Dugout Club General Meeting Agenda and Updates for 2015-2016 Season
The Dugout Club General Meeting on January 14, 2016, at CPHS covers updates on the 2015-2016 schedule, uniforms, field improvements, fundraising activities, volunteer opportunities, and upcoming events. The meeting also includes information on the Board of Directors and the calendar for the current season, concluding with plans for the end-of-year party and the annual meeting in August 2016.
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January 14, 2016 Dugout Club General Meeting 8pm CPHS
Agenda 2015 2016 Schedule Update Uniforms and Player Pack CPHS Dugout Club association status Incorporated Association Non-Profit (501c3) Update of 2015 2016 Budget and Status Field Improvements Master Field Plan West Field Dugouts Lights on Varsity Field Fund Raising Player Pack Basketball Tournament Outfield Signs Youth Clinic Rebel Cards Volunteer Opportunities Team Building Night Senior Night at Noble End of Year Party Next Meeting
2015 2016 Board of Directors 2015 Mike McGill (President) 2016 Mike Smith 2017 Bob Albers 2018 Eric Carlson (Treasurer) Doug Ulland (Secretary) Chuck Stifter 2016/2019 Duane Nelson (2016/2019)
2015 2016 Calendar Fall Information Meeting October 20that 7:00 PM CPHS Auditorium Dugout Club Kick-off Meeting October 13 at 8pm SLH Fall Field Maintenance Day Done by Coach Davis and Players Captains Practice Starts Starts January 10 Most Sunday and Monday evenings until March 6 Dates and time on website Youth Clinic February 28 (TBD am TBD pm) CPHS Baseball Registration Due 9thgraders by March 4th 10th 12thby March 11th Spring Break March 11 20 March (no practice 9-12) Tryouts 9th grade March 7th 10th (8-10pm) 10th-12th March 21st 24th (8-10pm) Rebel Card Sales Card Sales kick-off March 24th Blitz Night March 31 (5 8pm)(choir concert) Player Pack Distribution The player pack distribution depends on order date 2 dates Player Pack is $100. Pay on website Player/Parent Meeting Night March 28 7pm Auditorium Spring Clean Up March TBD Basketball Tournament Set Up Friday April 1 Tournament April 2-3 Season Opener 9-Varsity vs. Minnetonka April 7 Team Building Night April 8 Team Pictures March 31st starting at 2:45 JV/Varsity Trip to Duluth Friday May 20 21 Senior Night at Noble Sports Park Thursday May 19th JV 4:30 Var. 7pm End of Year Party May 22 Dugout Club Annual Meeting (Elections) August 2016
Uniforms and Player Packs We are entering a partnership with BIG Athletics a multi-vendor organization that can get us access to great deals on latest uniform and apparel options. Adidas is the uniform that the captains and Coach Davis have chosen. Getting a All Star Game promotion. BIG Athletes provides a website that will streamline our process for items such as apparel for players, rebel packs. Our "store" will be open a couple of different times per year. We will receive 10% of all online sales. Money comes directly to our program. Adidas will manufacture our hats this year. Flex fit - same look. Fits the districts mandates for finding multiple quotes (use of our $4,200 uniform money from the district this year)
2016 Rebel Player Pack 9th grade - Varsity There will be two deadlines for ordering player pack. Ordering early will assure you have pack for practice during prior to start of season. But the cost is non-refundable. The second order date will have delivery prior to start of season. There will be a couple of windows that will be open between next week and the tryout timeframe to order. The two deadlines for ordering player packs will be announced soon.
Uniforms One pair of pants will be provided with the uniform. Extra can be purchased on the Big Athletic website
CPHS Dugout Club Association Status Non-Profit Corporation with MN Secretary of State Non-Profit (501c3) Taxes Returns and Annual Filing
501(c)(3) Status Obtained Minnesota Non-Profit Corporation Status 501(c)(3) application was submitted 4 December Received letter from IRA saying they got application If the application was complete 90 days to get initial statement If not will be contacted within 180 days Since we have over $50,000 in revenue we had to submit Form 1023 vs 1023 EZ. The cost for Form 1023 application is $850. Accountant was recommended by School District. Carlson Advisors (Stephen Kolb) in Ramsey We will need to submit tax return for part of our fiscal year in 2015. Our fiscal year (in by-laws) in September August 2015 Taxes will be January 2015 August 2015 2016 Taxes will be September 2015 August 2016 Our taxes will be submitted assuming 501(c)(3) status will be granted by the IRS Carlson Advisors will do our 2015 taxes We needed to re-organize our budgets based on input from account Most be consistent with fiscal year Has to have all revenues separate from expenses (ie: can t net the basketball tournament under the revenue) We are able to save all we want for projects that are consistent with our objectives without having to pay taxes. We do not have to pay taxes on any funds we raise that are consistent with our objectives in articles of incorporation and by-laws. This needs to be managed to lower tax requirements. We have to pay taxes on unrelated business income . Advertising (outfield signs) is considered an unrelated business income. We will have to pay taxes on this income. In the future we plan to have all outfield sign income.
