TCA ANNUAL GENERAL MEETING MINUTES
Meeting held in Launceston, 11 th of March 2019 after the Tasmanian Championships
OPENED :
1741h
PRESENT :
• Denis McMahon (President)
• Kevin Bonham (Vice-President, Ratings officer)
• Ian Little (Secretary, Treasurer)
• Christine Rumley (Junior Chess Officer)
• Kerry Beeton (LCC Delegate)
• Reg Harvey (BCC Delegate)
• Esther Beeton (Observer)
• Christopher Shepherd (Observer)
APOLOGIES :
Nil
MINUTES :
The minutes of the previous TCA Annual General Meeting of the 12 th of March 2018 were circulated
prior to the start of the meeting. No amendments were notified, and the minutes were accepted as
read and correct.
Matters arising:
Nil
Matters arising from Executive Meeting (19 th of August 2018)
• Ian Little to approach Jérôme Pirotais and invite him to present a Grand Prix proposal to the
TCA for discussion at the 2019 AGM.
• Denis McMahon to write to Martin Friebe following the release of the minutes of this meeting,
informing him of the executive’s decisions regarding this (TCA 2018 Rapid Championships)
matter.
• Ian Little to stay in contact with Kerry Beeton regarding LCC levies and members list and report
to Denis McMahon as required.
All actions were noted as closed with no further comment.
PRESIDENT’S REPORT :
Denis McMahon, TCA President, tabled his president’s report.
Denis commented that broadly speaking he is very happy with the status of the Tasmanian Chess
Association and was particularly happy with the way in which the Launceston Chess Club addressed
concerns raised in the president’s report tabled at 2018’s AGM. A special note to the positive turn
around in the operation of the LCC was given. Denis did note his disappointment in the cancellation
of the Launceston Cup and the failure for the LCC to notify the TCA of the cancellation, particularly
after his inquiries were not answered. Denis noted he was hopeful the Launceston Cup would be
revived in some form in the future, particularly as it seems the Burnie Shines tournament has struggled
in recent years.
Denis made a brief note of those who have been added to various TCA honour boards during the 2018-
19 season. At the Chess Kids national finals Princes Street Primary were the primary champions, and
Launceston College were the secondary champions. William Rumley was the junior champion, while
(find name spelling) and Oliver Pridmore were joint senior champions. Ian Rout and Toby Straton were
joint Tasmanian champions in 2018, Ian Rout was also the Tasmanian Senior champion. Kevin Bonham
was the 2018 Tasmanian Open winner. Ian Rout was the 2018 Tasmanian Rapid champion. William
Rumley was the Tasmanian Lightning champion and became the youngest ever winner of that title,
William also was the under 16 Australian problem-solving champion in 2018. Thomas Powell-Davies
was the 2018 Glen Gibbs award winner.
Denis noted his confidence in the TCA’s ability to continuing working together with clubs to “keep
chess surviving” in Tasmania and to grow. Denis noted that Kevin Bonham, in the interest of both
reducing the number of chess hats he wears personally and providing a wider range of opinions and
more votes on the TCA executive, was not seeking renomination for the office of Vice-President. Denis
thanked Kevin for his continuing and outstanding service to chess in Tasmania, and for his continuation
in the position of Ratings Officer.
Questions & Comments
Reg Harvey commented that the BCC do not mind running the Burnie Shines Tournament, but noted
that one year there were only 2 entrants from outside of Burnie. If asked to run the tournament Burnie
would be very happy to, but it would require serious expressions of interest from a number of people
outside of Burnie.
Moved Shepherd
The AGM accept the tabled President’s Report.
Motion carried unanimously.
TREASURER ’ S REPORT :
Ian Little, TCA Treasurer, tabled his treasurer’s report which had previously been circulated to the TCA
executive via e-mail.
Ian noted that while there was increased activity in the TCA’s accounts, the association essentially
broke even for the 2018-19 financial year with a net profit $79.33 which was consistent with the
previous financial year. As a result of purchasing the DGT clocks and reclaiming funds from clubs the
gross amount through the TCA account was in the order of $5,500.
