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11-1-2008
Rochester Royals/Blues Board Meeting Synopsis
I.
Attendance: Jason
Fink , Al King, Bill Beaupre, Dan Timmons, Keith Larson, Greg Glasenapp, Mary
Jane Schmitt, Dale Massey, Joe Duda, Dan Hoefs, Dave Adams, Chad Wiesner.
II.
Submit Final Draft of Budget to Treasurer
Jason
Fink formally submitted the final 2009-2010 final budget to Bill Beaupre.
The submission was duly noted by the board.
III.
Discussion about calendar distribution
The
board agreed to mandate that any calendars that are formally assigned to each
board member must be sold otherwise they must be paid for.
This will eliminate any unsold calendars.
Board members went around the table and agreed to take “X” amount of
the calendars to sell by April 30th of 2009.
About 200 of the calendars are unassigned and are in the “pool”.
IV.
Being Planning 2009 Dugout Club shirts
The
board voted to go with a long sleeve, Royal Blue heavy quality t-shirt similar
to what was done in 2006. The actual
shirt will be designed at January’s meeting.
V.
Review Letter Being Sent Out As Part of Our Recruiting Drive
Dan
Hoefs said that he would mail the letters out two weeks prior to our
Thanksgiving party at Kathy’s on November 29th.
VI.
Blues manager update
There
will be more to follow after November 22nd.
VII.
Thanksgiving Party Details
Jason
Fink notified the board that he will be buying the pizza for the party from Mr.
Pizza North. The pizzas will be
delivered at 3:00PM to the 2nd floor of Kathy’s.
The party will start at 2:00PM Saturday November 29th, 2008.
There will be a board meeting at 1:00PM to hand out calendars to board
members that will be taking their allotment.
The calendars will be completed by Johnson Printing by the Friday of the
week before Thanksgiving. Royals and
Blues awards will be held, following an introduction to the board members and
players to our new recruits. Pizza
will be served at 3PM as noted above.
VIII.
Open Forum for New Business
It
was noted that Jason Fink shall bring temporary nametags to the party as well as
paper plates, plastic forks, and napkins.
IX.
Adjournment
The
meeting adjourned at 11:05 AM.
10-11-2008
Royals/Blues Board Meeting Synopsis
Agenda
Item #1: Attendance:
Jason
Fink, Chad Wiesner, Keith Larson, Dale Massey, Dan Hoefs, Dan Timmons, Al King,
Mary Jane Schmitt.
Agenda
Item #2: 2007-2008 Financial Year in
Review:
In Bill Beaupre’s absence, Jason Fink walked the board through the
organization’s financial statements for the last six months.
Agenda
Item #3: Approve 10-1-2008 through
September 31, 2009 Master Budget: The
board approved, with a couple additions, a master budget proposed by Jason Fink.
Jason will make the necessary changes and will provide the board with an
updated copy at the next meeting.
Agenda
Item #4: Calendar Update:
Jason
walked through the status of all of the proposed coupons on the 2009-2010
calendar with a couple of changes. Jason
is going to meet with Bill Upton at Johnson Printing to set up the next calendar
no later than Thursday the 23rd of October.
Agenda
Item #5: Approve 2009 Dugout Club
Signup Sheet: The board
approved the 2009 Dugout Club signup sheet proposed by Jason Fink with only one
grammatical change needing to be made.
Agenda
Item #6: Vendor Changes:
Jason
Fink notified the board that a local custom embroidery company gave him an
unsolicited quote on the cost of making our 2009 Dugout Club shirts.
The quote was significantly less that what we have paid in the past from
our current supplier. Al King
mentioned that he would meet with our current supplier to discuss this.
Agenda
Item #7: Future of Blues as part of
Rochester Royals organization: The board voted to maintain the
Blues as a function of the Royals organization for 2009 on the strong belief
that our top candidate for the position will accept it.
Two additional candidates for the position were also accepted.
