1"!! !!!!! Rugby"Ontario" "Board"of"Directors"Meeting"" 26"January"2013" Toronto,"Ontario" List"of"Attendees:" " Tarver,!Glenn!!(conference!call)!

Transcription

1 1 RugbyOntario BoardofDirectorsMeeting 26January2013 Toronto,Ontario ListofAttendees: Name Position Scuglia,Dom President McGeein,Bob VicePresident Demerah,Dan Treasurer Platts,John Secretary Baker,Nathan Director Powell,Lee Director Tarver,Glenn(conferencecall) Director Tyrell,Claudine Director Winokur,Mark* Director MacNeil,Steve(Conferencecall) President EORU Peters,Annemaree President NRU Illman,Bob President SWR Pinguet,Mark President TRU Nicolaidis,Costa ChairOORRS Backer,Andrew ExecutiveDirector Regrets: Name Position McCallum,Gillian Director CALLTOORDER RUGBYONTARIOBOARDMEETING Themeetingwascalledtoorderat10:00a.m.bythePresident 1.0 ApprovalofAgenda Motion13O005OToadopttheBoardofDirectors meetingagenda MotionApproved

2 2 Page 2.0 ApprovalofMinutes Motion13O006OToapprovetheNovember18,2012andDecember2,2012Boardof Directors minutes MotionApproved Motion13O007OTopostthedraft2012RugbyOntarioAnnualGeneralMeetingminutes ontherowebsitetoallowtheirreviewbythemembership MotionApproved ActionItem:A.BackertoposttheapprovedNovember18,2012,December2,2012and draft2012agmminutesontherowebsite. 3.0 BoardActionItemList ActionItem:G.TarvertoworkwiththeofficestafftoupdateandcirculatetheOntario RugbyClubsandFeedHighSchoolreport.AsectionistobeaddedthatlistsalloftheRO clubsandoutlinestheirservices. 4.0 ClubMembership Motion13O008OToapproveintomembership,for2013,theclubslistedinthereport presented. MotionApproved ActionItem:A.ParisellitomaintainalistofBoardOapproved2013memberclubsonthe ROwebsite. 5.0 CommitteeTermsofReference Motion13O009OToapprovetheBoardofDirector srevisedtermsofreferenceas presented MotionApproved Motion13O010OToapprovetheExecutiveCommittee srevisedtermsofreferenceas presented MotionApproved Motion13O011OToapprovetheRiskManagementAdvisoryCommittee srevisedtermsof Referenceaspresented MotionApproved Motion13O012OToapprovetheCommunicationAdvisoryCommittee stermsof Referenceaspresented

3 3 Page MotionApproved Motion13O013OToapprovetherevisedTermsofReferencetemplateforBoard committeesaspresented MotionApproved Motion13O014OToapprovetheGovernanceandPlanningCommittee stermsof Referenceaspresented MotionApproved Motion13O015OToapprovetheTechnicalPlanningCommittee srevisedtermsof Referenceasfurtheramended MotionApproved Motion13O016 ToapprovetheappointmentofJ.PlattsastheChairoftheRisk ManagementAdvisoryCommittee Motion13O017 ToapprovetheappointmentofM.WinokurastheChairofthe CommunicationAdvisoryCommittee Motion13O018 ToapprovetheappointmentofL.PowellastheChairoftheTechnical AdvisoryCommittee 6.0 ProgramDirector syearlyplans ActionItem:AllDirectorstosubmittheiryearlyplanstoA.BackerbyFebruary15,2013. TheBoardtoreviewallplansincludingthestaff soperationalplanandapproverugby Ontario s2013operationalplanatitsaprilmeeting. ActionItem:A.Backertorevisethedirector splanningdocumenttoincludeacolumn thatislabeledmeasurableoutcomes. 7.0 Ontario sparticipationinthe2013crc Motion13O019OTosupportOntariosendingthepresentedlettertoRugbyCanadajointly withthebcru MotionApproved ActionItem:D.ScugliatoadvisetheBCRUPresidentoftheBoard sdecision ActionItem:D.ScugliatoadvisetheROBoardoftheBCRUBoard sdecisiononsending theletterjointlytorugbycanada.

4 8.0 BluesProgramAppointments* Motion13O020OToratifytheappointmentofC.SilverthornastheSeniorBluesHead Coach,andM.WinokurastheSeniorBluesTeamManagerforthe2013and2014seasons MotionApproved ActionItem:A.BackertoupdatetheVolunteerSelectionCriteriapolicyandpresentthose changestotheroboardforapprovalatitsfebruary24meeting. 9.0 Outstanding2012BluesInvoice* Motion13O021 Toimmediatelypaythefullamountintheinvoicesubmittedfor therapistservicesprovidedtotheseniorbluesduringthe2012season. MotionApproved 10.0 BluesU19SeasonPlans* Motion13O022 ToapprovetheBluesUO19RepresentativeTeamProgramPlanas presented. MotionApproved ActionItem:A.BackertomaketheBoardOrecommendedchangetotheAnnual RepresentativeTeamProgramPlantemplate,circulatethereviseddocumenttothe RepresentativeTeamProgramDirectorsandsaveintheBoard sdropboxfolder February24 th BoardMeeting/PlanningSession ActionItem:B.McGeeinandA.Backertodevelopanagendafortheplanningportionof theboardmeetingscheduledforthefebruary24weekendthatoutlinesclearlythe objectives. ActionItem:ToextendthepreviouslyscheduledBoardmeetingfromSunday,February 24toFebruary23and24,withtheformalBoardmeetingtobeheldonSaturdayandthe planningsessiontobeheldonsunday.a.backertocommunicatestarttimesand locationstotheboardbyfebruary RugbyCanadaonOlineregistration supportingdocuments Motion13O023OThatA.BackerformallyrequestsfromRugbyCanadatheirintentionsfor implementingonolineregistrationin2014andbeyondincludinganysupportingmotions bythercboardandotherrelevantdocumentationinsupportofthemovetoonoline registration MotionApproved 4 Page

5 13.0 RugbyCanadaInsurance ActionItem:J.PlattsasRMACChairtoreporttotheBoardontheimplicationsofRugby Ontario scontinuingknowledgegapsinthecoverageandapplicationofrugbycanada s insuranceprogram 14.0 HighSchoolTournaments ActionItem:A.Backertoformaworkinggrouptoprepareoptionsonhighschoolplayer registrationsfor2013andpresentarecommendationtotheboardatitsfebruary meeting ActionItem:TheBranchUnionPresidentstonominatesomeonetositontheworking group 15.0 RugbyCanadaAnnualGeneralMeeting Motion13O024OThattheentireExecutiveCommitteeattendtheRugbyCanadaAGMand preoagmbusinesssessioninvictoriab.c.asrugbyontario srepresentatives.each membertoreportbacktotheboardontheirspecificresponsibilities MotionApproved 16.0 Director sexpenses ActionItem:ForA.BackertopostmonthlyontheROwebsitealistofallexpensespaidto Boardmembers 17.0 Adjournment Motion13O025 Toadjournat1:40pm Motionapproved *Boardmemberidentifiedaconflictofinterestandrecusedhimselffromthemeeting forthediscussionandsubsequentvote. 5 Page

6 1 RugbyOntario BoardofDirectorsMeeting 23February2013 Toronto,Ontario ListofAttendees: Name Position Scuglia,Dom President McGeein,Bob(Conferencecall) VicePresident Demerah,Dan Treasurer Platts,John Secretary McCallum,Gillian Director Powell,Lee Director Tarver,Glenn(conferencecalluntil6:00pm) Director Tyrell,Claudine Director Winokur,Mark* Director MacNeil,Steve President EORU Todd,Kenneth VicePresident NRU Pinguet,Mark President TRU Nicolaidis,Costa ChairRORRS Backer,Andrew ExecutiveDirector Regrets: Name Position Baker,Nathan Director Illman,Bob President SWR CALLTOORDER RUGBYONTARIOBOARDMEETING ThePresidentcalledthemeetingtoorderat4:00p.m. 1.0 ApprovalofAgenda Motion13N026NToadopttheBoardofDirectors meetingagenda MotionApproved AsaresultoftheEORUandORRSnothavingmettherequirementsforrenewalof membershipinrugbyontario,thefollowingthreemotionsweretabled:

