2010 Minutes

TRU SUMMER BOARD MEETING – AGENDA
SATURDAY & SUNDAY AUGUST 7 & 8, 2010 @ HOUSTON, TX

1) ROLL CALL @ 12:05pm
a) Voting Members: McPhail, Sharpley, Courtney, Schmidtke, Hill, Wagner, Wolfinger, Marshall-absent-proxy to Wolfinger
b) Non Voting Members: Pfleger, Babineaux, Kunkel, Roberson, Herron Galv, Venabel, Corrigan-Woodlands, Babineau, Lawrence-BARC, Chalin HARC Watson FTW
c) Absent – Brian Dusablon, Kirk Tate, John Dale, James Summers, Mike Wilson

2) APPROVAL OF AGENDA – McPhail

3) MINUTES FROM 2010 WINTER EXECUTIVE MEETING – McPhail
a) Posted to website & reviewed at meeting
b) MOTION-to Approve
i) PASSED-UNANIMOUS

4) APPROVAL OF AGENDA – McPhail

5) REVIEW OF ELECTIONS –
a) Mens Rep and Womens Rep – Completed Summer 2010
i) Schmidtke unopposed to remain Women’s Rep
ii) Babineaux elected to replace Hill
b) President, Competitions and Discipline due for re-election – Summer 2011
c) Men’s Collegiate and TRRA – annually elected by respective members
i) Collegiate – Wagner re-elected @ Collegiate Meeting in May @ Rice Univ.
ii) TRRA-Elections-Wolfinger elected TRRA Chair @ TRRA Meeting in July in Centerville.

6) Discipline Committee Structure discussed
a) Updates to the Discipline Committee Structure
i) Shayne Robberson – Alamo City
ii) Jeff Kolberg – Dallas RFC
iii) Mitch Pryor – TRRA/Huns
iv) Mike Wilson – Woodlands
b) SC advised of structure changes and committee composition

7) BYLAW REVISIONS – McPhail (attachment)
a) Major changes
i) Three member R&L Committee
ii) Addition of TRRA Chairman as full Board Member
iii) Removal of Rugby Texas as full Board Member
iv) Update of document for consistency and clarification.
b) Proposed amended Bylaws previously posted to website for the required 30 days
c) Explained by McPhail and discussed
d) Hill proposes to ADD Men’s Rep/Rep duties and responsibilities
e) MOTION-Amend By-Laws as proposed
i) PASSED-UNANIMOUS w/Hill suggested addition with delineation of duties and responsibilities.
f) Electronic vote ratified effective February 28, 2010 retroactive to 2009 Winter Meeting covering

8.) TRU OPERATING PROCEDURES – (attachment)
a) Update of entire document (last updated 1997) (Ted / Alan)
b) Goal for revision by first league match
c) Discussion about proposed USA Rugby eligibility changes, Watson suggested waiting until those come out to determine TRU eligibility procedures
i) Sharpley advised, he is on committee to revise USA Rugby competitions/eligibility, etc…next USA Committee meeting Sept 18th
ii) Discussion of FtW/Woodlands eligibility issue from Spring ‘10 and the appellate reversals.
iii) BARC & Watson suggest discussion and discussion had
iv) 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…
d) Committee appointed by McPhail
i) Chair-Ted Hill
ii) Sharpley (Blacks), Watson (FTW), Babineaux (BARC), Herrin (Galv), Corrigan (Woodlands), Kunkel (Valks)

9) 2010 MID YEAR REPORT & 2011 DRAFT BUDGET – (Pfleger / Report)
a) Clubs in Good Standing / Delinquencies (see Shafto Invoices)
b) 2009/2010 Review – Pfleger
c) Developments with respect to TRRA financial component – McPhail
i) Discussions re proposed Club dues restructure
ii) TRRA Referee Fees
d) 2011 Budget Review – Pfleger & McPhail (email 7/21)
i) MOTION-Approve 2011 budget
(1) PASSED-UNANIMOUS
e) Discussion of changing financial cycle to competitive cycle and effects for upcoming cycle
i) Discussion to impose new fiscal/billing cycle Sept. 1, 2010.
ii) MOTION-Change fiscal year begininning Sept 1st- effective Sept. 1, 2010
(1) PASSED-UNANIMOUS

