TCA Business

Minutes from May 20, 2019 Teleconference

Below are the unapproved minutes from the May 20, 2019 Teleconference.

Opening

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

Attendees:

Tom Crane, Renate Garcia, Luis Reed, Jim Hollingsworth, Ruben Arzaga (Region 4), Jaime Valle, Jose Plascencia (Region
4), David Cantu (Region 4), Anthony Saldivar (Region 4), Mark Reyes (Region 4) and Ruth Castillo (Region 4)

Agenda

Opening remarks. If you are not speaking please mute your phone or laptop, if you don’t it causes voice quality voice
quality issues

Background Checks and Requirements to Submit P&Ls. Motion passed for immediate implementation at State meeting.
We also discussed changing the election cycle to two years and this passed for immediate implementation.

Status of updating the remaining By-Laws

The By-Laws have many things in them that we simply don’t do – this is your chance to propose changes to get the By-
Law to reflect what we’re doing as an organization.

Specific things I want to see in the updated By-Laws

How are we going to restructure the memberships since we are taking Texas Knights on-line

Streamlined/redlined/revised so they are easier to understand

Things we don’t do for instance

Section 2. Annual Junior Chess Meeting

The annual junior chess meeting shall be held during the Texas Scholastic Championship. 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.

It’s not clear whether there’s a Board of Directors consisting of the President, Vice-President, Secretary and Treasurer or
are the Regional Directors included.

Polgar nominee –Emily Nguyen, Senior Championship Representative

How do we count our members

After numerous discussions I think we need to count all the members we really have

We have ~400 regular paying but we give one tournament memberships to all the scholastic players who play our
events. This would put us in the ~4,000 person ball park.

USCF Delegate’s – I have until…..as long as I need. 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.

Current list – Troy Gillispie, Vish, me, Luis, David Harvey

Financial report- Just a mention how much we have in our accounts. Plan to audit and why we’re doing it.

Plan to roll out the on-line Texas Knights – Louis Reed is the new Texas Knights Editor

Lonann French has resigned as Secretary, Renate Garcia has been installed as her replacement

David Ortiz is the new Director for Region X, still need Director for Region 7

TCA needs to start getting younger

Texas State and Amateur and Southwest Open out of the Metroplex – push to 2020, Luis has hotel deals for 2019 in
place

TCA starting to utilize younger members to get them credits for larger events

Regional Reports- Is your Regional awarded and if not, what is the plan for this

Things that are happening in their Region, mention large upcoming tournament’s, or bring up any issues important to
them that we need to address

Significant Discussion about status of Region 4

Ruben Arzaga Regional Director stated that he has actually received bids from Vista hills Elementary (Ysleta Independent
School District) and Douglas Elementary (El Paso Independent School District). Canyon Hills (El Paso Independent School
District) has wanted to submit a bid as well but has not as of this conversation. Mr. Arzaga has used the Guidelines
previously administered by past President Mr. Rios but has modified/changed them to “fit the Region”. Mr. Crane asked
for Mr. Arzaga to figure out the criteria for Bids. They will be in contact.

David Cantu interjected that St Clements (Private School, previous awardee) would be interested in submitting a bid for
the Regional again. There are now 4 active bids for 2020.

It was recommended that there be an acting schedule to help make the selection process easier for every year but not
agreed upon. Schools who have not had the opportunity to host the Regional will get first priority. Final bid award will
be announced in July.

Background Checks

Motion passed for immediate implementation at State meeting. TCA asks/ suggests organizers to have tournament
directors pass a background check in good faith in order to be certain no felon or sex offenders are in direct contact with
scholastics.

Profit and Loss

Motion passed for immediate implementation at State meeting. An event that is a TCA event is required to submit a
statement to the TCA President, Treasurer and the Organizer of the School to ensure a proper account of profit is
recorded. This includes the $1 fee for those players who are not current TCA members.

Status of updating the remaining By-Laws

Further discussion to revisit at next meeting.

Elections for Officers

Motion passed for changing the election cycle to two years and this passed for immediate implementation. Open floor
for discussion on elections process. Mr. Crane stated it costs money for TCA to run an election.

David Cantu stated that elections should be run yearly.

Jose Plascencia asked how to change the Representative for Scholastics. Mr. Plascencia would like to be considered for
the Scholastic Representative position for Region 4.

Memberships

We must discuss how to update the membership dues to reflect that all Texas Knights publications will be online and not
mailed. Mr. Crane spoke about the $1 entry fee for all TCA events per player if not a TCA member.

What is the benefit of becoming TCA member? Mr. Crane stated it is to support chess in Texas and you are most likely a
person who wants to see chess grow in your area and State.

David Cantu stated there is currently only one TCA event in the area on a yearly basis and he would like to see more TCA
events to indicate the value of joining TCA.