7 2 Page Motion13N027 ThatthemembershipoftheEORUandORRSnotberenewed MotionApproved Motion13N028 Thatinaccordancewithsection3.06oftheByRLawswhichstatesthat anymember who$ceases$to$be$a$member$of$rugby$ontario$forfeits$all$rights,$claims$and$ privileges$arising$from$membership$in$rugby$ontario,theeoruandorrslosetheir privilegetovoteonmotionsorpresentagendaitemsatthemeeting MotionApproved Motion13N029NTohaveD.DemerahsponsortheEORUproposalontheBoardagenda MotionApproved 2.0 RugbyCanadaGeneral&ProvincialDirectorNominations Motion13N030NTosupportG.Sneddon snominationasageneraldirectorontherugby CanadaBoardattheRugbyCanadaAGMinApril2013 MotionDefeated Motion13N031NToapprove,asamended,theprocessthattheRugbyOntarioBoardwill usetoselectindividualsfornominationasaprovincialdirectorontherugbycanada Board. MotionApproved ActionItem:A.BackertoupdatetheROSelectionProcessfornominatingRCProvincial DirectorsandcirculatetotheBoard. Motion13N032NToapprovetheNominatingCommittee stermsofreferenceas presented MotionApproved ActionItem:A.BackertoincludetherevisedNominatingCommitteeTermsofReference intherogovernancemanual. 3.0 PreviousMinutes Motion13N033NToapprovetheJanuary26,2013BoardofDirectorminutesasamended MotionApproved ActionItem:A.BackertomaketheamendmentstotheJanuary26minutes,circulateto theboardandpostontherowebsite.

8 3 Page 4.0 BoardActionItemList ActionItem:D.Scugliatoapproachindividualsidentifiedaspossiblecandidatestochaira taskforcetoaddresstheconcernsexpressedinthestrategicplanningsessionsonrugby developmentinproducingaframeworkforapprovalbythemembership. ActionItem:BranchUnionPresidentstosendL.Powellthenameofacoachthatthey wishtorepresentthemontherotechnicaladvisorycommittee. 5.0 ClubMembership Motion13N034NToapproveintomembership,for2013,theclubslistedinthereport presented,asamended. MotionApproved ActionItem:A.BackertoprovidetheBoardwiththefullapplicationofaprospectivenew clubasabasisforadecisionontheapplicationthroughan vote. 6.0 CommitteeTermsofReference Motion13N035NToapprovetheCompetitionsCommittee srevisedtermsofreferenceas presented MotionApproved Motion13N036NToapprovetheDiscipline,InvestigationandAppealsCommittee srevised TermsofReferenceaspresented MotionApproved Motion13N037NToapprovetheRugbyOntarioRefereeCommittee stermsofreference aspresented MotionApproved Motion13N038NToapprovetheFinanceCommittee srevisedtermsofreferenceas presented MotionApproved 7.0 RugbyCanada sproposedduesincrease Motion13N039 That(a)theRugbyOntarioBoardofDirectorsnotsupportRugby Canada smotionforaduesincreaseattherugbycanadaagm;and(b)ifthereisany savingsininsurancecostsfor2013thatthesavingsbepassedalongtotheparticipants. MotionApproved

9 4 Page Motion13N040 Tocollecttheproposed$4.50RugbyCanadaduesincreasefromtheRO memberspriortotherugbycanadaagmincasetheduesincreaseispassedbythe RugbyCanadamembership. MotionApproved ActionItem:A.BackertowritealettertotheROmembershipadvisingthemonRugby Ontario spositionabouttheproposedduesbyrugbycanada,andrationaleforthe decisiontocollecttheproposedduespriortotherugbycanadamotionbeingpassed. 8.0 RugbyCanadaonNlineregistrationsystem Motion13N041 RugbyOntarioBoarddirecttheTreasurertoresearchandprovideadvice onthefutureimplementationofarugbyontarioonlineregistrationsystemwhichwould precludethenecessitytousetherugbycanadasystem.suchasystemwouldallowfor thebulkexportofdataforlegitimatebusinessusebyrugbycanadagovernedby appropriatesafeguards. MotionApproved ActionItem:D.DemerahtoresearchandprovideawrittenreporttotheROBoardonthe optionsforarugbyontarioonrlineregistrationsystemfor RepresentativeProgramPlans Motion13N042NToapprovetheStormSeniorandU20RepresentativeTeamProgram Plansaspresented. MotionApproved Motion13N043NToapprovetheJuniorBluesU14RepresentativeTeamProgramPlansas presented. MotionApproved Motion13N044NToapprovetheJuniorBluesU15RepresentativeTeamProgramPlansas presented. MotionApproved Motion13N045NToapprovetheJuniorBluesU16RepresentativeTeamProgramPlansas presented. MotionApproved Motion13N045BNToapprovetheJuniorBluesU187 srepresentativeteamprogram Plansaspresented. MotionApproved

10 5 Page Motion13N046NToapproveRugbyOntarioaddingaU16andaU18representativeteam basedineasternontariotothejuniorbluesprogram,onaoneryearpilot,withno additionalcosttorugbyontarioandsubjecttoprogrampoliciesandprocedures. RecordedVoterequested InFavor D.Demerah,J.McCallum,J.Platts,L.Powell,D.Scuglia,C.Tyrell,M.Winokur Against B.McGeein,M.Pinguet,K.Todd MotionApproved ActionItem:S.Allen&G.Tarvertodevelopa2013seasonplanforthesecondU16 OntarioteamandincludetheteamintotheJuniorBluesbudget. ActionItem:S.Allen&G.Tarvertodevelopa2013seasonplanfortheU18JuniorBlues programthatincludesoneteambasedoutoftorontoandoneteambasedoutofottawa. G.TarverandA.BackertoensurethatbothU18teamsareincludedintheJuniorBlues budget. ActionItem:S.Allentoleadthecoachandmanagerselectionprocessforthetwonew teamsbasedineasternontario. Motion13N047NToauthorizetheEXCOtoapprovetheseasonplansfortheJuniorBlues U16(revised),U17andU18teams. MotionApproved 10.0 RiskReferral#005 MembershipofNonNRugbyClubs Motion13N048 Toapproveriskreferral#005aspresentedincludingthe recommendationswithin MotionApproved ActionItem:J.Plattstodevelopapolicyspecifyingtheinitialandongoingmembership requirementsforassociationswhicharenot RugbyClubs asdefinedinthebyrlaws. ActionItem:A.BackertonotifyTIRFoftheinitialandongoingmembershiprequirements for NonRRugbyClubs asdefinedinthebyrlawsoncetheroboardhasapprovedpolicy onmembershiprequirements RugbyOntarioBoard2014PlanningSession TheBoarddecidedtodeferthisagendaitemuntiltheAprilBoardmeeting 12.0 StandardizedGameSheet

