Board Meeting AGENDA. Referee Development stratification and 5 points of focus aka FLATS. 12:15 PM - SUNDAY, October 6, 2013

Transcription

1 Board Meeting 12:15 PM - SUNDAY, October 6, 2013 BURIEN LIBRARY SW 152nd St, Burien, WA AGENDA 12:15 AM Check-In Roll Call Took roll at 12:15.In attendance Board Members: Chris Nesmith, Steve Chanfrau, Brad Young, Todd Preimsberg, Camille Wright Director of Operations Ric Hall and Committee Chair Steve Sullivan. Arriving late: Committee Chairs George Peppin 12:20 and Andy Ramsay 12:30. Not in attendance Board Members: With apologies Matt Carrithers, Brent Nourse. Invited but not in attendance Committee Chairs: Josh Young, with apologies Steve Brennan, and with apologies Peter Sullivan. Approval of Minutes Went over minutes from last meeting and discussed issue about truancy. Motion to waive the fee for truancy by Brad Young, seconded by Todd Priemsberg. Discussion about why we should waive the fee.chris suggested that we pair the AGM with some sort of clinics to make coming to the meeting more beneficial. Maybe some classes that maintain credit for certification. Motion was approved that a letter of reminder be sent to the clubs that have consistent truancy, comes from the Director of Operations. Meeting minutes approved from last meeting. Motion made by Brad young, seconded by Todd Priemsberg Treasurer s Report - Current balance by Steve Chanfau $ in loggers, $26, 938 in the General Admin fund (does not include taking out the directors pay, $15,305 in scholarship fund, - $554 Director of Operations fund take care of that from the Change in Appropriations, $42, 063 high school league, $330 High school, $1086 coaching development, $0 in referee, $45 noncontact. Output cost $100,000 for yearly costs will take us about 3 years to be self-sufficient club. Administrative costs and Director of Operations funds are about $30,000.Chris wants to keep those allocations for about one more year. Most of the year we are paying out money and bringing in money to help with the costs after 7 s the funds start to dwindle. Fall is the time that Rugby WA is hit hard with expenses. Trying to create a large enough slush fund to allow for us to spend for the upcoming year and then as the money comes in for the next season build up our general funds. Discussion is that we keep our nest egg at $15,000 maybe dispersing some of money from other funds. Chris Nesmith really would like to wait another year. S. Sullivan agrees citing that clubs rely on those budgeted funds. Steve Chanfrau indicated that Loggers 7s is the only program that really struggles. Brad Young suggested that programs bring a PO to the organization on a case by case basis and Rugby WA would vote on paying expenses. Side conversation about the upcoming logger s camp from USA and being part of a regional program is money going to be used from Rugby WA. Several board members concerned that information was not conveyed about this camp or its purpose to Rugby WA. Chris motioned to move this conversation to the end of the meeting Camille moved and Todd seconded approved. Old Business Referee Development stratification and 5 points of focus aka FLATS We are going to work with the referees to work with 5 key items that will be consistent with all referees and clubs. The referees need to talk. George is getting candidates for his committees talking to BC referees about their ideas of communication. George has several ideas that will be identified as we get closer to the season. Main idea is that there is a group of referees designated for levels and that they are consistent with calls. George feels that the

