TRU Board Meeting Notes – 6/23/25

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At the request of our members the TRU Board will be releasing their monthly board call minutes and notes. View all of the TRU archived minutes or read on for the most recent notes:

  1. Roll Call
    1. McPhail
    2. Dodge
    3. Hiller
    4. Davies
    5. Guitan
    6. Tomsak
    7. Armstrong
      1. Regrets
        1. Hanson & Wendy
  2. Compliance
    1. Registration totals:
      1. YTD 2024-2025 = 2,500
      2. YTD 2023-2024 = 2,267
        1. Growth YR over YR = 110.27%
    2. Texas Clubs in RX not in USAR compliance 
      1. This counts against the TRU in the USAR compliance check. Let Elaine V know which are inactive:
        1. BCS Rugby – Stale / Remove
        2. Houston Chupacabras – Stale / Remove
        3. Oklahoma City Tribe – Defunct / Remove
        4. Other Rugby Club – Defunct / Remove
        5. Sabercats 2 – Defunct / Remove
  3. Motion LG / AA
    1. Approve by proclamation
    2. New / Returning Club Interest:
      1. Deadline was June 1
        1. Concho Valley Pearls – Information is incomplete / recommend decline
        2. Cypress Bombers – information is incomplete / recommend decline
        3. Alliance Women – previously approved in prior years / WD3
        4. Spartans Rugby – Recommend for MD4 and WD3
        5. Waco Wombats – Recommend D4 Only / RX = 9 active members at this time
        6. Arkansas Gryphons – TRU Board Approved / MD3 North Division
          1. Motion LG / AA
            1. Approved by proclamation
    3. Clubs not in good standing
      1. Alamo City – refusal to pay fines related to RX input.
        1. Fine paid – $50 rec’d
  4. Schedule:
    1. Link shared with Board for review.
  5. Grant Request:
    1. A grant request for Adrienne Yoder and her participation as a coach in the Central South U23 All Star program. I’ve confirmed that Adrienne is registered with the TRU. Typical grants in the past have been in the amount of $250.
    2. Vote: Recommend $250 support; approved by Proclamation  DT / RD; approved.
  6. RX items
    1. Trial run of utilizing “2025 TRU 7s to track rosters towards RRRC pathways.
      1. Cards should be reported per normal.
      2. Two citations are pending.
  7. RRRC / TOLA Sevens
    1. Bloodfest Standings 
      1. RRRC Men: Huns, Blacks, Dallas, Harlequins, HEB, Gorilla
      2. RRRC Women: Harlequins, sHARCS, HEB, Gorilla, Valkyries
      3. TOLA Men: Put Me In, Huns 2, Dallas 2, Blacks 2, Quins 2, OKC Legion
      4. TOLA Women: Dallas, Harlequins, HT Rugby, Goofy Goobers, Valks 2, Hou Minnows
    2. Next Up RRRC:  Choctaw Jun 28, 2025
    3. On Deck RRRC: Hell or High Water Jul 12, 2025
    4. TOLA Finals: Riverboat 7s in Shreveport Jul 26, 2025
    5. USA Club Nationals: Madison Wisconsin Aug 9th & 10th
  8. 15s
    1. Next Season’s schedule and structure
      1. https://docs.google.com/spreadsheets/d/1kZdM23VDok3mCJyDz98nJyt35a4RWi66m2P-Cx9YhqY/edit?gid=1064433024#gid=1064433024
      2. RRRC: Either April 11th and / or April 18th weekend
        1. Prefer minimum of 3 fields
      3. Gulf Coast (TX): April 26 & 27; to be the first weekend of May in 2027 (Away) & 2028 (TX).
        1. RRRC is the host.  Prefere minimum of 3 fields.
      4. Need to get Bid packet out for all events (RRRC / GCSR / USA) as applicable.
        1. MD1 – as of now it will be RRRC #1 vs Miami Tridents
        2. MD2 – AOW likely to remain in MD2
        3. MD3 – RRRC needs to look at the calendar with respect to structure
        4. WD3  – It’s been suggested that we look at adding a WD3 component with other GCSR teams.
