PRAIRIE RUGBY FOOTBALL CLUB

  Yelm, Washington

PRFC Special Meeting 22 January, 2013

PRAIRIE RUGBY FOOTBALL CLUB

BOARD SPECIAL  MEETING MINUTES

 

January 22, 2013

Southworth Elementary School - Yelm

 

·         Members present: Pat Norton, Tenile Murphy, Rob George, Amy Berman, Eric Mathis (by phone), Francine Waters, Shannon Gill, Marie Vannest and Faye Uinuu Meeting started at 7:35 pm.

 

·         Introduction of Chris Cousin for Crush Head Coach position. After discussion and interview motion by Pat Norton and Amy Berman seconded to offer position to Chris to coach Crush for 2013 season. Motion passed.

 

·         Introduction of Parent Reps for 2013. Shannon Gill and Maria Vannest volunteers to be Parent Reps for 2013 Crush team and Francine Waters and Faye Uinuu.  Motion made by Pat and Tenile seconded. Motioned passed.

 

·         Nominate Rob George to fill vacant Vice President postion due to Rhonda Civiletti resignation. Motion made by Amy and Tenile seconded. Motioned passed.

 

·         Vote on invoices for shorts, socks, and equipment for 2013 season. Pat presented invoice from Rugby Imports for $559.06 for shorts and socks to supply ruggers during season. Club will sell for $20 per shorts, $8.00 per pair of socks or $25.00 for combination. Pat presented second invoice for $357.91 for Cone stands, balls and etc. Motion made by Rob and seconded by Tenile to pay for invoices. Motion passed.

 

·         Vote on New Constitution and Bylaws. New Constitution was reviewed by Board. Hard copy document was signed by officers. Motion made by Tenile and Rob seconded to approve new binding Constitution and Bylaws. Motion passed.

 

·         Olympia Federal sponsorship. Discussion was made to add Oly Fed as sponsor on Girls jersey. Tenile will request additional funds to sponsor Crush jersey.

 

·         Next Meetings:

Wednesday, February 2nd and March 6th,6: 30 pm at Rosemont Assisted Living on Killion Rd.

·         Close Meeting: The meeting was adjourned at  8:40pm.

 

PRFC Board Meeting 9 January. 2013

PRAIRIE RUGBY FOOTBALL CLUB BOARD MEETING MINUTES

 

January 9, 2013

Retirement Center - Yelm

 

·         Members present: Pat Norton, Rhonda Civiletti, Tenile Murphy, Rob George, Jed and Amy Berman, and Eric Mathis. Meeting started at 6:35 pm.

 

·         Reading of previous meetings minutes – Dec 4th, 2012

A motion by __Rob______ to accept minutes was made, second by __Tenile____, motion Carried . Corrections as noted. Boy’s Head Coach Dan Dillashaw.

·         Fundraising / Public Relations Position:

JoAnn Hegemann stepped down from Prairie RFC Board and stated that she still will help with fundraising, yearbook, auction and other needs. Motion to accept Tenile Murphy transferring positions from Treasurer to Fundraising / Public Relations position by _Rob______, seconded by __Eric________, motion _ Carried__.  Board offers the position of Treasurer to Amy Berman. Motion made by _Pat__, second by _Rob_. motion: _ Carried__.

·         Treasurer Report:

o   Tenile reported; Club checking $2,442.51, Boys savings $45.32. Girls savings $101.17.

o   New Jerseys, 2012 Referee fees and 2013 Team fees were paid. New jerseys arrived.

o   Eric paid the fee for the WA State Corp Renewal - $10 to be reimbursed.

o   Presently only two signers on the accounts; Tenile and Pat, will need to remove Pat, then add Eric and Amy.

o   Quickbooks will be downloaded by Tenile onto Amy’s computer for PRFC business.

·         Constitution and Bylaws: 

Tenile and Pat worked on and sent in email to Board Members. Used Budd Bay Rugby’s as basis. Discussion made board to review till Special Meeting to approve Constitution and Bylaws located at Southworth School, January 22 @ 7:30 pm. Need for 501c3.

