Southern Suburbs Chess Club

Transcription

1 Southern Suburbs Chess Club Minutes of Annual General Meeting Leeming Primary School, 29 th November 2016 The 2016 Annual General Meeting of the Southern Suburbs Chess Club was called to order at 7:38pm by the SSCC President, Andrew Hardegen. 1. Present: Andrew Hardegen (AH), Kathryn Hardegen (KH), Brian Drake (BD), Simon Ayling (SA), Darrian Low (DL), Lorenzo Escalante (LE), Saminda De Vas Gunawardhana (SG), Ian McAteer (IM), Dennis Holland (DH), Adam Bonneville (AB), Gavin Soutar (GS), Eduard Ottschoffski (EO), Ihsan Ferozkohi (IF), George France (GF). Apologies: David Ellis, Roger May. 2. Confirmation of Minutes of General Meeting on 8 th December 2015: Moved by SA, seconded by LE, carried unanimously. 3. Matters arising: None. 4. President s Report: This report was tabled by the SSCC President, Andrew Hardegen, and heard by those present. See attached. Acceptance of President s Report: moved by SA, seconded by IM, carried unanimously. 5. Treasurer s Report: This report was tabled by the SSCC Treasurer, Kathryn Hardegen, and heard by those present. See attached. Acceptance of Treasurer s Report: moved by SA, seconded by IM, carried unanimously. 6. Election of 2017 SSCC Council: Standing Nominations: President Andrew Hardegen re-elected unopposed Vice President Kathryn Hardegen re-elected unopposed Councillor Simon Ayling re-elected unopposed Councillor Brian Drake re-elected unopposed Councillor Darrian Low re-elected unopposed New Nominations: Secretary Andrew Hardegen Treasurer Adam Bonneville, nominated by AH, seconded by DL Councillor Dennis Holland, nominated by AH, seconded by KH Motion: that all members listed above be elected to their respective positions. Moved by SA, seconded by EO, carried unanimously.

2 Change of Account Signatories AH moved that Stewart Hunt and Alan Fardoe be removed as signatories to Southern Suburbs Chess Club s Commonwealth Bank Society Cheque Account , and that Simon Ayling and Adam Bonneville be added as signatories to that account. The motion was seconded by SA and carried unanimously. AH to go to Commonwealth Bank to request that the change be made. Tournament Coordinators General discussion of tournament arbiters commenced. SA and AH spoke to the benefits of having non-playing arbiters for rated tournaments, and both expressed that the club should continue to pursue this goal. Arbiters are welcome to play in non-rated tournaments. AH volunteered to run the 2017 SSCC Round-Robin. DH, SA and KH volunteered to run one rated tournament each in DH will need to apply for a FIDE arbiter s licence. AH to provide information on how to obtain said licence. 7. Election of Office-bearers and Appeals Panel Library Officer: Adam Bonneville, nominated by SA, seconded by SG, elected by unanimous vote. Appeals Panel: There were no appeals to consider in The 2016 Appeals Panel consisted of David Ellis, Jon Prunty and Lorenzo Escalante. Nominations for the Appeals Panel for 2017 are Ian McAteer, George France and Jon Prunty. Ian and George accepted their nominations, while Jon Prunty will be contacted to seek confirmation that he is willing to continue. Moved AH, seconded KH, carried unanimously. Junior Chess Council: Standing Nominations: Simon Ayling Brian Drake Darrian Low Andrew Hardegen Kathryn Hardegen The above members were re-elected unopposed by unanimous vote. 8. Tournaments The majority of those present indicated that they believed the club had an appropriate balance between standard and rapid tournaments, and that the time control of 90 minutes,

