Secretary’s Report
2003-2004
I only
recently returned to the chess scene, and it was with great pleasure that I
accepted a position as Secretary of the OCA last August, since I was quite keen
on becoming more involved. This year was quite important for the OCA as we try
to inject new life into chess in
A number
of motions were voted on by both the executive and the general assembly this
year and with one exception all were passed. You will find at the end of this
report a full accounting of each motion as well as each director’s voting
record. Appendix A contains the results of each motion, while in Appendix B you
can find the motions themselves. Appendix C has the voting record of each
Director.
The old
website was updated a bit at the start of the year, however a completely new
site – www.chessontario.com
– is in the works and hopefully should be at least partially online by the time
this report is read.
The one
major problem I encountered this year was simply inactivity – there was little
discussion, even when we tried setting up a discussion board online, and never
fewer than eight people failing to even respond to a vote (they have been
counted as Abstains in the listings). Hopefully this can be remedied in the
future.
I thank
all Directors for their efforts and participation this past year and hopefully
we can continue improving our communication online in the next year. Good
communication can only be good for chess in this province and I wish my
successor good luck in this regard.
Christopher
Mallon
Appendix A – Motion Results
MOTION D-01 OCA Budget 2003-2004
Motion:
Barry Thorvardson Second:
Christopher Mallon
In
Favour: 12 Against:
1 Abstain: 12
MOTION D-02 Website Name
Motion:
Christopher Mallon Second:
Barry Thorvardson
In
Favour: 11 Against:
2 Abstain: 13
MOTION D-03 Junior Bursary Tournament
Motion:
Patrick McDonald Second:
Hal Bond
In
Favour: 15 Against:
1 Abstain: 10
MOTION D-04 League Postal Code Allotments
Motion:
Barry Thorvardson Second:
Christopher Mallon
In
Favour: 17 Against:
0 Abstain: 10
MOTION D-05 Retroactive Rebate Payments
Motion:
Barry Thorvardson Second:
Christopher Mallon
In
Favour: 17 Against:
0 Abstain: 10
MOTION D-06 GHCL Rebates to SWOCL
Motion:
Barry Thorvardson Second:
Christopher Mallon
In
Favour: 17 Against:
0 Abstain: 10
MOTION D-07 NEOCL League Name Change
Motion:
Barry Thorvardson Second:
Christopher Mallon
In
Favour: 16 Against:
1 Abstain: 10
MOTION D-08 Demonstration Equipment
Motion:
Barry Thorvardson Second:
Christopher Mallon
In
Favour: 8 Against:
10 Abstain: 9
MOTION D-09 Awards Committee
Motion:
Christopher Mallon Second:
Barry Thorvardson
In
Favour: 9 Against:
0 Abstain: 18
MOTION X-01 2004
Motion:
Barry Thorvardson Second:
Christopher Mallon
In
Favour: 3 Against:
0 Abstain: 2
MOTION X-02 Youth Coordinator Expenses
Motion:
Barry Thorvardson Second:
Christopher Mallon
In
Favour: 2 Against:
0 Abstain: 3
MOTION X-03 Additional WYCC Prizes
Motion:
Barry Thorvardson Second:
Christopher Mallon
In
Favour: 2 Against:
0 Abstain: 3
MOTION X-04 Investment of surplus cash on hand
Motion:
Barry Thorvardson Second:
Wilf Ferner
In
Favour: 5 Against:
0 Abstain: 0
MOTION X-05 OCA 2004 Canadian Closed Bid
Motion:
Barry Thorvardson Second:
Christopher Mallon
In
Favour: 4 Against:
0 Abstain: 1
MOTION X-06 League Postal Code Request
Motion:
Wilf Ferner Second:
Barry Thorvardson
In
Favour: 3 Against:
0 Abstain: 2
MOTION X-07 Approval to hire a lawyer/accountant
Motion:
Barry Thorvardson Second:
Christopher Mallon
In
Favour: 5 Against:
0 Abstain: 0
MOTION X-08 2004 AGM Location/Time
Motion:
Christopher Mallon Second:
Barry Thorvardson
In
Favour: 5 Against:
0 Abstain: 0
MOTION X-09 Western Pan-Am Sponsorship
Motion:
Barry Thorvardson Second:
Christopher Mallon
In
Favour: 3 Against:
1 Abstain: 1
MOTION X-10 League Rebates
Retracted.
