The TCA Board of Directors is committed to building a more inclusive, transparent and member-focused organization. Going forward, we will generally post proposed policy changes on the website and seek feedback through a comment form before formally adopting them.
The Board intends to adopt a new Volunteer Policy, Policy on Policies and Best Article Contest Policy. The draft policy, rationale and summary of changes are below. The deadline to provide feedback on these policies is Monday, August 10. Please provide feedback using the policy changes comment form.
Volunteer Policy
Summary: This policy significantly changes the volunteer structure. There will be four operating committees that are the active, working committees (Events, Development, Public Relations and Administrative). Certain other committees established in the bylaws will be designated as advisory committees and will focus on specific tasks or motions assigned to them for execution or study. All other standing committees will be abolished. In lieu of representative committees, there will be ambassadors who will represent different stakeholder groups (such as clubs, colleges, seniors, women and girls, etc.) by serving on the Council of Advisors and developing programming and activities for the group. Youth representatives are created. Regional directors and committee members will be reevaluated and appointed annually to promote accountability and activity. A Member of the Year award and corresponding points system will be created to encourage volunteer engagement.
Rationale: The committee system is not working. There are too many committees and many of them are accomplishing very little if anything. Volunteers lack clear roles or direction, and there is no practical system for holding volunteers accountable. This proposal will increase the effectiveness of volunteer work and increase volunteer fulfillment by providing a more streamlined structure, diversifying volunteer opportunities and facilitating meaningful volunteer leadership. It will also implement the Council of Advisors created by the new bylaws.
Policy on Policies
Summary: This policy creates clear rules for how the Board makes policy changes. It defines policy changes and major policy changes. It also creates a flexible yet unambiguous step-by-step process for evaluating policy changes, seeking stakeholder input and making enduring decisions. It does not apply to membership meeting motions or recurring business decisions.
Rationale: The new bylaws requires that the Board adopt a Policy on Policies. The bylaws also creates procedural requirements for major policy changes, which are required to be defined in this policy. This policy will ensure that the Board only makes policy changes after providing sufficient notice to stakeholders and allowing them to voice their needs and concerns to the Board before a final decision is made. It is fundamentally about due process, not substantive outcomes.
Best Article Contest Policy
Summary: This policy provides for a best article contest for each issue of Texas Knights. A judging committee will select the best eligible article for each issue, and the winner will receive $50 plus one free entry to a TCA event and a one-year membership renewal. There are also honorary annual awards that will be presented at the annual meeting.
Rationale: Securing submissions for Texas Knights has historically proved challenging. This contest is intended to make writing articles more exciting and encourage more submissions. It is also a membership benefit that increases the value of TCA membership.
Other Information
The Parliamentarian certifies that all of the above policies are in conformity with the bylaws and all other applicable rules to which the Association or the Board is subject. The Treasurer has not prepared a financial impact statement at this time as none of the proposed policies are expected to have a material impact on TCA’s financial condition.
For questions, please contact: admin@texaschess.org
