The meeting
was called to order by Vice President Charles Townsel, at 9:00 a.m.
VP Townsel
gave the opening inspiration. VP Townsel
asked the Secretary to call
the Officers present, VP Townsel, Secretary Ida
Simms, and Treasurer Gloria Lee
Ray; and Sgt
at Arms, Alberta Smith. Representatives
from the following Western Section clubs attended this meeting: Ace-Hi DBC, Aztec DBC, Joe Williams DBC,
Harmony DBC, Sacramento Diamonds DBC, Kings & Queens DBC, Desert Wins
DBC,
Crenshaw DBC, Valley of the Sun DBC, and Normal DBC. A quorum was present.
VP Townsel asked for the minutes from the previous meeting, held June 8, 2008. Secretary Simms stated that the minutes were mailed to all of the Club Presidents
and the Unit Presidents and they were asked to share the minutes with their members. Therefore without objection, unless there are additions or corrections,
she asked that the minutes be approved as mailed. Ms. Wyatt stated that she had not seen the minutes and they were not read at her Club. Ms. Anita Troy stated that she had a correction to the minutes; page 5, Paragraph 4, sentence 12, correct to
read “Headquarters Benefit and Scholarship Benefit…”, this correction was noted; she also stated that an addition should be added on page 7, regarding compensation to the Web Master. The addition is to add to the motion that the VP stated that the Western Section will pay for a complimentary room “if we have the money”. Secretary Simms stated that she transcribed the minutes from the tape in the tape recorder
that was recording during the meeting, and that those words were not on the tape.
VP Townsel stated that he thinks he said “if we have the money”, however he had not heard the tape and he wanted to hear the tape to determine if he had, in fact, added “if we have the money” to the motion. There was much discussion regarding this issue. Ms. Wyatt suggested that we shouldn’t rely on the tape; that we should rely on what the members said they remember what was said. It was finally voted that the wording , “if we have money”, will be added to the motion, as an addition to the minutes. Thus the minutes were approved as corrected. VP Townsel again requested that the Presidents share the minutes with the Club members before going to the Sectional meetings and to bring the minutes to the meetings.
Treasurer’s Report - Ms. Lee Ray distributed copies of the financial report. She stated that the total income for the period June 3, 2008 through November 18, 2008 was $8,044.41; total expense for that same period was $8,653.86; for a net loss of $609.45. The check book balance as of 10/20/08 was $905.14; Scrip account is -0-; there is a refund due from the LA Postmaster because the account was transferred to
Carmichael, CA. Income from the Spring Tournament in Phoenix was $7,258.00;
Expense for that Tournament was $6,933.91; total profit was $324.09, including Scrip. There was discussion regarding some of the entries in the report. Ms. Lee Ray
moved to accept the report subject to audit. Ms. Gertrude Wright 2nd.
Motion carried. A copy of the Treasurer’s report is on file.
Vice President’s Report -
VP Townsel thanked everyone for attending this tournament and making it a success. He reported that he is concluding his 1st year and is happy for the progress made
thus far. He stated that Ms. Gloria Parker has done an outstanding job with the Western Que and he thanked her for a job well done. He reminded the members that there a letter was printed in the Western Que requesting donations from the members to help the Western Section survive. Several members and Clubs have responded,
but we still need to get the support of everyone. VP Townsel reported that he is looking at expenses for the various Tournaments and determined that we can cut expenses by eliminating some staff rated room charges. He stated that he has
looked at other locations in Las Vegas for our Fall Tournament, but found that the Riviera offers the best plan, and we are not charged for the playing area.
He reported that the ABA Spring National will be held in Houston, Texas April 12-18, 2009. The Western Section will buy an Ad for the Souvenir Journal. He asked all Clubs in the Section to also buy Ads for the Souvenir Journal. He stated that the
ABA needs money to operate. The ABA National Treasurer had to loan the ABA $10,000.00 so that they could pay expenses. It is very important for all of us to do what we can to help the ABA stay in the “Black”. VP Townsel concluded his report.
