TRU Board Notes – 1/16/17

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:

  • Roll Call (8:05pm)
      • Young
      • Parker
      • Yeoman (Congress)
      • Tomsak
      • Dodge
      • Tate
      • Butch
      • Turner
  • Follow Ups from last call
    • Website Redesign
      • Young: I received proposal from Luke’s source, need to find time to evaluate further.
    • Budget
      • Tate: Finalized.
    • CMS
      • Tate: Locking matches after Feb 1. $25 dollars to unlock after Wed of the match; http://www.texasrugbyunion.com/2016/12/02/cms-matches-to-be-locked-each-wednesday-new-policy/. Would urge everyone to remind their constituents that they need to get their CMS data in place on time.
        • Dodge: Around what time on Wed?
        • Young: Around 5pm. I’ll be adding a payment button to the website this week with instructions, etc. Will be through Paypal but they can use CC too of course on the site. Support email is paypal@texasrugbyunion.com.
    • NDS (Tate)
      • Tate: I’m working on the written report but wanted to give a verbal report to the Board. I jumped around and attended some coach, referee and administrative sessions. I found the “extracurricular” sessions to be most valuable, good networking opportunities. It gave me some ideas for our Summit. In the coaching sessions it was coaches talking about what they do, coach rugby. But then in the admin course, you may have had a treasurer talk about their fundraising and sponsorship ideas.
      • Yeoman: Yes, highly professional coaching sessions and felt that the administrative sections were good as well. A really great event again this year.
        • 2 Coaching points: 1) https://eaglefiles.org/ was shared by Magelby and should be shared among the rugby community. 2) NFL and USA Rugby partnership to teach correct tackling techniques.
        • Tate: For the Eaglesfiles, we’ll put up a PR on the website letting our members know.
        • Young: Will do.
    • Winter/Spring AGM (Feb 12 – Austin)
      • Tate: We’re setup to have this in Austin on the Sunday after the ARC match. Wendy, do we know where this will be held?
      • Young: More than likely it would be Scholz Garten but waiting on contact confirmation. Will be posted to the website and pushed out to the members once confirmed.
      • Tate: One thing I’d like to see on the agenda is a discussion about our membership numbers. We’ve shrunk a little bit this year.
        • Dodge: I know we budgeted with some growth in mind, are we going to have any problems or dip into savings?
        • Tate: Yes, we always build in a bit of a cushion but we may have to dip into savings. Which isn’t abnormal, we usually dip in a bit.
        • Dodge: My only concern is with the aforementioned CIPP increase from USA Rugby, that may cause some pushback.
        • Tate: Yes, I do expect some pushback even though we have mentioned this at the last AGM. We know that USA Rugby will be increasing dues, but don’t have a number yet.
          • Young: Yeoman, has there been a number put forth from USA Rugby and/or Congress?
          • Yeoman: Not yet, but we know that USAR is well under this year in revenue, Brexit and BLK going under are huge issues. They also well overspent @ the Olympics. There are two numbers out there but Congress has asked to see the full proposed budget before anything is approved.
          • Tate: Plus Olympic funding shifts to Winter sports now and won’t be back funding USAR for at least 2 years.
          • Dodge: Is this due increase set to cover shortfalls or new programs?
          • Yeoman: That’s why Congress has pushed back, so we can understand if it’s covering shortfalls or new programs. There are of course questions about RIM, the sponsorship money that used to go to USAR now goes to a 3rd party first that has to cover their expenses. USAR gets it back in license fees and dividend. We have heard that USAR is still working on the Strategic Plan and the top 5-6 initiatives are being looked at closely.
          • Parker: If USAR goes up, are we going to go up automatically?
          • Tate: No, we don’t have to. But we can.
          • Turner: What’s the breakpoint where “we” (the TRU) look to leave USA Rugby?
          • Tate: An interesting question, we have to look at a few things, insurance benefits, no USA Rugby pathways, coaching, referee and administration certifications etc. It could be done and would be a very bold move.
          • Dodge: I hear what you’re saying and worry that this will price out potential members. The Congress members should know exactly what the money is going to pay for before they vote on the proposal.
    • OKC vs DARC – Dec 3 (un-CIPP’d referee)
      • Offer to CIPP Gary Patterson (CIPP #: 2119843) as a referee with the Texas Rugby Referee Association
        • Young: Have been talking with OKC President and Gary has fallen off the communication wagon, they may just pay $100 fine to TRU.
      • OKC must become compliant with a L200 coach
        • Young: Fully compliant now with a L200 coach.
      • John White to attend L1 Referee Course
        • Young: Received confirmation from USAR that John attended the Norman course but still needs to complete his coursework to receive certification.
