Northern California Youth Rugby Association (NCYRA) Board of Directors (BOD) Meeting Minutes #10

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1 Northern California Youth Rugby Association (NCYRA) Board of Directors (BOD) Meeting Minutes #10 Date: Nov 7, 2012 Time: 7:00 PM 9:00 PM Location: Masonic Hall, 159 North First Street Dixon, CA The BOD plus committee members listed on the attached sheet met at the Dixon Masonic Hall 159. The attachments show the attendees, clubs and organization title information. 1. Robert Salaber (President) called the meeting to order at 7:10 PM and followed the above agenda. 2. Robert Salaber (President) asked for discussion of the minutes of previous BOD meeting on August 15, The group unanimously approved the minutes from the previous meeting. Motion by Kessler, 2 nd Milt Quan. 3.. He discussed the Master Schedule, Conference & Committee Positions, Website, Registration, Growth and USAR Issues. Salaber noted that each club needs to fill out the Club registration update form. NCYRA growth has been roughly 15% per year. USAR Issues sanctioning of tournaments of requirement. The group unanimously approved the. Motion by Mateo Medrano, 2 nd Marco Moran. 4. Matt Taylor and Robert Salaber presented the budget and actuals for 2012 and discussed aspects of the budget (See attachment) Taylor noted that the cash was strong, but the NCYRA spent more on High Performance and the PCIT in 2012 than budgeted Salaber noted that the budget is more rp 4.3. Salaber noted that the 2013 budget will increase to $352,500 from $223,655 (delta = 123,845 [57.6%]). Salaber expects greater enrollment and dues collection, 4.4. Taylor noted that the NCYRA is solvent with a $30,000 in cash at the end of Oct 31, The NSYRA did not audit the books for 2012 and the. The group unanimously approved the Budget as presented with the caveat that offsetting spending is contingent on those programs raise money appropriate for the event. Motion by Paul Kessler, 2 nd _Glenn Wordan. 5. Commttee Chair Reports Page 1 of 4 Filename: 2013ncyra-bod10(minutes)121107rwb

2 5.1. Robert Salaber presented the Inter-Conference Competition (playoff) committee report. Salaber presented three items that were previously sent to the group. Salaber made a motion to implement the Number 1 item on the proposal that will limit the rosters to 23 players for conference playoffs and end of the year tournaments. The group approved the motion for the Number 1 item with five dissenting votes. The Number 2 item was a discussion about the National Invitational tournament. Salaber proposed the NIT committee The group unanimously approved the motion by John Cantlay, 2 nd Mateo Medrano. Salaber discussed the Number 3 itemthe group unanimously approved the motion by Milt Quan by Matt Taylor, 2 nd Mateo Medrano John Riddering presented the High Performance / All Star Committee report. There will be 3 All Star weekend camps during the season. There will be a Bay Area and Sacramento All Star Team for competition at the All Star tournament. The All Star teams (Varsity and JV) will plan to travel on an international tour or BC Canada. John Rittering is coordinating the program (highperformance@ncyra.com). There are other discussions as well. The group unanimously approved the report as presented. Motion by Mateo Madrano, 2 nd Owen Flynn Matt Eason presented a short report by the Inter-Conference Disciplinary committee. The group unanimously approved the program