Membership Meeting Minutes

February Meeting Minutes

2012-02-06T14:26:00.001-08:00

Attendees: Jim D, Jack Kraft, Dino Calverese, Jim Dana, Steve Gouviea, Tim McKenna, Jon Collins, Jed Smith, Janie Craig, Joe A Bob Wilding, Pren. John Caras Frank Disanto.

Registration
Per Janie C, we are currently 1 player above todays numbers as of this day last year.
As of Feb 3, total numer registrered is 688. Thanks to all who have promoted UPLL and helped us get our numbers where they need to be!

Midget A is light on registration 81/66 this year over last.

Janie C reviewed some boundary issues she has worked through with some families in Trappe. It was re-iterrated that per Joe N, (our LL District Admin) and Littlea League rules, we are not able to enroll families that have always lived outside our boundaries.

Clinics
Bob Wilding Clinics are going well with registration numbers close to last year. Same is true Per Jack K on the Softball side. Thank you both for running these programs!!

Opening Day -
Joan Sparano has agreed to bee opening day coordinator for uss again this year, as well as coordinating Derby Day. Welcome back Joan!

The Township Recreation Dept meeting attended by Tim M The yearly cost of field rental has increased by $250 per field.

Tryouts
Coordination of tryouts continues with Jim Dana for Baseball and Jack Kraft for Softball. All tryouts time and locations can be found on the league web site

Web Site
Jon C reviewed plans for highlight section of website.
1.) QR Code is added to our Directions page. Smart phone users can now quickly get GPS Coordinates to get quick directions to our fields.
2.) A new highlights page will be added for each division. This will allow each team to add pictures and regale the kids achievements on the field. Jon C will be completing the pages for posting, and provide instructions for using them at the coaches meeting.

Equipement Report
Pren gave equipment report. Joe Bell(2011 Equip Manager) has given Pren a list of what each team was given last year. Pren is compiling the needs list for equipment as registration comes to a close. Pren has new pitching machine will deliver to Hville shed.

Pre-Season Practice Fields
Joe A had questions regarding practice fields. As is done every year, Jim D will distribute a schedule that all the coaches will follow for practices until the season begins.

Sponsorships
Derek is spearheading efforts to renew sponsors from last year and look for new ones. He will be sending out a mass e-mail with details soon.

Uniforms
Uniforms will be handed out the third weekend in March.

Rag-Tee
Rag - Tee (Our new sporting apparrel vendor) will be completing our partner site by the middle of February. Links to buy UPLL Merchandise will be posted to our web-site when ready.

Snack Stand revenue
As an alternative to bringing snacks for the kids after their game, we will be promoting the sale of UP Snack Stand Coupons, which will provide an affordable convenient snack for the kids, as well as add to the Snack Stankd Revenue, and UPLL's. More details to come.

Challenger Day Update
Screwball is coming for Challenger Day! Challenger Day plans are progressing well.

Firehouse Update
Oaks Fire House, our community partner and landlord, will be merging with Mont Clare FireHouse. They will also be assigning a new fire-house liason and will be assigning a new President after the retirement of their current president, Jim Daywalt. Thanks Jim for all your service to our community!

Opening Day Update
Parking in the firehouse parking lot on opening day will only be available until 3:00.

Financial Update
Financials were reviewed. Checks for BB clinics and SB Clinics are still being processed.
We have a strong cash position with plenty of registration and equipment yet to order,.

January Meeting Minutes

2012-01-05T05:52:00.001-08:00

Attendees: Tim Mckenna, Steve Gouveia, Jon Collins, Bob Wilding, Janie Craig, Frank Constantine, Jack Kraft, Dave Harvey, Joe Azzarra, Ed Hennessey, Gordon Smith

Started at 7:35.

Registration UpdateRegistration is currently on track with last year. Approx 200 people registered, compared with 150 last year, should have another push before the Jan 15 Early bird deadline.

Mostly getting requests for kids to play up from tball. These kids would have to go to kid pitch evaluations.

Still in the process of posting registration signs. Possibly going to post some in Phoenixville.
Janie will send flyers to the pre-schools in the area.

Personnell UpdateGuy Wescott is confirmed as Tball commissioner for the year. Joe Mcgee is confirmed as Master Scheduler.

Thank you Joe and Guy!

Derby Day Coordinator and Opening Day Coordinator are still open.

Financial Update Tim M reviewed Financials. We currently have 107K in the bank. Roughly 40K above last years numbers.

