kids to have fun.

Juniors:  Questions regarding interleaguing and how other leagues are chartered.  For example:  South is not chartered for 15 year olds in their division.  15 year olds cannot pitch.  Todd has been emailing George to resolve this issue. Will follow up.

Scheduling issues:  Keith reminded everyone that he will try to keep practice fair for batting cage/open fields scheduled for extra practices.

TBall field needs new bases and a new home plate.

Treasurer’s Report:

Discussed upcoming expenditures: 

Architect Drawings:  $3000(approx)

All Stars Charter:  $1000(approx)

All Stars Uniforms: $7-8000(approx)

Needs:  Gravel for hill behind Minor Field

               Ed need nitrogen for minor/major/Tball fields (approx $350)

                Hole in Left field senior field needs to be repaired

                Unknown concession expenditures

Discussed cost of shirt/hat combo for parents, etc.  Per Eugene:  $18.00 plus shipping charge.  Eugene will find out shipping charge amount and e-mail cost.

There are baseball hats available for sell in the trailer for $10.00

All Stars

·         How many teams?  Minors:  2, Majors: 2, Juniors: 1, Seniors: 1.  ? Softball team:  Mike will check into this.  For leagues with 2 teams; there will be an A team comprised of the top ranked players and a B team with the remaining all stars from their respective league.  There will be no tournament of champions for Machine Pitch this year due to excessive cost to league.  Any MP Manager can pick a travel team if he wishes. 

·         Kids will be voting this year on ballots.  Kids will pick ½ of the players.  Will have a 14 player ballot from which to vote.   Managers will pick remaining ½ of players. 

·         All star applications will be handed out to every player on all teams.  Completed applications need to be turned in by 5/31/09.

·         Discussed all star uniforms.  Eugene will get samples.  Discussed 2 button t shirts/Dri Fit/Green.

Fundraising

·         Spring Raffle:  Hot Dog sales:   $904.60, 50/50 raffle: $101.50, Raffle Tickets: $7,480.00. 

·         Total Fundraising as of 4/26/09:  $8,486.10

·         Will have Hot Dog/FF sale on 5/9/09

·         Yard Sale:  Will have drop off on 5/22/09

·         Closing Ceremonies:  Discussing selling Boston Butts

·         Have discussed hosting a Baseball Clinic – must have a shelter in mid/late July.

·         Golf Tournament – late August, need to verify date

·         Chicken Stew – mid October

Other Items

Discussed how background checks are run and rules regarding background checks and volunteers/coaches/managers.  Per Little League International no volunteer/coach/manager may enter a playing field prior to background check being submitted and approved.  Recent applications have not been submitted or approved.  Those individuals whose background checks have not been approved need to be submitted asap for approval.  The managers and their coaches whose background checks have not been approved as of yet, will be notified asap by their player agent.  If any background check is not approved, that individual will receive a letter notifying them of the results. This process was voted on by Board.  Motion to approve by Crystal Royall, 2^nd to approve: Rae Amos, Unanimous Board approval.

Meeting Adjourned at 5:30pm.

Board Members Present:  Janice Dickson, Todd Pickard, Bob Cranfill, Dana Murphy, Jennifer Sell, Eric Freeman, Evan Murphy, Clark Bunting, Daniella Bunting, Rebecca Warren, Kim Crews, Shannon Haynes, Mike Rothrock, Mark Wagoner, Crystal Royall, Mike Lowe, Keith Ward, Ed Williams, Bobby Wolfington

Board Members Absent: Eugene Sheppard, Karen Watson, Wendell Amos, Rae Amos, Joyce Shipley

Visitors:  Jody Shipley, Mark Sheets, Chuck Warren

Call to order:  3pm

Approval of 2/09 Minutes with the following changes:  Change date of yard sale to 5/23/09 on last page.  Motion to approve by Mark Wagoner, 2^nd to motion by Eric Freeman; Unanimous approval.

Old Business:

WLL Local Rules Review: 

·         Last page of local rules:  change date to 2009 from 2008.

·         Do not use local rules when interleaguing; will use interleague rules.

Motion to approve by Mike Rothrock, 2^nd to motion by Jennifer Sell; Unanimous approval.

Administration Issues

Sponsorships:  Mike has collected $8,245 in sponsorships.  In addition, there is $3,275 remaining to come in, with 2 more possible sponsorships.  Will provide update at next meeting.

Spring Baseball/Softball Season

Spring Sign Ups:

T Ball:  54                               Minors:  62                           Majors:  59                            Machine Pitch:  70

Seniors:  13                           Juniors:  29                           Softball:  23

Total sign ups for 2009:  310

Total sign ups for 2008:  280 (approx)

Opening Day: 

Committee will meet Monday at 7pm at Wendy’s to finalize plans.  The Mayor and members of town council will be present during opening ceremonies.

Concession Stand Issues:

·         Evan has made spreadsheet breaking down profits per each item sold at concession stand

·         Concession stand rules:  All teams are responsible for concession stand duty.  2 parents are required to work on team’s scheduled day.  If no one shows up for scheduled time there will be consequences.  Much discussion involving consequences of no shows for concession duty.  A sign will be placed that states assigned Team, Manager, and Parents.  Stand will be closed if no one reports for duty.

·         During practice/Middle School Game we made $326.65.  Decided it was worth having a WLL Board Member volunteer during these games.

·         Will have sign out sheet in concession stand as a way to track pitch counters, equipment.

Patches for Team Shirts:

       Charge for ironing on patches will be $1.00 per shirt.  Need to get shirt count from Eugene.  Proposed having Mike Lowe’s neighbor iron on the patches.  She has offered to complete all shirts for $125 gift card so that she can replace her son’s DVD player.  If she receives the shirts by Tuesday, she can complete by Thursday before Opening Day.  Board agreed to donate DVD player and $100 cash in payment.   If shipment is delayed, parents may have to iron on the patches.

Rule Discussions

·         Reviewed pitch options on page 36 of LL rule book.  Motion to approve Option 2 by Mike Lowe, 2^nd to motion by Crystal Royall; Unanimous approval.  Option 2:  1 – 20 pitches:  no rest period required; 21 – 40 pitches:  2 days rest required; 41 – 60 pitches:  3 days rest required; 61+ pitches:  4 days rest required.

