VIRGINIA RUGBY UNION

1997 Annual General Meeting

10:00 a.m., Saturday, 8 December 1996, University of Richmond

Roll call:

Officers:
Present: President Carl Schmitt; Vice-president Bob Urban; Secretary Bob Underwood; Treasurer David Chapman; MARFU/USARFU Rep. Reyn Kinzey; College Men's Coord. Kris Kabza; Disciplinary Chair Jon Stanley; RSV Rep. John Andrews (8/11 attending)
Absent: Men's Coord. Darin Darden; College Women's Coord. Erika Nussen; Newsletter editor, Jeffrey Anderson

Men's Clubs:
Present: Blacksburg, Newport News, Norfolk, Quantico, Raleigh, Roanoke, United, Va Beach, Virginia (9/10 represented) Absent: James River

Women's Clubs: BRATS, Tidewater (2/2 represented)

College Men's Clubs:
Present: Mary Wash Men, ODU Men, Radford Men, Va Tech Men (4/12 represented)
Absent: Hampden-Sydney, JMU Men, Longwood Men, U of R, VCU, VMI, W & L, W & M Men

College Women's Clubs:
Present: Longwood Women, Mary Wash Women, ODU Women, Radford Women, Virginia Women, Va Tech Women, W & M Women (7/8 represented) Absent: JMU Women,

High School Clubs: Rappahannock absent (0/1)

President's Report

Overall it was a great year, but we have some things to work on.

• Two women's clubs, the Blue-Ridge Area Training Side (BRATS), and the Tidewater Storm
• MARFU divisional play for division II
• Great Ed & Sandy Lee Cup hosted by Roanoke
• Virginia and Raleigh in the Men's final
• William & Mary Men in the final
• We now have a high school club in the VRU, Rappahannock High School RFC in Fredericksburg.
• The VRU now has a permanent web site at: www.infi.net/~vru
• Coaching clinic in Fredericksburg in August (level 1). The VRU paid half the fee for one coach per club. The full fee will be paid for one coach per club this year. The clinic will be level I and II on 22-25 August 1997.
• We have the sad occasion of the passing of Terry Curtler. Many of us probably know Terry best for his presence on the James River sidelines. Terry was not only involved in the formation of James River, but also the RATS, Referees Society of Virginia, VCU, University of Richmond, and Ohio State University. Terry will not only be missed by his close friends on and off the pitch, but the entire rugby community.
• CIPP compliance still not what it needs to be. One club was denied playoff slot for lack of compliance.
• The VRU had several ejections from games this year.
• Side line behavior is an issue. Clubs are responsible for their sidelines.
  

Vice-president's Report

• $5910 in Don Bridges Fund. $763 added this year with $600 from Roanoke for the Ed & Sandy Lee Cup, the other $163 from interest. Tournament sponsors are strongly encouraged to make a donation to the fund from any proceeds made on a tournament. Don, a James River club member, was injured in 1987. The fund is set up to help defer costs for a catastrophic injury.
• Tournaments
• U.Va. Women's Invitational 5-6 April.
• United of Richmond hosting the Porter Cup 22-23 March.
• Please submit event applications by 1 Feb.
• Virginia Beach rep asked if the VRU also needs the application if a MARFU event application has already been submitted. The Vice-president stated the VRU also needs an application submitted.
• CIPP compliance
• Liability non-compliance biggest problem.
• Clubs must be club CIPP registered AND have liability insurance or exemption by 1 February. Failure for compliance will be a $285 fine. The club will be SUSPENDED from play until compliant.
• Newport News expressed concerned over bookkeeping by USARFU. Several other clubs also expressed concerned that their clubs did register, but was not recorded by the national office.
• CIPP packets handed out to clubs. If you have any questions about a packet, please contact the secretary.
• CIPP stats
• 24 out of 33 clubs insured.
• VRU ranked 7 out of 36 LAU's.
• Approximately 1100 players registered.
• Reminder that players must have individual health insurance to be CIPP compliant.
• The Vice-president request to be informed of any tournaments hosted by clubs, or tours to or by VRU clubs.

• Asked for latest club officer rosters from clubs.
• Reiterated the importance of keeping the directory information up-to-date.
• Any changes to the directory should be submitted the secretary as soon as possible.
• Directory will be out by 1 February 1997.
• Online directory is available through the VRU web site.

Treasurer

• Handed out 1997 proposed budget.
• Not all items fully execute. We have $14 K but much of it is prepayment by colleges for the entire year.
• Did not lose as much as anticipated on the coaching clinic. The item amount has been increased to pay the full fee for one person from each club for either level I or II clinic.
• VRU supplies and goods used to pay for VRU and RSV shirts. This amount will be repaid during the year.
• Grants to the clubs for playoffs increased from $500 to $1000.
• VCU has not paid dues.
• Handed out invoices for spring 1997.
• Motion (MARFU/USARFU rep.) to accept budget as proposed. Seconded. Motion carried.
• It should be noted since David Chapman has been the VRU Treasurer, the VRU has been in good shape through his hard work.
• Requested ideas for purchases with VRU funds
• Newport News suggested team medical kits. We could save from a bulk purchase.