Projects

Penn Liberty Field

Would like to move the penn liberty fence back. Because of the drop off behind the fence there will be some drainage concerns and expenses may exceed the original 23K estimate. Sodding could be a major additional expense. Perhaps as much as a third of the outfield may need to be re sodded. Hope to move the current Penn Liberty Fence to Synthane once the project is done. Numbers are still being crunched and decisions will be forthcoming.
We are also looking at improving the backstop in Penn Liberty.

The scoreboard at Penn Liberty has been moved in preparation for further renovations to the field and fence.

There are also plans to upgrade the sound system with new speakers to be place around the field so more can hear the announcements and music.

Dave Harvey has volunteered to help with grading project with P liberty as well as options for moving the press box above the snack bar.

Batting Cages

We will be buying three new cages.

One larger cage for the older kids near the old batting cages.
Another cage for Harleysville, to be assembled outside the right field fence.
A third portable batting cage for the mac fields pending township approval. Tim M is inquiring with the township.

.
Harleysville FieldElectric issues at Hvill field. Scoreboard needs some work. Dino has it on his list.

The dugouts also need painted. Joe Azzarra will try to coordinate for spring.

Frank Constantine suggested handicap access for the road to the snack bar. All agreed this is a needed and welcome improvement, but questions remain as to approach placement and cost. Investigation into this project will continue.

John Caras is compiling the uniform order and should be placed within the next few days.

Frank said challenger day plans are making good progress. Come February plans for medals,etc will continue. Sponsorships are the largest expense. approximate 3-5K expense. Hoping for good donations from the registration process.

Web Site

Jon C informed all that the league is now officially on facebook. The league will try to use this social media tool to get the word out about our programs and alert our members to any regular updates.

We will be introducing a highlights corner for all divisions to share pictures and highlights about the games and the kids success on the field. This new feature to the web site will be in place by opening day.

Frank C suggested we add the donation link to the front page of the site. Jon C will put in place.

8:40 meeting adjourned

December Meeting Minutes

2011-12-08T17:30:00.001-08:00

Attendees: Tim McKenna, Steve Gouviea, Jack Kraft, Bob Wilding, Dino Calverese, Jim Dana, Derek Pollock, David Harvie, Joe Azzara, Chip Breisch, Pren Kqira, Jon Collins, Dino Calverese, Jainie Craig

Financial Report - Financial reports were reviewed by Derek P. We continue to maintain a strong cash position with no unexpected outlays to make.

Batting Cages
Pren Kqira found 3 rolls of outdoor carpeting to be used in the batting cages. Thanks Pren!!
Dino has proposed a solution for fixing the drainage issue around the batting cages. He will be pricing out the solutions and hope to have the issue resolved by spring.

Tractor Issues
Problems with the tractor are being addressed. The township tractor is now dead. The township will be notified of the situation.

Water line Project
Derek waiting to hear from firehouse rep to coordinate a meeting to discuss the different options we are considering to remediate the water pressure issues.

Penn Liberty Backstop
Still waiting on the quote from Eagleville fence to rebuilds the backstop on Penn Liberty. We have already received a quote from Moncto Fence.

Field Groomer
Needs yearly maintenance. Dino C will coordinate.

Winter Clinics
SB Clinics at D dreams reserved for 1st week in January - Jack Kraft coordinating

BB Clinic reserved January 29th at D Dreams - Bob Wilding coordinating

Spring Evaluations
Major evals are scheduled Minor evals are almost confirmed, should be reserved by this weekend.

Oaks Elementary School Field
Derek P will try to get permission to groom the Oaks Elementary BBall field. The use of this field was very useful last year.

Midgets
Joe Azzara requested that midget AA stay at Harleysville Field. They will try to raise money to Paint sheds and banners to hang on the outfield similar to what was installed on P Liberty. The league will be installing a new batting cage on the right field side of the field.

New Pitching Machine
Pricing was reviewed to buy a new pitching machine. Approval for this purchase was given in October. We will procure over the next few months.

Electrical Work
Would like to buy new line to run underground from the dugout to the pitcher's mound.
As well a rewire the line to golf cart shed. We are currently looking for references for a qualified professional electrician.

Registration Singage
we will be distributing signs to several board members to post throughout the twp on lawns and common areas.

Challenger Day
Challenger day is in early stages of planning. Currently scheduled for May 19.

Rag Tee - Apparel Vendor
UPLL has funded an online store for League Apparel. The vendor, Rag Tee will attend the January membership meeting to show us the merchandise and explain their service.

November Meeting Cancelled

2011-11-07T17:27:00.001-08:00

Since our October Meeting was delayed until the end of the month, November's meeting is cancelled.

The Next General Membership meeting will be Wednesday December 7.

