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ACBL Unit 114

Minutes of Board Meeting

Atlanta Sectional

Sunday, July 6, 2008

Voting members in attendance were:  Tom Wight (President), Dick Myers (Vice President), Nancy Hetsko (past President), Mary Ann Bateman (Treasurer), Nicolas Hammond (Secretary). All area representatives were in attendance: Len Perkins (South), Donna Parker (Northwest), Ken Parker (Northwest), Ron Cadora (Northeast), Roy Taylor (Northeast), Dick Browne (Metro Atlanta), Kevin Collins (Metro Atlanta), Bob Heller (Metro Atlanta), Richard Holland (Metro Atlanta), Ralph Folkerts (Metro Atlanta), Barbara Heller (Metro Atlanta), Bill Marks (Metro Atlanta), Marty Nathan (Metro Atlanta), Dan Papineau (Metro Atlanta), Fred Kilcline (North Central), Jimmy Lord (South Central), Harpe Suggs (South Central).

Non-voting members in attendance: Mike Kovacich, Sandy Barrow, Ann Hedden, Betty Myers, Larry Rich, Sam Marks, Patty Tucker, Jack Feagin.

Guests: Ruth Suggs, Eldon Clayman, Susie Clayman, Jim Hickerson, Bob Briggs, Josie Mitchell.

Tom welcomed everyone and introduced Eldon & Susie Clayman.

The minutes of January 19, 2008, which had been sent to all board members prior to the meeting, were approved.

President’s Appointments 

Tom presented the list of President’s appointments to the board. The board approved. The following positions are appointed:

President’s Appointments for 2008-2010:

President’s Appointments for 2008-2009:

Reports

Atlanta Junior Bridge – Patty Tucker presented a report on Atlanta Junior Bridge. A written report and financial statement were e-mailed to the board before the meeting. Patty gave a preliminary report on the success of the Youth NABC.

Jack Feagin proposed the motion, “That the Unit Minutes reflect the deep appreciation for the great job that Patty Tucker has done with Atlanta Junior Bridge and the Youth NABC”. The motion passed unanimously.

President – Tom reported that we will have eleven (11) Unit 114 representatives on the District 7 Board. By next meeting, he will have a list of appointments. He will ask those who are currently serving. If anyone else is interested, they should self-nominate. The main requirement is that you can attend the District 7 meetings. The upcoming meetings are at the regionals in Atlanta (late August), Charleston (New Year) and Gatlinburg (April).

Treasurer – Mary Ann Bateman presented the Treasurer’s Report (attached).  It was approved.

By Laws Review – Mike Kovacich reported that Tom had appointed him to chair a By Laws Review committee with emphasis on house cleaning type amendments to ensure that the By Laws were in agreement with our election procedures and practices and also current ACBL rules. The committee will post its set of changes to the web site for review by the board. At a future meeting the board will vote on the changes. Mike reported that there were also some substantive issues (e.g. proxy voting, staggered area representative terms for DBAA), but that the committee was not taking a position on these and is not taking an initiative on issues other than house-cleaning. If someone has a suggestion or recommendation on changing something in the By Laws in addition to those that will be posted, they should contact Mike who will then discuss with the committee for presentation to the board. Marty asked for discussion. Tom deferred discussion until after the committee has presented its changes to the web site. Mike re-iterated that the committee is not trying to create issues, just do house-cleaning. Tom asked Mike to expand the scope of the committee to review elections.

Charity – Sandy Barrow – nothing to report

Conduct and Ethics (Disciplinary) – Kevin Collins – nothing to report

Education – Sandy Barrow – nothing to report

Election – A reported was e-mailed to the board prior to the meeting. Mike Kovacich reported that several things were learned during the last set of elections. For Atlanta, there were four one hour voting periods per day for each day of the sectional. Mike suggested that next year the concept of a “poll worker” who was not an “election monitor” that could run the election desk. Jack Feagin suggested that the DBAA supervise the next Atlanta area elections as the DBAA would be doing elections at the same time. Tom asked anyone with suggestions to improve the election process to e-mail Mike.

