Portage Central Baseball Boosters

 

August 20, 2007

Fletcher’s, Texas Township

 

Members Present:   Robin Hook- President (Sr.), Rick Beauregard – Vice President (Jr.), Monty Porter – Secretary/Treasurer (So.), Ken Popp – (Sr.), Randy Byrd – (Jr.), Bill Rauch – (Jr.), Kathy Irwin – (So.), Peggy Jones – (So.)

 

Members Absent:    Roger Miller – (Sr.)

 

Guests:                   None

 

Agenda Items:

 

1.       Update on discussion with Dr. Albertus

2.       Review of Financials

3.       Update of 2007-08 projects list

4.       Lawson Cleaning for 2007-08

5.       Update on Mustang Baseball Camp/Clinics discussion

6.       Website discussion

7.       Membership Meeting

8.       New business?

9.       Next meeting?

 

Discussion/Action:

 

1.       Robin Hook updated the Board on his conversations with Dr. Eric Albertus as to potential for school assistance with Baseball field safety and maintenance issues. By way of review, our Board had asked Dr. Albertus to address a few primary safety issues at the field. One – the general lack of field maintenance and, two – the need to replace the 4ft high fencing down both foul lines from dugout to foul pole.

 

Based upon a call from Athletic Director, Larry Edlund, Robin indicated he felt the school would not be in a position to assist with either of the primary safety concerns voiced by the Board. Many on the Board voiced frustration over the issues as both primary issues raised to the District are safety concerns.  Rick Beauregard reported receiving a phone call from Dr. Albertus indicating electric needed for the newly completed storage facility (dugout) would be completed by the district and that efforts tied to other issues discussed were on-going. Robin agreed to make follow-up contact with Dr. Albertus for a status update and report at our next board meeting.

 

2.       Review of Financials: Monty Porter reported the Booster account balance, at the time he took over the account from Kath Paul, as $3997.55. Recent transactions included:

 

$1150.00           Payment to Ferris Building for deposit on press box windows & siding.

 

Balance as of August 15, 2007 statement is: $2847.

 

3.       Projects Update for 2007-08: Hook reported having met with Steve Ferris, Ferris Building Systems to finalize window and vinyl siding details of the Press Box. A dark gray siding (to closely match dugout gray) as well as white double hung windows was selected for the project. Ferris indicated the project would be completed at or near the time the windows arrived from the factory, approximately mid-September.

 

Beauregard reported as to a concrete quotation solicited from John Maser, our concrete contact on the recently completed storage facility project, on the pouring of concrete pads from the home dugout to the batting cage and a similar location near the visitor dugout to accommodate bleacher seating systems. The price, inclusive of the cost of concrete was $7636.00. The cost for work only was $4636.00.

 

Ken Popp reported he made contact with his concrete manufacturing contact in an effort to secure donated concrete in support of the project only to find out his contact no longer worked for the concrete manufacturer.

 

As the booster account balance did not currently have the funding needed to accommodate the concrete project, the board did not act on the concrete bid but chose to keep the information on file for a future time where funding might be available.

 

Hook reported once press box siding project is completed he will make contact with Crookston Audio to complete work  necessary to upgrade and redistribute sound at the field.

 

 

4.       Lawson Cleaning for 2007-08:  Dates for team cleaning of Lawson Ice Arena after home WMU hockey games have been secured.  The dates are as follows:

 

11/17/07                  Notre Dame            9:30 PM

12/08/07                  Wayne State            9:30 PM

01/19/08                  Bowling Green         9:30 PM

02/16/08                  Michigan State         7:00 PM

(Minutes were corrected by WGR on 11/16/2007 - originally stated 2/19/08 @ 5:30)

 

Board discussion centered around the need for all previously identified team members to participate in the cleaning sessions. Many, who’ve participated before, felt it was the same core group of players and parents who made the commitment to be there and support the program. The board determined Kathy Irwin would finish off the project of collecting email addresses on returning players and their parents and the board would use email as well as notification on the Mustang baseball website to communicate the cleaning dates.  The board also made determination it would be necessary for one player, accompanied by one parent, to be present at each of two of the four cleaning dates. Senior members of the baseball team would also be utilized to spread the word and ensure player participation.

 

5.       Mustang Camps/Clinics Discussion:  Porter had discussion with Coach Schneider on an increased number of clinics as a vehicle to increase fundraising. Currently PC baseball sponsors one, two-afternoon clinic in the spring. Coaching staff felt increasing the number of clinics from one up to three would likely be a good fundraising opportunity but low cost of clinic(s) to participants was key so as to keep it affordable to families. In addition, staff felt a lower number of clinics was also important so as to not be too time consuming for all involved (youngsters, current PC players, coaches, board, etc.). Discussion will continue with coaching staff so as to determine scope of clinics and dates for clinics.

6.       Website:   Beauregard agreed to collect field direction information for regularly scheduled opponents and forward it to Bill Rauch for inclusion on the website. Rauch indicated he would also be posting the board minutes, as they become available, to the website each month. The need for team photos and action shots was voiced again by Rauch with Kathy Irwin agreeing to make contact with Sue Hoffman (school Yearbook advisor) to see what photos the school might have available to us. Merchandising of PC baseball apparel was raised with respect to the website.  Porter agreed to speak with Coach Schneider as to what vendor has been used in past years to make PC gear with the idea perhaps an order form for apparel could be incorporated into the website. A desire to have PC Mustang baseball window stickers for sale was also discussed.

7.       Membership Meeting discussion  A very good deal of discussion occurred on the topic of the number and timing of open membership meetings needed to grow involvement in carrying out board initiatives. In general it was felt one meeting in the fall (after football season and before basketball season, approximately early November) was needed to make everyone aware of the booster group and it’s agenda/projects for the year.  A second meeting would be scheduled in late January/or early February to provide updates, secure new members, and solicit volunteers in support of upcoming season related projects.  A third meeting might also be scheduled as soon as team rosters were known so as to more directly solicit involvement from parents of those known to have made a team roster. Date selection for the fall meeting is to be made at the September board meeting.

 

8.       New Business:  Rauch inquired as to possibility of obtaining 501(c)3 status (tax exempt) so as to be better able to approach larger companies and corporations for involvement.  Popp agreed to speak with attorney, Joe Ahmar, whom Popp recalled as having secured tax-exempt status for the football booster group.  The board authorized up to $500 for Popp to secure tax exempt status.  Popp to report on findings at September meeting.

 

9.       Next meeting: Monday, September 17, 2007, 7pm, Fletcher’s Pub, Texas Township

 

Prepared by: Monty Porter, 9/5/2007

 

Minutes approved by the Board, 9/20/07