·         Catchers:  If pitches under 41 pitches, can catch in same game.  If 41 or more pitches, cannot catch in same game.

·         Jr and Sr. leagues have new bat size:  2 5/8.

·         Casts cannot be worn during a game.  This includes managers/Coaches.

·         No coach can sit on a bucket outside of dugout.  Everyone must be inside dugout, with the exception of the coach in coach’s box.  Umpires will enforce this rule.

·         Continuous batting order from TBall through Big League

Field Maintenance

·         Score Board controller is in.  Will try to put up Score Board on Major/Senior Field, weather permitting, by next week.

·         Chuck Warren for Mark Martin:  Mark requests that anyone operating golf cart, lawn mower( John Deere or Bob Cat) attend an operation/training class with him to prevent unnecessary repairs.  He has had to have golf cart engine rebuilt because of misuse.  He asks that we use John Deere lawn mower to drag field.  Point made by Todd that Lawn mower is very slow.   Decision made to have operational training class next Sunday following the CPR/First Aid Training class.

·         Mark also fixed red trailer.  It has lights but no tag.

·         Mark, Ed, and Chuck need to fertilize all fields; lime and fertilize areas where trees were removed.  A rough estimate of cost is $1000 for all fields and $500 for other areas

·         Plan to put up lights in batting cage; Chuck has talked with an electrician who will assist with hook up

·         The Brush pile in logged area needs to be burned – will need burning permit and WFD will need to be on standby.  Jennifer will ask Scott about BCFD availability.

Safety Plan

·         Bob has mailed Site Safety Plan

New Business

Treasurer’s Report:

Shannon also proposed getting a 4 Brothers Gas Card with 4 names authorized for it’s use:  Chuck Warren, Mark Martin, Ed Williams, and Mike Lowe.  Motion to approve made by Dana Murphy; 2^nd to motion by Chuck Warren.  Unanimously approved.

Fundraising

·         Spring Raffle is going great.  Discussed trying to sell more tickets at Webster Brothers next Saturday.

·         Spring Pictures:  Will be held on 4/5 and 4/19.  Jennifer will e-mail details.

·         Yard Sale Update:  Will be held on 5/23 from 7am – 12 noon.   Donated items may by stored in old Fire Station.

·         Chicken Stew planned for October.

·         Will be planting pumpkins soon for Fall Bazaar

·         Golf Tournament – Look at end of September (last weekend)

·         Dixie Classic Fair (10/2 – 10/11).  Discussion started regarding this endeavor.  Walkertown Civic Club may be phasing out.  They have had booth #1 in the past which is a very good location.  Will discuss further at next meeting.

·         ? Kville LL/WLL hosting Haunted Trail together

·         Winston Salem Dash – Board not interested in their fundraising promotion this year.

Other  Items:

·         Need gravel:  Chuck has discussed prices with Quarry (Marietta).  They can’t donate, but can sell gravel for $8/ton.  Vulcan charges $18.50/ton.  We need 2 loads in upper parking area and 1 load across from Machine Pitch Field.  Todd will make some calls.  Will discuss at next meeting.

·         Keith:  Opening Day will begin at 0900.  The first game will be at 10:30.  Will plan 2 hours and 45 minutes between games.  There are no scheduled games on Easter on Memorial Day Weekends. 

·         1 Board Member needs to be on duty for all games.  Schedule posted on website.

·         Minors and Majors:  games will primarily be on Monday, Tuesday, and Thursday nights.  May move to Wed or Friday if conflicts with Softball schedule.

·         Jrs schedule not final; not sure of how many teams.  May do only weekends or one game during week and one on weekends.  Not finalized.

·         Umpires for Machine Pitch Games:  Coaches for Minors, Majors, Jrs, Srs, Big League and Older Softball.

·         No umpires for T Ball

·         T Ball games will be at 10:00 and 11:45.  Will have 16 games, last one on 6/4.

·         Machine Pitch to Majors:  16 games total, ends 6/1

·         If we have end of year tournament, will be held 6/7 – 6/12.

·         Closing Ceremonies:  ?6/13.  Announce all stars on 6/27.  ?Medals  ?Trophies

·         Discussed possible Benefit Tournament for Brian   ??? end of July.  Will discuss further at next meeting

·         Trees:  Will plant 2 on 3^rd base side of MP field.

·         Board Member shirst:  s-xl:  #13.21, 2xl: #14.71.  Need to pay Kim

Meeting adjourned at 5pm.

Walkertown Little League   

Board Member Minutes

February 8, 2009

Members Present:  Mike Rothrock, Mark Wagner, Bobby Wolfington, Ed Williams, Eugene Sheppard, Kim Crews, Jennifer Sell, Dana Murphy, Evan Murphy, Mike Lowe, Daniella Bunting, Clark Bunting, Rae Amos, Wendell Amos, Eric Freeman, Todd Pickard, Rebecca Warren, Shannon Haynes

Members Absent:  Joyce Shipley, Crystal Royall, Janice Dickson, Bob Cranfill, Karen Watson

Visitors/Guests:  Keith Ward

Call to Order:  3:00 p.m.

January 2009 Board Meeting Minutes

            Motion to approve as written made by Mark Wagoner

            Second to motion by Clark Bunting

            Unanimous approval

Administration Issues

Charter has been received.  Todd and Crystal have copies and insurance has been reinstated.

Board Meeting for April will be held April 19^th due to Easter falling on the second Sunday of the month

Mike reported that 23 businesses for team sponsorship so far with 4 questionable.

Spring Baseball/Softball Season

            Motion made by Dana Murphy to order Board Member shirts from Ann.  Second         to motion by Shannon Haynes.  Unanimous approval.  Shirts will be red and will cost approximately $13-$15.  Will try to get shirts by Feb. 28^th try outs. 

           Sign ups were successful.  47 for T-Ball, 59 for MP, 49 for Minors, 52 for Majors, 20 for Juniors, 11 for Seniors and 23 for Softball.  Mark Wagoner to take care of late sign ups.  Will post on website.  Mike Lowe to help with this.

