Tennessee High School Rugby

THSR Admin Meeting Minutes

August 10, 2006
(Meeting called to order at 10:00 am Central Time)

I. Attendance

THSR Administration - Mike Gower, Dana Sommer, Mark Williams
MTRC - Jerry McLemore
SMAC - Marty Bradley, Bob Hampstead, Rick McGhie
WTRC - Marc Holley
Mid-South Ref Society - David Haines (came in towards the end of the meeting)

Quorum established.

Marc Holley gave kudos to Dana for her effort in raising money for the family of Bart Hodges. Dana mentioned the new website for Bart's family www.barthodges.com.

II. Introductions

" Mark Williams asked everyone to introduce them selves and to state what they wanted to cover in the meeting, which is outlined below.

" Bob Hampstead, SMAC Board of Directors member and Coach of Powell H.S. - Would like to see THSR support Chattanooga in their efforts to start a high school program in their area. Currently they have two teams but will need four to start their own Conference. Until then they will most likely join SMAC.

" Mark Holley, WTRC Director and Coach of Cordova H.S. - Interested in seeding, pairings and the overall competition structure for the State Tournament; Finding and/or developing more qualified referees for his area; Using out of state referees; Review the minimum qualifications for coaching; Border city teams; Sherry Hunt's mission for women's rugby; Available USA Rugby grants; Potential salaries for Directors and stipends for Coaches

" Rick McGhie, SMAC Board of Directors member and Coach of Maryville H.S. - Also interested in talking about the competition structure for the State Tournament.
" Marty Bradley, SMAC Director and member of the SMAC Board of Directors - Has concerns about the future growth of the League, mainly about sticking to our mission and about our organization structure; Interested in the State Tournament competition structure.

" Mike Gower, THSR Webmaster and Asst. Coach for Brentwood H.S. - Would like to solidify dates for the 2007 season; Interested in the competition structure of the State Tournament.

" Jay Hawkins, SMAC Board of Directors member and Coach of Maryville H.S. - Interested in the competition structure of the State Tournament and would like to see a 3rd tier Plate Division added to the Tournament for 2007.

" Jerry McLemore, MTRC Director - Also interested in the competition structure of the State Tournament; would like the League to look and work harder to find competent referees.

" Dana Sommer, THSR Administrator - Concerned with the League's organization, mainly making sure the League has and keeps good people in key positions.

III. Officer Reviews

A. State Tournament Hosting Fees - Is $500 enough? Should the League return to the bid process of the State Tournament?
" No other venue was acknowledged as a desirable site for the Tournament. Therefore it was agreed that for now, Brentwood remains the preferred host for the 2007 State Tournament.
" It was agreed that Mark should approach Brentwood High School about signing a two-year contract for hosting the State Tournament in order to provide a stable platform for soliciting Tournament sponsorships. The League hopes to negotiate referees costs are transferred to the host team in 2007. The League would also like the host team to pay for an on-site ambulance during the State Tournament.

B. Merchandise (Dana for Chris Gower):
" THSR is low on merchandise and needs to restock. A budget of $1,500.00 to purchase new inventory was approved.
" THSR would like to see better accounting/inventory control of what is being spent versus what is made on inventory sales. Ideally the League would like to see what was bought and what was sold documented in a spreadsheet or something.
" Conference Directors should contact Chris directly for THSR merchandise for their teams, etc. to sell as a fund-raiser. Chris can purchase merchandise with the THSR Logos and more such as school colors, etc. for any team or Conference.

C. Website (Mike Gower):
" Kudos given to Mike for his work on the THSR website as well as the MTRC website.
" Mike acknowledged that he gets a lot of ideas off SMAC's website, which is a compliment to Marty Bradley.
" The League agreed it needs to be more diligent in score reporting, etc. so the website can be updated more quickly and with the right information. The onus of getting accurate and timely game reports, as well as other information and sending them to Mike (and Rich) falls on each Conference Director.
" The League would like to have a PDF smart form posted on the website for team rosters. Dana will outline the roster and send it to Mike to post.

D. Communications (Dana for Rich Forbes):
" The League needs to define the role of the Communications volunteer, since it is a new position.
" The League would like Rich to investigate his position as a potential revenue source.
" Rich will be sending out a poll to determine to what news agencies the League would like to send information.
" The League would like to see a press release go out after each game during the State Tournament with team rosters (a smart form will be posted on the website soon) and scores.

