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Meeting Summary Page 1 of 7 December 6, 2017

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Meeting Summary Page 1 of 7 December 6, 2017 Title: Edmonton Rugby Union Board of Directors Meeting Date / Time: March 5, 2018 Location: Ellerslie Rugby Park Recorder: Jasmine Jarvis Devin President VP Ellerslie Judy Seddon Member at Large Simon Healy X Vandenberg VP Rugby Treasurer Juliette Bradley X Jo Reinbold Member at Large Jeff Berg X Board of (Senior) Directors: VP Rugby Secretary Jasmine Jarvis Tim Van Vliet Member at Large John Frame X (Junior) Director of VP Admin Anna Liza Aguilar X Ron Allen ERURS Mick Graham X Discipline ITEM DISCUSSION GENERAL - 6:34 p.m. Call to Order ADMINISTRATION - Additions to the Agenda: n/a - Motion to accept the agenda with additions put forth by Ron, seconded by Jo - Motion to accept last month’s minutes put forth by Jo, seconded by Tim PREVIOUS MEETING ACTION ITEMS - John: Review ERU Code of Conduct – in progress - Anna-Liza: Complete sign-up for Club Excellence – in progress - Anna-Lisa and Devin: Meet to discuss the grant writer and financial review – in progress - Judy: Completion of the financial report to submit for past grant - complete - Simon: Follow-up with grant writing contact - outstanding - Jo: Return to AJRA and advise of ERU’s displeasure with the proposed funding model - complete New Business - Volunteer Screening Grant – Tim to complete ERU Meeting Summary Page 1 of 7 December 6, 2017 - Budget process for the 2017/18 fiscal year – Budget will be presented and voted on by the Board at the February Board Meeting. Juliette requested all requests/program budgets come to her as soon as possible so that discussion can be had prior to the February meeting - 2018 ERU team dues – Motion made by Ron to increase senior team dues to $950.00 per team (excluding U21s) – seconded by Anna-Liza. All in favor. - Drayton Valley Riggers – 2017 YDO entitlement. Jasmine presented the information from the Riggers regarding the rationale behind missing the submission deadline. The YDO activity throughout the season was well documented – Jasmine proposed allowing the Riggers to be reimbursed – seconded by Ron. All in favor. - Shawn Thomas suggested an update to the ERU website with more focus on marketing the sport – stats, up to date pictures. Suggested hiring a photographer for Super Saturdays at ERP as part of a marketing plan. BOARD OF DIRECTORS (Present) Revised Rugby Alberta's Men's AC and 2nd Division League Format - Rugby Alberta called an impromptu meeting two weeks ago due to the fact that the ERU (and our clubs) did not want to proceed with the latest proposal for the 2018 season but the CRU (and their clubs) did. The result being the CRU was talking about withdrawing from the AC men’s competition entirely. Of course we did not want this to happen but we certainly did not want to be forced into doing something that did not meet the needs of our clubs. As a result, Sean Hofstetter scheduled an impromptu meeting to see if we could find some middle ground. We did come to an agreement in principle that would have very little impact but would allow us to test some of the ideas in the original proposal. Here are the high level details of the agreement: President o The ERU and CRU, within their own sub-unions, will work to ensure, to the best of their ability, to schedule all their AC and 2nd division games at the same facility one after the other just as in the latest proposal. As an example, the Norwesters AC and 2nd division and Clan AC and 2nd division would play back to back at the same facility. o To test the interlock, we would schedule ONLY two interlock games between Edmonton and Calgary where both the AC teams and the 2nd division teams play back to back. One game would be in Edmonton and one in Calgary. There would be no impact to the rural teams. o We create a competition committee that will make a recommendation to the RA, ERU and CRU boards on a structure for the 2019 season. Both the ERU and CRU will nominate two people from our clubs to participate. This will be an open and transparent process. ERU Meeting Summary Page 2 of 7 December 6, 2017 - We have reached out to all the AC clubs and got unanimous support for this format for the 2018 season. AJRA Funding - The AJRA has sent over a new funding proposal and agreement. I have sent the details around already so please refer to that email for details. - The agreement has not been formalized yet but I