5. Executive Reports

[Lyle Craver]

Executive members please post your reports in this section with a new thread labelled 5A, 5B etc.

[Christopher Field]

Just a note: this is the second day of the meeting (Jan 6), and I still see no executive reports here. Should they not all have been posted on or before day 1?
Christopher Field.

[Bob Armstrong]

Just a note: this is the second day of the meeting (Jan 6), and I still see no executive reports here. Should they not all have been posted on or before day 1?
Christopher Field.

I agree with Chris that this should be made an executive policy for these meetings.

Bob A

[Lyle Craver]

A large part of this is my fault - I did the meeting setup later than usual (Saturday morning) with setting up the starter message for each thread. The meeting is easier to follow if the agenda items are posted in order - I'd prefer to have the agenda items in sequence as Governors tell me it is easier to follow that way but that means the threads can only be set up once the agenda is more or less set. I would love not to be the starter of every thread but one of the peculiarities of the software is that if you delete the first message in a thread you delete the whole thread.

What this means is that to get all the reports in quickly you have to freeze the agenda early and the January meeting is always tricky to set up since the work you folks don't see gets done between Christmas and New Year. I say again - while I support what Chris and Bob say on reports, it necessarily requires freezing the agenda earlier than is now the case.

I had planned on holding off with my report until others had posted theirs but the key points for me have been reading and re-reading the NFP regulations trying to figure out how best to satisfy Ottawa's demands on governance without giving away too much of the things we hold dear as a Federation. I'll tell you now it isn't easy and I'm not at all happy with some of what is being required of us.

Another area where Governors need to pay attention is on their own CFC memberships as some don't stay on top of their personal membership status. I'm a life member so my membership expires when I do but each quarter there are usually 5-10 Governors needing to renew with about double that number needing to before the next meeting in April. I do NOT believe in "name 'em and shame 'em" but from the numbers some kind of reminder is needed.

However no question about it - obtaining the Clearance Certificate from Ottawa on the new NFP act has got to be super-high on our list of priorities - without it there is the possibility of dissolution and there can be no thought of any application for Sports Association status. (In fairness to the Governors, it should be pointed out that the federal government is actively trying to reduce the number of charitable and quasi-charitable associations so this is going to be an upward climb for us and is unlikely to be satisfied quickly - but the NFP Clearance simply has to be done)

The bottom line is we need a clear Governor consensus on the key NFP issues by the close of this meeting - we do NOT want to be in "time trouble" with Industry Canada and the Canada Revenue Agency!

I have more to say on this but will save it to agenda item 8 on this subject.

[Ken Craft]

The lack of executive reports is of concern. They have an obligation to brief Governors at these meetings. Given that the Governors meetings happen on a quarterly basis, reporting 4 times a year should be anything but onerous.

[Hal Bond]

FIDE Report – January 2014
Congratulations to World Champion Harmony Zhu, HOD Andrew Giblon and the Canadian Team at the 2013 WYCC. This was our largest delegation ever and the challenges were many.
The 2014 Olympiad will be early this year – the Arctic town of Tromso, Norway will be hosting us from August 1-14. The CFC Executive is now in the process of appointing our Selection Committee. Funding our teams is always a challenge and this year we are fortunate enough to be pursuing a sponsorship arrangement which will see our players paid a modest stipend and bonuses based performance. If we can stay the course, Canada will field its strongest teams ever.
The flip side of this agreement is that the CFC must commit to sending both teams. Traditional fundraising is underway, albeit in its early stages. Donations are not tax receiptable but may qualify as a business expense for proprietors. Anyone wishing to stage a fundraiser for the Olympiad is encouraged to contact the CFC Office. In past years, ”Olympic Waive” events have provided an opportunity for new players and other non-members to play for rating without purchasing a CFC membership.
After some delay, pins and certificates for Arbiter titles earned last year are en route to Canada this week. It is encouraging to see Arbiters continuing to pursue a FIDE licence, most of whom are National Arbiters.
Although this report is rather short, FIDE’s growth will continue to affect its member Federations. There will be more to report at the next Governors' meeting.
Respectably submitted
Hal Bond
FIDE Zone President and Delegate, Canada

[Vladimir Drkulec]

The 2014 Olympiad will be early this year – the Arctic town of Tromso, Norway will be hosting us from August 1-14. The CFC Executive is now in the process of appointing our Selection Committee. Funding our teams is always a challenge and this year we are fortunate enough to be pursuing a sponsorship arrangement which will see our players paid a modest stipend and bonuses based performance. If we can stay the course, Canada will field its strongest teams ever.
The flip side of this agreement is that the CFC must commit to sending both teams. Traditional fundraising is underway, albeit in its early stages. Donations are not tax receiptable but may qualify as a business expense for proprietors. Anyone wishing to stage a fundraiser for the Olympiad is encouraged to contact the CFC Office. In past years, ”Olympic Waive” events have provided an opportunity for new players and other non-members to play for rating without purchasing a CFC membership.

