Auckland Chess Association Inc.

chessauckland.nz

Annual General Meeting (AGM)

7.40pm Sunday 21st May 2023 at Auckland Chess Centre

Minutes

Present

Keong Ang (KA) President, John McRae (JM) Vice-president, Helen Milligan (HM) Secretary, Timothy Ha (TH) Committee member, Ronald Hamalala (RH) Committee member.

Daniel Johns (DJ), Ying Wang (YW), Ron Lanning (RL), Martin Dreyer (MD).

Apologies

Paul Postma.

Delegates

Auckland Chess Centre (AC): KA, TH.

Counties Chess Club (CO): RL.

Howick Pakuranga Chess Club (HP): MD.

North Shore Chess Club (NS): HM, DJ.

Summit Chess Club (SU): YW.

Papatoetoe Chess Club (PT): JM, RH.

Unrepresented and not present

Auckland Central Chess Club

Waitakere Chess Club

1.

Minutes of AGM 2023

That minutes of AGM held 24^th April 2022 be confirmed as a true and accurate record.

For: AC, CO, HP, NS, SU, PT.

Against: None.

Abstain: None.

Result: Passed.

2.

Minutes of Special General Meeting (SGM) November 2023

That minutes of SGM held 6^th November 2022 be confirmed as a true and accurate record.

For: AC, CO, HP, NS, SU, PT.

Against: None.

Abstain: None.

Result: Passed.

3.

Annual Report

That the President’s Annual Report be adopted.

For: AC, CO, HP, NS, SU, PT.

Against: None.

Abstain: None.

Result: Passed.

4.

Financial Statements

That the Financial Statements be adopted.

For: AC, CO, HP, NS, SU, PT.

Against: None.

Abstain: None.

Result: Passed.

HM to upload financial statement to Registrar of Societies.

MD commented that affiliation fees were about half the fees received in 2021. This would be checked and arrears or discrepencies should be resolved this year, 2023.

HM reminded that NS needs to be refunded $171 for table hire and that NS would deduct this from their fee payment this year, 2023.

5.

Election of the Executive

The following nominations by Auckland Chess Centre were received prior to AGM notice period.

President: Keong Ang

Vice-president: John McRae

Secretary: Helen Milligan

Treasurer: Manoj Asrani

Committee member: Timothy Ha

Committee member: Ronald Hamalala

Committee member: Paul Postma

No other nominations were received.

That all those nominated be declared elected unopposed.

For: AC, CO, HP, NS, SU, PT.

Against: None.

Abstain: None.

Result: Passed.

HM would be resigning upon end of this AGM and would not be taking up her office as ACA Secretary. The nomination of DJ for ACA Secretary by NS with less than three (3) weeks notice was rejected.

Any vacancies would be filled at the next meeting of the Executive.

6.

Setting of fees, remit by Auckland Chess Centre

That the fees for 2023 shall be an Affiliation fee of $100 for affiliated clubs and $50 for associated clubs. All tournament entry fees be $0.

For: AC.

Against: HP, SU, PT.

Abstain: CO, NS.

Result: Failed.

Fees in 2023 will remain the same as for 2022, that is the same as in 2021:

Affiliation Fee of $100 for affiliated clubs and $50 for associated clubs, plus $1 per junior member and $2 per adult member, with all tournament entry fees being $0.

7.

Remit by Auckland Chess Centre

That after this AGM, remote attendance or proxy votes shall be counted as physical presence at General meetings and Executive meetings.

For: AC, CO, HP, NS, SU, PT.

Against: None.

Abstain: None.

Result: Passed.

8.

General Business

Non-binding items by this AGM for the 2023 Executive to consider at their first meeting.

8.1

MD enquired if ACA had any communication with Waitakere Chess Club or Bruce Pollard and if there are any consequences. KA confirmed that ACA had not received any communication from Waitakere Chess Club or Bruce Pollard since the Special General Meeting last year. Consequences for Bruce Pollard would be as in the letter emailed to him. Waitakere Chess Club has no special consequences and continues to be treated the same as all ACA member clubs.

8.2

YW and MD enquired about when interclub tournaments would occur. KA confirmed there are proposed dates with details still need to be decided on and confirmed at the Executive meeitng. The proposed dates are:

• A-grade interclubs: 18^th June, 2^nd July, 9^th July, 30^th July, 20^th August.

• B-grade interclubs: 3^rd September, 17^th September, 1^st October, 8^th October, 29^th October.

• Junior interclubs: 28^th October.

• Blitz interclubs: 9^th December.

If fewer rounds are required due to fewer teams participating, then the dates can be brought forward.

8.3

MD proposed a vote of thanks to,:

• AC for offering to host all ACA’s 2023 interclub events free of charge,

• The Trotting Club of Alexandra Park for previously hosting them free of charge,

• JM for coordinating with the Trotting club to host ACA events there.

All in favour.

8.4

MD enquired if Auckland chess events might be listed in chessauckland.nz that is the ACA website. After some discussion it was concluded that this would be a duplication of effort as these already appear in NZ Chess News and NZ Chess Federation websites that ACA’s website publishes links to. The ACA website focuses on what is relevant to ACA.

8.5

KA reminded everyone that NZ legislation now requires all incorporated societies to re-incorporate in 12 months starting October 2023. Preparatory work would be done over 2023 for passage at the next AGM in 2024.

Meeting ended 8.20pm