as presented. Motion by Mateo Medrano, 2 nd Glenn Wordan Owen Flynn presented the Public Relations Committee report and discussed the following. The group unanimously approved the program as presented. Motion by Rich Boyer, 2 nd Bob Benson The group is emphasizing Rookie Rugby The committee is looking for corporate donors Rob Salaber presented the Coaches Committee report and discussed the coaches licensing course There were a total of ~ 300 coaches licensed in 2 licensing sessions At the San Francisco session, Salaber also held a rookie rugby session There was some discussion of dates for the Dec 2 A license course, and whether the Jan course will a B license course There is a USA introductory course in Dixon on Nov 17,18. It costs $180. The group unanimously approved the report as presented. Motion by Mateo Madrano, 2 nd Paul Kessler. Page 2 of 4 Filename: 2013ncyra-bod10(minutes)121107rwb

3 5.6. Dave Williamson presented a written Referees Committee report (attached) as the Chair of the Referees Committee. There have been ~ 28 new referees trained in 2 sessions so far. There are additional sessions scheduled for Dec 2 in San Jose and Jan 13 in Fresno Dave noted that the clubs need to send candidates to the training sessions The referees will be paid a fee from the NCYRA at a rate of $50 varsity, $40 for JV and $30 for Middle School per game The match location should be posted in the Competition Mgt System 2 weeks before a match or it will be up to the home team to find a referee. The group unanimously approved the report as presented. Motion by Ned Schroeder, 2 nd Owen Flynn Mateo Medrano presented the committee report for the High School competition committee. Mateo noted that players playing on both Varsity Gold and Varsity Silver that Mateo will be limited. If Approval of motion by John Cantlay, 2nd Matt Taylor with unanimous approval Rob Salaber presented the Single School committee report. The motion by Owen Flynn, 2 nd Mateo Medrano John Cantly discussed In 2013 there will be 21 to 24 teams vs 16 teams in 2012 vs 12 teams in 2011 vs 8 in The approval motion carried unanimously (Motion by Milt Quan, 2 nd Dave Williamson.) Rob Salaber made the report for the Middle School Committee The middle school teams will be heavy and light teams Teams with multiple players over 125 lbs should play up It is the option of the coach to stop the play if the other team is too aggressive or over the weight limit of 125 lbs. The approval motion carried with one vote against the motion (Motion by Mateo Madrano, 2nd Josh Fitzgerald) Glenn Worden presented the report for the NCYRA youth committee as Steve Moore was absent. He noted that some of the issues were weight / size limitations, scheduling, tournaments. The group unanimously approved the report as presented and approved the Youth Regulation as proposed. The motion carried with one vote against the motion. Motion by Dave Williamson, 2 nd Josh Fitzgerald Rob Salaber presented the report The 2012 NCYRA sevens season was very successful and will be increased in Page 3 of 4 Filename: 2013ncyra-bod10(minutes)121107rwb

4 Tyler Harrison is working to put together a Sevens program. The motion by John Riddering, (2 nd Ned Schroeder) carried unanimously. 6. Rob Salaber presented the nament report, The group unanimously approved the program as presented. Motion by John Riddering, 2 nd Owen Flynn. 7. Rob Salaber presented the Fund raising report, and asked for volunteers to run a golf tournament. Andy Smith and Mason Gunn. The group unanimously approved the program as presented. Motion by Bob Benson, 2 nd Rob Salaber. 8. The motion to adjourn was made by Rob Salaber (2 nd Mateo Medrano) and carried unanimously. Minutes prepared by Bob Benson, Secretary Page 4 of 4 Filename: 2013ncyra-bod10(minutes)121107rwb