This is very exciting news. My own feeling is that sending both teams is a requirement that we should always strive to meet if we want to be taken seriously on the international level.

[Lyle Craver]

I have received the following report from Junior Coordinator Frank Lee:

WYCC

This year we had a large (41 players and 4 coaches) and successful delegation go to the WYCC in AL Ain, UAE. Congratulations to Harmony Zhu for winning Gold in the U8 Girls with a score 9/11. You can see the final results of all the players by following this link:

http://www.chess-results.com/tnr119502.aspx?lan=1&art=25&fedb=CAN&flag=30&wi=821

The delegation had a bit of a scary start as families and players headed for the UAE just before the start of the tournament since the tournament organisers had not secured the entry visas that some of the delegation members required and there was a mad scramble by the organisers to upload copies of the visas to their website. The first wave of visas uploaded to the Canada area on the website was for players from Egypt, China, and Mongolia. Eventually we managed to get everyone that required a visa a soft copy by email before they departed. Unfortunately some people had long delays entering the UAE with soft copy visas but everyone arrived safe and sound.

I hope people have noticed the 2013 WYCC Team Web Page (http://2013wycc.blogspot.ca/ (http://2013wycc.blogspot.ca/) ) that I asked Michael to add to the CFC homepage. I hope to keep this a permanent site for all WYCCs going forward. Some governors were concerned with the flow of information about players who were invited, extra players, the coaches, etc. We can use this site post this information after the CYCC for players, parents and governors to view. I hope to develop the site where we can post procedures, job descriptions for HoD, coaches, etc. for all to view. In the future I would like to use the website to attract potential sponsors.

Another process I would the develop is an “application” form to all WYCC qualified player at the end of the CYCC and all other CYCC players an “application” to be an additional player. The form will have information about WYCC, CFC procedures and rules, checklist (things you need like a passport or renew your passport), request for information (name, address, phone contacts, emails, etc) and “hard” deadlines. I hope to inform all parents/players of the CFC procedures and receive updated contact info so every player has a fair chance to participate. I would to use the Youth Committee to refine the form contents.

Youth Committee

I have run into some difficulties in recruiting past members to restart the Youth Committee. These past members found the last Youth Committee was ineffective and hostile. Unfortunately some have outright declined due to their past experience. I have drafted a Code of Conduct which includes a code where any issues discussed in the Youth Committee cannot be commented on any media outside of the Youth Committee. Hopefully I can convince some people to return to the Youth Committee so we do not have to start scratch.
Some objectives for the Youth Committee would be:
• WYCC website development
• procedures for the WYCC (give out application forms for qualified players with/without trophies and additional player forms to all other CYCC players at the completion of the CYCC)
• attracting sponsors for the WYCC delegation
• the possibility for have two Youth Coordinators – one to handle the international events/issues and one to handle domestic events/issues
• National Coaching Program

The National Coaching Program

I am having trouble getting a copy of the original proposal. So if anyone has a copy please forward to me. I would to get the Youth Committee to discuss and lay out a plan going forward. We will need to define the coaching qualifications and the player participation requirements. From my discussions will various people who are more familiar with the proposal my main concern is sustaining any Coaching Program will require a reliable source of funding going forward.

[Michael Barron]

Thank you, Hal, for your report!


The 2014 Olympiad will be early this year – the Arctic town of Tromso, Norway will be hosting us from August 1-14. The CFC Executive is now in the process of appointing our Selection Committee.

Could you please clarify:
When and how will be selected Team Captains for coming Olympiad?

[Michael Barron]

Thank you, Frank, for your report!



Youth Committee

I have run into some difficulties in recruiting past members to restart the Youth Committee. These past members found the last Youth Committee was ineffective and hostile. Unfortunately some have outright declined due to their past experience. I have drafted a Code of Conduct which includes a code where any issues discussed in the Youth Committee cannot be commented on any media outside of the Youth Committee. Hopefully I can convince some people to return to the Youth Committee so we do not have to start scratch.


Could you please clarify:
Is the Youth Committee working or not?
Who are on the Youth Committee?
How the Youth Committee was formed? Is it your personal appointments or members of the Youth Committee should be elected by the Governors at the AGM - like for others CFC Committees?

[Hal Bond]

Thank you Michael for your kind words.