            Team managers were voted on.  T-Ball managers so far will be Sean Skarzinski, Brent, Marshall, Ed Williams and Angela Lowe.  Will need one more manager in T-Ball division. Motion to approve made by Rae Amos, second to motion Rebecca Warren, unanimous approval.  MP manager so far will be Brian Bodenheimer, Evan Murphy, Jeff Peddycord, Mark Welborn and Brad Briles.  Will need one more manager in MP division.  Motion to approve Mike Lowe, Second to motion Mark Wagner, unanimous approval.  Minors managers will be Mike Lowe, Gerry Peddycord, Chris Calloway, Eugene Sheppard, BG Kidwell with Steve Moore as an alternate if enough late sign ups warrant another team.  Motion to approve made by Mike Rothrock, second to approve Wendell Amos, unanimous approval.  Majors managers will be Clark Bunting, Robert Robledo, Chad Brooks, Vince Osborne, Mark Wagoner and Bill Ryan.  Motion to approve made by Ed Williams, second to approve Mike Lowe, unanimous approval.  We need two managers for the Junior Division.  Karen to make some calls.  If two are found the choices will be emailed to the board for consideration and if no problems arise the board will vote on them before the March board meeting. Motion made to approve by Mike Lowe, second by Mike Rothrock, unanimous approval.  Manager for the Senior division will be Jody Shipley.  Mark Wagner to speak to Tim Whicker about being alternate manager if second Senior team is formed.  Motion to accept made by Mike Lowe, second to motion Wendell Amos, unanimous approval.  Manager for Big League is Bob Cranfill.  Motion to approve made by Mike Lowe, second to approve Mike Rothrock, unanimous approval. 

Managers for Softball to be decided after evaluation on Feb. 28^th.  Mike Rothrock and Kim Crews to interview managers at evaluations.  Those interested in managing so far are Larry Eller, Floyd Dixon, Melissa Daigle/Sandy Vermilyea, Greg Anderson and Karen Fishel.

All Board Members need to be present on Feb. 28^th for try outs.

Opening Day Committee to meet soon.

Wendell Amos to check on concession trailer from the Civic Club to possibly use until construction of concession stand is complete.  We were unable to use a trailer from Pepsi. 

Best guess for start of concession stand will be around April 1^st.  Bids are still being done and then there will be a wait for the permit.

Equipment/Field Maintenance Follow Up Items

            Next work day set for Feb. 21^st.  Need to rake, clean, mount scoreboard at Majors field, and raise home plate on Minor and Majors fields.

            Dick’s coupon to go to Softball to help with equipment purchases.

            Ed concerned that the rye that was planted on Major and Senior Fields on Jan. 1^st  isn’t going to come up.  Ed can order paint that will make it green for 3 months, then mow it and Bermuda will come up.  Cost is $45 gallon.  Senior and Major  field will need to be done before opening day.

Treasurer’s Report

            Shannon noted registration totals did not reflect last two sign ups.  The bank charge of $30 was actually the P O Box rental and that the registration refund for $130 needed $90 added to that. 

Motion to approve treasure’s report was made and second with unanimous approval.

            After discussion of the proper handling of money it was decided that Jennifer Sell and Dana Murphy would be Asst. Treasures to Shannon Haynes.  Motion made to approve and second with unanimous approval. 

            Need to check into how the umpires are paid.  Can we get an invoice from the Umpires Assoc. rather than having to pay each umpire every day?

Fundraising

            Spring Raffle under way

            Spring picture schedule will be determined once draft is completed and we know how many teams there will be.

            WLL yard sale will be held on May 24^th.  Chuck Warren is in contact with Gant Oil and will secure the corner at Darrow Rd. and Hwy 66 for the yard sale.

            Monsoon Car Wash has worked out a deal with WLL to sponsor a team and renew their business sign.  Grant Chilton was invited to come to Opening Ceremonies and sell $10 car washes with $6 from each sale coming back to the Little League until we reach the sign renewal cost.  Motion was made to accept and second with unanimous approval.

Local Rules Review and Finalize Draft Rules

Rule #9 in local rules for machine pitch needs to be changed to:  When a batted ball hits the machine or coach    or is caught by a coach pitcher, the batter is granted a single.  Motion to accept by Clark Bunting second by Rae Amos with unanimous approval.

WLL Draft Rules needs amendment to rule #4.  Drop age altogether and draft pitchers by talent, catchers by talent and fill in rest by talent.  Motion to approve made by Eric Freeman second by Mike Lowe with unanimous approval.

WLL player pool rules:  Player agent needs to go through complete list before a player can play a second time.

Refer to Little League rule book for further player pool rules

Minors and Majors Division:  If  teams are tied for  2^nd  they will play head to head.  Motion made by Mike Lowe, second by Eugene Sheppard.  Unanimous approval

Other

            Macy’s Landscaping to come Thurs. April 2^nd before opening day.

            Draft date set for Mar. 1^st.

            T-Ball, MP and Juniors:  2:00 pm

            Minor, Majors and Senior:  3:30 pm

Meeting adjourned at 5:10 pm.

Walkertown Little League

Board Member Minutes

January 11, 2009

Members Present:  Karen Watson, Jennifer Sell, Todd Pickard, Eric Freeman, Rebecca Warren, Rae Amos, Wendell Amos, Eugene Sheppard, Ed Williams, Mike Rothrock, Kim Crews, Dana Murphy, Evan Murphy, Bob Cranfill, Mark Wagoner, Daniella Bunting, Clark Bunting, Crystal Royall, Janice Dickson, Bobby Wolfington, Shannon Haynes

Members Absent:  Eugene Sheppard, Mike Lowe, Keith Ward, Joni Hall, Joyce Shipley

Visitors/Guests:  Mark  Martin, Chuck Warren

Call to Order:  3:00 pm

December 2008 Board Meeting Minutes

·         Motion to approve as written made by Clark Bunting

·         Second to motion by Mark Wagoner

·         Unanimous approval

Fundraising:  (Jennifer and Dana)

·         Tree Recycle Recap:  recycled 20 trees

·         Spring Raffle:  Raffle Tickets will be $2.00 each and will be given out at sign ups

·         Spring Pictures:  Dates:  4/5 and 4/19(rain date/make up date)  Will make up schedule after team selected.  Motion to approve made by Karen Watson; Second to motion by Crystal Royall, Unanimous approval

·         Yard Sale in Spring.  Will discuss at Feb. meeting.

