Hingham Little League Board of Directors Meeting

Minutes of December 6, 2004

Hingham Recreation Center



The twenty fourth meeting of the Hingham Little League Board of Directors was

called to order by President Rob Blomberg at 7:35 pm.



Present: Rob Blomberg, Cliff Boyle, Bruce Corwin, Joe Craven, Tim Driscoll, Melissa Flanagan, Mark Igo, Bob Keyes, Paul LeBlanc, Mike Letorney, Rick Linehan, Tia Mastromatteo, Owen McConville, Elliot Sherman, Rick West, Steve White, Tim Zyrkowski



Absent: Joe Granatino, Rich Magner



Opening Discussions



President Rob Blomberg opened with a high level review of the agenda. Rob suggested that we strive to utilize the committee concept more this year than last, when out of necessity with establishing the new league most matters were discussed in detail at the board level. The goal is to have the committees provide their reports at the board meeting in a more structured fashion to optimize the effectiveness of the committees.



Secretary’s Report



Minutes of November 22nd Hingham Little League Board Meeting were distributed by Secretary Tim Driscoll for acceptance. One change noted is the addition of Rob Blomberg as a member of the Umpire Committee (as President, ex-officio is part of this committee). A subsequent addition was to assign Tia Mastromatteo to the Social Committee. A motion was passed to accept the minutes of the November 22nd meeting with these changes. Tim Driscoll will post the minutes to the web site.



Financial/Treasurer’s Report



Bob Keyes provided an update on the account balances. The current balance is ,500.00. For expenses, work on the fields is proceeding as scheduled, we owe the fence company and contractor for field improvements being completed this week. There is an outstanding bill from Beacon Sports that is being finalized, approximately ,400, minus their sponsorship credit. Elliot Sherman and Bob Keyes will work with the vendor on finalizing the account with Beacon (equipment, uniforms, etc) for the 2004 season. The cumulative expenses leave us with a remaining balance of approximately ,000.



Discussion regarding the choice of banks to service the needs of the league followed. A primary need was expressed in that we should establish a “Merchant Account” with our banking partner for the purpose of fulfilling Online Services (credit card payments etc.) for future plans for the organization. It was noted that there are difficulties in setting up a favorable arrangement with a local bank for such an enterprise, and that we have not encountered any issues with the current holder, Hingham Institute for Savings, in the inaugural year.



After further discussion, a motion was made and approved to seek information on banking arrangements with several local banks including Hingham Institute for Savings, Citizens Bank, South Shore Bank, and possibly others, to investigate options favorable to the organization. Mike Letorney, Mark Igo, and Bruce Corwin volunteered to reach out to their contacts at the banks and report back on options at the next board meeting.



Business Related Issues



• Local Little League Business Filings and Topics

o Articles of Incorporation – Need to be filed annually, we were covered through fiscal year ended Oct 31, 2004, now need to file for the next fiscal year 2005, need to finalize in the next few weeks. Rob will follow up with Rick Linehan on the details and fill out the appropriate forms

o Public Charity filings – to be done thru accountant, to be hired, to be done as part of the tax return process. Discussion followed as to options for an accountant to work with. It was decided to utilize Mr. Gladstone, as he is familiar with the process of doing such work for local Youth Organizations. It was further discussed that we investigate if he can assist with the 501(3) (C) paperwork. Elliot will contact Mr. Gladstone and inquire about associated costs, and to help coordinate a meeting with Bob Keyes to discuss details and costs.



o Insurance Fees and Options

 In 2004 the HLL Board voted for Director’s and Officers, Crime and General Liability Coverage

 Last year insurance was purchased thru Little League. The rates are favorable and there were no issues. A motion was made and accepted to continue to utilize Little League for D&O, Crime, and General Liability coverage

o Population Waiver

o Discussion regarding population waiver. By Little League rules, towns with over 20,000 are required to have 2 divisions. We applied for and were granted a waiver last year as we are close to the limit. A motion was made and passed to file again this year for a waiver. Rick, Rob and Tim D are to follow up with the filing of the Population Waiver.

o Hingham Rec Department Permit

o We are okay on the permit through March, and have some time before needing to renew for next year, should not be a problem. Discussion followed regarding potential for additional field locations such as South School. Issue of fields directed to the Grounds Committee to further research and to investigate the fields we’d be interested in. Additionally, we will inquire to work together with the Hingham Softball League to see if we can make mutually agreements regarding scheduling. It was decided that Cliff Boyle will chair the Grounds Committee, and with help from Tim Zyrkowski will report back to the board at the next meeting.