Ian noted 2 large fund-raising inputs during the year; both the Tony Stuges and Tasmanian Rapid
Championships operate as fund raisers, and in 2018 they both saw a marked increase in participation
and raised approximately $740 between them. The Long-Steps Black & White fundraising ball raised
$721, and a personal donation of $100. The total income from fundraisers and donations was
approximately $1,560. Ian also noted the TCA is still dependant on fundraising activities and donations
as the TCA does not make money from its tournaments.
Ian noted that the $1,560 income from fundraisers and donations covered the increased expenditure
used to purchase DGT 3000 clocks for the TCA, and to subsidise clubs wishing to purchase clocks.
Between the increased income and expenditure, the TCA basically broke even.
Ian went on to state that he feels the TCA remains in a strong position. While note making a great deal
of money the TCA is covering its costs and has approximately $3000 in the bank if needed.
Questions & Comments
Denis McMahon reiterated the point that the fundraising events and donations are critical in keeping
the TCA afloat and out of financial trouble. Denis thanked Ian for running the fundraising ball. Denis
urged the meeting to remind members of the importance of these tournaments and to urge them to
support them if possible, he went on to inform and remind the meeting that if members were unable
to attend events, but were able to donate funds in their stead that donations could be made through
the TCA website.
Moved Harvey
The AGM accept the tabled Treasure’s Report.
Motion carried unanimously.
JUNIOR OFFICER ’ S REPORT :
Christine Rumley, TCA Junior Chess Officer, tabled her junior officer’s report which had previously
been circulated to the TCA executive via e-mail.
Christine presented reports for each region of Tasmania.
In the north west Reg Harvey is coaching at 4 different primary schools and 1 secondary school
providing coaching for approximately 50 juniors. The sessions operate for about 40 minutes at lunch
times. Reg estimates nearly 75% of those he coaches participate in interschools chess tournaments
operated by Chess Kids. Ian Rout also coaches at 2 other schools.
In the north both the Launceston chess club and Mind Moves operate. The LCC have approximately
10 juniors operating on Tuesdays at UTAS, they hold a monthly junior rapid with cash prizes of $10,
$5, $5 for 1 st , 2 nd , and 3 rd places. Mind Moves operate on a Monday nights at Windsor community
precinct and have approximately 30 juniors with coaching alternating between Kerry Beeton and Charl
Fourie. Most junior LCC members also attend mind moves with strong participation rates in
interschool chess tournaments.
In the south, the Hobart junior chess club, operates on a Monday night during school terms at Mt
Carmel college. There are approximately 25 members at the HJCC divided into 2 coaching cohorts with
sessions operated by Alex Nagy and David Small. Approximately 5 members regularly attend the HCC
and play in senior tournaments and approximately 10 who regularly play in interschool Chess Kids
tournaments.
Christine notes that the Glen Gibbs award, as previously stated in the presidents report, was won by
Thomas Powell-Davies. Christine added that Thomas is an extremely enthusiastic and dedicated
member of the HJCC and has participated in the Tasmanian rapid and Tony Sturges events. He finished
6 th in the senior division of the Tasmanian interschool finals, and is a regular attendee of the HJCC
coaching session, and plays in most of the HCC senior events.
Christine then gave an overview of activities from the interschools chess operated by Chess Kids, and
the national chess competitions operated by Chess Kids and the ACF. The state interschool chess
championships was hosted by Scotch Oakburn’s Junior campus in September 2018. 83 students from
13 different schools participated in the Primary division, with 80 students from 12 schools competing
in the secondary division.
