SCC 25 4 16 Agenda and Minutes

April 16, 2025

Call to order – Al – 8:01 PM CST

Roll Call – Michael

• Meeting Attendance – 2024 / 2025 Season and Conflict of Interest statements 

Approval of past SCC minutes – Michael

• Last Meeting Minutes – SCC 25 3 19 Agenda and Minutes – USA Club Rugby 
  • Motion: No objections. Approved

Chairs’/Officers’ Reports

USAR Liaison – Elaine

• April 2025 Club Compliance – Less Than 8 List
  • How do we specify 7s only, select side, etc.?
• Non compliant clubs shouldn’t be playing

Secretary – Michael

• Tracking action Items in Action Item Tracker
• Reminder on time management
• March Club recaps posted and on Social Media
  • • MD1: Men’s Division 1 – March 2025 Recap 
    • WD1: Women’s Division 1 – March 2025 Recap 
    • MD2: Men’s Division 2 – March 2025 Recap
    • WD2: Women’s Division 2 – March 2025 Recap
    • MD3: Men’s Division 3 – March 2025 Recap 
  • 

• Created NCS file structure and templates on our Google Drive for Eligibility. 
  • More on this from Tam later

15’s Comp – David McPhail

• Action Item from SCC 24 02 19: 15s committee to create document with minimum Super Regional standards to go with budget increase
  • To be ready for next cycle and developed based on current
• See attached copy of current GCSR Memorandum of Understanding (MOU).  SCC (Rick H) requested a copy on the last call.
  • GCSR MOU 091924 final.pdf
  • For all GUs target 1st draft for July. In place by Sept 1
• Document from the 15’s committee regarding future dates, structures, requirement of MOU’s for Regional Pathways, etc.
  • Action Item: ExCo to review and provide feedback to 15s
    • ExCo reviewed prior version and comments incorporated 
  • National Championship Structure & Scheduling Proposal (2026–2028).pdf
    • Questions on Utah.
  • Motion: NorCal Second: Capital Approved 
    • Approval of Dates and Requirements
    • SCC 25 04 16 Meeting Voting – 15s Approval of Dates, Structures and requirements.pdf

• WD1 Questionnaire update
  • From SCC 25 3 19 Agenda and Minutes – USA Club Rugby
  • Feedback Form: Proposed Women’s Competition Format – 2025 and Beyond 
  • Motion: Texas Second: Capital Approved – no objections
    • Request approval from SCC to send to clubs 

• Nationals Update
  • Site visit with Streaming partner yesterday (4/15)
  • Finalizing contract with Streaming this week (Dodge overseeing)
  • Grass is in, stadium updates are being completed, working on event logistics, and updating any remaining to do items, etc.
  • Trophies completed for Nationals and SR’s
  • WRS to ship match balls to Nationals and SR’s
  • CRAA is using facility on May 3-4th
• Competition Update
  • Two appeals coming out of the Pacific Super Regional (WD1 & WD2).  Committee is meeting tomorrow to resolve both cases that were brought forward
  • Both of the action items coming to the 15’s Committee are items that can / should be included in the MOU process as previously discussed
  • Asked USA Ref Coordinator for update on SR & Nationals, “…continuing to book flights, and they are within plan”.  Waiting on the rosters I requested.
• Other

7’s Comp – David Fee

• Action Item from SCC 25 03 19: Take SCC’s ITT feedback and look at adjustments
  • Rewrote language with Al and put in email that was sent
• No Report

Eligibility – Tam

• Working on Eligibility Checks and processes to support
• Sharing club folders with individual clubs
• Request to post eligibility regulations to Social Media
  • 2024-2025 Club Eligibility Regulations
  • Action Item: Post Eligibility regulation regarding SRs and Nationals to Social Media

Treasurer – Tim

• 2025 03 March USA Club Rugby Assoc Statement of Financial Position.pdf
• 2025 03 March USA Club Rugby Assoc Statement of Activity.pdf

Discipline – Megan

• My only update is to remind those who are hosting Super Regionals to provide me with who your disciplinary person will be and their contact information so they can be added to my pre-event call to discuss discipline with them.

Governance – KJ

• For Approval- 15’s and 7’s TOR. They have not been reviewed by DEI, but have no significant additions compared to other committee TOR and template. 
  • 2025 updated 7s TOR
  • 15s Club Terms of Reference WIP_Clean
  • Motion: Carolinas Second: Midwest Approved – no objections
    • Approval of TORS

• For Discussion/Approval- Proxy Language for Union Representation

Current Language- March 2025

The Council will be composed of the recognized Senior Club Rugby Unions meeting the requirements of Article III of the USAR Bylaws.  Each Union’s look representative is the Union’s President unless otherwise designated by the Union’s bylaws or operating rules.  No alternate may serve in the capacity of a Union’s Representative.  There will be no proxy voting.

Recommended Clarification Language

The Union determines the election of a Union representative to the SCC. Each Union’s representative holds a non-transferable SCC membership, contingent on completing all required paperwork and procedures as defined by the SCC. Membership is renewed annually in alignment with the Community Agreement cycle.

With prior approval, the SCC allows “guests” to attend meetings; however, they may be excluded from certain discussions and are not permitted to vote, even if attending as a temporary replacement for an elected SCC representative. The SCC does not permit proxy voting, which is defined as the temporary selection or appointment of a stand-in representative.

• For Discussion -Representative on Committees from GU
  • To ensure broad representation across Geographic Unions (GU), no more than two members from the same GU may serve on a committee at any given time.
  • In exceptional circumstances, where a third member from the same GU is proposed, a rationale must be provided that clearly demonstrates the necessity of their inclusion and must be approved by the Senior Club Council.

• For Approval – Utah GU Application- Provisional Approval: the organization must complete the items listed.  Governance will check in at least quarterly and report to EXCO.
  • Full approval will be voted on after the items are completed.
  • Utah Provisional Geographical Union Considerations
  • Motion: NE Second: Mid America Approved – no objections
    • Approval of Utah’s provisional status

DEI – Holly

• Chair vacated – position open
• Action item: KJ (Governance) to send info to Michael (Secretary) to post a request for nominations 

Vice Chair – Wes

• No Report

Board Report – Rick

• 250416 – SCC Director Council Report.pdf
• Highlights
  • Board Meeting March 20
    • Council reports
    • CEO report
    • Finance report
    • Governance
  • Nominations and Governance committee.

USAR Referee and Laws Committee (RLC) – David Chapman

• Action Item from SCC 25 03 19: Get appointments list for SRs and Nationals
  • Olivia says that assignments are not complete and will be finalized based on performance up to the week before the event. They will be released then.
• No Report

Chair report – Al

• Action Item from SCC 24 08 21: ExCo to look into covering players even when non registered players are involved
  • Still in process. 
• RWC reaffirmed for US
• RWC Host committee will be doing roadshow visiting cities
• Nominations coming up for various committees 

New Business

• None

Adjourned

• Motion: Capital. Second: Mid America
  • Meeting adjourned at 9:41 PM CST