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7 2013 NORTHERN CALIFORNIA YOUTH RUGBY ASSOCIATION (NCYRA) ANNUAL BUDGET - APPROVED NOVEMBER 7, 2012 CLASS JOB / EVENT Youth nmt Junior Rugby Classic NCIT TOURNAMENTS PCAT CA State Cup Sevens Series Referee Cert Coach Cert CAMPS AND CLINICS High Perfrmnc Camps Intro New Player Clinics Rookie Rugby Intro Sevens Clinic HIGH PERFORMANCE / ALL-STARS Boys Varsity Boys JV Girls Varsity Pacific Coast All- Stars REFS PUBL RELA GNRL ADMN Golf Trnmnt FUNDRAISING Fundrsr #2 S ALL CLASSES CLASS JOB / EVENT REVENUE REVENUE NCYRA Dues (see below) $3,000 $2,000 $6,000 $5,000 $3,000 $2,000 $21,000 $5,000 $5,000 $2,000 $1,000 $1,000 $1,000 $15,000 $7,500 $7,500 $7,500 $22,500 $35,000 $10,000 $60,500 $0 $164,000 NCYRA Dues (see below) Event Fees $2,000 $3,000 $6,000 $1,000 $10,000 $22,000 $5,000 $1,000 $6,000 $0 $12,000 $5,000 $5,000 $45,000 Event Fees SVYRO Revenue (KOT) $0 $1,000 $1,000 $2,000 $1,000 $1,000 $1,000 $2,000 $5,000 $1,000 $0 $8,000 SVYRO Revenue (KOT) Participant Dues / Fees $15,000 $15,000 $0 $23,000 $23,000 $7,500 $3,000 $56,500 $0 $71,500 Participant Dues / Fees Paraphernalia Sales $2,000 $2,000 $4,000 $2,000 $2,000 $12,000 $0 $0 $0 $12,000 Paraphernalia Sales Food Concessions $1,000 $1,000 $0 $0 $0 $1,000 Food Concessions Donations $0 $0 $2,000 $2,000 $4,000 $5,000 $5,000 $9,000 Donations Fundraising $0 $0 $7,500 $7,500 $15,000 $10,000 $10,000 $25,000 Fundraising Grants $0 $2,000 $2,000 $0 $15,000 $0 $17,000 Grants Total Revenue $7,000 $7,000 $17,000 $8,000 $18,000 $14,000 $71,000 $10,000 $5,000 $2,000 $2,000 $3,000 $3,000 $25,000 $41,000 $41,000 $16,000 $5,000 $103,000 $35,000 $10,000 $88,500 $20,000 $0 $20,000 $352,500 Total Revenue EXPENSES EXPENSES Salaries - Personnel $0 $0 $0 $5,000 $43,000 $0 $48,000 Salaries - Personnel Taxes / Fringe- Personnel $0 $0 $0 $5,500 $0 $5,500 Taxes / Fringe- Personnel Set-a-side (Future ED) $0 $0 $0 $20,000 $0 $20,000 Set-a-side (Future ED) SVYRO Expenses $0 $0 $0 $1,000 $0 $1,000 SVYRO Expenses Accounting $0 $0 $0 $2,000 $0 $2,000 Accounting Advertising $0 $0 $0 $3,000 $0 $3,000 Advertising Awards $1,000 $1,000 $2,000 $1,000 $1,000 $6,000 $0 $0 $0 $6,000 Awards Banquets $0 $0 $0 $3,000 $3,000 $3,000 Banquets Paraphernalia / Jerseys $1,000 $1,000 $2,000 $1,000 $1,000 $6,000 $0 $1,000 $1,000 $0 $7,000 Paraphernalia / Jerseys CMS Dues / Fees $0 $0 $0 $20,000 $0 $20,000 CMS Dues / Fees Constant Contact Fees $0 $0 $0 $1,000 $0 $1,000 Constant Contact Fees USAR Dues / Fees $0 $5,000 $5,000 $0 $3,000 $0 $8,000 USAR Dues / Fees Equip / Field / Facility Rental $1,000 $1,000 $7,000 $1,000 $1,000 $11,000 $1,000 $1,000 $1,000 $1,000 $1,000 $1,000 $6,000 $1,000 $1,000 $3,000 $5,000 $5,000 $26,000 Equip / Field / Facility Rental Event Organizer Fees $1,000 $1,000 $1,000 $4,000 $7,000 $2,000 $2,000 $4,000 $1,000 $1,000 $0 $12,000 Event Organizer Fees IT / Website $0 $0 $0 $2,000 $4,000 $0 $6,000 IT / Website Insurance $0 $0 $0 $1,000 $0 $1,000 Insurance Supplies - Meeting / Course $0 $2,000 $2,000 $4,000 $0 $0 $4,000 Supplies - Meeting / Course Printing & Publications $0 $0 $0 $0 $0 Printing & Publications Referees / Coaches $1,000 $1,000 $2,000 $1,000 $2,000 $7,000 $1,000 $1,000 $2,000 $4,000 $0 $35,000 $0 $46,000 Referees / Coaches Trainers / Medical $1,000 $1,000 $3,000 $2,000 $4,000 $11,000 $0 $0 $0 $11,000 Trainers / Medical Supplies - Incidental $0 $2,000 $2,000 $0 $0 $2,000 Supplies - Incidental Utilities / Telephone $0 $0 $0 $0 $0 Utilities / Telephone Lodging $6,000 $6,000 $0 $10,000 $10,000 $5,000 $2,000 $27,000 $1,000 $0 $34,000 Lodging Meals $3,000 $3,000 $0 $2,000 $2,000 $2,000 $6,000 $0 $9,000 Meals Transportation $6,000 $6,000 $0 $25,000 $25,000 $8,000 $58,000 $1,000 $0 $65,000 Transportation Incidentals (travel) $3,000 $3,000 $0 $4,000 $4,000 $1,000 $9,000 $0 $12,000 Incidentals (travel) Total Expenses $6,000 $6,000 $16,000 $7,000 $18,000 $13,000 $66,000 $10,000 $5,000 $2,000 $2,000 $3,000 $3,000 $25,000 $41,000 $41,000 $16,000 $5,000 $103,000 $35,000 $10,000 $105,500 $8,000 $0 $8,000 $352,500 Total Expenses NET PROFIT (LOSS) $1,000 $1,000 $1,000 $1,000 $0 $1,000 $5,000 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 -$17,000 $12,000 $0 $12,000 $0 NET PROFIT (LOSS) CLASS JOB / EVENT 2013 PROJECTED NCYRA ANNUAL PLAYER & COACH DUES 2013 PROJECTED NCYRA ANNUAL CLUB FEES BUDGET SUMMARY Youth Middle SchHigh Schoo Coach Toals # of Clubs 80 Participan 1, , ,000 Club Fee $150 Annual Du $20 $30 $40 $30 Totals $12,000 Totals $24,000 $24,000 $104,000 $12,000 $164,000 Note: The Budget Comparison below can be misleading because it does not take into account the changes in the budgeting process and the new form that is now being used. For example, the tournament budgets last year were signigncantly higher because they anticipated significant revenues from concessions, paraphernalie, etc., which did not come to fruition. Also, the HP budgets are substantially higher this year because of planned tours, and significantly higher participant fees than last year. The budget comparison is very general and should not be taken literally, but just a general snapshot of where we were and where we plan on going. Next year we will have actuals. BUDGET COMPARISON Youth nmt Junior Rugby Classic NCIT TOURNAMENTS PCAT CA State Cup Sevens Series Referee Cert Coach Cert CAMPS AND CLINICS High Perfrmnc Camps Intro New Player Clinics Rookie Rugby Intro Sevens Clinic Boys Varsity CLASS naments Camps & Clinics High Performance / All-Stars Referees Public Relations General Administration Fundraising Totals HIGH PERFORMANCE / ALL-STARS Boys JV Girls Varsity Pacific Coast All- Stars Total $ % of Total Budget NCYRA Dues $ $71, % $21,000 $25, % $15,000 $103, % $22,500 $35, % $35,000 $10, % $10,000 $88, % $60,500 $20, % $0 $352, % $164,000 REFS PUBL RELA GNRL ADMN 2013 BUDGET $7,000 $7,000 $17,000 $8,000 $18,000 $14,000 $71,000 $10,000 $5,000 $2,000 $2,000 $3,000 $3,000 $25,000 $41,000 $41,000 $16,000 $5,000 $103,000 $35,000 $10,000 $88,500 $20,000 $20,000 $352,500 +/- FROM 2012 BUDGET $0 $750 -$1,000 -$4,000 $10,500 $6,750 $13,000 $2,500 $1,500 -$3,000 -$3,000 $3,000 -$2,000 -$1,000 $27,465 $27,465 $2,465 $100 $57,495 $35,000 $0 $31,000 $15,000 -$6,650 $128,845 % +/- FROM 2012 BUDGET 0.0% 10.7% -5.9% -50.0% 58.3% 48.2% 18.3% 25.0% 30.0% % % 100.0% -66.7% -4.0% 67.0% 67.0% 15.4% 2.0% 55.8% 100.0% 0.0% 35.0% 75.0% -33.3% 36.6% 2012 BUDGET $7,000 $6,250 $18,000 $12,000 $7,500 $7,250 $58,000 $7,500 $3,500 $5,000 $5,000 $0 $5,000 $26,000 $13,535 $13,535 $13,535 $4,900 $45,505 $0 $10,000 $57,500 $5,000 $21,650 $26,650 $223,655 Miscellaneous Golf Trnmnt FUNDRAISING Fundrsr #2 % of Dues Budget 12.8% 9.1% 13.7% 21.3% 6.1% 36.9% 0.0% 100.0% S ALL CLASSES Worksheet: Annual Budget Filename: 2013ncyra(budget)121107rls

