1. January 14, 2016 Dugout Club General Meeting
8pm CPHS

2. 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

3. 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)

4. 2015 – 2016 Calendar Rebel Card Sales Player/Parent Meeting Night
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
Fall Information Meeting
October 20th at 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
9th graders by March 4th
10th – 12th by March 11th
Spring Break
March 11 – 20 March (no practice 9-12)
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

5. 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)

6. 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.

7. Uniforms
One pair of pants will be provided with the uniform. Extra can be purchased on the Big Athletic website

11. CPHS Dugout Club Association Status
Non-Profit Corporation with MN Secretary of State
Non-Profit (501c3)
Taxes Returns and Annual Filing

12. 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 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.

13. 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
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

14. 501(c)(3) Status Cost Minnesota Non-Profit Corporation $ 70
Meet with Accountant (advise on 501(c)(3) $100
501(c)(3) application $850
2015 taxes $500 – $600
Total $1,520 – $1,620
Budget was $2,000 for this.

15. 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

16. What was presented at kick-off meeting
2014 – 2015 Actuals vs Budget
August 1, 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
$ ,201
$ 11,200.54
$ (0)
Basketball Tournament
$ ,858.65 $
$ ,000
$ ,986.15
$ (3,014)
Gold Cards
$ 15,081.00 $
$ ,000
$ 15,321.00 $
Outfield Signs $ $
$ 1,725.00
$ 1,625.00 $ $
$ ,000
$ ,600.00
$ ,600
Players Pack
$ 6,400.00 $ $
$ ,500
$ ,700.00
$ (800)
Youth Clinic $
$ 1,147.20
$ 1,080.00
$ ,000
$ 2,743.44 $
Rebels Mugs
$ 1,165.00 $ $ $
$ ,645.00
$ ,645
Donations
$ 7,500.00
$ 4,000.00 $
$ ,202.82 $
$ ,000
$ 14,408.82
$ ,409
Decal Sales $ $ $ $
Total Revenue $
$ 11,575.54 $
$ 7,660.00
$ 6,306.24
$ 3,272.20
$ 24,591.00
$ 12,151.47 $ $
$ ,701
$ 67,769.95
Expenses
Coaches Pay/Clinic $ $
$ 10,765.00
$ ,000
$ 11,475.00
$ (475)
$ 1,162.60
$ ,209.00
$ ,800
$ ,371.60
$ ,428
Team Building $ $ $
$ 2,170.94
$ 3,093.75
$ ,290.43
$ ,210
Field Maintenance $ $
$ 1,940.00
$ 1,695.00 $
$ ,603.44
$ ,200
$ ,161.24
$ (4,961)
Baseball Supplies
$ 2,857.39 $
$ 3,134.47 $
$ ,500
$ ,744.30
$ (1,244)
Field Improvements
$ ,000 $
$ ,000
Youth Clinic Expenses $ $
$ (692)
Dugout Club Expenses $
$ 1,122.00 $
$ ,350.39 $
$ ,732.68
$ (6,233)
Total Expenses $ $
$ 5,209.34
$ 2,914.72
$ 16,423.24
$ 14,468.74
$ ,500
$ 46,466.97
Total
$ 11,298.44
$ (553.80)
$ 7,426.66
$ (747.00)
$ 1,096.90 $
$ 8,167.76
$ (2,317.27)
$ (1,557.44)
$ (2,618.75)
$ 21,302.98
TCF Account Balance
$ 3,515.54
$ 3,872.31
$ 3,288.44
$ 3,219.64
$ 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
$ ,603.50
$ 3,603.50
District Account Balance
$ 2,400.50
$ 2,775.50
$ 3,400.50
$ 2,070.00
$ 2,157.40 $ $
$ (142.60) $
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

17. CPHS Dugout Club Budget Summary
September 1, 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 $
$ 8,986.15
Gold Cards
$ 15,081.00 $
$ 15,321.00
Outfield Signs $ $ $
$ 1,050.00
Players Pack
$ 6,400.00 $ $
$ 6,700.00
Youth Clinic $
$ 1,147.20
$ 1,080.00
$ 2,743.44
Donations: CDAA
$ 1,500.00
Donations: CPBA
$ 7,500.00
$ 4,000.00
$ 11,500.00
Donation: Capital Investment
$ 25,000.00
Donation: Miscellaneous $ $ $
$ 1,408.82
Rebels Mugs
$ 1,165.00 $ $
$ 1,645.00
Window Decals $ $ $
Total Revenue
$ 3,890.54 $
$ 7,660.00
$ 5,681.24
$ 1,847.20
$ 22,966.00
$ 11,401.47 $
$ -
$ 25,375.00
$ 79,534.95
Expenses
$ 1,710.39 $
$ 2,150.39 $
$ 3,080.00
$ 4,712.50
$ 4,712.50 $ $
$ 1,122.00
$ 1,122.00 $ $
Team Building $ $
$ 2,170.94
$ 1,638.75
$ 4,615.43
Field Mainenance $ $ $ $ $
$ 2,025.01
Baseball Supplies $ $ $ $
$ 1,544.30
Field Improvements
Coaches/Coaches Clinics $ $
$ 10,765.00
$ 11,475.00
Dugout Club Administration $ $
$ 2,626.95
$ 2,600.00 $
$ 5,621.95
Total Expenses $ $ $
$ 3,269.34
$ 1,219.72
$ 15,260.64
$ 6,049.74
$ 7,443.44
$ 37,216.64
Total
$ 3,613.44
$ (553.80)
$ 7,426.66
$ (1,122.00)
$ 2,411.90 $
$ 7,705.36
$ 5,351.73
$ (6,829.94)
$ (1,538.75)
$ 25,226.23
$ 42,318.31

18. CPHS Dugout Club Budget Summary
September 1, August 31, 2016
Revenue
September
October
November
December
January
February
March
April
May
June
July
August
Budget
Actual
Start Up Balance
$ 42,318.31
$ ,318
$ 42,318.31
Basketball Tournament
$ ,000 $
Gold Cards
$ ,000
Players Pack
$ ,500
Youth Clinic
$ ,500
Donations: CDAA
$ ,500
Donations: CPBA
$ 8,000.00
$ 7,000.00
$ 2,400.00
$ ,000
$ 17,400.00
Donation: Capital Investment
$ 15,000.00
$ 70,000.00
$ ,000
$ 85,000.00
Donation: Miscellaneous
$ 1,500.00
$ ,500.00
Total Revenue
$ 9,500.00
$ 17,400.00 $ $ $
$ -
$ 124,818.31
$ 146,218.31
Expenses $
$ ,200.00 $
$ 11,340.00
$ ,400.00
Team Building
$ ,600.00
Field Mainenance $
$ ,700.00 $
Baseball Supplies
$ ,800.00
Field Improvements
$ 59,500.00
Coaches/Coaches Clinics $
$ 12,049.00 $
Dugout Club Administration $
$ 3,445.13
$ ,400.00
$ ,734.38
Total Expenses $
$ 3,765.13
$ 105,989.00
$ ,411.53
Total
$ 41,671.91
$ 13,634.87
$ ,829
$ 141,806.78

19. Field Improvements Master Field Plan West Field Dugouts
Lights on Varsity Field

20. 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

21. West Field Dugouts

22. 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

23. 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.

24. Fund Raising Player Pack Basketball Tournament Outfield Signs
Player Pack price will be $100.
Basketball Tournament
Basketball Tournament is April 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.

25. 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.

26. Next Meeting
Will have next General Meeting after tryouts

27. 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.