Meeting Minutes

TRU SUMMER BOARD MEETING – AGENDA

SATURDAY & SUNDAY AUGUST 7 & 8, 2010 @ HOUSTON, TX

  1. ROLL CALL @ 12:05pm
    1. Voting Members: McPhail, Sharpley, Courtney, Schmidtke, Hill, Wagner, Wolfinger, Marshall-absent-proxy to Wolfinger
    2. Non Voting Members: Pfleger, Babineaux, Kunkel, Roberson, Herron Galv, Venabel, Corrigan-Woodlands, Babineau, Lawrence-BARC, Chalin HARC Watson FTW
    3. Absent – Brian Dusablon, Kirk Tate, John Dale, James Summers, Mike Wilson
  2. APPROVAL OF AGENDA – McPhail
  3. MINUTES FROM 2010 WINTER EXECUTIVE MEETING – McPhail
    1. Posted to website & reviewed at meeting
    2. MOTION-to Approve
      1. PASSED-UNANIMOUS
  4. APPROVAL OF AGENDA – McPhail
  5. REVIEW OF ELECTIONS –
    1. Mens Rep and Womens Rep – Completed Summer 2010
      1. Schmidtke unopposed to remain Women’s Rep
      2. Babineaux elected to replace Hill
    2. President, Competitions and Discipline due for re-election – Summer 2011
    3. Men’s Collegiate and TRRA – annually elected by respective members
      1. Collegiate – Wagner re-elected @ Collegiate Meeting in May @ Rice Univ.
      2. TRRA-Elections-Wolfinger elected TRRA Chair @ TRRA Meeting in July in Centerville.
  6. Discipline Committee Structure discussed
    1. Updates to the Discipline Committee Structure
      1. Shayne Robberson – Alamo City
      2. Jeff Kolberg – Dallas RFC
      3. Mitch Pryor – TRRA/Huns
      4. Mike Wilson – Woodlands
    2. SC advised of structure changes and committee composition
  7. BYLAW REVISIONS – McPhail (attachment)
    1. Major changes
      1. Three member R&L Committee
      2. Addition of TRRA Chairman as full Board Member
      3. Removal of Rugby Texas as full Board Member
      4. Update of document for consistency and clarification.
    2. Proposed amended Bylaws previously posted to website for the required 30 days
    3. Explained by McPhail and discussed
    4. Hill proposes to ADD Men’s Rep/Rep duties and responsibilities
    5. MOTION-Amend By-Laws as proposed
      1. PASSED-UNANIMOUS w/Hill suggested addition with delineation of duties and responsibilities.
    6. Electronic vote ratified effective February 28, 2010 retroactive to 2009 Winter Meeting covering
  8. TRU OPERATING PROCEDURES – (attachment)
    1. Update of entire document (last updated 1997) (Ted / Alan)
    2. Goal for revision by first league match
    3. Discussion about proposed USA Rugby eligibility changes, Watson suggested waiting until those come out to determine TRU eligibility procedures
      1. Sharpley advised, he is on committee to revise USA Rugby competitions/eligibility, etc…next USA Committee meeting Sept 18th
      2. Discussion of FtW/Woodlands eligibility issue from Spring ‘10 and the appellate reversals.
      3. BARC & Watson suggest discussion and discussion had
      4. Discussion to included Game Management System in Game-Day procedures
        1. Eligibility/ID checks, contest-note w/ref-play-and file complaint
        2. CIPP issues-ref may rule and forfeit, play, etc…
    4. Committee appointed by McPhail
      1. Chair-Ted Hill
      2. Sharpley (Blacks), Watson (FTW), Babineaux (BARC), Herrin (Galv), Corrigan (Woodlands), Kunkel (Valks)
  9. 2010 MID YEAR REPORT & 2011 DRAFT BUDGET – (Pfleger / Report)
    1. Clubs in Good Standing / Delinquencies (see Shafto Invoices)
    2. 2009/2010 Review – Pfleger
    3. Developments with respect to TRRA financial component – McPhail
      1. Discussions re proposed Club dues restructure
      2. TRRA Referee Fees
    4. 2011 Budget Review – Pfleger & McPhail (email 7/21)
