Dugout Club - PowerPoint Presentation

Slide1

Dugout ClubAnnual Meeting

September 2,

2015Slide2

Agenda

Call to Order

Approval of

April 9,

2015 Minutes

2015 – 2016 Schedule Update

Coach Davis Comments

Officers Reports

President

Treasurer

Secretary

Old Business

New Business

West Field Report

Changes to By-Laws

Election of Dugout Club Board

Members

Committees

Next Meeting – 2015 – 2016 Kick-Off Meeting (Date/location TBD)

AdjournmentSlide3

Approval of April 9, 2015 MinutesSlide4

2015 – 2016

(Draft)

Calendar

Fall Information Meeting

October 12 at 7:00 PM

CPHS Auditorium

Fall Field Maintenance Day

October TBDCaptains Practice StartsStarts January 10Most TBD evenings until March 6 – Time: TBDYouth ClinicFebruary 28 or March 6 (TBD am – TBD pm)CPHS Baseball Registration DueStart TBDComplete by TBDTryouts9th grade – Week of TBD10th, 11th, 12th – Week of 21 MarchSpring BreakMarch 11 – 20 March (no practice)

Rebel Card SalesCard Sales ‘kick-off” – TBDBlitz Night – March 31Player Pack DistributionThe player pack will be distributed TBDPlayer Pack is $TBDPlayer/Parent Meeting NightMarch 28Spring Clean UpMarch TBD (depends on weather)Basketball TournamentSet Up Friday April 1 or 15Tournament April 2-3 or 16-17Season Opener9-Varsity vs. Minnetonka April 7Team PicturesTBD

Team Building Night

April 8

JV/Varsity Trip to

TBD

TBD (maybe May 20 – 21)

Senior Night at Noble Sports Park

TBD (maybe May 19)

End of Year Party

May 22

Dugout Club

Annual Meeting (Elections)

August

2016Slide5

Coach Davis CommentsSlide6

Officers Reports

President

No new items to discussSlide7

Officers ReportsTreasurer

All dugout club 2014 – 2015 payments have been made except for Janitor for 2015

Basketball Tournament

Received remaining 2014 – 2015 outfield sign

payments. All 2014 – 2015 revenue has now been collected.

2015 – 2016 budget will be presented at the next meeting (2016 kick-off meeting)

Received approval of $15,000 donation from CDAA for West Field Dugout Project. Check expected soon

Received check from CPBA for $25,000 donation for West Field Dugout ProjectSlide8

Officers Reports

Treasurer

2014 – 2015 Actuals vs Budget

August 1, 2014 - July 31, 2015

Revenue

August

September

October

November

December

January

February

March

April

May

June

July

Budget

Actual

Difference

Start Up Balance

$ 11,200.54

$ 11,201

$ 11,200.54

$ (0)

Basketball Tournament

$ 8,858.65

$ 127.50

$ 12,000

$ 8,986.15

$ (3,014)

Gold Cards

$ 15,081.00

$ 240.00

$ 15,000

$ 15,321.00

$ 321

Outfield Signs

$ 375.00

$ 375.00

$ 625.00

$ 1,725.00

$ 1,625.00

$ 750.00

$ 375.00

$ 750.00

$ 3,000

$ 6,600.00

$ 3,600

Players Pack

$ 6,400.00

$ 100.00

$ 100.00

$ 100.00

$ 7,500

$ 6,700.00

$ (800)

