02) Reading of the Minutes of the last AGM

[Christopher Mallon]

Minutes of the last meeting to be posted below.

[Rob Clark]

OCA AGM 2011
MAY 21, 2011 – HAMILTON, ONTARIO

Compiled by Robert Clark based on the collaboration of various attendees

1. Members Present:
Michael von Keitz (President)
Bob Gillanders (RVP, SWOCL)
Aris Marghetis (RVP, EOCA)
Brett Campbell (Treasurer)
Alex Ferreira (Secretary)
Hal Bond
Garvin Nunes (in and out)
Stuart Brammall (left near the beginning)

2. Motion to approve last year's minutes- passed unanimously. Mover- von Keitz, seconder – Hal Bond

3. President's Report - printed copies provided. Accepted as read.

4. RVP reports - Aris, Bob and Brett provided verbal reports of activities within their respective leagues - things running smoothly, with encouraging growth in areas like the Mississauga Junior Chess Club. Rob Clark had submitted a written report, which was presented by Michael von Keitz.

5. Secretary's Report (verbal) – Little activity to report within the portfolio. Conducted an e-mail vote to revise the constitution. Prepared the minutes for the 2010 AGM. Will not be seeking re-election.

6. Treasurer's Report - financials provided, along with a written report.

7. Youth Coordinator's Report - none submitted.

8. Special Officer's Reports - Hal spoke on his involvement with Nick Stepanov, a U of G student, who assisted him in preparing the financials for the OCA, in preparation for the OCA's filing of tax returns. Hal indicated a hope that he would be filing by Labour Day, although the numbers were still murky. Nick was paid $500 for his efforts, while Hal requested $500 of tournament support for his contribution. Though not committing, Hal indicated the possibility of having that support directed towards an OCA Team
Championship.

9. League Reports - refer to RVP Reports

10. Auditor's Report - the services of an auditor were not retained this year.

11. Other business raised by the outgoing board - none

ADJOURNMENT FOR LUNCH

12. Ratification of new governors - Governor allocations had been calculated prior to the AGM. Names were submitted, with approval pending clarification after the AGM (especially in the case of the GTCL). The breakdown is as follows:

SWOCL
Ordinary - 178
Junior - 45
Life - 42
Honorary - 6
Family - 6
Participating - 34
TOTAL (membership equivalents): 257.2
5 + 1 Governors

NOCL
Family - 6
Ordinary - 25
Junior - 2
Life - 13
Honorary - 0
Participating - 5
TOTAL (membership equivalents): 43.3
1 Governor

GTCL
Ordinary - 228
Junior - 95
Life - 66
Honorary - 25
Family - 11
Participating - 20
TOTAL (membership equivalents): 368.5
7 + 1 Governor

EOCA
Family - 3
Ordinary - 99
Junior - 32
Life - 54
Honorary - 2
Participating – 4
TOTAL (membership equivalents): 170.5
3 + 1 Governor

All-Ontario
TOTAL F: 26
TOTAL H: 33
TOTAL J: 174
TOTAL L: 175
TOTAL O: 530
TOTAL P: 63
TOTAL: 1001
TOTAL (membership equivalents): 839.5

*Please note that the +1 next to the governor totals is in accordance of section 8.9 of the OCA constitution (last revision Dec. 20, 2010) in which the extra governors were allocated to the provinces closest to 50 membership equivalents; but had not reached 50.

13. Elections

President - Michael von Keitz - acclaimed (indicated this would be his final term)
RVPs - pre-determined - Rob Clark (NOCL), Bob Gillanders (SWOCL), Aris Marghetis (EOCA) and Egis Zeromskis (GTCL)
Treasurer - Brett Campbell - acclaimed (indicated this would be his final term)
Secretary - no nominees - left vacant (later filled by Michael Zaghi)
Youth Coordinator - Patrick McDonald - acclaimed

14. Constitutional amendments - conducted by e-mail vote in December 2010. There were no further amendments at the AGM.

15. Appointment of Auditor - filing of tax returns indicated as a priority. Auditor not appointed.

16. Review of chess activity in Ontario and proposed activity for the next fiscal year

Ontario Open - Hamilton was in the process of hosting, with an excellent turnout, good conduct and few to no glitches.

Ontario Open 2012 - to be hosted by Thunder Bay

OYCC - another success in KW

OYCC 2012 - to again be hosted by Patrick McDonald and his team at Kitchener City Hall

OHSCC - Event received financial support from the OCA for the 2012 tournament, the 2011 tournament received no support due to a $500 support in 2010.

OHSCC 2012 - to be held as determined by the OHSCC organizers.

Ontario Junior - Michael von Keitz offered his congratulations to Roman Sapozhnikov on winning the event over Michael Kleinman. $400 of support was thus awarded to him to offset the costs of his participation in the Canadian Junior.

2012 Ontario Junior - it was suggested this should be a biennial event, with the next held in 2013. $500 support suggested.

Ontario Closed - Michael Kleinman congratulated for his victory over a field that included Tomas Krnan.

2012 Ontario Closed - as with the junior, it was suggested that this event should be biennial, to be held in the 2012-13 term. $500 support suggested.

Ontario Women's and Ontario Senior's - suggested that $125 be offered to the top performing Ontarian in both the 2012 Canadian Senior's and 2012 Canadian Women's.

17. Budget

50% of budget reserved for league rebates. Cheques were distributed at the conclusion of the meeting, based on membership numbers calculated by Michael von Keitz prior to the AGM.