11 6 Page Motion13N049 Toapprovethestandardizedgamesheetfor2013aspresented. MotionApproved ActionItem:A.Boyletocirculatethestandardizedgamesheettoallclubsplayinginthe MarshallandOntarioWomen sleaguesaswellastheirbranchunionpresidentssothat theycanpersonalizethegamesheetswithlogosandphonenumbersasrequired. ActionItem:N.Abdelnourtocirculatethestandardizedgamesheettoallregistered refereesandadvisethemthatthisistheonlyacceptablegamesheetfor RegistrationPhotoIDCards Motion13N050 Toapproveclosingtheactionitemregardingtheideaofintroducing photoidcardsinontario MotionApproved 14.0 Participationinthe2013CRC* Motion13N051 TonotparticipateintheCanadianRugbyChampionship(CRC)in2013 Recordedvoterequested InFavor J.McCallum,J.Platts,M.Pinguet,C.Tyrell Against D.Demerah,B.McGeein,L.Powell,D.Scuglia,K.Todd MotionDefeated Motion13N052 ToenterintotheCanadianRugbyChampionship(CRC)in2013provided thatthefundingoutlinedintheletterfromrugbycanada(datedfebruary16)ismade available. MotionApproved Motion13N053 ThatRugbyOntariowillnotconsiderenteringtheCanadianRugby Championship(CRC)in2014unlessRugbyCanadaclearlyaddressestheconcernsraisedin theletterfromrugbyontarioandthebritishcolumbiaru(datedjanuary23).these concernswillneedtobeaddressedbyaugust31,2013forontariotoconsiderentry. MotionApproved Motion13N054 ToapprovetheBluesSeniorTeamProgramPlansaspresented. MotionApproved 15.0 Adjournment Motion13N055 Toadjournat8:22pm

12 Motionapproved *Boardmemberidentifiedaconflictofinterestandrecusedhimselffromthemeeting forthediscussionandsubsequentvotes. 7 Page

13 1 RugbyOntario BoardofDirectorsMeeting 06&07April2013 Toronto,Ontario ListofAttendees: Name Position Scuglia,Dom President McGeein,Bob VicePresident Demerah,Dan Treasurer Platts,John Secretary Baker,Nathan Director McCallum,Gillian Director Powell,Lee Director Tarver,Glenn Director Tyrell,Claudine Director Winokur,Mark*(till2:30pmonApril6&allday Sunday) Director Peters,Annemaree President NRU Illman,Bob President SWR Pinguet,Mark President TRU Nicolaidis,Costa ChairSORRS Backer,Andrew ExecutiveDirector Guests Name Position MacNeil,Steve(Conferencecall)SApril6,only President EORU CALLTOORDER RUGBYONTARIOBOARDMEETING ThePresidentcalledthemeetingtoorderat11:05a.m.onApril ApprovalofAgenda Motion13P056PToadopttheBoardofDirectors meetingagendaasamended MotionApproved

14 2.0 PreviousMinutes Motion13P057PToapprovetheFebruary23,2013BoardofDirectorminutesas presented MotionApproved ActionItem:S.MacNeiltosubmittheEORU smembershipapplicationintotherooffice forboardapprovalbyapril26 th,2013[2daysinadvanceofthesgm] ActionItem:A.BackertoincludetheRugbyOntarioBranchDevelopmentTaskForce TermsofReferenceontheMayBoardmeetingagenda,forBoardconsideration 3.0 BoardActionItemList ActionItem:TheBoardtoapproveDirectors goalsvia votesastheyaresubmitted. ThesubmissiondeadlineisApril30, RefereeGovernanceModel Motion13P058PToapprovemakingthepilotrefereegovernanceprojectpermanent MotionApproved ActionItem:A.BackertogothroughthehiringprocessasoutlinedintheROHRmanual tohireafulltimepermanentstafftoreplacethestaffpositionwhichbecomesvacanton April19 th. ActionItem:D.ScugliatoincludeinhismonthlyPresidentialnewsletterasummaryofthe changestotherefereegovernancemodelandrationalefortheboard sdecision. 5.0 OperationalPlanning Motion13P059PToapprovetherecommendedtimelinesfordevelopingandapproving the2014,2015&2016operationalplansandcorrespondingplanningbudgets MotionApproved 6.0 PolicyonOntarioHonoraryChairsforInternationalMatches Motion13P060 toapprovetheprotocolsgoverningtheinvolvementofrugbyontario Directorsintheorganizationofinternationalmatches MotionApproved ActionItem:A.BackertopostthenewprotocolsintotheROGovernanceManual 2 Page

15 7.0 RepresentativeProgramBudgets Motion13P061 ToapprovetheBlues U19teambudgetpresented. MotionApproved Motion13P062 ToapprovetheSeniorStorm,U20StormandJuniorStormU18team budgetspresented. MotionApproved Motion13P063 ToapprovetheJuniorStorm U16teambudgetpresented MotionApproved Motion13P064 ToapprovetheJuniorBlues U14teamrevisedbudgetpresented MotionApproved Motion13P065 ToapprovetheJuniorBlues U15teamrevisedbudgetpresented MotionApproved Motion13P066 ToapprovetheJuniorBlues U16teamrevisedbudgetpresented MotionApproved Motion13P067 ToapprovetheJuniorBlues U17teamrevisedbudgetpresented MotionApproved Motion13P068 ToapprovetheJuniorBlues U18teamrevisedbudgetpresented MotionApproved Motion13P069 ToapprovetheJuniorBlues U16E&U18Eteambudgetspresented includingallowancefora10%thresholdonplayerduesfortheexecutivedirectortomake budgetadjustmentsonalreadysbudgetedlineitems for2013only. MotionApproved Motion13P070 Toapprovea5%thresholdonplayerduesallowingtheExecutive Directortomakebudgetadjustmentstoapprovedrepresentativeteambudgetson alreadysbudgetedlineitems for2013only. MotionApproved Motion13P071 Toapprove(a)strikingataskforcetoreviewrepresentativerugbyin Ontario;and(b)determiningitsscopethroughtheTermsofReference MotionApproved 3 Page

16 4 Page Motion13P071 ToapproveJ.McCallumandB.IllmantobethecoSchairsoftheRO RepresentativeRugbyReviewTaskForce MotionApproved ActionItem:ForJ.McCallumandB.IllmantopresenttherecommendedTermsof ReferencefortheRORepresentativeReviewTaskForceforapprovalattheMayBoard meeting 8.0 RugbyCanadaAnnualGeneralMeeting Motion13P072 TosupportT.Myers andj.seaman snominationstotherugbycanada BoardasProvincialDirectors MotionApproved Motion13P073PTosupportD.Dauphinee snominationasthefemaleplayeronthe RugbyCanadaBoard MotionApproved 9.0 SeniorBluesBudget* Motion13P074 ToapproveA.BackertospendmoneyagainsttheBluesbudgetthatis requiredandtohaveabalancedbluesbudgetpresentedtotheroboardthroughthero FinanceCommitteebyApril26 MotionApproved Motion13P075 ForB.McGeeinandA.Backertoraise,attheAprilCRCmeeting,theRO Board sconcernthatthecrcrestrictsthebluesathletesfrompayingtoplayandto reportbackatthemayboardmeeting. MotionApproved 10.0 ClubMembership Motion13P076 ToapproveNorthBay sclubmembershipapplication. MotionApproved The$Board$of$Directors$adjourned$at$3:30pm$and$scheduled$to$reconvene$on$Sunday$after$the$ Board$planning$session.$ $ The$Board$of$Directors$reconvened$on$Sunday$April$7,$2013$and$the$meeting$as$called$to$order$ by$the$president$at$12:10pm$$

17 11.0 RugbyOntario StrategicPlan Motion13P077 Toacceptthestrategicplanasmodifiedandprepareformembership approvalattheapril28sgm MotionApproved ActionItem:A.Backer,B.McGeeinandJ.Sutcliffetomakethechangestothedraft strategicplanasapprovedbytheboard ActionItem:Oncefinalized,A.BackertopostthedraftStrategicPlanontheROwebsite and copiestoallclubpresidents&secretariesaswellasallotherparticipantsatthe regionalconsultationsessions Adjournment Motion13P078 Toadjournat12:20pm Motionapproved *Boardmemberidentifiedaconflictofinterestandrecusedhimselffromthemeeting forthediscussionandsubsequentvotes. 5 Page

