Business Meetings and Minutes

TCA Teleconference Tenth of December

Tom Crane is inviting you to a scheduled Zoom meeting.
Topic: Tom Crane’s Zoom Meeting
Time: Dec 10, 2018 7:55 PM Central Time (US and Canada)
Join from PC, Mac, Linux, iOS or Android: https://zoom.us/j/6727791288

TCA December 10th Meeting Agenda

Or iPhone one-tap :
US: +14086380986,,6727791288# or +16468769923,,6727791288#
Or Telephone:
Dial(for higher quality, dial a number based on your current location):
US: +1 408 638 0986 or +1 646 876 9923
Meeting ID: 672 779 1288

Teleconference October 22 Minutes

Below are the non-approved minutes of the TCA teleconference meeting held on October 22, 2018.

Opening

The regular meeting of the Texas Chess Association was called to order at 8:00pm on Zoom teleconference by Tom Crane.

Attendees:

Tom Crane, Jeff French, Rob Jones (region 3), Jose Plasencia (region 4), Jim Hollingsworth, Lonann French, Louis Reed, Chris Wood, David Ortez (region 10), Rueben Arzaga (region 4), Troy Gillespie, David Cantu (region 4)

Approval of Agenda

The agenda was unanimously approved as distributed.

Approval of Minutes

Motion to approve former minutes of meetings brought by Lonann French. Motion approved unanimously.

Old Business

Background checks:

Motion passed – but the mechanics of how we do background checks needs to be addressed. Deadline pushed to Jan 1 2020. Open discussion: OPTION: Check the sexual predator website for anyone working around children. Limit this scope to scholastic TCA events. Jim Hollingsworth suggested pointing a committee to work out the details. Tom Crane appointed Region 10 to research and present a process to implement. David Cantu, David Ortez, and Troy Gilllespie shall form the committee.

New Business

Regional Reports:

  • Region 4: Activity discussed: October 26th Regional tournament, El Paseo Open 3rd week of Nov. Nov 10th non- rated tournament.
  • Region 3: Activity discussed: Texas Jr in Southlake. 13th Scott Watkins, North America Telugu. Looking for ways to bring in more schools. Region 3 tournament in the DCC expect close to 300 children.
  • Region 2: Activity discussed: Feb 9th at Kim Wood’s school.
  • Region 10: Activity discussed: two tournaments, hosting weekly meetings. Tournaments every Sat.

Texas Knights

Next Texas Knights to publish around the 25th of November. Deadline to submit material 10th of November. Jeff has some backlog material but is always looking for regional information. Jeff would like results of games and pictures of winners. Jeff only requires rated tournament and would like to see a Texas player.

Status of updating the by-laws:

Luis is working on updating the by-laws.

USCF Delegates

Tom has until November 1st to submit our list. If you are going to the US Open, or know someone that is going, please ask t hem to contact Tom so he can put their name on the list. (Tom Crane, Jeff and Lonann French, Troy Gillespie)

Financial Report

Financial Report: 17K in the accounts. There’s a link on Texas Knights showing detail. There is an intention to audit the books. As a 501C(3) we can get donations after the audit. The audit is key to fund raising per Jim Hollingsworth. Jim has asked adding his name as fund raising person on the website – Chris Wood to adjust website.

Open Discussion:

Jim Hollingsworth would like a Veterans and Women’s Committees in order to keep focus on these two tournaments. Tom to take under advisement.
Tom asked how do we determine membership count? Jeff stated Barb keeps a running list. Jim has analysis on count by membership type.

Adjournment

The meeting was adjourned by Tom Crane at 9:00pm.

Minutes submitted by:
Lonann French, Secretary TCA

October Telecon Meeting

Join President Tom Crane and other officers on a Telecon Meeting on Monday, October 22, 2018.

Call In Details

Tom Crane is inviting you to a scheduled Zoom meeting.
Topic: Tom Crane’s Zoom Meeting
Time: Oct 22, 2018 7:55 PM Central Time (US and Canada)
Join from PC, Mac, Linux, iOS or Android: https://zoom.us/j/6727791288
Or iPhone one-tap :
US: +14086380986,,6727791288#  or +16468769923,,6727791288#
Or Telephone:
Dial(for higher quality, dial a number based on your current location):
US: +1 408 638 0986  or +1 646 876 9923
Meeting ID: 672 779 1288
International numbers available: https://zoom.us/u/amF0xWorC

Agenda

  • Opening remarks – Why are we trying this.
  • Background checks – obviously a very contentious issue but the way to do this isn’t quite as obvious.  We need to close on this and decide.  I will offer a couple of suggested paths that we can discuss.
  • Regional Reports – this is each Regional Directors opportunity to discuss things that are happening in their Region, mention large upcoming tournament’s, or bring up any issues important to them that we need t address.
  • Status of updating the by-laws.
  • USCF Delegate’s – I have until November 1st to submit our list.  If you are going to the US Open, or know somebody that is going, please ask them to contact me so I can put them on the list.
  • Financial report
  • Just a mention how much we have in our accounts.
  • Plan to audit and why we’re doing it
  • Other as suggested to me for inclusion, I want this telecon to last no longer than an hour but we can go longer if there are important things that need to be discussed.

