SCC 24 08 21 Agenda and Minutes

Call to order – Al – 8:00 PM CST

Roll Call – Michael

• Meeting Attendance – Council.pdf and conflict of Interest statements 

Approval of past SCC minutes – Michael

• July Minutes – SCC 24 07 17 Agenda and Minutes. 
  • Motion: True South. Second: Carolinas. Approved

Chairs’/Officers’ Reports

Secretary – Michael

• Based on multiple requests I am trying out a new format. Please provide feedback.
  • Request to consider a running minutes document
• There are more than one of the meeting invites out. I’ll consolidate to one after this meeting.
• Representative on the Referee and Laws committee post.
  • Al Lucas appointed by ExCo as interim representative. Permanent representative to be selected. Dave Chapman was suggested by Tam
  • Michael and KJ working together on a draft Nomination form. 

• Action item inherited from Jill: Posting of SCC Minutes 
  • Originally sent to SCC Aug 6th.
  • Michael and Jeremy worked together on a POC. After removing confidential information and approval by ExCo has been posted to SCC 24 07 17 Agenda and Minutes. 
• Call for committee nominations
  • Sent to SCC August 15th
  • Nomination form for review,
    • 2024 Nominations for USA Rugby Senior Club Council Committee Members 
  • Nominations are being accepted through September 1, 2024. Screened and selected by September ExCo meeting then presented for review to SCC.
  • Voted on by the full council at the September SCC meeting.
• Recalc running 3 year membership average for GU voting
  • Elaine, Jill, Tam and Michael worked together to update
  • Data added to tab “Membership Stats as of 07.27.24” in SCC Membership Data
  • Questions on how data was pulled. Elaine and Tam explained.
  • Please approve to move forward.
  • Tabled until Elaine comes back with transfer analysis. 
  • Action Item: Elaine to provide analysis on whether transfers between GUs impact voting

15’s Comp – Andrew

• Reminder 2024-25 last year of approved Super Regional format post covid
  • Can be held two to three weeks in advance of Nationals which this year is May 16th, 17th, 18th
  • There is potential conflict with college championships on May 3rd
• Working on following years Super Regional formats. 2026 and beyond. Based on feedback the intent is to keep format with minor tweaks.
• Request to SCC to provide feedback on keeping MD3 in 2026 and beyond. 
  • The Committee recommends keeping it

7’s Comp – David F

• I’m out in Glendale for RugbyTown and will be unable to attend the meeting this evening.
• The 7s Nationals were a big success
  • Al: 7s team did a great job
• Feedback forms went out with positive feedback 
• Eligibility will be reviewed in September for next year
• Looking to get venue selected as early as possible
• Putting together a “handbook” to hand off to next person
• 7s action list.png
• Look forward to the next call!

Treasurer – David D

• Reminder re: expiration of $5 SCC subsidy of National Office Dues – SCC dues for players increasing to $20 with National office dues staying at $40, with $5 pass through from SCC to National Office per Community Agreement.
• Financial Reporting from Bookkeeper:
  • 2022 and 2023 Calendar Year reports:  
  • 2022/23 and through June 2023/24 Competitive Cycle reports:  
• 7s Nationals Financial Recap (still a work in progress, as there are some trailing expenses and revenues):  
• 2023 Taxes – Have spoken to accountant and in good shape to get these on file by Nov. 15 deadline
• 2024/25 Budget – Will be working with Tim on this for presentation at Sept. meeting.
• Renewal of Swick Media contract for Marketing Manager position – Working with Tim and Jeremy on this.
• Regarding SCC 2024/25 Dues
  • For the 2023/24 Competitive Cycle, the USA Rugby National Office increased National Office dues from $35 to $45. For that Competitive Cycle, the SCC voted to use some of its reserves to subsidize the increase in National Office dues in the amount of $5 per player registration. (The SCC only charges dues to players). This subsidy expired at the end of the 2023/24 Competitive Cycle.
  • For the 2024/25 Competitive Cycle, the SCC dues for players will increase from $15 to $20, but the National Office Dues will remain $40 (rather than the USA Rugby approved $45). The extra $5 collected by the SCC will be passed through to USA Rugby to pay the difference between the $40 paid directly by the player, and the $45 National Office Dues. In short, although the SCC dues have “increased” by $5, the net amount paid for player registrations is the same as if the player paid that extra $5 directly to USA Rugby.
• Status of updated NDA 
  • Michael got in touch with Elaine. She forwarded back an update. 
  • David Dodge review complete and ready for distribution and signature
  • Action Item: David and Michael to sort out Docusign to get the NDA signed

