Hingham Little League Board of Directors Meeting
February 7, 2005
Hingham Recreation Center

Meeting Minutes

The twenty seventh meeting of the Hingham Little League Board of Directors was
called to order by President Rob Blomberg at 7:31 pm.

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

Absent: Joe Granatino, Paul LeBlanc, Rich Magner, Tia Mastromatteo, Steve White, Tim Zyrkowski

Opening Discussions

President Rob Blomberg called the meeting to order at 7:31 pm.

Secretary’s Report
· Approval of Meeting Minutes from 1/17/04 Meeting
o Minutes approved, to be posted by Tim Driscoll

Treasurer’s Report
· Current Balance - ,921, registration fees deposited
· Outstanding Expenses – Roofs for the dugouts at Haley and Hersey. Additional estimated expenses – Equipment 00 +, Uniforms ,000, Umpires ,000, Storage ,000, Trophy/printing/mailing, website ,000, Field usage ,000, and tryout rental ,000. Last year’s expenses were approximately ,000.
· Citizens Bank Update – No issues
· Status of detailed balance sheet for the 2005 year
o Use of Quicken or other product
§ Open, Bob to get assistance from Rick Linehan

Business Related Issues

· Local Little League Business Filings and Topics
o Articles of Incorporation-Renewal
o Public Charity Filings
o 501 (3) c Form
§ Update from Joe Craven – Work continues. Joe needs bylaws and budget information for form. Rob noted we need to send updated bylaws and new Board of Directors listing to LL HQ this year.
o Insurance Fees and Options
§ Part of Charter Renewal Registration
· Rick Linehan received form in mail and turned it over to Rob. We need figures from registration for costs/team, number of teams, etc. as part of the process
o Population Waiver
§ Rob has updated last year’s letter and is awaiting further numbers from registration prior to forwarding it to Don Whitman and Little League – Hold pending Registration figures

· Hingham Rec Department Permit
o Permit available in 3/05 - Tabled, not due until March
o Status of User Fees Decision By Hingham Rec
§ Update from Hingham Rec’s 1/25/05 Meeting
· .00 will be charged per player per team

· National Little League Business Filings
o Charter Application
· Renewal due in 5/05
o Charter Fees
· Part of insurance application
· Audit of 2003/2004 HLL Financial Results
o Will be completed in 4/05
New Business

· Player Registration-Membership Committee Report
o Rick Linehan and Elliot Sherman are Co-Chairpersons
o Status of update to existing HLL Player Database – New registrants being added to the 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
· Determine need for additional registration date
· Overwhelming response to registration, determined that it was not necessary to hold another session, see below
· Followup for outstanding issues related to missing birth certificates and medical releases
· On hold, address next meeting
o Establishment of New “Final” Registration Date
· Agreed to extend mail in registration date. Motion made and passed to extend deadline until March 1st, and to institute a late fee for any registrations received after this date. Additionally, any registrations after March 1st will be subject to availability of roster spots.
· Postcards
· In lieu of postcards, decision made to have Major League Committee to reach out and call those 12 yr olds who were expected back but have not yet registered to determine their status.
· Communicate Registration Dates
· Followup articles in Hingham Journal
Melissa will send to HJ for publication.
· Additional registration notices distributed in schools and the Rec Center
o Registration Counts
· Breakdown by age groups
· 11/12 ~ 153
· 9/10 ~185
· 7/8 ~ 210
· 5/6 ~ 147
· Challenger-1
The overall response was great and mail in registrations are still coming in.
o HLL Website
· Updated with all registration details including Challenger Division
· Tim to post notice on the Website.
o Use of Comcast Cable to promote registration