TCA October Meeting Agenda 2018

Minutes from TCA Meeting September 2, 2018

Southwest Open Meeting Minutes
September 2, 2018 at 9:00am

Opening

The regular meeting of the Texas Chess Association was called to order at time on September 2, 2018 at 9:00am in Irving, Texas by Eddie Rios.

Attendees:

Jim Hollingsworth, Lonann French, Luis Salinas, Claudia Munoz, Estanislao Anzaldlia, Renate Garcia, Rob Jones, Louis Reed, Tom Crane, Reginia Rios, Eddie Rios, Jeff French, Barb Swafford, J.P. Hyltin

Approval of Agenda

The agenda was unanimously approved as distributed.

Approval of Minutes

Motion to approve former minutes of meetings brought by Jim Hollingsworth and second by Luis Salinas.  The motion carried 9-0 with 0 abstentions. Tom Crane requested minutes updated and posted by October 30, 2018.

Old Business

Eddie Rios led discussions regarding:

  • TCA’s background checks for tournament staff.
  • Proposal allowing a faction to select their regional director vs. appointment.
  • Disclose fees collected and incumbent expenses to be verified by receipts.

New Business

2018 Board of Directors Election report was delivered by Jeff French:

Started at: July 15, 2018 at 12:00 am; Finished at: August 31, 2018 at 12:00 pm; Time zone: Central Time (US & Canada); 122 of 283 ballots cast. 1 spoiled.

President Vice President Secretary Treasurer
Eddie Rios: 44 votes (36.4%)

 

Forrest Marler: 85 votes (72.6%)

 

Lonann French: 109 votes (100.0%)

 

Barb Swafford: 112 votes (100.0%)

 

Tom Crane: 77 votes (63.6%)

 

Estanislao Anzaldúa: 32 votes (27.4%)

 

Tom Crane wins with 63.6% of the vote.

Votes tallied: 121

Abstentions: 1

 

Forrest Marler wins with 72.6% of the vote.

Votes tallied: 117

Abstentions: 5

 

Lonann French wins with 100.0% of the vote.

Votes tallied: 109

Abstentions: 13

 

Barb Swafford wins with 100.0% of the vote.

Votes tallied: 112

Abstentions: 10

 

Jeff French called for the election results to be approved, motion was second by Luis Salinas.  The motion carried 10-0 with 0 abstentions.

New officers acknowledged and assumed nominated roles.

Tom Crane reviewed old business to capture any motions moved into new business.

Tom acknowledged awarded tournaments: 2018 Grade in Houston (North – change name to Texas Grade as no South was bid), Texas State Amateur Open, 2019 Super State, 2020 South ran by TCA and 2020 North to Luis Salinas allowing organizational process to move forward.

Motions:

  • 1. Proposal to allow representative elections on bylaws changes designated by the President (J.P.  Hyltin) Discussion ensued in more detail by J.P. Hyltin.
  • 2. Change Election Ballot Language (Jeff French). Jeff provided changes and J.P.  printed for distribution. The motion carried 8-1 with 0 abstentions. / Tom referred this motion, to be moved to a teleconference for further discussion.  Other motions to be discussed in future teleconferences:  3, 4, 9, 10, 11, 17.
  • 5. Change Bylaws Committee Chair from immediate Past President to Vice-President (Jim Hollingsworth). Friendly motion:  previous meeting minutes approved and to be posted by October 30, 2018.
  • 6. Online only publication for Texas Knights (Jeff French and Jim Hollingsworth). Jim led the discussion on savings estimated at $3,150 and how it could be repurposed by TCA. Luis Salina’s pointed out the lifetime membership states paper copy by first class mail as a deliverable. Tom Crane took an action to engage lifetime members and determine how to meet expectations.  Lonann French second this motion.  The motion carried 9-1 with 0 abstentions.  Tom Crane put a delay of action for stopping the printed version of Texas Knights magazine until September 1, 2019 unless it is prudent to move up the time line.
  • 7. Only one scholastic general population meeting per year on scholastic and one general membership meeting per year. (Eddie Rios).  Luis Salinas discussed previous meetings.  Motion deferred to Spring meeting (2019).
  • 8. Everything that affects bylaws and structure shall be referred to the bylaws committee before placing on agenda and opening to discussion.
  • 12. Transitioning regular non-subscribing members into regular members (Jeff French and Jim Hollingsworth).
  • 13. Eliminating “without magazine” for blind memberships (Jeff French and Jim Hollingsworth).
  • 14. Purging all “online only” memberships from the Bylaws (Jeff French and Jim Hollingsworth). Discussion was led by Jim.  P.  Hyltin second the motion.  The motion carried 8-1 with 1 abstention.
    • (14.a) Junior Tournament membership to increase from $1.00 to $1.50 to support Southwest open. (Luis Salinas). Deferred to Spring meeting (2019).
  • 15. Replacing the financial statements in Texas Knights to links (Jeff French). Motion was second by J.P.    The motion carried 9-0 with 0 abstentions.
  • 16. Replace candidate statements in Texas Knights with online Ballot Profiles (Jeff French) Motion was second by J.P.   The motion carried 9-1 with 0 abstentions.
  • 18. Proposal to create TCA affiliate memberships (J.P. Hyltin) Discussion by Barb Swafford that we have a school club membership.