MARFU/USARFU Representative

USA Rugby

USA Rugby is completing only its first year under its reorganized "Management Committee" structure. The Management Committee, Board of Directors, and national Office are still working out their respective roles and duties. The MC inherited a very bad situation, but USA Rugby has achieved some measure of success this year:

The Successes:

1. The Men's National Team: More Sponsorships, More Games, More Wins (4-6)
2. The National Office: More Staff, More Programs (Supported by CIPP)
3. The Coaching Certification Program: More Clinics, More Certified Coaches
4. The Movement towards Olympic Recognition (More Potential Sponsorship)
5. The Return of the National Technical Development Panel: Return of ITT's
6. The Creation of a Web Site: www.USARUGBY.org
7. The Strategic Planning Conference: "To Make the USA a World Rugby Power On and Off the Field"

However, we still face some challenges:

The Problems:

1. Two Law Suits: Loss of Revenue
2. Need to Hire an Executive Director
3. Problems with CIPP/ Enforcement AND Responsiveness
4. Need for More Sponsorship, particularly for the Women's Team
5. The National Championships/ Events and Venues
6. The Need to Develop a "Team" Mentality

MARFU

MARFU is completing only its second year and is still developing. MARFU began with three of the strongest LAU's in the country, particularly in terms of administrative organization, but MARFU is still struggling to develop its own organizational strength. Still, MARFU has achieved some measure of success this year:

The Successes:

1. Hosting National Events: High School, 7's, Collegiate Men's Eastern Bracket
2. Winning National Championships: Collegiate women, Men's 7's
3. Development of Select Side Play
4. Evolution of Men's Premier League
5. CIPP compliance (Highest in Country)
6. Some Development in Organization: 7's Committee

However, we still face some challenges:

The Problems:

1. The Need to Develop a Stronger Committee Structure
2. The Need to Develop and Publish a MARFU Handbook
3. The Need to Develop Select Side Play even Further
4. The Need to Develop MARFU National Championships/ Events and Venues
5. The Need to Develop a "Team" Mentality

• Currently the VRU has three directors going to MARFU with one of those to USARFU.
• There is some consideration of going from three territorial representatives to two.
• Newport News rep asked if there was any movement toward lifetime CIPP payments. Not at this point, but the suggestion will be submitted.
• BRATS rep asked if the startup money available for new college clubs was only for college clubs. At this time it is since the money comes from funds earmarked for college sides.
• Regarding proposed amendments to the by-laws (below), the MARFU/USARFU rep. reminded the board that MARFU directors must represent the territory, not the LAU. Non-profit organizations, by law, must represent the organization.
• Although this is the case, the territory directors are looking for input from the LAUs on different topics.

Newsletter Editor - David Chapman for Jeff Anderson

• The editor enjoys doing the newsletter and want to continue in the position.
• Publication dates for 1997 are late January, early May, late August, and after Ed & Sandy Lee.
• Right now $1200 is allocated for the newsletter.
• Wants to look at some alternatives to better communicate within the VRU and beyond.
• Fewer copies?
• email distribution.

Women's College Clubs Coordinator - Men's College Clubs Coordinator reporting

• Virginia Tech Women VRU #1 seed defeated Bucknell in playoffs
• Mary Washington Women VRU #2 seed lost to Navy
• James Madison University Women #3 seed lost to U. Penn.
• Tech then went to Princeton where they defeated U. Penn. in the first round, but lost to Princeton in the finals.
• Virginia Tech Women go to nationals in Colorado Springs.
• Awards
• First place VRU Collegiate Women: Virginia Tech
• Second place VRU Collegiate Women: Mary Washington College

Men's College Clubs Coordinator

• Virginia Tech and William & Mary in Ed Lee Cup final.
• Tech beat Loyola in the first round of the playoffs to advance while William & Mary lost their first round game.
• Tech lost to Navy in the first round the following week, and dropped a close match against Catholic.
• ODU and VMI where the VRU division II reps for the playoffs. Both clubs faced first round defeats. Another club won the division II match, but was deemed ineligible for lack of CIPP and insurance compliance.
• Awards
• First place VRU Collegiate Men: Virginia Tech
• Second place VRU Collegiate Men: William & Mary
• Recommends clubs elect officers at the end of the first semester. This helps keeping the national directory more up-to-date.
• Requests all clubs get a permanent club email address.
• Reminded everyone the divisional coordinators are here to help and work with you.

Men's club Coordinator - President reporting

• Men's club Coord. was the VRU and MARFU playing in the MARFU select side game in Charlotte.
• Good CIPP compliance.
• Sideline demeanor sometimes less than exemplary.
• Awards
• First place VRU Premier Division, First place MARFU Division II South: Norfolk City Blues RFC
• Second place VRU Premier Division, Third place MARFU Division II South: James River RFC
• First place VRU Senior Division: United of Richmond RFC
• Second place VRU Senior Division: Blacksburg RFC
• Women's Club Division Champion: Tidewater Storm RFC

Disciplinary Chair

• Reminder that the penalty for ejection from a game is an automatic suspension. Either one game or weekend if club is playing in a tournament. Failure to follow this guideline can result in a longer suspension and club fine.
• Sideline behavior will be investigated. The president suggests any club investigated for sideline behavior, and it is determined that the behavior is not acceptable, that we ban home matches for the offending club. Unacceptable sideline behavior hurts the sport.

