KWYLL August 22, 2016 Meeting MinutesPage 1

Attending: Andy Grabus, Steve Baxter, Sarah Baxter, Cher McMonigle, Melanie Wilson, Riella Sims, Jake Luce, Shelby Hammett, Marisol Parks, Sarah Garr, David Migut, Fred Zensen, Sean Chermer, Sheri Grabus.

  1. Call to Order: Andy Grabus called the meeting to order at 6 p.m.
  1. Approval of Meeting Minutes: The previous meeting minutes were not available for review.
  1. Treasurer Report
  • Current balance is $11,237.04.
  • Due Outs/Transactions:
  • Submitted Sunbiz registration ($62).
  • A bank card will be sent to Andy Grabus in approximately 10 days (addressed to the KWYL post office box). Spending limit is $2,500. Can issue check if purchase exceeds this amount.
  • Requested $10,000 from the City of Key West; waiting for them to review their budget (timeline to be determined). Melanie Wilson will connect with City Commissioner and Jim Schollfor an update.
  1. Insurance
  • Andy Grabus will check on insurance renewal.
  • Will need insurance for camp. Details under that subheading.
  1. Equipment
  • If anyone needs to use the trailer, the registration is in the tailgate.
  • The equipment inventory is complete.
  • Equipment is cleaned at the beginning of each season.
  • Banners were destroyed through normal wear and tear. Any remaining banners are in the trailer. There is a quick turnaround on banners if ordered online.
  1. Sponsorships
  • There are not enough teams for sponsors.
  • Current levels are $300 or $600. Consider other levels, for example: $1,000 to sponsor everything (including team trailer) / $600 trailer only.
  1. Registration
  • Registration will open October 13 (just prior to the Fall Camp). This will get a jump on softball registration, which opens in November.
  • Cost will be $125 from Oct 13 – Dec 30, and $135 from Dec 31 – Jan 16.
  1. Promotion/Website:
  • Sheri will connect with Melanie for
  • Best practices on the KWYLL website.
  • Social media account information.
  1. Water station: Southernmost Marathon/Half Marathon (Oct 8)
  • Action Items:
  • Andy will determine exact time.
  • Andy and Sheri Grabus volunteered themselves and their children. Need names of other Board member volunteers and children (to be in uniforms at the event).
  • Signage needs to be ordered (see note under “Equipment”).
  1. Fall Camp (Oct 13 – 16)
  • Action Items:
  • Andy will check on insurance.
  • Jake will talk to Stephanie about reserving City fields (free of charge).
  • Sponsorship opportunities: place sponsors on camp shirt?
  • UNC champion players (8 committed):
  • Melanie is working on hotel rooms for players.
  • Each player will be offered $800, to cover transportation and meal expenses.
  • Promotional opportunities?
  • Jake will produce a flyer and email to KWYLL Board members.
  • Sheri will post flyer to KWYLL website and to social media accounts.
  • Newspaper articles?
  • Registration – Sheri will connect with Melanie on how to set up payments on the website.
  • Equipment needs will be extensive. Equipment should be placed in bags, with player names indicated.
  • 100-150 participants are estimated to attend.
  • Open to boys ages 7 years to high school, including new players. Schedule will be split approximately as follows:
  • Youth (7-15 years): 9 a.m. – 1 p.m.
  • High school age: 2 p.m. – 5/6 p.m.
  • Registration is $100, with $25 sibling discount. Scholarships available?
  • Cost of event is estimated at $10,000 per Jake and includes:
  • $1,500: t-shirts ($10 per player); shorts will not be ordered
  • $400: insurance
  • $6,400: to players
  • TBD: hotels for players
  • TBD: signage
  1. Next Meeting: Sept 26 at 6 p.m. Steve will host.
  1. Meeting Adjournedat 7:30 p.m.

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Validated by: Andy Grabus, KWYLL President

Prepared by: Sheri Grabus, KWYLL Publicity/Website Coordinator (for the KWYLL Secretary)