10) 2010-11 Proposed Club Dues Structure
a) MOTION-Approve 2010-11 Proposed Club Dues Structure
i) PASSED-UNANIMOUS

11) Outstanding Billing
a) San Antonio FINE
b) TXST Women-Ref Tournament Fee
c) A&M-Ref Tournament Fee
12) BREAK @ 2:38pm

13) RESUME @ 2:55pm

14) COMPETITIONS & DIVISIONAL REPORTS
a) OVERVIEW AND ASSESSMENT – Sharpley
b) Men’s Club & HS
i) Men’s Clubs -No Final 4 Appearences
(1) DI-No Playoff wins
(2) FtW Sweet 16 Appearance
(3) DIII-DARC-West #2
c) HS
i) Austin Westlake-USA 12 team Championships
ii) Multi-school-Katy #3 in Nation & Woodlands advanced to USA Championships
iii) DIVISION ONE – Tate/Sharpley
iv) Harlequins back in DI
d) DIVISION TWO – Dale/Sharpley
i) SA down into II
ii) HARC II down into III
e) DIVISION THREE – Venable
i) HARC & TX Islanders to join
ii) 22 sides-North/South Divisions
f) Sharpley DEMOS USA Rugby Game Management System
g) WOMEN’S – Schmidtke
h) COLLEGIATE WOMEN – Schmidtke
i) COLLEGIATE MEN – Wagner

15) Open Forum re: overall Union competitive improvement
a) DIII wants more coaching resources
b) Coaching clinics
c) Technical Director
d) Networking w/ Ex-pats suggested Babineaux and former players for Club culture/administration

16) COMMUNITY RUGBY REPORT – McPhail
a) Community v Competition
b) Ad Hoc Committee no progress/reports/proposals
c) Urged to progress and report of TRU Board

17) TRU Position on multi-divisional play – Sharpley
a) Holding on USA ruling to determine final policy

18) TRU Discussion on coordination of TRU Master Schedule and Game Limits
a) Commitment to TRRA to max match/weekend-goal is 25/weekend
b) Clubs may be asked to moved matches, especially if lighted fields available
c) Ref resources will be taxed on high-density weekends

19) RECESSED @ 5:45pm

20) RESUMED
a) Roll Call @ 9am
b) Voting Members: McPhail, Sharpley, Courtney, Schmidtke, Hill, Wagner, Wolfinger, Marshall-absent-proxy to Wolfinger
c) Non Voting Members: Kunkel, Roberson, Corrigan-Woodlands, Yeoman-BARC, Watson-FTW

21) RUGBY TEXAS REPORT – Wolfinger
a) Update on Rookie Rugby in schools & parks & increased exposure to youth
b) CAR – Not enough Coaches, Administrators & Refs
c) Public perception – continued image improvement at all levels
d) Rugby Texas wants a continued relationship with TRU
e) SBRO & growth interest in new geographic areas (El Paso, Amarillo, McAllen)
f) Academies (3 regional)
g) Affiliate Membership w/TRU discussed and should be resolved by Spring
h) TRU Policies (i.e. Field Barriers, etc…) need to be followed/resolved by Rugby Texas Clubs
i) Wolf-TRU policies & more restrictions to be followed
ii) Referee Fees 2011 to be negotiated between TRU/TRRA & Rugby Texas
j) New rugby facilities emerging in Houston
i) Memorial Park dedicated field(s) being negotiated
ii) Dynamo/Kirby facility being built w/ more fields in the works being negotiated

