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Meeting Minutes Apr 23rd 2025

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SMTX Chess Club Inc

Meeting Minutes

April 23rd, 2025

7:00 PM San Marcos Public Library  

Type of Meeting

    • First Annual Board Meeting of 2025

Meeting Facilitator

    • Jeremy Lovelace – President, Chairman of the Board

Location

    • San Marcos Public Library

Invitees

    • Mateo Garcia – Vice President
    • Jack Parker – Secretary
    • Adam Landry – Treasurer
    • Ben Austin – Tournament Committee Head/Coach
    • Club Members

I. Call to order

    • Jeremy Lovelace calls meeting to order at 7:00 PM April 23rd, 2025

II. Roll call – All present

    • Jeremy Lovelace – present
    • Mateo Garcia – not present
    • iii. Adam Landry – present
    • Jack Parker – present
    • Ben Austin – present

III. Approval of minutes from last meeting

    • Jeremy Lovelace motions to approve previous meeting minutes
    • Adam Landry seconds
    • All in favor – motion passes

IV. Reports

    1. Treasurer’s Report

      1. Treasurer’s Report pending election of new Treasurer

    2. Vice-President’s Report

      1. Vice President’s Report pending election of new Vice President
  1.  

V. Old Business

    1. Membership

      1. Getting more people to sign up for membership on the website

    2. Website registration

      1. Has increased

    3. Getting more girls and women involved

      1. We’ve succeeded in involving more girls/women in the chess club, but we’ll continue to make a concerted effort to improve on this

    4. Code of Conduct

      1. No posted signage yet
      2. We’ll produce a Code of Conduct template to be reviewed during next meeting
      3. Reporting system
        1. Implement an optionally anonymous reporting system both at meeting venue and through website
      4. Online agreement
        1. making people sign up on the website to participate in the club?
        2. Encourage chess club participants to agree to either a short term member or long term membership form including Code of Conduct to be provided through online agreement

VI. New Business

    1. Officers interim changes

      1. New Vice President candidates – Jack Parker
        1. Jeremy Lovelace nominates Jack Parker for Vice President appointment
        2. Ben Austin seconds
        3. All in favor – motion passes
      2. New Treasurer candidates – Ross McEwen; Skyler Dawson
        1. Jeremy Lovelace nominates Ross McEwen for Treasurer appointment
        2. Jack Parker seconds
        3. All in favor – motion passes
      3. New Secretary candidates – Ben Austin
        1. Jeremy Lovelace nominates Ben Austin for Secretary appointment
        2. Jack Parker seconds
        3. All in favor – motion passes

    2. Committee interim changes

      1. Community Outreach Head
        1. Social media posts
        2. Once weekly chess night/tournament announcements
        3. Photography approval opt in/out during new member registration
        4. Email blasts?
        5. Work independently and with the board for the development and organization of community events/programs
        6. Propose new programs and initiate contact with other organizations
        7. Possible candidates – Lily Reeves
          1. Jeremy Lovelace nominates Lily Reeves for Community Outreach Head appointment
          2. Jack Parker seconds
          3. All in favor – motion passes
      2. Tournament Committee Head
        1. Work independently and with the board for the development and organization of SMTX Chess Club tournaments
        2. Helping to arrange TD coverage for rated tournaments
        3. Proposing dates for tournaments
        4. Setting tournament structure and max entrants
        5. Proposing tournament locations
        6. Helping to arrange volunteers for tournament setup and teardown
        7. Work with the board and/ fundraising committee for the funding of SMTX Chess Club tournaments
        8. Board will establish approval process for suggestions sent to President and Vice President for suggestion approval
        9. Possible candidates – Sarah Johnson
          1. Jeremy Lovelace nominates Sarah Johnson for Tournament Committee Head
          2. Jack Parker seconds
          3. All in favor – motion passes

    3. Summer Rated Chess Tournament

      1. Dates
        1. June 7-8, June 28-29, July 5-6, July 12-13
      2. Location
        1. Crockett Elementary
      3. Structure
        1. 4 – 5 Sections depending on entries
        2. 5 Rounds 
        3. Day One – 2 Games G/60;+10, & 1 Game G/90;+30; Day Two – 2 Games G/90;+30 
        4. Playing up in higher section allowed within 100 ELO overlap
      4. Goals
        1. Spectators be players only?
          1. Jack Parker motions to allow only players as spectators
          2. Jeremy Lovelace seconds
          3. All in favor – motion passes
        2. Spectators/Skittles room in gym
        3. Trophies only for performance and special recognitions
        4. Small prize pools
        5. One snack per player with honor system donations (contingent on gaining a tournament sponsor)
      5. Logistics (ie. volunteers, TDs, player cap, sponsors, etc)
        1. 100 player cap
        2. Try to gain at least one sponsor
        3. 2-3 TDs

    4. Future Tournament Planning

      1. Date/time
        1. September/October
      2. Time controls
        1. Rapid or Blitz tournament
      3. Max entries
        1. ~50-75
      4. Location
        1. At San Marcos Public Library

    5. Membership

      1. Current membership thoughts
        1. Overall membership attendance has decreased
      2. Increasing membership thoughts
        1. Holding tournaments and increasing social media activity will attempt to increase attendance. 
      3. Special member recognitions
        1. Jeremy Lovelace motions to recognize Sarah Johnson as special member recognition
        2. Ben Austin seconds
        3. All in favor – motion passes

    6. Financial

      1. Put treasurer in sole control of expenditure approval and spending and only one debit card; RBFCU
        1. Jeremy Lovelace motions to make Treasurer sole cardholder and responsible for all purchases
        2. Adam Landry seconds
        3. All in favor – motion passes
      2. Should we move money in the budget for charitable activities into savings if not spent?
        1. Tabled for next meeting

    7. Organizational Structure

      1. Do we need to make any amendments to the bylaws?
        1. No amendments needed

    8. Annual membership meeting

      1. Bylaws have it set for the first Wednesday after each Labor Day which is 9/3/2025 for this year
      2. How will voting be done?
        1. Vote will be conducted through website
      3. Who is looking to run for and for what positions?
        1. Jack Parker – Vice President
        2. Treasurer – Ross McEwen
        3. Secretary – Ben Austin
        4. Richard for possible position

    9. Immediate post meeting action items

      1. Get the new Treasurer on the bank account
      2. Make preparations for upcoming tournament
      3. Establish Code of Conduct
      4. Establish Tournament Committee Head suggestions approval process
      5. Post Code of Conduct and New Member Agreement signage
      6. Implement incident reporting system

    10. Set date, time, location, and agenda of next board meeting

      1. Post Rapid Tournament meeting in October
      2. Agenda items for next meeting
      3. Post tournament debriefing

VII. Open Floor

    1. Member topics

      1. Online tournaments discussion
      2. Review online club membership
      3. Member Richard Sullivan volunteers to assist in tournament set up
      4. Member Ian Johnson volunteers to assist in tournament set up

VII. Adjournment

      1. Jeremy motions to adjourn the meeting
      2. Jack Parker seconds
      3. All in favor – meeting adjourned

Signatures

President Signature

__________________

Jeremy Lovelace

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