Twin County Youth Baseball & Softball
Prepared for: Member Meetings moving forward
Prepared by: The 2025 Elected Board
October 14, 2024
Dear leadership,
Our Little League Organization is continuing on an exciting transformation to build a thriving community league for years to come. In the last two years, we’ve seen a declining trend of participation reverse, resulting in increased registration each year. In the years to come, we aim to enhance our facilities with new fields and a new parking lot, improving our financial stability through grants (‘Exhibit D’) and structured budgeting, and revolutionizing our operations with an updated registration platform. We’re also focused on boosting player retention and strengthening partnerships with local schools and travel programs. With a larger, dedicated plan in place, we’re committing to build an exceptional experience for players, families, and volunteers alike. Join us as we hit new heights and continue to improve one of our most beloved community treasures- the Twin County Ballpark.
Opportunities For TCYB
1. Facilities Development
Assess Current Usage: Evaluate how the 5 fields are used throughout the season to determine where additional space is needed most.
Research Land and Partnerships: Identify potential areas for new fields and parking lots. Explore partnerships with schools, or private landowners for 14U baseball.
Create a Facilities Master Plan: Include field expansion, maintenance contracts, and the addition of a parking lot. Consider multi-use fields to optimize space.
Budget for Facilities: Determine costs for building and maintaining new fields and parking lots. Seek grants, sponsorships, and community fundraising for support.
2. Financial Stability
Establish a Detailed Budget with Categories: Track all revenue (registration fees, concessions, fundraising, sponsorships) and expenses (uniforms, concessions, equipment, field maintenance). Determine cost analysis by league.
Implement Financial Software or Tools: Use point of sale software to track income more efficiently, particularly for the Concession Stand.
Grant Research and Application: Identify grants for youth sports programs. Assign a board member or volunteer to focus on grant applications. (See Exhibit D’)
Fundraising Strategy: Develop a structured fundraising plan with events, sponsorship packages, and donation drives to complement grant funding. Work towards every dollar having an assignment.
3. Operational Improvements
Centralized Scheduling/Registration System: Implement a software or platform to manage practice times, games, field usage, and concession stand duty. Ensure transparency for coaches and parents in a timely manner.
Restructured Divisions for Player Development: Rethinking younger leagues in order to foster a better transition from tee ball to coach pitch.
Retention Programs for 7-14 Year Olds: Offer age-specific training, tournaments, or special events that encourage ongoing participation that don’t compete with Twin County. Collect feedback from parents and players to identify reasons for dropping out.
End-of-Season Surveys: Send surveys to families to assess what improvements can be made, focusing on operational efficiency and retention.
4. Volunteer Support
Define Rules Clearly: Provide detailed one pagers for all volunteer roles (coaches, umpires, board members, etc.) and distribute them ahead of the season.
Volunteer Onboarding and Training: Hold training sessions before the season starts to ensure everyone understands their responsibilities and league expectations.
Recognition Program: Develop a system to recognize and reward volunteers (non board members) at the end of each season to maintain engagement and morale.
5. School and Community Partnerships
Reach Out to HJISD: Approach school officials to explore partnerships for scholarships, field use, promotion of the league, or collaboration on youth development programs.
Connect with Travel Ball Programs: Meet with travel ball organizers to schedule around their events and create a collaborative relationship for shared resources and player development.
Annual Camp and Fall League: Plan the off-season fall league and annual camp to complement travel ball schedules. Offer different levels of training to cater to varying skill sets.
Timeline
Phase 1: Immediate Focus (Sept 2024 - May 2025)
Facilities Development
Sept - Oct: Assess current field usage and determine needs for additional fields and parking. Additionally, collect bids for potential maintenance contract.
Nov - Dec: Research land options and partnerships with HJ facilities.
Jan - Feb: Scheduled work days with assigned tasks by Facilities Chair.
Feb - May: Begin preliminary planning for summer construction or upgrades, including budgeting and permits.
Financial Stability
Sept - Oct: Establish a detailed budget for the season and implement financial tracking tools, particularly so the board can vote on a maintenance contract.
Nov - Dec: Research and apply for grants; initiate fundraising activities.
Jan - Feb: Launch major fundraising campaigns and seek key sponsorships.
Mar - May: Continue grant applications and track financial progress.
Operational Improvements
Sept - Oct: Research a centralized registration and scheduling system for the upcoming season.
Nov - Dec: Implement a centralized registration and scheduling system for the upcoming season; train volunteers.
Jan - Feb: Develop and introduce retention programs for 7-14-year-olds.
Mar - May: Collect feedback through end-of-season surveys and refine programs as needed.
Volunteer Support
Sept - Oct: VPs verify all league rules and league play.
Nov - Dec: Plan and schedule pre-season training sessions for volunteers and coaches.
Jan - Feb: Conduct training sessions and finalize volunteer roles.
Mar - May: Recognize and appreciate volunteers through events or awards.
School and Community Partnerships
Sept - Oct: Reach out to local schools and travel ball programs to discuss potential partnerships in 2025.
Nov - Dec: Plan and schedule off-season activities and camps.
Jan - Feb: Finalize collaboration details with schools and travel ball programs.