·         Mark Martin.  Discussed food/concessions ideas at Opening Ceremonies.  Discussed having Boston Butts or Hotdogs/FF(can freeze any unused food items).  Need permit from Health Dept every 30 days.  MTA serving Hotdogs/FF by Crystal Royall, Second to motion by Dana, Unanimous approval.  Karen will make flyers to advertise and give out at sign ups.  Will also add info to WLL website.  Mark also brought up need for letter to give to parents explaining what WLL needs, etc.  Crystal will write a general info letter to give to parents at sign ups.  Also discussed having doughnuts, no vote or decision made.  Discussed borrowing sign from Webster Brothers to advertise.  Will form Opening Day Committee:  Crystal, Dana, Jennifer, Bobby, Daniella, Karen, and Eric will serve on committee.

·         Concession Stand Operations Issues:  Mark Martin discussed how Concession Stand will operate:  Will we use tent? Concession stand trailer?  Discussed using Civic Clubs trailer when not being used for a Civic Club function. Rae will discuss with Civic Club. Where will we store food items?  Old Fire Dept?  If we use a tent, will need coolers, temporary power service.

·         Concession Stand/ Construction Issues: (Mark Martin) Per Mark, in discussions with the Mayor, the Walkertown Town Council has voiced that they will give financial support to the little league, but they need itemized bills to approve. The blueprints bill will be approx. $6,000.  The blueprints for mechanical, electrical are done, but still need structural blueprints.  Will need a bigger retaining wall/joisting to support the concession stand. 

Spring Season

·         Flyers (Mark Wagoner) Flyers will also go to Kernersville school systems.

·         Abingdon Issue:  Todd did get release letter for a couple of kids for WLL.  Proposal has been made for WLL to give away Abingdon and WLL will receive the added area along Linville Road (Sedge Garden area), West Mountain Street toward Waughtown.  Much discussion regarding this issue.  If a player is released from their assigned district to another district that player is not eligible for all stars.  Currently, around 20 kids living in Abingdon play for the Kernersville Little League.  Also, many girls currently playing Softball who live in our district, play in Kernersville.  Much concern voiced about the number of kids who would have interest in baseball in the Sedge Garden area; How many players in the Sedge Garden area vs. Abingdon??.

·         WLL is a growing Little League and we need more kids to play.  Abingdon has been in WLL district since 1974.  Motion to approve keeping Abingdon and border lines as drawn made by Crystal Royall, Second to motion by Wendell Amos.  Unanimous approval.  Todd will e-mail Kernersville president

·         Signs Ups:  Need lots of signs:  Dana and Jennifer will put up signs in area neighborhoods.  Sign ups are from 10 – 2p, will need as many board members as possible present.  Please come at 9:30 at the latest to the Fellowship Hall in Loves  Methodist Church.  Mike will bring printer to copy driver’s license of volunteers.  Compile list of potential Managers, Todd will try to interview at time of sign ups.  Will vote on Managers at next meeting.

·         Discussed softball player agent.  Joni Hall has not been to any meeting thus far this season.  Mike and Kim are willing to be player agent and cover her position.  Motion to approve deleting Joni Hall’s position/may reinstate position later in season if needed made by Todd Pickard, Second to motion Mike Rothrock, Unanimous approval.  Janice will e-mail Joni and notify her that her position has been deleted.

·         Try outs:  Will be Feb 28^th, Draft will be Feb 29^th.  Motion to approve made by Crystal Royall, Second to motion by Dana Murphy, Unanimous approval.  Times for tryouts:                                                                T-ball:  9 – 11am                 Machine Pitch:  11 – 1pm              Minor:  11 – 1pm                                              Major: 9 -  11am                Juniors:               9 -  10am              Senior:  10 – 11am                                           Girls Softball(on Minor Field):  Ages 7 - 12:  9 – 11am;  Ages 13 - 15:   10-11am                                                                  

·         If a player wants to move up, the upper level league manager will take the word of the lower level league manager of the player’s ability to move up to the next league.  This is available for T-Ball, Machine Pitch, Minor, Major leagues only.  Not applicable above majors.  Motion to approve by Karen Watson, Second to motion by Crystal Royall, Unanimous approval.

Equipment/Field Maintenance

·         Chuck  Warren discussed that Bob Westmoreland with North State Environmental is willing to do some extensive grading from the major field to the batting cage.  Will dig up pine trees(in case of ice storm), reslope the hill and sow in grass/weeping love grass(something that doesn’t require mowing).  Bob Westmoreland will need a copy of the site plans. He will do this in exchange for 5 signs, one at each field. Chuck will check on good deal on seed.

Motion to approve by Clark Bunting, Second to motion by Dana.  Unanimous approval.

·         Chuck also discussed need to lime the entire complex.  James Parnell will deliver and spread for $34/ton (agricultural lime).  We need 22 tons for a total cost of $770.00.  This needs to be done when the ground is frozen.

·         Major Score Boards:  Footing and set up.  Chuck and Martin will do after grading/pines are taken down.

·         Needs:  dump truck load of dirt in front of batting cage.  At the bottom of the bank below the flag pole, there is lots of extra mulch, this needs to be moved up the slope and be reseeded in grass.  This will be easier to maintain.  Need gravel for the area between the upper and lower parking areas.  Will need money to fertilize the fields, $1500-2000 by February.

·         Need lights hooked up by batting cage.  Need one more bulb.  We need an electrician to splice, will call Timmy with Civic Club.

·         Information Board by Concession Stand.

·         Lawnmower/Equipment:  Anytime anyone uses lawnmower, need to check oil, fuel, tires.  Will table Golf Cart till next meeting.  Mark has supplied a mower.  Need to fix trailer.  Will need $150.00 of materials to fix it up.

·         Signs are breaking loose at Minor Field due to wind.  Chuck given permission to fix or move as he sees fit.

·         Dug out:  Will need concrete, must wait until warmer weather to pour concrete.  Mike Lowe to get scrap lumber from Home Depot

·         Discussed the brick that is sitting at complex.  750 8 inch blocks are worth $1100 new.  We have approx 4500 bricks, will try to sell at $1000-1500.  Ed know someone who wants to buy.  Todd authorized to sell.

