Dugout ClubAnnual Meeting

September 2, 2015

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)• Adjournment

Approval of April 9, 2015 Minutes

2015 – 2016 (Draft) Calendar• Fall Information Meeting

• October 12 at 7:00 PM• CPHS Auditorium

• Fall Field Maintenance Day• October TBD

• Captains Practice Starts• Starts January 10• Most TBD evenings until March 6 –

Time: TBD

• Youth Clinic• February 28 or March 6 (TBD am –

TBD pm)

• CPHS Baseball Registration Due• Start TBD• Complete by TBD

• Tryouts• 9th grade – Week of TBD• 10th, 11th, 12th – Week of 21 March

• Spring Break• March 11 – 20 March (no practice)

• Rebel Card Sales• Card Sales ‘kick-off” – TBD• Blitz Night – March 31

• Player Pack Distribution• The player pack will be distributed TBD• Player Pack is $TBD

• Player/Parent Meeting Night• March 28

• Spring Clean Up• March TBD (depends on weather)

• Basketball Tournament• Set Up Friday April 1 or 15• Tournament April 2-3 or 16-17

• Season Opener• 9-Varsity vs. Minnetonka April 7

• Team Pictures• TBD

• 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 2016

Coach Davis Comments

Officers ReportsPresident

• No new items to discuss

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 Project

Officers ReportsTreasurer 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 DifferenceStart 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

Officers ReportsSecertary

• No new items to discuss

New Business

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/estimate

• Plan is to prepare site this fall (concrete, etc) and build structure in spring.

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.

•2015 – 2016 Board of Director Elections

2015 – 2016 Board of Director ElectionsCurrent Board of Director Members• 2015

Mike McGill (President) Paul Zona

• 2016 Mike Smith Lisa Yerks

2017 Bob Albers

2018 Eric Carlson (Treasurer)

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 10th, 11th, and 12th 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.

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.

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 meetings• Lead and participate on committees

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-Laws

• The Treasurer will have a term until 1 August of player’s graduation year and consistent with the term of At-Large Board Members.

• Secretary• Currently 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-Laws

• 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.

Elections

• At-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 Member

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 Josie

• Need leads for the following:• Volunteer Coordinator

• Youth Clinic• Fund Raising

• Basketball Tournament• Rebel Cards• Outfield Signs

• Team Building Night• Senior Night• End of Year Banquet

• Field Maintenance

Next Board Meeting

Annual 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