·         Washington State Corp paperwork & IRS non-profit501c(3) status:

Will be using submission by Schoolhouse Rugby from Wenatchee as guide. Pat will provide all paperwork to Tenile prior to meeting on  22 January, 2013

·         Code of Conduct and Registration Paperwork: 

Pat discuss player packets to be handed out to players and financial aid form.

·         Registration:

Reiterate the fees for playing this year for 15s season will cost a total of $135 ($75 Rugbywa/USA Rugby & $60 Prairie RFC) and $100 per player to fundraise for Prairie Club. The dollar amount required by fundraising by the players can be by paying the money, participating in Prairie RFC fundraisers (does not count individual special team fundraisers) or donating toward the fundraisers (the amount received for the item donated). An account will be set up by the Treasurer to keep track of the amount that each player pays. Every player will start out with a negative $100 and amount if receiving assistance. The money in the account can be transferred to following years. Once the youth leaves Prairie, then the amount of money turns over to Prairie RFC. Pat will send out sample copy of packet to Board by Sunday.

·         Items needed & budget reviewed:

o        Equipment needed;

Generator – Alan Byrnes will lend another generator

     Additional Shop Light $60 each, electrical cords $17, halogen bulbs $17, Motion  

     made by _Pat__, to purchase 3 shop lights, 3 extension cords, and package of bulbs, 

     second by _Rob_. motion: _ Carried__.  Pat has spoken with managers of Lowes,

     they will be donating equipment as in the past. Pat and Rhonda will put list together

     of items and Pat will meet with them.

·         Parent’s Meeting:

o        Meeting coming up next Wednesday, January 16th at Yelm Middle School Library at 6:30 pm. Eric will setup 3 computers in McDonald’s for players to register after meeting.

o        Parent reps for Board chosen at that meeting to be at board meetings.

·         Fundraising / Public Relations:

Tenile discuss ideas for a committee and opportunities. Tenile will send out email this week with input. Rob will continue to submit with Daily Olympian for free sports area.

Rhonda has been approached by School newspaper that club can get free advertising.

·         Advertise:

o        Flyers will go out with each player packet and youth will be asked to hang up.

·         PO Box: Rob and Rhonda set up and have keys. PO Box 647, Yelm WA 98597. Rob will bring all mail to monthly meeting.

·         Girl’s New Jerseys: The contact person from WA State National Guard information and other turn over to Rhonda.

·         Crush Update:

Rhonda had ten parents at meeting, 10 missing, 3 players currently active in wrestling, and 2/3 players out for grades, Doc Macleod will be backup Coach.

·         Mustangs Update:

Dan Dillashaw could not make meeting. Pat states 28 players active, last practice 10-15 present.

·         Preseason/Season Schedule:

Mustangs schedule is filled other than a couple of byes. Crushes season.. Rhonda update

·         Practice / Match fields:

o        Southworth Elementary School Gym on Tuesdays. Baptist Church on Thursdays, expanding to Christian Center across the street from the Baptist Church as soon as lighting is ready.

o        Eric to put together paperwork through the end of June to be turned in to Yelm School District by the 15th of January for Boys at Southworth Field and Girls at Yelm Middle School.

·         Prairie RFC Board Policy on Parents/Players with complaints of coaches:

Encourage parents / players to first talk to coach one on one with issue and solution. Give the coach an opportunity to resolve the issue at the lowest level. If brought to Board then the board is first to ask if the individual met with the coach and discussed the issues. Afterwards the Board will talk with the coach.

·         Open Discussion and additional items:

·         Next Meetings:

Wednesday, February 2nd and March 6th,6: 30 pm at Rosemont Assisted Living on Killion Rd.

·         Close Meeting:

The meeting was adjourned at _8:08_ pm.

 

PRFC Board meeting 4 December, 2012

                 PRAIRE RUGBY FOOTBALL CLUB

        Minutes from Board Meeting December 4, 2012

 Rosemont Retirement and Assisted Living - Yelm

Recorded by Rob George

 

·         Members present

Jo Ann Hegemann,, Tenile Murphy, Pat Norton and Rob George were present. Rhonda Civiletti and Eric Mathis were not able to attend.