Two possible courses of action were discussed in the event that none of
the approved candidates accept the position.
This issue will again be on the agenda at the November meeting.
Agenda
Item #8: Open Forum for new Business:
Discussion was led by Al King who had land maps and blueprints from the
creation of Hudson Field. Al
discussed with the board that the Park and Rec. dept. has a fairly sizeable
kitty of money to spend at Hudson Field in the way of improvements to the park.
Al needs to turn into the Park department a list of priorities from the
baseball community on what improvements should or need to be made.
The board also decided to invite a
handpicked group of college freshman baseball players, and their parental units,
from Rochester that would be possible Royals or Blues players in 2009.
The goal is to educate the players and their families on our program and
what they can gain from playing amateur baseball.
Dan Hoefs volunteered to gather the necessary information needed to put
together the invite list.
Agenda
Item #9: Adjournment, set date for
next meeting:
The board decided that the next
meeting should be Saturday November 1st, 2008 at the Rochester YMCA.
The meeting adjourned at 11:30AM,
Saturday October 11th, 2008.
9/6/2008
Royals/Blues Board Meeting Synopsis
Attendance:
Jason Fink, Dan Hoefs, Dan Timmons, Greg Glasenapp, Dave Adams, Josh
Matti, Chad Wiesner.
Absent:
Tom Dunford, Keith Larson, Dale Massey, Mary Jane Schmitt, John Kipp, Al
King, Bill Beaupre.
Agenda Item #1:
Board Elections
Jason Fink, nominated by Greg
Glasenapp, second by Dave Adams was elected to a third term as President.
Al King, nominated by Jason Fink,
second by Dave Adams was elected to a third term as Vice-President.
Dan Timmons, nominated by Dan Hoefs,
second by Jason Fink was elected to a second term as Secretary/Webmaster.
Bill Beaupre, nominated by Dan Hoefs,
second by Jason Fink was elected to a second term as Treasurer.
At large seats on the board were left
intact until the next meeting.
Agenda Item #2:
Brief Budget Review
In Bill Beaupre’s absence Jason Fink
went over a quick three minute review of the balance of the checking account.
Bill will give a more detailed over view at the next meeting.
Agenda Item #3:
Changes to 2009 Dugout Club Sheet
Jason Fink walked through
housecleaning type changes that needed to be made on the 2009 Dugout Club sign
up sheet. Jason will bring the
proposed final copy to the next meeting with all of the requested changes made.
Agenda Item #4:
2009-2010 Calendars
Jason Fink went through all of the
coupon sponsors and made sure everyone that solicited coupons last year contact
the same businesses. Dave Adams
suggested that the board go after more food and drink coupons and less for high
dollar service type coupons. His
point was duly noted by the board. A
minimum of two coupons on the calendar will be switched out to food and drink
coupons.
The board reviewed the roster of the
Blues and identified players that should be released from their contract with
the Blues. No further action was
taken.
It was noted that there are several
Rochester grown college players that will be home from college this summer and
are no longer Legion eligible. Many
of these players will be considered to fill the Blues roster.
No further action was taken.
It was also brought to the board’s
attention that Joe Serratore has again surfaced as a possible candidate to fill
the Blues Head Manager position on a long term basis.
No further action was taken by the Board.
This issue will remain on the shelf until action on this item is
required.
Agenda Item #6:
Royals Roster Discussion
The Board was officially notified that
Royals greats Shawn Leimbek and Joe Siple have retired from playing for the
Royals. It was also noted that, as
of today, Justin Sokol will not be pitching for the Royals in 2009 due to
graduate school commitments. It was
also duly noted that Chuck Krom has sought out another team on his own volition.
The Board reiterated standing policy that no player shall receive a
release from the Royals/Blues without the team said player was contracted to
turns in any and all uniforms that said player was issued by the team.