  9. Events
    1. 2025 Hall of Fame – Houston TX
      1. 10th annual HOF Banquet is August 23 in Houston, TX
      2. Hilton – Houston North, 12400 Greenspoint Drive, Houston TX 77060
      3. Hotel booking link: https://www.hilton.com/en/attend-my-event/trusummitandhalloffamebanquet/
      4. Deadline for booking link rates: August 1st
    2. 2025 Summit Conference – Houston, TX
      1. 10th annual Summit Conference is August 22-25 in Houston, TX
  10. Tournaments & Touring Sides – Policy Position
    1. SCC SANCTIONING 06-18-25.pptx
    2. This is a serious discussion point for and one that is high priority for clearances moving forward.
  11. RRRC policy adoptions from last meeting:
    1. Policy adjustments to improve schedule development
      1. RRRC Promotion & Relegation Policy appeal timeline
        1. Current 21 day deadline to submit an appeal left over from days of carrier pigeons. How about 7 days?
          1. Motion: M Norton / J Kurylas Approved? Yes, by Proclamation
      2. Deadline for new club applications delaying schedule
        1. Currently it is June 1st. How about recommending TRU move it and the refundable viability fee up to May 1st?  
          1. Motion: M Norton / J Dale Approved? Yes, by Proclamation
    2. TRU Men’s D4 and Women’s D3 Division Regulations – Texas Rugby Union 
      1. There was discussion about issues last season with guest players not on rosters.
        1. If a player is already CIPPed to a Texas club they can get a clearance to MD4/WD3 without additional cost nor violating eligibility as MD4/WD3 is non NCS.
        2. Also, like Carolinas GU does, we could add to only MD4/WD3 clubs Weekly CIPP as an option.
        3. Above would allow all players to appear on rosters.
        4. Working committees to make proposals and bring proposals back before Sept-1st.
  12. Board Elections:
    1. Vice President – Tomsak
    2. Mens D1 Rep – Dodge
    3. Womens Rep – Armstrong (interim)
  13. RRRC Elections:
    1. Elections coming up this summer at AGM / HOF weekend in Houston.
    2. Postings usually go out 45 days in advance of the meeting.
      1. Chair – McPhail – Elected by RRRC after rest seated
      2. MD1 – Dale
      3. MD3 – Wegman
      4. Women – Hunter
  14. AGM / TRU Board Meeting:
    1. Hold at the Summit
      1. Saturday at (Time TBD with Traci)?
      2. Format (online / in-person)?
        1. Primary focus will be elections and upcoming issues for season
          1. Recap Leagues
          2. Bids for Events
          3. Key Dates
  15. New Business:
    1. RX closes for the 2024-25 Season week after Club Sevens is over (Aug-15 to 18th?).
    2. TRU: 501 Status update – Zach will follow up on costs for expediting.
      1. Drew: None
      2. Dodge: All Star Budget – option A and B discussed.  Pending further clarity. 
      3. Zach: Fairly flawless DC implementation! Working as planned!
      4. Louis: None
      5. April: None
      6. Ross: Updated Board on elections two weeks ago. Working on Choctaw assignments. 
    3. USA / SCC Elections:
      1. Please review the following job descriptions fully:
  16. DEI: DEI Committee Chair Position Description
  17. Discipline: Disciplinary Committee Chair Position Description 
  18. Eligibility: Eligibility Committee Chair Position Description 
  19. Governance: Governance Committee Chair Position Description
    1. USA Eligibility: 15s Eligibility “Draft”:
  20. https://docs.google.com/document/d/1zhu6iCpk1dxTwi0ElTf2LPO3EUAmBd3JlJcSMnhNrTQ/edit?tab=t.0

 Adjournment:  9:22pm Motion: ZH / LG