6. Officer + Committee Reports

[Lyle Craver]

Officers and CFC Committees are encouraged to post here - not all non-Executive Officers and Committee Heads have reports to give so unlike the practice of previous meetings, we are combining them here.

[Bob Gillanders]

Bob A. is spending the weekend at the farm away from his keyboard. He has asked me to post on his behalf the following three reports for the start of the meeting. Bob A. is expected back on tuesday to join the meeting.

Public Relations Coordinator Report

At the 2010 AGM, the governors upgraded the position of Director of Publicity to Public Relations Coordinator. Bylaw 3 of the CFC Handbook, under Duties of Officers in Section 8C, gives the mandate of this position as:

“ 8C. The Public Relations Coordinator will be responsible for promoting the image of the CFC and for promoting chess generally to the public. As such the Public Relations Coordinator will, among other things:

- deal with mainstream media to promote significant chess news, such as Canadian Chess Champions, a new Canadian GM, major tournaments like the Can. Closed, Canadian Open, Can. Women’s Closed, CYCC, etc., the various benefits accruing from playing chess and other positive aspects of the chess culture. “

Since the July 2011 AGM, no press releases have been made, although I have had occasion to refer inquiring media persons to the relevant chess player in whom they were interested, to do an article or television interview ( eg. Loren Laceste – U 18 Canadian Champion ). Also, a couple of governors have provided me with some more media links, and I am now expanding the CFC’s two Digital/Print Media and Audio/Visual Media E-mail groups..

I have continued to post on the CFC “ News “ Forum, on a fairly regular basis, a couple of times per week, my “ The CFC Regular Chess Post – ( Date ) “, and some have generated some discussion. These posts are duplicated on our CFC Facebook page ( we are reaching the casual player here – most “ members “ of the FB group are not tournament players ), and our Twitter Feed.

What is new, is that I also now make the news posts on our new website, on the “ Home Page “, under “ Latest News “. When someone wants to see the full article, they can click on the Heading. This then brings them to a page, where they can comment on the news item, as the can on the CFC “ News “ Forum. These articles are also archived on the website, under “ The CFC Regular Chess Post “ in the drop-down menu under the main “ News “ category.

Finally, CFC has also opened an account in the new social network called “ Linked-In “. This allows us to “ connect “ with others interested in the business of the CFC.

Procedures’ Committee Report

The Procedures’ Committee was initially struck by 2009-10 President Eric Van Dusen, who saw it as handling a number of pressing long-outstanding administrative items. I was appointed Chairperson of the Committee, and it was decided that from year to year, the current President was to be the other member ( so current President Michael von Keitz is now the other member ).
It was initially decided that that this committee function through a number of subcommittees, which would have differing personnel and differing tasks. Three subcommittees have so far been formed:

1. The Governors’ Voting Modernization Subcommittee – this subcommittee brought in its report in 2009-10, and has now been disbanded. The Procedures’ Committee got the new Quarterly Governors’ On-line Meeting Procedures passed at the 2010 Toronto July CFC AGM and the on-line meeting is now the key tool, along with the AGM, for governance.
2. The AGM Modernization Subcommittee – the subcommittee had difficulty getting active volunteer, and contract, support, and I resigned as Chairperson at the 2011 Spring Meeting. The subcommittee stopped functioning and seems to have been disbanded ( Michael von Keitz was a member, and Chris Mallon was a member in my opinion, when I resigned, but Chris maintained that he had somehow resigned earlier ). But 2010-1 President, Bob Gillanders, did take our idea for a more interactive AGM, and used it at the 2011 AGM. It was felt that it did not live up to expectations, and current President Michael von Keitz has indicated he will not be trying it again at the 2012 Victoria AGM..
3. The CFC Handbook Updating Subcommittee – Kerry Liles – still active - see separate report

Handbook Updating Subcommittee Report ( from Kerry Liles )

- Updates to the Handbook that came out of the AGM have been made to the website version
- Since changing to the new website, there have been reports that some of the Handbook information was inadvertently missed - I am currently examining the version of the Handbook on the (new) website and will make necessary changes where needed. This will be ongoing for a couple of weeks, but I hope to finish that checking process in time to incorporate any new changes that come out of the next online Governor's meeting.
- needless to say (perhaps) but I have been set up to update the Handbook online and have done so and I am now familiar with the process.