Agenda Item #7:
Thanksgiving Party at Kathy’s
The board agreed to allow Dan Hoefs to
purchase miniature bats for the winner of the Royals MVP and Pitcher of the Year
award. It was duly noted that
Josh Matti had not received his 2006 or his 2007 MVP award.
Dan will check with the award supplier to find out where Josh’s awards
are.
Jason Fink is in charge of contacting
Bob Murphy to get the 2nd floor of Kathy’s Pub reserved starting at
2PM on Saturday November 29, 2008. November
29th is the Saturday of Thanksgiving weekend.
Jason Fink will contact Bilotti’s
Italian Village before the end of September to order the pizzas for the party.
We will give Bilotti’s the pizza business for our party if they, in
turn, honor a coupon on our 2009-2010 calendar.
If they are not interested we will then ask Mr. Pizza, BB.’s, and
Zadeos.
Dan Hoefs asked the board if he could
purchase more white and a new set of gray uniform pants for the Royals.
The Blues would then receive a mostly unused set of gray pants from the
Royals to replace many of the worn out pants that the Blues currently use.
This issue will be finalized at the next meeting.
Agenda Item #9:
Adjournment
The next meeting of the Board of
Directors will be held Saturday October 11th at 9:00AM at the
President’s Room at the Rochester YMCA.
Rochester
Royals/Blues Board Meeting Synopsis 4-19-2008
Attendance:
Jason Fink, Al King II, Dan Timmons, Bill Beaupre, Mary Jane
Schmitt, Dale Massey, Keith Larson, Tom Dunford. The meeting began at 9:15 AM.
Agenda
Item #1: Final Calendar Review
The board discussed ways to improve the calendars for 2009-2010 and voted
in the following measures.
1.
The board decided that the coupons must be solicited starting no later
than the third week of August 2008 for the 2009-2010 calendars.
This will eliminate most of the time and production problems that Johnson
Printing ran into with the coupons for the 2008-2009 calendars.
2.
Since the calendars will be completed and ready to go for the
Thanksgiving party we will have them available at the party to distribute to all
players both Royals and Blues. This
ensures that every player gets an equal chance of having some to buy and/or sell
for us.
3.
The board decided to maintain 1,000 calendars.
4.
The board decided to not start the 2009-2010 calendars until May 1st
instead of April 1st.
Agenda Item #2: Winter
Casino Night
The idea of doing a
Royals/Blues casino night fundraiser during the winter months was again brought
to the table. The casino night was
again voted down; however, a better fundraiser was created and voted in as
follows:
The Rochester Royals/Blues board will purchase a quality used vehicle
from Clements and sell raffle tickets for a chance to win the vehicle.
Jason Fink will have an initial order of 2,000 tickets printed up through
Johnson Printing as soon as a car is purchased.
The car will be raffled off live following the completion of the Fan
Appreciation night game against Dundas on Sunday July 27th.
The car is to be shown off at all Royals and all Mayo Field Blues home
games. Clements will keep title to the vehicle until the winner is picked.
The winner will have to pay tax, title, and license when they claim the
vehicle from Clements. Clements
will store the vehicle in a locked storage area for us.
The board will have to purchase a basic liability insurance policy on the
vehicle so it is covered during the time of purchase through it being raffled
off. We will also have to buy an
insurance binder that covers the vehicle while it is being driven from the
Clements lot to the ball park and back. Jason
Fink will contact Dave Faupel at Allstate to purchase the coverage.
The raffle tickets will be sold mainly at the ballpark as the vehicle
will be prominently on display at Mayo Field during our games.
Board members and players will also receive raffle tickets if they wish
to sell any outside of the ballpark.
More tickets will get ordered if we sell through all 2,000.
Bill Beaupre volunteered to contact people in the radio business to get
free ads on the radio to promote our event.
Agenda
Item #3: Schedule Game Workers
Jason Fink gave everyone a list of the names of the people
that work at our games. Jason and
Al will work together to create a rotating two week schedule for all home games
for the 2008 season.
