Hingham Little League Board of Directors Meeting
Meeting Minutes-12/5/05
Hingham Recreation Center
7:30 PM

Present: Rob Blomberg, Bob Madden, Skip Jenkins, Steve White, Bruce Corwin, Elliot Sherman, Ed Anderson, Rich Magner, Melissa Flanagan, Joe Craven, Tim Driscoll, Owen McConville
Absent: Tim Zyrkowski, Rick Linehan, Joe Granatino

Meeting was called to order in the Human Resources room at 7:38 pm.

Secretary’s Report
· Approval of 11/7/05 Meeting Minutes
o Motion made and Minutes Approved. To be posted to website by Tim Driscoll

Treasurer’s Report
· Current Balance - No report, approximately 22,000
· Outstanding Expenses
o Completion of the Haley Dugouts
· Status of transition to new treasurer
o Rob reported for Rick, all checks and signing authorities have been transferred at Citizens Bank
· Goals For 2006

Business Related Issues

· Local Little League Business Filings and Topics-All are pending items
o Articles of Incorporation-Renewal
o Public Charity Filings
o Status of 501 (3) (c) Form
o Insurance Fees and Options

National Little League Business Filings
o Charter Application
· Rob reported that he received a letter from the Eastern Region of Little League today regarding the status of our Charter. It was reported to the Board that Hingham Little League has not been in compliance with the structure of the Major League Division rules since we have had 12 Major League teams for the past two seasons, and Little League Regulations for leagues with more than 10 teams are required to field two Williamsport Teams. The HLL Board had received waivers from Little League for both 2004 and 2005 but misinterpreted the waiver that was granted for our population number. This waiver does not provide for more than 10 teams in Majors and only one Williamsport team. The letter states that our Charter is on “Regional hold” until resolution of this issue to meet requirements is communicated to the Eastern Region of Little League. The Charter was previously approved for 2004 and 2005, and the Board thought waiver of 20,000 was sufficient, but that is not the case. Rob further clarified options for rectifying the situation and those discussions to restructure the Major League divisions/Williamsport selection were taken up and voted on later in the meeting.
(Subsequent to the 12/5/05 HLL Board Meeting on 12/6/2005 Rob spoke with Corey Wright of Little League’s Eastern Region, explained the situation regarding the confusion over the population waiver letters. Rob also explained to Corey that starting in 2006 Hingham Little League will have two Major Divisions, a Hingham American and a Hingham National, and that each of these divisions will have eight Major teams. Hingham will try out all Major eligible players and will use the Common Pool draft process. All 12 year olds and 11 year olds who try out will be placed on Major’s teams. A limited number of 10 year olds will be allowed to play in Majors. In 2006 Hingham will field two Williamsport teams, a Hingham American and a Hingham National team. Based on the discussion between Corey and Rob Corey immediately withdrew Hingham Little League’s “Charter Hold” and Hingham Little League’s Charter is active once again. Corey is sending Rob some additional paperwork that needs to be completed.)
o Charter Fees
· Audit of 2003/2004 HLL Financial Results
o Status of Audit
· The audit for 2003 and 2004 are done as reported from Alan Gladstone. We are awaiting confirmation and approval from IRS. Revenues are under 0k which means there is no requirement to file. Elliot read a letter from Mr. Gladstone which provided some options of what he could provide for the results of the audit. The Board agreed that we should go for a formal review. A Motion to engage Mr. Gladstone to prepare tax return and provide an independent audit report for 2 years was made and Vote passed to continue this process.

· HLL Constitution and HLL By-Laws
o 2005/2006 Version of the Constitution Needs To Be Posted on HLL Web Site –
· Tim to post the new Constitution with the approved changes
o 2005/2006 Version of the Constitution Needs To Be Forwarded to Little League Eastern Region
· Rob will forward the new Constitution to Don Whitman and Little League Eastern Region.

