Ashland Youth Ball Association Board of Directors Meeting for November 2015 was called to order by John Keith in the ACRC Conference Room.  All votes during meeting are noted in these minutes in italics.

Present:  John Keith (President), Dave Nygren (treasurer), Mark Adel (vp/baseball/Legion), Nate Tonjes, Russ Westerhold .  Bob Crisler and Brian Miller not present

Community members:  none

Approval of Documents

John presented October 2015 Meeting Minutes.  (Dave 1^st, Russ 2^nd, approved).

Dave Nygren presented the Treasurers Report.  $10,000 donation paid to City for Concession Stand.  (Mark 1st, Nate 2^nd, approved)

Old Business

CONCESSION STAND - John indicated that construction is nearing completion.  Walk-thru/punch list meeting set for December 4^th.  Suggested that maybe AGHS Booster Club member be present (possibly Nikki Goff?).  John purchased shelving for concession stand/storage area.

LEGION CO-OP – Mark provides summary of recent activities including final decision from Legion HQ that Yutan can dissolve co-op.  Ashland Legion Post 129 will move forward with junior and senior team in 2015.  Ashland Legion and AYBA requests parents to NOT recruit Yutan players but only inform them they are welcome to play in Ashland and they must go thru proper channels to get release signed by Yutan.  Mark is planning on bidding to host a Jr Legion Area tournament in 2016.  Mark asked the Board about questions on the bid application which he did not know answers to.  John has formed a Legion Baseball Committee to oversee the startup, organization and planning this year.  Members to be Bob Crisler and Mark Adel (AYBA), Shawn Emanuel (HS Coach), Ron Garner (Legion) and Kristina Ryan (parent).

New Business

WEBSITE – John explained and demonstrated the new Blue Sombrero website to those present.  Open discussion held with many questions, comments and suggestions.  John and Nate will work on website to get ready for on-line registrations.

REGISTRATIONS – Details of online registrations were discussed.  It was decided there would NOT be any discounts for multiple players from a family.  Registration deadline will be February 14^th, 2016.  Late registrations will be accepted with $30 late fee until March 1, 2016.

Volunteer Deposit checks will need to be submitted to AYBA prior to uniforms being given to players.  It will be requested at online registration that the checks be mailed to the PO Box.  It was suggested that the online registration have the option to “opt-out” of volunteering and have $100 deposit forfeited and paid on-line at time of registration.  John will look into this option.

AYBA will be present at several functions in January and February to provide opportunity for registration to those not familiar with online registration.  It was suggested that AYBA have laptops available (Nate to check on wifi availability at HS) so registrations can be done online. 

The following functions were selected:

Saturday January 2nd                        10am - 2pm                          Wellness Festival at VFW
Friday January 8th                              2pm – 4pm                           AGHS Wrestling Tournament
Tuesday January 19th                        430pm - 7pm                       AGHS Boys Boys & Girls Basketball    
Friday February 5th                             430pm - 7pm                       AGHS Boys Boys & Girls Basketball 

Baseball – No update

Softball -  Nate has spoken with Amber Dutcher and Pitcher/catcher camps are tentatively scheduled weekly in April.  John asked about “open gym” workouts prior to that starting in January?  Nate was interested in this but was waiting until after 1^st of year.  All workouts/camps to be open to all players.  Nate is planning on reaching out after the holidays to a few people he would like on a softball committee.

Slumpbuster – John was approached by Jessica (City) and Brandon Hardy (Triple Crown Sports) about Ashland hosting some games during Slumpbuster tournament June 15-30, 2016.  Over 500 teams participate age 8U-18U during CWS.  Omaha, Council Bluffs are the primary field locations.  All games are held during day so local league play is not affected.  TCS will pay City/AYBA a use fee to include cost of field prep.  AYBA will keep 100% of concessions profit.  TCS also provides an undetermined donation to City/AYBA for the use of facility.  John will be working with Jessica and Brandon to work out details and then a contract for using the Ashland fields.

By-laws / Non-Profit Status – Russ indicated the Draft Bylaws written recently and the 2009 Bylaws recently found by Dave Nygren have a good base to work with.  Russ would like to get the initial bylaws approved and then add sections as applicable (parent/player conduct, discipline, etc…).  Russ briefly explained the 501(c)(3) non-profit programs and asked a few questions which he needs to answer on application for 501(c)(3).  He indicated new procedures in place should allow AYBA to apply with a short/reduced form which also takes less time for approval.  Russ is also speaking with Dave Lutton to get his opinion of AYBA becoming non-profit.

OTHER ITEMS - It was asked what baseball and softball equipment we have and the condition.  It is understood softball gear is still with coaches.  Baseball gear is either with Mark or in old concession stand (John has uniforms only from Dana Allington).  It was agreed that those coaches need to be contacted for return of equipment.  AYBA will possibly schedule a Sunday afternoon for moving things from old concession and organizing in new concession so we know what needs to be purchased.

Meeting Adjourned  (John 1st, Nate 2^nd) Next meeting January 10, 2016 at ACRC 7:00 pm