[Ken Craft]

As someone who took advantage of the distance capabilities of the AGM, I think it worked well. I think with more advanced notice and explanation more Governors might choose this option in the future. The size of our country mitigates against all Governors attending the AGM in person and the proxy system has proven to have its limitations.

[Fred McKim]

Again as one of those who attended the meeting, I found it useful. It was difficult to get the floor, but in all better than not being there.

Was there a cost associated with the AGM for this component ? I haven't seen any.

[Michael von Keitz]

Was there a cost associated with the AGM for this component ? I haven't seen any.

Fred, I believe we had a free trial at the AGM this summer. Our next use would cost approximately $50. So, it's not prohibitively expensive, but if only two governors plan on using it, then maybe we should save the money for something else and have them submit proxies. Would you like a poll to be set up in order to gauge interest?

[Mark S. Dutton, I.A.]

Fred, I believe we had a free trial at the AGM this summer. Our next use would cost approximately $50. So, it's not prohibitively expensive, but if only two governors plan on using it, then maybe we should save the money for something else and have them submit proxies. Would you like a poll to be set up in order to gauge interest?

Sure -- -please set up a POLL.

As a Governor in attendance at the 2 days of the AGM meeting... the procedure of having to deal with 2 online in attendance was extraordinarily lengthy in time consumption and time wasting. The technology seemed to take "forever" to get responses from those online. The impact to the meeting took a heavy toll and as a result of having to deal with extra HOURS of time wasting... we failed to get all of our Agenda items covered in the discussion by those in attendance.

This experiment was a dismal failure in my opinion. Let's scrap it.:confused:

[Christopher Mallon]

In fact I see no real reason why the AGM couldn't be in a similar format to these online meetings. We'd have to do a tiny bit of an in-person meeting to comply with Canadian law for the elections, but votes on those could also be accepted online.

Also, I was at the AGM Day 2 and the part I noticed being complained about the most actually had nothing to do with the software and entirely to do with (completely unfair) complaints about the actions of one of the people who were logged in remotely.

We should be able to do better on the software though. This software had a ridiculously small chat window, for example.

Also, the Chair could do a better job of indicating who is speaking, clearly, so that the remote people don't have to keep asking who is speaking, and the people in the room don't have to keep asking which remote person is speaking. Again, no blame here, it was the first time, just constructive suggestions.

[Fred McKim]

Fred, I believe we had a free trial at the AGM this summer. Our next use would cost approximately $50. So, it's not prohibitively expensive, but if only two governors plan on using it, then maybe we should save the money for something else and have them submit proxies. Would you like a poll to be set up in order to gauge interest?

I think I would prefer to see a report outlining what the exact problems were from the point of view of those in actual attendence.

I wasn't aware of this until now.

[Ken Craft]

Likewise. The distance option provides better participation than granting someone your proxy. If $50 is the problem I am happy to pay that cost.

[Fred McKim]

Also, the Chair could do a better job of indicating who is speaking, clearly, so that the remote people don't have to keep asking who is speaking, and the people in the room don't have to keep asking which remote person is speaking. Again, no blame here, it was the first time, just constructive suggestions.

Yeah. This had been agreed to in day 1, but fell by the wayside. It's a standard part of audio conferencing, but not everybody is familiar with it, obviously.

[Michael von Keitz]

Bob A. is spending the weekend at the farm away from his keyboard. He has asked me to post on his behalf the following three reports for the start of the meeting. Bob A. is expected back on tuesday to join the meeting.