IV. Conference Reviews

A. Jerry McLemore (MTRC):
" Jerry announced he is planning to step down this next year as Conference Director because he feels he is too busy to adequately fulfill his responsibilities. Jerry stated he will look for a qualified and competent replacement and will remain in office until such person is found. Jerry also mentioned that when he does find his replacement he would be taking on more responsibilities on the referee side of things.
" Siegal H.S. may be adding a competing boy's team in 2007.

B. Marty Bradley (SMAC):
" Announced that he is not aware of any expansion for his Conference regarding "A" side competing teams this year outside of the taking in the two Chattanooga teams. However, SMAC does expect to add a few more "B" and "C" side teams.
" SMAC has 3 girls currently playing at the National Level.

C. Marc Holley (WTRC):
" Not expecting to add any teams. If anything they might be losing a team due to lack of volunteer coaches.
" Every game this past season had a medical EMT on the sidelines.

V. American Youth Rugby (AYR) & USA Rugby

" Mark Williams and Marty Bradley are directly involved in AYR.
" Marty described AYR as a political action community designed to quickly grow and foster youth rugby.
" AYR is an alternative model to USA Rugby's community based approach to youth rugby.
" Marty is being approached from teams around the country who are asking his help in developing youth rugby in their area. Marty and the League agree this direction should come from USA Rugby instead of THSR Rugby.
" THSR Rugby is fully committed to helping USA Rugby develop their youth program as long as their suggestions, requests and ideas are being satisfactorily met, including:

A. USA Rugby should spend approx. 90% of the money generated by youth rugby to programs and initiatives that benefit youth rugby.
B. USA Rugby needs to form a Youth Rugby Committee with a National Youth Director who would be responsible for developing youth programs and initiatives.

" USA Rugby has approached Mark and Marty regarding hosting a National Youth Rugby Conference, which is currently scheduled for December 9 and 10 of 2006, which says a lot about the respect the country has and is developing for THSR. The Conference will be open to Coaches, Referees, Administrators, Parents, Players and etc. with a nominal fee to attend. Mark is currently working on an agenda for the event. USA Rugby wants this event so they can determine first hand how and why THSR is progressing so well, as well as what AYR expects, wants and needs in order for them to stay affiliated with USA Rugby and etc.

" THSR and AYR does not want to succeed from USA Rugby, as that would mean more work for us/them. THSR and AYR just wants USA Rugby to step up to the plate and fulfill the roles of developing and supporting youth rugby across the nation instead of having the nation asking THSR and AYR to fill those roles for them.

VI. Coaching Clinic and Development

" Coaches need to be certified and then recertified on a somewhat consistent basis.
" Should THSR continue with their coaching clinic version or go back to using USA Rugby as our only certification process? It was unanimously decided that THSR should continue with our own certification process, especially since USA certification does not include youth tracts.
" Ideas for future clinics include mandating that coaches with current certifications attend every couple of years to stay current with techniques and safety issues; adding subject tracts so attendees can pick and choose to attend tracts that interest them more directly; increasing the fees to attend so we can bring in coaches from other areas who might have something different to share or possess more experience in particular areas.
" USA Rugby does not mandate that we have a certified coach on board for each team…that is a THSR mandate.
" Next clinic is slated for late January 2007.

VII. State Championships

A. Venue:
" Crockett Park in Brentwood at this time is still the preferred venue.
" No other place has been identified as a viable alternative.

B. Sponsorship:
" Mark will talk to Brentwood about renegotiating hosting fees and length of contract. Ideally the League would like to sign a two-year contract in hopes of attracting a Tournament sponsor, ideally for $5,000.00 or more.
" The League will look into paying someone to find a sponsor by giving them roughly 10% of the total amount sponsored.

C. Seeding:
" Seeding for each year will be decided by game results. Under the current three Conference structure, the winner of each division (Cup, Bowl, Plate) shall obtain an additional seed (#4) for their Conference.

" Pairings for the State Tournament shall be #1 plays #4 and #2 plays #3. However, because of the three Conference structure, most pairings have been altered to where #1 plays #3 and #2 plays #4 so that no two teams from the same Conference have to play each other in the semi-finals.
" Due to not playing consolation games, there are some scenarios that will require seeding based on Tournament game points (i.e. points for and points against).
" The League will add a Plate Division to the State Championships.
" The highest seeded team(s) from each Conference will play for the Cup.
" The next to the highest seeded team(s) from each Conference will play for the Bowl.
" The 5th place or a lower seeded team from each Conference will play for the Plate.