18 1 RugbyOntario BoardofDirectorsMeeting 26May2013 Toronto,Ontario ListofAttendees: Name Position Scuglia,Dom President Demerah,Dan Treasurer Platts,John Secretary Baker,Nathan Director McGeein,Bob(conferencecall) Director Powell,Lee(conferencecall) Director Tarver,Glenn Director Winokur,Mark(until12:00pm conferencecall) Director Peters,Annemaree President NRU Butler,David President SWR Murray,Amy TRRepresentative Nicolaidis,Costa ChairOORRS Backer,Andrew ExecutiveDirector Regrets Name Position McCallum,Gillian Director Tyrell,Claudine Director MacNeil,Steve President EORU CALLTOORDER RUGBYONTARIOBOARDMEETING ThePresidentcalledthemeetingtoorderat11:07a.m. 1.0 ApprovalofAgenda Motion13N079NToadopttheBoardofDirectors meetingagenda MotionApproved

19 2.0 CommunicationStrategywithDirectors Motion13N080 ThattheCommunicationsCoordinatorliaisonwitheachdirectorinorder todeterminetheirspecificandgeneralexpectationsfortherowebsite,throughthe ExecutiveDirector,submitarecommendedlistofpriorityenhancementsforendorsement bytheboardatitsjunemeeting. MotionApproved ActionItem:B.SmithtoliaisonwitheachDirectortodirectortoidentifytheirspecific needsfortherowebsite. 3.0 PreviousMinutes Motion13N081NToapprovetheApril6/7,2013BoardofDirectorminutesaspresented MotionApproved 4.0 RowanStringerMemorial Motion13N082NTodefertotheRiskManagementAdvisoryCommitteetheresponsibility fordevelopingcommunicationprotocolsforreportinginjuries MotionApproved ActionItem:J.PlattstohaveaninterimreportfortheBoardatitsJuneBoardmeeting regardingrmac staskincreatingcommunicationprotocolsforreportinginjuries Motion13N083NTodefertotheFinanceCommitteetheresponsibilityfordevelopinga recommendedpolicyonhowtohandledonationsmadefromrugbyontario MotionApproved ActionItem:B.SmithtoreviewcurrentRugbyOntario scurrentcommunicationspolicies, specificallydealingwithmediaandthrougha.backersubmitsuggestedchangestothe policiesasrequired,totheboardforthejunemeeting. 5.0 ViceNPresidentPosition TheBoardofDirectorsagreedatthistimetonotfillthepositionofVicePresidentinlieu ofbobmcgeein srecentresignation. 6.0 GovernanceCommitteeChair Motion13N084 toapprovethetermsofreferenceforthegovernancecommitteeas amended MotionApproved 2 Page

20 ActionItem:A.Backertocontactthethreerecommendedcandidatesprovidedbythe BoardaspossibleGovernanceCommitteeChairs,andbasedonconversations recommendapersontobethegovernancecommitteechairtotheboardatitsjune meeting. 7.0 RugbyCanadaRelations TheBoardidentified5directorsthatcouldrepresentRugbyOntarioattheRugby Ontario/RugbyCanadameetingprovisionallyscheduledforJune15. ActionItem:ForD.Scugliaandthefourotheridentifieddirectorstodrafttheagendafor thero/rcmeetingandcommunicateittorc. 8.0 CommunicationstoRugbyCanada JohnPlattstabledaletterofferinghisresignationfromtheBoardandaskedthata responsebeprovidedtohimbyjune30. Motion13N085 ThatalladministrativecommunicationtoandfromtheBoardof Directorsfrom/toRugbyCanadaissentthroughtheROExecutiveoffice. MotionApproved ActionItem:A.BackertocommunicatetoRugbyCanada,throughtheCEO,thenew RugbyOntariocommunicationpolicy. 9.0 SpecialGeneralMeetingMinutes Motion13N086 ToadopttheApril28,2013SGMminutesaspresentedforpublication ontherowebsite MotionApproved 10.0 MembershipPolicyonFoundations ActionItem:J.PlattstomakeadjustmentstotheproposedpolicyonFoundation membership,basedonthefeedbackfromtheboard,andpresentareviseddraftatthe JuneBoardmeeting NationalChampionshipHosting Motion13N087 ToapprovetheproposaltohosttheCRC U19NationalChampionship in2014,thenationalwomen sleaguein2015andthercnationalchampionshipfestival in Page

21 ActionItem:A.BackertocommunicatetheBoard sdecisiononhostingnational ChampionshipstoRugbyCanadaandforthestafftoleadthebidapplicationprocessand hostingoftheseevents StaffStructure Motion13N088 ToauthorizetheExecutiveDirectortoimplementthestaffOrestructuring proposalaspresented. MotionApproved 13.0 JuniorProvincialProgramSubsidies Motion13N089 Toapprovethe2013juniorrepresentativesubsidies($42,750total)so that50%isallocatedtothejuniorstormand50%tothejuniorblues. MotionDefeated 14.0 RepresentativeProgramTaskForce ActionItem:B.Illman&J.McCallumtomakeadjustmentstotheTermsofReference, basedonthefeedbackfromtheboard,andpresentareviseddraftatthejuneboard meeting AuditedFinancialStatements ActionItem:A.BackerandD.DemerahtoworkonanauditschedulewiththeRugby Ontarioauditortoensurethattheauditedfinancialstatementsarepresentedtothe membershipaminimumof21dayspriortonextyear ssemioannualgeneralmeeting MemberIssuesTaskForce ActionItem:A.BackersendtheupdatedMemberIssuesTaskForceTermsofReference totheboardforan votepriortothejuneboardmeeting BluesProgram Motion13N090 Toapprovethe2013Bluesbudgetaspresented. MotionApproved Motion13N091 toacceptthebluesprogramreportaspresented. MotionApproved 4 Page

22 18.0 StrategicPlanning Motion13N092 ToapprovetheBoardOamendedStrategicPlanfordistributiontothe Membership Motionapproved 19.0 Adjournment Motion13N093 Toadjournat1:56pm Motionapproved 5 Page

23 1 RugbyOntario BoardofDirectorsMeeting 23June2013 Toronto,Ontario ListofAttendees: Name Position Scuglia,Dom President Demerah,Dan Treasurer Baker,Nathan(conferencecall,until12:00pm) Director McCallum,Gillian Director McGeein,Bob(conferencecall) Director Tyrell,Claudine Director Winokur,Mark(until1:40pm) Director MacNeil,Steve(conferencecall,11:00amto 1:50pm) President EORU Peters,Annemaree President NRU Butler,David President SWR Pinguet,Mark PresidentPTR Nicolaidis,Costa ChairPORRS Backer,Andrew ExecutiveDirector Regrets Name Position Platts,John Secretary Powell,Lee Director Tarver,Glenn Director CALLTOORDER RUGBYONTARIOBOARDMEETING ThePresidentcalledthemeetingtoorderat10:05a.m. 1.0 ApprovalofAgenda Motion13N094NToapprovetheBoardofDirectors meetingagendaasamended MotionApproved 2.0 PreviousMinutes