October Membership Meeting

2011-10-19T19:29:00.000-07:00

Attendees: Bob Wilding, Dino Calverese, Derek Pollock, Jack Kraft, Ed Hennesey, Jim Dana, Jon Collins , Tim McKenna, Frank Disanto

Tim M proposed netted batting cage outside of Trimwork and between Mac 1 and 2. Tim will inquire with the township.

Derek presented Financials for 2010-2011
Derek is preparing the accounting data for our audit.
50 new expense categories. Will be submitting to our accountant.

We may have exceeded our projected numbers and will have to file a federal form 990.

The league will need the following to comply with new reporting regulation.
Written conflict of interest policy.
Whistle blower policy.

Midget AA Commissioner Dan Dougcherty nominated Joe Azzara

Jim Dana nominated Pete Agler for Major Commissioner

Need to get dates locked in for tryouts at Diamond Dreams .Jim Dana will coordinate with Jack Kraft for SB. SB is holding clinics there as well.

Midgets tryouts will be done at Oaks Elementary. They ran very well there last year.

Challenger day Proposal from Frank D.

Frank Disanto presented the outline for Challenger Day 2012, which will be held at UPLL

Finance:
- Total: ~$10K
- District LL Support: ~3K (each team typically kicks in $100)
- Sponsor League: ~7K
Attendance:
- 20-25 teams… ~300 players
Agenda (typically weekend before Memorial Day weekend… reserve fields for both SAT and rain date of SUN)
- 0900AM coaches meeting
- 0930AM teams arrive
- 1000AM games start
- 1030AM games start
- 1200PM lunch
- 1PM Home Run Derby
- 3PM breakdown
Accommodations
- 10-12 fields for games (large fields can accommodate up to 4 games)
- Bathroom facilities
- Parking for ~250 cars
- Covered area with seating for 20-25 teams (e.g. – tents, tables, chairs)
- Food/Drinks for players, families, and buddies (approx. 1000 hot dogs/hamburgers)
- Grills and food preparation area (including several tables and chairs for kitchen staff)
- Give-aways (e.g. - “backpack” with goodies)
- Medals (for players), and Trophies (home-run derby)
- T-shirts for players and buddies (approx. 450)
- Printed program with team rosters and sponsors
- MC/Announcers and “special guests”
- Activities (perhaps face painting, Moon Bounce)??
Volunteers
- ~100 volunteers (5-10 buddies per game, field maintenance, announcers, snack bar, etc.)
Significant Support
- NOVA group from Lockheed Martin
  - Volunteers to prepare the food
  - Typically ~$1100 budget to provide various things such as:
    - Lockheed Martin giveaway item
    - Soft pretzels (qty 200-300)
    - Condiments (ketchup, mustard, relish)

Early Planning (begins end of year 2011):

Fund raising
- Corporate, local stores, advertising
- Fund raisers (1-2 events such as beef and beer, etc.)
- Voluntary donation on next year’s registration
Coordination
- Firehouse
- Upper Providence
- Police – traffic control
- Ambulance – EMS on site for event
Committees
- Facilities
- Community Outreach
- Fundraising
- T-shirts
- “Grab bag”
- Activities

Challenger Day 2011 (Whitemarsh LL) Actuals Overview :

Expenses Total ~$8200
- Rentals
  - Tents $510
  - Propane Grills $250
  - Tables (36), Chairs (350) $580
  - Delivery/Tax $110
- T-Shirts for ~390 players & 100 buddies $1800
- Entertainment:
  - Mascots (Phillies Phanatic) $300
  - Mascot (Swoop) $0
  - Bagpiper $125
- Food
  - Hot dogs, hamburgers, etc. (+lots o’ donations) $85
  - Water/Soda/Ice/Snacks (+ donations) $325
- Medals for all players (donated)/Trophies for home run derby $40
- Program booklets $400
- Donation Forms (500) $75
- Ambulance coverage $300
- Fire/Police (donated) $0
- Giveaway (sack pack w/ “goodies” for all players) $3025
- Miscellaneous
  - Confetti “hand cannons” $175
  - Balloons $65

Income
- Donations $9000
- Beef and Beer $1200

Grass Cutting for Firehouse

Derek talked to Timbario, he said he will cut the firehouse for approx $800 a year. Proposed to trade with the fire company to trade for the meeting room exchange all were in favor.

Fall Pitching Clinic
Tim Kerns offered to run a pitching clinic more about throwing and pitching. Ask the parents to come, free for UPLL Members. Bob Wilding has already reserved T Crown for his clinics.

Tim K would like to lock in the week of July 9.

Need to organize a coaching clinic. Tim M will get more information at the next presidents meeting. Jim D would like to attend.

Adjourned.