District 19, ACBL, Board Meeting
Minutes
Monday, November 8, 1999, Everett, WA
1. The meeting was called to order by President David Schmidt at 9:40 a.m. He declared a quorum with the following members present: Gordon Bower, Polly Dunn, Clay Gerstenberger, Steve Hosch, Joe Jabon, Barbara Nist, Gay Parrish, Margaret Pearce, David Spangler, and Angela Taylor. Also present were Dudley Brown, Secretary, and Dave Grubbs, the Seattle Board Member elect. George King, Everett Tournament Chairman, joined the meeting briefly before lunch to field questions and Roger Putnam, ACBL Field Representative, joined briefly after lunch to give his report and views on the use of Tournament Assistants.
2. The Agenda was accepted as presented with the proviso that some items would be taken out of order due to an expected early departure of one board member.
3. Dunn moved and Gerstenberger seconded to approve the minutes of the Yakima meeting with the addition of Margaret Pearce as present. Motion passed unanimously.
4. Parrish moved and Ballantyne seconded to ratify the following polled
Board actions taken between meetings and the motion passed unanimously:
a. The District will pay
for Edith McMullin’s lodging as a presenter of "Further Training" to
prospective Easybridge directors at Penticton.
b. The District authorizes
the purchase of 1000 Easybridge One texts.
5. The following correspondence was reported to the Board:
a. A letter from ACBL stating Loren Hawkins, Donald Mamula, and Paul McGough have been elected to the Board of Governors for the 2000-2002 term.
b. A letter from the ACBL Editorial Assistant requesting information on District 19’s publication which was answered by the Secretary.
c. Nist reported the receipt of a notice of a suspended player. Upon communication with ACBL it was determined that the 60 day waiting period for reinstatement would be waived due to the fact of improper notification if the debt was repaid.
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d. Gerstenberger reported a series of communications with the IRS which resulted in the removal of penalties for late filing of 1995, 1996, and 1997 tax forms. Checking on the filing of annual tax forms should be on a check list for annual auditing of District Treasurer’s records.
6. The following reports were received and actions taken:
a. The Treasurer asked that all expense claims for 1999 reach him by mid January. The importance of submitting original copies of statements where the District paid Canadian GST was also stressed. The following Treasurer’s reports were presented:
(1) Yakima Regional Financial Report dated September 23, 1999.
(2) An Interim District 19 Combined Assets Statement as of November 6, 1999.
(3) A District 19 Profit and Loss Statement by Class, January 1 through November 6, 1999.
(4) The Treasurer and President reported that approximately $950 CDN left from the Spring NABC has been or will be transferred to the Richmond 2000 Regional account. The Treasurer will offset this amount against authorized hospitality funds and will keep a record in case the District is awarded another NABC.
b. Jabon gave a Budget and Finance Report which recommended the use of Tournament Assistants at District Regionals to reduce expenses. Parrish volunteered to get by the Richmond meeting information on the tax and report ramifications of the use of Tournament Assistants in the U.S.
c. Putnam, ACBL Field Representative, fielded questions on the use and value of Tournament Assistants.
d. Brown reported as Tournament Administrator and passed out the first two revised sections of the District Policy Handbook.
e. Nist stated that there was nothing to report as ABA Liaison.
f. Nist showed the Board the Journal for the Boston NABC Board Meeting and offered the Board an opportunity to review material and make comments to her. She further informed the meeting that the 1998 and 1999 expenditures of the ACBL exceeded its income for those years.
g. Hosch reported on Multilevel Events and the just completed District NAOP Finals at Surrey.
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h. Hosch reported no judiciary activity at the District level.
i. Dunn reported that she
would continue to update the District Web Page until the end of December.
Grubbs volunteered to become Web Master for the District Web Page. Taylor
moved and Parrish seconded to make Grubbs District 19 Web Master, and to
authorize him to establish a Domain Name (probably District 19) and obtain a
new server. Motion passed unanimously.
j. Schmidt reported on the District Wide Charity Game.
k. Brown reported that the filing period for District Board for one Eastern and one Western Washington at Large positions was still open and that so far only the incumbents had filed. The Seattle Board has elected Dave Grubbs and the Vancouver Board is expected to reappoint Jennifer Ballantyne for the 2000-2002 term. Brown proposed to have all at large elections by direct mail ballots to unit board members. After discussion it was agreed that the possibility of using a mail ballot should be made known to those units that are geographically spread out and do not conduct frequent meetings.
l. Brown submitted a DINO Book Inventory and Accounts Receivable Report as of 1 November 1999. He and Gerstenberger reported on the issue of ACBL collecting sales tax and/or the District’s responsibility to do so. Nist moved and Dunn seconded to charge sales tax to U.S. customers who do not have a sales tax exempt certificate. Motion passed unanimously with the exception of 3 abstentions.
5. Unfinished Business:
a. Tournament Gazette:
(1) Schmidt reported on why the current Gazette was not here. Possible action against the carrier was discussed.
(2) Gerstenberger moved and Hosch seconded to produce two (2) Gazettes, one for Penticton and one for Everett in the year 2000. Motion passed unanimously with the exception of 2 abstentions.
(3) Ballantyne moved and Gerstenberger seconded to accept Jude Goodwin-Hanson’s proposal to have the First Day Booklets in a different color in the center of the appropriate Gazette so it can be removed. Motion passed unanimously.
b. Schmidt reported that he had the PDI contract in hand, signed by the suppliers, and that he would sign it shortly.
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c. The Easybridge program in the District was discussed. Brown was instructed to ask the ACBL to refer requests for Easybridge texts to him as the supplier for the District. Hosch moved and Ballantyne seconded that the District would pay for Easybridge accreditation packets at Penticton. Motion carried unanimously.
6. New Business:
a. The following actions occurred on Free Play Policies:
(1) Parrish moved and Bower seconded that DINO Regional Free Plays that are not limited to the specific tournament expire at the end of the year, the year after issue. Motion passed unanimously.
(2) Spangler moved and Parrish seconded that the 16 free plays issued Lucky Draw winners are non transferable. Motion passed with 6 yes and 5 no votes. Ballantyne, Bower, Jabon, and Taylor recorded their negative vote.
(3) Hosch moved and Spangler seconded that the District Recorder receive 8 free plays per tournament that are non transferable and tournament specific. Motion passed unanimously.
(4) Hosch moved and Taylor seconded that any portion of the $300 U.S. allowed for Unit Appreciation could be used for free play certificates for volunteers, the free plays to be non transferable but not restricted to the current regional. Motion passed unanimously.
(5) Parrish moved and Ballantyne seconded that the District Education Liaison can receive transferable free plays in lieu of $200 monthly salary. Motion passed unanimously.
(6) Taylor moved and Jabon
seconded that a volunteer named by the Tournament Chairman that works with the
novice free play game will receive two (2) sessions of non transferable and
tournament specific free plays per session worked with the novice free play
game. Motion passed unanimously.
(7) Taylor moved and Jabon seconded that unit winners of the District Wide Charity game receive two (2) sessions of non transferable free plays. Motion passed unanimously.
(8) Gerstenberger moved
and Ballantyne seconded to approve combining the above motions with other
existing policies into the combined policy below. Motion passed
unanimously.
District 19 Free Play Policy
Recipient Number Tournament Specific Transferable
Tournament Chairman/men 16 No Yes
Tournament Bulletin Editor No No
0-1000 tables 12
1001-1400 tables 14
1401-1800 tables 16
1801-2200 tables 18
Over 2200 tables 20
Lucky Draw Winner 16 No No
District Recorder 8 Yes No
Board Members/Officers 16 Yes No
attending meetingIn lieu of part or all of $300 (U.S.) No No
Unit AppreciationDistrict Educational Liaison Up to $200 No Yes
in lieu of salary monthly
Novice Free Play Game Volunteer 2 per session Yes No
worked with
Novice Free Play GameUnit Winners of District Wide 2 No No
Charity GameNote: Free plays that are not limited to the specific tournament expire at the end of the year, the year after issue.
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b. Hosch moved and Jabon seconded to ratify the free plays issued the tournament suppliers at Nanaimo and to grant each of them 8 sessions of non transferable, tournament specific free plays at Everett due to the difficulty of set up. Motion passed with 7 for, 1 against, and 2 abstentions. Pearce recorded her negative vote.
c. Hosch moved and Spangler seconded that the Tournament Director in charge is encouraged to utilize competent tournament assistants at future District 19 Regionals as soon as possible with at least one tournament assistant substituting for one tournament director otherwise receiving long distance travel reimbursement. Motion passed unanimously with the exception of 2 abstentions.
d. No action was taken regarding furnishing hard copies of District Board Meeting Minutes to District Units as it was felt that the availability of down loading them from the District Web page was adequate.
e. Ballantyne moved and Jabon seconded to review proposed future schedules to be sure there are adequate StratiFlighted events. Motion passed unanimously.
f. Ballantyne moved and Taylor seconded to allow a raffle at Richmond of 12 sessions of free play to benefit the CWTC. Motion passed unanimously.
g. Ballantyne moved and Pearce seconded to accept Jude Goodwin-Hanson’s latest proposal to edit the Gazette and to produce graphics for tournament bulletins and first day booklets when separate. Motion passed unanimously.
7. Tournaments:
a. Pearce presented budgets based on 3 different table counts for Penticton 2000. She confirmed that the convention center was booked for June 10-16, 2002. She presented a proposal to have the Penticton Regional every year. The City of Penticton would waive rent for the convention center every fifth year.
b. The President requested that the Tournament Committee present proposals for District 19 regionals for the next five years at the next Board Meeting.
c. Nist moved and Gerstenberger seconded to approve the tournament schedule presented for the 2000 Wenatchee Regional. Motion passed unanimously.
d. After discussion, the dates for the 2000 Puget Sound Regional at Everett will remain 6 to 12 November 2000.
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e. Spangler moved and Gerstenberger seconded to approve Swanda Wimmett and Norma Hols as Co-chairmen for the 2001 Spokane Regional. Motion passed unanimously.
8. Officer Elections:
a. Steve Hosch was nominated for President for 2000. There being no further nominations, Hosch was elected unanimously.
b. Clay Gerstenberger was nominated for Treasurer for 2000. There being no further nominations, Gerstenberger was elected unanimously.
9. The next meeting will be at 9:30 a.m., Monday, January 17, 2000, at the Richmond Regional.
10. There being no further business, President Schmidt adjourned the meeting at
5:25 p.m., November 8, 1999.
Respectfully submitted,
DUDLEY BROWN
DINO Secretary