Administrative Issues

·         Crystal has bill for insurance to pay asap $3000.

·         Sponsorships/Signs (Mark Wagoner) Mike has signed up several businesses.  Expects to make approx $14,000.  Walkertown Pharmacy will donate 12-15 cases of bottled water with their logo to sell in concession stand.

Treasurer’s Report

·         Motion to approve treasurer’s report by Crystal Royall, second to motion by Mark Wagoner, Unanimous approval.

Local Rules Review and Finalize Draft Rules

·         Motion made by Karen Watson to review at next meeting and give members time to review, Second to motion by Todd Pickard, Unanimous approval

Other Items

·         Glen High School Baseball Camp:  (Evan Murphy). If we get 30 kids to sign up for the camp, will get discounted price of $75.00 instead of $100.00 for week long camp.  Evan will bring sign up sheet to sign ups

Meeting adjourned at 5:25 pm.

Parrish). Mr. Johnson provided an overview of the new stadium. Presented fundraising opportunities

o League purchase tickets and resell at a higher price. Tickets are $9.00 that includes a hat.

o They will make all flyers, order forms, send emails, handle ticket orders etc.

o Minimum of 20 for group discount and $100 up front to reserve a section

o Working concessions: undetermined whether they will use in-house or outside vendors. No

o Will bring mascot to opening ceremonies

o Plans to offer free coaches clinic in year 2

o Will offer team outings

Use of fields request by Buddy McKnight and Jeff Armstrong. Mr. McKnight indicated Walkertown

o Season starts 1st of March and ends in May. Current game schedule is Monday and Wednesday

o Discussion from board on insurance. Mr. McKnight indicated the program had 1 million

o Bob C. noted the school system had allowed WLL the use of their fields for years and we should

o Consensus of board this would only improve player skills for high school and little league.

o Motion made by Karen Watson for WMS baseball team to use of fields for practices and games.

o Second to motion by Bobby Wolfington

o Unanimous approval

• Motion to approve as written made by Mike Lowe

• Second to motion by Crystal Royall

• Unanimous approval

Treasurer’s Report

o Statement provided by Crystal dated 10/13/08 thru 11/12/08 (attached)

o Several expenses not included on statement

o Website and domain name renewal approximately $300.00

o Question on the period of time the water bill covered

o Port-a-john bill not included

o Motion for treasurer to make amendments adding all current expenditures and resubmit made by

o Second to motion by Karen Watson

o Unanimous approval

o Yearbook

o One child still owed yearbook refund. Unable to locate parents

o Parade

o Estimated proceeds of $400. Pintos didn’t sell very well. Suggest just hotdogs next year.

o Won most creative float 2nd year in a row

o Christmas Tree Recycling

o Jan 3rd from 10:00-4:00 at complex. Todd will have chipper available.

o Spring fundraiser

o Raffle tickets like last year

o Concession Stand

o Evan and Wendell has set menu – starting small and can add items. Easier to add items

o Breakfast menu

o Lunch and Dinner menu

o Flyers - Mike Lowe has submitted flyers to school system for approval.

o Dates

o Signups are Jan 24, Jan 31 and Feb 7

�� Need list of items parents and players should be aware of. i.e. concession duty,

o Tryouts are March 7

o Opening Day is April 4.

�� Motion made by Dana Murphy for opening day to be April 4.

�� Second to motion by Mike Lowe.

�� Unanimous approval

o Drainage issue on major field has been fixed

o Next project is to make forms for dugouts. Too cold to pour concrete. Todd indicated Ed should

o Bob C. will handle sowing rye

o Pay lease and provide letter to town with budget due by end of December (responsibility –

o Charter due to LLI by end of December (responsibility – Todd)

o Constitution due to LLI by end of December (responsibility – Todd and Janice)

o Budget due to LLI by end of December (responsibility – Crystal has already completed)

o Feb 15 taxes are due (Crystal already working on paperwork)

o Board members need a copy with current amends for review. Tabled to January meeting to allow

o Mike Lowe would like amendment to pitching machine speed lowered to 36 mph to be revisited.

o Mike Rothrock would like to implement rule of kids in machine pitch division rotate from

o Application should include number of years playing experience

o Suggestion of late signup fee increased to $25

o Redraft every season

o T-ball, machine pitch and minor divisions will be drafted by talent

o Major, Junior and Senior will be drafted by:

o Oldest in division drafted first and by pitching then catching then talent

�� i.e. Junior division – 14 year olds will be drafted first. First row will be most

o Suggestion for player agents to manage late signups better than in past. Next team would

o In all divisions manager gets 1 trade to obtain his child/children and 1 trade to obtain his coach’s

o Any pother trade requests would require unanimous approval from all managers. All trades

o Motion made by Bob C. to increase fees in all divisions by $5.00 and have trophies paid for

o Second to motion by Mark

o Unanimous approval

o Rates

o Motion made by Crystal to offer a multi sibling discount of $10 off for siblings only (i.e. one

o Second to motion by Clark

o Motion passed 15:2

o Opposed: Bob and Karen

o No longer offer a spring/fall discount

o Players who wish to be considered must submit an All Star Application

o Players in each division vote on who they feel should be on the All Star team. Ballots will

o Divisions with 2 teams :

�� Minor – winning manager gets 1st choice of all players on the team. 2nd place

manager will choose players for team after the 1st team has been selected.

�� 11 year old / Major team – winning manager gets choice of 11 year old team or

Major team however Major team All Star manager gets 1st choice of players for

o Need to field the most competitive teams in all division for WLL.

Walkertown Little League

Board Meeting Minutes

November 9, 2008

Members present: Rae Amos, Wendell Amos, Kim Crews, Mike Lowe, Dana Murphy, Evan Murphy, Todd Pickard, Mike Rothrock, Crystal Royall, Jennifer Sell, Eugene Sheppard, Joyce Shipley, Mark Wagoner, Keith Ward, Ed Williams, Bobby Wolfington

Members absent: Clark Bunting, Daniella Bunting, Bob Cranfill, Janice Dickson, Eric Freeman, Joni Hall, Shannon Haynes, Rebecca Warren, Karen Watson

October 2008 Board Meeting Minutes

 Motion to approve as written made by Joyce Shipley

 Second to motion by Dana Murphy

 Unanimous approval

Treasurer’s Report

No report available at this time due to absence of treasure.  Crystal will try to get one in the next week and sent out to all board members

Fundraising

Yearbooks

 We have all parent names except for one now and most all refunds have been sent out

Chicken Stew

            Everything went well.  Approximate profit was $1000.00. 

