Board Minutes

12.3.2025

Balance is $21,804.
Recent expenses have been porta-potty fees, lime, and liquid aeration.
Bryan has rolled each pitch twice with the new roller and it's looking good! Will continue this offseason.
Coach Alli Haug proposed the women trade a sponsorship opportunity to Republic Marshall Arts Academy for 4 Jiu Jitsu style training sessions this winter. The board approved the proposal.
Daniel Jester proposed we offer an in-kind sponsorship opportunity to SPJ Designs in exchange for scoreboards, playground, and changing shed upgrades. The present board approved unanimously.
2026 sponsor outlook was given and the state of sponsorships is good. We are leveraging sponsorships in 2026 primarily for facility improvements. We are still accepting sponsors until late January.
It was proposed we set a standard size for memorials at the pitch moving forward. All memorials from here on out need to be submitted to the board for approval. There needs to be some kind of consideration on how long the person has played and/or contributed to the club.
It was decided on by the board that all funds from the Force RFC will be put into our clubs general fund. We will operate the accounting just like the other two teams.
Force RFC new player clinic is scheduled inside Allison Sports Town Saturday, January 24th from 11:00 AM - 12:30 PM. Force will start training at AST Tuesday, Feb. 3.
Queen City Chaos new player clinic is scheduled inside Allison Sports Town Saturday, January 31st from 10:00 AM - 12:0 PM.
It was agreed upon unanimously by the board that we will spend $250 in Facebook ad spend for spring recruiting for Springfield Rugby. We'll spend $250 for the Chaos and $150 for the Force RFC.
It was discussed that Missouri Youth Rugby had not reached back out to us about getting the Force RFC sanctioned.
We need to see about the grants MARFU has that reimburses coaches for certification training. There is a coaching and reffing certification in Omaha, NE this month.
We will likely have a high school rugby tournament on February 28th. Bryan will reach out to teams.
Daniel to reach out the Arkansas about scheduling a high school friendly in the spring.
4 By 4 7s tournament on June 13. Duplicate what we did last year with the flag them. Tournament Director? PA Announcer. Get hotel discounts?
Daniel Jester announced we will do a massive sponsorship with Erlen Group that will help to improve our facility. More details to come!
January 7 is the next board meeting at The Pitch and Pub.

Action Items:

Bryan:

- Reach out to teams for high school tournament on Feb. 28.

- Get Force RFC sanctioned with MOYouth Rugby.

- Secure our 501(c)(3) status.

- Work with Cam to create changing room blueprints.

- Schedule seed, lime, and top-dressing this fall.

- Continue rolling pitch in the offseason.

- Haul off grill.

Daniel:

- Talk to Allison Sports Town about spring training.

- Create 4 By 4 7s FB event and landing page.

- Send mass Emails to communicate events.

- Reach out to Ark.

- Create FB training event for SRFC.

- Start Facebook ad campaigns.

- Get pricing for Force RFC kits.

- Create Supporting Member package and mail out.

Carmelita:

- Reach out to Tom and schedule Christmas part.

Alli:

- Secure gym sponsorship.

- Create new player clinic and training FB events and posters.