2 FLATS document is a starting point or guideline to help create guidelines for all levels. We would like to have committees and representatives for all levels in place to deal with grievances or issues with specific clubs. Brad Young asked what are the main points that we will be focus on for our referees. Brad feels that there should be a mandatory meeting for potential referees to identify how specific the calls are going to be called. Chris would like by the next meeting to have narrowed down ways that referees can be supported, pre-season expectations established and understanding for the referees. Steve C. suggested that the FLATS document should be some sort of contract to cite for referee calls and expectations. Ric hands over the position of handling grievances to Georg P., he also would like George to also take on the role of interfacing with the referees and coaches. How the game is being called, growing the number of referees, safety of referees, the field is safe with referees. Purchase Order System - started August 1st 2013 Ric would like to review since we have some new leadership roles with the board. Steve C. is going to send everyone the purchase expense request form. What happens to the $20 per game for referee expenses? Discipline committee doesn t have allocated funds as well. Cover letter to USA Rugby resulting from our Contact non-contact survey. Cover letter to USA rugby for our survey results on contact verse noncontact. Todd P will have the letter prepared by Tuesday, send a draft to the board and if feedback within 24 hours then it will be finalized. Survey results were only about 10% of our RugbyWa community. Ric came across a great document via BC about the various skills for each level AGM recap o Board Officer elections President Chris Nesmith Vice president Matt Carrithers Secretary Camile Wright Treasurer Steve Chanfrau o Board positions High school competition o 15s Josh Young 7s Steve Brennan Communications and Marketing open Youth development Todd Preimsberg Coaching Development Andy Ramsay Referee Development George Peppin Disciplinary Committee Steve Sullivan Rep side loggers Pete Sullivan At Large Brent Nourse At Large Brad Young Vote to amend bylaws Chris made a motion to amend the bylaws to include: 4.1 Officer Elections: The WYR Board of Directors may appoint such other officers, as may from time to time appear necessary or advisable for the conduct of the affairs of the league, including, but not limited to, Ad Hoc Board Members, Committee Chairpersons, and hire employees including, but not limited to, a paid Executive Director.

3 Decision by the board to vote in the committee chairs Camille moved that we include the committee chairs to be ad hoc board members to the board and that we approve the chairs that were voted at the last board member seconded by Steve C. Chris said this would include the committee chairs with the ad hoc Board members at the monthly meetings giving them a voice and vote at the board meetings. The By Laws are to be annotated to include: 4.6 Ad Hoc Board Members: are those Board members not elected by the RugbyWA members but by appointment by the RugbyWA Executive Board. These individuals are those including, but not limited to, Committee Chairpersons. Ric also motioned that the AGM final meeting be moved to September rather than June The Annual General Meeting, a Member Meeting, shall be held during the month of September. Todd motioned to approve the amended by laws and S. Sullivan seconded approved. 3.3 Attendance and Quorum: However, a quorum may only be established when the President (or his/her designated representative) or three fourths of the Board of Directors are present. Now with the elected Board members (4), the at large Board members (2) and Committee Chairpersons (8 - with the committee position of Communications and Marketing still open) a total of 14, when we need to have quorum we will need at least 11 votes. A Calendar of the year a timeline. Board meeting time and dates, jamboree, state championships, coaches clinic and referee clinics (updated here to the most current dates and events 11/12/2013). Nov 20 th Wednesday - 7 PM teleconference Dec 14 th Saturday Level 1 Referee Clinic 8:00AM-6:00PM Dec 18 th Wednesday - 7 PM teleconference Jan 12 th Sunday - Coaches Preseason Meeting 12:30 4:30 Jan 19 th Sunday - face to face meeting (Newport Library 1-5PM) Jan 23 rd -25 th Loggers 7s Las Vegas Invitational Tournament Feb 9 th Sunday Level 200 Coaching Clinic 8:00AM Level 200 Feb 12 th Wednesday - 7 PM teleconference Feb 21 st -23 rd Friday thru Sunday - National Development Summit - Philadelphia, PA Feb 22 nd Saturday - North and South Jamboree Mar 1 st Saturday First weekend of general play Mar 19 th Wednesday - 7 PM teleconference Apr 13 th Sunday - face to face meeting (time to be determined) May 21 st Wednesday 7 PM teleconference May 24 th & 25 th - State 15s Championships Jun 18 th Wednesday 7 PM teleconference Jun 21 st & 22 nd - Loggers Great Northwest Challenge Oregon hosts? Jul 11 & 12 Friday and Saturday - Loggers 7s Victoria International Youth Sevens Jul 20 th Sunday face to face meeting (time to be determined) Jul 26 th Saturday - State 7s Championships Aug 20 th Wednesday 7 PM teleconference Sep 14 th AGM 12:30-4:30 Sep 17 th Wednesday 7 PM teleconference Oct 5 th Sunday face to face (time to be determined) Due to a conflict with the second Wednesdays with Brad Young. Andy Ramsay practices on