      1. MOTION-Approve 2011 budget
        1. PASSED-UNANIMOUS
    5. Discussion of changing financial cycle to competitive cycle and effects for  upcoming cycle
      1. Discussion to impose new fiscal/billing cycle Sept. 1, 2010.
      2. MOTION-Change fiscal year begininning Sept 1st- effective Sept. 1, 2010
        1. PASSED-UNANIMOUS
  10. 2010-11 Proposed Club Dues Structure
    1. MOTION-Approve 2010-11 Proposed Club Dues Structure
      1. PASSED-UNANIMOUS
  11. Outstanding Billing
    1. San Antonio FINE
    2. TXST Women-Ref Tournament Fee
    3. A&M-Ref Tournament Fee
  12. BREAK @ 2:38pm
  13. RESUME @ 2:55pm
  14. COMPETITIONS & DIVISIONAL REPORTS
    1. OVERVIEW AND ASSESSMENT – Sharpley
    2. Men’s Club & HS
      1. Men’s Clubs -No Final 4 Appearences
        1. DI-No Playoff wins
        2. FtW Sweet 16 Appearance
        3. DIII-DARC-West #2
    3. HS
      1. Austin Westlake-USA 12 team Championships
      2. Multi-school-Katy #3 in Nation & Woodlands advanced to USA Championships
      3. DIVISION ONE – Tate/Sharpley
      4. Harlequins back in DI
    4. DIVISION TWO – Dale/Sharpley
      1. SA & HARC down into II
    5. DIVISION THREE – Venable
      1. HARC & TX Islanders join
      2. 22 sides-North/South Divisions
    6. Sharpley DEMOS USA Rugby Game Management System
    7. WOMEN’S – Schmidtke
    8. COLLEGIATE WOMEN – Summers/Schmidtke
    9. COLLEGIATE MEN – Wagner
  15. Open Forum re: overall Union competitive improvement
    1. DIII wants more coaching resources
    2. Coaching clinics
    3. Technical Director
    4. Networking w/ Ex-pats suggested Babineaux and former players for Club culture/administration
  16. COMMUNITY RUGBY REPORT – McPhail
    1. Community v Competition
    2. Ad Hoc Committee no progress/reports/proposals
    3. Urged to progress and report of TRU Board
  17. TRU Position on multi-divisional play – Sharpley
    1. Holding on USA ruling to determine final policy
  18. TRU Discussion on coordination of TRU Master Schedule and Game Limits
    1. Commitment to TRRA to max match/weekend-goal is 25/weekend
    2. Clubs may be asked to moved matches, especially if lighted fields available
    3. Ref resources will be taxed on high-density weekends
  19. RECESSED @ 5:45pm
  20. RESUMED
    1. Roll Call @ 9am
    2. Voting Members: McPhail, Sharpley, Courtney, Schmidtke, Hill, Wagner, Wolfinger, Marshall-absent-proxy to Wolfinger
    3. Non Voting Members: Kunkel, Roberson, Corrigan-Woodlands, Yeoman-BARC, Watson-FTW
  21. RUGBY TEXAS REPORT – Wolfinger
    1. Update on Rookie Rugby in schools & parks & increased exposure to youth
    2. CAR – Not enough Coaches, Administrators & Refs
    3. Public perception – continued image improvement at all levels
    4. Rugby Texas wants a continued relationship with TRU
    5. SBRO & growth interest in new geographic areas (El Paso, Amarillo, McAllen)
    6. Academies (3 regional)
    7. Affiliate Membership w/TRU discussed and should be resolved by Spring
    8. TRU Policies (i.e. Field Barriers, etc…) need to be followed/resolved by Rugby Texas Clubs
      1. Wolf-TRU policies & more restrictions to be followed
    9. Referee Fees 2011 to be negotiated between TRU/TRRA & Rugby Texas
    10. New rugby facilities emerging in Houston
      1. Memorial Park dedicated field(s) being negotiated
      2. Dynamo/Kirby facility being built w/ more fields in the works being negotiated
  22. DISCIPLINE REPORT – Courtney
    1. Updates to the Discipline Committee Structure
      1. Shayne Robberson – Alamo City
      2. Jeff Kolberg – Dallas RFC
      3. Mitch Pryor – TRRA/Huns
      4. Mike Wilson – Woodlands
    2. Verbal and Physical Referee Abuse – discussion
    3. Discussion of Field Barriers / Sideline Policy – discussion and enforcement
      1. NO barriers will be considered in discipline issues
    4. Discussion of Red/Yellow Cards in multiple divisions (policy statement)
      1. Red Card in Div game – ONLY same Division matches satisfy
      2. OR
      3. ANY Club Match satisfies
    5. BREAKOUT SESSIONS RE: Red Cards & Barriers
      1. Suggestions
        1. Red cards
          1. Time and/or game, calendar matches (i.e. all matches count)
            1. Time of year considered
            2. 15s for 15s, 7s for 7s
          2. Red card suspension for time certain
          3. Based on games in any division, di player must be on diii roster for suspension to count
      2. MOTION-Can you play while suspension under appeal?
        1. 6 no
        2. 2 yes
        3. DECISION-Disciplinary Sanction Appeals does not affect suspension/eligibility
      3. Sc will draft of proposed policy statement regarding sanction/suspension satisfaction, giving discreation to DC regarding match satisfaction of suspension
