MECA meeting agenda 8/15/2010 2:00-4:00 PM

Attending: Officers: Andy Bryan, Margaret Bryan, Lee Doucette Directors: Steve Abrahams, Brian Roderick, Jon Malev, Tom Sandford

Meeting called to order by A Bryan at 200PM

1. Financial Statement

DISCUSSION A Bryan wants to establish budgetary process for expenditures based on projected income and set plus variable expenses for each year.

Doucette reported $3600 + in current general fund as confirmed by treasurer Savov on 8/13/2010

Doucette suggests rather than setting a dollar amount, a percentage of yearly net income be considered for each area to be supported with MECA general account funds

Since only treasurer Savov currently has check signing authority for disbursing funds from MECA’s general account, it was suggested by A Bryan that at least one additional member of the Policy Board be added to the checking account authorized signatures. The account is currently held by Key Bank in Portland, where both Savov and Doucette reside. Since Key Bank is state-wide, it would be possible for others to be added at a later date.

MOTION by Roderick to add Doucette as additional signatory on MECA general account checking.

Second by Malev

YEA: unanimous

The issue of budget planning & allocation is scheduled for further discussion at the annual membership meeting to determine which officers should have signature authority on MECA checking account, what amount and what areas will be supported. Policy board members will continue exchange of ideas through email to have a final proposal ready for the annual membership meeting

2. Final Preparations for Closed Championships

DISCUSSION

Sandford suggested tournaments be self paying, supported by Doucette. Doucette has presented estimates for the upcoming Championship that indicate the possibility for insufficient tournament income to cover actual costs, resulting in the use MECA general funds to cover the difference.

Abrahams suggests prize fund is not a primary concern for players when deciding whether to enter. The tournament survey results support this point.

Sandford voiced concerned about splitting into 2 sections. It was pointed out that no player is prohibited from entering championship section based on rating

Further discussion about whether future State Championships will have two sections was deferred for annual membership meeting. Policy board members will continue exchange of ideas through email to have a final proposal ready for the annual membership meeting

A Bryan expressed concern that that the prize fund has already been advertised and therefore should not be altered only one week before the tournament

MOTION by A Bryan to maintain advertised prize fund for State Championship and support tournament costs as needed from MECA general fund

Second by M Bryan

YEA: unanimous

DISCUSSION The establishment of a permanent date for the ME State Closed Championship is still open and will be discussed at the annual membership meeting , along with other possible MECA-sponsored tournaments

Suggestion by Sandford that MECA provide permanent trophies to champions in addition to the traveling trophy currently available for the state champions. The idea was considered a good one but given current projected expenses and time constraints, this year printed certificates will be presented, to be signed by the president and tournament director.

Suggestion by A Bryan from March 28 meeting to offer free 1-year MECA membership with entry into State Championship was considered but consensus was that it would add to much cost to the MECA general fund by reducing inbound cash flow for next year and so was not considered for a vote

MOTION by ABryan that MECA membership be encouraged but not required for this year’s ME State Closed Championship

Second by Malev

YEA: unanimous

3. ME/NH Border Battle

Abrahams presented proposal for Sep 18 Border Battle versus New Hampshire.

Maine will send 10 players for 2 rated games against NH entrants.

The event is co-sponsored by ME & NH associations.

Average USCF rating for Maine players = 1930, NH players = 1958

Abrahams presented estimate for MECA share of expected expenses at between $70 to $100.

MOTION by Abrahams to approve up to $100 from MECA general fund for this year’s event

Second by Doucette

YEA unanimous

Abrahams will present detailed expense listing after the event.

4. Chess Player of the Year Discussions

Suggestion that MECA might be divided into regions to allow for balancing number of tournaments allowed for CPY each year

Suggestion that tournaments may want to hold RBO-type sections where MECA membership is not required, but will still allow players to participate in an event

Policy Board will maintain informal email & personal discussions to define CPY criteria, then present a consolidated proposal at the annual membership meeting

5. Set Annual Meeting Date and Agenda

Consensus date agreement was for Sunday, Oct 24 in Waterville – a final location will be determined and announced at least two weeks prior to the meeting, along with a meeting agenda

Topics to be discussed:

Chess Player of the Year, membership dues, number/ location/dates of MECA tournaments, scholastic support, other chess-related activities & fundraising

How often should policy board meet? Quarterly meetings were suggested.

Election of new Board of Directors – should this be done on-line or at the membership meeting

6-7. Public Discussion/Other

M Bryan suggested possible scholarship for college

Discussion of other possible tournament to be supported by MECA

- State Invitational

- Team (4) avg 1800 USCF, age awards

- Border Battle vs New Brunswick, Canada

Create an annual scrapbook of MECA events to members

Maintain a regular newsletter (this is starting to evolve through the Board Room section of ChessMaine.net)

Create a state-wide listing of chess instructors on ChessMaine.net

Recognize individuals for outstanding chess contributions (this is also being done

8. Adjournment

MOTION by Doucette to adjourn

Second by Roderick

YEA: unanimous

Meeting minutes submitted 16 Aug 2010

LeRoy Doucette

Secretary