Sobriquet

Chess Victoria Inc.
Minutes for Executive meeting #2 of 2009/2010 Executive. Thursday 11th February 7pm Chess Ideas premises.

1. Open meeting 7.56pm
2. Apologies: Resignation of Jamie Kenmure as Secretary, noted.
3. Outwards correspondence
a. To note invitation to Clubs to host CV events in 2010. Done; invitation has been sent to all Clubs.
4. To note achievements
a. Web-site changes to current version
i. Upgrade frequency and timeliness of providing content to the web-master
ii. Include additional calendar information from Clubs
iii. Test of weekly e-mail to CV list detailing forthcoming diary events.
iv. Some discussion initiated on whether the look-and-feel of the web-site should be modernised. Consensus that the current look-and-feel meets the objective of the Executive.

b. Others, to be advised by each Executive member at the meeting.
i. President has a February newsletter in draft form and this will cover relevant information.
ii. Club Liaison Officer reported on discussions with the MCC re display of CV memorabilia.
iii. Trophies Officer plans to table trophy catalogues for consideration at the March meeting. Trophies register to be constructed.
iv. Assistance given to ECC.
5. Handover of Treasurer papers and resolution of issues. On target? The Treasurer tabled a well-constructed report indicating that there are many issues still to be resolved in the handover from the past Treasurer. Also, some issues have emerged about whether correct documentation is in place to support the correct tax treatment of payments made last year. The discussion was necessarily detailed at the individual level as each case needed to be explored. A very satisfactory discussion with a number of action points set for completion at the next Executive meeting.
6. Report by Treasurer on
a. 2010 budget. Again, this required a lot of discussion. The main parameters of the Executive are i) the document is designed not as a pre-approval for 2010 expenditure, but was fact is an indicator of whether the schedule of charges set by the AGM should be varied from the 2008 charges; ii) the budget can be set with a small loss (given that there are some cash reserves), provided that new expenditure is within approvals made at Executive level during 2010.
b. Expenditure and Receipts to target. The accounting-change by the new Treasurer to accruals accounting, and the work-in-progress on item#5 above, made it difficult to resolve an accurate monitoring of the current position. Discussion identified actions necessary to be done as preparation for the March meeting.
c. Other issues.
i. In regard to the recommendations on page 19 of the Treasurer’s report
1. Agreed
2. Agreed
3. Discussed but not passed.
4. Agreed
5. Agreed
6. Discussed and not passed. The reason for the $75 cap was confirmed.
7. Agreed
8. Agreed
9. Agreed
10. Agreed.
7. Each member of the Executive has accepted the need to occupy an operational position on the attached Organisation chart. The Secretary to bring the chart up-to-date. This task remains open as the Secretary has tendered his resignation due to relocation to W.A. New task is to appoint a replacement Secretary. Held over as negotiations to recruit a CV Secretary are pursued.
8. The rental agreement with the Canterbury Juniors Chess Club lapsed on the 31st of December and was not renewed. Process and responsibility needs to be decided for the following bundle of tasks
a. Clock maintenance and repair. Currently with the President.
b. Clocks on loan to Clubs service. Currently with the President.
c. Trophy purchase and engravings. Allocated.
d. Venue available at no charge to run licensed Interschool events.
e. Venue available for CV events.
f. Tournament Organiser of the Victorian junior titles events. Offer of bids made.
g. Tournament Organiser of the Victorian Open week-ender. Offer of bids made.
h. Equipment storage. One aspect this has progressed as negotiations with the President of the Melbourne Chess Club have been held, in regard to storage of CV trophies, famous signed scoresheets, and other significant memorabilia, and the solution could be to incorporate these items into MCC display cabinets. The Executive to consider approval-in-principle of this element of the issue #8. Approved. Another aspect is storage of second-hand book donations from time to time from widows. Approval-in-principle to store these in an existing facility at the Box Hill Chess Club (no charge). The current bookshelves at BHCC have second-hand-books on free loan and honour system lending. Approved subject to attempted resale (by the Treasurer) of any valuable donations first.
It is clear Clubs wanted some of these opportunities to be advertised for bids.

9. Inwards Correspondence
a. From David Cordover; re web-site offer. Discussed.
b. From David Cordover; re School teams Proposals. Discussed and response drafted.
c. From David Cordover; re CV badged clocks. Discussed and response drafted.
10. Report on progress to establish Tournament Manager and Process document for the 2010 Team Championship. Document tabled and discussed. See 4bi for next action.


11. Action necessary to seek expressions of interest from Clubs to be involved in the provision of event-hostings. Appointment of Action Officer on this task. Leonid Sandler to action for

i. The Victorian Championship.
ii. The Victorian Open
iii. The Victorian Blitz
iv. The Victorian Interschool Finals
v. The Victorian Junior Titles
vi. The Teams Championship.
The CV preferred position if for Clubs to run many of these events so that any profits end in Club books. If no Club bids for an event, then the next preferred option is to offer the events to suitable individual promoters. The default fall-back position is that CV will act as tournament organiser and pay for the management of the event. Likely that CV will run i) iii) iv).vi). E-mail sent to Club Presidents.


12. Set next meeting date and location. Thursday March 18th 2010, Chess Ideas, Cnr Hotham St and Glen Eira Rd Ripponlee.
13. Accept minutes of December meeting. Done
14. Close meeting