Ontario Senior - $125 (top at 2012 Canadian)

Ontario Women's - $125 (top at 2012 Women's)

Discretionary tournament support to Hal Bond - $500

Ontario Open - $500

OHSCC - $250 (for 2012 tournament)

OYCC - $500

18. New Business - None

19. Other Business - Michael von Keitz indicated contact with Frank Dixon regarding the 2004 AGM Minutes - Frank had provided his recollection of events and suggested he might provide more extensive materials at a future date. Michael also requested that the RVPs seek to provide a list of potential nominees for the Ontario Volunteer Service Awards. As well, hope for an OCA team championship was expressed, although the EOCA mentioned they felt lukewarm to the idea after the Ontario Grand Prix fell through.

20. Adjournment

[Vladimir Drkulec]

OCA AGM 2011
MAY 21, 2011 – HAMILTON, ONTARIO


12. Ratification of new governors - Governor allocations had been calculated prior to the AGM. Names were submitted, with approval pending clarification after the AGM (especially in the case of the GTCL). The breakdown is as follows:

SWOCL
Ordinary - 178
Junior - 45
Life - 42
Honorary - 6
Family - 6
Participating - 34
TOTAL (membership equivalents): 257.2
5 + 1 Governors

These numbers are quite suspicious to me given that they are the results subsequent to the Windsor 2010 CYCC. I know for a fact that Windsor and area had more than 45 juniors alone. John Coleman has indicated that when he was trying to sort out exactly how many juniors we had that many of the kids were listed as being from Ontario rather than from Windsor or one of the local communities.

We had 48 kids from Windsor and area this year at the OYCC which required CFC membership. There was a good sized contingent from Windsor at the 2011 CYCC in Thornhill. We had another dozen or so at OYCC from Chatham as a direct result of John Coleman's Chatham Chess Challenge. I know that there are a few juniors from Guelph, Hamilton and London who I see on a somewhat regular basis so what is up here? The numbers don't add up and it is somewhat imperative that we understand why. Are the organizers skimping on entering data that is submitted to the CFC? Is the data lost by the CFC?

We need good data to make good decisions as far as expanding membership and we need to start by making an accurate head count to understand where we are and to be able to understand which actions bear fruit and which do not.

[Rob Clark]

Hi Vladimir,

These are the numbers for 2011. I received them as they were presented at the 2011 AGM. It is also possible that they were calculated before the junior tournament took place. I simply posted them as I received them.

However such questions are precisely why I think an online AGM is a good idea. If there are problems with the numbers from this year they can be raised and addressed. I will post the specific break down for this year.

[John Coleman]

oops, blush

[Bob Gillanders]

We had 48 kids from Windsor and area this year at the OYCC which required CFC membership.

Incorrect. CFC membership is not required to participate in the OYCC.
Nevertheless, the kids are encouraged to buy a membership.

[Vladimir Drkulec]

Incorrect. CFC membership is not required to participate in the OYCC.
Nevertheless, the kids are encouraged to buy a membership.

We need to encourage them a bit more.

Off the top of my head I have counted 18 CFC members from the kids who are or recently were in our Friday Sobeys advanced children's chess class or my intermediate class at the CAGW (Chinese Association of Greater Windsor). The reason that last year's numbers seemed odd was that the 2010 CYCC was in Windsor and there were quite a few Windsor participants whose memberships would not have yet expired.

[Erik Malmsten]

OCA AGM 2011
MAY 21, 2011 – HAMILTON, ONTARIO

16. Review of chess activity in Ontario and proposed activity for the next fiscal year

Ontario Open - Hamilton was in the process of hosting, with an excellent turnout, good conduct and few to no glitches.

Ontario Open 2012 - to be hosted by Thunder Bay

OYCC - another success in KW

OYCC 2012 - to again be hosted by Patrick McDonald and his team at Kitchener City Hall

OHSCC - Event received financial support from the OCA for the 2012 tournament, the 2011 tournament received no support due to a $500 support in 2010.

OHSCC 2012 - to be held as determined by the OHSCC organizers.

Ontario Junior - Michael von Keitz offered his congratulations to Roman Sapozhnikov on winning the event over Michael Kleinman. $400 of support was thus awarded to him to offset the costs of his participation in the Canadian Junior.

2012 Ontario Junior - it was suggested this should be a biennial event, with the next held in 2013. $500 support suggested.

Ontario Closed - Michael Kleinman congratulated for his victory over a field that included Tomas Krnan.

2012 Ontario Closed - as with the junior, it was suggested that this event should be biennial, to be held in the 2012-13 term. $500 support suggested.

Ontario Women's and Ontario Senior's - suggested that $125 be offered to the top performing Ontarian in both the 2012 Canadian Senior's and 2012 Canadian Women's.

17. Budget

50% of budget reserved for league rebates. Cheques were distributed at the conclusion of the meeting, based on membership numbers calculated by Michael von Keitz prior to the AGM.

Ontario Senior - $125 (top at 2012 Canadian)

Ontario Women's - $125 (top at 2012 Women's)

Discretionary tournament support to Hal Bond - $500

Ontario Open - $500

OHSCC - $250 (for 2012 tournament)

OYCC - $500

There's not really much money to be distributed - the OCA needs sponsors! I recall previous attempts to tie the Ontario Closed in with a fair or festival, getting a free site and maybe some freebies and media.

I was wondering if the Ontario Closed and the Ontario Junior are biennial, they should still be budgeted every year. Compared to the Ontario Senior and Woman, where $125 goes to 1 person, $500 goes to a whole tournament. And this isn't all prize money as it includes CFC and FIDE rating fees. Maybe not have the Ontario Closed until 3 or 4 years when over $1,000 can be accumulated for it. Maybe part of first prize is free entry to Canadian Closed. In a fantasy world, would be nice to pay expenses for all players in the Ontario Closed and for Ontario Champions to national Championships.