Renate Garcia suggested that everyone start submitting bids to host other TCA events /US Chess rated events and to
support TCA events as they happen in our area as well as outside of the Region.

Texas Knights

Louis Reed remarked on the status of the publication. Regional Directors are asked to submit information about their
Regions to the editor for publication. The publication is almost ready for distribution online.

Facebook

Jim Hollingsworth commented on the donation process using Facebook. It takes longer than expected and he will
probably not use it as a way to seek donations again.

Mr. Reed suggested that there be an event created for every event so it may be easier for everyone to look up the
events instead of scrolling down. Mr. Hollingsworth recommended that it would be easier to post these on the website.

Mr. Hollingsworth recommended that all events should be submitting to the Texas official Clearinghouse Calendar of
events as well as producing a Tournament Life Announcement (TLA) through US chess since this is the primary place he
obtains information to post on the Facebook page.

Representatives

2019 National Tournament of Girl Champions Rep WFM Priya Trakru

2019 Denker Rep WIM Emily Nguyen

2019 Barber Rep Rohit Gundam

2019 National Senior Rep Miguel Medina Paz

OPEN floor to discuss upcoming events

Jose Plascencia – (President of EPIC, coach at La Fe Prep) Fast cash USCF Tournament June 1 at Alameda location, Mr
Maass (GM) will host a simul in Juarez, Mexico with Yasser Quezada May 20. The El Paso Institute of Chess is a local non
profit 501 (c) 3 .

Mark Reyes – (El Paso Chess Rockstars/ Borderland Chess Central Newsletter, USCF Club TD, Coach at Eastwood Knolls)
Borderland Tournament to be held at Peter Piper Pizza on Paisano, May 25 non USCF. Summer Chess Camp at Jose
Cisneros Library Branch, Tournament July 20.

Renate Garcia – (Crusader Chess Club of El Paso President/Organizer, Coach Vista Hills Elem, USCF Club TD) “Crusader
Week of Giving” Women’s Championship 2019 Fundraiser, USCF Tournament/ Non USCF member Tournament on May
21 held at Peter Piper Pizza on Lee Trevino. Simul Fundraiser benefitting CRC7 Ft Bliss with National Master Luis Silva on
May 25th.

Jim Hollingsworth – Red River Shoot Out XVII annual series of annual team matches Texas leads the series 10 to 7.

Adjournment

The meeting was adjourned by Tom Crane at 9:30pm Central time.

Minutes submitted by:

Renate Garcia, Secretary TCA

TCA Teleconference May 20

Tom Crane is inviting you to a scheduled Zoom meeting.
Topic: Tom Crane’s Zoom Meeting
Time: May 20, 2019 8:00 PM Central Time (US and Canada)
Join Zoom Meeting
https://zoom.us/j/6727791288
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Meeting ID: 672 779 1288
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Agenda

Opening remarks –

  • If your not speaking please mute your phone or laptop, if you don’t it causes voice quality voice quality issues

Background Checks and Requirements to Submit P&Ls – Motion passed for immediate implementation at State meeting

  • We also discussed changing the election cycle to two years and this passed for immediate implementation.

Status of updating the remaining By-Laws

  • The By-Laws have many things in them that we simple don’t do – this is you chance to propose changes to get the By-Law to reflect what we’re doing as an organization.
  • Specific things I want to see in the updated By-Laws
  • How are we going to restructure the memberships since we are taking Texas Knights on-line
  • Streamlined/redlined/revised so they are easier to understand
  • Things we don’t do for instance
  • Section 2. Annual Junior Chess Meeting
  • The annual junior chess meeting shall be held during the Texas Scholastic Championship. 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.
  • It’s not clear whether there’s a Board of Directors consisting of the President, Vice-President, Secretary and Treasurer or are the Regional Directors included.

Polgar nominee –Emily Nguyen, Senior Championship Representative-

How do we count our members

  • After numerous discussions I think we need to count all the members we really have
  • We have ~400 regular paying but we give one tournament memberships to all the scholastic players who play our events.  This would put us in the ~4,000 person ball park.

USCF Delegate’s – I have until…..as long as I need.  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.

  • Current list – Troy Gillispie, Vish, me, Luis, David Harvey

Financial report

  • Just a mention how much we have in our accounts
  • Plan to audit and why we’re doing it

Plan to roll out the on-line Texas Knights – Louis Reed is the new Texas Knights Editor

Lonann French has resigned as Secretary, Renate Garcia has been installed as her replacement

David Ortiz is the new Director for Region X, still need Director for Region 7

TCA needs to start getting younger

  • Texas State and Amateur and Southwest Open out of the Metroplex – push to 2020, Luis has hotel deals for 2019 in place
  • TCA starting to utilize younger members to get them credits for larger events

Regional Reports

  • Is your Regional awarded and if not what is the plan for this
  • Things that are happening in their Region, mention large upcoming tournament’s, or bring up any issues important to them that we need to address

Renate Garcia Named TCA Secretary

Renate GarciaRenate Garcia of El Paso was named Secretary of the Texas Chess Association.