Public Relations Coordinator Report

At the 2010 AGM, the governors upgraded the position of Director of Publicity to Public Relations Coordinator. Bylaw 3 of the CFC Handbook, under Duties of Officers in Section 8C, gives the mandate of this position as:

“ 8C. The Public Relations Coordinator will be responsible for promoting the image of the CFC and for promoting chess generally to the public. As such the Public Relations Coordinator will, among other things:

- deal with mainstream media to promote significant chess news, such as Canadian Chess Champions, a new Canadian GM, major tournaments like the Can. Closed, Canadian Open, Can. Women’s Closed, CYCC, etc., the various benefits accruing from playing chess and other positive aspects of the chess culture. “

Since the July 2011 AGM, no press releases have been made, although I have had occasion to refer inquiring media persons to the relevant chess player in whom they were interested, to do an article or television interview ( eg. Loren Laceste – U 18 Canadian Champion ). Also, a couple of governors have provided me with some more media links, and I am now expanding the CFC’s two Digital/Print Media and Audio/Visual Media E-mail groups..

I have continued to post on the CFC “ News “ Forum, on a fairly regular basis, a couple of times per week, my “ The CFC Regular Chess Post – ( Date ) “, and some have generated some discussion. These posts are duplicated on our CFC Facebook page ( we are reaching the casual player here – most “ members “ of the FB group are not tournament players ), and our Twitter Feed.

What is new, is that I also now make the news posts on our new website, on the “ Home Page “, under “ Latest News “. When someone wants to see the full article, they can click on the Heading. This then brings them to a page, where they can comment on the news item, as the can on the CFC “ News “ Forum. These articles are also archived on the website, under “ The CFC Regular Chess Post “ in the drop-down menu under the main “ News “ category.

Finally, CFC has also opened an account in the new social network called “ Linked-In “. This allows us to “ connect “ with others interested in the business of the CFC.

Procedures’ Committee Report

The Procedures’ Committee was initially struck by 2009-10 President Eric Van Dusen, who saw it as handling a number of pressing long-outstanding administrative items. I was appointed Chairperson of the Committee, and it was decided that from year to year, the current President was to be the other member ( so current President Michael von Keitz is now the other member ).
It was initially decided that that this committee function through a number of subcommittees, which would have differing personnel and differing tasks. Three subcommittees have so far been formed:

1. The Governors’ Voting Modernization Subcommittee – this subcommittee brought in its report in 2009-10, and has now been disbanded. The Procedures’ Committee got the new Quarterly Governors’ On-line Meeting Procedures passed at the 2010 Toronto July CFC AGM and the on-line meeting is now the key tool, along with the AGM, for governance.
2. The AGM Modernization Subcommittee – the subcommittee had difficulty getting active volunteer, and contract, support, and I resigned as Chairperson at the 2011 Spring Meeting. The subcommittee stopped functioning and seems to have been disbanded ( Michael von Keitz was a member, and Chris Mallon was a member in my opinion, when I resigned, but Chris maintained that he had somehow resigned earlier ). But 2010-1 President, Bob Gillanders, did take our idea for a more interactive AGM, and used it at the 2011 AGM. It was felt that it did not live up to expectations, and current President Michael von Keitz has indicated he will not be trying it again at the 2012 Victoria AGM..
3. The CFC Handbook Updating Subcommittee – Kerry Liles – still active - see separate report

Handbook Updating Subcommittee Report ( from Kerry Liles )

- Updates to the Handbook that came out of the AGM have been made to the website version
- Since changing to the new website, there have been reports that some of the Handbook information was inadvertently missed - I am currently examining the version of the Handbook on the (new) website and will make necessary changes where needed. This will be ongoing for a couple of weeks, but I hope to finish that checking process in time to incorporate any new changes that come out of the next online Governor's meeting.
- needless to say (perhaps) but I have been set up to update the Handbook online and have done so and I am now familiar with the process.

Bob Armstrong reported, as quoted above. The main issue discussed thereafter was the inclusion of a virtual attendance component to the 2012 (and future) AGMs. The results of a subsequent poll have indicated strong support for the revival of this option, so the 2012 AGM will see that made available.