8 Northern California Youth Rugby Association (NCYRA) Inter-Conference Competition (Playoff) Committee Topics of Discussion and Action (BOD #10, Item 5.1) November 2, 2012 APPROVED NOVEMBER 7, 2012 Items for Discussion and Action The NCYRA Playoff and Championship format has been raised and it has been suggested by several people that the NCYRA Playoffs and Championships should follow national and international USAR and IRB tournament rules, which call for a maximum roster size of twentythree (23), which includes an extra front row player, and no open substitutions. Conference Matches and competitions shall remain with an unlimited roster size (though 30 has been used in the past, but not a hard rule) and open substitutions. This allows for the maximum participation for the Teams and players during the regular season. USAR has currently stopped sponsoring a High School and High School Club National Championship, and that task has been assigned to a National Invitational nament (NIT) Committee. The proposed process and tournament format are not known at this time. The issue raised is how the NCYRA would like to participate and possibly support this NIT, in whatever format it may be. It has been suggested by several coaches that the best approach for the NCYRA is that regardless of the selection/invitation criteria established by the NIT Committee, that if a Northern California Team is selected/invited, or the NCYRA is given positions/seeds/slots in this proposed NIT, that those selections/seeds/slots/positions would be given to the NCYRA Champions (Final 4) winners, and/or runner-ups, and down the line, depending on how many positions there are. In other words, the first right-of-refusal to attend the NIT would go to the NCYRA Champions, regardless of who was invited. If they cannot attend, for whatever reason, the invitation would go down the line in order of finish at the NCYRA Championships. Last year we had several High School Playoff Teams drop out of the Playoffs or simply not show up. This is clearly not acceptable, as no other mainstream American sport would have this problem or allow this to happen. It has been suggested by several coaches that there needs to be ramifications of not participating in the Playoffs and Championships. It has also been suggested that if a Team makes the Playoffs and is not able to attend, for whatever reason, that they must give at least ten (10) days advance written notice to the NCYRA ( to the President will suffice) before the scheduled match that they will not be able to attend. Furthermore, they must play all of the required Playoff and Championship Matches that are scheduled, including Consolation Matches. The ten (10) day advance warning gives the NCYRA the opportunity to find another Team to fill their Playoff spot. If they give the ten (10) day advance notice this will obviate any sanctions. The consequences of not giving proper notification or not playing in all of the prescribed matches will result in a one (1) year sanction where that Team is not eligible for the Playoffs in the subsequent year. In other terms, they can play the subsequent season in Conference Matches and be part of the Conference Standings, but they cannot participate in the Page 1 of 1

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