    6. BARRIER SUGGESTIONS
      1. Coach box (lines/cones, etc…), no one else inside
      2. Medic inside
      3. Team on one side, spectators on the other
      4. No one inside ropes, possibly a zone for coaches & players
      5. Trainers/#4 in between both teams
    7. PROPOSED POLICYS
      1. OPTION ONE – Players on opposite side of spectators
        1. One Coach/Rep between 22s
        2. Teams separated at 50m, team on respective sides
        3. No one inside 22m
      2. OPTION TWO – Teams on opposite sidelines
        1. One Coach/Rep inside
      3. APPICABLE TO BOTH OPTIONS
        1. Coach/Rep inside responsible for enforcing rope barrier
        2. Coach/Rep must remain within close proximity (arm’s length) to barrier rope.
        3. Always ref discretion
        4. Sideline Barriers/Ropes required.
        5. Ropes-try line to try line minimum, both sides, Dead Ball Line preferred.
    8. MOTION TO PASS ABOVE OPTIONS EFFECTIVE 2010-11 Season
      1. PASSED UNANIMOUS
  23. REFEREE REPORT – Puklicz / Wolfinger
    1. Update on the TRRA
    2. Recruiting & Training – June training clinics in San Marcos and Dallas
    3. Match Assignments & Coverage
      1. Tournaments must satisfy minimums set by TRRA; without compliance, tournaments may not receive ref services.
    4. Match Protocol Adherence
    5. R & L Update – Puklicz & Wolfinger
    6. 2010 Financial Presentation and 2011 Budget review
    7. Discussion on Referee Fee’s Collection and Payment process
  24. SQUAD REPORTS
    1. No activity, no reports for:
      1. MEN  – No activity/no report
      2. WOMEN – No activity/no report
      3. COLLEGIATE -  See HP Program
      4. U23 WOMEN – Schmidtke
        1. 9 went to West; 1 to US 7s/ 1 in UK now for US
      5. U19 / U17  – Marshall
      6. SEVENS – McPhail
        1. Atlantis planning on going to Cancun
    2. Women’s U19 proposal
      1. Rugby Texas appropriate authority
      2. TRU will consider individual grants to U19 TRU players
  25. WEBSITE REVIEW – McPhail , Young and Dusablon
    1. Review of all documents posted on website to ensure club knowledge and use
    2. Feed burner discussion
    3. Use of web tools
    4. Value to members
  26. WEST & USA BOARD UPDATE – Sharpley, Hill & McPhail
    1. USA Rugby restructure being considered re: Geographic Union “GU” model being considered, TRU possible model/pilot in future
  27. REVIEW OF HIGH PERFORMANCE PROGRAMS – Hill & Engelbrecht
    1. HP dates to be finalized soon
    2. $2K+ spent on each TRU HP player that went to West
      1. West Coaches are 7 ERFU Coaches
      2. No West contact w/TRU HP Reps
      3. MOTION-Reevaluate HP participation in West Championships pending West AGM developments relating to HP Program
        1. PASSED-One dissent
  28. OLD BUSINESS
    1. Review of Promotion / Relegations YTD – Sharpley / Tate / Wagner
    2. Status of newly admitted clubs (St. Edwards, NT Griffins (soon to be Frisco Griffins), Diablos Women, West Houston Rugby Club, Alliance RFC)
    3. Also-FtHood, UTSA, StMary’s
    4. Application of Texas Islanders pending
  29. ELECTORAL ELECTIONS
    1. Election of TRU Men’s Electoral Representative (three year term) – Brett Babineaux installed
    2. Election of TRU Women’s Electoral Representative (three year term) – Traci Schmidtke installed
  30. NEW BUSINESS and INFORMATIONAL ITEMS
    1. Referee Clinic (June)