New Business

· Player Registration-Membership Committee Report & Team Schedules
o Rob opened discussion with results of some research for the Registration process and fees from other towns. Others have had registration already, and we are in line with the fees that others are charging for participation. Discussed coverage of additional field use charges (Rec and Schools fees) which we absorbed last year. Discussed options and agreed to roll additional fees into the registration fees, and note that the fee includes additional charges on the registration form.
o Rob proposed that we establish rates according to age as opposed to the previous practice of by league. This was agreed and discussed further, see below.
o Elliot has done some research on an online registration option through the National Little League organization vendor Active Sports Technologies, and distributed literature from their website. It was noted that other towns like Sandwich are using this service, and that the Hingham Youth Hockey has had tremendous success with online registrations. It does cost more than the manual option currently employed, but offers significant benefits in future enrollment/database, huge time savings, 7x24 availability, etc. This option is approved by Little League, and in their accepted format, from which they can provide compatible data back to us. Payment is accepted by credit card, and fees are based on volume. Discussed fee structure. Cost of 500.00 to set it up and costs of approximately 4000 if all anticipated players registered this way. It was made clear online would have to be only one option (preferred), but we would still need traditional manual signup/registration days. Issues such as procedures, Birth Certificates, payments, etc are outlined on a FAQ we could model from the Sandwich LL.
o A Motion was made to pursue and implement Active Sports Technology model for Registrations process. Vote taken and Passed

o Determination of fees
· Significant discussion on the fee structure ensued
· Motion was made to set a flat rate of 0 for all players except TBall, which is and total costs not to exceed 0/family. Vote taken and did not pass, move for further discussion.
· Motion was made to set 0 for 9 and older, for 7-8 year olds, and for 6 and under, with a family maximum of 0. Vote taken on this motion and passed. It was agreed that this structure is in line with fees set by other local Little Leagues.
· Discussion ensued on how we must take a stance toward inevitable late registrations and attempt to encourage all to register on time – this is critical to all our planning. A Motion was made to automatically add a late fee after the final cutoff date (which would be determined later). Vote taken and passed.

o Revise Registration Form
· Need to add form online, and revise the existing Registration form. Followup with Mark Igo to do this.
o Select Registration dates
· Ability to create on-line registration [agreed as above]
· Establish cut off dates
· Discussed proposed dates. Agreed on :
· Saturday 1/7/06 from 8:30 am – 12:00 pm at Rec
· Monday 1/9,/06 from 6:00 pm-8:00 pm at the Rec
· Need to check to see if Rec available at these times to confirm (Rob will confirm with Ted Carroll)
· Agreed to make 2/15/06 the cutoff date (after Feb 15th subject to availability) and absolute drop dead date 3/1/06 so we are assured we have the correct numbers for tryouts.
· Communications
o Email blast to entire database
o Post to website
o Newspapers (Hingham Journal, Patriot Ledger)
o School flyers
o Agree it is worth expense to have Carol Ryan send post card
o Sooner the better to open up registration
o Use of HLL website for registration database-link
· See above info on Active Sports Technologies http://eteamz.active.com/llb/registration/

o Boundary/Waiver issue
o Split of Majors into Two Divisions
· Pros, Cons, Impact and Necessity of This Move
· As highlighted above, not much choice. Keeping only 10 teams in Majors would potentially impact over 60 11 year olds. Keeping over 10 necessitates 2 Williamsport teams.
o Determine Size and Composition of Divisions (along with Major League, Minor League and Farm Committees)
o Determine Impact of Baseball Age Change (8/1/xx to 5/1/xx)
· Rob reported that various leagues doing different things in response to the age change and league makeup. Little League position is that former 12’s in this category can stay in or move up to another league. Babe Ruth changes to date are not approved yet. Sixteen 12 year olds in our league from last year are impacted by this.
· We discussed prospective numbers of players by age for 2006
· 12s who could stay = 16; 12s = 92 ; 11s=108 ; 10s=-99 9s=110
· Rob outline a proposal offered by Rick Linehan to create two Minor’s Divisions-AAA and AA which would provide for all 12s to play only in Majors, 40 11’s in Majors and the remaining 11’s in AAA. This would allow some of the 10’s to play in AAA and the remainder of 10’s to play in AA with all 9s. This could provide balance teams, ensure most kids playing with age groups. Other leagues have this set up this way. This pros and cons of this approach were discussed at length
· Discussed other options and scenarios on this difficult issue:
· Nobody was conceptually in favor of reducing Majors to 10 teams. Would require redraft anyway since we have too many players
· Multiple Other Scenarios Discussed
· Have all 12 and 11s play in Majors; with 16 teams, and probably 12 players per team. Maybe less games, play Saturday, play at South School? Pitching rules would be trying (back to back days).
· Leave it the same 12 teams 144, rest of the 11s
· Have14 teams, 60 11s in AAA, then some 10’s
· Have all 12 and 11s play in Majors with 16 teams 12/team, some 10s on the teams
· After discussion on solutions, a Motion was made that Majors consist of 16 teams, 2 divisions of 8 teams to be selected by the Common Draft method, with all 12 year olds and all 11 year olds automatically included in Majors, and fill in extra spots with 10 year olds depending on number needed to fill’s team rosters at 12 players per team (192 players in Majors). VOTE TAKEN AND PASSED
· Discussed immediately the requirement that REDRAFTING for all teams will need to take place. Other ramifications include scheduling, fields, sponsorships, uniforms/equipment, more managers needed at Majors, all kids must tryout and be drafted (agreed to use the Common Pool method of Little League, which only requires 2 divisions, 1 pool, 1 league drafts first, other league draft 2nd, and continue in this fashion. This means we don’t have to divide geographically or by birth-month which are other options). We also need to revise the Charter for 2 leagues.
o Create Schedules
o Outstanding Issues