Youth Clinic

$ 516.24

$ 1,147.20

$ 1,080.00

$ 2,000

$ 2,743.44

$ 743

Rebels Mugs

$ 1,165.00

$ 400.00

$ 80.00

$ -

$ 1,645.00

$ 1,645

Donations

$ 7,500.00

$ 4,000.00

$ 325.00

$ 2,202.82

$ 381.00

$ 7,000

$ 14,408.82

$ 7,409

Decal Sales

$ 160.00

$ 5.00

$ -

$ 165.00

$ 165

Total Revenue

$ -

$ 11,575.54

$ -

$ 7,660.00

$ 375.00

$ 6,306.24

$ 3,272.20

$ 24,591.00

$ 12,151.47

$ 613.50

$ 475.00

$ 750.00

$ 57,701

$ 67,769.95

Expenses

Coaches Pay/Clinic

$ 325.00

$ 385.00

$ 10,765.00

$ 11,000

$ 11,475.00

$ (475)

Players Pack

$ 1,162.60

$ 7,209.00

$ 10,800

$ 8,371.60

$ 2,428

Team Building

$ 220.00

$ 724.27

$ 81.47

$ 2,170.94

$ 3,093.75

$ 7,500

$ 6,290.43

$ 1,210

Field Maintenance

$ 57.10

$ 228.80

$ 1,940.00

$ 1,695.00

$ 636.90

$ 1,603.44

$ 1,200

$ 6,161.24

$ (4,961)

Baseball Supplies

$ 2,857.39

$ 528.00

$ 3,134.47

$ 224.44

$ 5,500

$ 6,744.30

$ (1,244)

Field Improvements

$ 10,000

$ -

$ 10,000

Youth Clinic Expenses

$ 691.72

$ -

$ 691.72

$ (692)

Dugout Club Expenses

$ 233.34

$ 1,122.00

$ 26.95

$ 5,350.39

$ 500

$ 6,732.68

$ (6,233)

Total Expenses

$ -

$ 277.10

$ 553.80

$ 233.34

$ 1,122.00

$ 5,209.34

$ 2,914.72

$ 16,423.24

$ 14,468.74

$ 2,170.94

$ 3,093.75

$ -

$ 46,500

$ 46,466.97

Total

$ -

$ 11,298.44

$ (553.80)

$ 7,426.66

$ (747.00)

$ 1,096.90

$ 357.48

$ 8,167.76

$ (2,317.27)

$ (1,557.44)

$ (2,618.75)

$ 750.00

$ 11,201

$ 21,302.98

TCF Account Balance

$ 3,515.54

$ 3,872.31

$ 3,288.44

$ 3,219.64

$ 9,364.30

$ 9,364.30

$ 13,320.08

$ 13,804.94

$ 40,301.89

$ 21,416.60

$ 17,092.08

$ 17,467.08

Mattson Account Balance

$ 6,100.00

$ 6,100.00

$ 6,100.00

$ 6,100.00

$ 6,100.00

$ 6,100.00

$ 6,100.00

$ 6,100.00

$ 3,603.50

$ 3,603.50

$ 3,603.50

$ 3,603.50

District Account Balance

$ 2,400.50

$ 2,400.50

$ 2,400.50

$ 2,400.50

$ 2,775.50

$ 3,400.50

$ 2,070.00

$ 2,157.40

$ 937.40

$ 937.40

$ (142.60)

$ 232.40

Total All Accounts

$ 12,016.04

$ 12,372.81

$ 11,788.94

$ 11,720.14

$ 18,239.80

$ 18,864.80

$ 21,490.08

$ 22,062.34

$ 44,842.79

$ 25,957.50

$ 20,552.98

$ 21,302.98

Account balance shown is the balance on the statement. TCF is 13th of month, Mattson and District Accounts is the last day of month. All checks/expenses/deposits may not have cleared

 Slide9

Officers Reports

Secertary

No new items to discussSlide10

New BusinessSlide11

West Field Improvements

Received approval of $

15,000

donation from CDAA for West Field Dugout Project. Check expected soon

Received check from CPBA for $25,000 donation for West Field Dugout Project

Dugout Club donating $10,000 (approved in 2014 – 2015 budget)

Met with potential contractor 17 August. He is working plan and estimate.

Meeting will be scheduled with School once we have plan/estimatePlan is to prepare site this fall (concrete, etc) and build structure in spring.Slide12

Changes to By-Laws

Clarification to Board of Director requirements.