• National Little League Business Filings

o Charter Application

o Charter Fees

o Forms need to filed, due in May with a fee of approximately ,500. Rick and Elliot are to follow up on the process.



• Audit of 2003/2004 HLL Financial Results

o Select an auditor

o Schedule a date for the audit

o Communicate the results of the audit

o Discussed the need for a ‘sampling audit’ to ensure we are managing the organization according to fiduciary standards. A motion was passed to seek assistance from Mr. Gladstone on this process as well, seeking recommendations on our handling of receipts, backup bills, etc. so we meet the necessary requirements. Bob Keyes to follow up as part of his meeting with Mr. Gladstone.



New Business



• Player Registration-Membership Committee

o Review Existing Player Database

o Establish Player Registration Fees for the 2004/2005 Season

• HYB in 2003 (/Majors; all others)

• HLL in 2004 (-Majors; Minors and Farm; T Ball with a family cap of 0)

• Results of research of other area town baseball league fees to establish range

• Discussion regarding registration fees as the primary source of revenue to offset expenses followed. Research into registration fees of other towns were discussed, as well as registration fees for other youth leagues in the town were evaluated. We are in line with those structures as previously established from last year. A motion was made and passed for a slight increase in registration fees to offset expenses, primarily related to umpire costs and replenishing equipment. The motion was passed to raise the registration fee structure to the following: Majors ; Minors and Farm ; T-Ball ; families of 3 or more children in the program at 0.

o Revise Registration Form

o Registration form will be revised to reflect the new rates and the registration dates as follows.

o Select Dates for Registration

• Select multiple dates

• Use Hingham Rec Center for registration

• Encourage registration by mail

• Explore on line registration

• Create spreadsheet for volunteers at registration sessions



Registration dates -- we originally discussed Saturday January 22nd, 9:00 am to 1:00 pm. and Monday January 24th 6:00 pm to 8:00 pm for the walk in Registration. Upon further investigation, the Rec is available to us from 12:00pm to 3:00 pm on January 22nd, and the Monday date/time are okay.



We will be enlisting volunteers from the Board to facilitate the onsite registration process. Required information includes the Registration form, player Birth Certificate, Signed Consent to Treat form. In addition, we will provide Volunteer and Membership forms.



Discussion of Zero Tolerance form followed, and decided that it be handled between the manager and the parents prior to the season.



Additionally, the registration packet will be mailed to the entire mailing list, complete with the necessary forms, in hopes of having large numbers of registrations processed via mail to facilitate the process and cut down on waiting lines at the Rec. Center. The goal is to have the mailing out in early January and will require a group effort, with the assistance of Carol Ryan. Planning logistics for the mailing will be a key Agenda topic for our January 3rd HLL Board Meeting.



o Communicate Registration Dates

• Articles in Hingham Journal

• To be submitted by Melissa Flanagan

• Update HLL Website

• Mark Igo will update the Website with the pertinent information

• Review process for mailings to all returning players – as above



• Sponsorships and Donations

o Update database of 2004 sponsors at all four levels (Major, Minor, Farm and T Ball)

• Identify returning sponsors

• Review rates charged in 2004

• In 2004 rates were Majors-0/year or ,200/three years; Minors and Farm-0/year or 0/three years and T Ball-.