· Sponsorships and Donations-Committee Report
o Goals for 2006
o Identify returning sponsors
· With four new Major’s teams added four additional sponsors will be needed for Majors.
o Rates for 2006 will remain at the same level that was set in 2004 and 2005 (0 for one year for Majors; 0 for one year of Minors, etc.)
· Sponsorships will be for only one year for 2006
· Probable new rate structure in 2007
o Outstanding Issues
· 501 (c) (3) form required for Verizon sponsorship remains outstanding

League Rules and Local By-Law Issues

· Player Agent Report
o Determine Tryout Process
· As a result of tonight’s Board decision all players who wish to be eligible for Majors (ages 12, 11 and 10) will need to try out
· Tryouts will also be held for Minor players (ages 10 and 9) but these tryouts are not mandatory
o Schedule Tryout Dates and Location
· Skip visited South Shore Sports Center and Rockland. Only SSSC will meet our needs as far as the facility, dates and times are concerned
· Skip has tentatively booked the big field at SSSC on Sunday 3/12 and Sunday, 3/19 from 8:00 am-12:00 pm for tryouts
· Based on tonight’s decision and the need to tryout additional players Skip will seek additional dates and times at SSSC
o Schedule Draft Dates-remains outstanding

· Major League Committee Report
o Review of Major’s Rules
o Age considerations
· All 11 years olds and 12 year olds who try out in 2006 will be redrafted and will automatically play in the Majors along with a limited number of 10 year olds who try out and are selected in the Major’s draft according to specific guidelines
o Major’s Rules will need to be reviewed to determine if any changes need to be made as a result of tonight’s Board decision

· Minor League Committee Report
o Review of Minor’s Rules
o Minor’s Rules will need to be reviewed to determine if any changes need to be made as a result of tonight’s Board decision
o Creation of New Minor’s Divisions
· Minors will be comprised on 9 year olds and 10 year olds
· Discussion needs to occur regarding those players who have already played two years in Farm but whose birthdates fall within 5/1/96-7/31/96
o Other issues?

· Farm League Committee Report-Discussion Deferred to the 1/9/06 Meeting
o Review of Farm Rules
o Other issues?

· TBall Committee Report-Discussion Deferred to the 1/9/06 Meeting
o Review of T Ball Rules
o Other issues?

· Manager’s Committee Report-Discussion Deferred to the 1/9/06 Meeting
o Goals for 2006
o Create process to Select Managers and Coaches
o Potential training for Managers, Coaches and players
o Practice manual for HLL
o CORI Process

· Equipment Committee Report
o Status/Inventory of Outstanding Equipment
· Uniforms-missing sponsor names and patches
· Ed reported that two Major teams and two T Ball teams still have outstanding equipment and uniforms
· As many as 50-60 miscellaneous uniforms might also be missing
· Ed and the Equipment Committee will complete another inventory on 12/6/05
· Ed will send a “blast email” out to all parents of all HLL players to check their homes to see if they have uniforms that need to be returned
o Lapels owner Ed Segel has contacted Melissa and Lapel’s Hanover store will launder shirts and ensure patches are sewn onto shirts
o Assessment of Equipment Needs
o Consideration of various vendors to supply equipment
o Other Equipment
· Status of batting cage at Haley/Cronin
· Temporary Pitching Mound at South School
· Other equipment orders

· Umpire Committee Report-Discussion Deferred to the 1/9/06 Meeting
o Goals for 2006
o Review umpire requirements, rules and expectations for 2006
o Schedule for Umpire Meetings and Training
o Determine rate schedule for umpires in 2006

· Safety Committee Report-Discussion Deferred to the 1/9/06 Meeting
o Goals for 2006
o Renewal of ASAP Program (A Safety Awareness Program)
o Outstanding issues

· Challenger Division Report-Discussion Deferred to the 1/9/06 Meeting
o Goals for 2006
o Process to implement Challenger Division