TCA President Tom Crane made the announcement saying, “I am pleased to announce Renate Garcia is our new Texas Chess Association Secretary. Ms. Garcia hails from El Paso and has been doing a wonderful job as Region IV Scholastic Rep. She is President of the Crusader Chess Club of El Paso. She is a tournament director/organizer and recently served as Assistant TD of the 119-player K-1 Championship section at the 2019 Texas State Scholastic Championships.

“Ms. Garcia is a strong supporter of Scholastic, Women’s and Veterans Chess. Last November she organized and directed a Veterans Championship in Horizon City. She has a May 21st Fundraiser Tournament scheduled for the Texas Women’s Chess Championship at a Peter Pan Pizza restaurant in El Paso. She will also be playing in the 2019 Texas Women’s Chess Championship.

Congratulations, Renate. The Texas Chess Association is better because of you!”

TCA Meeting Minutes March 9, 2019

Attendees

Norma Guerra, Mark Reyes, Ruth Castillo, Barb Swafford, Forest Marler, Tom Crane, Anthony Guerra, Aaron Guerra, Brandon Flores, Jesus Olivares, Gabriel Guerra, Kimberly Garza-Guerra, Vish, Renate Garcia

Agenda

2019 Super State Scholastic TCA Meeting Agenda

  1. Reading of the minutes of previous meeting by the Secretary
  2. Financial report by the Treasurer
  3. President’s Semi-Annual Report to the Members
  4. Old Business
    1. By-Laws Updates
  5. New Business

Meeting

A motion to not read the old minutes was made and seconded as they are available on line.

The President made his semi-annual report to the members present.  This is attached for information.

The Treasurer reported we have ~$6,000 in the Wells Fargo and $3,100 in the Bank of America Account.  The President noted we are going to have our books audited.  This is for two reasons – (1) It’s good business, (2) When fundraising potential donors, especially business’ ask questions and one of the first is when was the last time your books were audited.

Significant discussion(s)

Continental Chess has had tremendous success after several years of doing a tournament year over year in the DFW area as compared to the Texas State and Amateur and SW Open.  Some potential reasons for why they do so much better and what we could do to improve out turnout was discussed.

  1. Reasons they do better:
    1. Guaranteed $30,000 prize fund (though they charge a >$150 entry fee and we charge ~$80-100).
    2. Norms
    3. They advertise better – post cards are sent out.
  2. What could we do to improve our turn out?
    1. Advertise better
    2. Raise the prize fund – which is probably the number one reason higher rated players come. When the higher rated players come, they draw other players and this perpetuates itself.

The By-Laws are being updated to account for several years of meetings that should have resulted in the By-Laws being updated, but did not.  The Presidents plan to get this completed is to implement the ones that are critical right now and get the rest completed for approval at the SW Open membership meeting.  The updates will be available for discussion on line around Memorial Day.  Highlights of things that need to get changed include accounting for Texas Knights going on-line and the corresponding ripple through out the document, the fact that we do elections on-line and numerous other area’s.

Current motions that are necessary for implementation.

Article IX: Tournaments

Section 2. Policies of the Conduct of Tournaments

  1. Organizers of TCA events involving scholastic players shall make a good faith effort to ensure every volunteer has complied with the normal vetting process employed by schools in the state of Texas meaning they shall have successfully completed the on-line background check.
  2. Any organizer approved/authorized to run an event defined in Article IX., Section 1 shall submit a Profit and Loss Statement to the TCA President, the organizer of the event, and the TCA secretary. This statement shall contain all the components of a normal business profit and loss statement to include but not be limited to:
  1. Revenue
  2. Expense details such as cost of venue (if applicable), cost of trophies, prize fund, ratings fee, TD fee’s and any other applicable expenses.
  3. Profit(s) including who received them/or loss who or what entity took it if applicable.

These items were voted on and unanimously approved.  The President noted these were for immediate implementation and they not wait to go into effect until the first part of January 1st, 2020.  This was agreed to also.

We also discussed whether it was necessary to have a yearly election.  A motion to change to a two-year election cycle was voted on and approved.  Rationale – TCA has contested election once every three four years.  We spend money to do elections that could be spent on other chess related activities.  I am suggesting we implement this motion except for Presidential election.  If someone wants to run against me, we will do the election so it’s not misconstrued that I pushed through this amendment to avoid an election this cycle.

2019 Super State Scholastic TCA Meeting Agenda

  1. Reading of the minutes of previous meeting by the Secretary
  2. Financial report by the Treasurer
  3. President’s Semi-Annual Report to the Members
  4. Old Business
    1. By-Laws Updates
  5. New Business