Hingham Little League Board of Directors Meeting

January 3, 2005

Hingham Recreation Center


Meeting Minutes

The twenty fifth 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, Joe Craven, Tim Driscoll, Melissa Flanagan, Joe Granatino, Mark Igo, Bob Keyes, Rick Linehan, Rich Magner, Tia Mastromatteo, Owen McConville, Elliot Sherman, Steve White


Absent: Bruce Corwin, Paul LeBlanc, Mike Letorney, Rick West, Tim Zyrkowski


Opening Discussions

President Rob Blomberg opened with a high level review of the full agenda and wishes for a successful New Year at 7:35 pm.

Secretary’s Report

• Approval of Meeting Minutes from 12/6/04 Meeting

o Minutes approved with no changes, to be posted by Tim Driscoll


Treasurer’s Report

• Current Balance

• Outstanding Expenses

o Beacon Sports

o Other expenses


The current balance is ,454.43, with outstanding expenses expected for the field and fencing work owed to the vendors. Additional expenses will be incurred for materials and labor for roofs on the dugouts at Haley. Rich Magner and Bob Keyes will follow up with details regarding design, materials, and potential vendors to complete this work. Note that the benches will require a setback design to protect the fences.


We will also give Iaria Bros a sponsorship and appropriate recognition to them along with Hingham Lumber and Sports Partnership when the time comes, along the lines of "These dugouts were built by the Hingham Recreation Department with the generous support of Hingham Lumber Co., Iaria Bros., Hingham Sports Partnership and Hingham Little League".


Rich Magner has agreed to have Hingham Lumber donate the lumber materials for the roof and benches and he thinks he will have a contractor who coaches a team volunteer to do the work.



The total expense from Beacon Sports for 2004 was ,792.05. The remaining balance of ,049.05 has been paid, minus the 00.00 sponsorship credit to Beacon. The cumulative expenses leave us with a remaining balance of approximately ,000.


A request was made by Mark Igo for copies of purchases from Beacon for the Equipment Committee for benchmarking this years expenses. Elliot Sherman will provide copies of the bills.



• Finalize selection of bank account for 2005 Hingham Little League


Mark Igo provided an update of discussions with Citizens Bank, and they are willing to service the HLL account with no additional fees. They offer support of online banking services which is a big plus if we decide to use them. Bill Musselman was noted as our contact person.


Bob Keyes pointed out that service from Hingham Institute for Savings has been fine, and the fees charged are minimal, however they do not have the option to provide commercial online services.



Mike Letorney followed up with contacts at South Shore Bank, and they are also willing to support our needs. It was noted in discussion that there are no local branches for us to support our activity.



A motion was made and passed to inquire further with Citizens Bank to service the account, and to invite Bill Musselman to our next meeting to review their services. Bob Keyes, Mark Igo, and Elliot Sherman will follow up.



• Need to create a detailed balance sheet for the 2005 year



Rob Blomberg has received feedback from Board Members suggesting that it would be beneficial to provide a more formal balance sheet at subsequent Board meetings. Discussion ensued regarding the use of Quicken Books for this purpose; Bob Keyes will work with the program and report back on progress at the next meeting .



Business Related Issues


• Local Little League Business Filings and Topics

o Articles of Incorporation-Renewal

o

Expired 10/31 and need to be filed, to be prepared by the accountant


o Public Charity Filings

 Use of CPA Gladstone



Alan Gladstone was contacted and quoted 0.00 to prepare the tax return, audit report, public filing and secretary of state filing, and we will proceed with his services. Joe Craven offered to take a look at the 501 (3) c form and take a stab at completing it to save on expense, he will report on progress at the next meeting



o Insurance Fees and Options

 Part of Charter Renewal Registration

o Population Waiver

 Letter needs to be updated and forwarded



Rick read a copy of last year’s request. Rob will update and forward to LL. There was some discussion regarding possibility we don’t qualify. It was decided that if this the case, we should be prepared to set up 2 leagues.