3 with a 30 second increment per move starting from move 1, was suitable for the club s standard tournaments. AH tabled the 2017 SSCC calendar, which had been published on 14 th November. In lieu of the fact that slower time control tournaments achieve higher numbers than blitz, rapid and novelty tournaments, it had been decided to discontinue the Fixed Opening Tournament and to have one fewer blitz tournaments. This allows an additional rated Swiss tournament with slow time controls, the David Ellis Cup, to be run in The tournament will be an open tournament. It is named in recognition of David Ellis substantial and continued contributions to WA chess, as player, coach, organiser and newspaper columnist. FIDE Rated Tournaments: It was agreed that the Southern Suburbs Open, the Round Robin Divisions A and B, the Southern Suburbs Championship and the David Ellis Cup all be FIDE rated in Arbiters: Andrew and Kathryn Hardegen became FIDE licensed arbiters in Simon Ayling became a FIDE licensed arbiter in Dennis Holland will also apply for a FIDE arbiter s licence. Each of the 4 arbiters will run 1 rated tournament each. Andrew to run the 2017 SSCC Round-Robin Tournament: other tournaments to be allocated at a later time. Inclusion of Southern Suburbs Open and David Ellis Cup in WA Grand Prix: There was support for the idea of registering the Southern Suburbs Open again in The David Ellis Cup may also qualify, as it will be an open tournament. AH to check with CAWA President David Ellis as to whether the registration of both tournaments would be allowed. Inclusion of Southern Suburbs Open in ACF Grand Prix: This question was raised at the previous AGM. Unfortunately, registration of our club tournaments in the ACF Grand Prix is no longer possible. A new rule specifies that ACF Grand Prix tournaments must be of duration no longer than 7 days. Blitz Championship: The present setup (a series of tournaments, with Blitz Championship titles being determined by GP points, but without GP cash prizes prizes for individual tournaments only) was more successful than the previous setup. The format will be similar in Junior Chess: SA reported on the events at the connecting junior club and the format of club sessions. The junior club has been very successful in 2016 with approximately 25 regular attendees at present. IF agreed to play a simultaneous exhibition against the SSJCC players in It was decided that each year, the current Club Champion would be invited to do this.

4 SG asked questions about whether junior players are required to sign up for CAWA membership. The answer being that while juniors who only play at a junior club do not need to sign up for CAWA membership, said membership is required by those that wish to either play in CAWA tournaments that require CAWA membership or join senior clubs. SG noted that there is a wide range of playing strength and experience among SSJCC players. He suggested splitting the junior players into two groups (stronger and weaker) and targetting each group with appropriate instruction and activities. 10. CAWA Items: LE and AH spoke to the reasons why CAWA affiliation is advantageous, and the benefits that the CAWA provides to local clubs and the chess community at large (insurance, equipment, etc.). All WA clubs are obliged to register their players with CAWA: tournaments with unregistered players will not be ACF-rated. AH spoke about the need for an organiser for the WA Junior Championships, to be held at Leeming PS on Monday-Thursday 10 th -13 th April (during school holidays). Members were invited to register their interest. LE and AH reminded those present of upcoming CAWA events: Australian Schools Team Championships, Christmas Open, Blitz at Grand Cinemas Currambine, and CAWA Christmas Blitz and Wind-up. 11. General Business: AB asked whether it would be feasible for the club to provide organised instruction and advice to new and improving players. The consensus was that most senior players within the club are very approachable, and willing to provide assistance to new players in an informal capacity, by analysing games with them or through friendly discussion. The prospect of organised coaching sessions at 7pm, immediately prior to the club sessions, was raised. It was pointed out that many players already arrive early and engage in healthy, though informal, discussion of chess-related topics prior to the 7:30pm tournament starting time. AH and LE asserted that most of the club s strongest players would not be prepared to provide formal coaching immediately prior to tournament games, as they are using that time to prepare for their own games. No conclusion was reached on whether there is a need for any formal instruction. AH noted that the opening of the club library in 2017 will provide new and improving players with more resources that will help them to develop their game. Players already have access to games in the tournament in which they participate, through PGN files. AH opined that players can further their understanding by reviewing and discussing these games. GS raised the concern that new arrivals at the club may feel hesitant or uncomfortable in new social settings and this would be made worse if they are not be able to get a game, due

5 to large numbers of existing members playing in ongoing tournaments. General discussion ensued. AH expressed that this is something that the club has always taken seriously we aim to provide something for everyone, including non-tournament players but also noted that almost all of the club s members choose to participate in tournaments, and on tournament nights, very few attend the club solely to play casual games. AH also stated that on the other hand, it is very uncommon to see visitors not get a game, partly due to the club s use of non-playing arbiters and partly due to the members being receptive and willing to engage with newcomers. Further, some tournament players have byes or finish their games early, and then become available for casual games. While we do what we can to make new players feel welcome, we must ensure that we continue to do so into the future. LE suggested having resources (books, computer, etc.) available for walk-in players, and also proposed that someone (a non-tournament player) might be willing to be a potential `welcomer for new players. AH/SA noted that non-playing arbiters can fulfil this role to some extent, but that it would be even better if others could assist in this way. There being no further items of business, Andrew Hardegen thanked all for attending and declared the meeting closed at 9:30pm.