Referee report

• The RSV is looking to recruit and train new referees.
• Seventy-five out of ninety matches covered for the fall. The loss of referees for various reasons during the season resulted in fewer matched being covered.
• Submit schedules by 1 Feb. 1997 to the Allocations Secretary Bob Underwood. email: runderwo@runet.edu home phone: (540) 674-2867 or PO Box 933 Dublin VA 24084
• New laws for 1997 starting 1 Jan. (see handout for details)
• Substitutes now allowed.
• Dropouts.
• Scrum number at eight, no more, no less.
• Support at the waist. Some clubs were supporting from the thighs and even knees.
• Will look into offering monetary relief to club players doing the B-games to help in recruiting new referees. What would clubs think of this?
• Bill Lucas presented the Sportsmanship awards. The award is $100 off RSV fees and $150 off VRU dues for the year. The criteria for the award is outlined in the handbook.
• Men: Blacksburg RFC
• College Men: Mary Washington RFC, and William & Mary RFC (tie which splits the amount)
• College Women: Mary Washington Women's RFC
• If pads or restraining ropes are not present at a match, the referee is not required to ref the game. However, the club will be billed for the match.

Select Side (Men) - President reporting

• Good PRU game, EPRU canceled
• VRU had 13 players on the MARFU select side.
• MARFU playing the Southeast territory on this date in Charlotte.
• Paul Harris of Raleigh invited to Eagle camp.
• Players reaching territorial or national sides do get a stipend from the VRU.

Select Side (College Women) -

• 9 March Virginia Tech and Mary Washington will host try outs.
• 23 March East vs. West location TBA.
• Select VRU side from this game and tryouts. Two squads:
• Senior - open to anyone
• Developmental - freshman and sophomore side
• 19-20 April possible game with other LAU's.
• Want people who think they can make the side. Come fit and ready to commit to playing.

Select Side (College Men) - will be done in the spring.

• Looking for Collegiate Men Manager for the select side.

Handbook Revision

• Everyone is reminded of the forms in the back of the handbook.
• Handbook and by-laws are online.
• Motion (President) to accept proposed revisions to bylaws with two additional changes:
1. Delete the sentence proposed in 6.05 f "The Representatives are to uphold the interests of Virginia Rugby, Inc. as directed by the Executive Committee and by the Board of Directors."
2. Edit the last sentence in 6.05 f to: "The second representative is also elected by the Board of Directors, but may or may not be a member of the Executive Committee."
• Motion seconded. After some discussion, the motion was adopted.

Election of Officers for 1997

President nominations: Carl Schmitt. Elected by acclamation.

Vice-president nominations: Bob Urban. Elected by acclamation.

Secretary nominations: Bob Underwood. Elected by acclamation.

Treasurer nominations: David Chapman. Elected by acclamation.

MARFU/USARFU representative nominations: Reyn Kinzey. Elected by acclamation.

At large MARFU representative nominations: Kris Kabza.

Newsletter editor nominations: Jeffrey Anderson. Elected by acclamation.

Women's College Club Coordinator nominations: Erika Nussen. Elected by acclamation.

College Men's Club Coordinator nominations: Kris Kabza. Elected by acclamation.

Men's Club coordinator nominations: Reid McClure; Darin Darden. Reid McClure elected.

Women's Club Coordinator nominations: Shannon Russel; Jodi Cohen. Shannon nominated. Note: Shannon has since withdrawn her election, therefore Jodi Cohen is the new coordinator.

High School Coordinator nominations: Lynne Stefanik. Elected by acclamation.

Youth Representative open at the present.

Disciplinary Chair nominations: Jon Stanley. Elected by acclamation.

New business

VRU web site: http://www.infi.net/~vru

• The VRU now has a permanent web site at the above address.
• The site has links to: Online directory; Club and Referee Schedule; CIPP and insurance compliance status; Current standings; MARFU calendar; Minutes of meetings; online by-laws and handbook; Rugby News Today.
• If you club has a web site, please let David Chapman know so he can add a link from the VRU page to your club's address. Also, please add a link in your page to the VRU home page.

Ed & Sandy Lee Cup Bids

The Vice-president accepted two bids.

Coaching Clinic

• The level I clinic for 1996 was attended by approximately 31-32 VRU coaches.
• The VRU will host a level I and level II Coaching Clinic in Fredericksburg on 22-24 August 1997.

Other Business

• The VRU calendar will be part of the online MARFU calendar through the VRU web site.
• Any clubs who have not submitted directory information should do so as soon as possible.
• The Virginia State Games will be in Richmond this year.
• Concern by Senior Division clubs with having enough teams to play particularly if there is a move to place another club from division III to division II.
• RSV thanked Roanoke for their effort at the Ed & Sandy Lee Cup.