501(c)(3) Status Applied for and obtained Minnesota ID. This is required to register the business with the MN Department of Revenue MN ID is 428546 What is left File 2015 taxes Taxes have to be filed with 5 months of end of fiscal year (1/16). We will need an extension. Carlson Advisors are working this. Annual Filings Update to by-laws and articles of incorporation
501(c)(3) Status Cost Minnesota Non-Profit Corporation Meet with Accountant (advise on 501(c)(3) 501(c)(3) application 2015 taxes $ 70 $100 $850 $500 $600 Total $1,520 $1,620 Budget was $2,000 for this.
Update of 2015 2016 Budget and Status Had to update 2014 2015 and 2015 2016 budgets and actuals to be consistent with fiscal year. Required for taxes Status of 2015 2016 budget
What was presented at kick-off meeting 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
CPHS Dugout Club Budget Summary September 1, 2014 - August 31, 2015 Revenue September October November December January February March April May June July August Budget Actual Start Up Balance $ 3,515.54 $ 3,515.54 Basketball Tournament $ 8,858.65 $ 127.50 $ 8,986.15 Gold Cards $ 15,081.00 $ 240.00 $ 15,321.00 Outfield Signs $ 375.00 $ 300.00 $ 375.00 $ 1,050.00 Players Pack $ 6,400.00 $ 100.00 $ 100.00 $ 100.00 $ 6,700.00 Youth Clinic $ 516.24 $ 1,147.20 $ 1,080.00 $ 2,743.44 Donations: CDAA $ 1,500.00 $ 1,500.00 Donations: CPBA $ 7,500.00 $ 4,000.00 $ 11,500.00 Donation: Capital Investment $ 25,000.00 $ 25,000.00 Donation: Miscellaneous $ 325.00 $ 702.82 $ 381.00 $ 1,408.82 Rebels Mugs $ 1,165.00 $ 400.00 $ 80.00 $ 1,645.00 Window Decals $ 160.00 $ 5.00 $ 165.00 Total Revenue $ 3,890.54 $ - $ 7,660.00 $ - $ 5,681.24 $ 1,847.20 $ 22,966.00 $ 11,401.47 $ 613.50 $ 100.00 $ - $ 25,375.00 $ - $ 79,534.95 Expenses Basketball Tournament $ 1,710.39 $ 440.00 $ 2,150.39 Gold Cards $ - Outfield Signs $ 3,080.00 $ 3,080.00 Players Pack $ 4,712.50 $ 4,712.50 Youth Clinic $ 691.72 $ 691.72 Rebels Mugs $ 1,122.00 $ 1,122.00 Window Decals $ 178.34 $ 178.34 Team Building $ 724.27 $ 81.47 $ 2,170.94 $ 1,638.75 $ 4,615.43 Field Mainenance $ 57.10 $ 228.80 $ 636.90 $ 953.44 $ 148.77 $ 2,025.01 Baseball Supplies $ 257.39 $ 528.00 $ 534.47 $ 224.44 $ 1,544.30 Field Improvements $ - Coaches/Coaches Clinics $ 325.00 $ 385.00 $ 10,765.00 $ 11,475.00 Dugout Club Administration $ 220.00 $ 55.00 $ 2,626.95 $ 2,600.00 $ 120.00 $ 5,621.95 Total Expenses $ 277.10 $ 553.80 $ 233.34 $ 1,122.00 $ 3,269.34 $ 1,219.72 $ 15,260.64 $ 6,049.74 $ 7,443.44 $ 1,638.75 $ - $ 148.77 $ - $ 37,216.64 Total $ 3,613.44 $ (553.80) $ 7,426.66 $ (1,122.00) $ 2,411.90 $ 627.48 $ 7,705.36 $ 5,351.73 $ (6,829.94) $ (1,538.75) $ - $ 25,226.23 $ - $ 42,318.31
CPHS Dugout Club Budget Summary September 1, 2015 - August 31, 2016 Revenue September October November December January February March April May June July August Budget Actual Start Up Balance $ 42,318.31 $ 42,318 $ 42,318.31 Basketball Tournament $ 12,000 $ - Gold Cards $ 15,000 $ - Players Pack $ 6,500 $ - Youth Clinic $ 2,500 $ - Donations: CDAA $ 1,500 $ - Donations: CPBA $ 8,000.00 $ 7,000.00 $ 2,400.00 $ 5,000 $ 17,400.00 Donation: Capital Investment $ 15,000.00 $ 70,000.00 $ 40,000 $ 85,000.00 Donation: Miscellaneous $ 1,500.00 $ 1,500.00 Total Revenue $ 42,318.31 $ 9,500.00 $ 7,000.00 $ 17,400.00 $ 70,000.00 $ - $ - $ - $ - $ - $ - $ - $ 124,818.31 $ 146,218.31 Expenses Basketball Tournament $ 320.00 $ 1,200.00 $ 320.00 Players Pack $ 11,340.00 $ - Youth Clinic $ 1,400.00 $ - Team Building $ 6,600.00 $ - Field Mainenance $ 32.15 $ 1,700.00 $ 32.15 Baseball Supplies $ 2,800.00 $ - Field Improvements $ 59,500.00 $ - Coaches/Coaches Clinics $ 325.00 $ 12,049.00 $ 325.00 Dugout Club Administration $ 289.25 $ 3,445.13 $ 9,400.00 $ 3,734.38 Total Expenses $ 646.40 $ - $ - $ 3,765.13 $ - $ - $ - $ - $ - $ - $ - $ - $ 105,989.00 $ 4,411.53 Total $ 41,671.91 $ 9,500.00 $ 7,000.00 $ 13,634.87 $ 70,000.00 $ - $ - $ - $ - $ - $ - $ - $ 18,829 $ 141,806.78