Head Director’s Report – Mr. Anthony Lawson reported that we had a good start with this Tournament, the first day we were 15% above last year. However, the 2nd day we went down, thus as of the first two days, we are only 5% ahead of last year. He stated that we are still on track for meeting the proposed budget for the Tournament. If we have a good turnout for the Swiss Team, we may make a profit.
He encouraged everyone to get teams together for the Swiss Team. He stated that the game will be split into two separate fields. One for the over 2000 field will play for IMP’s converted to Victory Points and the under 2000 field playing for IMP’s.
Ms. Harley Wyatt asked if we have to have the conversion for over 2000. Mr. Lawson stated that since our Tournament is dependent on support from outside our Section, and across ABA, the folks in the over 2000 field want the conversion. This is what is done at the National Tournaments. There was much discussion regarding issue.
Ms. Anita Troy asked how many tables have we had in play so far. Mr. Lawson responded 72 tables the 1st day and 95 tables in play yesterday. Our expense for supplies increased this year and they will also go up next year. Mr. Lawson
reported that ACBL has recently implanted a new device that allows players to enter the scores from the table. He also stated that ACBL, in Los Angeles, is using
pre-duplicated boards. These are cost saving methods that we could look into implementing. There was discussion. Mr. Lawson reported that our costs for supplies will be a little more expensive in Sacramento, but he is not sure how much
more at this time. He suggested that some of the equipment that is in use at this tournament needs to be stored and a person identified who will be responsible for bringing the equipment to Sacramento for our Spring 2009 Tournament. Mr. Lawson further stated that one of the big problems in running this tournament, is closing registration. Players come in late and want to be put in the game, causing delays in the start time and sometimes the Directors have to change the movement to accommodate the late players. He also reported that we need to think about adding more staff to help out in running the tournament.
Mr. Lawson reported that we need to think about hospitality in Sacramento. Las Vegas does not pose a problem because folks can always get food whether it late evening or early morning. However it will be different in Sacramento, therefore plans need to be made regarding accommodating meal needs for the players.
Mr. Lawson stated that he plans to give Ms. Ruth Young a list of players who have not been out for a long period of time to see if they can come up with ideas to reclaim these members.
Mr. Lawson reported that we will be going back to the “Top of the Riv” next November, however he thinks, although it is a nice room, the space is not particularly good for running the tournament. There was discussion
Mr. Lawson reported that we will have a Modified Round Robin team game in Sacramento and not a Knock-Out. He concluded the report and asked if there were additional questions or comments.
Ms. Anita Troy commented that she thinks we don’t need to increase staff for our tournaments. The National has larger tournaments than we have, and they use less staff. She asked if it is mandatory that we convert IMP’s to victory points. She commented that most of the players don’t want to play against the top players. Mr. Lawson responded that it is not mandatory. There was more discussion. Ms. Troy also asked Mr. Lawson to give the members a proposed tournament budget for Sacramento. Mr. Lawson stated that he will post a draft proposed tournament budget later today for members to review. VP Townsel stated that it is somewhat difficult to produce a tournament budget because of the uncertainty of our income during the year.
There was more discussion regarding converting IMP’s to victory points.
There was more discussion regarding the number of Directors needed for the various tournaments.
VP Townsel distributed copies of a draft proposed tournament budget for Sacramento that he, Mr. Lawson, and the Budget Committee have worked on. He stated that if anyone has any questions or comments or suggestions regarding this document, to give them to him.
Convention Manager Report – Ms. Harley Wyatt reported that we have a lovely tournament; have a nice place for the vendors; have a contract with the Riviera
to come back next year, and we will heavily promote the 2009 tournament in order to make it a larger Tournament. She concluded her report.
Budget & Finance Committee – Ms. Catherine Routt, Ms. Barbara Johnson and
Ms. Donna Fraser reviewed the income and expenses of the Western Section.
They made several recommendations which are contained in their written report. (See report attached hereto). Ms. Routt moved that the report be accepted. Ms. Diane Marbury 2nd. Motion carried. A copy of the report is on file.
