September 18, 2024
Call to order – Al – 8:03 PM CST
Roll Call – Michael
- Meeting Attendance.pdf and conflict of Interest statements
Approval of past SCC minutes – Michael
- Last Meeting Minutes SCC 24 08 21 Agenda and Minutes – USA Club Rugby
- Motion: Mid West. Second: Carolinas. Approved
Chairs’/Officers’ Reports
Secretary – Michael
- I’ve requested Nick present minutes and other docs during call
- Minutes format adjusted again as suggested on last SCC call.
- FYI, on Social Media to have USA Club Rugby reshare posts tag @usaclub.rugby on instagram and usaclubrugby on Facebook
- Graphical Union Map Live on the main page! https://usaclub.rugby/
- Reminder: Nomination Form for Referee and Laws Representative due by October 1
- Action Item from Previous call: David Dodge and Michael to sort out eSignature software to get the updated NDA signed
- Docusign has been setup
- David getting signatures from Bill Goren and Al first so they sign once instead of every time someone signs.
- Once above complete Nick will collect signatures from everyone else
- Committee nominees are in the hands of the committee heads for validation
15’s Comp – Andrew
- No report
7’s Comp – David F
- Need to resubmit application/opportunity to join 7s Committee for 2025 Summer Campaign
- Need to get 7s NC bid packet out
- Eligibility put on hold until Committee is formed
Treasurer – David D
- 7s Nationals Financial Recap
- August 2024 Financials:
- 2023/24 Competitive Cycle Financials:
- Fed Rate Cut reduced interest rate on StoneCastle account to: APR = 4.86% / APY = 4.97%, but still vastly superior rate to Bank of America savings account.
- Brief website outage last Friday due to annual hosting payment being linked to the wrong credit card. J. Swick fixed and now linked to the SCC card.
- Treasurer Tasks:
- New NDA pending final approval and signature by USA Rugby
- 2024/25 Budget Preparation ongoing (estimating 25,500 paid registrations)
- 2023 Tax Return Preparation ongoing (11/15/24 Deadline)
- At-Large Registration call with J. McGregor next Tues. (9/24/24)
- Working with Nick Davies on billing for services
- Need to pay Aug. 2024 $5 Invoice to USAR
- F/U TRN re: 7s License Fee Payment
- Transition Items:
- Tim Cowley introduced to Bookkeeper
- Tim has access to Quickbooks
- Tim introduced to TRN Contacts
- Meeting with Tim every other Sunday until Jan. to facilitate transition
- Working on Tim intro to Accountant
- Working on the following New Policies:
- Unified Refund Policy for adoption by all Unions and SCC
- Coaching Development Matching Grant Program
- “First Time” Playoff Travel Grant Program
- Travel Expense Policy
- Legal Tasks:
- Renew Swick Media Contract
- Referee Flat Fee Contract
- TRN Contract Renewal
- Working on following new policies:
- Signature Authority Policy
- Conflict of Interest Policy
- Investment Policy
Discipline – Megan
- No report
Governance – KJ
- Action item from SCC 24 08 21: KJ/Wes: Ping committee heads for:
- TOR updates. Particularly 15s and 7s.
- In process
- Current committee rosters
- 3 slots open on Governance
- TOR updates. Particularly 15s and 7s.
- Action item from ExCo 24 09 04: KJ/Governance to present 15s chair nomination package to SCC
- 15’s Committee Chair Docs 2024
- Aliberto, Kristin
- McPhail, David
Eligibility – Tam
- Link to full report Eligibility Report Sept 15, 2024.pdf
- Key points
- Meeting with the Sevens Competitions Committee: Revise eligibility and competitions guidelines.
- Name Withheld Policy.
- CMS Issues: Match Rosters.
- At Large Memberships.
- Was Action item from SCC 24 08 21
- Players going to Aspen RuggerFest that are already registered do not have to do it again
DEI – Holly
- No report
Vice Chair – Wes
- No report
Board Report – Rick
- Link to full report 240916 – SCC Director Council Report.pdf
- Key points
- Board Meeting August 8.
- Committee Activities
- Governance working group.
- Nominating committee
USAR Liaison – Elaine (Michael added section)
- 2024 August SCC Report.pdf
- The clearance transition report is being worked on by RX (how we generate the weighted voting going forward)
- Estimated 3% change post 15s. Unknown how many are cross GU.
- Discussion on best approaches to calculate
- I had a good chat with Nick and will pick up with him on some ideas to get reports to union reps on refunds pending & compliance within their union if this is something the SCC reps are happy to receive and if so would they like it monthly at SCC call, or just direct to them or a different frequency ?
- On At large and the unions who should have it to be able to charge their dues….we have 9 unions charging coach fees ($12.50-$75), 7 charging admin ($5-45), 5 charging officials ($6-45) and 4 charging medical ($6-45)
- Still keen to get thoughts on the 2 week RX rollover period and how we manage for next year
Chair report – Al
- Action item from SCC 24 08 21:
- ExCo: come up with how GUs justify funding WPL referees to members
- Contact Bill Goren about
- LIT 7s
- Not approved by USAR.
- Could have potential to help for our 7s
- Contact Bill Goren about WPL/WER.
- As of ExCo call, Reached out for sanctioning. Hasn’t happened yet.
- Transgender Policy
- USAR at International and HP level are bound to World Rugby policy.
- Below those levels following USOPC. Note that various state laws and lawsuits make this difficult
- Insurance Company does not have a clear policy
- Insurance covering players when one on field is not insured
- ExCo will need to review
- LIT 7s
- Call with Tamara
- Confirmed WPL/WER status as above
- APR is not part of HP. Sanctioned by Empire as Senior Club
- APR is not NCS so does not impact NCS eligibility
- Discipline will start at Empire level. If cross union clubs then moves to SCC
New Business
- 15s Chair election
- Candidate questions – 15 minute limit
- Introduction
- What is your position on ending NCS for lower divisions?
- What do you know about putting multiple day gaps between NCS matches? Ie. Finals
- What do you think of the current NCS pathway (super regional, etc) and what changes would you make?
- In the past year there were issues with getting the best referees at Super Regionals. What is your solution?
- Do you have any last comments?
- Next Steps
- Form will go out to collect an electronic vote.
- Votes dues midnight Central on Friday
- Will be some overlap between chairs
- Results: Updated Sunday September 22
- Candidate questions – 15 minute limit
- Proposal from Scott Conway of Carolinas: Motion to approve the union administrator guidelines phase 1 (Currently hosted at https://www.cgru.rugby/union-admins, with the plan to migrate to the USA Club website). Phase 1 includes:
- Administration – Accessing and editing of union details including contacts, website/social media, club status, and user management.
- Entities – Creating and managing entities. It is recommended to follow the order below:
- Competitions – Build new competitions annually including standings, tie-breakers, and more.
- Schedules – Creating the matrix or friendly schedule for the upcoming season. It is recommended to follow the order below:
- Draw Import – Using an Excel template, upload your entire season schedule for each competition.
- Manually Add or Edit a Match– Use this to focus just on one match details.
- Now that our season has kicked off, I (Scott) can start to focus on phase 2 which includes the in-season actions for UA’s such as competition cases, transfers, match edits, communications, refunds, reports, etc.
- To approve as admin guidelines. Not policy.
- Motion: Carolinas. Second: Florida Approved
- May adjust ToRs to ExCo to be required for officers and optional for chairs as they are already in many other meetings
Adjourned
- Motion: Nor Cal. Second: Texas
- Meeting adjourned at 10:15 PM CST
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