MOTION X-11 League Rebates
Motion:
Wilf Ferner Second:
Barry Thorvardson
In
Favour: 5 Against:
0 Abstain: 0
MOTION X-12 Rebate Adjustments – 2002-2003
Motion:
Wilf Ferner Second:
Barry Thorvardson
In
Favour: 5 Against:
0 Abstain: 0
MOTION X-13 Rebate Adjustments – Tournament Fees
Motion:
Wilf Ferner Second:
Barry Thorvardson
In
Favour: 5 Against:
0 Abstain: 0
MOTION X-14 League Event Bursary Prizes
Motion:
Barry Thorvardson Second:
Christopher Mallon
In
Favour: 4 Against:
0 Abstain: 1
Appendix B – Motions
MOTION D-01: That the OCA approve its budget for
2003-2004.
*note* As it will be published
elsewhere, the budget will not be shown here.
MOTION D-02: To enhance Internet Visibility and Public
Relations, it is requested that we have two web addresses to point to our
website. Specifically we keep the current name, www.ontariochessassociation.org,
and add a second, primary site, with the name of:
A) www.chessontario.org
or
B) www.ontariochess.org
Please vote for one of the above two choices, or the following
C) do not bother to invest in a second web address
The cost for 2 years for the second domain name is $24 US.
MOTION D-03: It is moved that the OCA accept the bid
from Mr. Jordan Palmer for running the 2003 Junior Bursary tournament as
follows:
Ontario
Junior (Bursary) 2003
Date: October 19, 2003 (Sunday)
Place: Rooms 311/313 McMaster University Student Centre (Combined Rooms,
seating 40 comfortably and to a maximum of 80 players with hard-surface tables,
ample lighting, comfortable "executive" chairs similar to those found
at K-W City Hall) Easily accessible by elevator/stairs, with signposting to the
event and an information desk on the first floor if directions are needed.
Org./TD.: McMaster Chess Society/Jordan Palmer (CFC reg. rating circa 2000)
Type: Closed Swiss (Open only to Ontario Juniors)
TC: SD/60 (Adjudication Possible)
EF: $25, $30 at the door ($5 late fee)
Round Times: 9:15/11:30/14:15/16:30/19:15
Reg.: Email entries to McMasterChess@Hotmail.com, Cheques
to Jordan Palmer, 167 Haddon Ave. N., Hamilton ON, L8S 4A7, At the door
8:00-9:00.
Misc.: Byes 1-4 (Max 2), No smoking, No computers. Free Parking. Sets, Boards,
and Snacks provided.
How Entry Fees are broken down:
$20 goes to the Bursary "Prize Fund"
$3 goes to CFC rating fee
$2 goes to Organizer
Late Fees:
$3 to the Bursary Prize Fund, $2 to the Organizer
Thus, with 10 entries, Prize Fund= $700 ($500 OCA, $200 Prize Fund)
Thus, with 20 entries, Prize Fund= $900 ($500 OCA, $400 Prize Fund)
As soon as I get confirmation from the OCA I can began advertising.
MOTION D-04: To formally establish the OCA recognized Leagues at present, with
their associated areas being represented by the attached postal codes.
Background: This now provides 5 Leagues in
MOTION D-05: To formally approve
rebate payments, are issued retroactively to the beginning of this year for the
recognized Leagues.
Background: Rebate cheques are awaiting
finalization of entitlements.
MOTION D-06: To formally approve
rebate payment outstanding for last year for GHCL to go to SWOCL/GTCL for
activities in former GHCL area..