Audit Committee – Ms. Harriett Motley – No Report – Suggested that the Treasurer prepare a summary of expenses and income each year for the Budget Committee.
Membership Committee – Ms. Harriett Motley – No Report per se. However, she stated that she sent letters to members regarding renewing membership. In the letter she put a note “recruit, recruit, and recruit”. She plans, after the tax season, to work diligently in the Phoenix area to recruit new members. She concluded her report. Ms. Emma Johnson asked Ms. Shirley Lee to tell the members what she is doing in Los Angeles. Ms. Lee stated that she is conducting a New Players class,
has thirty-one new players attending the class. She recruited from among previous new players who had stopped playing. VP Townsel stated that he is working with Junior High School students in Phoenix.
Bridge Education – Ms. Harriett Motley – No report at this time.
New Players Committee – Ms. Ruth Young - Recruit, Reclaim, and Retain are the three R’s that she want the Clubs to promote. She also stated that she needs volunteers to work with her. She concluded her report.
Staff Development – Ms. Gloria Webb reported that ten (10) Directors attended the Wednesday session and nine (9) Directors attended the Thursday session. She stated that some of the Directors are ready to work the floor at the Sectional or National Level. $190.00 was collected for the seminar and was turnover to the Section. She concluded her report. A copy of the report is on file.
Ms. Anita Troy recommended that the money collected from the Seminar be allocated to Staff Development to purchase necessary supplies for Director Training. VP Townsel stated that he will discuss this with Ms. Webb.
Constitution & By-Laws Committee Report – Ms. Diane Marbury, Chairperson, reported that her committee reviewed the Western Section’s Constitution & By-Laws,
as requested by VP Townsel, and make the following recommendations: (1) That all elected officials of the Section be limited to two terms; (2) That the title “Western Section Assistant Secretary-Treasurer” be changed to “Financial Secretary”. The
duties will remain the same as currently outlined under “Assistant Secretary-Treasurer”; (3) That two signatures be required on all checks issued by the Section and include the Vice President’s signature on all checks issued by the Section. The following named persons served on the Committee: Ms. Janet Taylor, Ms. Jo Crenshaw, Mr. Robert Dunn, Jr., Ms. Alva Harris, Ms. Thelma Lee, and Mr. Heman Smith. Ms. Marbury moved that the report be accepted. Ms. Harley Wyatt 2nd. VP Townsel called for questions. There was much discussion regarding the pros & cons, and ramifications of the proposed recommended changes. Many members voiced concerns regarding the recommended change in Item 1 of the report. VP Townsel stated that he is in favor of the recommended changes because he thinks that people should not stay in elected positions forever. There was more discussion regarding
this issue. Ms. Emma Johnson moved that the body delete that particular recommendation. Ms. Gayle Dennis 2nd. The Parliamentarian, Ms. Marietta Scott stated that the motion was out of order because a motion is currently on the floor.
Ms. Anita Troy stated that the only two positions that the body needs to consider are the Secretary and Treasurer, because the Sectional Vice President position has already been determined by the ABA National Office. They are only permitted to serve two (2) consecutive two (2) year terms. A question was asked if the National Office has term limits for all of the elected officials. Ms. Troy stated that the ABA National President and Vice-President can only serve two (2), consecutive two (2) year terms. The National Secretary and National Treasurer can only serve a total of eight (8) years.
Ms. Alva Harris asked about the recommendation regarding the title of Financial Secretary. She was advised that the body is still discussing the first recommendation at this time.
Ms. Gloria Lee Ray asked the Parliamentarian if we vote on accepting the report, will we be voting to approve the recommendations or is it only to accept the report. The Parliamentarian stated that the motion was made, there has been discussion and now the body needs to vote on the motion as it was read. Mr. Tony Lawson moved that we vote line by line. VP Townsel ruled Mr. Lawson out of order. He stated that the Parliamentarian has ruled and the body can vote the motion up or down. VP Townsel asked the body to vote on accepting the report from the Constitution & By-laws Committee. VP Townsel asked the Sgt-at-Arms, Ms. Alberta Smith, to count the persons voting for the motion. There were nine votes in favor of the motion. The Sgt-at-Arms counted fifteen votes against the motion. There was one abstention.