• Determine if any rate changes are warranted at any level

• Review sponsorship packet created in 2004

• Identify any potential changes that need to be made



Melissa Flanagan provided an update on 2004 Sponsorship. There is an issue regarding the 501(c) (3) form that is required by Verizon prior to payment that needs to be followed up on. There are a few sponsorships from 2004 that were not paid. Many of the sponsorships were signed on for 3 years and the fees collected. A motion was made and passed to have the Sponsorship committee report recommendations at the next meeting regarding rates, what is available, offer first options to the previous year’s sponsors, etc.



• League Rules and Local By-law Issues



It was requested by Rob Blomberg that each committee listed above get together to review issues as noted above prior to our next meeting (January 3rd) and report back to the board at that time. In order to accomplish this goal, it is very important that members of each committee take the initiative to ensure your committee(s) have the opportunity to discuss and prepare a report for the next board meeting. Emailing your colleagues on the committee would be a good first step. Additionally, each committee needs to appoint a chair (except for those committees with a chairperson already appointed by office) before the next board meeting. The following are guideline comments for issues facing each committee:



o Major League Committee

• Review current playing rules in Majors and determine if any changes need to be made

• Make recommendations to the Board regarding age limitations and restrictions

• All 12 year olds automatically in Majors

o In 2004 all 12 year olds could only play Majors

• Limitations on number of 10 year olds in Majors

o In 2004 it was a maximum of three per team

• Make recommendations to the Board on wood bat vs metal bat issue at the Major Level

• In 2004 only wooden bats were allowed

• Make recommendations to the Board on whether to redraft Major teams

• At the 10/04 HLL Annual Meeting the consensus of the members present was not to redraft the teams



o Minor League Committee

• Review current playing rules in Minors and determine if any changes need to be made

• Make recommendations to the Board regarding age limitations and restrictions

• Some 11 year olds will play in Minors

• Issue of 8 year olds playing in Minors

• Make recommendations to the Board on wood bat vs metal bat issue at the Minor Level

• In 2004 only wooden bats were allowed



o Farm League Committee

• Review current playing rules in Farm and determine if any changes need to be made

• Make recommendations to the Board regarding age limitations and restrictions

• Issue of younger players in Farm

• Make recommendations to the Board on wood bat vs metal bat issue at the Farm Level

• In 2004 metal or wooden bats were allowed



o TBall Committee

• Review current playing rules in TBall and determine if any changes need to be made

• Managers Committee

o Review data base of 2004 HLL Managers and Coaches

o Determine potential number of openings for Managers and Coaches at each

o Create process that will be used to evaluate and select Managers and Coaches

• Use Little League Approved Manager/Coach application

o Ensure CORI applications are completed and submitted by all prospective Managers and Coaches

o Explore potential intermediate or advanced training for Managers and Coaches



• Equipment Committee

o Use a database to identify existing equipment and uniforms at all four levels

o Determine what equipment needs to be replaced

o Consider potential vendors for ordering equipment



o Determine if HLL will make any changes to the uniforms that will be provided

• In 2004 we provided hat and shirts at all levels.

• In 2005 do we want to provide pants and socks?

• If so do we provide pants and socks at all levels?



• Umpire Committee

o Review umpire requirements, rules and expectations in 2004

• What changes or improvements do we need to make in 2005?

o Determine whether there is a need to make any rate changes for umpires



• Challenger Division

o Requirements for the Program

• Review with LL in Williamsport and at the District level

o Potential number of players

• Within Hingham

• Outside of Hingham

o Need to assess fields, equipment, impact on insurance

o Establish rates

o Communication of the program

• Hingham Journal

• HLL Website



• Social Committee

o Identify potential fundraisers

• Golf/tennis tournament

• Dinner/dance

• Other suggestions

• Note – Tia Mastromatteo has been added to this committee.



• Calendar of Events

o Create upcoming Calendar of Events

• Responsibility for the Calendar

• Elliot commented on progress of other programs (ie Walpole) where this is an effective communication tool, and we should try to reuse the best practices.



• Hingham Little League Website

o 2004/2005 Options

o Content on website

o Access to website



Motion was made and passed to retain bbi Marketing as our website host in light of the terrific job that was done last year. Comments on the website will continue to be subject to editorial review, and managers should be reminded of the purpose of posting scores (ie no value in boasting, just post highlights/all stars, and name and number of innings pitched). Review with the Managers Committee.



