2019 Club AGM Minutes

Posted on January 27, 2020

• Date: 20200122
• Location: The Gap Tavern, Queensland

Attended in person

• Tony Morris
• Rex Scarf
• Tony Howes
• Andrew Robinson
• Martin Laizans
• Amanda Ward (non-member)
• Mark Pendrith
• Phil Eichinski

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Attended via proxy

• Phillip Kirkman
• Edward Tan
• Warren Ward

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Previous minutes

• The minutes of the 2018 AGM were unanimously accepted.

Matters arising from 2018 AGM minutes

• Recent print-outs of club documents have not been easily legible
  • Andrew R to get a new, laser printer
• New processes for handling casual visitors adopted during 2019 included stopping tournament play when visitors came
  • This has been successful and will be continued
• Changing starting time to 1930 UTC+10
  • All approved of this change, except Martin

Management Committee Reports

• The President’s Report was not presented formally by Andrew Robinson.
  • Instead, this was covered as a discussion of the current state of the club and the matters that arose are set out below in General Business below.
• The Treasurer’s Report was presented by Tony Morris
  • The club’s income exceeded its expenditure slightly for the year ending 30 Sep 2019.
  • Generally, the club’s finances are healthy and there is no need to alter the current club fee structure.

Election of office bearers for 2020

• All positions were declared vacant and the following office bearers were elected.
  • President: Andrew Robinson
  • Vice-President: Vacant
  • Secretary: Tony Morris
  • Treasurer: Tony Morris
  • Tournament Director/Arbiter: Andrew Robinson
  • Publicity Officer: Tony Howes
  • Equipment Officer: Tony Morris
  • CAQ Delegate: Andrew Robinson
• Candidates for all positions were elected unanimously and unopposed.

General Business

• Alter the front page of the website when the club closed
  • Some visitors have arrived to the club when it is closed
  • Tony Morris will add a message to the website and is happy to be reminded if it is not there when it needs to be
  • The website already has a schedule on it the front page, so it only needs a notice when an unanticipated closure is occurring
• Coffee cupboard
  • Warren Ward usually helps with this, but is unlikely to attend the first half of the year
  • Tony Morris is happy to set it up
  • Request help from those around to put it away at the end of the night
• Second set of keys to the club room
  • This hasn’t happened yet.
• Martin proposed creating an internal Facebook group
  • Rex seconded the proposal
  • Motion passed, with Tony Morris and Mark Pendrith abstaining
  • Amanda Ward will create the Facebook group for the club
• Phil proposed that we find new ways to get more club members
  • Mark proposed clarifying that our relaxed tournament scheduling which allows deferral of games (not allowed at many other chess clubs) be better advertised
  • Mark proposed finding a different venue, and suggested a bar or cafe
  • Mark will investigate possibilities for a new venue and communicate it back to the club’s management committee
• Martin proposes changing the club name
  • Martin suggested some people may think the club is restricted to the suburb of The Gap for its membership
  • There was no support for changing the name, and objections were offered to alternative proposals such as “Western Suburbs Chess Club”
  • Mark proposed altering the website to include a list of suburbs in our region (which may help with visibility of the website to search engines)
  • The suggestion to amend the website was agreed to
• Andrew proposes one (or more) nights per year to host a club night at a different venue e.g. The Gap Tavern
  • Mark will investigate a venue that is OK with this idea
  • Suggestions included pubs and coffee shops
  • It was proposed that these nights be non-tournament nights
  • Could be a Friday night or some other nominated time
  • This proposal was unanimously endorsed
• CAQ has a 3 year club membership option
  • This is now included on the 2020 TGCC membership application form
• Meeting closes 2020 (UTC+10)