Agenda
Item #4: Review Dugout Club Sales
Procedures
Jason Fink presented a sheet that describes how the board
handles selling Dugout Club memberships to ensure that 100% of our Dugout Club
customers receive their tickets/schedules/shirt in a timely fashion.
This was done to get all board members on the same page.
Agenda
Item #5: Royals/Blues Board History
Binder
Jason Fink will give each board member a three ring binder
that includes all board meeting agendas, minutes, and treasurer’s reports from
March 1st, 2007 going forward. This will be completed and passed out
by May 31st, 2008.
Agenda
Item #6: Open Forum for New
Business
The following items were brought up for new business.
1.
Bill Beaupre needs
Royals/Blues board members to help with the spring softball tournament at
McQuillan fields Saturday and Sunday April 26th and 27th. Call Mary Jane Schmitt to arrange a time and job for those
dates.
2.
The board agreed to allow Bill Beaupre to purchase the 41-cent Liberty
stamps in which the 41-cent price is good forever.
This will help us out with all the mailings we will have to do with
Dugout Club letters and calendar winnings.
3.
The board agreed to pay Dan Timmons for all costs incurred in
reproducing, on his own equipment, Royals/Blues letterhead and envelopes.
4.
Tom Dunford was voted in as the new Blues manager.
Tom Jeznach was relieved of his duties as he is likely going to be moving
to South Dakota to take a Highway Patrol position. Jason Fink will serve as Tom
Dunford’s interim assistant when needed. Jason will manage the team when Tom is not able to make a
game. Former Blues pitcher Andy Brigham will be contacted to take the
assistant’s job if he wants it. Other
candidates will be considered if need be.
MISC:
NOTES: We will not have a board
meeting in May. We will have a one
hour meeting either June 21st or June 28th to prepare for
the second half of the schedule and to get ready for the 4th of July
game and car giveaway that will be held at Fan Appreciation night.
We will need all hands on deck for both dates.
Also, Jason Fink and Al King will handle all preparation for
both Dugout Club nights. Jason and Al will coordinate helpers for those nights.
Royals/Blues Board Meeting Synopsis for March 15, 2008
The
meeting began at 9:09 AM.
Attendance:
Jason Fink, Dale Massey, Mary Jane Schmitt, Greg Glasenapp, Dan Hoefs,
Chad Wiesner, John Kipp, Dan
Timmons, Bill Beaupre.
Agenda
Item #1: Calendar Sales and Final
Push Options
The board reviewed where calendar sales were and made plans
to sell the calendars that are still unsold.
There are two weeks left to sell. Jason
Fink will arrange with Bill Beaupre, Al King, and Dan Timmons to meet and draw
April’s winners and get the checks out.
Agenda
Item #2: Review Final Budget and
Approve New Equipment
Jason Fink presented the board with a spreadsheet outlining
the projected balance sheet for the 2008 season. Small changes were made and duly noted. Jason will update the spreadsheet and forward Bill Beaupre a
new copy for him to reference.
After discussion, the Board agreed to purchase twenty-five new uniforms.
The uniforms will be the same exact blue Rawlings stock uniform that the
Royals use. The uniforms will be
embroidered with “Rochester” across the front.
The uniforms will be purchased, and used by the Blues, under the
following conditions:
1.
The Blues must continue to
use their current set and use the current set for a minimum of 50% of their
schedule each year. Any of the
current tops (“R” top) that have a peeling number will get professionally
fixed if needed.
2.
Both sets of tops must be collected by the Blues manager after the Blues
play their last game of the year.
The new uniforms will eliminate the need to purchase a new
set every two years. The board felt
it was important to get one top quality set instead of buying used or poor
quality tops that don’t last.
The board also agreed to purchase some higher end composite
bats to be divided equally amongst both teams.
The board may also buy a dozen normal wood bats to compliment the
composites if feasible.
