Portage Central Baseball Boosters

September 15, 2008

Main Street Pub, Portage, MI

Members Present:  Rick Beauregard- President (Sr.), Kathy Irwin – Vice President (Jr.), Monty Porter – Secretary/Treasurer (Jr.), Bill Rauch – (Sr.), Peggy Jones – (Jr..), Diana Butler – (So.), Charlie May – (So.)

Members Absent:   Randy Byrd – (Sr.)

Guests:                   Paul Schneider, Varsity Baseball Coach

Agenda Items:

1. Review/approve minutes of last meeting.

2. Budget Update

3. Tax Exempt status

4. Web-site

5. Meeting Dates

6. Field Work Dates

7. Coach’s Update

8. Fundraising

9. Spirit Wear

10. Concession Stand

11. November Parent meeting

12. Other business

Discussion/Action:

1. Minutes from the August meeting were reviewed and approved.

2. Budget Update – Porter reported no activity from the previous month with balance remaining at approximately $3200, with $275 in payments pending.

3. Tax Exempt Status – Porter reported no new updates and indicated finding a source for complimentary services or greatly reduced services as very problematic. Following discussion amongst Board, Beauregard agreed to make contact with School District attorney for assistance/guidance. Schneider agreed to make contact with an attorney friend whose son plays baseball locally.  Board detailed getting tax exempt status as a priority, even if reduced fee service could not be obtained. Each party will report back at the October meeting.

4. Website – Rauch reported all running smoothly with not much new activities happening this time of year.

5. Meeting Dates – Beauregard handed out a schedule of upcoming Board meetings to each Board member.  Meetings are tentatively scheduled for the third Monday of each month, with no December meeting, at 7:00 p.m. The scheduled meeting dates are: 10/20/2008, 11/10/2008 (annual fall parent meeting, location TBD), 1/19/09, 2/16/09, 3/16/09, 4/20/09, 5/18/09, and 6/15/09.

6. Field Work Dates – The previously scheduled field work day set for September 7^th was cancelled due to a number of field usage and Board member conflicts.  Field work day was rescheduled by the Board for Sunday, October 19^th from 10:00 a.m. to 2:00 p.m.  A listing of tasks to be completed at the work day was provided by Beauregard and included:

•Clean and take down field signs

•Take down and store batting cage nets

•Clean buildings (inside and out)

•Rake and weed field surfaces and warning track areas.

Other projects needing to be completed prior to the start of next season would include:

•Install flag poles (if procured and project is ready)

•Clean, sand, and stain dugout benches

•Paint handicap ramp area (so as to identify uneven pavement surface)

•Cover top of rail of fence with yellow cap (if procured and project is ready)

•Sink “no drive” posts behind dugout to protect grass area from traffic.

•Wind screen “4 ft.” fence down each baseline

•Update scoreboard panel to accurately reflect recent championships won

•Convert in ground hose fitting size to accommodate standard garden hose.

7. Coaches Update. Varsity Head Coach Schneider reported having recently met with Athletic Director Edlund.  Overall field condition and reported over usage was generically discussed.  The board was asked to dust off a fencing proposal from the Spring, 2008 with the idea perhaps taller fencing and locked gates might deter the casual usage that appears to be very detrimental to field conditions.  Porter said he would look through past documentation of signage quotation and forward said information to Beauregard and Schneider. Schneider also discussed the need to purchase a new outdoor batting cage net as the current netting has developed several holes and is in need of replacement. Schneider and Byrd agreed to check into netting pricing and report at a future meeting. If new netting and fencing was to be procured the Board discussed the need to have new signage made indicating casual usage of the field was to not be allowed.

8. Fundraising. – Board again reviewed fundraising activities planned for the current year. Beauregard indicated dates had been established for the Lawson Arena cleaning fundraiser.  Dates for the year are:  11/15/08, 1/10/09, 1/31/09, and 2/27/09.  Porter also agreed to provide a one-page synopsis of fundraising totals from the 2007-08 year.

Conversation then turned to new fundraising opportunities:

9. Spirit Wear – Board discussed the idea of researching different vendors to provide Spirit Wear for the year. Beauregard and Porter each agreed to make contact with vendors each believed would have an interest in providing Spirit Wear. Board would like to again conduct a Holiday Spirit Wear campaign as well as to coordinate an order the week following roster finalization in the spring. Board also discussed Pat Schneider’s request to take care of the team (senior designed) t-shirt order. The board was happy to have Pat’s interest and agreed having Pat take care of this again was a good idea.

10. Concessions – The acknowledged and thanked Irwin and Jones for the terrific work related to concession stand activities during 2007-08. Upon receipt of the accolades Irwin and Jones were subsequently nominated and unanimously approved to head concessions again for 2008-09. Irwin made motion to replace the front window of the concession stand with a more user friendly window, indicating Dave Irwin would be willing to provide the labor necessary to install the new window.  Board approved the new window, 8-0, authorizing Irwin to spend what was necessary to effect the desired change.

11. November Parent Meeting – Board discussed approved Monday, November 10, 2008, 7pm as date and time for annual parent meeting. Beauregard agreed to check for an available meeting location.  Irwin agreed to email baseball database once location was firm. Agenda for the Nov. parent meeting was to be addressed at the October board meeting.

12. Next Meeting  - Monday, October 20, 2008, 7pm, Main Street Pub & Grill, Portage location on S. Westnedge.

Prepared by: Monty Porter, 10/18/08