SUMMARY OF MINUTES OF ANNUAL RVCC BUSINESS MEETING HELD ON 09-08-12

1 )
On Saturday, September 8, 2012, the Roanoke Valley Chess Club held its annual reorganizational business meeting. The meeting was convened by club President Mike Huff at the club's headquarters in the Roanoke Natural Foods Co-Op on Grandin Road SW. Pizza and beverages were served to all in attendance, due to the efforts of Mike Huff. Great job Mike !

2 )
Events. For the complete list of these past events, see the RVCC PAST EVENTS section of our web page. A brief summary of each event was given by the club officers present who organized or directed them. All present agreed that it has been a very busy and satisfying club year !

3 )
Web Page. A report was given by Russell Potter on the club's Web Page. Our current Web Master is Mr. Martin Cooperson. The club is very pleased with the continuous excellence, creativity and promptness of his work. We are very grateful for Martin's help !

4 )
RVCC Database list. A report on the club's ACCESS database of e-mail addresses was given. Our contact list for chess events continues to grow. Currently the list has 425 names !

5)
Treasurer's Report. RVCC Treasurer Josh Lilly reported that the club currently has approx. $2,700.00 in the bank. For a more complete accounting, see the 2011-2012 RVCC TREASURER'S REPORT. It will be posted shortly on our web Page as well.

6)
IRS Reminder. The RVCC is a tax-exempt, charitable organization with designated I.R.S. 501 ( c3 ) status. This means that individuals and organizations can donate monies and things of value to the Club and have such donations written off as tax deductions.

Accordingly, all members are enthusiastically encouraged to solicit donations for the Club !

7)
Other Old Business. The club membership recognized and commended the volunteer team that has worked together in order to make the club successful this year. A partial list includes the following officers and Board members : Mike Huff, Ray Megginson, Eric Diaz, Hunter Harlow, Josh Lilly and Russell Potter.

8)
Election of Officers.
Mike Huff was elected as President of the RVCC.
Ray Megginson and Charlie Morgan were elected as the club's 1st and 2nd Vice Presidents, respectively.
Eric Diaz was elected Treasurer.

9)
Tournament Calendar. The Board of Directors met and drew up a tentative tournament schedule and Calendar of Events for the upcoming club year. This schedule will include both our USCF-rated Grand Prix tournaments, our very popular casual chess events, as well as our community outreach events. This Calendar will be posted shortly on the club Web Page. Once a few outstanding details are nailed down for our two Grand Prix events, they will so posted as finalized by Nov. 1 and then posted on our Web Page shortly thereafter.

10)
Improvements. In both the full membership meeting as well as later in the Board of Directors meeting, much discussion took place concerning ways that our tournament and work committee structures could be strengthened. An number of more efficient procedures and structural changes for the better were made in both meetings.

11)
Dues. Dues for the 2011-2012 club year were then collected.

12)
Adjournment.
The general membership meeting was then adjourned at approx. 3:30 pm.

13)
Board of Directors Elections Meeting. The meeting of those members with 2 or more years of dues-paid membership then convened at approx. 3:45 pm and elected the following members to the following positions on the Board of Directors :

1) EVEN YEAR  'A' SPOT :   2012-2014 : Russell Potter.
2) EVEN YEAR  'B' SPOT :   2012-2014 : ( Vacant ).
3) ODD YEAR   'A' SPOT :   2011-2013 : Josh Lilly.
4) ODD YEAR   'B' SPOT :   2011-2013 : Mike Huff.

Things to know about the Board :
a) In order to sere on the Board of Directors of the RVCC, a member must have 5 consecutive, dues paid years of membership in the RVCC.

b) The odd year terms of Josh Lilly and Mike Huff do not expire until September, 2013.

c) Russell Potter was elected to one of the two even year terms, with term expiring in September of 2014.

d) As club Treasurer, Eric Diaz automatically becomes a member of the Board of Directors, with full voting rights on the board, as long as he holds the Treasurer's position.

e) Russell Potter is currently Chairman of the Board of Directors. This position is periodically elected by the other members of the Board.

14)
Adjournment. The meeting of the Board of Directors was then adjourned at approx. 4:30 PM.

- ( Report submitted by Russell Potter. )

( Minutes for both the General Meeting and for the Board of Directors Elections Meeting were taken by Russell Potter.President Mike Huff and Treasurer Josh Lilly supplied much useful financial information. )


For a printable PDF of the RVCC finances click here.