            Statement made to make this an annual event that people will look forward to

            Next year make this a fall festival and possible all day event with a pumpkin patch

            **Friday night vandals broke into the complex cutting the chain and lock from the front

                        Gate and slashing the tires on the light tower.  A police report was made and

                        A claim will be filed.  Security cameras will be installed at the front gate and

                        Various other locations around the complex.  This will be video monitored

                        24/7

Spring Photography

            Motion made to use L & G again this year made by Joyce Shipley

            Second to motion by Rae Amos

            Unanimous approval

Pumpkin Patch

            Ed is planting at the end of May and will be ready the first of October

Christmas Parade

            We will relocate to the road side this year fro the hotdogs, chips, hushpuppies, and pintos

            Float will be judged again this year and we will need to be ready around 11:00-11:30

            Float committee formed and will meet Tuesday 11/18 at 7:00

                        Dana, Jennifer, Rae, Crystal, etc….

Christmas Tree Recycle

            We will be recycling Christmas trees this year on January 3^rd from 10 to 4 at the complex

                        For a small fee to be determined later.  This will help reduce mulch costs at the

                        Complex.

Spring Raffle

Unanimous agreement to do Spring Raffle again this year with first place at $500, second              place at $200 and third place gets a $50 gas card (Mike Lowe to work on

            Obtaining).  The costs of the tickets this year with the economy will be reduced

            $5.00 each to $2.00 each and each child will be given 20 tickets to sell.  Tickets

            Or money to be returned before uniform will be released.

LJVM Concessions

            This item was tabled to a later date

WLL Concession stand project

            Deadline on plans to be returned is 11/11.

            Need at least one week to obtain quotes

            Next meeting will consist on hearing from menu committee

                        Mike L, Evan, Wendell, Mark, Rae, Dana          

Advertising for Spring Ball Season

Mike Lowe will work on getting flyers out to the schools in our district again this year.

            SPRING REGISTRATION DATES:  JAN 24^TH

                                                                        JAN 31^ST

                                                                        FEB 7^TH

Equipment/Field Maintenance Items

Advertising/Communication Board—wait till new concession stand is built

Purchase of nets for behind pitching areas-tabled till closer to Spring

Several work days have been set—Nov 22 and Dec 13

            Several projects set for this winter include but are not limited to:

                        Dugouts (concrete to be replaced and leveled out)

                        Major Scoreboard installed

                        Major Field drainage problem

                        Minor and Major Fields to raise home plate

                        Over seed all areas

                                    THERE IS TO BE NO MORE SPRAYING

                        Concrete to form bleacher seats into hill sides

                        Hook up lights at batting cage

                        Build bins for landscape materials

The golf cart is now out of commission.  It was run with out oil in it and now either needs to be

            Replaced or fixed.  Much discussion made on checklists for all equipment prior to using.

            No motions made

Decision to fix or replace golf cart tabled until we have a treasurer’s report

Miscellaneous items

Mickey’s closing and donated inspection approved kitchen equipment to WLL.

Todd and several others will be moving these items out of Mickey’s on Monday 11/10

WLL Rules Review

Several rules were reviewed with much discussion.  Rules will be corrected and posted on WLL

            Website.

Next meeting we will need to finalize draft rules, refund policy, all star selection process, and

            Player pool rules

Next meeting:  Sunday December 14^th, 3:00 pm

1.  Motion to approve as written made by Crystal Royall
2.  Second to motion by Ed Williams
3.  Unanimous approval

1.  Motion to approve with change of Board Secretary name to Janice Dickson made by Wendell Amos
2.  Second to motion by Todd Pickard
3.  Unanimous approval

Treasurer’s Report

1.  (Crystal Royall )Update of yearbook refunds: Refund checks have gone out to all who pre-paid with the exception of 12 kids with unidentified parents. Will attempt to ID these parents.
2.  (Crystal Royall) Recap of Golf Tournament: Considering the inclement weather, the league did well. 14 teams paid and 13 teams participated in the tournament. The 2nd and 3rd place teams gave back their winnings. We received favorable reports on the catering from Clark’s BBQ. Overall the League made approx. $2200.00.
3.  (Jennifer and Dana) Photography for Spring Season: Todd Pickard has already spoken with the photographer from L & G Photography. He was easy to work with last year and well organized. Jennifer will call him and check on his prices before a final decision is made. L & G will sponsor a

1. team. Will approve pricing at next meeting. Will discuss date for photos for Spring Season at Dec/Jan meeting
2. (Jennifer and Dana) Pumpkin Patch: Discussed possibility of having a pumpkin patch next Fall. Ed has volunteered to plant in May. Ed will need to be compensated for gas, fertilizer, etc. No formal vote taken.
3. (Crystal) Chicken Stew planned for 11/8/08. Discussed needed materials: need tent for event. Discussed whether WLL should purchase one, Rae has one that may meet our needs. Also need burn barrels and lighting. Todd can get 1 construction light for use during the chicken stew. Discussed the menu and prices. $5: All you can eat Chicken Stew, $5: Hot Dog, chips and Drink, $1.50 drinks. Discussed desserts, many volunteered to bake and contact Food Lion. Will sell individual portions. Crystal needs volunteers for set up on Friday and serving during the event. A Blue Grass Band will play from 6 – 8 pm. Advertising: 750 flyers have been printed, members will pass out in the community. Crystal will also arrange for advertising on radio stations, 93.1, and WSJS.
4. (Jennifer and Dana): Christmas Parade. WLL will have concessions during the parade at Love’s Church. Will move tents close to road. Plan to pass out flyers with WLL info: Spring Sign Ups, Website information, Girl’s Softball information. Discussed ideas for the Floats. Will discuss further at next meeting.
5. (Jennifer and Dana): January: Christmas Tree Recycle: Discussed that this would provide mulch to be used on the grounds. Will plan to advertise: $15 fee to pick up trees. Discussed opening the park. Todd will be able to get a wood chopper at no cost. Will give flyers to the Christmas Tree tents in Walkertown and Kernersville to advertise this fundraiser. Will finalize/approve at next meeting.
6. (Jennifer and Dana): February: Signs Ups, Raffle. Will plan on raffle to raise money. Will discuss further.
7. (Jennifer and Dana): New Ideas: Concessions at LJV Coliseum: Members were given written information regarding Aramark’s concessions. We would need 8 person teams (3 teams of 8, or 24 people), WLL would make 10% of profits with potential fo $800-1000 profit/month, must work 2 events/month minimum. Discussed that we would need group leaders, each team member must purchase a $12 T shirt. Discussed tip jars…ho does the money go to?