Entitlement – Dick Myers – nothing to report

Finance – Mary Ann Bateman reported that we have filed an extension on the 990. It is now due on August 15.

GNT Coordinator – Sam Marks reported that the Unit had good success at the recent District GNT. In the Open Flight, three teams with Unit players reached the semi-finals; alas none won. In Flight A, we had one player in the semi-finals. Flight B was won by a team from the Unit (Erik Holdo, Frank Garson II, Bob Jones, Donna Marks) as was Flight C (Patrick Corn, Megan McLemore, Janet Wright, Roy Taylor).

Hall of Fame – Ken Parker – nothing to report

Hospitality – Nancy Hetsko – nothing to report

Intermediate/Newcomer – Priscilla Smith – nothing to report

Membership Chair – Ann Hedden reported that we have a net gain of 52 for the first six months of the year [In 2007 we had a net gain of 81]. There was a recent transferee to Griffin who is interested in starting a club. Marty asked for the number of new juniors. This is not on the list that ACBL provides Ann.

NAP Coordinator – Ann Hedden asked all area representatives to encourage clubs in their area to have NAP games. The more club games we have, the more entries we have. Only one district is allowed to send four pairs.

Publicity – Betty Myers – nothing to report

Tournament – Dick Myers reported that the Covington tournament lost approximately $500 last time but that there is no tournament in the eastern area of our Unit. Dick recommended that the Unit sponsor the tournament again in 2009. A motion was made, seconded and approved. Nancy Hetsko will be taking over the Trophy portion of this committee.

Dick discussed sectional allocation. He has received a request from a club to sponsor a sectional tournament. Dick did some research and found that we are one of the few Units that allows sectionals to profit individual clubs. There is another one in Texas. Most Units take all profits from sectionals. In the non-Atlanta area, typically a club runs a sectional and takes the profits (or losses). In Atlanta, it is the DBAA. Mike Kovacich stated that the Atlanta area clubs are proprietary in nature, but that Macon is a non-profit club and therefore different. There was some discussion. Future discussion was referred to Dick’s committee to review. Tom asked for volunteers to serve on this committee. Sam Marks asked for the specifics on the club(s) interested. Tom said that the committee would review the specifics. Jack Feagin gave the history of the current process – prior to 1970 the Unit took all the profits (or losses). In the early 1970s the Macon and Columbus club started running sectionals in their area (and taking the profit or loss). The DBAA was started in the 1970s so that money from the Atlanta area sectionals stayed local and did not all flow to the Unit. This arrangement was set up so that the Atlanta area did not form its own Unit and was agreed to by the Unit. This was all documented. Unfortunately, there are no current documents on file (with the current Secretary or President). Jack volunteered to see if he can find old minutes/documents. Nancy Hetsko said she may also have some old minutes. Bob Heller asked for clarification of the scope of the Committee. Tom stated that the scope is for a Unit policy – not a policy specific to the Atlanta area.

Tournament Coordinator – Nancy Hetsko – nothing to report

Unit and Novice Games – Dick Myers reported that there is an upcoming non Life Master (NLM) sectional in Atlanta (Marietta – August 1-3).

Unit Games Coordinator – Dick Myers – nothing to report

Old Business

New Business

Sportsman of the Year – There were five nominees for the Unit Sportsman of the Year. Ballots were passed around at the start of the meeting and collected. Lynne Ogden of Macon was selected. She will receive free plays all year at Unit sectionals. Mike Sheldon of Atlanta was second. He will receive free plays at one Unit sectional of his choice.

Tom is looking for nominees to help select the National Goodwill nominee from the Unit. Marty Nathan was appointed.