· Buildings, Property and Grounds Committee Report
o Goals for 2006
o Status/Changes To Existing Playing Fields-Haley, Hersey and PAL Fields
· Haley Dugouts
· Rich magner reported that by the end of 12/05 Dennis Benoit will have poured the concrete, the Fence Doctor will put the posts in and Steve Jacobs will build the dugouts. Steve will get a sponsorship. The other businesses will be paid by HLL.
· Need for sprinkler system at Hersey
o Addition of Kress and Central/Powers Fields
· Determine what Divisions will use these fields
· HLL will have access to the fields at Kress and Central/Powers on Monday, Friday, Saturday and Sunday. We still need to determine which Divisions will play on these fields.
o Need To Secure Additional Fields Through Hingham School Department
· Hingham High School and South School were used in 2005
· Other alternatives included repairing back field at Hersey, Plymouth River, South, possibly Middle School field, Hull Street field, High School etc. or other alternative venues
o Rob, Elliot and Melissa will need to schedule a meeting with Hingham Rec and Hingham School Departments to discuss potential fields for HLL use in 2006 and potential field transfers to Hingham Rec

· Social Committee Report-Discussion Deferred to the 1/9/06 Meeting
o Goals for 2006 season
o Identify potential fundraisers

· Publicity Committee/Opening Day-Discussion Deferred to the 1/9/06 Meeting
o Goals for 2006 Season
o Early Planning

· Cross-Hingham Baseball Liasion Committee
o Joe C. outlined some of the goals and operating guidelines for this committee (proposed number of members, rules, regulations, mission and 501 (c) 3 compliance)
o Goal of the committee will be to combine efforts of those promoting Hingham baseball from T Ball through High School
o Dinner and limited auction-1/29/06 at 6:00 pm at South Shore Country Club. Scott Wahle will serve as the master of ceremonies. Other guests are being sought.
o Fundraising-bricks will be sold at Cronin with names of donors
o We will share our HLL mailing list with this group

· Summer Travel Baseball Committee-Discussion Deferred by Elliot to the 1/9/06 Meeting
o Goals for 2006
o Elliot will draft an outline of the goals and operating guidelines for this committee (proposed number of members, rules, regulations, evaluation and tryout process, appointment of managers, schedules, etc.) for discussion and vote by the HLL BOD

· Concession Committee-Discussion Deferred to the 1/9/06 Meeting
o Do we even want to do this in 2006?

· Calendar of Events-Discussion Deferred to the 1/9/06 Meeting
o Determine Owner of HLL Calendar of Events
o Ensure updated Calendar posted on the website

· Hingham Little League Website-Discussion Deferred to the 1/9/06 Meeting
o Determination regarding continued use of bbi Marketing to support Hingham Little League

· New Business
o 13 Year Old Only Division Committee
· Elliot proposed the creation of a 13 year old and potential 12 year old Junior League that would play at the Hingham Middle School. That filed is a Pony league size fields which would need to be refurbished. This Junior League would play against other towns during the spring season. It would be solely for Hingham players.
· Discussion needs to occur with Hingham Hull Babe Ruth. However the potential issue exists that if approved this program could compete directly with the existing Hingham Hull Babe Ruth program that includes players who are 13 years old, 14 years old and 15 years old from Hingham and Hull.
· Due to the late hour of the meeting limited discussion occurred but no vote was taken. It was agreed to continue the discussion of this topic at the 1/6/06 HLL Board Meeting.
o Other Additional Committees?

· Schedule for Upcoming Meetings
o 1/9/06-7:30 pm at Hingham Rec
o 1/30/06-7:30 pm at Hingham Rec
o 2/13/06-7:30 pm at Hingham Rec
o 3/6/06-7:30 pm at Hingham Rec
o 3/27/06-7:30 pm at Hingham Rec
o 4/10/06-7:30 pm at Hingham Rec
o 4/24/06-7:30 pm at Hingham Rec
o 5/8/06-8:00 pm at Hingham Rec
o 5/22/06-8:00 pm at Hingham Rec
o 6/5/06-8:00 pm at Hingham Rec
o 6/19/06-8:00 pm at Hingham Rec
o 7/10/06-8:00 pm at Hingham Rec
o 8/7/06-7:30 pm at Hingham Rec
o 9/11/06-7:30 pm at Hingham Rec
o 10/2/06-7:30 pm at Hingham Rec
o 10/23/06 (Annual Meeting)

Meeting adjourned at 10:25 pm