Meeting started at 6:15pm by Chase AndersonMembers in Attendance: Chase Anderson, Michelle McMahan, Laurena Mullens, Randy McWhorter, Mary Hodgins, Kasey Acker, Steve Rice, Kate Evans, Daryn McLennan, Michael Bates, Traber Burns.
Guests: Chris Gates, Kerri Cowan- Zook, Mark Prescott, Dee Fretwell.
- June and May minutes to be voted on in September meeting and a copy of the minutes to be sent out with the August minutes.
- Annual meeting is the 2nd Wed. in September (September 14th) at 6:30pm at the Ashland Senior Center. Reservations to be made by Michelle McMahan with Parks and Rec. and get key code for the door.
- General membership- is anyone who attends the meeting and can vote to change the constitution. One change recommended is that the Annual meeting in be changed to take place the normal day and time normal board meetings to avoid confusion.
- Steve Rice will update the website with the Annual meeting details.
- Subcommittee (Laurena Mullens, Mary Hodgins, and Steve Rice) will work out details on providing food, child care and how to get more parents/community members to attend the Annual meeting. They will submit information for approval to the Executive Committee.
- Chace Anderson will be out of town for the Annual Meeting and will send out the State of the League in a letter format prior to our meeting. Kasey Acker will provide details on the A.L.L. financials for the 2010-2011 season at the Annual meeting. Michelle McMahan will run the meeting and Steve Rice will take minutes at the annual meeting.
- Greg White is interested in remaining the coaching coordinator for pony/tball but would like to not be a member on the board of directors. To be discussed at a future meeting.
- Mary Hodgins will read the constitution prior to the annual session and will email the current board with any concerns to be discussed at the annual meeting. The current constitution can be accessed on our website.
- The minutes from the annual meeting need to be prepared and sent out within 24 hours so that it can be provided to the bank so the new President, Vice-President and Treasurer are added to the account as signers and the old are removed. Also Kim Nelson at the district office needs to be notified of all changed to the B.O.D. including contact information.
- At the end of the Annual Meeting all keys are to be turned in by any board member leaving the Ashland Board of Directors. Kate has a list of who has what key. Also it is time to have the locks changed; Randy McWhorter will contact Bear Creek and make the arraignments.
- Mary Hodgins spoke to Chris Downs at Little League International regarding non Little League sanctioned events: Ashland Little League cannot endorse any non-sanctioned Little League event. However, Ashland Little League can provide information to its members for other baseball clinics and opportunities via a general email with a link to our website (not our home page) or the organization holding the event. We can provide generic information about the program and contact information or links to websites, jut not endorse. Also Ashland Little League is not to provide any equipment that is property of Little League to be used in any non-sanctions Little League event.
- It was discussed the Little League owns all the equipment. The rule with the batting cages is being researched by Laurena Mullens to see if it is an asset of Little League or the City of Ashland. And if it can be used for non-sanctioned Little League events. Laurena will report back to the B.O.D. what is found out from the Clerk of Council at the City of Ashland.
- If people are compensated for clinics they cannot be under Little League Insurance unless they are an employee of Ashland Little League.
- Lincoln clinic is not a Little League sponsored event. Chuck's fall clinic is. The $50 charged for the fall clinic will need to be paid to Ashland Little League, all adults involved will need to fill out volunteer forms and undergo a background check.
- Motion made by Mary Hodgins and 2nd by Steve Rice (Steve will discuss options with Sean Gallagher and report back to the Executive Committee) Vote passed
- Sean can continue to work on his own as a non-sanctioned Little League clinic/tournament team. He will not be allowed to use any Little League equipment and will not be covered by Ashland Little League insurance. Steve Rice will build a website/Facebook for Sean and will provide a link to our members for any skill building clinics.
- Or Sean can elect to work under Little League guidelines and have access to our facility and equipment and will be covered under A.L.L insurance. All volunteers will undergo a background check any fee paid by members will be paid to Ashland Little League. There will be no financial compensation provided to Sean or any person assisting with the clinic.
- Check with Greg White in December 2011 about any liability insurance policy changes.
- Motion made by Steve Rice and 2nd by Michael Bates (see Attachment for clinic details): 14 slots will be open to A.L.L members. An email will be sent out and left open for sign-ups for 3 days. Emails (include all contact information for the child/parent and child age) will be sent to Kate Evans and she will place all names into a blind lottery and the 14 spots will be filled. All members not chosen will be placed on a waiting list. An email will be sent out to let everyone know who was placed in the clinic. It is agreed that a camera is to be provided to Chuck Thacker but needs further research into tax issues for gifting or compensation. Vote passed.
- Reservations need to be made for the fields with Parks and Recs. Dept. for the above clinic. Trabur Burns will call and make reservations.
- Don's skill clinic: all volunteers need to fill out Little League forms to be a volunteer and undergo a back ground check. The fee charged will need to be paid to Ashland Little League.
- Motion made by Daryn McLennan and 2nd by Mary Hodgins to approve Don's clinic and all money to go to the purchase of soft toss's to be placed outside of the batting cages. Vote passed.
- Motions made by Randy McWhorter and 2nd by Steve Rice to adjourn at 8:10pm. Vote Passed.
Thank you,
Michelle McMahan
Secretary
Amendment 08/21/2011:
Motion made by Mary Hodgins and 2nd by Collette Gilliland to appoint Michelle McMahan as interim acting President while Chase Anderson is out of the country via email.
Summary of Notes from Conversation with Chris Downes (Director of Publicity and Communications for LL International) 8/12/11 at 9:00amCannot endorse programs that compete, cannot have on website any endorsement or specific information of competing programs.
-protect LL brand and trademark, confusion of sponsorship and competition issues
CAN have a web link to training opportunities, community options (such as rec leagues usually ok). MUST be generic information, not endorsing.
The information cannot be part of your main page, it needs to be a tab (i.e., fall training and baseball opportunities) When you connect to that link or sub-page, again must be generic information.
(I asked about having a disclaimer and he said yes, that would be helpful)
Don't include specifics, use a for more information, go to (web address, email or phone number and name is also ok).
Key is to no be promoting, key is to be passing on information.
CANNOT provide an direct email to subscribers providing information to a non-little league sanctions program (unauthorized use of subscriber information) BUT
CAN send out an email that says "check our our website, for baseball training options for the fall). To get them to go to your website, but again, it cannot be on the main page. Ok with that.
We are allowed to set up our own clinics with volunteers etc. and place that on our website.
Reason for Eteamz is because that provides link to make sure everyone is compliant. Can have your own website, just so it links through Eteams.
SEND EMAIL that says:
Fall skill building opportunities are now available for your child. Please go to our website and clink on "Fall Clinics and Skill Building Programs."
List them out without endorsing and provide generic information.
At bottom, have the disclaimer. A lot of this has to do with insurance issues as well, often times, think sponsored by LL but are not, they get sued or ins. Claims are made.
During the season:
Much closer call, will be more heavily scrutinized – reason – pitchers compromised, kids missing practice/games.
Bottom line:
Any time we want to provide information about non-ll programs, must not be on main page, must be generic and the person has to have to "do some work"
Board Agendas