Mar - May: Invite participation in creative ways such as a ceremonial first pitch or All Star VIP tour.
Phase 2: Short-Term Goals (June - Dec 2025)
Facilities Development
June - Aug: Begin construction or upgrades to fields and (ASAP) parking lot.
Sept - Dec: Continue development and prepare for the upcoming season with improved proactive focus.
Financial Stability
June - Aug: Review the budget and financial performance; adjust strategies if needed.
Sept - Dec: Apply for additional grants and plan for next year’s fundraising activities.
Operational Improvements
June - Aug: Organize and promote off-season retention and development programs.
Sept - Dec: Refine retention programs based on feedback and continue with off-season development.
Volunteer Support
June - Aug: Analyze the feedback from volunteer forms and make improvements.
Sept - Dec: Prepare for the new season with updated volunteer support and training.
School and Community Partnerships
June - Aug: Assess the success of partnerships and explore new opportunities if needed.
Sept - Dec: Strengthen existing partnerships and plan new collaborative activities.
Phase 3: Long-Term (Jan - Dec 2026)
Facilities Development
Jan - Dec: Evaluate completed projects and plan for future improvements based on league growth and feedback.
Financial Stability
Jan - Dec: Continue monitoring and adjusting the budget; seek new funding opportunities and grants.
Operational Improvements
Jan - Dec: Implement ongoing improvements in scheduling and communication, particularly with advancing technology; adapt programs based on feedback and player retention.
Volunteer Support
Jan - Dec: Maintain and enhance volunteer support systems; implement new recognition and training methods as needed, particularly with Little League’s digital support.
School and Community Partnerships
Jan - Dec: Continue to develop and strengthen partnerships; organize joint events and evaluate their impact on the community. Consider an umbrella organization to better unite our school district with our youth sports organization.
Exhibit D
Project Overview:
The purpose of this grant is to build a parking lot for Twin County Little League, which serves as a hub for local little league baseball games. This parking lot will provide a safe, organized, and accessible space for families attending games to park their vehicles.
Need for the Project:
Currently, Twin County Little League lacks a dedicated parking facility, causing congestion and safety issues for families and visitors. Many parents and spectators are forced to park on nearby streets, which poses risks for pedestrians and vehicles. A proper parking lot will not only alleviate these concerns but also improve the overall experience for those attending events at the ballpark.
Project Beneficiaries:
The primary beneficiaries of this project are the families and community members who frequent the ballpark. Providing a designated parking space will offer them greater convenience, safety, and accessibility when attending games.
Budget & Allocation:
The estimated total cost for the project is $150,000, which will be allocated as follows:
Concrete Paving: $100,000
Fencing: $25,000
Striping & Signage: $25,000
Timeline:
We aim to complete this project during the summer of 2025, with an anticipated completion date in September 2025, ensuring that it is ready for the next little league season.
Current Status & Partnerships:
At present, there are no existing partnerships or sponsors for this project. However, the grant funding would provide the foundation necessary to move forward and complete the project within the given timeline.
Grant opportunities that might align with this project:
1. Baseball Tomorrow Fund (BTF)
Focus: Funded by Major League Baseball and the MLB Players Association, this grant supports youth baseball and softball programs by funding field improvements, including facilities such as parking lots.
Why It Fits: Your project aligns with their mission to support baseball infrastructure. They often fund field improvements and facilities that benefit youth sports communities.
Website: mlb.com/baseball-tomorrow-fund
2. Local or State Recreation and Parks Department Grants
Focus: Many states or local governments offer funding through recreation or parks departments to develop and maintain youth sports facilities, including building parking lots, fences, and other infrastructure.
Why It Fits: These grants often aim to enhance community spaces and promote healthy, active lifestyles.
Tip: Check your local or state government’s parks and recreation department for funding opportunities that support youth and community projects.
3. USDA Community Facilities Grants
Focus: The U.S. Department of Agriculture (USDA) offers Community Facilities Grants that provide funding for public safety, community services, and other infrastructure improvements in rural areas.
Why It Fits: If your ballpark is located in a rural area, this grant could cover facility upgrades like parking lots, which serve the local community.
Website: USDA Community Facilities Programs
4. Local or Regional Foundations
Focus: Community foundations often provide grants to support local infrastructure projects, especially those focused on youth development or recreation.
Why It Fits: You may find community foundations in your region that are interested in supporting initiatives like building parking lots for sports facilities.
Tip: Search for local foundations in your area. Many focus on supporting community-centered projects.
5. Dick's Sporting Goods Foundation
Focus: The Dick's Sporting Goods Foundation provides funding for youth sports through its Sports Matter program.
Why It Fits: While this foundation focuses primarily on programs and equipment, they sometimes fund infrastructure projects that support youth sports development. Parking for families attending games is part of creating a supportive environment for youth sports.
Website: Sports Matter
6. Small Business and Local Development Grants (for non-profits)
Focus: Some local governments or economic development organizations offer grants to non-profit entities improving community spaces.
Why It Fits: If your little league operates as a non-profit, you may be eligible for these grants, which could support the infrastructure needs of your ballpark.
Tip: Check with your local chamber of commerce or small business administration office for local opportunities.