24 Motion13N095NToapprovetheMay26,2013BoardofDirectorminutesaspresented MotionApproved Motion13N096NToapprovetheamendmenttotheFebruary23 rd minutesaspresented. MotionApproved 3.0 Fletcher sfieldupdate Motion13N097NToacceptthereportonFletcher sfieldaspresentedandsupportin principlethepanamprocess. MotionApproved 4.0 RugbyOntarioCommunicationPolicy TheBoardsupportedtherecommendationfromthestaffthatnochangeswerenecessary tothecurrentcommunicationpolicies 5.0 Websiteenhancementproject Motion13N098NTonotsupportatthistimeanopenforumonthewebsiteforrestricted users. MotionApproved 6.0 InjuryReportingProtocols Motion13N099 TotablethisdiscussionanddecisionuntiltheAugustBoardmeeting MotionApproved 7.0 GovernanceCommitteeChairPosition ActionItem:A.BackertodraftaonePpagesummaryofwhattheBoardislookingforin thegovernancecommitteechairandcirculatethistotheboardmembers. 8.0 ResignationofSecretary Motion13N100 TonotaccepttheresignationofferoftheSecretaryasofferedinhis lettersubmittedonmay26 th,2013. Recordedvoterequested InFavor D.Demerah,J.McCallum,A.Peters,C.Nicolaidis,M.Pinguet,D.Butler,S, MacNeil,N.Baker,B.McGeein,D.Scuglia, Abstained C.Tyrell,M.Winokur 9.0 MembershipPolicyonFoundations 2 Page

25 TheBoardagreedtodeferthisdecisionuntiltheAugustBoardmeeting. ActionItem:M.Pinguet&A.BackertomeetwiththeTIRFgrouptodiscussthisproposal andexplainourpositionpriortotheboardapprovingthispolicy Women sintermediatecupstructure 2013 Motion13N101 ToapprovetheproposedchangestotheWomen sintermediatecupas presented. Motionapproved 11.0 RepresentativeTeamTaskForceNTermsofReference Motion13N102 ToapprovetheTermsofReferencefortheRepresentativeTeamTask Forceasamended Motionapproved StaffOperationalPlan Motion13N103 Toapprovethestaff soperationalplanaspresented Motionapproved 13.0 NewClubMemberApplication Motion13N104 Tonotapprovetheapplication MotionApproved ActionItem:A.Backertodraftaprocessonhownewclubsmustapplytopresenttothe BoardforapprovalattheirAugustmeeting RugbyOntarioBoardGovernanceModel Motion13N105NToapprovemovingforwardwiththeproposalandcontinuetodo researchaswellasallocate$1,000tolegalresearchintimefortheaugustmeeting RugbyOntarioStrategicPlan ActionItem:M.Pinguettofollowupwiththeclubthatvotedagainstthemotionto approvetherostrategicplanandtogetfeedbackonwhy.m.pinguettothenpresenta reporttotheroboardattheaugustmeeting RugbyCanadaAnnualGeneralMeetingMinutes 3 Page

26 Motion13N106 Toapprovethat,throughD.ScugliatoP.Aldous,theROBoardto escalatetheirconcernsregardingrugbycanada sagmminutes. MotionApproved ActionItem:D.ScugliatowritetoP.AldoustoexplainOntario sconcernswithregardsto theagmminutesaspresented RoleoftheVicePresident TheBoardagreedtodeferthisdiscussionuntiltheAugustmeeting Adjournment Motion13N107 Toadjournat1:21pm Motionapproved Motion13N108 ToreconvenetheROBoardmeeting Motionapproved 19.0 RugbyCanadaBoardNominationrequest Motion13N109 TosupporttheNominationofB.BurketotheRugbyCanadaBoard MotionApproved TheBoardofDirectorsagreedthattheinterpretationofthismotionwassuchthatthe nominationwouldbesupportediftheappointmentofb.burkewasdoneinsuchaway thatitcompliedwiththerugbycanadapolicies Adjournment Motion13N110 Toadjournat1:57pm 4 Page

27 1 RugbyOntario BoardofDirectorsMeeting(Conferencecall) 28July2013 Toronto,Ontario ListofAttendees: Name Position Scuglia,Dom President Demerah,Dan Treasurer Baker,Nathan Director McGeein,Bob Director Tarver,Glenn Director Tyrell,Claudine Director Winokur,Mark Director MacNeil,Steve President EORU Peters,Annemaree PresidentFNRU Butler,David President SWR Pinguet,Mark President TR Nicolaidis,Costa ChairFORRS Backer,Andrew ExecutiveDirector Regrets Name Position McCallum,Gillian Director Powell,Lee Director CALLTOORDER RUGBYONTARIOBOARDMEETING ThePresidentcalledthemeetingtoorderat8:03p.m. 1.0 ApprovalofAgenda Motion13Q111QToadopttheBoardofDirectors meetingagenda MotionApproved

28 2.0 RoleofSecretary D.Demerahnominatedandacceptedthenomination B.McGeeinnominatedandacceptedthenomination TheBoardelectedB.McGeeinasSecretary 3.0 Adjournment Motion13Q112 Toadjournat8:09pm Motionapproved 2 Page

29 1 RugbyOntario BoardofDirectorsMeeting 18August2013 Toronto,Ontario ListofAttendees: Name Position Scuglia,Dom President Demerah,Dan Treasurer McGeein,Bob Secretary Baker,Nathan(conferencecall) Director McCallum,Gillian(conferencecall) Director Tyrell,Claudine Director Winokur,Mark Director MacNeil,Steve(conferencecall)(11:00am) President EORU Todd,Kenneth NRURepresentative Butler,David President SWR Pinguet,Mark PresidentMTR Nicolaidis,Costa ChairMORRS Backer,Andrew ExecutiveDirector Regrets Name Position Powell,Lee Director Tarver,Glenn Director CALLTOORDER RUGBYONTARIOBOARDMEETING ThePresidentcalledthemeetingtoorderat10:00a.m. 1.0 ApprovalofAgenda Motion13N113NToapprovetheBoardofDirectors meetingagendaasamended MotionApproved

30 2.0 PreviousMinutes Motion13N114NToapprovetheJune23 rd BoardMinutesaspresented MotionApproved Motion13N115NToapprovetheJuly28 th BoardMinutesasamended MotionApproved 3.0 GovernanceModel Motion13N116 toapprovethechangetothestatementaboutconflictinthegovernance modelproposal MotionApproved Motion13N117 tohavethegovernancemodelchangevotedonbythemembersatthe Dec2013AGM,withimplementationbyDec2014AGM MotionDefeated Motion13N118 toapprovechangestothewordingregardingthenumberoftermsa directorisabletoserveinthegovernancemodelproposal MotionApproved Motion13N119 toapprovetheboardgovernancemodelasamended,andtoestablish animplementationcommitteewithtermsofreferenceforthatcommitteetobe presentedtotheboardbythesepboardmeeting MotionApproved Noted&that&Motion&13.119&was&approved&unanimously&& Motion13N120 toauthorizetheexecutivedirectortospenduptoanadditional$1,000 onlegalfeesforbymlawchangestosupportthegovernancemodelproposal MotionApproved TheBoardagreedonthepeopletheywouldliketoseeontheGovernance ImplementationCommitteewhichwereG.Tarver;C.Tyrell,B.McGeein;D.Butler&D. Demerah.DomappointedD.Butlertobethechairofthecommittee. ActionItem:A.BackerandD.ButlertodrafttermsofreferencefortheGovernance ImplementationCommitteeandpresenttotheROBoardforapprovalbytheSeptember Boardmeeting. ActionItem:A.BackertomaketheapprovedchangestotheGovernancemodelproposal documentandcirculatetotheboard. 2 Page