• Hingham Rec Department Permit

o Permit available in 3/05

o Further discussion on fields tabled until Grounds Committee Report



• National Little League Business Filings

o Charter Application

• Renewal due in 5/05

o Charter Fees

• Part of insurance application



Both of these items can be put on hold for now, not due until May



• Audit of 2003/2004 HLL Financial Results

o Use CPA Gladstone

o Schedule a date for the audit

o Communicate the results of the audit



As above, agreed to use Gladstone’s services. Timing and results of audit to be determined



New Business



• Player Registration-Membership Committee Report

o Determine Chairperson(s)

• Rick Linehan and Elliot Sherman are Co-Chairpersons

o Update existing HLL Player Database

o Player Registration Fees for the 2005 Season have been determined and the Registration Form has been updated and is on the HLL Website

o Registration Dates

• Hingham Rec Center will be used

• Registration Dates

• Saturday-1/22/05 from 12:00 pm – 3:00 pm

• Monday-1/24/05 from 6:00 pm-8:00 pm

• Registration by mail will be encouraged

• Create spreadsheet for volunteers at registration sessions



Rob suggested we’ll need at least 6-8 volunteers from the Board to assist in the process. Signups and further discussion of what needs to be done and by whom will be discussed at the next meeting. Rob will be added to this committee.



• Mailing of Registration Packet

o Target of early 1/05 for mailing

o Use Carol Ryan



Melissa discussed options with Carol Ryan. Mailing a complete packet would be more expensive than sending a postcard. It was decided to use the postcard format, with information about the registration date as well as directing them to the website where the Registration Form, Medical Consent Form, and Volunteer/CORI forms can be downloaded and mail in registration encouraged. Carol Ryan will only send 1 card per family.





Discussed issue regarding Birth Certificates requirement. It was agreed that any player previously enrolled does not have to submit a Birth Certificate as many of them are on file already. All new players must provide copy of Birth Certificate.



Mark Igo agreed to assist in the printing of the postcards.



o Communicate Registration Dates

• Articles in Hingham Journal



Melissa has submitted the registration announcement to the Hingham Journal for publication on January 6th, 13th, and 20th. See text below



HINGHAM LITTLE LEAGUE 2005 REGISTRATION



The Board of Directors of Hingham Little League is pleased to announce that registration for the 2005 season will take place on Saturday, January 22nd. from noon to 3 p.m.and Monday, January 24th. from 6 to 8 p.m. at the Hingham Rec Center. The following forms must be submitted, along with a check for the appropriate fees: Registration form, Medical Release form, proof of residency, and a copy of a birth certificate(any player previously enrolled does not have to submit a birth certificate) The league fees and age eligiblity are noted on the Registration form. Any person interested in volunteering to either manage or coach a team must also submit a Volunteer Application.

The Registration form, Medical Release form and Volunteer Application, as well as membership forms, can all be downloaded from the Hingham Little League Website under "downloads" at www.hinghamlittleleague.org . These forms can also be found at the elementary schools, Middle School, Library and Rec Center.

Registrations may also be mailed to P.O. Box 569, Hingham, MA 02043. The deadline for mail-in registrations is January 31st.

Hingham Little League membership is open to all Hingham residents for a small dues fee noted on the form regardless of whether you have a child playing in the program. Membership gives residents a voice and vote in the direction of the program at the annual meeting but is not required for a child to be eligible to play.

Visitors to the Hingham Little League website will also find the e-mail addresses for the Board Of Directors. Families are encouraged to contact board members with any questions or concerns about the 2005 season.

o Encourage use of HLL Website

o Articles written by Melissa?

o

• HLL Website

o Already updated



Discussed other vehicles to get the word out about registration. Melissa will coordinate sending to the schools (South, Foster, PR, Derby, St Paul’s, Middle School) as well as at the Rec Center. Hopefully we can get a mention in their newsletters in addition to posters.



Discussed utilizing Comcast Cable to post on the town channel news script. Joe Granatino offered to contact them and follow up.





• Sponsorships and Donations-Committee Report

o Determine Chairperson(s)

• Melissa Flanagan and Tia Mastromatteo are co-chairpersons

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

• Identify returning sponsors



Melissa distributed a list at last meeting. Most majors are 3 year term; Gilbert Trash and Stoddard Electric will most likely renew, await paperwork. There are a couple of non-payments from sponsorships in 2004 that will be followed up on, and determined we’d give them an opportunity to pay. If not, we’ll revoke opportunity to be sponsor this year.

Rob, in his role as HLL President, will write letters to any of the sponsors from 2004 who still have not paid the balances owed from 2004.



o Review rates charged in 2004/Recommendation on Rates for 2005

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

All rates will remain the same

o Review sponsorship packet created in 2004

• Identify any potential changes that need to be made

No changes required.

• Review Various Options For Sponsorships in 2005

• First Option of Renewal, etc.

o Discuss Other Issues

• 501 (c) (3) form

• Required for Verizon sponsorship



Discussed that it would beneficial to have a “Sponsors Table” set up at registration to encourage new sponsorships based on needs. Will have to determine before registration date.