4 Monday and Wednesday Steve S. can work with whatever. Steve C feels that those Wednesday meetings are not as fruitful as they used to be. Brad Young suggested that we move our teleconference Wednesdays be the 3 rd Wednesday of each month...voted and approved. Brad suggested that we move our face to face to the 3 rd Sunday of the month.approved. Jamboree in February 22 nd. The plan was to have a south end and a north end. The purpose to create recruitment. State Championship May 17 th and 18 th State Champions 7 side July 26 th Coach s Clinic several people will be gone and Brad Young has asked to have a second day. Ric has taken steps and approached several clubs to be hosts for other possible dates. Chris indicated that we could possibly have it at Ellensburg. The discussion is if a field and a facility can get appropriated can Rugby WA put on another clinic. Ric has indicated that the certification for all coaches is still a conversation within the state of Washington. Chris will talk with Tony about being the state certifier. Brad Young indicated that he is looking into having some performance in-house training like those of the Serevi camp. Board members s. Look at creating goals for the Board to improve and enhance the performance of RugbyWa and the development of rugby with players and our program. What is our program work for the year? Release each goal to the committees and branch off and ask what they can do for this year. Microsoft Give Campaign. Microsoft Give Campaign.$100 per person jersey and beer. Collected monies $485 on day of event. Total value of $ $1600 through the phone.expectations to collect $8000 to $10000 of which we will get 50%. Coach Training Oct 12 th 21 signed up to date. Coach s Clinic several people will be gone and Brad Young has asked to have a second day. Ric has taken steps and approached several clubs to be hosts for other possible dates. Chris indicated that we could possibly have it at Ellensburg. The discussion is if a field and a facility can get appropriated can Rugby WA put on another clinic. Ric has indicated that the certification for all coaches is still a conversation within the state of Washington. Chris will talk with Tony about being the state certifier. New Business Vote to determine what D&O coverage level.s D&O coverage Steve has suggested that we keep the Option 2 plan, Todd motions that we keep the same plan. Steve C. seconded and it was approved. Fundraising o Discuss Steve s proposal to "hire" Metasoft Systems fundraising consultant vs. Ric's fundraising proposal, hire a fundraising professional. MetaSoft program..ric sent out letters to several people (6) as to help funding base line concussion tests..got only one follow-up as to professional fund developers. Several said to shy away from this program. Recommendation would be to get a local fund developer. Discussed that Ric talk with his follow-up as to find a local grant writer. Ric would like for us to come up with at least 5 ideas to fundraiser for and this would help to facilitate a successful grant written to raise money for Rugby WA. Need these ideas to be specific. Ric has already

5 suggested; base line testing, and sideline medical facilitator for each match. The idea of funding a youth development officer was also mentioned. Grants available for us currently are called a restricted grant. Steve C s view is that if we don t have a specific fundraising committee or representative then bringing another group or organization in is a waste of time. Chris would like to get an idea of how much it would cost to pay for a youth development officer and have that number available at the next face to face meeting. Task that out to see what we could afford to pay.we need to get a great customer service program developer. The question is will we be able to get allocation from Serevi/ USA. Closing Ended meeting at 4pm.

6 GOAL 1 ACTION PLAN DEVELOPMENT Create a pathway for Rugby WA to precede through the USA programs. Provide scholarship opportunities for all athletes attending national camps. Provide contacts and support for athletes while moving through Rugby WA. How is this linked to the Mission Statement? you will be able to progress toward your goal. steps are where possible. Step 1.1 Step 1.2 Step 1.3 Step 1.4 Step 1.5 Loggers Camps via Pete Sullivan Promoting Serevi camps Donation Page to procure money to help with costs for boys that need scholarship. Section C For each of the Steps you list, give timeline, person(s) responsible, projected cost(s)/required resources, funding sources, evaluation strategy and performance results/outcomes. (For, define how you will evaluate the action ** MOU to Serevi again.