Agenda for Next Meeting(s)

Tom Crane has proposed regular tempo teleconferencing discussions to review the following motions and have them worded and prepared for the next general meeting:

  • (3) Remove paper ballots as a voting option. (Jeff French). Deferred.
  • (4) Sets a “member in good standing” date for TCA Elections to July 1st. (Jeff French) Deferred.
  • (9) TCA will not fund any expenses for organizers who have been awarded any events.  (Eddie Rios).  Tom Crane discussed the usage of P/L forms for regional events. Jim Hollingsworth stated adding to the bidding forms as a requirement.  Deferred.
  • (10) Our structure, which is stated in our bylaws, Regional Directors take care of designated regions and are appointed by the President.  Scholastic committee members and other positions are appointed by the president as well, Regional Directors are to also serve as the Board of Directors.  Therefore, Regional Directors are the sole Directors of the regions and are responsible for awarding the Regional Tournaments based on established critique.  (Eddie Rios).  Deferred.
  • (11) Extend the time served for elected officers to two years.  Effective immediately (Jim Hollingsworth and Eddie Rios).  Deferred.
  • (17) Resolve issues with the language for background check requirements in TCA Events. (J.P.  Hyltin). Deferred.

Addendum

Motions detail submitted by Jeff French and Jim Hollingsworth that was omitted from official agenda

Adjournment

The meeting was adjourned by Tom Crane at 1:30pm.


Minutes submitted by: Lonann French, Secretary TCA
Approved by: Thomas E. Crane, President Texas Chess Association

TCA 2018 Election Results

The 2018 TCA Election Results were tallied this weekend.  Tom Crane was elected president, Forrest Marler was elected vice-president, Barb Swafford was elected treasurer, and Lonann French was elected secretary.

Official Election Results

A couple definitions that you may be interested in while reviewing these results:

Spoiled Ballot: A ballot that was distributed, then it was found that the voter was ineligible to vote, so the ballot link was disabled or, if the ballot was already used, the voters selections were removed from the finally tally. There was 1 ballot in the recent election that was found to be ineligible because the voter wasn’t a Texas resident. In this case the voter never returned to ballot, so the ballot access was simply disabled.

If you review the Vote Audit there are ballots that are noted as Key Surfaced. We had 26 ballots bounced back because they weren’t deliverable. It was found that quite a few of those were hosted by AT&T owned email servers. It ended up that ElectionBuddy had been incorrectly blacklisted by AT&T so any ballots sent to @att.net, @swbell.net, @sbcglobal.net weren’t delivered. Those marked with Key Surfaced are those that I grabbed the keys, created ballot links to the voters unique ballots and manually emailed the ballot links to the voters from my Texas Knights Editor gmail account (which were then successfully delivered). The remaining 6 undeliverable ballots were never resolved.

In addition there were some voters added after the election started. These were because they were missed on the first bulk distribution or other reasons (i.e. they didn’t receive enough ballots with their family membership because one of the family members became old enough to vote and wasn’t reported before the election started). These are marked in the Vote Audit as Added after election started.

Results

President

Eddie Rios 44 votes (36.4%)
Tom Crane 77 votes (63.6%)
Tom Crane wins with 63.6% of the vote.
121 votes tallied and 1 abstention

Vice President

Forrest Marler 85 votes (72.6%)
Estanislao Anzaldúa 32 votes (27.4%)
Forrest Marler wins with 72.6% of the vote.
117 votes tallied and 5 abstentions

Secretary

Lonann French 109 votes (100.0%)
Lonann French wins with 100.0% of the vote.
109 votes tallied and 13 abstentions

Treasurer

Barb Swafford 112 votes (100.0%)
Barb Swafford wins with 100.0% of the vote.
112 votes tallied and 10 abstentions