Discipline – Megan

• No report. On a grievance call 

Governance – KJ

• Looking for Governance Committee Member Nominations 
• Putting together Union Best Practices. Will be reaching out to GUs and sharing findings
• KJ and Wes putting together committee rosters and comparing to ToRs

Eligibility – Tam

• Link to full report SCC Eligibility.08.21.2024.pdf
• Key points
  • 2024-25 Regulations.
    • The 2024-25 Regulations, approved by the SCC last month, are available online in two places:
      • USA Rugby website: https://usa.rugby/club-eligibility 
      • USA Club Rugby website: https://usaclub.rugby/resources/ 
  • SCC “Name Withheld” Policy.
    • The policy is in effect for 2024-25. This will be enforced at the NCS / USA Club Rugby playoffs by the eligibility and competitions committees.
  • 2025 USA Club Rugby Sevens Regulations.
    • The eligibility and sevens competitions committee will begin meeting next month (September) to review the competitions policies and eligibility standards for 2025.
  • International Clearance – Reminder
    • USA Club Rugby players and/or clubs or teams going abroad to play rugby must request an International Clearance from USA Rugby. Please submit requests early, these may take two-three weeks to process.
    • USA Clubs recruiting or adding players from abroad must ensure these players have an international clearance from their home Union. If a player is challenged they must be able to confirm they were cleared (no financial or disciplinary issues) with their home Union.
    • Full information: International-Player-Clearance-Inbound_Outbound-1.pdf 

DEI – Holly

• No report

Vice Chair – Wes

• Introducing Nick Davies as our new Admin
  • Will lighten the load for ExCo and Committee heads
  • Will work closely with Elaine
• Will be reaching out to committees to try to help with vacant positions

Board Report – Rick

• No report

Chair report – Al

• Rick is very active with the Board. Rick will be sharing a report
• Will need to fill At Large board positions. 
  • We’re looking for members to the nominations committee
• Referee and Laws committee will be filling position
• Looking into getting more info on WER and LIT7s from Bill Goren
• Bill asked that we look into making it easier for players to return to Club rugby. 
  • Considering creating a job posting website. Perhaps similar to Indeed
• USA Rugby registration via RX is now open. 
  • Please make sure to get players and coaches registered ASAP.
  • This includes SafeSport training
• Questions on NCR.
  • Concerns about our insurance vs NCR
  • Action Item: ExCo to look into covering players even when non registered players are involved
• Focus on the Field is a call-in center which is part of the community agreement
• Where did we go with union based At Large?
  • Action Item: Kevin, Dodge and Wes to look into 

New Business

• WPL referees
  • For the first two months, the total was just under $9,000 covering travel, hotels, and fees for the refs. We will receive a second invoice at the end of August.
  • Had been supported by USAR but handed off to USA Club Rugby
  • Propose $10k supplementary increase added to next budget to cover WPL referees
    • Motion: SoCal Second: Capital
    • Discussion:
      • Question on WPL membership. About 25 players per club or 175 total
      • Question on revenue vs expense. Comparable to Mary Graham All star grants. Cost per member is more than for Super Regionals. Not budget justified but for supporting a growing segment.
      • Question called. SCC 240821 Meeting Voting.pdf. Vote passes
      • Action Item: ExCo to come up with how GUs justify this to members
• Elaine has some items
  • During the period of Rx rollover and dates. 
    • Action Item: ExCo How to handle player registrations during blackout dates?

Adjourned

• Motion: Capital. Second: Texas
  • Meeting adjourned at 10:06 PM CST