Agenda
Item #3: Sponsorship advertising
update
Jason Fink presented Dan Hoefs will a list of all possible $500+
advertising sponsors to take to Johnson Printing when he submits our print order
for pocket schedules. Jason will communicate with Dan to add or eliminate companies
from the list as things change before the deadline. Dan Timmons will update the website with new sponsors as they
are added.
Agenda
Item #4: Finalize Both Team
Schedules & Special Events
Dan Hoefs presented everyone with a final copy of the 2008 Royals
schedule. Jason Fink presented the
list of possibilities of special events for the 2008 season.
The board agreed with Jason’s special event plan and the final list was
given to Dan Hoefs to submit to Johnson Printing to go on the back panel of our
pocket schedules.
Agenda
Item #5: Open Forum for New
Business
Dan Timmons took pictures of the board members present to put on the
website.
Agenda
Item #6: Schedule Next Meeting and
Adjournment
The next meeting of the board will be determined by the end of the week
of the 17th of March. The
meeting adjourned some time after 10:30AM and before 11:00AM
Rochester
Royals/Blues 2-16-08 Board Meeting Synopsis
Attendance:
Dan Hoefs, Keith Larson, Dale Massey, Jason Fink, John Kipp, Mary Jane Schmitt,
Bill Beaupre, Al King, Dan Timmons
Agenda
Item #1: Calendar Sales Review
Bill
Beaupre reported that he had reported 331 calendar sales. The majority of
the board members present turned in stubs and money to Bill Beaupre for
recording and deposit. After today we estimated that we have ˝ of the
calendars sold. All of the calendars beyond 540 are all profit.
The
board was notified of the following special events for the calendars:
Outside
Sam’s Club foyer 1-4PM Saturday March 8th and 1-4 Saturday March 22nd.
Jason
Fink also notified the board that he will be using personal vacation time to go
out around town and sell calendars on March 6th and 7th.
We
ABSOLUTELY MUST have, in hand, all unsold calendars at the March 15th
meeting.
Agenda
Item #2: Design Dugout Club Shirts
After
discussion the board decided to go back to Royal Blue polo
shirts. We are going to have the Royals and Blues logos next to
each other on the right breast with the words “Dugout Club” underneath.
The board also decided to give Dugout Club membership buyers the option of
purchasing a flexi-fit Royals or Blues hat in lieu of receiving a shirt.
We will finalize the number of hats and shirts we will buy and in what size at
the next meeting in March.
Agenda
Item #3: Preliminary 2008 Budget
Jason
Fink presented a rough draft of the ’08 budget. Each board member
present received a packet that showed estimated expenditures and revenue
forecast. The board went through each item and adjusted cost figures where
needed. Jason will present the final draft at the next meeting. For
right now, the purchase of new Blues tops and team sets of composite bats are
contingent on the amount of profit generated from calendar sales.
Agenda
Item #4: New Sponsorship Update
Jason
Fink gave the board a newer list of what companies we can rely on for
advertising sponsorships for 2008. Everyone knows who needs to contact
which companies so we do not double sell any.
Agenda
Item #5: Set deadline for having schedule turned into Johnson Printing
Dan
Hoefs asked that we finalize our sponsor list and special event calendar at the
next board meeting. All board members that solicit an advertising
sponsorship from any business must verify so at the next meeting. Our
deadline to get everything in to Johnson Printing for timely completion of our
printing job is April 1st. We would like to get the information
in sooner than April 1st if possible.
Agenda
Item #6: Bring back youth camp?
After
discussion the board decided to not bring back the Royals youth clinic prior to
select home games in 2008.
Agenda
Item #7: Open Forum
No
new business was brought to the board’s attention.