31 4.0 RoleofVicePresident B.McGeeinnominatedandacceptedthenomination B.McGeeinwasacclaimed 5.0 BranchSeven sfunding Motion13N121 toapproveprovidingthebrancheswiththefullsubsidyof$26,000as originallybudgetedforthebranchseven scompetitionregardlessofthenumberof teamsthatparticipated. MotionApproved 6.0 InjuryReportingProtocols Motion13N122 toapprovetheinjurypreventionprotocolsaspresented MotionApproved 7.0 Jr.BluesSeven soperationalplan&budget Motion13N123 toapprovethejr.bluesu18 sseven steamoperationalplanas presented. MotionApproved ActionItem:A.BackertopresenttheJr.BluesU18 sseven steambudgettothefinance CommitteeforreviewandendorsementforBoardapproval 8.0 Jr.StormSeven soperationalplan&budget Motion13N123 toapprovethejr.stormu18 sseven steamoperationalplanas presented. MotionApproved ActionItem:A.BackertopresenttheJr.StormU18 sseven steambudgettothefinance CommitteeforreviewandendorsementforBoardapproval 9.0 RepresentativeTeamDirectivestoPlayers ActionItem:ROStafftodevelopandrecommendapolicytotheROBoard,forthe Septembermeeting,regardingtimingforwhenRepCoachesareabletorequesttothe athletesforthemtostopplayingclubrugby. 3 Page

32 10.0 CompetitionsReview ActionItem:J.McCallumtoapproachP.StonetoseehowROcancombinethe CompetitionsReviewTF,theRepresentativeProgramTFandtheBranchUnionIssueTF andreportbackattheseptemberboardmeeting MiniRugbyTaskForce Motion13N124 toapprovetheminirugbytaskforcetermsofreferenceaspresented MotionApproved 12.0 RefereeAbuse ActionItem:D.ScugliatosendoutPresidentialremindertoallclubsonbothRugby Ontario spositiononrefereeabuseandsidelineconduct RugbyCanada/RugbyOntarioMeeting TheBoardreviewedtheagendafortheRugbyOntario/RugbyCanadameetingscheduled onaugust RugbyOntarioBoardConflictofInterest TheBoardofDirectorsreviewedthecurrentConflictofInterestGuidelinesandusedthis sessionasarefresherofthoseguidelines 15.0 Fletcher sfield C.NicolaidisprovidedaverbalreportontherecentFletcher sfieldboardmeeting 16.0 ExecutiveDirectorsreport A.BackerprovidedtheBoardofDirectorswithaverbalupdateonthehiringprocessfor themanagerofoperationsandadministrationposition Adjournment Motion13N125 Toadjournat1:47pm Motionapproved 4 Page

33 1 RugbyOntario BoardofDirectorsMeeting 15September2013 Toronto,Ontario ListofAttendees: Name Position Scuglia,Dom President Demerah,Dan Treasurer McGeein,Bob Secretary Baker,Nathan(conferencecall) Director Powell,Lee Director Tarver,Glenn Director Tyrell,Claudine Director Winokur,Mark(conferencecall(offfrom10:30a 1:20pm) Director MacNeil,Steve(conferencecall)(12:00pm) President EORU Todd,Kenneth NRURepresentative Butler,David(conferencecall) President SWR Pinguet,Mark PresidentQTR Nicolaidis,Costa ChairQORRS Backer,Andrew ExecutiveDirector Regrets Name Position McCallum,Gillian Director CALLTOORDER RUGBYONTARIOBOARDMEETING ThePresidentcalledthemeetingtoorderat10:05a.m. 1.0 ApprovalofAgenda Motion13O126OToapprovetheBoardofDirectors meetingagendawiththeone additionalitem MotionApproved

34 2.0 PreviousMinutes Motion13O127OToapprovetheAugust18 th BoardMinutesaspresented MotionApproved 3.0 ActionItems ActionItem:A.BackertofollowupwithJ.McCallumonherCompetitionCommittee goals. 4.0 EXCOReport D.Scugliaprovidedaverbalreport ActionItem:S.AllentohaveareporttotheBoardfortheOct26meeting,ontheJr.Blues U15Jr.Bluesseasonreview. 5.0 RO/RCMeeting ActionItem:D.ScugliatoworkwithP.AldoustosetupanextmeetingontheNov2 nd weekend. 6.0 RCFundraisingDinner TheBoarddiscussedtheirconcernswiththeprocessfollowed,specificallyaroundthis fundraiserdinnerproposal. G.Tarver,C.Tyrell&M.Winokurasprivatecitizenshaveagreedtositontheorganizing committeetoinvestigatemoreonthisissueandreportbacktotheroboardofdirectors. 7.0 BoardGovernanceModel Motion13O128 Toapprovethechangeaspresented,tonewByQLaw3.13tonowhave membershipvotedbasedonromembershipduespaid. MotionApproved Motion13O129 ToapprovethechangetonewByQLaw3.18,toread Thetotalnumber ofproxyvotesamemberispermittedtoholdistwiceasmanytotalproxyvotesastheir owneligiblevotes,uptoamaximumoftwelve(12)proxyvotes. MotionApproved 2 Page

35 3 Page Motion13O130 ToapprovethechangetonewByQLaw4.21tohavethelastsentence read Intheeventofatie,theresolutionisdefeated. MotionApproved ActionItem:A.BackertosendtheGovernanceImplementationCommitteetherevised byqlawswithcomments/questionsfromj.platts. ActionItem:D.ButlerandA.BackertoorganizeaGovernanceImplementation CommitteemeetingforearlyOctober. 8.0 RFD Policy5.0 RepresentativeProgramPolicies Motion13O131 ToaddapprovalbyFinanceCommitteetoProcedure5.1(4) MotionApproved Motion13O132 Tochangetheminimumnumberofdaysajobpostingwillbeposted fromseventofourteeninprocedure5.2 MotionApproved Motion13O133 ToapprovethechangetoPolicy5.5tonowread Allathletes participatinginrepresentativeactivitiesmustberegisteredwithrugbyontario/rugby Canadathroughamemberclubandpriortoparticipatinginanyteameventintheseason inwhichtheyareplaying. MotionApproved Motion13O134 TochangePolicy5.9toread Eachrepresentativeteammustdefinea moratoriumontheirathlete sparticipationinclubandbranchrugby.thismoratorium willbeamaximumofseven(7)dayspriortotherepresentativeteamsdateoftheirfirst officialdateofcompetition. MotionApproved Motion13O135 ToapprovetheRFDQ008aspresented MotionWithdrawn Note:Procedure5.4ismissing,theBoardwantstoseethisprocedurepriortoapproving thissectionofthepolicymanual. ActionItem:A.BackertoincludetherevisedPolicy5.0totheOctoberBoardmeeting, includingprocedure5.4.

36 9.0 StaffProposal Motion13O136 TomovetoaninOcamerasession MotionApproved Motion13O139 ToendtheinOcamerasession MotionApproved 10.0 ResponsetoRugbyCanada BrockFlagRugby ActionItem:A.BackertoresponsetoM.SpenserthatROwillbegettingalegalopinion onthebrockflagrugbysituationbeforeaformalresponseissubmittedtorugbycanada ROMaleU187 soperationalplan Motion13O140 toapprovetherugbyontariou18qmaleseven soperationalplansas presented MotionApproved ActionItem:A.BackertopresenttherevisedprogrambudgettotheFinanceCommittee forreviewandendorsementforboardapproval 12.0 ROFemaleU187 soperationalplan Motion13O141 toapprovetherugbyontariou18qfemaleseven soperationalplansas presented MotionApproved ActionItem:A.BackertopresenttherevisedprogrambudgettotheFinanceCommittee forreviewandendorsementforboardapproval BudgetAssumptions Motion13O142 toapprovethe2014budgetassumptionsandamended. MotionApproved NationalCompetitions ActionItem:A.BackertocontinueplanningwiththeassumptionthatROwillbe participatinginthe2014crc TaskForceAlignment BoardagreedtodeferthisuntilthenextmeetingwhenJ.McCallumisback. 4 Page