Meeting started at 7:45 pm

·         Reading of previous meetings minutes – Nov 8th

A motion by Rob to accept minutes was made, second by Jo Ann, motion passed. The minutes will be posted on a separate tab on the Club Website.

·         Code of Conduct and Registration Paperwork: 

Pat was not able to find the orginial By Laws and Code of Conduct. Pat will be producing new proposed documents. When approved, players will complete paperwork with the Registrar keeping the original and each team having the paperwork at practices and matches as required by RugbyWA and have in case of an emergency. This is required to reduce liability on Prairie RFC, Board Members

·         Registration:

o       Information needs to be put on Club website and each team’s facebook page. The 15s season will cost a total of $135 ($75 Rugbywa/USA Rugby & $60 Prairie RFC) and $100 per player to fundraise for Prairie Club. The dollar amount required by fundraising by the players can be by paying the money, participating in Prairie RFC fundraisers (does not count individual special team fundraisers) or donatingtoward the fundraisers. An account will be set up by the Treasurer to keep track of the amount that each player pays. If any player had a remaining balance for fundraising then the amount would be sold at auction for labor. If not paid, player would not be allowed to register for next season.

 

·         Budget Reviewed:

o       Pat reviewed revised budget for 2013 Season. Other changes made was Financial Assistance will not be not be limited to 4 player. Discussion was made and agreed that a maximum of 50% of fees would be payed by any player. Remainder would be raised by player by fundraising or payment. The WA St Corporation Renew was not needed lowering Liabilities by $70. Also wording for Man of the Match shirts will be changed to Player of the Match to included Boys and Girls. Pat and Rob have interested sponsors for the Crush jerseys. Jo Ann will assist with the sponsorship and will contact Rhonda to coordinate.

·         Business Account:

The Olympia Federal  account was close the Olympia Federal Boys checking. Then opened a new Prairie RFC checking with a dedicated Boys and Girls savings. Current balances of accounts is:

       Boys Savings Account: 305.11  Girls Savings Account: 100.00 Club Checking Account: 2769.75

                                                                       

·         Treasurer:

o       New Jerseys for boys have been paid for and being shipped.

o       WA State Non-profit paid $10.00.

o       Pay RugbyWA $260 for Sir fee for 2012 season.

o       Pay Rugby WA $300.00 for Boys and Girls Team registration.

o       Motion made by Pat Norton, seconded by Jo Ann, motion passed.

·         IRS non-profit status, By-Laws and State of Wa Incorporation: Pat researched with Secretary of State to get the Bi Laws and Corporate documents. State provided Incorporation paperwork but had no record of    By Laws. Pat will create new By Laws and email to all board members for review and suggested changes.

·         Boys Account:

The boys are still waiting for the 2012 Referee bill from Rugbywa and purchase of the correct jerseys from Rugby Imports.

o       A motion by Eric that stated, “ The newest boys jerseys with the incorrect American Flag will continue to be sold and the proceeds with what is remaining in their dedicated account and will go first to pay for the new jerseys and then pay the 2012 referee bill when finally received from Rugbywa. The remainder of the money after paying for the jerseys and Ref Bill will be deposited into their new dedicated savings account at Olympia Federal.” The motion was second by Tenile and passed. 

·         IRS non-profit status, Bi-Laws and State of Wa Incorporation: Eric Mathis will follow up with the Secretary of State to get the Bi Laws and Corporate documents. Eric and JoAnn will work together to modify the Bi Laws as noted in previous minutes and also do the research to start proceeding with the  IRS 501c(3).

·         Parent’s Meeting:

o       Discussed combined Mustang and Crush parent’s meeting will be scheduled for December. Board recommended that move to January. And that all parents will be requested to attend but not required.

 

·         Advertise:

o       Jo Ann provided proposed Flyer. All Board members approved. Jo Ann and Rob will provided reproduction and will be added to Player Registration packets.

·         Bugger on Sundays: Boys still getting together on their own on Sunday. Advised Pat that posting on Social Media could be no within the RugbyWA rules and that club could be held liable. Pat will contact organizing player to post information in future.

·         PO Box: Rob and Rhonda set up and have keys. PO Box 657, Yelm WA 98597. Rob will bring all mail to monthly meetingl

·         Girl’s New Jerseys: The Board supports finding sponsors for the new jerseys and any additional proceeds that are raised be put in the Crush dedicated savings account. Budget reflects dedicated money for purchase. Need contact from Rhonda or Rich to move forward.

·         Head Coach and assistants for Mustangs:

·         Dan Dillashaw was elected to be head coach of the Mustangs. Shawn Macleod, Chris Cousins will be assistants. Sonjay Nand, Bo Moon, Cliff Spiva and Gilby Reyes have volunteered to assist in some capacity. Board agreed to give Dan total say on training of Boys team and coaches. Motion made by Pat and seconded by Jo Ann motioned passed.

·         Practice:

o       Prairie RFC only received one facility – Southworth Elementary School Gym on Tuesdays and Thursdays from 6:00pm through 9:00pm during November through March. The teams will not have a combined Boys/Girls practice. The Board directs the teams to either spilt the gym in half for the practices or stagger the practices from 6:00 pm – 7:30 pm / 7:30 pm – 9:00 pm.

o       Prairie Crush (girls) is presently practicing Tuesdays and Thursdays at Southworth Elementary School. The Board directed Pat Norton expedite the Club paperwork to include emergency contacts, code of conduct and to find out if girls are being registered.

o       Mustangs will be practicing soon at Southworth also.

o       Outside practice for the Mustangs and Crush will be on separate fields also. Shop lights, generators, cords and other equipment for night practice will need to be prepared.

·         Boys Practice Friday 7th December at Baptist Church from 6:30 to 8:00.

·         Remaining Business:

o       Board decided to continue remaining items of agenda at next meeting.

 

·         Next Meetings:

Wednesday, January 9th @6: 30 pm at Rosemont Assisted Living on Killion Rd.

·         Close Meeting:

The meeting was adjourned at 915 pm.

 

PRFC Board meeting 8 Nov 2012

           PRAIRE RUGBY FOOTBALL CLUB

Minutes from Board Meeting November 8, 2012

 

Flanagan’s Apple - Yelm

Recorded by Pat Norton

 

·         Members present

JoAnn Hegemann, Eric Mathis, Tenile Murphy and Pat Norton were present. Rhonda Civiletti and Rob George were not able to attend.

Meeting started at 6:45 pm

·         Reading of previous meetings minutes – Oct 4th

A motion by Tenile to accept minutes as amended was made, second by Eric, motion passed. The minutes will be posted on a separate tab on the Club Website.

·         Code of Conduct and Registration Paperwork: 

Discussion of updating the updating the paperwork with the Registrar keeping the original and each team having the paperwork at practices and matches as required by Rugbywa and have in case of an emergency. This is required to reduce liability on Prairie RFC, Board Members and Coaches.

·         Registration:

Information needs to be put on Club website and each team’s facebook page. The 15s season will cost a total of $135 ($75 Rugbywa/USA Rugby & $60 Prairie RFC) and $X to fundraise for Prairie Club. The players will need to be registered for full practice and turn in paperwork. Players will not be allowed to practice beyond inquiring or contact, play in friendlies or matches without being registered.

o       Players need to start registering for Rugbywa for this upcoming season through the Rugbywa portal $75. When registering through Rugbywa it registers the player for USA Rugby. The players will also need to fill out the Club paperwork and pay the $60 to Prairie RFC.

o       The dollar amount required by fundraising by the players can be by paying the money, participating in Prairie RFC fundraisers (does not count individual special team fundraisers) or donating toward the fundraisers. An account will be set up by the Treasurer to keep track of the amount that each player pays. The Prairie RFC Board will decide the amount at the next Board meeting.

