Minnesota Youth Rugby Board of Directors Meeting 10/28/13

Meeting called to order 6:34 pm by Anne BarryAttending: Rob Clarno, Katie Sjeklocha, Vikki Gilligan, Anne Barry , Angela Gaare, Libby Berg, Megan Braun, Tony Mills.Board members absent: Dan Johnson and Art Sears

Minutes:Motion to approve the September minutes as presented was made by Tony, second by Vicki. The motion carried unanimously. The minutes of the August Board meeting, and the Annual General Meeting were not available, Megan will send to the Board. Review and approval is postponed until next meeting.

Expense/Income review:Tony presented the income and expense report 9/1/13 through 10/28/13 for review, Income for the period was $18,229, Expenses were $12,969. Tony reports we have $7,500 in the checking account with player registration fees still outstanding. He indicated in order to make payroll of $7,800 per month, we will need to transfer funds from our Morgan Stanley account. Tony made a motion to transfer $10,000 from Morgan Stanley to our Corporate checking account, motion seconded by Megan. The motion carried unanimously.

2013-14 BudgetThe Board discussed the preliminary budget numbers for 2013-14, adding in the High School and Youth rugby income and expense projections provided by Katie and Libby. Tony will enter the discussed budget items in the spreadsheet and send the proposed 2013-14 budget to Rob, for dissemination to the Board for review, discussion, and approval at our November meeting.

Katie/Libby will send out an email to the Rugby community reminding everyone that both MYR & MARF can be designated as a recipient of United Way donations. Endowment Fund:Rob reported our Morgan Stanley fund had small gains the past month and currently stands at $39,000.

Youth Program Manager Report:Katie emailed to the Board and it is available on Google Docs The Google drive, with all documents, including calendars is accessible to all Board members from the link on our website. Katie reported we have been offered the opportunity to host a Graham Henry/Wayne Smith coaching clinic Sat Nov. 30. she is soliciting interest. If we have enough interest she will agree to host and her and her staff will organize it. It was suggested that we have some kind of fund raising event on the Friday before. Angie will contact Britt's to find out about room availability. Katie and staff will need MYR Board member support and involvement to pull both events off properly.

Rugby Development Officer Report:Libby reviewed her program Expense and income projections contained in her report, emailed to the Board which were used to flesh out the 2013-14 Budget.

Old Business:

High School teams in arrears: It was determined the MYR Discipline Committee , in conjunction with the Minnesota Referee Society, will enforce our no pay no play policy in the future and address the teams currently in "Bad Standing". Angie made a motion to place Armstrong Girls, Burnsville Boys and Girls, North Shore, and St. Paul Boys in bad standing for non-payment of player fees for 2013, seconded by Tony. The motion passed unanimously. The pay off line option will be removed from the website registration.

Minnesota Unemployment letter: The unemployment claims going back to April of 2007 totaled $12,732. Anne has been able to negotiate the amount due to around $6,000. Anne will find out if we can pay on a monthly basis rather than one lump sum payment.

Director and Officer Liability insurance has been purchased and is in force.

Strategic Planning: Angie handed out her update of last month's Strategic Plan outline, for discussion and review. A timeline was offered for fleshing out areas of the Plan. At the end of each month a recap of findings and recommendations will be made to the Board.Oct 31-The High School structure will be completed including the H.S. subcommittee and Discipline Committees. The current Discipline Policy and procedures are acceptable to be used for the 2014 High School season, except the 3 MYR Board members will be modified to include 2 Referees, 1 non-coach, and Megan Braun as the Chair. Current Committee members are; Brad Dieringer, Herb Jones , Walter Kaplin, and Chair person Megan Braun.Nov. OutreachDec. Pathways- H.S. Club-High Performance-OlympicsThe Marketing Plan will be developed by Sept. of 2014. A volunteer is needed to head up or Marketing efforts. Megan volunteered to assist, but not head it up.Angie will have a draft of 4.01 the MYR Structure, policy, and procedures by the end of Nov. It was noted that our fundraising Committee needs to be separate but connected with our Finance Committee. Standing Committees of MYR will be Finance, Fund Raising, Discipline, High School , and Audit Compliance.

Grants: No grant requests were received.

New Business: Rob and Tony will file the appropriate information and paper work for our 990 tax filing and our annual report with the state of Minnesota.

Katie made the Board aware that the IRB has hired Katie for 2, 3-5 day trips to perform and observe the rugby development programs in Barbados and the British Virgin Islands.

The meeting was adjourned at 8:37 pm

Next Meeting: Nov 25 Windom South Park