6 Southern Suburbs Chess Club President: Andrew Hardegen Treasurer: Kathryn Hardegen Phone: President s Report November 2016 Southern Suburbs Chess Club has had a successful second year, building on the foundations and achievements of its first year. With 46 keen SSCC members, we are one of WA s two largest chess clubs. Our connecting junior club is thriving, with an additional 28 paid members at present. Our club is providing much needed opportunities for players south of the river. We are fulfilling our goal of getting new and old players, of all ages and abilities, involved in chess. I believe that the continued success of our club will also lead to greater participation in CAWA tournaments in the future. A number of these tournaments have been held at our club premises and have been reasonably well attended. The club s members have created a friendly and supportive atmosphere. New players are welcomed by established members, a large number of whom are always willing to discuss any particular chessrelated topic or provide analysis or opinions on tournament games. This environment enables players of all levels to learn and improve quickly. There are several players in our club who have improved markedly over the past 2 years. Club Tournaments Rated Tournaments In 2016, the club ran 3 ACF rated tournaments, each running for several weeks, with slow time controls and 1 game per night. These tournaments proved popular with club members, attracting 28, 27 and 24 players respectively. Both of our rated Swiss tournaments and Division A of our Round-Robin Tournament were FIDE rated. This has encouraged a number of strong Perth players, some from north of the river, to join our club and participate in our tournaments. It also provides opportunities for our club players to obtain FIDE ratings, or improve upon their existing ones. Nine players have gained FIDE ratings from tournaments held at the club thus far. Currently, 23 of our members have FIDE ratings, with several players requiring only 1 or 2 FIDE rated games to obtain theirs. Our policy of using classical time controls for all of our rated tournaments has been widely supported.

7 Other Tournaments The club also ran an Allegro Championship, a Rapid-Play Championship, a Blitz Championship comprising 4 Blitz tournaments in a Grand Prix format, a Fischer-Random Championship, a Winter Allegro Tournament and a Fixed Opening Tournament. Attendances for these tournaments averaged between 15 and 20 players. It is clear that the majority of our members prefer slower time controls. But we understand that there are a few members who only like to play quick games, so it is essential to maintain variety in the tournaments that we run. Harris Interclub Competition This competition was held at North Woodvale Primary School over two Sundays in October. The club entered 5 teams 2 in Division A, 2 in Division B, and 1 in Division C. In total, 25 players represented Southern Suburbs. Our teams won convincingly both Division A (Open) and Division B (Under 1800), and narrowly finished 2 nd in Division C (Under 1400). Results like this give the club a great deal of recognition from the WA chess community, and our players are to be commended for showing that our club is a powerful force in WA chess. CAWA events provide us with great opportunities to promote our club, and we can do so simply by continuing to compete in large numbers. Congratulations to all of our Harris Interclub teams. Junior Chess One of the club s original aims was to open a new junior club, to run in the evenings prior to our main club. The intent was to attract junior players who are new to the game. This has now been running for over a year, and under the management of Simon Ayling, Brian Drake and Darrian Low, it has been highly successful. We hope to see many of our junior players participate in junior tournaments run by the CAWA, and join our adult club when the time is right for them. Thank you Kathryn and I would like to thank everyone who has contributed to the club: their work has resulted in our club continuing to be successful in its second year. We also give our thanks to the CAWA, for providing us with the chess equipment that we use, for recognising us as an affiliate club and for working with us to promote and further the game of chess. Thanks also to Leeming Primary School for generously leasing their excellent venue this undercover area, kitchen, and storage area to the club.