·         Treasurer:

o       A motion was made by JoAnn that stated, “Prairie RFC directs Tenile to pay for the jerseys next week at Rugby Imports and be reimbursed from exiting Olympia Federal Boys Savings and checking. Pat will write a check for the total due of $700.” Eric second and the motion passed.  

o       Wa State Corporation renewal fee. – A motion was made by Tenile that stated, “Prairie RFC directs Eric to update and renew the WA State Prairie RFC Corporation through the Secretary of State to include new board members, PO Box address, and additional information that may be asked”. Second by JoAnn and motion passed.

o       Pay Rugbywa $150 for the Mustang and $150 for the Crush Team fees for the 2013 Season.

It was discussed that this bill would be paid at the next meeting since the new Prairie RFC account will be opened.

o       The Excel 2013 Proposed Budget will be converted to QuickBooks NP for Club financials.

·         Business Account:

A discussion was held on if the Olympia Federal Boys account should be converted to the Prairie Rugby Mustangs account since Tenile works at Olympia Federal, Eric works closer to branches and Olympia Federal is one of the Clubs main sponsors. This would be instead of opening an account at ACU.

o       A motion was made by Eric that stated, “The Prairie RFC Board direct Tenile to close the Olympia Federal Boys checking, open a new Prairie RFC checking with a dedicated Boys and Girls savings, take the remainder of the money from the existing Boys checking and savings after the new jerseys are purchased from Rugby Imports and place it in the Boys dedicated savings, and place the 2012 Auction money currently in the Olympia Federal savings into the new Club Checking account”. The motion was seconded by JoAnn and the motion passed.

 

 

·         Boys Account:

The boys are still waiting for the 2012 Referee bill from Rugbywa and purchase of the correct jerseys from Rugby Imports.

o       A motion by Eric that stated, “ The newest boys jerseys with the incorrect American Flag will continue to be sold and the proceeds with what is remaining in their dedicated account and will go first to pay for the new jerseys and then pay the 2012 referee bill when finally received from Rugbywa. The remainder of the money after paying for the jerseys and Ref Bill will be deposited into their new dedicated savings account at Olympia Federal.” The motion was second by Tenile and passed. 

·         IRS non-profit status, Bi-Laws and State of Wa Incorporation: Eric Mathis will follow up with the Secretary of State to get the Bi Laws and Corporate documents. Eric and JoAnn will work together to modify the Bi Laws as noted in previous minutes and also do the research to start proceeding with the  IRS 501c(3).

·         Parent’s Meeting:

o       A combined Mustang and Crush parent’s meeting will be scheduled for December. All parents will be expected to be present. Future Club parent’s meetings will be pre-season and as determined when needed.

 

·         Advertise:

o       It was discussed that flyers need to be made. They will be hung up around the communities and hand out to schools. The players will be expected to participate. Pat will email the information and logos in the next couple of days to Joanne for here to set up. JoAnn will email board members with a couple day deadline for modifications. Pat will contact Rugbywa to see if the new 2013 schedule is out so that it can be placed on the flyer. The flyer should be legal size. After the deadline is met, JoAnn will print them out.

o       It was discussed to follow up with Travis Rush on his concepts for Social Media to include Twitter, Facebook and other formats to get the word out. Input from other people will gladly be accepted.

·         Bugger on Sundays: This Fall was a great success. Boys still getting together on their own.

·         PO Box: Rob and Rhonda set up and have keys. PO Box 657, Yelm WA 98597

·         Proposed ‘Working’ 2013 Budget: A detailed discussion by the Board on what should be included occurred. A modified as discussed 2013 Prairie RFC Budget will be sent out in a couple of days to the Board members to review. This will include a General and Supplemental Budget. The Board members will have a couple of days to review for additional input. The new Budget will be voted on at the next Board Meeting. The Budget will be posted on a separate tab on the Club Website.

·         Scholarship/assistance: The Board will finalize the process and policy at the next board meeting. An amount will be budgeted for both the boys and girls sides. The request will be filled out on the Club form for a scholarship. The player receiving will be expected to work off their scholarship in the form of time fundraising or other items allowed in the final policy.