Team standings in the primary division were: 1 st Princes Street Primary; 2 nd Mind Moves Chess School;
3 rd Stella Maris Primary. Individual standings in the primary division were: 1 st William Rumley; 2 nd
Monty Brown; 3 rd Rhian Shee. Team standings in the secondary division were: 1 st Launceston College;
2 nd The Friends School; 3 rd Scotch Oakburn Senior. Individual standings in the secondary division were:
1 st Weihang Tang; 2 nd Oliver Pridmore; 3 rd David Escobar. Following the event, the TCA bestowed the
titles Junior Tasmanian Chess Champion to William Rumley and Weihang Tang in the of U12 and U18
divisions respectively.
The national interschool chess championships were held at Melbourne University with 7 Tasmanian
schools travelling to the event. Rithvik Gollapalli was the state’s best performer finishing 8 th in the
middle years division.
The national Junior Chess Championships, operated by the ACF, were held in Sydney in January 2019.
William Rumley was Tasmania’s only representative. William participated in the U14 Open division
where he finished 10 th . William also received 2 nd place in the U18 Open problem solving competition
and was awarded the title of 2019 U16 Open problem solving champion.
Questions & Comments
Esther Beeton noted that Luwanna Beeton was awarded a trophy at the national interschool chess
championships for the best performing Tasmanian girl for the second year running.
Moved Shepherd
The AGM accept the tabled Junior Officer’s Report.
Motion carried unanimously.
2019 ANNUAL FEES :
Denis McMahon noted individual memberships are $20 per annum with club memberships at $15 per
annum for adults, and $5 per annum for juniors.
Denis went on to clarify that after the pervious years difficulty with collecting levies, clubs will have
until September 30 each year to submit the appropriate members lists and pay the appropriate levies.
If payment is not made before September 30, members of the defaulted clubs will be required to the
appropriate individual TCA membership fee.
Christopher Shepherd asked for clarification on how the levy system works, particularly for non-
incorporated bodies. Denis explained that the TCA seeks levies from affiliated bodies (incorporated or
not), and that it is basically an honour system. The TCA treasurer contacts clubs at the end of each
financial year seeking a member list, from the members list invoices are drawn up and subsequently
clubs are invoiced.
Ian Little noted that this was how the system is intended to operate, but recent years have seen clubs
pay before being invoiced, withhold information on members, and not pay levies at all. All of these
situations have the potential to impact competitor tournament entries, as well as insurance coverage
for persons who should be listed as TCA members but who have not been.
Denis McMahon raised the issue of the $20 individual membership levy being potentially charged on
a pro rata basis. Denis sited the instance that persons competing in the state championships in March
are currently required to pay the full $20 levy despite that membership requiring renewal in July,
therefore only gaining the benefit of membership for 3 months. In comparison, someone competing
in the rapid championships in August can pay the same amount and have membership for 11 months.
The meeting supported, in principle, a pro rata basis for individual memberships with details to be
discussed further.
Christine Rumley inquired about the TCA’s financial obligations to the ACF. Denis explained the TCA is
charged on a per game basis for ACF ratings fees, with an annual “Junior Development Levy” added to
that. Ian Little confirmed this information siting the treasurers report for details. Ian also reminded
the meeting that the TCA moved a motion at a previous AGM to cover the cost of all ratings fees for
all clubs.
Ian Little stated he would be happy operating a quarterly pro rata system and altering levies owed for
tournament entries as such. The proposed breakdown would be: $20 for tournaments run in July,
August, September; $15 for tournaments run in October, November, December; $10 for tournaments
run in January, February, March; and $5 for tournaments operated in April, May, June.
Moved Little
That membership fees for 2019 remain unchanged, with memberships dating from the 1 st of
July 2019 to the 30 th of June 2020. With individual memberships being collected on a
quarterly pro rata basis – Jul, Aug, Sep $20; Oct, Nov, Dec $15; Jan, Feb, Mar $10; Apr, May,
Jun $5.
Motion carried unanimously.
ELECTION OF OFFICE BEARERS :
The following people were all elected unopposed.
• Denis McMahon for the office of President (nominated by Ian Little)
• Christopher Shepherd for the office of Vice-President (nominated by Ian Little)
• Ian Little for the office of Secretary (nominated by Denis McMahon)
• Ian Little for the office of Treasurer (nominated by Denis McMahon)
• Kevin Bonham for the office of Ratings Officer (nominated by Denis McMahon)
• Ian Little for the office of Webmaster (nominated by Denis McMahon)
• Christine Rumley for the office of Junior Chess Officer (nominated by Denis McMahon)
MOTIONS MOVED IN ADVANCE :
Moved McMahon
That, the TCA grant free entry to all Grand Masters for all state tournaments from now on
and retrospectively apply this to David Smerdon’s 2019 Tasmanian Championship entry.
Denis McMahon noted that it is commonplace for tournament organisers to grant free entry to titled
players, but the TCA had no policy in place to allow this. Denis explained that through e-mail
correspondence with other executive members prior to the 2019 Tasmanian Championships he had
raised this issue and stated his intention to raise this motion at the AGM. As such it was noted that
the TCA “broke the rules” and allowed David Smerdon free entry into the 2019 Tasmanian
Championships on the understanding that, should the motion be defeated, Denis would underwrite
the cost of David Smerdon’s Tasmanian Championship entry for 2019.
Discussion led to the prospect of including International Masters (IM)as well as Women’s Grand
Masters (WGM), and Women’s International Masters (WIM). The question of amending the motion
to read “all titled players” was addressed. It was agreed that including candidate masters was not in
the interests of the TCA, and that while including FIDE masters (FM) and Women’s FIDE masters (WFM)
would not attract a large number of FM and/or WFM players, it was not common practice and also
not in the best interests of the TCA.
Kevin Bonham informed the meeting that the ACF standard for ACF rated tournaments is to include
free entry for GM, IM, WGM, WIM, to the exclusion of all others. Kevin recommended not including
FM and/or WFM in the TCA’s list of free entries. Further discussion led to the conclusion the TCA
should adopt the ACF standard in this matter.
Motion withdrawn
Moved McMahon
That, the TCA grant free entry to all GMs, WGMs, IMs, and WIMs for all TCA operated
tournaments (Tasmanian Championship, Tasmanian Rapid Championship, Tasmanian
Lightning Championship, and Tasmanian Open) and to retrospectively apply this to David
Smerdon’s 2019 Tasmanian Championship entry.
Motion carried unanimously.
Moved Little
That, entry fees for the Tasmanian Open 2019, and Tasmanian Championship 2020 as per
Appendix C of the current Tournament Guidelines be changed from:
• $55 for all adult waged competitors
• $50 for all adult concession competitors
• $15 for all junior competitors
Adult waged and adult concession entries for the Tasmanian Championships and the
Tasmanian Open will be subject to a $5 early bird discount available on all payments made
before 14 days prior to the start of the event. In all cases the term adult refers to someone
of 18 years or more and the term junior refers to someone of less than 18 years of age at the
time of the event.
To:
• $60 for all adult competitors
• $30 for all junior competitors
Entries for the Tasmanian Championships and the Tasmanian Open will be subject to a $10
early bird discount available on all payments made before 14 days prior to the start of the
event. In all cases the term adult refers to someone of 18 years or more and the term junior
refers to someone of less than 18 years of age at the time of the event.
Ian Little noted the essence of the motion was to make tournament entries simpler, without removing
incentives or discounts. Ian noted the motion aims to reduce the number of options, making selections
easier, especially online, and while a fee increase was included there was also an increase in the early
bird discount. This made the overall increase (after discounts were applied) of only $5 for waged adults
and juniors, and $10 for concession adults. It was noted that, should the motion, the application of
the early bird discount would apply to all competitors not just adult competitors.
Christopher Shepherd asked if there was a constitutional minimum age for entry into TCA events,
which there is not. Chris also went on to ask how many entrants currently take advantage of the
concession rate, and should the TCA expect a backlash against any increase. Denis McMahon, as a
concession member, answered that an increase of $5, after the early bird discount was applied, was
acceptable to him.
Denis sought clarification of the word “Payments” vs “Registrations”. Denis noted there was some
ambiguity around if competitors register their tournament entry prior to the early bird cut off, but
chose to pay cash on the day, would be covered by this policy. Denis made the assertion that was the
intention of the policy as it applied to his entry in the 2019 Tasmanian Championships. To remove this
ambiguity, it was agreed that the word “payments” would be replaced with the term “tournament
registrations”.
Motion withdrawn
Moved Little
That, entry fees for the Tasmanian Open 2019, and Tasmanian Championship 2020 as per
Appendix C of the current Tournament Guidelines be changed from:
• $55 for all adult waged competitors
• $50 for all adult concession competitors
• $15 for all junior competitors
Adult waged and adult concession entries for the Tasmanian Championships and the
Tasmanian Open will be subject to a $5 early bird discount available on all payments made
before 14 days prior to the start of the event. In all cases the term adult refers to someone
of 18 years or more and the term junior refers to someone of less than 18 years of age at the
time of the event.
To:
• $60 for all adult competitors
• $30 for all junior competitors
Entries for the Tasmanian Championships and the Tasmanian Open will be subject to a $10
early bird discount available on all tournament registrations before 14 days prior to the start
of the event. In all cases the term adult refers to someone of 18 years or more and the term
junior refers to someone of less than 18 years of age at the time of the event.
Motion carried unanimously.
ANY OTHER BUSINESS :
Online entry and payments for TCA tournaments vs cash on the day
Ian Little noted recent confusion and disappointment with the online registration and payment system
for TCA tournaments. Ian gave an overview of the background leading up to the changes from the 2-
part online registration system to the single online registration system. The previous system required
competitors to register their tournament entry online at one URL, but then pay for that entry at a
different URL if they wanted to pay online.
The benefits of the previous system were that details could be collected in a single location
(spreadsheet) while notifications could be sent to tournament organisers very easily. The downside to
this system was that competitors did not always realise they had to register as well as pay and there
had been cases of competitors paying for events, but not registering to enter them.
In an attempt to simplify the system Ian amalgamated the 2 separate pages, including the forms and
payment options, into a single tournament product. After various trial and error proceedings the
current system was reached. Ian went on to explain that the current system operates like any other
web store where customers add services to a single cart, and then check out once shopping has
concluded. The major downside of this system is that competitors must check out to confirm their
entry into tournaments, even if they select to pay cash on the day; this has been the seat of recent
confusion. Ian noted that a limitation of the drag and drop system being used by the TCA was that the
product services pages were not programmed for someone to purchase something, but not pay for it.
Ian, after seeking feedback from members who regularly use the online TCA system, recommended
to the meeting that the TCA revert back to a 2-part system for online entries. Ian recommended that
the individual parts be linked in a more logical and obvious way to avoid confusion, and to include
more fields in the online entry form to inform competitors of their options when paying for
tournament entries, and their obligations when paying for membership levies.
Ian went on to note there seemed to be a “clash of ideals” when coming to payment options. He
explained that some members expect there to be online and or credit card options available and who
never want to deal in cash, and that other members do not use internet banking and would never
consider paying online and even do not like having to register online. Ian noted that, based on
conversations he’d had with members, both camps see these issues as impediments to registering and
participating.
Ian noted that he had a path forward, but for the sake of simplifying and expediting discussion, felt it
best to approach the issues singularly. He asked the meeting if there were any objections to reverting
the online entry system back to a 2-part system on the understanding it would be more streamlined
and an overall improved version of the previous system.
Ian Little confirmed for Denis that under the new proposed system entrants choosing to pay cash on
the day would not have to enter payment details and would not have to complete any check out
process to complete their entry. The meeting agreed this was a very sensible direct for the TCA to
proceeding.
ACTION ITEM: Ian Little, in his capacity as Webmaster, to revert the current TCA online entry system
back to the previous 2-part entry system with separate pages for registering tournament entries and
making online payments.
Discussion led to the clarification and agreement that under the 2-part system it would be easier for
the TCA and/or tournament organisers to publish an entry list with the intention of encouraging others
to events.
ACTION ITEM: Ian Little, in his capacity as Webmaster, to ensure updated entrant lists are made
publicly available on the registration pages for future TCA events.
Christopher Shepherd raised the issue of the efficacy of pay on the day options. Chris went on to ask
if the TCA could employ a system of pre-authorisation. While acknowledging the difficulty with
finalising numbers of entrants when pay on the day options are available, it was noted that it hasn’t,
to date, been an ongoing problem for the TCA. Ian Little agreed to investigate options for pre-
authorisation noting he did not feel it was a function available on the current website. Ian also went
on to say he did not feel entirely comfortable with any system requiring the TCA to be responsible for
securely holding credit card information.
ACTION ITEM: Ian Little, in his capacity as Treasurer and/or Webmaster, to explore pre-authorisation
options through third parties and Squarespace.
Ian Little made the observation that cash on the day payments do require attention and care as a float
has to be prepared to cover change for outstanding entries. Ian stated that, in his capacity as treasurer,
he was more than willing to continue doing this, but sited a 75-80% take up of credit card facilities
from patrons of his previously cash only business, and a growing expectation of credit card payment
options. To help combat this Ian recommended the TCA investigate one of the less expensive portable
credit card devices, siting SquareUp as an example, so the TCA can take on the day payments, but
reduce its cash throughput.
ACTION ITEM: Ian Little, in his capacity as Treasurer, to explore SquareUp, or a similarly low-cost
portable credit card device for use at TCA events.
Ian also recommended adding PayPal as an option when checking out using the TCA website. This
facility is available at no extra cost and just requires a TCA PayPal account to be set up. Ian also
recommended adding TCA bank account details to tournament registration pages and adding direct
transfer as a payment option as well.
ACTION ITEM: Ian Little, in his capacity as Treasurer, to set up a TCA PayPal account and add PayPal
as a payment option for tournaments posted on the TCA website.
ACTION ITEM: Ian Little, in his capacity as Treasurer, to add appropriate TCA bank details to
tournament event pages and mark direct transfer as a payment option for tournaments posted on the
TCA website.
It was noted that after implementation of everything discussed the TCA would be able to offer the
following as payment options for TCA events:
• Secure credit card payments online using the third-party STRIPE;
• Secure credit card payments online using the third-party PayPal;
• Direct transfer payments into the TCA bank account;
• Secure credit card payments in person at events using an appropriate third-party device; and
• Cash payments in person at events.
It was agreed that these methods formed a comprehensive suite of options and permission was given
to Ian Little in his capacities as treasurer and webmaster to execute all actions and report back to the
TCA as required. Ian Little asked the meeting for a formal motion allowing him to set up an official TCA
PayPal account as previously actioned.
Moved Bonham
That, the TCA allow Ian Little, in his capacity as Treasurer, to set up an official TCA PayPal
account and disclose all details required in executing this task.
Motion carried unanimously.
Website utilisation and Squarespace updates for SEO and Social media
Ian Little led discussion in the revamping of individual club web pages on the TCA site. Ian noted that
the many individual club pages for different facets of clubs are getting cumbersome and difficult to
navigate. Ian recommended to the meeting that the TCA drastically simplify the club pages down to a
single “to the point” page set up that is optimised for presentation on mobile devices and is search
engine and social media friendly.
Ian noted that higher percentages of searchers and competitors were viewing the TCA site on mobile
devices such as phones and tablets, and there is a growing expectation for better integration between
the website and social media. To that end Ian recommended the TCA make optimising all its pages,
starting with the club pages, more social media friendly, and address search engine optimisation
issues.
Moved Beeton (Kerry)
That, the TCA allow Ian Little, in his capacity as Webmaster, to do to the TCA website
whatever he thinks is in the best interest of chess, with his actions to be reviewed at the next
TCA executive meeting.
Motion carried unanimously.
CLOSED :
1908h