8 Treasurer s Report November 2016 The club s finances are in a sound state. Income from memberships and tournament entries was similar to predictions made at the end of last year. The club saw a net income of $ in the period 8 Dec Nov This takes into account invoices for approximately $ (~$ in FIDE and ACF rating fees, ~$300 in SSJCC expenses (Book Prizes, Orange Juice, Cups etc) and ~$180 for a new perpetual trophy for the David Ellis Cup) which are expected to be received soon. A further $20 is owed in CAWA membership fees. After payment of these, there will still remain sufficient funds to set aside in reserve. By doing so, we will allow the club to purchase new equipment, training materials, etc. in future years. While we are investing in the club s future, we can afford to ensure that deserving players are not short-changed. In 2016, almost 90% of the total tournament income was returned as cash prizes. The club has now been running for 2 years. Thus, we now have historical figures to guide our forecasts and can be more confident in this regard. As always, the financial wellbeing of the club depends on the number of members and the number of tournament participants. More players, and more participation, will mean that the club will be able to not only meet its financial obligations, but also, look after its members and support whatever initiatives they wish to pursue. The following financial statements are provided in this report: (i) Profit and Loss Statement from 8 Dec 2015 to 29 Nov 2016 (ii) Actual Cash Flow Statement from 8 Dec 2015 to 29 Nov 2016 (iii) Budget Forecast from 29 Nov 2016 to 5 Dec 2017 Further information about these statements is available on request. In what follows, we will focus mainly on the Budget Forecast for This document shows the projected income and expenditure amounts in each area in 2017, and compares them with the actual income and expenditure amounts in Here, we highlight the main changes that we expect to occur in Main Causes of Expenditure Venue Hire The club is expecting to pay $800 to Leeming Primary School for the use of these club rooms on Tuesday evenings in The arrangement will be the same as in 2016.

9 CAWA Affiliation Fees The requirement for affiliation with CAWA is that all members of the Club are also members of the CAWA. In order to ensure that this is achieved, the Club will collect a CAWA membership fee from each player who joins the Club (provided that they are not already a CAWA member). This is included in the Club membership fee. Each member pays $80 to join the Club: the CAWA membership fee of $20 is paid to CAWA and the Club retains $60. If there are 40 Club members, the CAWA Affiliation Fee will be $800. The $20 per member will be paid to the CAWA after each membership application is received. Equipment Ten trestle tables and 40 chairs are kept at the venue. SSCC is purchasing these tables and chairs from CAWA. Payment is being made in 3 instalments, over 3 years. The first payment of $208 was made in February One further payment of $200 was made in The final payment of $200 will be made in February SSCC would ideally like to purchase a large metal cupboard to store our equipment, but we have not done so at this stage and it is not a high priority. If we were to do this, we would need to stack our chairs in the middle of the store room. We would need access to a larger storage space. Should tournament attendances become greater than 40 players, more tables, chairs and chess equipment will be needed. While chess equipment may be loaned from CAWA if needed, the tables and chairs must be purchased and stored at the venue. Estimated cost of 4 tables and 16 chairs: $200. Prizes The projected expenditure of $4,375 for tournament prizes (29 Nov Dec 2017) is similar to the 2016 expenditure. ACF Tournament Rating Fees In 2017, CAWA will continue to charge clubs ONLY the current ACF Rating Fee of 40 cents per player per rateable game. E.g. for a 7 round tournament, the amount charged would be approximately $2.80 per player. Assuming 25 players (12 boards) per tournament (2 7 rounds, 1 9 rounds, 1 6 rounds), the amount payable will be approximately $300. FIDE Tournament Rating Fees ACF have been quite slow to issue invoices for FIDE costs. The estimated FIDE rating fee in 2017 is $ Printing/Stationery/Software The club currently used a free version of the Vega pairing software to run tournaments. This unlicensed version can be used for tournaments with 30 or fewer players. The ACF has purchased a national licence for Vega licensed copies of the program will soon be made available to clubs.