37 16.0 RugbyCanadaByOLaws Boardagreedtodeferthisuntilthenextmeeting OntarioBluesReport ActionItem:D.ScugliatowritealettertoeachplayerandmemberoftheBluesstaffto congratulatethemontheirnationalchampionships. ActionItem:D.ScugliatowritealettertoM.WinokurandC.Silverthorntocongratulate themontheirappointmenttotherugbycanadaarcteamstaff. ActionItem:B.McGeeintosendA.BackerinformationabouttheinvitetotheMelrose Seven soncehereceivesit RemainingBoardMeetings TheBoarddecidedtostarttheOctober26Boardmeetingat8:00amatFF,noconference callservicesavailable TheBoarddecidedtostarttheNovember17Boardmeetingat8:00amattheSAO building Adjournment Motion13O143 Toadjournat2:45pm Motionapproved 5 Page

38 1 RugbyOntario BoardofDirectorsMeeting 26October2013 Fletcher sfield,markham,on ListofAttendees: Name Position Scuglia,Dom President McGeein,Bob VP&Secretary Demerah,Dan Treasurer Baker,Nathan Director Powell,Lee Director Tyrell,Claudine Director Winokur,Mark Director Peters,Annemaree NRURepresentative Butler,David President SWR Pinguet,Mark PresidentITR Nicolaidis,Costa ChairIORRS Backer,Andrew ExecutiveDirector Regrets Name Position MacNeil,Steve Director CALLTOORDER RUGBYONTARIOBOARDMEETING ThePresidentcalledthemeetingtoorderat8:15a.m. 1.0 ApprovalofAgenda Motion13R144RToapprovetheBoardofDirectors meetingagendaasamended MotionApproved 2.0 PreviousMinutes Motion13R145RToapprovetheSeptember15 th BoardMinutesandinIcameranotesas presented MotionApproved

39 2 Page 3.0 ActionItems ActionItem:G.TarvertohaveareporttotheBoardfortheNov17meeting;ontheJr. BluesU15programandtheBluesU19seasonreview. Motion13R146 ToaccepttheTechnicalAdvisoryCommitteeChairsreportanddirect stafftolookatpotentialfundingopportunitiestosupportbranchimplementingbranch CoachDevelopmentOfficers. MotionApproved 4.0 ExecutiveDirectorsReport Motion13R147 TomovetoaninIcamerasession MotionApproved Motion13R148 ToendtheinIcamerasession MotionApproved Motion13R149 ToaccepttheExecutiveDirectorsreportaspresented MotionApproved 5.0 HallofFameInductees Motion13R150 ToapprovetheHallofFameSelectionCommittee snominationsforthe HallofFameaspresented MotionApproved ActionItem:D.Scugliatophoneeachinducteetonotifythemandcongratulatethemon theirinduction. ActionItem:StafftofollowuponD.Scuglia sphonecallwithalettercongratulatingeach inducteeandoutliningthelogisticsfortheevent. Motion13R151 ToapprovethecosttoupdateandcorrecttheHallofFameplaqueat Fletcher sfield. MotionApproved ActionItem:ROStafftoworkwithFletcher sfieldstafftogetthehalloffameplaque updatedbeforetheopeningoffletcher sfield RugbyOntarioByRLawRevisions Motion13R152 ToapprovetheByILawrevisionsaspresentedwithoneamendment MotionApproved

40 3 Page ActionItem:ROstafftosendtherevisedByILaws&changedocumenttotheMembership alongwiththeroagm30daynoticedocument RegistrationSystem TheBoardagreedtodeferthisconversationtotheNovembermeetingoncemore informationiscollected. ActionItem:TheROstafftoconfirminwritingwithRugbyCanadawheretheyarewith theirproposaltoswitchregistrationvendorsfor2014. Motion13R153 FortheExecutiveDirectorstogetfromRugbyCanada sboardthebasis andifapplicabletheminutesauthorizingthemandatingofonilineregistrationand paymentbyrugbycanadabeforerugbyontariowillpartnerinsuchaprogram MotionApproved ActionItem:A.BackertogetfromRugbyCanada sboardthebasisandifapplicablethe minutesauthorizingthemandatingofonilineregistrationandpaymentbyrugbycanada 8.0 RugbyOntarioHighPerformancePlan Motion13R154 ToapprovetheRugbyOntarioHighPerformancePlanaspresented MotionApproved 9.0 RugbyOntarioSeven sbudgets Motion13R155 ToapprovetheRugbyOntarioJr.Men sandjr.women sseven s RepresentativeTeambudgetsaspresented MotionApproved 10.0 RugbyCanadaByRLawReview Motion13R156 ToapprovethereportoutliningRugbyOntario sfeedbackonrc sbyi lawsaspresentedandapprovetheexecutivedirectorsendingthisreporttorugby Canada. MotionApproved ActionItem:A.BackertosendRugbyOntarioBoard scommentsonthercbyilawsto RugbyCanada. Motion13R157 Toapprovetherecommendednextstepsaspresentedthatrelatesto RugbyCanada sbyilaws MotionApproved

41 4 Page ActionItem:A.BackertowritetoM.SpensertofollowuponNewfoundland srequestfor historyonrugbycanada sbyilawsthatwaspromisedattherugbycanada ssgmin ActionItem:A.BackertoaskRugbyCanadatooutlinetheirplannednextstepswith regardstotheirbyilawreview. ActionItem:A.BackertoaskRugbyCanadaiftheyareplanningtoinviteProvincialUnion PresidentstotheirJanuaryBoardmeetingasdonein2012and RFD Policy1.0 PolicyAdministration Motion13R158 ToapprovetheproposedchangetoPolicy1.0oftheProgram Administrationmanualaspresented. MotionApproved ActionItem:ROStafftoworkwiththecommitteestoupdatetheProgramAdministration manualtoreflectthechangesmadetopolicy BranchDevelopmentTaskForceReport Motion13R159 ToaccepttheBranchDevelopmentTaskForcereportaspresentedand approvethenextstepsasoutlinedbytheboard. MotionApproved ActionItem:D.ScugliatosendaletterofthankstoallmembersoftheBranchRelations TF ActionItem:StafftoseekadditionalinputontheBranchDevelopmentTaskForcereport fromthemembershipby ingthereporttotheclubpresidentsandpostingthison ourwebsite. ActionItem:PhilipStonetoincorporateallcomments,madebythemembers,intohis reportandsendthestaffanupdatedreport. ActionItem:Stafftoreviewallfeedbackanddeveloprecommendedsolutionshowto addressesitemswithinthisdocumentandpresentthoseproposedsolutionstothe membershipatoneofthepreiagmbusinesssession ActionItem:StafftopresentastatusreportattheNovemberBoardmeetingontherep playerretentionresearchproject.

42 5 Page 13.0 RugbyOntario sexpectationsofrugbycanadaasitrelatestotheirstrategicplan D.ScugliapresentedtotheBoardthedocumentthathewillbesharingwithP.Aldousat theirmeetingonnovember Boarddirectionon2014Repprogrambudgets Motion13R160 Thataffordabilityandinclusivenessofrepresentativerugbyshouldbe enhancedbyonlyrunningprogramsthatinprinciplecostnomorethan$2,500per participant,payabletorugbyontarioforthe2014season. RecordedVoterequested InFavor N.Baker;L.Powell;D.Butler;B.McGeein;M,Pinguet;M.Winokur;A.Peters; D.Scuglia Against C.Tyrell Abstain D.Demerah;C.Nicolaidis MotionApproved Motion13R161 thattherugbyontarioboardconfirmsthatin2014thepayitoiplay modelforparticipationinrepresentativeprogramsshouldbeimplementedashasbeen doneinprioryears.thejuniorwomen,seniorstorm,women su20,men su19and JuniorMenprogramswillbePayItoIPlaybutnottheSeniorBluesprogram. RecordedVoterequested InFavor M.Winokur; Against C.Tyrell;D.Butler;M,Pinguet;A.Peters;D.Scuglia Abstain D.Demerah;N.Baker;L.Powell;B.McGeein;C.Nicolaidis MotionDefeated 15.0 DonationPolicy Motion13R162 ThatRugbyOntariospendcloseto,butnomorethan$50.00onany expressionofsympathy MotionApproved 16.0 Insurance Motion13R163 TheExecutiveDirectorwillengageaninsuranceindustryexpertto reviewandreportinwritingwithregardingtotheadequacyofoutcurrentinsurance coveragewithregardstoourexposure.thisshouldbeavailableforthenextboard meeting. MotionApproved