Background: GHCL applied for recognition last year and was never recognized nor
paid.
MOTION D-07: To recognize the League currently
submitted as NEOCL but to require it to adopt a new name to avoid conflict with
NOCL which previously was merged from former NOCL and NOECL areas.
MOTION D-08: To authorize the purchase of a large
plastic chess set, board and presentation equipment for up to $2,000. This
increases this years budget and will be available for use for any OCA event for
free, with the transportation to and from, paid by the League/Club using the
equipment, and the requirement for later pictures of the equipment in use for
OCA publicity activities.
MOTION D-09: A. To redefine the Awards Committee as
being: The OCA President as Chair, and one representative to be nominated by
each League.
B. To formally create the following awards, to be awarded on the discretion of
the Awards Committee:
Top Male Chess Champion(s)
Top Women’s Chess Champion(s)
Top Male Youth Chess Champion(s)
Top Female Youth Chess Champion(s)
Top Senior Chess Champion(s)
Top Club Organizer
Top Non Executive Volunteer
(Top non player volunteer) where possible
Top Youth Organizer
Top Youth Volunteer
C. To formally recognize the individual League champions, as decided by some
type of championship event held by each league.
Background - The Awards
Committee would like to host a yearly banquet in April or May to honour Ontario’s Chess Champions! It is suggested that the
champions are determined on a calendar year with our first champions being for
the 2004 year. Each League would host their regular tournaments and identify
some or all events as qualifiers for Ontario Championships. The qualifiers
would play a closed event to determine the champions. We would have
certificates and some plaques for the champions/volunteers and a sit down
banquet. It would be a great opportunity to honour
our players and great for media visibility. Our top champions may also be able
to be given cash contracts to travel through the provinces to attend League
events and give a simultaneous or lecture etc. Any expenditures would likely be
determined starting in next year's budget subject to approval of the new board.
MOTION X-01: To approve Brantford's bid for the 2004
Ontario Open, as endorsed by SWOCL. General Tournaments Chairperson Mark Dutton
also recommends the acceptance of this bid. As per previous Board of Directors vote,
final approval of any bid from SWOCL rests with the Executive.
MOTION X-02: That the OCA grant $500 to our Youth Co-ordinator to help pay part of his expenses to attend the
WYCC in Greece, where he will be co-ordinating and
supervising Canada’s and Ontario’s youth in that major event.
MOTION
X-03: That the OCA offer to assist any second place qualifiers to
the WYCC to the amount of $300, and any third place qualifiers to the amount of
$200, to encourage and maximize Ontario participation in this major youth
event. For many this could be a once in a lifetime event to represent their
country! This offer is to be made to all qualifiers, on a first come basis,
subject to budget constraints, and must be applied for and accepted by 20
September 2003. (This could be an investment upto
$3000 but will likely be between $1000-$1500) This is expected to be within the
Youth Budget so only requires an Executive vote. If the requests exceed $2000,
we will go to a full Board vote to increase the Youth Budget.
MOTION X-04: Moved by Barry Thorvardson, Seconded by Wilf
Ferner. That the OCA Executive put funds, initially $10,000, into interest
bearing GICs or other funds. Secondly that The
President and Treasurer review bank fund balances quarterly and readjust interest
bearing investments according to obtain reasonable interest on savings.
Background: It appears that OCA funds have not received any interest for years,
and GIC’s are cashable after 30 days, so will not
restrict any budgetary expenditures, and will start to earn interest.
MOTION X-05: To authorize the attached bid on behalf
of the OCA for hosting the 2004 Canadian Closed, with a contribution of $2,000
from this years OCA Invitational Tournament Budget to allow advance expenses
including advertising, if our bid is successful. It further authorizes Barry
Thorvardson to Chair and seek volunteers for a Special OCA Committee to
organize and carry our this bid, if successful, as a continuing Committee past
the current year-end and until the Canadian Closed is completed and post Event
Advertising and Public Relations is completed..
