Annual General Meeting: 07/07/2012


Minutes of the AGM 07/07/12, 1430, Pelton House

Present: Richard Almond, Alan Barton, Steve Blewitt, Paul Buswell, Laurence Butt, Bernard Cafferty, Michael Dean, John Driver, Bob Elliston, John Felton, George Jelliss, Alfredo Luaces, Ken Lucas, Alfred Mikurenda, Moyra Mitchell, Rasa Norinkeviciute, Bill Penfold, Con Power, Joe Sharp, Harry Stephens, Alan Ticehurst, Jim Wheeler [22]

The Chairman opened the meeting at 1430.

1 Apologies for Absence : Jerry Anstead, Kevin Carter, Brian Denman, Kevin Harris, Eric Houghton, Paul Kelly, Omer Namouk, Ann Penfold, Adrian Pickersgill, Francis Rayner, Chris Rogal, Robert Smart, Paul Smith (Hove), Mel Young,

2 Announcement of any proxies – none

3 Minutes of the Annual General Meeting of 17 July 2011 – signed by the Chairman as correct.

4 Matters Arising not otherwise on the Agenda
4.1 Minute 6.1: chess course at College – Paul Buswell advised the course had not proceeded due to insufficient applications.
4.2 Minute 6.2: possible new structure of Club – Paul Buswell explained the Club is waiting on a decision from the Charity Commission.
4.3 Minute 19: internet facilities – Paul Buswell advised this was now in place and within budget – being used to assist in sorting pairings in competitions, Bernard Cafferty’s live commentary during the World Championship.
4.4 Minute 21.1: ladder tournament – Paul Buswell advised this had started well but now seems to have stopped.
4.5 Minute 21.7: library cabinets – Alan Barton advised there is a key in the kitchen.

5 Chairman’s Report – Mr Buswell – Paul Buswell highlighted from his report: unsuccessful in the Foreshore Trust application, Website – Committee desired no change, ECF membership/charges on the Agenda, lack of match opportunities for <120 members due to lack of drivers, need for ‘new blood’ on Committee. No questions. Noted by AGM.

6 Secretary’s Report – Mr Lucas – nothing to add to written report. No questions. Noted by AGM.

7 Financial Reports
7.1 Treasurer – Mr Wheeler
7.1.1 Report – nothing to add to written report. No questions. Noted by the AGM.
7.1.2 Examined Accounts for the year to 30 April 2012 – signed by Treasurer, Chairman, Secretary accepted by the AGM (proposed Bernard Cafferty, seconded John Felton – uncontested). Question (Bernard Cafferty – will the Committee investigate water meters? – deferred to Committee).
7.2 Accounts (unexamined) of Junior Chess Educational Fund to 31 May 2012 – received by the AGM.

8 Reports from other office-holders
8.1 Premises Officer – Mr Penfold – Bill Penfold advised the main expense had been the new windows, the rear windows to be done, front door painted with the glass still to do. No questions. Noted by the AGM.
8.2 Junior Organizer – Mr Kelly (appointed mid-year to succeed Mr Blewitt) – no report
8.3 Tournament Controller – Ms Norinkeviciute – Rasa advised tournaments had proceeded but with some communication problems. No questions. Noted by the AGM with thanks expressed for a job well done.
8.4 Librarian – Mr Kelly – no report. Question – Bob Elliston asked if the ‘withdrawal book’ could be more easy to find – Librarian to be advised.
8.5 Membership Secretary – Mr Driver – John Driver advised will continue, if wanted, and asked that the proper procedure is followed : the Application Form must be used, passed to Committee to accept, and only then will the applicant be approached for the subscription. Question (Richard Almond asked where the Application Forms were kept? – John Driver advised in folder in upper Club Room.) (Bill Penfold asked how many subscription reductions there had been?- John Driver advised: 3 reductions, 2 extra time to pay). Noted by AGM.
8.6 Equipment Officer – Mr Kelly – no report. Question (Paul Buswell asked who was responsible for the Trophies? – the AGM suggested: Equipment Officer, Treasurer, Premises Officer, Tournament Controller – Bill Penfold agreed to accept ‘special responsibility’ for Trophies – accepted uncontested).
8.7 Summer Tournament Controller – Mr Sharp – Joe Sharp added to his written report (copies available as received after ‘posting’) – the new Rider Trophy, second section of the Whyte Cup Rapid Tournament, and requested members keep to the playing schedule. Noted by the AGM. Bob Elliston thanked him for a job well done.
8.8 Publicity/Press Officer – Mr Jelliss – George Jelliss advised unaware of the post and did not wish to continue. Noted by the AGM.
8.9 Website manager – Mr Jelliss – George Jelliss advised as written report, the Committee did not wish additional expenditure. Noted by the AGM. Question (Joe Sharp asked if a new photo of the front of the Club could be used? George Jelliss advised he will do this himself. Steve Blewitt wondered if members of the Junior Club might assist? Richard Almond commented that the new pages were fine).