Change to start of budget year from August to September

General clean-up

Section 1 – Amendments:

These Bylaws and the Articles of Incorporation may be amended when necessary by a two-thirds majority of the Board or two-thirds majority of General Membership in attendance at a Dugout Club Meeting. Proposed amendments must be submitted to the Secretary to be sent out with regular Board announcements.

All proposed amendments must be consistent with operating exclusively for charitable purposes within the meaning of Section 501(c)(3) of the Internal Revenue code, as now enacted or hereafter amended

.Slide13

2015 – 2016 Board of Director ElectionsSlide14

2015 – 2016 Board of Director ElectionsCurrent Board of Director Members

2015

Mike McGill (President)

Paul Zona

2016

Mike Smith

Lisa

Yerks2017Bob Albers2018Eric Carlson (Treasurer)Slide15

2015 – 2016 Board of Director ElectionsBy-Law Information

Section 1 – Board Role and Size:

The Board of Directors is responsible for overall policy and direction of the Dugout Club. The Board delegates responsibility for activities and events to various officers and committees. The Board shall include the President, Treasurer, and Secretary and up to six (6) At-Large Board Members. It is preferred there is at least one (1) At-Large Board member from each of the 10

th

, 11

th

, and 12

th grade class.Section 2 – Board Eligibility: It is preferred that the President, Treasurer, and Secretary have a student in the Champlin High School Baseball program. Board Members can be from parents of current students, alumni or alumni parents, or other interested parties interested in the success of the Dugout Club and the Champlin Park High School Baseball Program.Section 3 - Board Compensation: The Board receives no compensation other than reimbursement of reasonable expenses to fulfil the purposes of the organization.Section 4 – Elections and Terms: Elections for the Board shall be 1 August of each year. A majority of the Board is required to attend the election meeting.Slide16

2015 – 2016 Board of Director ElectionsBy-Law Information

President

- The president must be elected by a vote of all present during the election meeting. If only one board member remains, that member will become the President. The President will have a one year term. This term will expire each year consistent with the Annual Meeting. The Board shall announce the election meeting to the Dugout Club membership. Only Board members can become a candidate for the position of President. A minimum of one candidate for President is allowed. The President will be elected by a simple majority of those attending the Annual Meeting.

Treasurer

- Any board member can appoint a Treasurer. This member will only become the Treasurer of the Dugout Club if there are no objection by any of the Board Members present at the election meeting. Once appointed, the President will ask the appointee if they accept the position of Treasurer. If the appointee accepts they will assume the position of Treasurer. The Treasurer will have a term until the Annual Meeting of player’s graduation year and be consistent with the term of At-Large Board Members if they do not have a current student in the program.

Secretary

- Any Board member can appoint a Secretary. This member will only become the Secretary of the Dugout Club if there are no objection by any of the Board Members present at the election meeting. Once appointed the President will ask the appointee if they accept the position of Secretary’s. If the appointee accepts they will assume the position of Secretary. The Secretary will have a term until the Annual Meeting of the player’s graduation year and be consistent with the term of At-Large Board Members if they do not have a current student in the program. If a Secretary has not been elected then the President shall act in the capacity until the position is filled.

At-Large Board Members - Any Board Member can appoint an At-Large Board Member. This Member will only become a member of the Board if there are no objection of any of the Board Members present at the election meeting. Once appointed the President will ask the appointee if they accept the At-Large Board Member position. If the appointee accepts they will assume the position of At-Large Board Member. At-Large Board member will have a term until:For At-Large Board Members with a student in the program their term will be until 1 August of the student’s graduation year;For At-Large Board Members that do not have a student in the program their term will expire on 1 August of each year;Multiple At-Large Board Member at a grade level will be accepted. Slide17

2015 – 2016 Board of Director ElectionsBy-Law Information

Section 5 – Board Member Duties:

All officers shall perform the duties outlined in these bylaws and those assigned from time to time at the discretion of the Board Members

.