    2. USA CDP Clinic in San Marcos, TX (June)
    3. TRU Conference on the Game – Bring in Leicester Tiger Coaches in Fall?
    4. West / TRU CIPP Numbers (attachment)
    5. West Summer Board meeting – August 28 & 29 in Kansas City
    6. TRU Winter Board meeting  – Austin, TX dated TBD
    7. 2011 Calendar and beyond/ discussion about blackout dates, none specificall set other than those on Master Calendar.
    8. 2011 IRB Sevens, Las Vegas – February 12/13
    9. A&M to hold Elite Camp weekend in July 2011 (Players, Coaches, Referee’s)
    10. Team Participation Agreement to be distributed and signed for 2010-11 season
  31. ADJOURNED @ 2pm

 

SUNDAY MARCH 14, 2010 @ DALLAS, TX

  1. ROLL CALL @ 10:05am  & APPROVAL OF AGENDA – McPhail
  • Members/Guest Present: Richie Almond, Phil Camm, Steve (Diablos), Ian Young, David Yeoman, John Kurylas, Nicolas Wilson,  Mike Wilson, Jeff Kolberg, Chris Chefchis, Casey Deans (Griffins), Ron Watson, John Dale
  • Voting Members Present: David McPhail, Alan Sharpley, Scot Courtney, Ted Hill, Traci Schmidtke (late), Tony Wagner, Greg Puklicz
  • Non Voting Members: David Pfleger, John Dale, Stan Venable, James Summers , Wendy Young, James Summers
  • Absent – Kirk Tate, Rick Marshall
  • STATE OF THE UNION – McPhail
  1. MINUTES FROM 2009 WINTER EXECUTIVE MEETING – McPhail
  • Posted to TRU Webpage
    • Ted Hill moves to adopt; Scot Courtney seconds
    • Unanimous vote approved/adopted
  1. BYLAW REVISIONS – McPhail (attachment)
  • Electronic vote ratified effective February 28, 2010 retroactive to 2009 Winter Meeting covering:
    1. Three member R&L Committee
    2. Addition of TRRA Chairman as full Board Member
    3. TRU Sanction Appeals change to reflect West procedures that TRU sanction appeals go thru TRU EC. To be revised and posted on website
    1. 2009 FYE REPORT and 2010 FISCAL BUDGET – (Pfleger / Report)
    • Clubs in Good Standing / Delinquencies
    • 2009 Review – Pfleger
    • Developments with respect to TRRA financial component – McPhail
    • 2010 Budget Review – Pfleger & McPhail
      1. Motion to approve/2nd-Approved
      1. DIVISIONAL REPORTS
      1. RUGBY TEXAS REPORT – Marshall
        • ABSENT
          1. McPhail reports status & growth
          2. Coaching shortage an issue
          3. Rookie Rugby update
      • DIVISION ONE – Tate (report)
        • Provided in writing-Sharpley delivers orally
        • Competition management system coming on-line for next year
        • Discussion re Match Rosters & Referee noticed to receive
        • Report & Standings and advancement
        • May 22-23 – Sweet 16 in Austin (Burr Field)
      • DIVISION TWO – Dale
        • Competitive division – only top team advances
        • Discussion re playoff between top 2
        • Discussion re more advancement out of Texas
        • Discussion re competitive season and possibly stretching comp season
      • DIVISION THREE – Venable
        • 20 sides in DIII, 3 regions, 4 2nd sides
        • Top 4 semi-final weekend (3 regional winners and one wildcard (top points)
        • Sees greater need for Social/Div IV
        • Weather issues big problem this season
        • Tentative scheduling of DIII meeting @ April 7-8 re structure and promotion to DII and structure
      • WOMEN’S – Schmidtke
        • Off-Season presently – 3 teams
        • Diablos growing