11.5.2025

Anchor Fence put the playground fence in.
One of our top needs for the facility is a water cannon right now.
Liquid aeration and top dressing have been scheduled.
We need new tires for the wheelbarrows at the pitch.
The pitch has been rolled once by Bryan and will continued to be rolled with the new roller.
Someone broke the mower wheel so that needs to be fixed as well.
There was no one from the men's club at the October 26th pitch work day. Ways to get better attendance were talked about and agreed upon.
It was decided by the board that we will charge a flat fee of $400 to teams wanting to play at our pitch as well as for organizations who want to rent the pitch.
Springfield Rugby, Queen City, and the Force are available to start training at Allison Sports Town on Tuesdays & Thursdays from February 3rd - March 5th. Daylight savings is March 8th so training will be moved to the Springfield Rugby Pitch after that. We now have 1.5 or maybe even two pitches available at AST for all 3 teams. Force RFC will train from 5:30 - 7:00.
The lighting project for the pitch was discussed and determined to likely be too expensive for the club in the near future. Once we have a final understanding of project cost we can make a realistic plan that may include a separate fundraiser over a longer period of time.
There are a lot of missing dues from the men's club. The board may start enforcing Article XII in the by-laws that disallows players who haven't paid dues to play until they are paid and in good standing with the club.
All alumni dues have no been consolidated to our Supporting Members area at https://www.springfieldrugby.com/supportingmember. It was discussed that alumni will ONLY get 2 free beers at home matches and not half off beers after the first two. We will add Drury home matches to the 2 free beers deal also.
We have a trainer lined up for Beach Rugby. Louis Bailon.
We are going to be gathering resources over the next couple months to apply for grants in 2026. We'll need a 3-year facility plan, need to expand who is using our facility (youth sports leagues, non-profits, etc.), need letters of support, etc.
We need to update our 501(c)(3) status ASAP. Need an updated IRS Form 947.
It was agreed upon by the present board that we'll open up and promote the head coaching search again for SRFC. Whoever wants to coach is required to apply and be approved by the board.
The board present unanimously voted to launch the Southern Missouri Force Rugby Football Club under head coach Duane Fabro. This high school boys team will operate under the Springfield Rugby Club.
We're going to give Will Scruggs a $1,000 tax write-off for the previous high school kits. These will be distributed to our new high school players in the spring.

10.1.2025

Roller is out at the pitch and ready to roll!
Alli is going to get water forks for the pitch.
Bryan is putting rat poisoning in storage rooms.
$25,906 in balance in bank acct.
Venmo - $5,706
The side entry gates at our pitch have been locked.
No trespassing signs are up all over the pitch so we don't have random people out there.
Seed and lime scheduled November.
STIHL weed-eater is purchased and in the garage?
Both Drury teams and Springfield teams will be at the Oct. 26 pitch work day. Stacia will barbecue and have food available for everyone at Noon. We’ll get wood chips from the dump for that day.
Chaos may not be able to get the Veo to Ark.
USA rugby says we need to have a medic at all matches. 417 Sports Medecine, Cox, and Mercy all have sports trainers. Daniel Jester will take care of medical in the foreseeable future.
Jimmy Stewart cup Noon to 4:00 - Bagpipe band
We are putting the light plant up and turning around the current lights. UPDATE: We have secured training for the rest of 2025 at Allison Sports Town. 8 two hour trainings for both teams on 1 pitch for a total of $400 which is $25/hr.
Chris Thomas has volunteered to put together a long-term lighting plan and bring it back to the board for approval. This will be alongside with Cam Collins and SPJ Designs.
PA system was approved and will go in Oct. 3.
ADT Security will be at the pitch and giving us $200 for each showing.
Next meeting will be Wednesday, Nov. 5.

Action Items:

Jules:

- Schedule liquid and/or drone aeration this fall.

- Schedule rolling of pitch.

Bryan:

- Schedule seed, lime, and top-dressing this fall.

- Schedule the pitch to be rolled this fall.

- Get Cam to draw changing barn blueprints.

- Pour concrete with Hicks for changing barn.

- Haul off grill.

Daniel:

- Call contacts and get trainers to matches.

UPDATE: trainers contacted and scheduled for Beach Bash.

- Talk to Allison Sports Town about training there.

- Create Bash at the Beach event.

- Bolster website homepage.

- Send mass Emails to communicate events.

Carmelita:

- Schedule movie night at the pitch.

9.3.2025

$23,682.87 balance in club fund.
Lime will be spread on both pitches in October. Need to Schedule.
The guy that mows the pitch will top dress both pitches this fall. Need to schedule.
A new roller has been made for the pitch and we will be able to flatten the pitches out soon.
Drone aeration will be scheduled for both pitches after the Jimmy Stewart Cup.
PJ’s cousin owns a turf company and is going to come out and look at the pitch to make recommendations.
It was decided on to train on the west pitch Tuesday and Thursdays. We will need to come up with a solution to make the lights more effective for this move.
There will be a Pitch Cleanup Day on October 25th from 10:00 AM - 2:00 PM.
It was agreed upon to move forward with the construction of the playground facility at the pitch. SPJ Designs will build the playground. Rick and Kathy Jester donated $1,700 to the construction of the playground fence. It will be in memory of Amy Jester-Langston.
It was agreed upon to put 2 posts on the 50 yard line of each pitch to hold scoreboards.
Both teams need to make Bryan Bevel aware of when they need food for home matches. Need to know what kind of food and for how many players and referees.
Carmelita wants to organize a movie night at the pitch. She has a projector and will go ahead with organizing it.
The 2026 sponsorship package is being created. It was agreed upon unanimously to keep the same sponsorship tiers as last years.
Shriners rented the pitch for a Corn Feed on Thurs. Sept. 11. $250 rental fee. Return $100.
AED protocol was discussed. We typically have multiple people on site that are qualified to administer. Storage is adequate.
Carmelita will look into fixing up the PA system and report back to the club what the cost is.
By-laws need to be updated on the website.
Next board meeting is October 1