With regard to Team Captains, I expect that we will follow the handbook:

d) Acceptance of players:

Players who agree to participate on the Team shall notify the CFC of their participation no later than 120 days before the start of the Olympiad.

e) Nominations for Team Captains:

All nominations for Team Captains shall be submitted no later than 105 days before the start of the Olympiad.

f) Election of Team Captains:

The players shall submit their votes for Team Captains no later than 90 days before the start of the Olympiad.

To the extent that I can influence the process, I believe we should strive to have our delegation named ASAP in order for our membership to rally behind our teams.

[Michael Barron]

Thank you, Hal, for prompt response!


e) Nominations for Team Captains:

All nominations for Team Captains shall be submitted no later than 105 days before the start of the Olympiad.


Could you please clarify:
Who could nominate Team Captains?
What is a procedure of nomination?
May I nominate someone now, at this Meeting?

[Vladimir Drkulec]

Thank you, Hal, for prompt response!
Could you please clarify:
Who could nominate Team Captains?
What is a procedure of nomination?
May I nominate someone now, at this Meeting?

I think that you can nominate someone at this meeting. It is more than 105 days before the start of the Olympiad.

[Michael Barron]

I think that you can nominate someone at this meeting. It is more than 105 days before the start of the Olympiad.

Thank you, Vlad!

I think, we should consider for Team Captains positions people who do volunteer work for the CFC.
Specifically, for National Team Captain - Olympiad Coordinator, and for Women Team Captain - Women Coordinator.
I believe, we don't currently have official Olympiad Coordinator - his duties are divided among several people, the most instrumental from them is our FIDE Delegate Hal Bond.
But Hal will be present at the Olympiad in different capacity - as Canadian FIDE Delegate, not National Team Captain.

So, I would like to nominate:
Ilia Bluvshtein - for National Team Captain position, and
Yelizaveta Orlova - for Women Team Captain position.

Of course, they could accept or decline the nomination...

[Vladimir Drkulec]

Thank you, Vlad!

I think, we should consider for Team Captains positions people who do volunteer work for the CFC.
Specifically, for National Team Captain - Olympiad Coordinator, and for Women Team Captain - Women Coordinator.
I believe, we don't currently have official Olympiad Coordinator - his duties are divided among several people, the most instrumental from them is our FIDE Delegate Hal Bond.
But Hal will be present at the Olympiad in different capacity - as Canadian FIDE Delegate, not National Team Captain.

So, I would like to nominate:
Ilia Bluvshtein - for National Team Captain position, and
Yelizaveta Orlova - for Women Team Captain position.

Of course, they could accept or decline the nomination...

I thought you had someone who already wanted the position. I don't think that you should nominate someone who has not indicated a willingness to serve in that capacity. I would expect that Liza would be more interested in being a player given the opportunity. Anyone nominated preferably by themselves will become a candidate for the position. There is at least one more strong candidate with the possibility of a second that I am aware of.

We have to comply with past motions, handbook bylaws and possible requirements of any sponsorship deal. The players wishes will also play a significant role in the choice of captain(s).

[Garland Best]

Sorry, but I'm somewhat confused by this discussion.

The CFC handbook states the following:

908. Selection of Team Captains

The Team Captains shall be selected by the players on each Team, as follows:

a) For each Team, the CFC Executive shall nominate up to three candidates for Team Captain. In addition, each player may nominate one candidate for Captain of their team.

b) All nominations must be made submitted no later than 105 days before the start of the Olympiad.

c) The players on each team shall then vote to determine the Captain of their Team. Each player may vote for up to three candidates: the player’s first choice counts as three votes; the second choice counts as two votes; and the third choice counts as one vote. The candidate with the most votes becomes Team Captain.

d) All votes for Team Captains must be cast and submitted no later than 90 days before the start of the Olympiad.

Team Captains fill a specific role at Olympiads. They are sort of like coaches of hockey teams. They decide which players play and which players sit out. They organize their line-ups based on who they think could best defeat the opposing player. It is a specific skill set.

As such, shouldn't the role be selected based on who we think have the best skills for that job? Michael's nominees do not seem to have been selected on that basis. His wording implies that he thinks this should be a reward for being a CFC volunteer. I don't agree. At any rate they are not valid, according to the handbook.

[Vladimir Drkulec]

There is a procedure and it will be followed but in order to nominate candidates we do need to know who is interested. At the moment we have one individual who has expressed a strong interest. His submission has been very positively received by the executive and based on preliminary discussions is likely to be positively received by the players.

A second individual has put forward his name while I was preparing this reply.

