VIRGINIA RUGBY UNION

1999 Annual General Meeting

(10:00 a.m., Saturday, 23 January 1998, University of Richmond)

Absent: College Women's Coord. Jon Blatt; Disciplinary Chair (position vacant)

Guest: Brett Burdick, Steve Guiffre, Jim Kellenburger

Men's Clubs:
Present: Blackwater, Newport News, Norfolk, Raleigh, Roanoke, United, Virginia, Va. Beach (8/10 represented) Absent: Blacksburg, James River

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

College Men's Clubs:
Present: Hampden-Sydney, JMU Men, Longwood Men, Mary Wash Men, ODU Men, Radford Men, U of R, Va Tech Men, W & L, W & M Men (10/11 represented)
Absent: VMI

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

High School Clubs: Rappahannock (1/1)

• Handed out 1999 proposed budget and dues sheets.
• The VRU provides a detail of all check written so everyone can see where the money is spent.
• Only clubs not current are:
• JMU Men and Mary Wash. Men who owe for fall 1998.
• Randolf-Macon Woman's College owes for spring and fall 1998
• Coaching Coord fee is for running the coaching clinic. In 1998, each club could attend the clinic at half the regular cost
• Paid for some equipment and travel for the collegiate men and women's programs
• VRU received a generous anonymous donation evenly distributed among all full members.
• For 1999 no increase in dues. There has not been an increase since 1989.
• There are USARFU increase in individual CIPP dues.
• Travel item added to budget. This will prevent travel expenses from coming out of officer budgets. Meant to help representatives who have to travel further.
• Motion (Raleigh) to accept proposed budget. Seconded. After some discussion, the motion was adopted.

• The members on the USARFU CIPP committee has not recommended increases to the individual CIPP fees. Other influences have caused the fees to increase each of the past two years.
• The fee has increased for 1999. See MARFU/USARFU report below. However, there is a liability policy included for each participant which will even cover player to player liability.
• CIPP cards should have a 10-14 day turnaround. Processing the forms is outsourced starting this year.
• Raleigh expressed the importance of having the liability insurance however wanted to know where to obtain a copy of the actual policy. Also expressed concern why USARFU can not turn around the CIPP cards quicker.
• Tournaments: clubs may still have to get event liability for an event. Need to check with National Office.
• Clubs did Club CIPP registration through their respective divisional coordinator.

• 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.
• Request for confirmation of directory information will be sent at the beginning and end of each season.
• Clubs are submitting changes, but need to do so in a more timely fashion.
• Directory information includes the following:
• Club Name
• Permanent postal mailing address
• Club phone, fax, email, web address where applicable
• Office (President, Match Secretary, Treasurer, Colleges also need faculty advisor and Rec/Sports rep, any other officers the club wishes to include)
• Name
• Phone (H: home; W: work (optional); F: fax (optional); S; summer (for college officers)
• email address (do not need postal mailing addresses for officers since all mail is sent to the permanent address)

MARFU/USARFU

Below is a written report submitted and presented at the AGM to the board. The MARFU/USARFU representative did not support the price increased in CIPP because he did not feel the product warrented a price increase.

USA RUGBY: STATUS REPORT To the VIRGINIA RUGBY UNION

The USA Rugby AGM was held in Colorado Springs on November 14 and 15, 1998.

1. Anne Barry cited the following achievements over the past year:

1. our acceptance into the Olympic family as an associate member of the USOC;
2. the recent merchandising arrangement with Rugby Imports;
3. our application to join the IRB with a council seat;
4. current discussion with Fox about a city-based premier league;
5. the continuing success of the women’s national team on the field;
6. our application to host the women’s world cup;
7. the success (?) of the men’s national team on the field;
8. the expansion of the Pac Rim championship;
9. negotiations with NMG to sponsor collegiate championships; and
10. the symposium on age grade rugby.

She also acknowledged these on-going problems:

1. the administration of CIPP;
2. the need for better-run national events;
3. the need for fund-raising; and
4. the need for better communications among members, the Management Committee, and the Board of Directors.

2. Fred Roedel of the finance committee provided a financial review for 1998. The finance committee has been trying to reconcile our expenses from 1995 through 1997. He believes that about 90% of the money can now be traced. USA has initiated new procedures to control the flow of money from day-to-day. We ended the year without having to borrow any money (other than the money we "borrowed" from the men’s national team), but at best, 1998 was a break even year.

3. The board passed a resolution increasing annual CIPP dues in the following manner (the vote was 22 yes, 9 no, and 3 abstentions):

1. players 24 and over: $25;
2. Players 19 - 23: $20; under 19: $10

The increased dues will also provide $3 million dollar liability insurance to clubs and players alike, so clubs will no longer need to purchase insurance, and colleges will no longer need to provide proof of a waiver. CIPP will be out-sourced, and USA Rugby projects no more than a 10 -14 day turn-around process.

4. Jack Clark will be stepping down as head coach of the men’s national team after the World Cup. However, his contract as Manager of the men’s national team has been extended to run to December 31, 2003. He will also advise the managers of other national teams and pursue other opportunities for sponsorships and business development for USA Rugby. He will report to the president of USA Rugby. USA Rugby will also oversee the financial statements of all national teams.

5. Coaches and managers for national teams will be hired by the Management Committee of USA Rugby. The selections committees will consist of Jack Clark, two members from the National Technical Panel, one representative of the constituent group, and one member of the Management Committee. 6. Jack Clark reported on the men’s national team. They compiled a somewhat disappointing record this year, but they did qualify for the World Cup. The Eagles will play Ireland in Dublin on October 2, Romania in Dublin on October 9, and Australia in Limerick, Ireland, on October 14.

7. Suzanne Cobarruvias gave a report on the women’s national team, which has reached 3 consecutive World Cup finals and has recently reached its first 7's final.

8. George Hook was informed by the Management Committee that his contract as National Technical Director would not be renewed for next year. Eddie O’Sullivan has taken his place.

9. Ron Mayes resigned as Chair of the National Technical Panel.

10. Mike Pinn reported that the new organization of the SECC (southern colleges), a pilot program in which collegiate clubs join USA Rugby directly rather than being members of LAU’s and TU’s, has gone reasonably well this year. The South is taking a "wait and see attitude."

After the AGM, Frank Graziano was terminated as the Director of Collegiate Programs/ Event Coordinator.

Since the AGM, Paul Montville has issued his monthly report through December 31. He confirmed that USA Rugby did not need to borrow any more money through the end of 1998, but we may need to borrow some against a line of credit until CIPP revenues begin to come in around the end of January. Paul is working on replacing Frank Graziano and hiring an office manager/book-keeper and an administrative assistant. He suggests that members look at the improved web site (www.usarugby.org). The final brackets for championship rounds will be posted there when they are completed, as will the final schedule for coaching clinics.

• Two new clubs starting up: Ashland, and Woodbury
• Clubs need help from higher level clubs and pointed in the importance of high school programs as feeder programs for colleges and senior clubs.
• Wants colleges to take a closer look at the clubs as a possible source of recruits.
• Thanked Kevin Kilgore of James River for hosting Rappahannock at the Christmas 7s in December.
• Discussed some general differences when working with high school clubs
• Having to work with parents
• Competing with other sports
• Transportation to games
• Requested help from other clubs for transportation. Even one day from a few players would be a great help
• Has had some interested from high school girls in playing
• Chris a former Rappahannock player also urged the clubs to take a look at the high school players.
• Games are played mostly on Friday afternoons in April. Coaches meet in late January to discuss the upcoming season.
  

• Reminded board member if a club member is ejected in a game, it's an automatic one game suspension or one week, which ever is longer. If next week is a tournament, the player is suspended for the entire tournament (it's treated as one game).
• Told clubs that it's not only referees who can have a player suspended. At one game two VRU officers observed foul play that the referee missed. The incident was reported resulting in a suspension of one week.

• The RSV has had many successes in 1997. They include:
• Covered 63 of 68 scheduled matches in the spring
• Could not cover 4 "alumni" matches
• Could not cover 1 late add
• Covered 3 tournaments in the spring 97
• Covered 84 of 88 matches in the autumn
• Late change to Thursday - 1
• Ref. family emergency - 1
• Over tasked - 2
• In house society training session
• National Level I certification
• RSV challenges for 1998:
• Recruiting more referees (RSV action)
• Timely submission of schedules (some clubs) · 1 Feb / 1 Aug
• Timely payment (again only some clubs) · Several spring 98 dues outstanding
• Weekly confirmation of the match with referee on Tuesday or Wednesday (again some, but not all)
• Clubs are urged to check their schedules online to make sure there are no mistakes. Report any errors found right away.
• Goals for 98:
• Recruit more referees
• Improve standard of training.
• The RSV wants to thank the president for the his support of the Society over the last year.

• The editor enjoys doing the newsletter and want to continue in the position.
• Publication dates for 1998 are mid-February, late spring, early fall, and winter.

• The VRU web site is: http://www.rugby.org
• Clubs are strongly encouraged to use the web site as most documentation is online.
• Changed internet providers for better service with only a nominal cost increase.
• A commercial web site is maintained for better continuity of service. The first VRU web site was maintained at Virginia Tech, but wasn't usable after the previous webmaster (L.J. Lumburner) graduated from Tech since we did not have direct access to update the site.

• Awards
• Division I
• First place: Virginia Tech
• Runner up: James Madison University
• Division II
• East: ODU
• West: VMI
• Motion (College Men's Coordinator) to re-admit Longwood to the VRU. Seconded.
• It was requested Longwood present information on why they should be readmitted to the Union. Jim Earnst, the current LW president, stated that Longwood has:
• Worked hard with the Longwood administration to set things right
• Is in good standing with the school
• Conducted a fund raiser to pay for past dues and fees owed
• Longwood has been practicing to stay active
• The VRU president said he and others have met with Longwood school administrators to make sure the Longwood men are on the right path and recommends approval of the motion.
• After this and more discussion, the motion was adopted provided Longwood submitted the required paperwork.

• Motion (president) to accept Randolph-Macon Woman's College as a full member of the VRU. Seconded. After some discussion the motion was adopted. RMWC had the required paperwork which will be handed over to the new Vice-president.
• Motion (president) to change Randolph-Macon Woman's College membership to associate. Seconded. After some discussion which centered on whether RMWC played enough games in the fall to have used up its associated membership, the general thought of the board was that it had not and was entitled to associate membership for the spring. The motion was adopted. Note: this motion was discussed after Blackwater was accepted as an associate member.
• Awards
• First place: Virginia Tech
• Runner up: William and Mary

• Motion (president) to accept Blackwater (Lynchburg) as an associate member of the VRU. Seconded. After some discussion the motion was adopted. Blackwater had the required paperwork which will be handed over to the new Vice-president.
• Good CIPP compliance.
• Sideline demeanor sometimes less than exemplary.
• Awards
• VRU Premier Division
• First place: Raleigh Vipers
• Runner up: Norfolk City Blues
• Senior Division
• First place: Blacksburg
• Runner up: Roanoke
• Men's club coordinator wants the clubs know he is there to help in any possible. Just let him know.

• Wants colleges to remember the two current women's clubs after graduation.
• Awards
• First place: Tidewater Storm
• Runner up: Blue Ridge Area Training Side (BRATS)

• Had two All Star sides: Senior side consisting of juniors and seniors and a developmental side consisting mostly of freshmen and sophomores.
• The VRU played the PRU with the Senior side winning while the developmental side played well but lost to the PRU.
• Looking at a possible practice between the two college women's tournaments in April.

• Seven players selected for MARFU All Star side playing in Colorado last June (Aaron Beuhring, Jeff Donlon, Matt Lenihan, Sean Meehan, Mike Roche, Dan Roller, Sean Witte all from Virginia Tech)
• Tryouts on 22 March at Mary Washington College
• All Star round robin 4-5 April

• Made a plea for finding a women's All Star coach
• Played Philly in the fall

• Had a winning season
• Working on defense, and attack.
• Raising game tempo through better fitness.
• Had 8 players out of 30 play for the MARFU All Stars in tryouts
• Four players selected to play in the ITTs (Inter-Territorial Tournament) in Tampa in December (Phil Bassett (United), Mark Fowler (James River), Jeff Hollier (Virginia), Dominic Tracey (Roanoke))
• Looking to step down from the position of coaching Coordinator, but will help new coach
• Urged all board members to take advantage of the coaching clinic.
• Looking to host the US Foundation level class which is eight hours for one day instead of the two and a half day commitment of the level I and II clinics.
• Hampden-Sydney's coach wanted to know if there will be any CE (continuing education) component to the coaching certification. Not at this time.
• VRU will be hosting level I and II this year, but the date isn't known since the usual date is unavailable due to prior commitments of the US coaching staff.
• VRU has hosted coaching clinics for three years.

• The award is determined by the RSV. The award is $150 off VRU dues, and $100 off RSV fees. Any ties result in the award being split.
• The biggest difference in the scores were the medical requirements.
• Awards:
• Men: Raleigh, Virginia
• College Men: University of Richmond
• College Women: Mary Washington College, Virginia Tech

• President nominations: Kris Kabza. Elected by acclamation.
• Vice-president nominations: Jay Borkowski. 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.
• Women's College Club Coordinator nominations: Jon Blatt. Elected by acclamation.
• College Men's Club Coordinator nominations: Carl Schmitt. Elected by acclamation.
• Men's Club coordinator nominations: Reid McClure. Elected by acclamation.
• Women's Club Coordinator nominations: Kambeth Kelly. Elected by acclamation.
• High School Coordinator nominations: Lynne Stefanik. Elected by acclamation.
• Disciplinary Chair nominations: Jon Stanley. Elected by acclamation.
• Newsletter editor nominations: Jeffrey Anderson. Elected by acclamation.