        • NT Griffins looking to establish 7’s program – experiment with small regional play
      • COLLEGIATE MEN – Wagner
        • Created DIII in 2009 – 5 teams
          • SFA top team presently
          • SAA new & developing
          • UNT/UT committed to 3rd side in DIII, UTSA/St Mary’s considering joining
        • DI – A&M/LSU 5-1
          • UT/Sam (1-5) thinking about going Independent/DII
        • Tech advanced to Westerns-looking to move up?
        • Idea of six (6) team post-season mini-competition
      • COLLEGIATE WOMEN – Summers – Written Report summarized/discussed
        • 3 Divisions
        • Numbers issues overall, but competitive
          • TCU & ASU may move up to DII
          • DI – A&M only; Tech may move up DI
        • DI proposed structure-best of 3 series (home/away/neutral)
        • Request for more experienced refs assigned to Womens’ matches
          • Puklicz agrees that stretching season will alleviate ref needs
      • PROMOTION & RELEGATION for 2010- Sharpley / Tate via report
        • Discussion of  Playing in Multiple Divisions on given weekend
          • Sharpley – 3.3 USA Eligibility Regs. – Player may move up or down at any time
          • Sec. C Player may play only in one division in one weekend
        • USA Secretary Mullen opinion – Movement between divisions in season OK, but not in any one weekend.
        • Discussion re: Divisional Player movement
    • Breakout  - Discussion of Skills/Clinics/ All Stars (lunch exercise)
      • Discussion re funding priorities for Men’s Clubs
      • TWO MAIN PRIORITIES
        1. Coaching & Player Skills Camps(generally supported by DIII/DII level Clubs)
        2. HP (generally supported by DI level Clubs)
      • DISCIPLINE REPORT – Courtney
        1. REFEREE REPORT – Puklicz
        1. SQUAD REPORTS – OMMITTED DUE TO TIME
        1. REVIEW OF HIGH PERFORMANCE PROGRAMS – Hill for Engelbrecht
          • Skipped due to time
        2. WEST & USA BOARD UPDATE – Sharpley, Hill & McPhail
          • Competitions Report
            1. West TU Clubs are top performer in National Championships
            2. Comp Report submitted for review & posting to website
          • Game Development – Ref development
          • SBROs discussion
          • 5% rugby membership growth goal
          • Support women/girls initiative
        3. ELECTIONS
        1. OLD BUSINESS
        1. NEW BUSINESS and INFORMATIONAL ITEMS
        1.  ADJOURNMENT @ 5pm
        • Bay Area Rugby Club, Alliance Rugby Club, Wandies Rugby
          • TRU membership (i.e. enforcement of discipline)
          • Most important – CIPP players (protection of players, refs, etc…)
          • Collective teams – Tournaments, as long as CIPP’ed players
            • Sharpley reports movement of proposed one day/event CIPP for collective/tournament/alumni team participation in single day/weekend events
        • Discussion of Field Barriers / Sidelines / Conduct
          • Discuss
            • Red Card Team Reports
            • How referee abuse and conduct is going to be viewed in the future
        • Discussion of Red/Yellow Cards in multiple divisions
          • Satisfaction of suspension
          • TWO ways
            • Any Match satisfies
            • Only match grade that card was issued satisfies suspension
            • Consensus is: Move to straight time suspensions, effective dates to be presented for vote and implementation for comp cycle 2010-11