·         High School Club: Ask Rhonda Civiletti if the ladies from the Crush have turned in the paperwork to Yelm High School and if any progress was made.

·         Website: Thank you to Rob George for converting from the Mustangs to the Prairie RFC Website to include both the Boys and the Girls. All events to include meetings, practices, fiendlies, matches and anything else should be posted to include on the calendar.  A new ‘tab’ should be set up for new players.

·         Business Cards:

o       JoAnn would email the design of the card this upcoming week to the Board members with a couple day turn around for possible modifications and then proceed with ordering.

o       A motion was made by Eric that stated, “The Board direct JoAnn to obtain the design of the card with the Boys and Girls on each side with the crests, contact web address, facebook, possible 2013 schedule and order 1000 cards”. Second by Tenile and the motion passed.

·         Equipment:  An equipment package will be prepared for the head coaches and be signed out. Needed equipment should be discussed next meeting and ordered.  

·         Girl’s New Jerseys: The Board supports finding sponsors for the new jerseys and any additional proceeds that are raised be put in the Crush dedicated savings account. The parents should be utilized for their corporate/business sponsors in selling advertisement.

 

 

·         Head Coach and assistants for Mustangs:

o       Travis Rush has volunteered to be head coach of the Mustangs. Shawn Macleod, Jay Barton, Chris Cousins, Sonjay Nand, Bo Moon, Cliff Spiva and Gilby Reyes have volunteered to assist in some capacity.

o       A motion was made by Tenile that stated, “The Board offers Travis Rush through Pat Norton the Mustang’s Head Coaching position”. Second by Eric and motion passed.

·         Head Coach and assistants for Crush: Rhonda Civiletti is head Coach with Rich Civiletti assisting.

·         Practice:

o       Prairie RFC only received one facility – Southworth Elementary School Gym on Tuesdays and Thursdays from 6:00pm through 9:00pm during November through March. The teams will not have a combined Boys/Girls practice. The Board directs the teams to either spilt the gym in half for the practices or stagger the practices from 6:00 pm – 7:30 pm / 7:30 pm – 9:00 pm.

o       Prairie Crush (girls) is presently practicing Tuesdays and Thursdays at Southworth Elementary School. The Board directed Pat Norton expedite the Club paperwork to include emergency contacts, code of conduct and to find out if girls are being registered.

o       Mustangs will be practicing soon at Southworth also.

o       Outside practice for the Mustangs and Crush will be on separate fields also. Shop lights, generators, cords and other equipment for night practice will need to be prepared.

o       Baptist Church has been reserved for Jan – Mar practicing on Tuesday and Thursdays.

o       Eric will make contact with the Church across the street from the Baptist Church to schedule the Field for January through March.  

·         Fundraising: The Board discussed Corporate Sponsors, Individual Sponsors and other fundraising opportunities. The club needs to raise money from people outside the club also. Things like inviting a car dealership for people to show up for test driving where the dealership pays $20 each person to the club, wrist bands, prepaid car wash tickets, and other ideas. A separate meeting will be scheduled to include parents.

·         Board/Coaches Christmas Party:

The Board agreed that a Christmas Party should occur. Location and date to be determined.

·         Open for additional items

o       Prairie Rugby Football Club is ultimately for the youth.

o       Player and Parental involvement and ownership are a must.

o       Fundraising and

o       Even though administrative issues have to be done, it is critical that the Board keeps that side fun, relaxed and moving forward in a productive manner.

·         Next Meetings:

Wednesday, November 28th 6:30 pm tentatively at Flanagan’s Apple

Wednesday, December 19th 6:30 pm tentatively at Flanagan’s Apple

·         Close Meeting:

The meeting was adjourned at 8:15 pm.

ages, and other content

PRFC Board Meeting  October  4, 2012

 

MINUTES FROM MEETING ON October 4, 2012

“Approved Prairie RFC Board Meeting Minutes approved on 11/8/2012”

 

1. Meeting was opened at 6:40 pm by President Pat Norton,

Attending was Rhonda Civiletti, Jo Ann Hegemann, Rob George Tenile Murpy, Francine Waters, Travis Rush and Eric Mathis.