Ms. Faustina Floyd stated that the vote should be to “receive” the report and once the report is received, the body should vote on each of the recommendations individually. VP Townsel stated that we are trying to carry through the motion that
was on the floor. The Parliamentarian stated that the motion had failed however there can be another motion to “receive” the report. Ms. Harriett Motley moved that the body “receive” the report. There was a second. The motion carried.
Mr. Tony Lawson moved that the body go through the recommendations line by line.
Ms. Emma Johnson 2nd. Motion carried. VP Townsel asked for a vote on the first recommendation. The body voted unanimously against the first recommendation. VP Townsel stated that the body voted against the first recommendation, therefore that recommendation is deleted and the By-Laws regarding elected officials will not be changed. He asked for a vote on the second recommendation. There was discussion regarding this recommendation. Most members did not understand the recommendation. Ms. Marbury read the statement of duties of the position in question from the By-laws. There was nothing in the definition pertaining to the Treasurer serving as Assistant Secretary. After more discussion, it was determined that the only thing that needed changing, was the Title of the position from Assistant Secretary-Treasurer to the Title of Financial Secretary-Treasurer.
Ms. Emma Johnson moved that the Title be changed to that of Financial Secretary-Treasurer. Ms. Gayle Dennis 2nd. Motion carried. The By-Laws will be changed accordingly, to reflect the change in Title for this position. VP Townsel asked for a vote on Item 3 regarding signatures on the checks. Ms. Gloria Lee Ray stated that the reason that two signatures are not on the checks is because the bank does not require it and further, the bank does not recommend it. At this time the only signatories on the account are the Treasurer and the Secretary. She also stated that the only reason that VP Townsel is not a signatory on the account, is because we have not all been together to go to the bank to add his name. However, we can put the VP’s name on the account if, while we are here in Las Vegas, we go to the local Washington Mutual Bank and redo the signature cards. Ms. Lee Ray further stated that she issues checks based on vouchers that she receives. All of the vouchers are signed by the VP, therefore by signing the voucher, the VP is allowing her to issue the checks based on the voucher.
Ms. Faustina Floyd moved that all checks issued by the Section should have two
(2) signatures. Ms. Bette Coleman 2nd. There was much discussion regarding this issue, including the possibility of changing banks. After further discussion VP Townsel stated that he wanted the body to vote on the Motion on the floor. Ms. Anita Troy asked for clarification on whether or not the VP approves all vouchers before checks are issued. VP Townsel responded that he has not signed a voucher since the Tournament in Phoenix. Ms. Troy stated that apparently the Section has permitted the Treasurer to issue checks to pay the Sections expenses without the VP’s knowledge or approval. VP Townsel responded that this is correct. There was more discussion. Ms. Lee Ray stated that the motion on the floor may cause us a problem with the bank, because if the bank does not comply with our requirement to have two signatures on the checks, we will not be able to conduct our necessary business. She indicated that she thinks that there should be an amendment to the
motion to the effect that we will have two signatures on the checks if the bank
allows it, so that we can continue to function. There was more discussion.
Ms. Harriett Motley moved to amend the motion to have two signatures on the checks if the bank allows it, and try to see if we can get the bank to honor this change. Ms. Emma Johnson 2nd. VP Townsel stated that we are only dealing with whether or not the body wants two (2) signatures on the checks. When asked about the amendment, he stated that he was not dealing with the amendment, that he was only dealing with the main motion, and called for the vote on the main motion, to have two signatures on the checks. There was confusion as to whether the body carried the motion however VP Townsel stated that the motion carried. The amendment was left hanging without action. A copy of the Constitution & By-laws report is on file.