7 GOAL 2 ACTION PLAN DEVELOPMENT How is this linked to the Mission Statement? you will be able to progress toward your goal. steps are where possible and include professional development, technology, communication, and parent and community involvement initiatives within the action steps of each goal. Step 2.1 Step 2.2 Step 2.3 Step 2.4 Oct 12 th, 2013 Coach s Clinic Another Coach s Clinich either in Ellensburg area or Kent before the regular season begins Create High School Level Skills Clinics Provide three coaching development and certification opportunities annually. USA Rugby mandated certification programs. Foster the positive development of our players as athletes, individuals, and members of their communities Section C For each of the Steps you list, give timeline, person(s) responsible, projected cost(s)/required resources, funding sources, evaluation strategy and performance results/outcomes. (For, define how you will evaluate the action

8 GOAL 3 ACTION PLAN DEVELOPMENT Provide support for local area high school and youth rugby programs. Provide base line concussion testing for all Rugby WA athletes. Medical sideline support for all Rugby WA youth matches. Provide recruiting opportunities for Rugby WA clubs. How is this linked to the Mission Statement? you will be able to progress toward your goal. steps are where possible and include professional development, technology, communication, and parent and community involvement initiatives within the action steps of each goal. Step 3.1 Step 3.2 Step 3.3 Step 3.4 Provide resources to club Provide a survey that identifies what each club is doing to ensure safety and medical assistance. What are their solutions, costs, and give opportunity for feedback. Section C For each of the Steps you list, give timeline, person(s) responsible, projected cost(s)/required resources, funding sources, evaluation strategy and performance results/outcomes. (For, define how you will evaluate the action **Free Base Line Testing online --- look for it

9 GOAL 4 ACTION PLAN DEVELOPMENT How is this linked to the Mission Statement? you will be able to progress toward your goal. steps are where possible and include professional development, technology, communication, and parent and community involvement initiatives within the action steps of each goal. Step 4.1 Step 4.2 Step 4.3 Step 4.4 Grow the Washington Logger s program so that it is self sustaining. Increase Rugby WA recognition at the state and national levels. Secure corporate sponsorship for WA Loggers. Support the development of our players to state, regional and national all-star teams. Section C For each of the Steps you list, give timeline, person(s) responsible, projected cost(s)/required resources, funding sources, evaluation strategy and performance results/outcomes. (For, define how you will evaluate the action **Discussion about monies and funding.

10 GOAL 5 ACTION PLAN DEVELOPMENT How is this linked to the Mission Statement? you will be able to progress toward your goal. steps are where possible and include professional development, technology, communication, and parent and community involvement initiatives within the action steps of each goal. Step 5.1 Step 5.2 Step 5.3 Step 5.4 The key is promoting the youth programs. Provide open invitations to U13 jamborees for all clubs. Provide jamborees for U15/U17, to include the more novice players at this level. More contact with parents at the Rookie level to get parents certified at that level. Increase the number of players within Rugby WA to 1200 athletes by the end of the 2013 season. Grow rugby presence in Washington State. Increase the number of youth and high school rugby players and programs in the state of Washington, foster the positive development of our players as athletes. Section C For each of the Steps you list, give timeline, person(s) responsible, projected cost(s)/required resources, funding sources, evaluation strategy and performance results/outcomes. (For, define how you will evaluate the action

11 GOAL 6 ACTION PLAN DEVELOPMENT How is this linked to the Mission Statement? you will be able to progress toward your goal. steps are where possible and include professional development, technology, communication, and parent and community involvement initiatives within the action steps of each goal. Step 5.1 Step 5.2 Step 5.3 Step 5.4 Key to getting teams at the high school is developing a girls Varsity team Establish a Youth Development Position Grow Rugby WA by one scheduled team annually (base number of teams plus one). Grow rugby presence in Washington State. Increase the number of youth and high school rugby players and programs in the state of Washington, foster the positive development of our players as athletes. Section C For each of the Steps you list, give timeline, person(s) responsible, projected cost(s)/required resources, funding sources, evaluation strategy and performance results/outcomes. (For, define how you will evaluate the action **Develop job description for the Youth Development position. (Look into those characteristics) **Look into writing a grant to help with funding