Business Meetings and Minutes
Southwest Open Meeting Minutes
September 2, 2018 at 9:00am
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.
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.
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.
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.
|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
|Forrest Marler wins with 72.6% of the vote.
Votes tallied: 117
|Lonann French wins with 100.0% of the vote.
Votes tallied: 109
|Barb Swafford wins with 100.0% of the vote.
Votes tallied: 112
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.
- 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.
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
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.
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.
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
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
Lonann French 109 votes (100.0%)
Lonann French wins with 100.0% of the vote.
109 votes tallied and 13 abstentions
Barb Swafford 112 votes (100.0%)
Barb Swafford wins with 100.0% of the vote.
112 votes tallied and 10 abstentions
Below are the unapproved meetings from the State Scholastics Meeting in June 2018.
Several motions were deferred to the SWO because they have no influence on Scholastic Chess in Texas. This is a summary of the motions that passed.
Luis Salinas offered an update to Section 2 C of the bylaws, referring to the enforcement of scholastic section eligibility rules. “There should be no exceptions granted. On this the ruling is very unclear, and there have been no ruling on this. Every decade or so someone lets a 6th grader play in the Elementary school section.” He went on to explain with examples that selective enforcement can have the appear-ance of bias when there are some situations that exceptions are made. So, the point is to have clear and comprehensive rules with no exceptions. The motion passed 26-0 in the South Region and 34-0 in the North.
Luis offered a motion to close the loophole that allows a kid to play up in a section. This concerns home school delinea-tion of grades to middle school designated sections. Luis explained there were past rulings where a 6th grader in a private school grades with grades K-6 were required to play in a middle school section. It discourages participation when you can’t play with the kids in your school as part of your team. The discussion on this motion covered a wide range of questions, and anyone who has questions about the mo-tion should look up those minutes, because your concerns are likely addressed there. This motion does not affect pub-lic or private schools, only homeschools, and specifically designates all K-5 homeschool players are in the Elementary sections, while grades 6-8 players are in middle school, and 9-12 is High School. The discussion acknowledged some private schools have differing grade delineations, and this update does not affect private schools. In the south, the motion passed 27-0 with 1 abstention. In the North, this motion passed 24-1, with no officially recorded abstentions.
Next motion – If a regional doesn’t draw 350 players, they can have an open regional event, which means they can have players from other regions play. If you don’t make the threshold, you don’t have to have an open regional event, but you are allowed to. If you do exceed that number of participants, you may not have an open event. This is al-ready a rule, but the threshold is 150 players. The idea of increasing that number is to allow the events to draw enough players to have a chance of being profitable. In the south, the motion passed 25-0 with 2 abstains, and in the north the vote passed 28-0 with no recorded abstentions.
Richard Newmann offered a motion intended to promote financial transparency. “All Scholastic TCA events must dis-close fees collected and incumbent expenses verified by receipts with a list of all parties that received more than $200. This must be disclosed within the first 60 days after the event. Any tournament less than 100 players is exempt from this requirement. This includes regional scholastic tournaments. The report should go to the TCA treasurer and properly published.” In the south, this motion passed 27-0. In the north, 28-2, with no recorded abstentions.
A motion was offered after a lot of discussion related to specifics of Region 10 regional tournament awards, and the selection of the region 10 director. This appears to be a reaction to prior events. The specific motion is “All region 10 TCA scholastic chess tournament bids to include regionals have to be disclosed after the closing day of the bidding process. Each school district within region 10 will have 1 vote. No one can vote on a bid they are receiving compensa-tion from. The scholastic member and the regional director shall reside within region 10. Each school district within region 10 will have 1 vote on who the regional director and scholastic member is.” Luis pointed out that the regional directors are on the board of directors for TCA, and “I’m not sure you should be letting other people pick who is on the board of directors of TCA.” In the south, the vote was 14-0 with 8 abstentions. There was a very lively discussion of this motion in the north region, but the motion carried 24-3, with 3 abstains.
Next Motion – “Anybody receiving monetary gain from a TCA Scholastic event must submit to a background check through TCA once per year.” In the south, this passed 14-0 with 2 abstains. In the north, it was 19-0 with 4 abstains.
Vish introduced a new motion. “All TCA events must dis-close fees collected and incumbent expenses verified by receipts with a list of all parties that received more than $200. This must be disclosed within the first 60 days after the event. Any tournament less than 100 players is exempt from this requirement. This includes regional scholastic tournaments. The report should go to the TCA treasurer and be properly published.” This was tabled to be discussed at the Southwest Open.
TCA is selecting new USCF delegates. If you meet the criteria below and would like to be appointed, please email TCA president Eduardo Rios at riSKIPTHISose@nwcaANDTHISble.net.
Delegates must be over the age of 18, must have a valid USCF and TCA membership, must be a Texas resident, and must commit to attending the USCF business meeting during the US Open (held in Madison, Wisconsin) between July 28 and August 5, 2018. Preference will be given to past delegates who communicate with us by October 10, 2017. Preference will then also be given to new nominees who, if previously appointed as a delegate, canceled at least 90 days before the event.
After October 10th, TCA will accept nominations on a first-come first-serve basis. The TCA Secretary will confirm with all appointed delegates by May 1, 2018 to ensure they are planning to attend. If they cancel then they will need to formally resign and we will appoint the first alternate, etc.
Below are the unapproved minutes of the September 3rd meeting of the TCA membership.
Call to Order
President Eddie Rios Called the Meeting to order at 8:35am
President Rios reminded all that TCA has a non-profit mission. There were introductions of the officers. The following items were noted:
- Texas in now on the map with Vish Viswanath on the USCF Executive Board.