        • Looking at removing specific full names from public Disciplinary Reporting (i.e. CIPP &/or Last Name)
          • Privacy Concerns / Public Information Concerns
        • Discussion of Referee Reporting  of Disciplinary Items
          • Must report, if want action
          • Very harsh view of Ref Abuse
          • Alternate/Additional sanctioning (i.e. ref certification)
          • RED CARDS
            • Auto 8 + sanctioning model
            • Club OR Player should make report or lose chance to contest
            • IF NOT lose opportunity to present evidence/report
        • Update on the TRRA
        • Recruiting & Training
        • Match Assignments & Coverage
        • R&L Update – Puklicz, Wolfinger, McPhail
        • 2009 Financial Presentation and 2010 Budget Review
        • MEN  - Sharpley & Venable
          • None
        • WOMEN – Schmidtke
          • None, but want one
        • COLLEGIATE  – Hill
          • PowerPoint Report by Ted Hill
          • Successful-won West Event defeating ERFU
        • RUGBY TEXAS – Marshall – Not present
        • U23 WOMEN – Summers / Schmidtke
          • 50+girls tryout
          • 35 camp/scrimmage v Valkeries
          • West Event-Lost to ERFU/Beat HOA
        • SEVENS – McPhail
        • Mens Rep and Womens Rep – Summer 2010 (three year term)
        • President, Discipline, Competitions and Collegiate Rep – Summer 2011 (three year term)
        • High School and TRRA – elected by respective members annually
        • Review of potential implication and effects of Promotion / Relegations YTD – Sharpley / Tate / Wagner
          • Covered in Paragraph 5 Divisional Reports (earlier)
        • Status of newly admitted clubs (St. Edwards, NT Griffins, Diablos Women, West Houston Rugby Club, Alliance RFC, College of SA)
        • Discussion of Candidates for two or more (2+) Discipline Committee Members
        • Discipline Committee – discussion of revised structure and nominations under new business
          • INTERESTED PERSONS
            • Johnny Smith – A&M
            • Shayne Robberson – Alamo City
            • Jeff Kolberg (present) – Dallas RFC
            • Tony Waltz – Mr. McCord/Ft Hood
            • Randall Stuart – Corpus Christi RFC
            • Dave Yeoman (present) – BARC
            • Mitch Pryor – TRRA/Huns
            • John Middleton – Texas Tech
            • Jeff Wegman
            • Mike Wilson (present) – Woodlands
            • Todd Langdon – Alliance
          • Consensus of memberships supported Chair+4 DC to be appointed for Comp Cycle 2010-11
        • Pending reinstatement of Fort Hood RFC – Social or Full membership?
        • Referee Conference on the Game?  TRU Conference on the Game?  Date? Committee?
        • TRU and WRU website (Email Burner, Calendar, Etc)
        • West / TRU CIPP Numbers (attachment) – TRU 40% of membership
        • West Summer Board meeting – Kansas City, MO (August 7th) –
          • Ted Hill summarized minutes
        • TRU Summer Board meeting  - TBD
        • Schedule and Policy for TOLA events?
          • No response to request yet.
        • 2010 Calendar and beyond/ Discussion about blackout dates?
        • CDP Courses in 2010 and 2011?  San Marcos Summer 2010
        • Discussion of Summer Camp tied to Collegiate programs (Courtney)
        • Discussion of TRU dues refund for TRU winners