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TRU Board Notes – 4/17/2017

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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:

    • Roll Call (8:05pm)
      • Young
      • James
      • Parker
      • Tomsak
      • Dodge
      • Turner
      • Tate
    • Follow Ups from last call
      • CMS
        • Tate: Euless has 3 matches that aren’t completed and OKC hasn’t been able to confirm for their 4/22 match.
        • Parker: I heard a rumor from someone that Euless is folding. That is only from one source so I’m not sure it’s true or not.
          • Young (UPDATE): I emailed with Euless about folding and they are not. They have a plan in place to finish out the rest of the season.
        • Tate: Let’s hope that’s not true, to go from the Final Four to folding, that’s unfortunate. We will just have to see where it goes. Going forward though we need to keep on our clubs and make sure they are completing CMS. Even losing clubs have to input their data and the reps need to make sure that is happening. We also need to make sure that we are matching up the referee score with CMS as it could affect standings.
        • Young: The biggest pushback has been teams inputting their subs, if they aren’t going to playoffs, they aren’t worried about subs.
        • Tate: Yes, if they aren’t going to playoffs or don’t have multiple sides, I can understand their apathy. But that data has to be added in for it to be considered complete. For our teams going to playoffs, subs are critical as it counts toward the USAR # of matches per player and their eligibility.
      • Website Redesign (2 bids)
        • Tate: We are considering bids from Ruck Science and Phillips360.
        • Young: Re-forwarding the bid from Phillips360 as I didn’t see much discussion from it. Keep in mind that the base pricing is just for the redesign, their might be some additional cost for custom work for our forms and other areas of the site.
        • Tate: Instead of micromanaging this, would someone want to work with Wendy to pick one of these companies to work with? Any comments on that course of action?
        • Turner: I have no problem with this, but a question, do these guys have referrals or other sites we could look at?
        • Tate: Sure, Ruck Science has links on their site and Phillips360 appears to reference a few in their bid as well.
        • Young: Luke, since Tulsa’s site is Phillips360 I’d like to look at the back end and see how it works. It appears to be a custom platform so I’m curious.
        • James: I can help Wendy.
        • Tate: Ok, so the two of you can look at the bids and then come back to Board with a recommendation.
        • Dodge: I’d prefer to have a report back with some time for questions and then a vote.
        • Tate: That works for me, is everyone comfortable with that? No objections. Wendy and Nick will evaluate the bids and report back. The Board will then have a digital vote by email based on the recommendation.
          • Wendy and Drew will also follow up with Ruck Science to see if their sponsorship dollars have been paid this year (may affect cost of website redesign if they are chosen).
            • UPDATE / Young: Confirmed that funds have been received.
    • RRRC Championships Update
      • Tate: Hotel information went out today and a few teams have already qualified for playoffs. Everything should be buttoned up by this weekend or next.
      • Board members attending?
        • Tate: We will need a few bodies there to help with check-ins, #4 duties and other misc things that need to be done. For instance, some of us have a dog in the fight so we need to be mindful of that. Who plans to be in Tulsa that weekend?
          • Tate: Yes, with San Marcos (coach)
          • Tomsak: Yes, will be there regardless
          • Nick: Yes, with HARC
          • Dodge: 50/50, if Reds D2 or D3 don’t make it, I may not make it
          • Young: Yes, refereeing
          • Parker: Maybe, but it would be a flight on Saturday night (have to work on Saturday).
          • Turner: Yes, but with Tulsa if we make it (player)
          • Butch: No, in Austin for another event
        • Tate: Ok, so we may need some outside help.
        • Turner: When we will be doing check-in?
        • Tate: Usually we look at the schedule and when clubs are playing, then we give teams the option to check-in on Friday night or early Saturday. Check-in does have to be at least an hour before the teams play.
        • Young: Kirk, are you handling finding some additional help for the weekend?
        • Tate: Yes, I can handle that.
        • Turner: One of the jobs of the host is to make tournament t shirts, does anyone have examples of previous years?
        • Young: It’s just one of those suggestions if the host wants to do that. It hasn’t been done for some time.
        • Tate: Not a requirement, but if it is something you’d like to do, go ahead. Wendy can get you the graphics and such to use as you see fit.
      • Schedule
        • Young: Subject to change but this is what we’re working with so far.
    • RRRC 7s Series Update
      • Young: Received four bids, RRRC 7s committee is reviewing.
    • New Clubs
      • Oklahoma City (W)
        • Young: If approved, Oklahoma Roses will drop out of our club competition and go collegiate as their club players can play with OKC.
        • Tate: Do you know if the Roses would play in the SWWC?
        • Young: I’ve mentioned this to Holly but haven’t had any confirmation.
        • Tate: Ok, we’d love to have them stay as TRU members and compete in the SWWC.
      • Hawks Rugby Academy (Oklahoma based, Holly Iker)
        • Young: HAVE registered with USA Rugby and will be requesting membership with the TRU and would like to participate in RRRC 7s.
      • Texas Rugby Academy (Houston based)
        • Young: Have NOT requested TRU membership yet but we’ve seen them on Facebook and have had inquiries.
    • Forfeits
      • Euless forfeited to Tulsa (4/8)
        • Young: 2nd for them and I don’t have a referee for them this weekend (they aren’t a priority due to the forfeits)
        • Tate: Would recommend that we follow the outlined policies for forfeits. This is the second for them.
      • HARC D1b forfeited to Quins D1b (4/8) – (played forfeit)
        • Young: Have been assigning “team referees” due to resources and their other forfeits.
        • Dodge: Why aren’t these matches happening in D1b?
        • Tate: Due to low numbers and often because they don’t have enough eligible front row players.
        • Tomsak: Why are we punishing these guys because they have to have D1b sides?
        • Tate: Remember that HARC appealed their relegation and requested to stay in D1. The requirement to have a D1b side has been in place for years and they were reminded of this before the season started. Dallas Harlequins also had the opportunity to appeal their assigned division and they chose not to appeal. This is not a case of the RRRC forcing these clubs to play in the D1 divisions. I want to be very clear about that.
    • Fines
      • Euless (Ineligible player)
        • OUTSTANDING as well as 3 fees for unlocking matches