Field Improvements Master Field Plan West Field Dugouts Lights on Varsity Field
Varsity Field / Softball Complex Master Plan Study 2014 2015 Dugout Club budget included $1,500 to support a Varsity Field Master Plan study. Original estimate for plan was $8,500 CPBA was going to pay up to $7,000 to support study After meetings with school board, softball booster club, softball and baseball coaches, Matt Mattson, and CPBA it was decided to expand the study to include the Softball Complex. Subsequent CPBA decided to add Andrews 5 to the study. CPBA funded the extra Total cost of study is now $13,400. CPBA will donate $10,400 Softball will match Dugout Club ($1,500) Dugout Club will lead the study (Eric Carlson) Study to be completed in 1st quarter of 2016. Study was instrumental to the approval of the Twins Hennepin County Grant
West Field Dugouts Remaining work Plan is to build structures this winter School will redo fences Dugout Club will buy windscreens and install Dugout Club to finish landscaping work in the spring
Varsity Field - Lights CPHS was awarded a 2015 Twins Hennepin County Baseball and Softball grant of $85,000 The$85,000 will be used for varsity field lights. Current estimate we have for lights is $225,000 CPBA is going to fund up to $140,000. The school district is going to run the project: Legal, engineering, administrative and financing School District will also be responsible for Prepare bid documents Bid the project Construct the project Cost associated with moving fencing, batting cages, etc necessary to install the lighting systems Cost of operate and maintain Once the current field study is complete and we have better understanding of requirements and overall field arrangement the district will go out for bids Anticipate the project will start after completion of the 2016 Legion/VFW season.
Fund Raising Player Pack Player Pack price will be $100. Basketball Tournament Basketball Tournament is April 2 -3. Set up on April 1. Will need all to volunteer. Outfield Signs Our budget assumes that all current sign owners that have contracts due will renew their contract and we sell 6 new signs. To date we have sold 1 new sign. Need someone to lead the effort to get new signs sold. Youth Clinic Rebel Cards Rebel Card company has offered a guaranteed $16,000 for rebel card sales. Last year we make $15,000. We have decided to take the guaranteed offer.
Volunteer Opportunities Three team events this spring that we need someone to coordinate/lead the planning: Team Building Night Senior Night at Noble End of Year Party If you are interested or know someone that is let me know. Would like to start committees for these soon.
Next Meeting Will have next General Meeting after tryouts
Adjourn Champlin Park Baseball Association (CPBA) continues to provide significant donations to our program which are made possible because of two of their partners: If you have an opportunity, please visit these two businesses and let them know you are part of CPHS baseball.