The President shall:

Preside at all meetings of the organization;

Perform such duties as may be prescribed in these bylaws or assigned by the organization;

Be a member ex officio of all committees;Coordinate the work of the officers and committees of the organization in order that the objectives may be promoted;Gain approval of the Dugout Club budget.The Treasurer shall:Have custody of all of the funds of the organization;Keep full and accurate accounts of receipts and expenditures;Make disbursements as authorized by the organization in accordance with the budget adopted and approved by the organization;Have checks, receipts or payment requests for amounts in excess of the approved budget approved by the President and one additional Board Members (as further clarification, email approval is acceptable);Present a financial statement at every meeting of the organization and at other times as requested by the Board; Present the bank statement(s) at every meeting of the organization and at other times as requested by the Board. Two Board Members, other than the Treasurer, must review the monthly bank statements and sign the statement.  Their signature indicates they have reviewed the statement and the information provided in the treasurer’s report is consistent with the bank statement and approved budget;Electronically file information return Form 990-N (e-Postcard) with the IRS by the annual due date;Annually renew online the Nonprofit Corporation (Domestic) business record with the Office of the Minnesota Secretary of State;Make a full report at the meeting at which new officers officially assume their duties, usually the annual meeting;

Have the accounts examined by the Audit Committee.The Secretary shall:Record the minutes of all meetings of the organization. Minutes shall be consistent with the requirements within the Dugout Club Conflict of Interest Policy. After approval of the meetings by the Board provide the minutes to the general membership;Maintain the permanent records of the organization including but not limited to Articles of Incorporation, Bylaws, IRS determination letter, Federal Employer Identification Number, State Sales Tax Exemption documentation, and other documents as directed or as necessary.Handle correspondence as designated by the board.The At-Large members shall:Attend meetingsLead and participate on committeesSlide18

Elections

President

From By-Laws

The president must be elected by a vote of all present during the election meeting. If only one board member remains, that member will become the President. The President will have a one year term. This term will expire each year consistent with the Annual Meeting.

.

Treasurer

Eric Carlson has volunteer to continue as Treasurer. He has a son that will be a 10

th grader this school year. In accordance with By-Laws we do not need to do anything.From By-LawsThe Treasurer will have a term until 1 August of player’s graduation year and consistent with the term of At-Large Board Members.SecretaryCurrently we do not have a Secretary. In accordance with By-Laws the President fills this role is there isn’t someone in this position.From By-LawsAny Board member can appoint a Secretary. This member will only become the Secretary of the Dugout Club if there are no objection by any of the Board Members present at the election meeting. Once appointed the President will ask the appointee if they accept the position of Secretary’s. If the appointee accepts they will assume the position of Secretary. Slide19

ElectionsAt-Large Board Members

From By-Laws

Any Board Member can appoint an At-Large Board Member. This Member will only become a member of the Board if there are no objection of any of the Board Members present at the election meeting. Once appointed the President will ask the appointee if they accept the At-Large Board Member position.

If the appointee accepts they will assume the position of At-Large Board MemberSlide20

Committees

Finance Committee

Lead by the Treasurer and includes the Board of Directors

The Finance Committee shall present a budget to the Membership at the Kick-Off Meeting for review, comment, and approval

.

Audit Committee

Currently Mike

Aydt and Josie Oxley are on the Audit Committee. Need a replacement for JosieNeed leads for the following:Volunteer CoordinatorYouth ClinicFund RaisingBasketball TournamentRebel CardsOutfield SignsTeam Building NightSenior NightEnd of Year BanquetField MaintenanceSlide21

Next Board MeetingAnnual Kick-Off Meeting:

The Annual Kick-Off Meeting shall be held in the

September or October

to review and approve the yearly budget

.

Will set date later in September for this meeting