· Sponsorships and Donations-Committee Report
o Chairpersons are Melissa Flanagan and Tia Mastromatteo
o Update of database of 2004 sponsors at all four levels (Major, Minor, Farm and T Ball)
· Identify returning sponsors
· Melissa reviewed sponsorships. Majors are accounted for but plenty of opportunity in other divisions.
o Letters to 2004 sponsors who failed to pay sponsorship fees in 2004
· Rob forwarded letters on 1/24/05 to all three sponsors who failed to meet their 2004 sponsorship obligations (Harbor Financial, Square Café and Hingham Lions).
· There has been no response yet to the requests.
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
· Determine sponsorship rate for Challenger Division
o Review details of sponsorship packet for 2005
· Identify any potential changes that need to be made
o Melissa planning to send letters to previous sponsors detailing 2005 season. Requesting that sponsorship commitments be made by March 1st

· Review Various Options For Sponsorships in 2005
· First Option of Renewal, etc.
o Discuss Other Issues
· 501 (c) (3) form required for Verizon sponsorship


· League Rules and Local By-law Issues

· Player Agent Report
o Mike Letorney is Player Agent
o Tryout dates-3/19 and 3/20
· To be communicated. Tim to post on Website, Melissa to send to Hingham Journal. Discussed sending postcards with numbers stamped on them identifying tryout number. SSSC, both days 9:00 – 1:00 pm. 9 & 10’s Saturday, 11 & 12’s Sunday. Mike will determine specific schedules and times (i.e. A-Z, by number, what to do about conflicts, etc) including a possible third make-up session.
o Status of Draft
· Discussion of draft order at Majors and Minors
· Majors Friday April 1st 7:00 pm – 9:00 pm FOSTER SCHOOL CAFETERIA.
· Minors Sunday April 3rd, 12:00 pm -2:00 pm, Farm and TBall 2:00 pm-? HINGHAM RECREATION CENTER
· Follow LL rules, last place of last year picks first, go in reverse order of finish for Majors. Minors order to be determined by double draw out of hat, worked out well last year
· Discussion of Manager/Coach draft combination
o Not an issue. LL clearly mandates ONLY MANAGERS can draft players, no prospective coaches are allowed to participate in the draft
· Review of Little League’s version of red shirting
o Other Topics

· Major League Committee Report
o Joe Granatino is Chairperson
o Playing rules in Majors were left unchanged
o Age limitations and restrictions
· All 12 year olds automatically in Majors (Little League rule)
· Limitations on number of 10 year olds in Majors
· In 2004 it was a maximum of three per team
o Issue remains outstanding until registration is finalized
· Significant discussion on this topic ensued. Due to the large registration numbers, it is apparent we may have to increase the number of players per team in the Majors. Need a decision on number of 10 year olds in Majors. Discussed the distinct possibility that we may need to address numbers issue next year potentially with two leagues. An idea was discussed about creating an ‘intermediate’ league this year. A motion was made and passed to table further discussion on this matter until the next Board Meeting.
o Metal bats will be used in Majors
o Major teams will not be redrafted in 2005
o Safety Discussion
· Review of option of using batting helmet with face mask
o Other topics

· Minor League Committee Report
o Paul LeBlanc is the Chairperson
o Review current playing rules in Minors and determine if any changes need to be made
o 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
o Metal bats will be used in Majors
o Safety Discussion
· Review of option of using batting helmet with face mask
· Review potential use of “safety” ball vs. regulation Little League ball
· Reviewed merits of safety ball, Rob passed one around for show and tell. The discussion continued with the use of proper fitting of helmets, use of masks, etc. Clearly, further investigation is needed on this topic, whether to require/offer helmets with masks, use of safety balls in which levels, etc. before a recommendation is made. Motion was made and passed to table this important discussion for the next Board Meeting.
o Other topics

· Farm League Committee
o Chairperson is Tim Driscoll
o Playing rules in Farm will be unchanged in 2005
o Make recommendations to the Board regarding age limitations and restrictions
· Issue of younger players in Farm League will be revisited after registration is completed
o Wood bat or metal bats can be used
o Other topics

· TBall Committee
o Chairperson is Mark Igo
o Playing rules in TBall have been updated
o Other topics