The procedure for choosing the team captain was changed at the January 2013 special online meeting.

http://www.chesscanada.info/forum/showthread.php?3203-VOTING-BOOTH-5b)-Motion-2013-T-Olympic-Regulations-(McKim-Rekhson)-I

1) 904 (f) In title alter "Election" to "Appointment" .... Delete "The players shall submit their votes for Team Captains" and replace by "The Team Captain will be appointed"

2) 908 Selection of Team Captains

(a) For each team the CFC Executive will receive applications from interested individuals.

(b) Applications must be received by 105 days before the start of the Olympiad.

(c) The best candidate for the position(s) will be chosen by the executive or a sub-committee, taking into account the duties of the captains as outlined in 913.

3) 913 Add (b) Aiding with game analysis and preparation for upcoming opponents. Reorder other sections.

[Bob Armstrong]

Hi Vlad:

Is no one now immediately updating the Website Handbook after each Governors' Meeting passing motions affecting the Handbook?

When I was Chairing the committee responsible, I found a volunteer member to do that - Kerry Liles. We kept the Handbook right up to date, likely for the first time in CFC history!

When I resigned as Chair of that committee, Kerry then was supervised by CFC Treasurer, Fred McKim.

Has that system again broken down now?

Bob

[Fred McKim]

Hi Vlad:

Is no one now immediately updating the Website Handbook after each Governors' Meeting passing motions affecting the Handbook?

When I was Chairing the committee responsible, I found a volunteer member to do that - Kerry Liles. We kept the Handbook right up to date, likely for the first time in CFC history!

When I resigned as Chair of that committee, Kerry then was supervised by CFC Treasurer, Fred McKim.

Has that system again broken down now?

Bob

Yes. We are broken again. Volunteers ?

[Michael Barron]

There is a procedure and it will be followed but in order to nominate candidates we do need to know who is interested. At the moment we have one individual who has expressed a strong interest. His submission has been very positively received by the executive and based on preliminary discussions is likely to be positively received by the players.

A second individual has put forward his name while I was preparing this reply.

The procedure for choosing the team captain was changed at the January 2013 special online meeting.

http://www.chesscanada.info/forum/showthread.php?3203-VOTING-BOOTH-5b)-Motion-2013-T-Olympic-Regulations-(McKim-Rekhson)-I

1) 904 (f) In title alter "Election" to "Appointment" .... Delete "The players shall submit their votes for Team Captains" and replace by "The Team Captain will be appointed"

2) 908 Selection of Team Captains

(a) For each team the CFC Executive will receive applications from interested individuals.

(b) Applications must be received by 105 days before the start of the Olympiad.

(c) The best candidate for the position(s) will be chosen by the executive or a sub-committee, taking into account the duties of the captains as outlined in 913.

3) 913 Add (b) Aiding with game analysis and preparation for upcoming opponents. Reorder other sections.

Thank you, Vlad!

This is what I want to clarify.
Could you please announce the deadline for Team Captains applications this year?

[Frank Lee]

Michael,

Thank you for showing interest in youth chess. The Youth Committee is not working at this time. It appears the last Youth Committee was a little dysfunctional. I have been trying to gather information on what happened. I have drafted a Code of Conduct for the meetings in hopes of controlling the meetings.
I am also thinking to have a small committee consisting of 5 to 6 people across Canada. I was hoping to form the committee with parents and not CFC Governors since the Governors would vote and comment any major proposals. This would take away the politics in the committee process. Finding 5 to 6 people representing regions across Canada on the committee who are not Governors may not possible.
If I am not mistaken you were part of the last Youth Committee. I would be interested to get some history and ideas you have for the Youth Committee.

[Frank Lee]

I attached the a copy of the WYCC budget and final tally put together by Andrew Giblon. I would like to take this opportunity to thanks Andrew for his dedication and outstanding work as HoD in this year's WYCC (and pevious WYCC's).

[Vladimir Drkulec]

Thank you, Vlad!

This is what I want to clarify.
Could you please announce the deadline for Team Captains applications this year?

See Hal Bond's post on Chesstalk and the public forum for details.

[Egidijus Zeromskis]

See Hal Bond's post on Chesstalk and the public forum for details.

Michael should go to the CFC website and read complete schedule. It is really amazes me that Governors create/discuss/vote on all those Handbook clauses but clauses just collect electrons (dust).


"904. Timing
The following schedule is to be followed in determining the composition of the National Delegation. Each scheduled step shall be completed before the next step is taken. The implementation of this schedule shall be supervised by the Olympiad Coordinator. Once FIDE has announced the dates of the next Olympiad, the CFC shall post the dates of the CFC Olympiad schedule on the CFC website."