- TCA has a new website
- Jim Hollingsworth volunteered to manage the TCA Facebook page.
- A request was made for persons interested in being a USCF delegate.
- Consideration is being given increasing the number and preparation of TDs.
- Consideration is being given to providing financial help to USCF delegates.
Approval of Minutes
No minutes have been submitted for approval.
Treasurer Swafford intends to have a financial statement by September 10 and published in the next issue of “Texas Knights”. The current tournament accounting is not complete, but about $2,700 is in BOA account. The following items were noted:
- A long-term strategy for corporate relationships to improve corporate giving might be considered.
- A donation button should be added to the website.
- The current Southwest Open tournament is operating at a loss as was predicted, and it was suggested
- that the greatest factor in the loss is the norms tournament.
Results from the Recent TCA Elections are as follows:
52 of 179 distributed ballots were cast
2 were paper ballots, 0 cast; 177 ballots were electronic, 52 cast
Candidate: President ******************* Dr. Aaron Guerra: 2 votes (4.0%) Eddie Rios: 46 votes (92.0%) Luis A Salinas: 1 vote (2.0%) Richard Newman: 1 vote (2.0%) Abstentions: 2 Candidate: Vice President ************************ Tom Crane: 4 votes (8.5%) Forrest Marler: 43 votes (91.5%) Abstentions: 5 Candidate: Secretary ******************* John Hyltin: 45 votes (100.0%) Abstentions: 7 Candidate: Treasurer ******************* Barb Swafford: 51 votes (100.0%) Abstentions: 1
Vish Viswanath moved to approve election Results. Luis Salinas seconded the motion. The motion to approve the election results passed unanimously.
Old Business and New Business
Luis Salinas moved that TCA award itself the 2020 South Texas Scholastic bid. The motion was seconded by Jim Hollingsworth. The motion passed with seven votes for, zero against, and one abstention. The 2019 Super State and 2019 Texas State and Amateur Tournaments were awarded to Luis Salinas.
Luis Salinas withdrew his previous motions to make a TCA College Chess Committee, to define Texas Collegiate Superfinals in the Bylaws, and to make those changes go into effect immediately. Without objection he substituted a motion to change Article IX Section 1 O to read:
- Texas Collegiate Championship.
This tournament shall be held in the fall, and open to students enrolled full-time or part-time in col-leges or universities. The highest finishing Texas player will be Texas Collegiate Champion. There will be only be individual prizes.
The motion passed with 9 votes for, 0 against, and 0 abstentions.
Luis Salinas withdrew his previous motion to change Article IX, Section 1 U and a motion to make the change immediately. Without objection he substituted a motion to change Article IX Section 1 U to read:
- The Southwest Collegiate. This tournament is now being organized by the Texas College and Uni-versities. They determine the dates and format.
The motion passed with 9 votes for, 0 against, and 0 abstentions.
Luis Salinas moved that the following change be made to Section 2:
Section 2. Annual Junior Chess Meeting
The annual junior chess meeting shall be held during the North/Central Texas Scholastic Champion-ship and the South Texas Scholastic Championships or in every third year the Super State Scholastic. The tournament director or organizer shall plan for this meeting to take approximately ninety minutes. The Agenda shall focus on issues unique to Texas Junior Chess. If North/Central and South Texas Scholastic meetings pass contradictory motions, then the matter will be resolved at the South-west Open Membership Meeting.
The Motion Passed with 9 votes for, 0 votes against, and 0 abstentions.
Luis Salinas moved to modify Article V section 5 F to read:
Regional Directors shall be appointed by the President to each geographical area of Texas (as specified in Appendix). Regional Directors should reside in the Region they represent.
The motion failed with 0 votes for, 9 votes against, and 0 abstentions.
Eddie Rios moved that the following changes be made to the Bylaws:
The regional Scholastic Championships must be held within the Region it belongs to.
The Regional Scholastic Championship shall be awarded by the Region Director explicitly. In case of competing bids, the scholastic rep for the region and the Scholastic Chair shall form two thirds of the committee along with the Region Director to make the awarding decision.
Submission for a Regional bid must be done by an employed scholastic sponsor of the School Club that is submitting.
A letter from the school administrator (Principal) recognizing the sponsor as a full time contracted paid educator for the school must be submitted as part of the bid. A letter for said Sponsor sub-mitting a bid and asking for same. A Flier designating all required information for the vent, must be included. A copy of the bid shall be sent to its perspective Region Director before July 15 of that year. Only one event per school will be awarded until the regional schools run full circle. If more than one District then a different district will be considered each year. If more than one bid, then the Region Director shall make the choice based on “best bid” and use a criteria that is applied to all bids. The Region Director ay consult with President if need be.
These shall be open only to students residing in or attending school in same region as the tourna-ment. [Notes: (1) A TCA region that does not hold a regional forfeits its priority in the next bidding cycle for the Texas Scholastic Championships and for the Texas Grade Championships. (2) If a re-gional draws less than 150 players the previous year (or is not held), then the next year the regional can be held as an open event. It will be up to the organizer to decide whether out of region players can win trophies.
Vish Viswanath moved to table the motion and the motion to table was agreed upon by acclamation.
Jim Hollingsworth moved that the President appoint a fundraising chairman to lead a committee to raise funds for TCA. During discussion, it was determined the motion was unnecessary because the TCA President has the authority and power to create programs and appoint individuals into any posi-tion as he deems necessary. Jim Hollingsworth withdrew his motion. Subsequently, Eddie Rios ap-pointed Jim Hollingsworth as TCA’s statewide Fundraising Chairman, to develop fundraising strate-gies and programs, and to represent TCA with corporations and charity organizations such as the United Way.