Ken Parker made the motion “To create a primary link from the Unit home page to a separate page for the Unit 114 Hall of Fame. Each recipient would have their picture along with some paragraphs explaining their credentials for this honor.” It was seconded and approved. Ken pointed out that the current Hall of Fame is buried under the “Trophies” page. He asked for volunteers to write up paragraphs for the current members. Jack Feagin [was] volunteered to write up Edgar Gay and Margaret Wagar. Mike Kovacich [was] volunteered to write up Jack Feagin and Randy Pettit. Jack Feagin [was also] volunteered to write up Lou Bluhm and Richard Freeman.

Jack Feagin asked that the Unit “start developing bridge outside of Atlanta and create a comprehensive plan for new bridge players”. Tom announced that a task force was being created and he was looking for volunteers. This task force would be part of the Education Committee. The Education Committee would become the “Education and Outreach Committee”. Sandy Barrow would remain the chair. Harpe Suggs asked for “a package for [new players] for all clubs”. Bob Heller asked that this be fast-tracked. Jack stated that there have been a few false starts in recent years.

Jack Feagin announced that Atlanta has been awarded the Summer 2013 National. The official announcement from ACBL will be made at the Las Vegas National later this month.

Our next meeting will be Saturday October 11, 2008 between sessions at the Gainesville sectional.

As we had the room for another 30+ minutes, the floor was opened up to discussion on various topics including sectional allocations and ways of revitalizing bridge.

Respectfully submitted,

Nicolas Hammond

Secretary

GA UNIT 114

TREASURER’S REPORT – July 2008

SunTrust beginning balance                              $      3,898.23

Expenses:

791  01/08    Len Perkins   expenses for committee meeting        23.98

792      The Mandarin    board Meeting January                   403.18

793      Anne Hedden   membership expenses                        56.55

794      Alpharetta DBC membership fees plays                     20.00

795      Atlanta Jr. Bridge     1st Q                          1,500.00

796  02/08   GA Wildlife    Covington tournament               2,215.00

797      Larry Rich   web Page   2nd quarter                     100.00

798      Bob Heller   good sportsman plays                        90.00

             Executive Bd meeting food                            95.43

799      Nancy Hetsko   expenses for election                     25.23

800      Ruff & Sluff   membership free plays                     60.00

801  04/08   Atlanta Jr. Bridge   2nd Q                        1,500.00

802  05/08   Bill Marks   District 7 ck                           40.00

803      Buckhead DBC   STaC  refund June 07                      44.96

804 06/08  Joan Braender   memberships free plays                 21.00

805 07/08   R. Drain  -    back to savings                     2,894.79

                                                            ===========

         Total checks written:                          $      9,090.12

R. Drain Co.        Money for Nationals:                     129.387.19

R. Drain Co.        Unit 114:                                 91,133.75

SunTrust            checking account                           5,000.00

                                                            ===========

         Total of three accounts:                       $    225,520.94

Mary Ann Bateman – Treasurer

P O Box 7351 –

641 Old Lundy Road

Macon, GA    31209-7351       478/731-0741

Mabateman@cox.net

ELECTION COMMITTEE REPORT

                                                                   April 3, 2008

            The Committee Chair notified all clubs in the affected areas of pending elections and a date was established (except in the South and South Central Areas where we were under a time-pressure because of the change in procedure) at least 30 days prior to the election and potential candidates were given until that date to declare.  In the South Central and North Central Areas the number of declared candidates was equal to the number of positions and those candidates were declared elected.  In the South Georgia Area, no candidate declared, and the President, with the advice and consent of the Executive Committee appointed Len Perkins.  This appointment needs to be ratified by the full Board and is only for one year (until the next election).

            The candidates for South Central were Harpe Suggs and Jimmy Cord.  They were declared elected when the qualifying period expired with no other candidates.

            The candidate for North Central was Fred Kilcline.  He was declared elected when the qualifying period expired with no other candidates.