· Manager’s Committee Report
o Joe Craven is Chairperson
o Data base of 2004 HLL Managers and Coaches has been reviewed
· Status of potential number of Managers and Coaches
· List of candidates was prepared, but will hold off on further discussion at this time due to registration numbers/number of teams not yet finalized and the additional incoming registrations.
o Potential oversubscription at the Major’s level for Managers with Mangers needed at all other levels
o Manager candidates at all levels will be interviewed
· Use Little League Approved Manager/Coach application
o CORI applications will be completed and submitted by all prospective Managers and Coaches
o Intermediate and advanced training for Managers and Coaches will occur
· Joe is lining up sessions for instruction on the topics How to Run a Practice and Hitting, would like to lock in dates in March.
o Practice manual for HLL will be developed
o Zero Tolerance policy
· Update
o Other topics

· Equipment Committee Report
o Rick West is Chairperson
o Update database to identify existing equipment and uniforms at all four levels
o Status following 1/30/05 meeting
· Inventory taken
o Create equipment budget
· Factor in Challenger Division
· Budget roughly estimated at ,000. Pants will be expensive, research shows roughly same price per pair from several vendors. Need to have final numbers of participants and teams to determine more accurate cost estimate.
o Determine what equipment needs to be replaced
· Will scrutinize equipment, i.e. any cracks in helmets, the helmets must be destroyed. Also review various sizes of helmets, how many per team, mask issue, etc. to be determined.
o Consider potential vendors for ordering equipment
o Equipment that will be provided
· Majors-hat, shirt, pants and sox
· Minors, Farm and T Ball-hat and shirt
· Challenger Division
· Recommend hat, shirt, pants and sox
· Additional equipment-RIF baseballs, etc.
o RIF balls are more expensive than regular baseballs
o Other Equipment-Order of “Roll Dry”
Bob reported that it will be ordered
Other Business
· Discussed the subject of a seasonal batting cage for Haley Field that would be shared with High School, potentially HHBR and HLL. We were approached to share the cost. Rec is in favor of it. Would be removable, 14x14x70 cage to be stored by the Rec, located behind left field area, use for batting practice pre-game and regular practice. Only other cage in town at High School which is not well maintained. General comments that this would be a great thing for the kids of the town. Cost anticipated to be in the 00 range. A motion was made and passed to appropriate 00 towards the purchase of the batting cage.

· Umpire Committee Report
o Rich Magner is Chairperson
o Review umpire requirements, rule changes and expectations for 2005
o Rates for umpires remain unchanged
o Completion of CORI forma for all umpires
o Rule books need to be ordered
o Shirts needs to be ordered
o 3/16 was the date selected for umpire kickoff meeting
· Advertisement in the Hingham Journal

· Challenger Division Report
o Chairpersons are Rob Blomberg, Joe Granatino and Tia Mastromatteo
o Requirements for the Program
· Identification and number of players
· Few registrants thus far
· Update on communication with Parents Advisory Committee
· Have PAC List but concerns exist how to make contact with the PAC as many names on the PAC List have disabilities that don’t qualify them for Challenger Division
· Need to attend PAC Meeting to discuss and spread the word about Challenger
o Work will continue on spreading the word about the program goals and opportunities. Rob is also working with Dr. Loud to get a revised list of PAC members whose children will qualify for Challenger. Once he gets that list he will email them a letter, brochure and registration.
o Player Criteria can be within Hingham or outside of Hingham
· No player will be turned away
o Schedules and Fields
· Probable games on Saturday vs. Sundays
· Use of High School Girl’s Softball Field
o Uniforms and equipment
o Fees
· will be the fee
o Sponsorship fee will be 0
o Funding/Grant status is still outstanding
o Finalize Playing Rules
o Communication of the Challenger Division Program
· Hingham Journal
· HLL Website
· Challenger table at HLL Registration with brochures and video
· Parents meeting post registration
o Creation of “Buddy List”
o Creation of Parental and Volunteer List
o Handicap Rest Room issue
o Kickoff Ceremonies
o End of Year Awards Ceremonies
o Other topics