    • Euless
      • @ Alliance (12/10) – Called early for referee abuse
        • Butch: The referee filed the report.
        • Young: Yes, DC report #1248.
        • Tate: Ok, I will followup with the DC and Scot to see where this is. We want an official response as this is unacceptable.
        • Butch: I do want to bring up that this has been 2 egregious acts from Euless in the last 2 years. We may want to review this further.
        • Tate: Yes, it appears that the abuse included the below suspended player.
        • Turner: I’d also like to bring up the fact that Euless is playing on a football field with improper lines etc.
        • Tate: Yes, we want to make sure that the fields that our teams are using are safe and up to standard. I will also follow up with Scot about DC report #1248.
        • Turner: If Karl Tolar knew that an ineligible player was going to play, do we think Euless or anyone else knew?
        • Tate: If you recall, I spoke to Robert Tevi of Euless and he confirmed that he *didn’t* know that his suspension hadn’t ended. I can also follow up with Karl though. [UPDATE: Tomsak confirmed with Tolar that the suspended player did not participate in the DARC-Euless match.]
        • Turner: This is a HUGE deal, it’s taking us 2 months to figure this out? We’ve got to be better about this, it could have a huge impact on the competition.
        • Parker: I agree.
        • Tate: Yes, this should have been caught.
      • Timote Katoa
        • Tate: Katoa sent an email last week to the TRU DC asking if he can be reinstated. Scot Courtney responded back and let him know that he is still suspended until he fulfills his suspension requirements.
  • Hacking incident (Tate)
    • Tate: I had an interesting incident this morning that I think mandates a policy change. I had an email from Wendy this morning, it was a FWD from Dave P. our treasurer asking for payment approval for $14k. It turns out that someone had spoofed my email address and sent this invoice. I propose that we implement a policy.
        • The Board approved a motion to adopt additional financial security safeguards to protect against this type of attempted financial fraud. The details of those enhanced safeguards are not being published in the public minutes to ensure that they serve their intended purpose and to decrease any possibility they can be circumvented in the future.
          • Dodge: First
          • Butch: Second
            • Tate: Any objections? None. APPROVED.
  • Forfeits
    • Tate: Lots of forfeits, while we don’t have competition oversight, we do have a written policy that needs to be followed. These have also been referred to the RRRC for review.
      • 12/17 San Antonio vs Woodlands – SARFC doesn’t want to reschedule; referred to RRRC
      • 12/17 Little Rock vs Ft Worth – LR has no open weekends, Ft Worth would like to accept the forfeit; referred to RRRC
      • 1/7 Austin Huns vs Corpus Christi Dogfish – PLAYED FORFEIT
      • 1/21 HARC D1b vs Austin Blacks D1b – PLAYED FORFEIT
  • 2/10 TRU Mixer (Dodge)
    • Dodge: Yes, I thought it would be cool if we could have a mixer available for TRU members to rub elbows with Congress members. I’m working on getting pricing and/or details about where Congress is meeting.
    • Yeman: Congress meets the night before their meeting, usually 8-11pm.
    • Dodge: Ok, I was thinking after but perhaps before would be better? Is this something we could vote on via email once I get more details?
    • Young: Is the point that the TRU members can meet Congress members? Or is this something that we would open up to anyone?
    • Dodge: We wouldn’t want to open this up to anyone but was thinking more along the lines of TRU leadership, coaches, administrators, etc.
    • Tate: Ok, let’s get some pricing and then we can make a decision.
  • Women’s D2 Update (Young)
    • Young: San Marcos Sirens have folded and DARC has replaced them in the TRU Women’s D2 “South” competition.
  • Radio Spots (Dodge)
    • Dodge: A few weeks back, I was reached out to by KPFT World Sports in Houston (90.1 KPFT FM). They want to do a monthly spot that can be dedicated to the TRU and events around us. The first spot was last week and we promo’d the TRU, USAR, sHARCs v. San Antonio, Ruggapalooza, BARC v. Lone Star, and Woodlands v. Katy Lions, and the upcoming ARC events.
    • Tate: Yes, this is very cool. I would think that we’d maybe want to have Wendy or Nick talk about women’s rugby as well. Would anyone else be interested in doing the show?
    • Yeoman: Yes, they’ve already reached out to me and I’m supposed to be on in a few weeks.
    • Dodge: When they reach out we can just work together on allocating people on the Board.
    • Tate: That would be great. We do need to make sure that we are having all levels represented, not just the D1 men.
    • Young: Can you send the link to listen live?
    • Dodge: Yes and there is a link to the recording.
    • Young; Cool, we can post all that (if they are willing).
  • New Business
    • None.
  • Adjourned (10:04pm)
    • Dodge: Move to adjourn
    • Tomsak: Second