Equipment/Field Maintenance

1. Mike Lowe discussed need for net behind pitching practice area beside batting cage. Discussed size of net needed and prices he had investigated. He found the best prices on the Line Drive website: $204.00.
2. Motion to approve the purchase in November after the fundraiser by Crystal Royall
3. Second to motion by Daniella Bunting

1. Mike Lowe discussed the sign renewal fee. In the past, WLL makes appox. $150-200 on each sign. With the current economy, Mike proposed that we decrease the sign renewal fee from $250 to $200.
2. Motion to approve by Todd Pickard
3. Second to motion by Karen Watson
4. Eugene Sheppard is absent today. Will discuss equipment issues at next meeting.

New Business

Board Member Responsibilities

1. Todd Pickard discussed each individual board members responsibilities. He stressed that each member should try to make as many meetings as possible and be involved.
2. Crystal emphasized the need to check e-mails regularly.
3. Longer discussions involved the new extra positions: Player Agent Coordinator: Be very involved in All Stars, coordinate everything with other player agents, handle issues that arise. Concessions x 2: 2 positions needed with new concession stand. Discussed needing groundbreaking ceremony. Softball Player Agents: Will interleague with Kernersville, will be unable to order equipment until after sign-ups. Discussed moving up dates to 1/24, 1/30, 2/7/09. Players can sign up through the 2nd week of the season. Discussed need to make the community aware of WLL Softball. Will need flyers to schools before winter break, flyers to area churches, preschools. Much discussion about softball interleagues, possibility of interleaguing with Walkertown Softball. Safety Officer: Discussed need to have Paramedics/Rescue Squad come to the park. Also getting local Law enforcement involved. Discussed special parking spaces for them. Discussed First Aid Kits. Walkertown Pharmacy has agreed to give good deal on supplies.
4. Sponsorship/Grants: (Mike Lowe)Discussed need for more sponsors. Also discussed if Landscapers who have signs up do additional significant work for the complex will this be sufficient for the Spring Sign fee. Discussed the different landscapers, no vote taken. Mike asked that if a Board Member is working within their defined roles is it o.k. to make decisions regarding WLL if the decision does not cost the League any money. Todd discussed this subject with Mike, this is probably o.k., advised to call with specific situations as they arise.

Miscellaneous Items

1. Parking Lot project. Discussed need to make parking lot a priority this winter. Parking situation was crazy this past year. Will be good project for workdays – will need to schedule. Keith can get railroad ties, Ed can get concrete/rebar. Will discuss further at next meeting.
2. Incident on 10/12/08. Crystal Royall discussed incident when no one from WLL was in the complex (Kernersville team vs. Walnut Cove Team). Someone from WLL needs to be in the complex at all times. There have been problems with the lock at the gate. Discussed need for regular maintenance. Rebecca Warren took care of maintenance most recently.
3. Porta Johns: Crystal discussed that the league has not been billed for porta john use since 4/08. The new company is Route 24 and they will clean every Wednesday or Friday at the same rates.
4. Tax Time: Crystal Royall is taking care of taxes.
5. Motion made by Crystal Royall that Keith Ward be made an honorary board member. Second to motion by Mike Lowe. Unanimous approval by the entire board.
6. New Bat Rules: Crystal Royall discussed the new Little League bat rules. She will e-mail the Board Members with the exact information.
7. Concession Stand Duty. (Evan): Discussed that concession stand duty can be volunteer only. We cannot pay someone if proceeds go to WLL. Discussed more involved duties of cooking, cleaning. Will need checklist to meet Health Dept. standards. Will need participation from all

1. divisions of WLL, from T-Ball to Big League to keep the concession stand staffed, stocked, and cleaned appropriately.

WLL Constitution Review and Update

1. WLL Constitution reviewed by all board members and discussed.
2. Motion to approve as written with change of date on page 1 and last paragraph by Karen Watson
3. Second to motion by Crystal Royall.
4. Janice to e-mail WLL Constitution with final changes to Crystal for signatures.

WLL Local Rules Review and Update

1. Rules #1 – 10 were reviewed, discussed and updated as needed.
2. Rule #1: Wording change: Saturday to Weekend
3. Rule #2: Wording changed to the following: If rainy weather exists, teams must report to playing fields on scheduled game days unless notified by the Team Manager or Coach in advance. The Field Manager, the President, or one of the Vice Presidents are the only persons authorized to cancel games. One of these authorized individuals will notify the Player Agents via email and website updates of cancellations (Player Agents without email should notify the league president for phone call cancellations). The Player Agents, in turn, are responsible for notifying Managers of game cancellations. If time and or weather changes allow, every effort will be made by the Player Agent to notify Managers and Coaches by 4pm on weekdays and one hour prior to scheduled game time on weekends. The President will reschedule rainouts on the next available day.
4. Rules # 3 – 10: Reviewed and no changes made.
5. Rule #11: Will begin discussion/review at next board meeting.