[Michael Barron]

Michael,

Thank you for showing interest in youth chess. The Youth Committee is not working at this time. It appears the last Youth Committee was a little dysfunctional. I have been trying to gather information on what happened. I have drafted a Code of Conduct for the meetings in hopes of controlling the meetings.
I am also thinking to have a small committee consisting of 5 to 6 people across Canada. I was hoping to form the committee with parents and not CFC Governors since the Governors would vote and comment any major proposals. This would take away the politics in the committee process. Finding 5 to 6 people representing regions across Canada on the committee who are not Governors may not possible.


Frank,

Thank you for clarification!
As you see, your approach simply doesn't work - please try something different...


If I am not mistaken you were part of the last Youth Committee. I would be interested to get some history and ideas you have for the Youth Committee.

Not sure what you mean by "the last Youth Committee"...
I was Youth Coordinator in 2009-2011, and during my tenure the Youth Committee was very active and it was a huge help for me.
During these 2 years we have accomplished a lot:
were developed and approved current CYCC rules,
was implemented current CYCC qualification system,
participation in youth tournaments increased at all levels - from local events to CYCC and WYCC,
we had our first WYCC medal in 2009 and first World Champion in 2010,
we organized the best ever CYCC in 2011...
All this was accomplished thanks to the volunteers working on the Youth Committee! :cool:

After I left the office, the Youth Committee really became dysfunctional - the role and usefulness of the Youth Committee depends on the Youth Coordinator's approach very much... :(

So, the ideas I have for the Youth Committee:
Please make it open for everybody - parents, coaches, organizers, Governors...
The more people - the better!
Everybody who is willing to help is welcome!
Let the people do what they are willing to do for the benefit of Canadian chess - delegate authority and responsibility.
If rule change is necessary - the Youth Committee could discuss the change and prepare the Motion.
In this process Governors on the Youth Committee are necessary.
The more work will be done by the Youth Committee - the less stress will be on the Youth Coordinator.
Only together we can make the difference! :)

[Michael Barron]

I attached the a copy of the WYCC budget and final tally put together by Andrew Giblon. I would like to take this opportunity to thanks Andrew for his dedication and outstanding work as HoD in this year's WYCC (and pevious WYCC's).

Thank you, Frank, for presenting the WYCC budget!

Let's skip minor mistakes to avoid nitpicking, but we need to clarify the whole picture:
What is the current state of the CFC Youth Fund?
What was the Youth Fund balance before 2013 CYCC?
What it's now?

[Vladimir Drkulec]

Thank you, Frank, for presenting the WYCC budget!

Let's skip minor mistakes to avoid nitpicking, but we need to clarify the whole picture:
What is the current state of the CFC Youth Fund?
What was the Youth Fund balance before 2013 CYCC?
What it's now?

The youth fund balance before 2013 CYCC was negative with a loss the previous year of over $4000 according to the report I saw last year, though some of that loss was the CFC memberships not collected at the 2012 CYCC. We are still tallying receipts for this year's WYCC. Based on the budget presented here the situation improved to the tune of nine thousand and ninety seven dollars and this does not yet incorporate the YCCs that took place this fiscal year.

The budget is a little confusing in that the $6000 holdover which I insisted on was shown as part of the expenses.

I have made enquiries which should allow me to answer these questions more fully once they are answered.

[Michael Barron]

The youth fund balance before 2013 CYCC was negative with a loss the previous year of over $4000 according to the report I saw last year...

Vlad,
Hopefully, you would agree that the transparency is especially important in financial matters.
Thankfully, we all can see CFC Financial statements on the CFC website:
http://chess.ca/sites/default/files/fiscal-2013.pdf

As we can see in the Note 3 on page 6, the balance of the CFC Youth Fund at the end of the last fiscal year (April 30, 2013) was $7,402.


Based on the budget presented here the situation improved to the tune of nine thousand and ninety seven dollars and this does not yet incorporate the YCCs that took place this fiscal year.

That's why I'm asking about the current state of the CFC Youth Fund.


I have made enquiries which should allow me to answer these questions more fully once they are answered.

Thank you, Vlad!
Such answers would improve transparency of the CFC operations.

[Vladimir Drkulec]

Vlad,
Hopefully, you would agree that the transparency is especially important in financial matters.
Thankfully, we all can see CFC Financial statements on the CFC website:
http://chess.ca/sites/default/files/fiscal-2013.pdf

As we can see in the Note 3 on page 6, the balance of the CFC Youth Fund at the end of the last fiscal year (April 30, 2013) was $7,402.

I missed that. In that case, we should be at approximately $16,500 plus whatever was raised by YCC's.