• Reconsideration of Baseball Options Within Hingham for Older Players-Junior League/Senior League/Big League

o After reviewing various baseball options for older players (Babe Ruth vs. Little League-Junior League/Senior League/Big League) the 2003-2004 HLL Board of Directors voted on a recommendation which would not expand baseball options in Hingham to include the various Little League options for players older than 12 years old.

o The vote taken at the HLL-BOD Meeting on 10/24/04 was advisory in nature and it was agreed that any further discussion on this topic should occur with the 2004-2005 HLL-Board of Directors.

o The question before the 2004-2005 HLL-Board of Directors is whether this new HLL-BOD wants to reconsider other baseball options for Hingham players older than 12 years old including the various Little League options



Discussion regarding the issue as summarized above took place. Rick Linehan provided an historical background of the issue and a brief recap of dealings with the BR league. A motion was made to not expand baseball option in Hingham to include the various Little League options for players older than 12 years old. A motion to table the vote on this motion was made, and a vote taken to hold off on a decision by the board until further information becomes available with the Babe Ruth board regarding the position on 13 year olds was taken. In favor 8, opposed 7. Held that the Board hold off on making a final decision on the matter until further information is available.



A motion was made and passed to affirm that this board is not interested in 14 and 15 year old player issues, but only focus on the 13 year old issue for the transition year.



• Establish Dates for Upcoming Meetings



The next Board Meeting will be held on Monday, January 3rd 2005 at 7:30 pm at the town hall, again in the South Room. Bob Keyes will reserve the room and confirmation will be sent as the date draws near.



• Other New Business



Bob Keyes provided an update on the status of the fields. The Hersey Field fence work is completed, although the field was chewed up from the equipment and will have to be addressed. The mounds and the dugouts are in good shape, nearly finished. The town took care of the leaves at Haley, and will be making improvements to the scoreboards.



Meeting was adjourned at 9:45 pm.



Action Items



What: Post revised Meeting Minutes of 11/22 to the website

Who: Tim Driscoll

When: As soon as possible



What: Finalize account balances with Beacon Sports vendor for 2004

Who: Elliot Sherman and Bob Keyes

When: As soon as possible, report back at next Board meeting



What: Gather information regarding banking options for the benefit of the Organization

Who: Mike Letorney, Bruce Corwin, Mark Igo will contact

When: Report back findings to the Board at next meeting if possible



What: Investigate details, fill out paper work, and file Little League Articles of Incorporation

Who: Rob will work with Rick on this issue

When: Within the next few weeks if possible. Must be done within 90 days, ie Jan 30



What: Contact Accountant Mr. Gladstone to discuss services related to filing tax return, 501(3)(c) filing, and auditing report

Who: Elliot Sherman and Bob Keyes

When: As soon as possible, report back at next Board meeting



What: Population Waiver request from Little League

Who: Rob Blomberg, Rick Linehan, Tim Driscoll

When: To be determined



What: Investigate options regarding additional fields for the program

Who: Grounds Committee, chaired by Cliff Boyle with assistance from Tim Zyrkowski

When: Report back to the Board on activity at next meeting



What: National Little League filings

Who: Rick Linehan and Elliot Sherman to investigate

When: Report back to the Board on activity at next meeting; ; forms need to be filed by May



What: Registration Process. Revise forms, plan for mailing, plan for Registration Day, revise website, post in Hingham Journal, flyers, etc.

Who: Multiple individuals as noted above

When: Primary agenda topic for the January 3rd meeting



What: Committee Reports and results of Chairperson nominee, as noted above

Who: All members of all committees noted above. It is imperative that members of each committee discuss issues related to your specific areas

When: Please be prepared to provide a report from the specific committees at the January 3rd meeting.



What: Report on the status of Babe Ruth issue regarding 13 year old options and possible next steps

Who: Mark Igo and Elliot Sherman

When: As soon as possible



What: Have an enjoyable Holiday Season!

Who: All

When: How about until January 3rd!