Adjourned at 5pm.

o improvements have been made on playing surfaces on all fields and common grounds

o Sprinkler systems have been installed

o Town of Walkertown is in discussions with league on desired improvements. Town has been in

o Playing equipment updated in major through senior divisions

o With the switch to Bermuda grass the league will need to look at purchasing a mower to keep the

o Currently have a leak in the tball field hydrant. Ed to repair Monday morning.

o Sprinkler times have been reduced to 10 minutes

o Mower purchase: Ed indicated Greensboro Bats selling equipment from old stadium on Saturday.

o Ernie Josey indicated he and brother were willing to repair dugouts if that were still the plan.

o Addition of softball to little league – Todd has contacted current softball association who has

o Concession Stand coverage – having a very difficult time in teams covering their designated

• Motion to approve by Joyce Shipley

• Second to motion by Bob Cranfill

• Unanimous approval

• Todd reviewed the voting process per the WLL Constitution. The current board currently has 16

o President

o Vice President Baseball – 2 positions

o Vice President Softball

o Secretary

o Treasurer

o Player Agent Coordinator

o 7 Player Agents (Softball, Tball, Machine Pitch, Minor, Major, Junior, Senior/Big League)

o Equipment Manager – Softball

o Equipment Manager – Baseball

o Fundraising Managers – 2 positions

o Concessions Managers – 2 positions

o Safety Officer

o Grounds Manager

o Sponsorship / Grants Manager

• Motion for 23 board positions in 2008-2009 made by Mike Lowe

• Second to motion by Bob Cranfill

• Discussion: Joyce indicated need to split Senior and Big League player agent into 2 separate

• Mike Lowe withdrew motion from the floor

• Motion for 24 board positions in 2008-2009 made by Joyce Shipley

• Second to motion by Greg Wilson

• Unanimous approval

• Names of nominees and volunteers listed for review. Each member instructed to vote for no

• Ballots were assembled and counted by Karen Watson and Renee Freeman

• 2008-2009 Board Members elected are:

o Rae Amos

o Wendell Amos

o Clark Bunting

o Daniella Bunting

o Bob Cranfill

o Kim Crews

o Lori Decker

o Eric Freeman

o Joni Hall

o Shannon Haynes

o Mike Lowe

o Dana Murphy

o Evan Murphy

o Todd Pickard

o Mike Rothrock

o Crystal Royall

o Jennifer Sell

o Eugene Sheppard

o Joyce Shipley

o Mark Waggoner

o Rebecca Warren

o Karen Watson

o Ed Williams

o Bobby Wolfington

o 24 elected members met to vote and elect board positions. After successful discussion and

o Board members will assume duties October 1, 2008

• Motion to approve as written made by Greg Wilson

• Second to motion by Shannon Haynes

• Unanimous approval

• Motion to approve by Mike Lowe

• Second to motion by Eugene Sheppard

• Unanimous approval

• Team, individual nor action shots were taken during season of Machine Pitch and Minor division

o Yearbooks were sold with the understanding of a 5 x 7 team photo , individual and action

o Can’t use spring photographer’s photos for team and individual unless we purchase the

o Suggestion to take action shots during fall and give parents option of using these or a

• Motion by Karen Watson to be honest with parents who purchased yearbooks from these

• Second to motion by Greg Wilson

• Unanimous approval

• Tournament scheduled for September 27 at Pine Knolls

• Mike to continue working on sponsorships.

• Still need a committee to help plan

• Suggestion not to allow alcohol since it’s a little league sponsored event. Discussion this is a

• Golf committee to meet August 24 at 3:00 pm at the complex to finalize the event.

• September – carwash locally provided water restrictions not in place. Crystal looking for

• October – provide 4 people from 6:00 pm – 12:00 pm all 10 nights of the fair in the Walkertown

• November – some type of dinner (spaghetti, etc)

• December – Parade and sell concessions

• Complex still does not have any type of severe weather detection system. Suggestion the best

o Rick Jernigan will purchase an air horn for notification to field participants

• Advertising Board – Eugene will have complete before fall season begins

• Eugene requested to use G & G Enterprise for fall shirts. Okay with board. Order to be placed

• Bob suggested Managers and Coaches have a gray shirt that indicted Volunteers. These could be

• Motion by Mike Lowe that Coaches, Manager and Board Members have gray t-shirts with

• Second to motion by Bob Cranfil

• Unanimous approval

• Interleague schedule – unsure if Todd has confirmed this. Indication that North and Walnut Cove

• Continuous batting lineup in majors for fall only: -

• Motion by Mike Lowe to allow Major division to bat continuous order in fall when playing

• Second to motion by Bob Cranfil

• Unanimous approval

• Karen needs directional signs to post around the church to direct attendees. Crystal volunteered

• Current Board recommends the following 23 positions to the general members:

o President

o VP for Softball

o 2 VP for Baseball

o Secretary

o Treasurer

o 7 Player Agents: Softball, T-ball, Machine Pitch, Minor, Major, Junior, Senior/Big

o Player Agent Coordinator (head Player agent)

o Softball Equipment Manager

o Baseball Equipment Manager

o 2 Fundraising Managers (one head and one assistant)

o 2 Concession Managers (one head and one assistant)

o Safety Officer

o Grounds Manager

o Sponsorship / Grants

o Extra 7 positions needed with addition of softball division.

o Suggestion to have 1 VP per 10 teams. Left at 2 in baseball for now as other members

o Player agents – suggestion player agent not serve in same division as their child or their

o Player Agent Coordinator – person would head up Player Agents. One primary

o Grounds Manager – one person to head up projects and needs and form a committee of

• Condition of the Local League – Todd or his designee is responsible

• Summary of funds received and expended by league in previous year, current funds, name of

• Whole amount of real and person property owned by the League, location and where and how

• Preceding year, the amount and nature of property acquired with the date of report and manner

• Names of persons admitted to regular membership in the league – Karen responsible

• Karen has received a few nominations and people who have volunteered to have their name

• Much discussion on whether travel teams should be allowed to use WLL fields for practices

• Travel teams should be supporting league in some form, some felt playing in spring but not fall

• rent fields to the team for practices

• charge each child on the team the fall fee for use of the fields

• Discussion tabled for incoming board to make decision on who can use and in what manner

• Complex closed Sept 27 for field workday

• Need ventilation in concession stand for all equipment to function properly. Greg Wilson will

• Eugene has been approached to have a shirt made in memory of Brian Pack with his name and car

• Food for Julie Pack and family: league will take a meal to the family within next 2 weeks.

• Motion to approve as written made by Mike Lowe

• Second to motion by Crystal Royall

• Unanimous approval