• League Rules and Local By-law Issues



o Major League Committee Report

• Determine Chairperson(s)

• Joe Granatino is Chairperson

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

• No changes to playing rules recommended

• Make recommendations to the Board regarding:

• Age limitations and restrictions

o All 12 year olds automatically in Majors

o In 2004 all 12 year olds could only play Majors

 This is a Little League requirement

o Limitations on number of 10 year olds in Majors

 In 2004 it was a maximum of three per team

Discussion on number of 10 year olds in Majors, it was determined that we need to know how many 11 and 12 y/o’s will be registered before making a decision.

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

o In 2004 only wooden bats were allowed



Several minutes of discussion on this topic. It was noted that

o HLL is one of a very few programs that prohibited metal bats last year

o There is a perceived disadvantage when our teams play in other Little League sponsored tournaments and with our summer leagues

o Many comments regarding the “broken bat syndrome” where kids just don’t like the feeling many of us can recall. Many kids just did not swing, and that is not conducive to fun and learning the game

o Replacement of broken bats incurred additional equipment expense

o Question of safety factor – Owen pointed out that statistically no evidence suggests that use of metal or wood bats increases or reduces risk of injury. In fact, safety measures such as face masks for batting helmets and use of safety baseballs have a positive impact.



After deliberation, the Committee recommended that HLL allow metal bats for 2005. A motion was made and passed to allow metal bats for 2005 for Major League.



Further comments – the equipment committee noted that we have wooden bats in stock. It was agreed that these will be supplied to all teams, metal bats will not be provided this year by HLL. If the kids want to use them, they will need to supply their own.



o 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

Committee recommended to not redraft Major teams for the 2005 season. Motion was made and passed by vote to not redraft Major teams for the 2005 season.



Further comments – this measure applies only to the 2005 season and can/should be revisited every year.

• Other topics



o Minor League Committee Report

• Determine Chairperson(s)

• No report, no committee members present

• 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

o Some 11 year olds will play in Minors

o 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 As noted for Major Leagues, it is presumed metal bats will be allowed in Minors as well, but will await recommendation of committee at next meeting.

• Other topics



o Farm League Committee

• Determine Chairperson(s)

• Tim Driscoll is Chairperson

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

• No changes to playing rules suggested

• Make recommendations to the Board regarding age limitations and restrictions

• Issue of younger players in Farm League

o Will revisit after registration numbers are in

• 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 No change



o TBall Committee

• Determine Chairperson(s)

• Mark Igo is Chairperson

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

• Rules have been updated and posted to website



• Manager’s Committee Report

o Joe Craven-Chairperson

Joe provided minutes of the coaches committee meeting held December 18th. Email was sent to prospective coaches to ascertain interest level as part of the selection process. Need to include “Coaching Interest” in ad for registration – Melissa; single page form for potential coaches/managers at registration.



o Review data base of 2004 HLL Managers and Coaches

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

• Reviewed numbers; likely oversubscribed at Majors level, depending on registration likely to need managers at Minor level, clearly need more managers at Farm and Tee Ball levels

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

• Person by person review, review at each level, process may include interviews of potential managers.

• 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

• “How to Run a Practice” – Potentially SSBC

• Boys of Baseball is scheduled for two visits in 2005 (May and September) and will be part of the Advanced Training for Managers and Coaches

• Practice manual for HLL – specific drills and practice plans

• Two teams on a field practice sessions

• Coaching Philosophy – This is about development – avoid “win at all costs’ mentality – particularly at minor/farm levels

• Zero tolerance policy/commitment from coaches re: umpires



• Equipment Committee Report

o Determine Chairperson(s)

• Rick West is Chairperson

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

• Will also need to create budget

o Determine what equipment needs to be replaced

• Still to be determined

o Consider potential vendors for ordering equipment

• Still to be determined

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?



Discussion ensued; a motion was made and passed by vote to provide pants and socks at the Major League level only.



o If the Challenger Division is implemented in 2005 additional equipment and uniforms will need to be ordered for this group



• Umpire Committee Report

o Determine Chairperson(s)

• Rich Magner is Chairperson

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

• Recommendation to keep the rate the same as 2004



There was some discussion regarding possibly using adults to supplement the pool, (maybe BOD?), will be investigated further.



An issue was discussed regarding the need to have ALL umpires fill out and sign a Volunteer / CORI form prior to them becoming eligible. Rich to follow up.



Need to order rule books for the Umpiring Staff.