MOTION X-06: To authorize the Treasurer to contact leagues
re finalizing postal codes for the determination of exact rebates for the OCA
year 2002/03.
Explanation: We advanced approximate rebates to three affiliated leagues for
the OCA year 2002/03 at this year's AGM. QUESTION: Were there any more leagues
affiliated after the AGM? I just got the proper database from the CFC.The OCA uses the April 30/CFC membership report to
determine rebates for OCA affiliates. Even though Martin Jaeger, David
Gebhardt, and myself worked on the assignment of postal codes to the different leagues in
2002, the final version as used by David Gebhardt is not available to us.
I would like to involve the leagues themselves, via the presidents, so that the
assignment process is done fairly for each region/league. By using this process
we would also get the latest(desired) changes by the leagues/regions included.
MOTION X-07: To authorize Barry Thorvardson to engage a
lawyer and arrange full incorporation as a non-profit organization in Ontario,
and spend up to $2,000.00.
Background: A lawyer client of mine has quoted a basic charge of $850 legal,
$300 Filing and $200 minute books plus taxes. This is necessary to be completed
by Oct 15 for our Trillium submission.
MOTION X-08:
MOTION X-09: That under our Tournaments budget we
authorize $500 towards the Western Pan-Am event.
Background. - As
a provincial organization we should support Open, College and Youth Events. We have supported
youth well this year, but must now focus on our Open sections now that the 2004
year program is
approved, and
this appears a reasonable assistance at the College level.
MOTION X-10: That a) the executive approves the
calculations as shown and b) authorizes the treasurer to issue cheques immediately to all leagues.
Background: In
attached Excel file. Includes Burlington in SWOCL as per their request.
MOTION X-11: That the Executive approve payment of rebates to the recognized
leagues in regard to the first six months of the CFC year 2003-2004 as
calculated by the treasurer. (Colour coded in BLUE)
MOTION
X-12: That the Executive approve the adjustment of rebates
to recognized leagues in regard to the twelve months of the CFC year 2002-2003
as calculated by the treasurer; amounting to $2132.54 less credits $2168.20
or net amount due the OCA = $35.66. (Colour coded
in ORANGE)
MOTION X-14: To approve a $100 Bursary support of this
weekend’s NOCL Event, and to submit a motion to the OCA Board to approve a OCA
Budget for this year out of the Tournament Budget, and for the 2004-2005 year
to allow upto $1500, to support Bursary events in
each League in the amount of $100 towards travel and entry fee to the Canadian
Open, The Canadian Closed and the Ontario Open. The maximum payout per league
is $300. Payments will only be made after the tournament participation by the
winner, is established .
Background: I believe we should be approving budgets for a two year period so
everyone can properly plan. Actual year budgets can be refined, but major
League commitments should be maintained.
Appendix C – Director Voting
This appendix
will show the total number of times each director voted this past year. Includes
abstains when they actually responded saying they abstained.
Executive: 13 Total Motions (Motion 10 which would
have made 14 was retracted).
Wilf Ferner 13
Chris Mallon 13
Patrick McDonald 10
Caesar Posylek 7
Barry Thorvardson 13
Assembly: 9 Total Motions
SWOCL
Hal Bond 6
John Erickson 5
Douglas Hoch 1
Steve Killi 5
Neil MacLeod 0
Peter Bos 1
EOCA
Stijn De Kerpel 7
Frank Dixon 9
Mike Holmes 7
Robert Laszlo 8
Roger Patterson 3
Eric Van Dusen 1
GTCL
Michael Barron 9
Mike Dougherty 0
Mark Dutton 9
Wilf Ferner 9
David Gebhardt 0
Fred Henderson 1
Martin Jaeger 0
Bryan Lamb 1
Caesar Posylek 9
Barry Thorvardson 9
NOCL
John Rutherford 8
Ed Rohanchuk 2
Grey Area (NEOCL)
Mavros Whissell 6
Members-at-large
Christopher
Mallon 9
Patrick McDonald 3
John Erickson 5