10 We have not allocated any estimated amount for printing/stationery costs. Club volunteers will be recompensed for their expenses. Main Sources of Income SSCC Membership Fees Our membership fee of $60 for 2017 (plus $20 CAWA membership) is $10 higher than in 2016, but is still no higher than any of the other 2 CAWA affiliated clubs. The $10 increase would allow the club to provide more cash prizes and allocate funds for the purchase of new equipment tables, chairs, perhaps also chess sets, chess clocks. Assuming that 40 players join the club in 2017, the income from SSCC memberships will be $3,200 (of which $800 would be forwarded to CAWA as CAWA membership fees). SSJCC Fees The SSJCC membership fee will be $30 per semester in Non-members may attend any session for a $5 fee. We assume 25 members per semester (25 * 2 * $30), plus one non-member per week (44 * $5). Estimated income: $1,720. Tournament Entry Fees The entry fees for tournaments in 2017 will also be the same as in 2016: entrants in the new David Ellis Cup will be charged the standard fee of $25 for rated Swiss tournaments. The entry fee for the 2016 Southern Suburbs Open will be $25 for SSCC members, and $35 for SSCC non-members. The predicted income from tournament entry fees for 2016 is $3,825. This is based on assumptions of 25 players for each rated tournament and 15 players for each unrated tournament, similar to 2016 attendances

11 3:26 PM Southern Suburbs Chess Club 29/11/16 Profit & Loss Accrual Basis December 8, 2015 through November 29, 2016 Dec 8, 15 - Nov 29, 16 Ordinary Income/Expense Income Donations received Interest received 0.21 Membership Payments 4, Tournament Entries SSCC Christmas Lightning Total Tournament Entries Tournament Entries Autumn Blitz Tournament Club Championship Easter Blitz Tournament Fischerandom Championship Fixed Opening Tournament Rapidplay Championship Southern Suburbs Open Spring Blitz Tournament SSCC Allegro SSCC Round Robin SSCC Winter Blitz Winter Allegro Total Tournament Entries , Venue Hire Total Income 8, Gross Profit 8, Expense Administration costs Affiliation Fees CAWA Admin Fees Affiliation Fees - Other Total Affiliation Fees 1, Donations Equipment Purchase Food & Beverages Leasing charges Leasing charges - CAWA Petty cash 0.00 Prizes Book Prizes Cash Prizes 3, Trophies Total Prizes 3, Total Expense 7, Net Ordinary Income Net Income Page 1

12 SSCC Actual Cash Flow - from 8 December 2015 to 29 November 2016 Opening Balance: Month Dec-15 Jan-16 Feb-16 Mar-16 Apr-16 May-16 Jun-16 Jul-16 Aug-16 Sep-16 Oct-16 Nov-16 Dec-16 Total Income SSCC Membership Fees , , SSJCC Fees , Tournament Entry Fees , Sponsorship Expenses Recovered Grants/Donations Interest received Total Income , , Expenses ACF Fees and Expenses Bad debts Bank Fees CAWA - Affiliation Fees CAWA - Rating Fees Equipment Purchase Food and Beverages Leasing Subsidies/Donations Printing/Stationery Prizes / Trophies , , Repairs/Maintenance Website Expenses Miscellaneous Total Expenses , , , Closing Balance 1, , , , , , , , , , , ,

13 3:25 PM Southern Suburbs Chess Club 29/11/16 Balance Sheet Accrual Basis As of November 29, 2016 Nov 29, 16 ASSETS Current Assets Chequing/Savings CBA Cheque Account 2, Total Chequing/Savings 2, Other Current Assets Deposits Total Other Current Assets Total Current Assets 2, TOTAL ASSETS 2, LIABILITIES Current Liabilities Accounts Payable Trade creditors Total Accounts Payable Total Current Liabilities TOTAL LIABILITIES NET ASSETS 1, EQUITY Retained Earnings 1, Net Income TOTAL EQUITY 1, Page 1