Action Items:

Jules:

- Schedule liquid and/or drone aeration this fall.

PJ:

- Get recommendations from turf expert.

Bryan:

- Have lights turned to West pitch.

- Schedule top-dressing this fall.

- Schedule lime to be spread this fall.

- Schedule the pitch to be rolled this fall.

- Purchase STIHL weed-eater.

- Buy ‘No trespassing’ signs for all gates

- Buy locks to put on gates and fridge.

- Get Cam to draw changing barn blueprints.

- Pour concrete with Hicks for changing barn.

- Haul off grill.

Daniel:

- Create Pitch Cleanup Day event. Oct 25 10-2

- Create 2026 sponsorship package.

- Get more quotes and finalize playground.

- Talk to Tom Butler about playground.

Katie:

- Ask trainer Brett to train all day Oct. 11.

Carmelita:

- Hook up and get PA system ready.

- Schedule movie night at the pitch.

8.6.2025

Porta Potty paid this month.
Bryan ordered tackle pads for the ladies.
Pitch - Jules wants to add liquid aeration this fall. Wants to do a pitch cleanup day. When?
Guy who’s mowing has access to a free top-dresser.
Jules requested the board to purchase a weed-eater for the pitch. Bryan will purchase a STIHL with his discount for around $300.
Should we get a battery operated sprayer? Probably soon.
All About Trees is dropping off a truckload of mulch soon.
Some people treating our pitch like a park. Buy signs to post ‘no trespassing’ and buy locks for the gates. Bryan will also buy a lock for the fridge.
Roller should be done and fixed. We can now roll with the tractor.
Golf Tournament went okay. 42 attendees. Need to market it earlier next year.
Chaos first training went well. Lots of new players from the clinic. Should we do a clinic in January or early February?
Bash at the Beach Rugby Tournament will be Saturday, February 21. Keepin it wrestling themed. Who will be tournament director? Promote 4 By 4 as beer sponsor. Tap takeover for 4 By 4? We need more staff there. Get metal rigging and have fog and entry music?
Changing Room Barn - Possibly more storage in the loft. Sean from SPJ came to look at the barn. Cam will draw prints for the barn. Greg Hicks and Cooter will pour concrete?
We still need a new coach. Add to the job description 'salary negotiable'. Need to work up a contract. Looking to grow a rugby club and salary is negotiable. Make a post about.
Funding for Celts tournament passed.
Bryan is hauling off the grill.
What’s the kickoff for October 11th? 10, 12, and 2? Katie ask trainer Brett to do all day. Trainers usually are $75 an hour.
Daniel - Send master schedule to all board members and Alli.
Daniel proposed the building of a play area. Look up attractive nuisance. Daniel put a proposal together for a play area.

Action Items:

Bryan:

- Purchase STIHL weed-eater for around $300.

- Buy 'No Trespassing' signs and post at all gates.

- Buy locks to put on gates and fridge.

- Get Cam to draw changing barn blueprints.

- Pour concrete with Hicks for barn changing barn.

- Haul off grill.

Jules:

- Schedule liquid aeration for the fall.

- Schedule a pitch cleanup day.

- Schedule top-dressing from our guy that mows.

- Coordinate with someone to roll pitch after a rain before Aug. 30.

Daniel:

- Find a Bash at the Beach Tournament Director.

- Change coaching post and promote 'salary negotiable.'

- Send master schedule to everyone.

- Create blueprints and proposals for play area.

Katie:

- Ask trainer Brett to be the trainer all day for October 11.

Board Minutes

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8.6.2025

Action Items: