New South Wales Chess Association Inc.

Minutes of the Annual General Meeting 3 December 2016

 

Meeting: The meeting was held in the Ryedale Room, Ryde-Eastwood Leagues Club, 117 Ryedale Road, West Ryde, NSW commencing at 3.15pm.

Present

Council members: Bill Gletsos, Peter Abbott, Norman Greenwood, Rob Watson, Robert Keast, Julian Kuan, Jonathan Adams, Chris Ball, Arthur Huynh, Nigel Harte

Other members: Kamal Jain, Gareth Charles, Paul Sike, Ralph Shaw, Keith Farrell, Tom Accola, Sami Ullah

1. Welcome and apologies

Bill Gletsos as president and chairman declared the meeting open at 3.15 pm and welcomed members to the meeting.

Apologies for non-attendance were received from Richard Gastineau-Hills, Patrick Keuning and John Tran.

2. Confirmation of the minutes of the previous annual general meeting

The minutes of the 2016 annual general meeting were available at the meeting and had been on the NSWCA website for some months.

Motion: That the minutes of the Annual General Meeting held on 28 November 2015 be accepted and signed as a correct and true record (moved Robert Keast, seconded Nigel Harte) Carried.

3. President’s report

Bill Gletsos gave a verbal presidential report in which he highlighted the following matters:

o   Australia Day Weekender – The event attracted 69 participants, a big increase from 40 the previous year.

o   NSW Open – the participants were 144, being 34 more than the previous year. It was jointly won by Max Illingworth and Zong-Yuan Zhao. The tournament was again held at the Chatswood Club. Due to the number of player’s the Council will be looking for a new venue for 2017.

o   August Weekender – This event moved from St. George to North Sydney and attracted 49 participants, 22 up on the previous year’s St George Open.

o   Ryde-Eastwood Open – The event attracted 51 participants, 18 down on the previous year.

o   State Championship – This was a closed event comprising a 10-player round robin of a strong field of players. Max Illingworth won with a score of 7.5 from 9. It is the 5th time Max has won the title.

o   City of Sydney Championship – This event had 25 participants, down 15 from the previous year.

o   City of sydney Rapid – This event had 34 participants, down 2 from the previous year.

o   City of sydney Blitz – This event had 36 participants, up 6 from the previous year.

o   NSW Rapid – This event had 42 participants, down 2 from the previous year.

o   NSW Blitz - This event had 52 participants, up 8 from the previous year.

Membership numbers reached 557 which is broken down as follows:

Members                               406 (including 13 Life members)

Registered Players              151

Total                                     557

The profit for the year was $832. Cash reserves are just over $97k. The treasurer will be reporting more fully on the financial statements.

Bill Gletsos thanked all council members for their work and effort during the year.

Motion: That the President’s Report be accepted (moved Nigel Harte, seconded Gareth Charles) Carried.

4. Treasurer’s report

The financial report comprising the statement of financial position at 31 July 2016 (balance sheet) and statement of financial performance for the year ended 31 July 2016 (statement of income & expenditure) had been circulated to members present.

The report showed that the association had made a modest gain of $832 (compared with gain of $997 in the previous year.

 

Income reductions:

Š       Membership subscriptions down from $7,912 to $7,374

Š       No stale cheques written back (vs $650 in 2015).

 

Expenditure reductions:

Š       Stationery costs nil (vs $558 in 2015).

 

Other notes:

Š       substantial liquid resources continue to be maintained

Š       The first instalment of $300,000 of the Peter Parr bequest has been received and is being held in a term deposit.

Motion: That the treasurer’s report be accepted (moved Chris Ball, seconded Jonathan Adams) Carried.

5. Other office bearers’ reports

(None given.)