      • (4/8) Euless forfeited to Tulsa

        • Young: Need to notify. Would be $50 fee for forfeit.
        • Tate: Any objection for applying the forfeit schedule? No objections. APPROVED.
        • Tate: Note that Euless is declared NOT IN GOOD standing until the fines and CMS data are completed. The RRRC has a policy in place as well that teams that are not in good standing with the TRU can’t compete either.
      • Alliance (Ineligible player)
        • Pending RRRC ruling of appeal – now going to USA NCC for appeal
      • 3/4 Houston Arrows vs Lonestar – Arrows forfeited due to injuries.
        • Young: Need to notify Arrows, just a written warning
      • 3/18 Dallas Quins B vs Austin Huns B – Quins forfeited due to no lack of eligible front row players
        • Young: Need to notify officially notify Quins and HARC, $50 fine.
        • Tate: I’ve heard from Yeoman and he is aware.
        • Dodge: I told the Quins as well.
      • 4/8 HARC D1b forfeited to Quins D1b
        • Tate: This is HARC’s second forfeit, do we want to apply the fee schedule or work another arrangement? They are playing the matches but they are played forfeits.
        • Tomsak: I think if they are playing the match there is no need for the fine.
        • Dodge: Is there already a scheduled penalty?
        • Young: This is the third, so a $100 fine.
        • Turner: Apply the fee schedule.
        • Dodge: I’m inclined to agree with that.
        • Parker: Go with the schedule, moving forward I’d like to look into revamping this policy. I think we are being kind of light on forfeits.
        • Tate: Yes, we’ve got to figure out something, whether the solution is punitive or if there is a constructive way to prevent these forfeits…I’m open to ideas.
        • Turner: Played forfeits are much different than a club not showing up at all. The host is left out in the cold and usually that means the host is out of some money as well.
        • Tate: I agree 100%.
        • James: Enforce it as it’s written.
        • Tate: We don’t have a tie but I will go on record that I also recommend that we enforce as written. Objections? None. APPROVED.
          • Young: HARC fine is $150 as this is their third forfeit. Quins fine is $50 as this is their second. Will send notifications soon.
    • New Business
      • NONE
    • Adjourned (9:46pm)
      • Turner: Motion to close
      • Dodge: Second