· 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 Hingham Rec Permit Requirements
· More extensive than previous years (Rob will review in detail)
· .00 per player user fee imposed by Hingham Rec
· Application due March 1st, will require a number of things from HLL (will provide what we have based on last year). Need to include Bylaws, Board of Directors, Officers, Guidelines for Coaches, list of CORI volunteers, rosters/number of teams, Scholarship policy, etc. Rob and Elliot will complete this ahead of the deadline.
o Update on use of Hingham School Department Fields
· Determine amount of use needed by HLL Division
· Remain cognizant of the .00 per player user fee imposed by Hingham School Department
o Update on status of discussions with Hingham Softball, Hingham Rec or other groups regarding additional fields
· Discussed finding out first what is available, and potentially restricting School Dept. field permits for 1 level only (Minors). Could schedule practices and games depending on the condition of the fields. Motion made and passed to reserve these fields for use by Minor league only, of course depending on availability. Restriction due to .00 fee; other levels can use the fields at risk of being asked off by a permit holder. Cliff will contact Paul Fields to follow up.
· Potential to use front of SSCC for T-Ball was brought up and possible. Was offered last year but we didn’t need it, keep option open for T-Ball.
o Status of Ordering Portable Rest Rooms

· Social Committee Report
o Chairpersons are Melissa Flanagan and Tia Mastromatteo
o Identify potential fundraisers
· New date for golf tournament is 9/21/05
· Correction noted. Save the date should be posted on the Website
· Other suggestions


Old Business

· Calendar of Events
o Review HLL Calendar of Events for potential changes to the Calendar
o Post Calendar on the website

· Hingham Little League Website
o Additional content for the HLL Website
· Following from last meeting, discussed the opportunity to enhance the HLL website and database functionality to provide online registration, extended player db capability, CORI enrollment, additional automation, mailing lists, email listserv, etc. This effort would save considerable time and labor in future years, and the value is evident. The service provider, bbi Marketing, has estimated a cost of 0.00 (10 hours @ /hr) for this work. The cost is considered at or below competitive market rates. A motion was made and passed to award a contract to bbi Marketing to conduct the work necessary to add these features to the website and backend database.

· Update for Challenger Division

· Further Consideration of Baseball Options Within Hingham for Players Older Than 12 Years old
o Update from 1/05 HH Babe Ruth Board Meeting
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.
o Status of followup discussions with Hingham Hull Babe Ruth

· Other Old Business
o Potential concession stand option at PAL
· Elliot secured the go ahead from Hingham Youth Football for HLL to utilize the concession stand and the football lights at PAL field. The concession stand could sell candy, wrapped foods, soft drinks, coffee, etc. No plans to cook food, which would require further permitting. Elliot will need help in organizing a committee to continue planning for this venture. Also discussed ability to use the lights. It was well noted that the purpose is not for night baseball, but to help extend early season games when darkness is imminent. Further discussion will be required to develop guidelines/policies on both topics at subsequent board meetings.

· New Business

o Safety Committee
· Discussion of details of ASAP Program (A Safety Awareness Program)
· Next steps needed to initiate the program
· Rob discussed in brief. Significant advantages available to the program for insurance. There are fairly easy steps that we will adopt that will help us qualify for benefits. We will follow up for further report from Owen at the next Board Meeting.

· Schedule for Upcoming Meetings
o Monday 3/7/05
o Monday 3/21/05
o Monday 4/4/05
o Monday 4/11/05
o Monday 5/2/05
o Monday 5/16/05
o Monday 6/6/05
o Monday 6/20/05
o Monday 7/11/05
o Monday 8/8/05
o Monday 9/12/05
o Monday 10/3/05
o Monday 10/24/05 (Annual Meeting)

The meeting was adjourned at 9:58 pm.