Agenda
Item #8: Adjournment
Royals/Blues
Board Meeting Synopsis 1-5-2008
Attendance:
Jason Fink, Al King, Keith Larson, Josh Matti, Dale Massey, Greg Glasenapp, Dan
Hoefs, Tom Jeznach, Bill Beaupre. Meeting began 9:01 AM
Agenda
Item #1: Calendar sales review: Jason Fink reviewed with the board
how many calendars he had distributed. There are still several calendars
sitting in the box that are unsold. We will continue to work with our
board members, players, and others to distribute the rest. People that had
sold calendars turned their money and stubs into Bill Beaupre for deposit.
Agenda
Item #2: 2007 Sponsorship Review: Jason Fink gave everyone a copy of
all businesses that were advertising sponsors of the Royals/Blues in 2007.
Those that had solicited an advertising sponsor last year were asked to contact
that business again. The board was also asked to keep on the lookout for
potential new sponsors.
Agenda
Item #3: 2008 Special Game Nights: Jason Fink presented a goal of 8
special event nights for Royals/Blues games. 2008 Special Event Game
Nights, as of right now, will be:
1.
Royals Home Opener, small $50-$100 door
prize drawing
2.
Dugout Club Night #1
3.
Dugout Club Night #2
4.
Fan Appreciation Night, lots of prizes
5.
Tom Kadlec Cash Giveaway Night
6.
4th of July Fireworks
Extravaganza
7.
Kathy’s Pub T-shirt night
8.
New $1000 or $1500 sponsor night
9.
New $1000 or $1500 sponsor night
Note:
One Dugout Club night will feature the Royals vs. Blues; the other will most
likely continue to be the Greyhounds vs. Royals. Dan Hoefs listed out
possible dates for Dugout Club nights; those dates will be solidified when he
has a better idea of how the schedule will shape out. The 4th
of July game will be Royals vs. Blues unless something changes.
The
board eliminated the $1250 sponsorship level and replaced it with a $1000 level,
and added a new $1500 level.
Jason
Fink asked permission to purchase 100 white screen printed t-shirts with the
Royals and Blues logo on the front with Kathy’s Pub’s logo and address on
the back to be given away on Kathy’s Pub night. Al King filed a motion
to increase the shirt order to 200; any shirts not given away will be taken down
to Kathy’s and given to Matt Murphy. Motion passed unanimously.
It
was undecided if the Royals/Blues players would be able to play against the
Roosters during Rochesterfest weekend. We will make a firm decision when
we know what the individual team’s schedules look like.
Agenda
Item #4: Begin Design of ’08 Dugout Club shirt and sign up sheet:
The board sat down and made changes to the ’08 Dugout Club signup sheet.
The changes were agreed upon, and Jason Fink emailed the changes to Dan Timmons
to put the correct information on the website. All board members will
receive an electronic copy of the sheet in their email along with the 2008
advertising sponsor solicitation sheets. The shirts will be designed at
the next meeting. Dan Hoefs asked permission to purchase the 2008 tickets
earlier than normal. He was given permission pending someone asking Matt
Murphy if he wants to continue with his coupon on the back of the ticket.
Jason Fink will ask him Monday afternoon and get back to Dan.
Agenda
Item #5: Player Incentives for extra dugout club sales and/or sponsorships
revision
After
lengthy discussion the board agreed to keep the existing incentive format in
place. Players will be given a lecture on how the system works after
completion of their first game.
Agenda
Item #6: Free Passes: The board will ask RYBA if they wish to do the
free passes for their players to attend our games. The board will also
receive $250 if they allow AAU players in for free courtesy of the RASC.
Jason Fink is in contact with Ed Hruska regarding the issue.
Agenda
Item #7: Switching the Blues to a pay-to-play format: Jason Fink
asked the board to implement a $180 up-front payment for all Blues players.
The Blues players would then be able to earn their money back by selling three
dugout club memberships. After lengthy discussion the board decided not to
pursue the up-front payment. The issue will be revisited closer to the
season when Tom knows who will be playing on his team. Tom anticipates
having some turn over on his roster which may eliminate some of the problems we
had last year.
