Dickson County Youth Athletic Association

Dickson County Youth Athletic Association Board Meeting Minutes January 13, 2013

Members present: Billy Lamastus, Donnie Guthrie, Butch Bagsby, Joe Riley, Ralph Neblett, John Terlecki, and Carrie Simpson

Members Absent: Jody Britt, Shannon Britt, Dennis Deblock

Non-members present: Paula Tidwell

I. Call to order at 3:06 pm. II. Motion to approve December 2, 2012 minutes by Ralph, 2nd by John, all was in favor. III. Old Business A. All sponsorship checks for 2012 are present. B. Bank Accounts: Rather than start over at a new bank, we will close the Bank of Dickson account and one Tristar Bank account and use one Tristar account. Carrie will go to Tristar tomorrow and see who is on the account and what we need to do to make changes. C. Open Board position: Billy suggested that we contact Paul Crowder and see if he would return to the Board to fill a one year position. All members present were in agreement that Paul should be notified. Paul agreed to fill in until elections in June (possibly September). D. IRS: Billy has been working on our tax exempt status. He spoke to an employee at the IRS who said that there is no record of DCYAA ever having a tax exempt status. He reported that it would cost $850 to obtain a Federal tax exempt status. Our status as a non-profit corporation with the Tennessee Secretary of State was registered on August 1, 1986. We need to get a copy of our bond and file a form 1023. Billy will continue to work on this situation. E. Board members responsibilities: All of the previous paid positions on the Board will now be performed by Board members on a volunteer basis, with a significant savings to the league. The biggest concern is concession, but with a modified menu, it is felt that it can be covered by the Board members, without hiring a concession manager.

IV. New Business A. Fees for the Spring 2013 season: Last year the fees for baseball and softball were $75 if you lived in the City of Dickson and $90 if you lived outside of the City limits. This year, because Board members are volunteering their time, the fees will be lowered to $60 and $75. B. Schedule workers for signups: February 16th Carrie, Ralph, Donnie and Billy will work. February 23rd, Carrie, Joe, Butch, Billy, and John will work. March 2nd Carrie, Shannon, and Donnie will work. March 2nd is also the date of the State meeting. John, Jody, and Joe will attend. C. Menu for the concession stand: tabled D. 1099 Forms: tabled. E. Sponsorship letters for 2013. Ralph has the envelopes addressed and is waiting for the letters. Carrie will contact Shannon and see if a copy is on the league laptop and email it to Ralph. F. Pitching mounds: everyone is in agreement that the current pitching mounds are dangerous for the boys to use. It is felt that we need at least 4 new mounds. Butch is going to talk to the mayor about the City helping us purchase new mounds. Billy will talk to Jay Powlas and see if the Travel Ball association would also help. G. Uniforms: The quality of the previous uniforms and the service provided by the supplier are poor. It was agreed upon that per the bylaws, bids would be obtained for uniforms. Butch and Joe will get bids. V. Roundtable A. Billy: would like to discuss at the next meeting Article XX if the bylaws that contradicts Article III, Section A, the duties of the Board. A bylaws meeting will be arranged later in the year. B. Ralph: inquired about when the Board would be allowed to hold meetings at the Pavilion. According to recent email communication with Cherie Wilson, we would gain access after the new agreement is signed, which should be this month. C. Butch: is going to contact Pepsi about our contract and look into getting new scoreboards. D. Carrie: website is up and running, Manager Applications and player applications will be loaded and ready to go by February 1st. Steve Haley has agreed to help set it up. VI. The next meeting will be Sunday January 27th at 3pm at the Housing Authority Gym. VII. The meeting was adjourned at 5:09 pm. Motion by Butch, 2nd by Joe, all in favor.