9 Match Captains’ Reports
9.1 McArthur Cup – Mr Cafferty – Bernard Cafferty advised nothing to add to written report. No questions. Richard Almond pointed out the 6-0 win against Bognor. Noted by AGM.
9.2 Mid-Sussex League
9.2.1 First team – Mr Almond – nothing to add to written report. No questions. Noted by AGM.
9.2.2 Second team – Mr Kelly – no report
9.2.3 Third Team – Mr Cosens – no report
9.3 Kent League
9.3.1 average <=170 – Mr Kelly – no report
9.3.2 average <=125 – Mr Finch – no report (not continuing as Match Captain)
9.3.3 average <= 95 – Mr Buswell – Paul Buswell advised ‘commitments fulfilled’. No questions. Noted by AGM.
9.4 Paul Watson Trophy – Mr Lucas – Ken Lucas advised not continuing, thanked team and Bill Penfold. Question (Alan Barton asked what was the Paul Watson Trophy? Paul Buswell explained.) Noted by AGM.
9.5 British Correspondence Chess League – Mr Harris – written report. No questions. Noted by AGM.
9.6 Friendly matches – Mr Brooks – no report, not continuing. Paul Buswell summarized. Noted by AGM.

10 Other reports
10.1 Representative on Committee of the Hastings International Chess Congress – Mr Blewitt – Steve Blewitt advised there will be a Congress this year but it may be the last. Noted by AGM. Questions (Alan Ticehurst asked how much was the Hastings Borough Council grant? Con Power advised £20,000, the old sponsorship with grant was over £40000. John Driver suggested members should make known their views to councilors/potential councilors. Joe Sharp asked how much was the Horntye rent? Con Power advised about half the grant.).
10.2 Delegates to Mid-Sussex Chess League – (messrs Almond, Kelly, Cosens) – Richard Almond advised details available on the MSCL Website. No questions. Noted by AGM.
10.3 Delegate to Sussex Chess Association – Mr Elliston – Bob Elliston advised details on SCCA Website. No questions. Noted by AGM.

11 Vote of Thanks to Retiring Officers – Bob Elliston expressed the thanks of the Club to Officers/Committee for all their hard work during year.

12 Elections of Officers, Committee Members, delegates, others:
12.1 as below Committee posts Post Candidate Nominated by Seconded by Chairman Paul Buswell Ken Lucas John Driver uncontested Secretary Ken Lucas Paul Buswell Joe Sharp uncontested Treasurer Jim Wheeler Paul Buswell Steve Blewitt uncontested Premises Officer Paul Kelly John Driver Bill Penfold uncontested Committee Members Joe Sharp Ken Lucas Steve Blewitt at large (5 posts) Lona Steuart Ken Lucas John Driver George Jelliss John Driver Con Power Alan Barton Ken Lucas Steve Blewitt Committee Members collectively agreed uncontested. Other posts Junior Officer Paul Kelly (Bob Elliston/Steve Blewitt) uncontested Tournament Control’ Rasa Norinkeviciute (Bob Elliston/Steve Blewitt) uncontested d—o Summer Joe Sharp (Bob Elliston/Rasa) uncontested Membership Sec’y John Driver (Ken Lucas/Bill Penfold) uncontested Publicity/Press Officer no nomination – Paul Buswell and Bill Penfold will cover this post Website Manager George Jelliss (Ken Lucas/John Driver) uncontested Equipment Officer Paul Kelly (Steve Blewitt/John Driver) uncontested Librarian Paul Kelly (John Driver/Richard Almond) uncontested External representatives Representative on the Committee of the Hastings International Chess Congress: Bob Elliston (Ken Lucas/John Driver) uncontested Delegate to Sussex Chess Association: Bob Elliston (Ken Lucas/Bill Penfold) uncontested Delegates to Mid-Sussex Chess League – MSCL match captains ex officio uncontested Match Captains: in line with the decision of the 2011 AGM, match captains will be appointed by the Committee “who shall have regard to the likelihood of any team fulfilling its fixtures and to its captain’s ability to carry out all administrative tasks required by the competition or by the Club”. (proposed from the Chair) uncontested
12.2 Tournament Sub-Committee: Rasa, Joe Sharp, Bernard Cafferty (Ken Lucas/Alan Ticehurst) uncontested

