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Travel Expenses?


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#1 Jeremy

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Posted 03 July 2018 - 09:11 PM

Our local league had a team get past sectionals this year.

I have a pretty good idea of how mileage works but would like to have a better understanding of how the league is allowed to help the team with things such as hotel and food and if there’s any procedures we need to follow?

We are thinking 4 rooms with three kids in each room with one adult.
Parents of players pay for their own rooms and own food.

Thanks for any help and advice.

#2 Lou Barbieri

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Posted 03 July 2018 - 10:42 PM

4 rooms with 3 kids and 1 adult per room - is the adult going to sleep with one of the kids (sure hope not unless it's his/her kid).
Maybe you Should get a rollaway bed for each room.

We fund 6 rooms with 2 kids and 1 adult in each.

Make sure all of the adults have a Volunteer Form and have passed their Background Check.

You also need to provide some reasonable funding for food.

All of this needs to be approved by your Board.

The manager needs to collect all receipts and turn them over to the league treasurer after the Tournament.

#3 Jeremy

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Posted 03 July 2018 - 11:23 PM

This isn’t the plan but lets say our League has money and wanted to pay for gas for every vehicle that makes the trip and buy three meals a day for every player and parent, if the board approved it would it be ok?

Or lets say they did a car wash and raised $1500, could we just tell the manager “you have $1500, we don’t care how it’s spent as long as it is used on tournament expenses and you bring us back reciepts”...?

#4 Lou Barbieri

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Posted 03 July 2018 - 11:59 PM

You can have a fundraiser and use the funds raised for the team.
You could even go out and get a Sponsor or two.

I certainly wouldn't give the manager a "blank check" (so to speak).

No way would I use "league money" to pay for parents' travel/meals.

#5 Jeremy

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Posted 04 July 2018 - 01:01 AM

I was just putting out a few extreme examples.

Just trying to make sure things are done right.

It seems like we can do what ever we want as long as there’s a Board vote.

#6 Plesh

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Posted 04 July 2018 - 01:34 PM

I can tell you from the experience of sending a team to Bristol and then to Willy P, make sure everything is outlined exactly for your Board vote.

Where the money is coming from, how much to each family, what to do if there are siblings on a team, etc.

Get some donations/sponsors. Have a fundraiser or two.
Split it all up evenly between the families.
Just make sure it's all written out in black and white ahead of time.

Not doing so will cause problems.
It's okay if you don't give them the money right away, just make sure it's outlined.

You don't want a situation like Holbrook last year (or to give your parents the feeling that something shady is going on).
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#7 Lou Barbieri

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Posted 04 July 2018 - 02:14 PM

Speaking of Holbrook, how does someone (actually two people) steal $118,000.00 from the league without the rest of the Board being aware of it?😠

You hear these types of stories time and time again and they are depressing.
They can ruin/bankrupt a local league.
Just do an internet search on "Stealing from Little League" and you'll see how commonplace it is (unfortunately).

When will leagues (Boards) learn the importance of financial controls/management?
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