 

2. Review minutes of last meeting on September 20, 2012. Minutes approved.

 

3. Pat introduced Travis Rush from Eatonville. He has experience with coaching in Middle School, played rugby specializing in backs, and an educator in Eatonville Middle School. Also introduced by Pat was Tenile Murphy, parent interested in becoming club

Treasurer.

 

4. The position of Treasurer was offered and accepted by Tenile Murphy. Motion made to appoint Tenile Murphy to the Treasurer position by JoAnn Hegemann, second by Rob George and passed.

 

5. Pat discussed the proposed budget with information of spending for the last three years. Budget was tabled till next meeting for refining of some costs.

 

6. New bank accounts will be opened at ACU. There will be double signatures and three people on the account; by Rhonda, Tenile and Eric. The current accounts will be closed when all outstanding bills to RugbyWA and Boys jerseys are paid.

 

7. New jerseys for girls will be headed up by Rich Civiletti. JoAnn will help Rich with working on acquiring sponsors

 

8. Review of current Articles of Incorporation and proposed changes by Rhonda will be given to Eric within the next two weeks. Then will be submitted for filing for corporation after Prairie RFC approves. After submission articles of corporation and budget will be submitted by Pat to Eric within two weeks for filing of 501(c)3.

 

9. Post Office box will be setup by Rhonda and Rob. Both will have keys.

 

10. Head Coaches only will answer to the board. The format of this will occur during the Prairie RFC Executive session.

 

11. Crush Coaching staff will be Rhonda, Head Coach; Rich Civiletti, Asst. Coach and looking for third. A motion for appointing Rhonda Civiletti as the Crush Head Coach was made by Pat Norton, second by JoAnn Hegemann and motion passed.

 

12. Indoor conditioning practice will start 6 November @ gyms. Eric Mathis put in for two facilities to practice in. Crush requested Ridgeline.

 

13. Contact practice will begin in January for both boys and girls. Eric Mathis should contact the Baptist Church and the Church across the street from there.

 

14. Courtney Civiletti will coordinate with Tyler, from NVN, to get coverage in the newspaper. Ads will recruit for players and interested coaches.

 

15. The board decided to hold on advertising in NVN or High School newspapers.

 

16. The board decided to have girl’s team head up the high school rugby club. Boys will be called upon to assist.

 

17. New club business cards were designed by Courtney with both boys and girls contact information. Jo Anne will assist Courtney to order cards. First shipment will be for 1000 cards.

 

18. New flyer will be produced for pre-season and then change of location in January. Jo Anne and Courtney will work on design and production to be finished by next week.

 

19. Registration- Pat will find out when player can register. Also how many practice allowed to attend before registering. Under 15 players will have additional waver to play and practice in U19. Prairie RFC players be required a total of $135 for the season. The players will have to register with Rugbywa centralized system for $75 and Prairie RFC $60 directly.

 

20. Board discussed outreach to Rainier, Tenino, etc. Serevi will be contacting Yelm School to provide demonstration of game and skills. More information later.

 

21. Next meeting will be November 8, 2012 @ 6:30 pm. Location will be TBD.

 

22. Meeting closed at 8:00 pm.

PRFC Board Meeting September 20, 2012

 

PRAIRE RUGBY FOOTBALL CLUB

MINUTES FROM MEETING ON September 20, 2012

 

 

1. Meeting was opened at 6:40 pm by President Pat Norton.

    Attending was Rhonda Civiletti- Vice President, Jo Ann Hegeman-Public Relations,

    Rob George-Secretary, Eric Mathis –Registrar, and Francine Waters, Mustangs

    team rep.

 

2. Read minutes of last meeting on July 11, 2012. Discussed that split of funds after all

    outstanding bills are paid. Then split evenly between Mustangs and Crush. Then each

    team will contribute equally to creating operating budget. Board members requested

    that minutes be posted to the blog/webpage. Motion made, seconded, motion

    passed.