Agenda
Item #8: Open Forum: No one addressed the board with any new
business. There will be a short meeting the first or second week of
February to mainly focus on calendars.
Synopsis of the board meeting held on
November 3, 2007.
Attendance:
Jason Fink, Al King, Dan Hoefs, Dan Timmons, Greg Glasenapp, Dale Massey, Mary
Jane Schmitt, Keith Larson.
Agenda
Item #1: Case Calendar cost information and format: Dan Hoefs
presented to the board the formats and styles of calendar that were the most
economically sound for our purchase. After Dan’s presentation, the board
decided to go with 1000 calendars that are 11.5 X 17.5 on the small press, two
colors for $211. Composition will cost us anywhere from $250 to $500
depending on the amount of time it takes for them to compose the project.
Jason Fink agreed to produce ad copy to Dan Hoefs later in the day. Dan is
going to present our work to Johnson Printing on Monday.
Agenda
Item #2: Assign dollar amounts to each day and for special event dated on
the calendar. The board took a look at how to distribute the prize money
throughout the calendar. Al King presented a rubric that showed a way to
have every day worth $20 plus have 15-18 special days that are worth $50-$500.
The board decided to let Al take the project home and refine whatever amounts
and dates that needed changing. He will contact Dan and give the final
draft to him by Monday morning.
Agenda Item #3: Plan Thanksgiving Day Party: Jason Fink reported
that he received permission from Bob Murphy to have the Thanksgiving Day party
at Kathy’s the Saturday of the week of Thanksgiving,
which would be November 24th. The board agreed to buy pizza
from Mr. Pizza for the day of the party. We will order a dozen pizzas from
them. Jason Fink will visit with Bob again sometime within the next week to see
if any payment is required for the open bar.
Agenda
Item #4: Discussion on what to do with extra funds. This discussion
was shelved until a future meeting. We will discuss this matter when we
know exactly how much money we have to work with for additional things.
Agenda
Item #5: Discussion about changing meeting times. The board decided
to maintain the Saturday morning at 9AM at the YMCA time slot.
Agenda
Item #6: Open Forum: The board had a discussion on how to go about
selling the calendars. Jason Fink agreed to take responsibility for all
1000 of them to begin with. There will be a brief ten minute meeting prior
to the party at Kathy’s where board members can take however many they are
comfortable selling at that time. People can contact Jason when they need
more to sell. It was suggested that the calendars could be sold at a
softball tournament that Al King and Bill Beaupre are involved in as well as
selling them to companies up front, in turn, they would be able to re-sell.
It was also suggested that the calendars be sold at the RYBA sign up day in
February. Dan Timmons will seek permission to do so from RYBA board member
Dan Herold. Board members will not have any type of quotas or anything of
the sort on any number of calendars.
Open
Item #2: Christmas cards: Dan Timmons will put the Royals team photo
on the front of the Christmas cards and will put some type of holiday greeting
on the inside. Dan was instructed to provide receipts for card stock and
postage. We estimated sending out around 100 cards.
Open
Item #3: Dan Hoefs was given permission to purchase small awards to be
given out at our party on the 24th.
The
next meeting will be held prior to the Thanksgiving Day party at Kathy’s Pub.
The meeting will only be about distributing the calendars. Board members
will be able to take how many calendars they wish to initially have. This
should only take 10-15 minutes. Jason will have a master sheet that will
keep track of who has what calendar.
9-29-2007 Royals and Blues Board Meeting Synopsis
The meeting of the Rochester Royals and Blues board of directors was held in the President’s Room at the Rochester YMCA on Saturday September 29, 2007. The meeting began at 9:01AM.
Attendance: Jason Fink, Al King, Mary Jane Schmitt, Dan Timmons, Dan Hoefs, Dale Massey, Keith Larson, John Kipp, Dave Adams, and Greg Glasenapp.