14 Operating Budget Forecast for the period 29 Nov Dec Dec 2015 to 29 Nov 2016 to 29 Nov 2016 ($ Income 5 Dec 2017 ($) Assumptions (Actual) (Projected) Membership Fee: $80 2, SSCC Membership Fees 3, Number of Members: 40 1, SSJCC Fees 1, Players per rated tourn: 25 3, Tournament Entry Fees 3, Players per unrated tourn: 15 - Sponsorship - Entry Fee (Rapidplay Ch): $ Expenses Recovered - Entry Fee (SSCC Open & Ch): $ Grants/Donations - Entry Fee (David Ellis Cup): $ Interest Received - Entry Fee (SSCC Round Robin): $30 Entry Fee (short tourns): $10 7, Total Income 8, Number of long tournaments: 5 Number of short tournaments: 6 Expenses Number of SSJCC Members: CAWA - Affiliation Fees Non-members per week: 1 - Accountancy/Auditing Fees CAWA - ACF Rating Fees ACF - FIDE Rating Fees ACF - Grand Prix Fees CAWA - Grand Prix Fees Bad debts - - Bank Fees - - Computer/Software Expenses - - Capital Expenditure - - Chess Equipment Hire - - Chess Equipment Purchase / Maintenance New Tables and Chairs - Cupboard Tables - part payment Electricity Food & Beverages Grants & Donations Leasing Player Subsidies Printing/Stationery - - Promotions Prizes (Books) , Prizes (Cash) 3, Prizes (Trophies) Purchases (merchandising) - - Repairs/Maintenance Telephone / Internet Website Expenses Miscellaneous Expenses - 7, Total Expenses 7,827.50

15 Opening Balance - 29 Nov , Closing Balance - 5 Dec ,707.31

16 Southern Suburbs Chess Club Calendar of Events 2017 (Page 1) Club meets at 7:30pm on Tuesdays Venue: Leeming Primary School Enquiries: Andrew Hardegen Date Event Details CAWA Calendar January 31/01/2017 Casual Chess February 7/02/2017 Southern Suburbs Open Round 1 90 min + 30 sec/move 14/02/2017 Southern Suburbs Open Round 2 (Swiss: FIDE rated) 21/02/2017 Southern Suburbs Open Round 3 28/02/2017 Southern Suburbs Open Round 4 March 7/03/2017 Southern Suburbs Open Round 5 14/03/2017 Southern Suburbs Open Round 6 21/03/2017 Southern Suburbs Open Round 7 28/03/2017 Autumn Blitz Tournament April 4/04/2017 Round-Robin: Round 1 90 min + 30 sec/move 11/04/2017 Round-Robin: Round 2 `A' Division will be FIDE rated 18/04/2017 Round-Robin: Round 3 `B' Division may also be FIDE 25/04/2017 Round-Robin: Postponements rated, depending on entries

17 Southern Suburbs Chess Club 14/11/2016 Calendar of Events 2017 (Page 2) Date Event Details CAWA Calendar May 2/05/2017 Round-Robin: Round 4 9/05/2017 Round-Robin: Round 5 16/05/2017 Round-Robin: Round 6 23/05/2017 Round-Robin: Postponements 30/05/2017 Round-Robin: Round 7 June 6/06/2017 Round-Robin: Round 8 13/06/2017 Round-Robin: Postponements 20/06/2017 Round-Robin: Round 9 27/06/2017 Fischerandom Tournament Rounds min + 10 sec/move July 4/07/2017 Fischerandom Tournament Rounds /07/2017 Club Rapid Championship Rounds rounds per night 18/07/2017 Club Rapid Championship Rounds min + 15 sec/move 25/07/2017 Club Rapid Championship Rounds 5-6 August 1/08/2017 Club Rapid Championship Rounds 7-8 8/08/2017 Winter Blitz Tournament 15/08/2017 Club Championship Round 1 90 min + 30 sec/move 22/08/2017 Club Championship Round 2 (Swiss: FIDE rated) 29/08/2017 Club Championship Round 3

18 Southern Suburbs Chess Club 14/11/2016 Calendar of Events 2017 (Page 3) Date Event Details CAWA Calendar September 5/09/2017 Club Championship Round 4 12/09/2017 Club Championship Round 5 19/09/2017 Club Championship Round 6 26/09/2017 Club Championship Round 7 October 3/10/2017 Allegro Championship Rounds minutes flagfall 10/10/2017 Allegro Championship Rounds /10/2017 Spring Blitz Tournament 24/10/2017 David Ellis Cup Round 1 90 min + 30 sec/move 31/10/2017 David Ellis Cup Round 2 (Swiss: FIDE rated) November 7/11/2017 David Ellis Cup Round 3 14/11/2017 David Ellis Cup Round 4 21/11/2017 David Ellis Cup Round 5 28/11/2017 David Ellis Cup Round 6 December 5/12/2017 Annual General Meeting 12/12/2017 Christmas Blitz Tournament