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Board Minutes

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10.1.2025

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  • 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.

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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.

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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.

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Carmelita:

- Schedule movie night at the pitch.

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9.3.2025

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  • $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.

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PJ:

- Get recommendations from turf expert.

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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.

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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.

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Katie:

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

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Carmelita:

- Hook up and get PA system ready.

- Schedule movie night at the pitch.

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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.

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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.

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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.

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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.

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Katie:

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

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