expect it to be discussed at the next Rugby Alberta Board meeting. Canada vs Scotland – June 9th: th - It looks like Edmonton will be awarded the Canada versus Scotland game on June 9 that will be held at Commonwealth Stadium. This will take the place of Canada – Germany. - Rugby Canada as looking to hold a large fundraiser (300-400 people) that same week with both the Canadian and Scottish players in attendance. Tentatively booked at the River Cree for Thursday June 7. Additional Discussion Items: - Edmonton Gold Update: o Senior Gold o Junior . Coach selection . Try Out process (Absent) Treasurer - Casino money received = $78,641.05. Out of this, we give credits to all the workers (38 of them @ $250 ea) leaving us with $69,141.05. - AJRA fees & ERU 2018 budget - been providing expenses info and doing calculations as part of the ongoing discussions. The outcome will have an impact on the budget we approved last meeting, so I will likely be doing and a revision, once we know what's going on. (Present) Secretary - Worked with John Frame to follow-up on complaint from ERU member club re: Edmonton Gold - Job description for ERU Junior Representative Rugby Coordinator amended and provided to Tim for follow-up ERU Meeting Summary Page 3 of 7 December 6, 2017 (Absent) VR Administration - No report submitted (Present via phone) Sport LoMo : - 6 of our clubs are live - A couple more are in the queue to get Sport LoMo to activate - Leaning on the remainder clubs to get moving on their set-up, as the rest of the country gets theirs going response time on corrections take longer due to volume - Have been more glitches than hoped for with this new product however fixes happen within a few days of reporting VP Ellerslie International Game: - Working with Penny at RC to organize a fundraising dinner Fixtures: - Reminder that with the new system handling referee allocations as well as team sheets, etc., Eve, Greg and I will need at least 10 days to enter everything once fixtures are final - If things continue to be delayed we may have to come up with a ”Plan B” for referees in May (Present) VP Rugby - Fixtures format confirmed (Seniors) - Structures of fees for referees required – would prefer to pay ERURS versus paying RAMOA - Rules and Regs committee meeting rescheduled (Present via phone) Festival Physios: VP Rugby (Juniors) - Spoke with Raj of Pivotal Physiotheray and communicated needs for this year. Will meet next week. - Board discussed using EMR’s versus PT for junior festivals – Tim to follow-up. ERU Meeting Summary Page 4 of 7 December 6, 2017 Junior Gold Program: - Danielle Weran: Formal complaint lodged by the Druids. John and Jasmine interviewed. Summary of Interview, and future approach - John and Jasmine comments - Rework of job description - Eyes-on coaching selections - Waiting on update from her for February Junior Rugby Development Report: During this past month, the team has: - Contacted every club that had a junior program last year to fill out a spreadsheet outlining which teams they plan on having, and the amount of coaches they have/need - Conducted meetings with SARFC and Sharks, and organized meetings with DV and Rockers to discuss feedback and vision for junior development for the ERU drop in session at Kinsmen - Ran and coached at the ERU drop in sessions at Kinsmen - Contacted 10+ schools to book gym sessions - Contacted communities in North Edmonton to organize a community initiation event; one tentatively booked for June 2 at the grand opening of Schonsee Park and Playground Focuses for the next month: - Sending out and collecting background check requirements - Recontacting clubs who have not replied to initial emails to fill in spreadsheet and organize meetings to discuss junior development - Contacting schools, especially those in surrounding areas - Getting into schools and working with educators to implement rugby in their curriculum - Quality control of ERU drop in sessions: collecting lesson plans, developing coaches (Present) Director of Discipline - Nothing to report ERU Meeting Summary Page 5 of 7 December 6, 2017 (Absent) ERURS - No report submitted (Absent) Member at Large (Jeff) - No report submitted (Absent) Member at Large (John) - No report submitted (Absent) Member at Large (Simon) - No report submitted NEXT MEETING • Monday April 9, 2018 @ 6:30 p.m. • Adjourned at 7:22 p.m. ERU Meeting Summary Page 6 of 7 December 6, 2017 ERU Meeting Summary Page 7 of 7 December 6, 2017 .
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