13 Appointment of Auditor – Paul Smith (St Leonards) (Bill Penfold/Bernard Cafferty) uncontested

14 Club Financial Year Proposal from the Committee requiring a ⅔ majority as an amendment to the Constitution (Clause 7): “That the Club Financial Year shall, with immediate effect, end on 30 June annually” Questions (John Driver asked if this would change the membership year? Paul Buswell advised only the financial year.) uncontested

15 Membership Subscriptions and related matters
15.1 No proposals for changes to subscriptions are before the AGM no change
15.2 Sub-Committee on discretionary subscription reductions – At the 2011 AGM it was resolved: “That this Annual General Meeting shall for 2011/12 appoint a Sub-Committee which shall have sole and final discretion to decide whether any particular individual member shall be permitted to pay a reduced subscription (and/or to pay their subscription by extended instalments and/or to have board fee waived) on grounds of financial hardship”. No change, same Sub-Committee – John Driver/Anna Pontonutti/Bill Penfold uncontested
15.3 Matter referred via AGM Minute 9.3 of 2011: to decide whether it shall be a pre-requisite of entry to the Championship/Pelton/Rush that the entrant shall already have renewed their subscription to the Club for the season then starting. Rasa suggested members should pay before starting. John Driver supported her. Agreed uncontested.
15.4 Proposals from Committee effectively requiring ⅔ majority as amendments to the Constitution (Clause 6.3):
15.4.1 That there be a category of Student Membership for bona fide students, with the same privileges and sub’ as Junior Members. Agreed uncontested.
15.4.2 That the categories of Affiliated and Internet Members be abolished. Questions (Suggestions: Country (Paul Buswell), Affiliated (George Jelliss), Associate (John Driver)) The AGM agreed to ‘Associate’ uncontested. Break 1600 – 1620

16 Proposal from the Chairman That this AGM: noting the likelihood that some or all competitions in which the Club participates will require players to be members of the English Chess Federation, or require a ‘Game Fee’ of £2 in respect of players who are not, and without expressing approval or otherwise of such a requirement, resolves that Club members who are not ECF members shall be asked to pay the said ‘Game Fee’ if their participation incurs it, and further resolves that any related saving in competition entry fees be reported to the next AGM for possible mitigation of Club subscriptions or otherwise. Paul Buswell gave a brief explanation of the changes and possible consequences. Questions (Bob Elliston asked how many members playing for the Club last year were ECF members? Advised about a third. Alan Ticehurst asked if this applied to Club Games? Paul Buswell explained that as the Club had taken a three year Vice-President membership last year the Club would not be liable for the ‘Game Fee’ for internal tournaments. Alan Barton suggested that at £13 basic ECF membership it was worth it. Advised for Congress entry £19 silver, and for Elo rating gold.) The proposal was accepted uncontested.

17 Delivery of AGM papers Proposal from the Committee requiring a ⅔ majority as an amendment to the Constitution (Clause 4.2.6): That the first sentence of 4.2.6 be replaced by: “Notice of General Meetings may at the Secretary’s discretion be given by electronic means to any member for whom the Club possesses a working e-mail address, or otherwise by being left at the Club for collection”. (Present wording: “Notice of meetings may be given by electronic means, if available, to any member who consents thereto”) Ken Lucas explained that as 80% of members had Email and with the increasing cost of postage this was a sensible economy. No questions. Passed with one against.

18 Date of Annual General Meeting 2013: Sunday 15 September 2013

19 Proposal: That Bill Penfold be made an Honorary Life Member of the Club, proposed Paul Kelly, seconded John Driver, endorsed by the Committee. Agreed by acclamation.

20 Any Other Business Alan Barton reminded the meeting that the next ‘Artistry in Chess’ was Tuesday 10 July, 1900-2100, 24 July and early August (to be determined at 10 July session).

21 Presentation of Trophies
21.1 Club Championship Richard Almond & Robert Elliston, shared
21.2 Pelton Cup Steve Blewitt & Laurence Butt, shared
21.3 Rush Cup Joe Sharp
21.4 Anslow Cup 2011 (summer tourney) Bob Elliston
21.5 Bradley-Martin 2011(summer tourney 2nd) Michael Dean
21.6 Winser Trophy 2011(summer K.O.) Derek Cosens
21.7 Dent Cup 2011(summer K.O. Plate) Roy Webb
21.8 Whyte Cup 2011(summer quickplay) Rasa Norinkeviciute
21.9 Shadforth-Boger Trophy(merit in matches) Jim Wheeler
21.10 Starling Cup(10-minute) not contested
21.11 Glyde Cup(lightning) not contested
21.12 Lewis Cup(time handicap) Alfredo Luaces
21.13 Busbridge Shield(pairs) not contested
21.14 the Kriegspiel Cup(kriegspiel) not contested

The meeting closed at 1700.