6. Notice of motion:

Note: for voting purposes, the following proxy appointments were registered:

Member

Proxy

Motion 1

Motion 2

Motion 3

Alan Marton

Bill Gletsos

For

For

For

Mohan Pagadala

Bill Gletsos

For

For

For

Michael Roh

Bill Gletsos

For

For

For

Karoly Gerecs

Bill Gletsos

For

For

For

Yeong Tay

Bill Gletsos

For

For

For

Richard Gastineau-Hills

Robert Watson

For

For

For

James Hickey

Robert Watson

For

For

For

Suranga Seneviratne

Robert Watson

For

For

For

An audit conducted by NSWCA showed that that amendments to the Constitution passed at the Annual General Meetings of 1997, 1998, 2001, and 2002 had not been registered with NSW Department of Fair Trading as required.  These amendments are therefore not operative.  NSWCA Council resolved not to register the amendment approved at the 2015 Annual General Meeting so that all the amendments may be regularised at the 2016 Annual General Meeting.  NSWCA is therefore operating under the 1988 Constitution as amended in 1990 (the Constitution currently registered at the NSW Department of Fair Trading).

The Clauses of the Constitution affected by resolutions at the Annual General Meetings of 1997, 1998, 2001, 2002 and 2015 are:

Š       Clause 4(ii). The number of NSWCA Councillors and their responsibilities.

Š       Clause 5(i). Dates of the Annual General Meeting.

Š       Clause 8(iii). Signing authority on cheques.

The three Motions below enable the Constitution to be updated in line with Motions passed at previous Annual General Meetings.

Motion 1: Changes to Clause 4(ii) of the NSWCA Constitution that Clause 4(ii) be deleted and replaced with ‘The Council shall consist of President, Vice President, Treasurer, Secretary, Club Liaison Officer, Rating Officer, Webmaster, Representative for Junior Chess, Country Representative, Tournament Officer, Registrar, Communications Officer and up to two other members’.

In favour: all.  Against: Nil.  Motion carried unanimously

Motion 2: Changes to Clause 5(i) of the NSWCA Constitution that Clause 5(i) be amended by deleting the words ‘as soon as practicable after the end of November’ and substituting the words ‘as soon as practicable after the end of October.’

In favour: all.  Against: Nil.  Motion carried unanimously

Motion 3: Changes to Clause 8(iii) of the NSWCA Constitution that the second sentence of Clause 8(iii) be replaced by the following sentence ‘Cheques shall be signed by any two members of the Executive Committee or by one of the Executive Committee and one of the two Council approved non-executive Council members.

In favour: all.  Against: Nil.  Motion carried unanimously

7. Determination of annual membership fees for 2017

The president recommended to the meeting that the fees remain the same as the previous year, as follows:

                                                                            $

Full member                                                      30

Country members                                              10

Not a member previously                                  10

Non-member registered player (no voting
  rights and cannot play in NSWCA events)                   10

Concession                                                        20

Motion: That the membership fees remain the same as the previous year (moved Keith Farrell, seconded Nigel Harte) ) Carried.

7. Election of office bearers for 2016/2017

Bill Gletsos declared all council positions vacant. It was agreed that Bill Gletsos would remain the chair to conduct the election of president for 2016/2017.

President

There were no other nominations. Carried.

Bill Gletsos declared himself elected president.

Vice-president

There were no other nominations. Carried.

Treasurer

There were no other nominations. Carried.

Secretary

There were no other nominations. Carried.

Ratings officer

There were no other nominations. Carried.

Registrar

Webmaster

Tournaments officer

There were no other nominations. Carried.

Communications officer

There were no other nominations. Carried.

Club liaison officer

There were no other nominations. Carried.

Country representative

Member without portfolio 1

There were no other nominations. Carried.

Member without portfolio 2

There were no other nominations. Carried.

8. Appointment of auditor

It was noted that as a Fair Trading ‘Tier 1’ organisation, the NSWCA cannot have a member as its auditor. The previous auditor, Ross A Hamilton, is an NSWCA member.

Motion: That the NSWCA council appoint an auditor for the ensuing year who is not an NSWCA member (Proposed Keith Farrell, seconded Nigel Harte). Carried.

9. Appointment of appeals committee

Motion: That the NSWCA appeals committee be:

Alternatives – Robert Keast and Peter Cassettari.

(Proposed Tom Accola, seconded Jonathan Adams) Carried.

10. Other business

Closure of Meeting

There being no further business, the Meeting was closed at 3.46 pm.

Confirmed as a correct record.

 

…………………………………..   Dated……………………………….

Chairman