 

3. Discussed appointment of treasurer. Concerns were voiced that conflict could swing

    control of measures. Discussed that change to By Laws to state “When 80% of

    board members agree to remove a board member who’s conduct is not in the best

    interest to the club. This session will be held in executive session including board

    member in question”. Eric made motion, Rhonda seconded, Motion passed 

 

4. Discussed to have Mustang parent, Tenile Murphy, be offered position of Treasurer.

    Motion was made by Eric, seconded by Jo Anne, Four yea votes and one no vote,

    Motion passed.

 

5. New bank accounts will be with America Credit Union (ACU). Rhonda provided

    Rob a list of requirements. All signing members must be present at same time with 2

    forms of ID. Rhonda made motion to create accounts, Eric seconded, motion

    carried. Members authorized on signature card is Treasurer, Tenile Murphy Vice

    President, Rhonda Civiletti and Registrar, Eric Mathis. All checks must be signed by

    two board member’s. Pat made motion, Rob seconded, and motion carried.

 

6. Board discussed that Pat will close boys account when all outstanding bills were paid

    for last year. Not all officials were paid for matchs.

 

7. Discussed use of Post Office box. Board decided that 3 X 5.5 box would be

    sufficient. Rhonda and Rob will maintain keys. Eric made motion, Jo Anne seconded,

    motioned carried. Rhonda and Rob will meet to setup box.

 

8. Eric will go through Secretary of State to acquire By Laws and non-profit filling by

    EICN number. Jo Anne will assist. Proposed that Rob be agent of incorporation.

    Also discussed was that Eric and Jo Anne head up what is needed for the IRS

    501c(3).  Pat gave Eric a copy of the documents from Wenatchee Schoolhouse

    Club. Motion made, seconded and motion passed.

 

9. Pat will post rough budget for club by 30 Sep 2012.

  

10. Proposed coach’s for boys: Shawn M., Jay B, Cuz, Cliff S., Gilby R., and Middle

      School teacher from Eatonville.  Proposed coach’s for girls: Rhonda, Rich, and

      Sanjay.  Board will conduct interviews and background check will be completed

      while registering with RugbyWa. Head Coach will then be offered. Coaching

      requirements will be in conjunction with RugbyWa and USA Rugby. Motion made

      by Pat, seconded by Rob, motion passed.

 

12. Pat and Eric have coordinated with Yelm Schools for use of gyms starting in Nov.

      Board members discussed practice Monday and Wednesday for boys and Tuesday

      and Thursday for girls at Ridgeline. Official practice will begin 2 Jan 2013. Sunday

      bugger will continue at Yelm Middle School from 1-3 pm till end of October.

 

13. Board discussed advertising club in area. Best publicity is getting pics by Courtney

      Civiletti to the NVN. Discussed getting flyers to hand out at school sport events.

      Business card will be created that provided Rhonda and Pat’s contact information.

      Discussed using Vista Print for creating.

 

14. Pat will contact Carrick M. Austin P. Zach H. and Jayden S to organize high school

      club to start petition to form High School Rugby Club.

 

15. Board discussed updating Code of Conduct for players, coaches, board members

      and parents. Also discussed that the 2013 Registration form with supporting

      documents  Rich and Rhonda will update.

 

16. Registration will be conducted online for USA Rugby and RugbyWa at cost of

      $75.00 through RugbyWA. Club fees will be $60.00. All fees will be collected

      when  player is registered. No pay, No play. Discussed by board to include ball

      with  registration. Registration process tabled till next meeting.

 

17. Board discussed consolidating internet sites onto one site. Rob will transfer Crush

      blog on to PRFC site on web.com. Minutes of meeting will be posted onto site.

 

18. Pat gave Rhonda (2) Serevi signed jerseys and Scott LaValla USA Rugby World

      Cup apparel to retain for Raffling to benefit the Prairie Rugby Club at next auction.

 

19. Board members agreed that meeting will be held on first Wednesday of each month

      at 6:30 pm. Next meeting will be 3 October 2012 at site TBD.

 

Meeting closed at 8:12 pm.

 

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