22) DISCIPLINE REPORT – Courtney
a) Updates to the Discipline Committee Structure
i) Shayne Robberson – Alamo City
ii) Jeff Kolberg – Dallas RFC
iii) Mitch Pryor – TRRA/Huns
iv) Mike Wilson – Woodlands
b) Verbal and Physical Referee Abuse – discussion
c) Discussion of Field Barriers / Sideline Policy – discussion and enforcement
i) NO barriers will be considered in discipline issues
d) Discussion of Red/Yellow Cards in multiple divisions (policy statement)
i) Red Card in Div game – ONLY same Division matches satisfy
ii) OR ANY Club Match satisfies
e) BREAKOUT SESSIONS RE: Red Cards & Barriers
i) Suggestions
(1) Red cards
(a) Time and/or game, calendar matches (i.e. all matches count)
(i) Time of year considered
(ii) 15s for 15s, 7s for 7s
(b) Red card suspension for time certain
(c) Based on games in any division, di player must be on diii roster for suspension to count
ii) MOTION-Can you play while suspension under appeal?
(1) 6 no
(2) 2 yes
(3) DECISION-Disciplinary Sanction Appeals does not affect suspension/eligibility
iii) Courtney will draft of proposed policy statement regarding sanction/suspension satisfaction, giving discretion to DC regarding match satisfaction of suspension
f) BARRIER SUGGESTIONS
i) Coach box (lines/cones, etc…), no one else inside
ii) Medic inside
iii) Team on one side, spectators on the other
iv) No one inside ropes, possibly a zone for coaches & players
v) Trainers/#4 in between both teams
g) PROPOSED POLICYS
i) 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
ii) OPTION TWO – Teams on opposite sidelines
(1) One Coach/Rep inside
iii) 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.
h) MOTION TO PASS ABOVE OPTIONS EFFECTIVE 2010-11 Season
i) PASSED UNANIMOUS

23) REFEREE REPORT – Wolfinger
a) Update on the TRRA
b) Recruiting & Training – June training clinics in San Marcos and Dallas
c) Match Assignments & Coverage
i) Tournaments must satisfy minimums set by TRRA; without compliance, tournaments may not receive ref services.
d) Match Protocol Adherence
e) R & L Update – Puklicz & Wolfinger
f) 2010 Financial Presentation and 2011 Budget review
g) Discussion on Referee Fee’s Collection and Payment process

24) SQUAD REPORTS
a) No activity, no reports for:
i) MEN – No activity/no report
ii) WOMEN – No activity/no report
iii) COLLEGIATE – See HP Program
iv) U23 WOMEN – Schmidtke
(1) 9 went to West; 1 to US 7s/ 1 in UK now for US
v) U19 / U17 – Marshall
vi) SEVENS – McPhail
(1) Atlantis planning on going to Cancun
b) Women’s U19 proposal
i) Rugby Texas appropriate authority
ii) TRU will consider individual grants to U19 TRU players

25) WEBSITE REVIEW – McPhail , Young and Dusablon
a) Review of all documents posted on website to ensure club knowledge and use
b) Feed burner discussion
c) Use of web tools
d) Value to members

26) WEST & USA BOARD UPDATE – Sharpley, Hill & McPhail
a) 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
a) HP dates to be finalized soon
b) $2K+ spent on each TRU HP player that went to West
i) West Coaches are 7 ERFU Coaches
ii) No West contact w/TRU HP Reps
iii) MOTION-Reevaluate HP participation in West Championships pending West AGM developments relating to HP Program
(1) PASSED-One dissent

28) OLD BUSINESS
a) Review of Promotion / Relegations YTD – Sharpley / Tate / Wagner
b) Status of newly admitted clubs (St. Edwards, NT Griffins (soon to be Frisco Griffins), Diablos Women, West Houston Rugby Club, Alliance RFC)
c) Also-FtHood, UTSA, StMary’s
d) Application of Texas Islanders pending

29) ELECTORAL ELECTIONS
a) Election of TRU Men’s Electoral Representative (three year term) – Brett Babineaux installed
b) Election of TRU Women’s Electoral Representative (three year term) – Traci Schmidtke installed

30) NEW BUSINESS and INFORMATIONAL ITEMS
a) Referee Clinic (June)
b) USA CDP Clinic in San Marcos, TX (June)
c) TRU Conference on the Game – Bring in Leicester Tiger Coaches in Fall?
d) West / TRU CIPP Numbers (attachment)
e) West Summer Board meeting – August 28 & 29 in Kansas City
f) TRU Winter Board meeting – Austin, TX dated TBD
g) 2011 Calendar and beyond/ discussion about blackout dates, none specificall set other than those on Master Calendar.
h) 2011 IRB Sevens, Las Vegas – February 12/13
i) A&M to hold Elite Camp weekend in July 2011 (Players, Coaches, Referee’s)
j) Team Participation Agreement to be distributed and signed for 2010-11 season

31) ADJOURNED @ 2pm

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