Item #1: Board Elections: The following people were elected to executive positions as follows: Jason Fink, President (re-elected), Al King, Vice President (re-elected), Dan Timmons, Secretary/Webmaster (new election), Bill Beaupre, Treasurer (new election). Mary Jane Schmitt will no longer serve as Secretary. She will maintain a voting spot on the board of directors. Dan Timmons will be the new secretary as well as maintain the Royals/Blues website. Bill Beaupre will be the new treasurer. Bill has several years experience in organizing various sporting events and fundraisers. Bill was elected upon recommendation of Al King. All four people running for executive positions were elected unanimously. The terms shall expire on October 1st, 2008.
Item #2: Closing of the books for 2006-07 financial years. Dan Hoefs presented Jason Fink with copies of the Park and Rec invoices from the past season. Jason will present the invoices to Bob Murphy to receive payment from Kathy’s Pub for 2007 field rent. Dan Hoefs stated that the state tournament check was on its way from the state board. The books will be officially closed on 06-07 as soon as those checks are received and duly noted. If the board receives the previously mentioned amount of money, the check book balance should equal what the board started the season with. It was noted that the Royals/Blues board spent money on two projects (Mayo Field sign, and Jeff Milene retirement) that are not typical of year to year operations of the ball club during 2007.
Item #3: Discussion about future of the Blues: The board had a lengthy conversation regarding the future status of the Blues program. The board agreed to operate and fund the Blues for the 2008 season. The board strongly stated that the Blues must be held financially responsible for their portion of the cost of operating the team. Jason Fink notified the board that 2007 manager Darrin Schmidt retired from playing and managing following the 2007 State Tournament.
Item #4: Additional Fundraising Ideas: Jason Fink presented to the board, upon feedback and suggestions from players, the idea of selling a cash raffle calendar. After a long conversation about the matter, the board decided to go ahead with selling the cash raffle calendars as a means to potentially double the board’s operating budget for future years. 1,000 calendars will be printed out and they will be sold strictly by the members of the board for $20 a piece, thus generating $20,000 in gross profit. State law mandates that we must give away no less than ˝ of the amount we take in. The board will also have to purchase a $50 annual permit from the State of Minnesota Gambling Commission. The calendars will provide buyers 365 chances to at least win their money back.
Dave Adams suggested that we solicit our existing sponsors to commit to a coupon on the back page. Dave’s suggestion was duly noted and was accepted by the board. The calendars will feature twelve coupons on the back. Dan Hoefs will meet with Johnson Printing Monday October 1st, to discuss pricing. The board informally agreed on a design that was suggested by Dan Hoefs. Other designs will be reviewed at the next meeting if they are feasible. The format of the calendar and the amounts each day is worth will be set at the next meeting.
It was agreed upon that each board member will be responsible for an equal share of the calendar sales. Also, Jason Fink mandated that because the board is personally raising the money as a means to increase the operating budget, the board will dictate how and where the dollars are spent. That discussion will take place when the board sets the budget for 2007-08. It was also noted that players will NOT be required to sell any of the calendars, however, they are welcome to if they wish to.
The idea of doing a casino night and silent auction was very briefly discussed. It was decided that a casino night and silent auction was unnecessary because the calendars would provide enough revenue to achieve the goal of doubling the budget.
It was also noted that Tom Dunford may possibly be able to solicit three, possibly four, more $1250+ sponsorships for the 2008 season.
Item #5: Open Forum: The board again decided to have a party at Kathy’s Pub the Saturday of Thanksgiving weekend. Kathy’s (upon permission) will provide the upstairs at no charge starting at 2PM on Saturday November 24th for our event. The board agreed to purchase pizza and snacks for the party. The board will also hold an awards ceremony and will kickoff the Royals/Blues cash giveaway calendars on that date. No other new business was brought to the board’s attention. The meeting adjourned at 11:58PM.