            Three candidates declared for two positions in both the Northeast and Northwest  Areas, and elections were held terminating at the Atlanta Sectional March 29th.  Ten candidates declared for five positions in the Metropolitan Atlanta Area and elections were also held through March 29th.

            In the Northeast Area, there were 49 requests for absentee ballots (46 were returned) and only one person actually voted during polling at the Atlanta Sectional.  Ron Cadora and Roy Taylor were elected.

            In the Northwest Area, we also received 49 requests for absentee ballots (30  were returned).  Once again, only one person voted at the polls and Ken Parker and Donna Parker were elected.

            For the Metropolitan Atlanta Area, we had 82 requests for absentee ballots and approximately 58 were returned.  Additionally, we allowed about 15 people to vote early by completing ballots on March 27th as they were not going to be at the polling place on either the 28th or 29th.  An additional 176 people voted during the time the polls were open on March 28th and March 29th.  Those elected were Ralph Folkerts, Barbara Heller, Bill Marks, Marty Nathan, and Dan Papineau.  The election results were certified by the Election Committee and announced by the President at the Annual Meeting held on March 29, 2008.  Those candidates elected, as well as the officers of the Unit who were unopposed and deemed elected had their terms start at the conclusion of the Annual Meeting.  Since the Area Reps in the concept that we are now utilizing were considered to be new positions, the Board had decided as a matter of policy that no Representative elected for a specific term under the old guidelines would be removed from the Board, but that any Representatives elected under the new procedures would be elected for a two-year term.  Therefore, the position vacated by Nicolas Hammond was considered a new position and a replacement was elected for a two-year term.  This was done since these were deemed new positions.  Now that they are established, the bylaws would require elections for the balance of the term for any situation in which there is a vacancy in the future. 

            Suggestions for future elections:

            1.         Instead of having the polls open for three hours on Friday of the tournament and one hour on Saturday, we would recommend that the polls be open for one hour each day, Wednesday through Saturday, with the recommended time being 12:45 to 1:45 pm on Wednesday, Thursday, and Friday, and 9:00 to 10:00 am on Saturday morning. 

            In shorter tournaments that are held prior to the Annual Meeting, the polls could be open one hour each day of the tournament, including one hour on Sunday morning prior to that day’s bridge.

            2.         Information on the times to qualify and the times that the polls will be open should be publicized by sending notices to the club managers, posting on the Unit Website, and by inclusion in the District Insert (timing did not allow that for this election).  We should also have announcements and signs at the tournament.

            3.         The security procedures utilized this time as to e-mail and absentee balloting seemed to work well and should be continued.  The main feature was requiring the individual to request the ballot and provide their name, player number, address, e-mail address, and phone number, and a request as to which Area they wanted a ballot for, and everyone was sent numbered ballots so that we could track them and make certain that there was security involved in each of the ballots.

            4.         Each candidate should be allowed to prepare a bio (with some limit on length) to be posted on the Unit website.  The Unit could also allow a campaign statement.

            5.         The chairman of the Election Committee should not serve as an Election Monitor unless absolutely necessary.  The Election Committee should have additional members who are available to serve as Election Monitors.  Additionally, the elections should be planned such that they can be in the area most convenient to the members.  Specifically, in this regard, it is our understanding that the Gainesville Sectional is going to be moving into the spring and should be the location of the election for the Northeast representatives during the next election cycle.  In the same vein, while it is early in the cycle, the election for the representative from the South could be held during the fall, 2008, tournament in Valdosta.  Since Len Perkins’ appointment (under the bylaws) is till the next election, the Unit needs to hold an election prior to the next Annual Meeting (Spring 2009).

            6.         Info regarding requesting absentee ballots should include the phone number and postal mail address as well as the e-mail address of the election monitor.

            7.         The ballot should have instructions on how to “vote” the ballot that those unfamiliar with computers would be able to follow.

Respectfully submitted,

Mike Kovacich

Election Committee Chairman

Nancy Hetsko