Minutes of the 2009 annual membership meeting of the Maine Chess Association

Brunswick Maine, Sept 12, 2009

Agenda

1. MECA membership renewals were sold prior to the meeting for anyone attending whose current membership has lapsed. 10 membership renewals were issued.

2. The meeting was called to order by President Phil Lowell at the Brunswick home of Treasurer Ray Duval.

Policy Board members present: President Phil Lowell, Vice President Jon Malev, Treasurer Ray Duval, Secretary Lee Doucette, Board Director Dan De Luca

An additional 6 active members are in attendance.

At the time of the meeting, there are 44 active members. The attendance of 11 active members satisfies the definition of a quorum to conduct business, defined in Article V, paragraph 3 of the MECA constitution as requiring 5% of current membership to be present.

3. Prior to considering any business items, President Lowell presented a plaque of recognition to Treasurer Ray Duval for Ray’s many years of tireless service to the Maine Chess Association, and recommended that MECA award Ray Duval a free life membership for his services.

Motion by Lowell, second by Doucette, carried by unanimous vote

A free Life Membership in MECA will be awarded to Ray Duval

4. Treasurer’s report

Treasurer Ray Duval presented the annual treasury report. A copy of this report will be appended to these meeting minutes within a week upon transmission from Treasurer Duval.

5. Candidates for Policy Board positions who were present were given an opportunity to introduce themselves and give statements if desired. While several candidates were in attendance, they all deferred to making such presentations or statements through the MECA elections web page on ChessMaine.NET in the weeks prior to the election of the policy board.

Current candidates:

President: Akagi Kayashima (Auburn) Andrew Bryan (Holden)

Vice President: *

Treasurer: Andrey Savov (Portland)

Secretary: Lee Doucette (Portland)

Directors: Jon Malev (Scarborough), Roger Morin (Caribou), Brian Roderick (Chelsea)

*Maggie Bryan of Holden has expressed interest in the position of Vice President. Phil Lowell will need to verify if there are state or federal regulations regarding whether a minor may serve as an elected officer for a non-profit organization. A fourth Director position remains with no announced or nominated candidate at this time.

6. Discussion of electing Policy Board officers and directors using the ChessMaine.Net website as done for the previous election in 2008.

Dan De Luca said he can reuse the form and format from previous election for online voting.

The individual’s membership ID# & a PIN will be used for voting verification.

Only active members will be eligible to vote, so the Secretary will publish a list of Membership names, IDs, and the current expiration date on the election website. The Secretary will make the list of current active members and their MECA ID# available by November 15, 2009.

Motion by Lowell, seconded by De Luca, carried by unanimous vote

Election for the 2010-2012 Policy Board Officers and Directors to be held 12/03/09 to 12/06/09 with new Policy Board members to begin their terms 1/01/2010 .

7. Discussion of relevancy of club affiliate memberships in MECA

Since there is no longer an active Maine Chess League for interclub play, the question has raised as to what benefit there is for clubs to maintain this expense, and whether it should continue.

General discussion indicated there was no longer any reason to collect club affiliate dues, but all favored leaving the Article IV structure in the constitution for later use if & when needed, depending on what future activities may arise regarding affiliate level activities.

No additional action was taken on this item.

8. Discussion on holding a Maine Team championship in 2009

Proposed by Lowell to be held 12/12/09

Mark McPheters will investigate Waterville arrangements at the WCC playing location

Phil Lowell will check for SMCC location in So. Portland

Format: USCF rated, 4 rounds, time control=G/60, 5-board teams, 2 sections OPEN average team rating 1700 RESERVE average team rating 1300 based on USCF ratings

9. Discussion on allowing requested half-point bye to be available in state championship

Motion by Lowell, second by Malev, carried by majority vote

A single half-point bye may be requested in any of the first 3 rounds

10. New business

Ø MECA to create standing committee to organize Chess Player of the Year events

Lee Doucette suggested that MECA create a standing committee charged to organize at least 3 tournaments each year as the core of the Chess Player of the Year events organizing committee

to assure at least 3 tournaments are held as Chess Player of the Year events including state championship

Discussion supported leaving responsibility for all tournaments with individual organizers rather than have MECA assume any organizational or financial responsibility.

Motion by York, second by Richards, carried by unanimous vote

The new Policy Board will set calendar dates and coordinate 3 centrally located Chess Player of the Year events for 2010, to include the Maine State Championship;

The new policy board will act as a clearinghouse for dates of additional state tournaments, whether or not they are Chess Player of the Year events;

Financial and organizational responsibilities will remain with each tournament organizer, not MECA.

Ø Tournament survey

Lee Doucette suggested conducting an online survey of Maine Chess Players to assist organizers in planning the number, format, and locations of tournaments in Maine. Discussion favored having the Secretary create a brief survey for review and approval by the Policy Board. The survey will appear on the ChessMaine.NET website in conjunction with the upcoming Policy Board election in December.

Meeting adjourned by President Lowell

Minutes recorded 9/12/2009, transcribed and submitted 9/15/2009

Le Roy F. Doucette

Secretary, Maine Chess Association