• Challenger Division Report

o Determine Chairperson(s)

• Chairs are Rob Blomberg, Joe Granatino, Tia Mastromatteo

o Requirements for the Program

• Identification and number of players

• Joe spoke with Director of Special Ed in Hingham. They are excited about the prospects and willing to help. Possibly up to 200 children may fit the profile in town. Will continue to gauge interest and communicate with the parents through newsletter of the Parents Advisory Committee

• Criteria-Within Hingham vs. Outside of Hingham

• Discussed -- agreed to keep primarily within Hingham at least for the first year to evaluate program but will not turn away players from other towns



• Schedules and Fields

• Discussed Sundays, possibly PAL field. Some debate over timing, to be determined later on



• Uniforms and equipment

• To be issued

• Impact on insurance

• Fees

• per team, should not be an issue

• Funding

• Possibility to utilize a grant, Elliot and Rob to investigate parameters

• Playing Rules

• Use of Modified Farm League or T Ball Rules?

• Communication of the program

• Hingham Journal

o Melissa to follow up

• HLL Website

o Mark to follow up

• “Buddy List”

• Players allowed to have a buddy of equal or older age to help player field and bat. Discussed potential of other HLL players, possibly High School students, etc.

• Parental and Volunteer List

• Will need commitment of parents and volunteers

• Handicap Rest Room issue

• Rob suggested we could have Handicap Accessible Port-a-potties at the fields to cover this issue



Also discussed Registration form and process. A section listing the Challenger Division will be added to the HLL Registration Form. During the registration process on 1/22 and 1/24 a separate Registration Table will be set up for the Challenger Division. Brochures will be available and HLL BOD members will be available to answer questions regarding the Challenger Division. The outstanding issue is the charge for the Challenger Division.



• Buildings, Property and Grounds Committee Report

o Cliff Boyle and Tim Zyrkowski-Co-Chairs

o Status of Existing Playing Fields-Haley, Hersey and PAL Fields

o Potential expansion to other fields

o Status of discussions with Hingham Softball, Hingham Rec or other groups regarding additional fields



Cliff provided a brief update on conversations with Hingham Girls Softball, they use South, Foster, and PR on M-W-F, that’s it. Note that Hingham Men’s Softball has had Foster School permit as well. Will need to continue to work with the Mr. S. Fields at the School department to get a better handle on what may be available.





• Social Committee Report

o Determine Chairperson(s)

• Melissa Flanagan and Tia Mastromatteo are Co-Chairpersons

o Identify potential fundraisers

• Golf/tennis tournament

• Couple of dates identified in April and May. Discussion followed and consensus was this is a busy time and perhaps a September date might suit us better. Will continue to investigate

• Dinner/dance

• Other suggestions

• Texas Holdem Poker night





Old Business



• Calendar of Events

o Create upcoming Calendar of Events

• Elliot compiled a first stab at a calendar of events

• Responsibility for the Calendar

• Rob will work with Elliot

• Pressing need to determine tryout dates, dates for various meetings at the schools and Opening Weekend determination, to be discussed at next meeting

• All asked to find out dates for School plays/concerts/etc that are normally scheduled at these times.

• Need to add Umpire Registration night in late April



• Hingham Little League Website

o Additional content for the HLL Website

o Access to website

• All Board of Directors members have login access to the site, same un/pw as last year. If you don’t/didn’t have one, email Mark Igo for access.





• Further Consideration of Baseball Options Within Hingham for Players Older Than 12 Years old

o At the 12/6/04 HLL BOD Meeting the HLL BOD affirmed that there is no interest in offering baseball options for players age 14 and older

o At the same time there was ongoing interest in determining what potential baseball programs Hingham Hull Babe Ruth might offer to the Hingham 13 year olds.

• Status of followup discussions with Hingham Hull Babe Ruth

• No report – Babe Ruth meeting not held yet, report next month from Mark.



• Establish Dates for Upcoming Meetings

o Potential dates

• Monday 1/17/05

• This is a Holiday, several not able to make it. Moved to Tuesday 1/18/05

• Monday 2/7/05

• Monday 3/7/05

• Monday 3/21/05

• Monday 4/4/05

• Monday 4/11/05

• Monday 5/2/05

• Monday 5/16/05

• Monday 6/6/05

• Monday 6/20/05

• Monday 7/11/05

• Monday 8/8/05

• Monday 9/12/05

• Monday 10/3/05

• Monday 10/24/05 (Annual Meeting)





• Other Old Business

o None



• New Business

o The next meeting will be held on Tuesday, January 18th at the Rec Center.



The meeting was adjourned at 10:08 pm.