D. Date of 2007 THSR State Championships:
" May 12 - 13 at Crockett Park in Brentwood, TN.

E. 2007 State Tournament Pairings:
" 2007 Cup
1. Boys: 1st = MTRC #1; 2nd = SMAC #1; 3rd = West #1; 4th = MTRC #2
Schedule: 1st plays 3rd; 2nd plays 4th

2. Girls: 1st = SMAC #1; 2nd = SMAC #2; 3rd = West #1; 4th = MTRC #1
Schedule: 1st plays 4th; 2nd plays 3rd
" 2007 Bowl
1. Boys: 1st = West #2; 2nd = MTRC #3; 3rd = SMAC #2; 4th = West #3
Schedule: 1st plays 3rd; 2nd plays 4th
" 2007 Plate:
1. Boys: 1st = SMAC #5; 2nd = MTRC #5; 3rd = West #5; 4th = SMAC #6 (SMAC was given the extra seed because they have more teams than the other Conferences).
G. Consolation Matches:
" Currently there is not enough time or field space available to play a consolation match in the State Tournament. Therefore the League will stick to a single elimination format.

H. Player Eligibility:
" Players must be 19 years old or younger and a full-time high school student.
" If a player graduates early (summer or fall) then they are still eligible to play in the spring with their class. In other words, the League does not want to penalize students who academically finish school early.
" Home-schooled players will be allowed to play as long as they are under 19 years of age.
" THSR was designed for traditional ages for high school students. Anyone under that age will be accepted in the League on an exceptional basis and at the Conference's discretion. A player in junior high or younger must have 100% parental consent and support.
" Players must be Cipp'd by USA Rugby BEFORE they are allowed to practice and/or play in a game.

I. Out of State/Border Teams:

" The League stands firm in its preference that high school teams be associated with a high school over community-based teams.
" Motion from Marty Bradley - Community-based teams must have 51% of in-state players on the field at all times. Marc Holley seconded the motion and it passed unanimously.

VIII. Regional and National Competition

A. USA Rugby South Championships:
" Motion from Mike Gower - The South representative from THSR will be established by the previous year THSR Cup Championships. If that team declines the invitation then the invitation is extended to the next highest placed team that wishes to attend. Marty Bradley seconded the motion and it passed unanimously.

B. USA U19 National Championships:
" For a THSR team to compete in the National Championships, they must play through the USA Rugby South Championships.

C. Development of All-Star Programs:
" The State will not have a 2007 All-Star team. Any and all All-Star teams will come from the Conferences.
" Sherry Hunt's Girls U19 Initiative - Not a THSR sanctioned event. Tryouts will be held in Knoxville on Sept. 23 of 2006; A SA Rugby U19 Tournament for girls is slated for early November in Murfreesboro, TN.

IX. Parent Relations

" THSR wants to reiterate that parental involvement is crucial for the growth and maintenance of the League.
" THSR encourages all teams to get parents involved either in administrative, coaching, or sideline roles.
" THSR encourages each team to send a couple of parents to the THSR coaching clinic.

X. Referee Development

" David Haines and Jerry McLemore will continue to work on Referee development.
" Referees from out-of-state are allowed to referee high school games as long as they are members of the Mid-South Referee Society.

XI. Other

A. New Teams:
" Each Conference should have a procedure in place for accepting new teams and new coaches.
" Currently the State accepts teams that the Conferences accept.
" THSR reserves the right to make decisions that will maintain reasonable safety standards. Safety is always THSR's main concern.

B. Minimum/Maximum Age Levels for Coaches:
" It was unanimously decided that attendees must be 21 year of age or older before THSR will certify them as a Coach. Anyone under that age is welcome and encouraged to audit the THSR Coaching Clinics.
" There is no maximum age for THSR Coaches.

C. Disciplinary Committees:
" Each Conference needs to have a Disciplinary Committee process in place before the start of each season.

D. Competitive Sport vs Recreational Sport:
" In order to receive sponsorships, etc. we need to start running the League as a competitive sport instead of a recreational sport.
" Mark Williams would like to see the League pay its administrators and have its coaches receive a stipend from their teams. This could be accomplished through increased dues and sponsorships.
" Marty Bradley pointed out that for a competitive sport $100 a player is ok for a recreational sport but for competitive sports it is a very low amount.
" The League will look into moving towards more of a competitive sport.

(Meeting Adjourned at 3:00pm)