43 ActionItem:A.Backertowillengageaninsuranceindustryexperttoreviewandreport inwritingwithregardingtotheadequacyofoutcurrentinsurancecoveragewithregards toourexposureatthenextroboardmeeting. Motion13R164 TheExecutiveDirectorgetalegalopiniononRugbyOntariooptingin ouroutofrugbycanadainsurance. MotionApproved ActionItem:A.BackertogetawrittenlegalopiniononRugbyOntariooptinginoroutof RugbyCanadainsuranceprogramandreportatthenextROBoardmeeting NominatingCommittee A.PetersacceptedtheNominatingCommitteeChairposition ActionItem:A.PeterstoworkwithA.Backertogetalettertothemembership describingthe2014boardofdirectornominatingcommitteeprocess RemainingBoardMeetings ActionItem:TheBoarddecidedtostarttheNovember17Boardmeetingat8:00amat thesaobuilding Adjournment Motion13R165 Toadjournat11:50pm Motionapproved 6 Page

44 1 RugbyOntario BoardofDirectorsMeeting 17November2013 Toronto,ON ListofAttendees: Name Position Scuglia,Dom President McGeein,Bob VP&Secretary Demerah,Dan Treasurer Baker,Nathan Director Powell,Lee(Conferencecall) Director Winokur,Mark Director MacNeil,Steve(Conferencecall) PresidentGEORU Peters,Annemaree(Conferencecall) PresidentGNRU Butler,David(Conferencecall) President SWR Pinguet,Mark PresidentGTR Nicolaidis,Costa ChairGORRS Backer,Andrew ExecutiveDirector Regrets Name Position Tyrell,Claudine Director CALLTOORDER RUGBYONTARIOBOARDMEETING ThePresidentcalledthemeetingtoorderat8:05a.m. 1.0 ApprovalofAgenda Motion13N166NToapprovetheBoardofDirectors meetingagendaasamended MotionApproved 2.0 Board/Staffrelations Motion13N167NToapprovetheBoardofDirectors movetoanincamerasession MotionApproved The$Executive$Director$left$the$meeting$

45 Motion13N168NToendtheincameraportionofthemeeting MotionApproved The$Executive$Director$returned$to$the$meeting$$$$ 3.0 PreviousMinutes Motion13N169NToapprovetheOctober26 th Boardminutesaspresented MotionApproved 4.0 InterimHighPerformanceManagerhiringprocess ActionItem:A.BackertoupdatetheHRManualtoensurethereisprocesstohireshortG terminterimpositionswhenrequired. 5.0 Ratificationof votesbetweenBoardmeetings Motion13N170 Toratifythe voteonOctober30 th toapprovethe2013/14ontario AthleteAssistanceProgramSportSpecificAthleteSelectionCriteria MotionApproved 6.0 PresidentsReport ActionItem:A.BackertowritetoG.Browntoaskforacopyofthemagazinebusiness casewhichincludestheprojectedaudience,timelines,projectedrevenuesetc. Motion13N171 SentoutabriefsurveytomembershipregardingRugbyCanada magazineandthe$4.50duesincrease Motiondefeated 7.0 ExecutiveDirectorsReport TheBoarddiscussedRugbyCanada srequesttod.scugliaaskingfor1ghouronthe SaturdayofourAGMweekendtopresentinformationontheirHighPerformance programs.theboardofdirectorsagreedthatourweekendagendawasfullenough. ActionItem:A.BackertocommunicatetheBoard sdecisionaboutrugbycanada attendingro sagmtog.brownwhengraham srequestisreceivedbytherooffice. ActionItem:StafftoupdatethePreGAGMsessionscheduletoensurethereisadequate timeprovidedfortherugbyontariogovernancemodeldiscussion. 2 Page

46 3 Page 8.0 ClubMembershipStatus(N.Bakerindicatedaconflictofinterest) Motion13N172 Thatclubsthatdonothavetheiraccountsreceivablessettledinfulland paymentreceivedbytheofficebythursdaynovember214:00pmwillbedeemedinnot ingoodstandingandineligibletovoteattheagmondecember8. MotionApproved ActionItem:StafftosendnotificationoftheBoardapprovedNovember21deadlinetoall clubswithoutstandingdebts. ActionItem:FortheFinanceCommitteetoreviewandrecommendpolicytotheBoardfor ARmanagement. 9.0 BoardGovernanceModel ImplementationPlan Motion13N173 ToamendtheGovernanceImplementationdocument thatadirector oftheboardmustbeappointedtoeachoftheoperationalcommittees Recordedvoterequested InFavor B.McGeein;L.Powell Against N.Baker;D.Butler;D.Demerah;S.MacNeil;C.Nicolaidis;A.Peters;M.Pinguet M.Winokur Abstain D.Scuglia MotionDefeated Motion13N174 ToapprovetheGovernanceimplementationplanaspresentedandto approvepresentingthisdocumenttothemembershipasasupportingdocumentatthe AGM Recordedvoterequested InFavor N.Baker;D.Butler;D.Demerah;S.MacNeil;B.McGeein;C.Nicolaidis;A. Peters;M.Pinguet;L.Powell;D.Scuglia;M.Winokur; MotionApproved RegistrationSystem Motion13N175 RugbyOntarioiswillingtovoluntarilyparticipateintheRugbyCanada onglineregistration/onglinepaymentsystemfor2014pendingsupportinginformationto participatein2015. MotionApproved Motion13N176 ToapprovetherecommendationaspresentedthatRugbyOntario,in 2014,inordertoregisterwithRugbyOntario/RugbyCanada,allregistrantsmustregister online,andatminimum,paytheirrugbycanadaandrugbyontarioduesonline.

47 MotionApproved 11.0 BrockFlagRugby LegalOpinion ActionItem:A.BackertoworkwithRugbyOntario slegalcounciltodeveloppoliciesto supportlegalopinion Motion13N177 ToexploreitsRO sowninsurancepolicyformini/flagrugbyinontario MotionApproved ActionItem:A.BackertowriteRugbyCanadatoadvisethemwehavereceivedalegal opinionandthatwearelookingatwaystoreducecostsforminiflagregistrantsincluding researchingoptionsforinsuranceforflagrugbyplayers RugbyOntario2014Budget Motion13N178 Toapprovethe2014Budget(versionApresented)asamended,with thechangetotheregistrationfeefortheminorcategorydownfrom$25.00to$10.00 andthatthe$22,500deficitinthebudgetbeconsideredaninvestmentandcoveredby 2013retainedearnings. MotionApproved 13.0 October31,2013Financials Motion13N179 ToapprovetheOctober31,2013financialsaspresented MotionApproved Boardnominations ActionItem:ROStafftoupdatethenominationlettertoclubswiththeinformation collectedattheboardmeetingandsendtotheclubsbynolaterthantuesdaynovember RugbyCanadaAwardandHallofFameNominations ActionItem:A.BackertowriteP.KrolltoadvisethatRugbyCanada sshortnoticeisnot achievableforrugbyontario,howeverwewillbeabletoandhappytonominatenames torugbycanadabyjanuary31,2014. ActionItem:A.BackertohaveG.TarverleadthenominationprocessforOntario s selectionsforrugbycanada sawards OntarioBluesreport 4 Page