Ms. Marietta Scott, Parliamentarian, stated that since most of the discussion in meeting has been about financial matters, she wanted to know if there has ever been any consideration to charging a registration fee to attend the tournaments. She stated that most organizations charge the attendees a registration fee to attend their conventions, conferences, etc. to help defray the expense on holding the convention, conferences, etc. There was no discussion. Ms. Faustina Floyd moved the agenda. VP Townsel called for the next report.
Hospitality Committee Report – Ms. Annette White, Chairperson not present. No report.
Scholarship Committee – Ms. Andreda Pruitt, Chairperson was absent. Ms. Shirley Lee gave the report for Ms. Pruitt. The Western Section recommended the following named students for grants: (1) Aaron Roberts, lst Renewal, University of Nevada, Las Vegas; (2) Cassie Larreta, Initial recipient, Palomar College, San Diego, CA; (3) Candice M. Manier, Initial recipient, Spellman College, Atlanta, GA. Ms. Lee concluded the report and moved that it be accepted. Ms. Willa Johnson 2nd. Motion carried. A copy of the report is on file.
Merit Award & Life Membership Committee – Ms. Emma Collier, Chairperson, reported that all of the required documentation was forwarded to the ABA Life Membership/Merit Award Committee, identifying the nominees from the Western Section. She indicated that based on the documentation submitted, Ms. Harley Wyatt was awarded Life Membership. Ms. Andreda Pruitt was awarded the Merit Award. She concluded her report and moved that it be accepted. Ms. Willa Johnson 2nd. Motion carried. A copy of the report is on file.
Appeals & Ethics – Colonel Robert Friend, Chairperson. Colonel Friend reported on new laws that went into effect in September 2008 by both the ACBL and the ABA.
He stated that all of the Directors have been updated on these changes by Staff Development Chairperson, Ms. Gloria Webb. This is the first Western Section
Tournament where the new laws will be followed. The new laws are designed to define correct procedure and to provide an adequate remedy when there is a departure from correct procedure. The Laws are not designed as punishment for irregularities, but rather to maintain or restore equity. He concluded his report
and moved that it be accepted. Ms. Diane Marbury 2nd. Motion carried. A copy of the report is on file.
Recommendations Committee – Ms. Rita Robinson, Chairperson was not present. – No Report
Publicity Committee – Ms. Janet Taylor, Chairperson was not present. – No report.
Youth Program Committee – Ms. Annette White, Chairperson was not present. – No report.
Archives Committee – Ms. Doris Douglas, Chairperson was not present. – No report.
Western Que – Ms. Gloria Parker, Editor, had already left the meeting. – No report.
Web Master Report – Ms. Patricia Banks, Web Master, stated that the Western Section’s web site address is: aba-ws.org. She named the various links that are available on our web site. She also reported e-mail advertisement was sent out regarding the Western Section Fall Tournament to all members that have submitted their e-mail addresses to her. She thanked ABA National Web Master, Mr. Bill Turner for all of the help and support that he has given her since she became the Western Section’s Web Master. She moved that her report be accepted. Ms. Emma Collier 2nd. Motion carried. A copy of the report is on file. VP Townsel asked Ms. Banks to clear items with him, items that are sent to her to go on the Web site before she adds them to the site. She agreed.
VP Townsel acknowledged Mr. Robert Olson for attending this Tournament. Mr. Olson a new member of Sacramento Diamonds, and is also a member of the ACBL, decided to attend our tournament. This is his first Sectional Tournament.
ACBL/ABA Liaison – Ms Doris Ayers stated that she submitted two reports, one dated June 2008 and the other dated November 20, 2008. She thanked Ms. Pat Banks for posting her report on the Web site, and for contacting ACBL members at the Barrington Bridge Club to encourage them to attend our tournament. She also thanked Ms. Della Willis for contacting the local (Las Vegas) ACBL membership to encourage them to attend our tournament. Ms. Ayers made note that under the
ACBL point structure, presently, ABA members who have 2000 ABA points it is computed to be 1,000 ACBL points. If an ACBL member has 2,000 ACBL points, it
is computed to be 4,000 ABA points. Ms. Ayers concluded her report and asked that
it the report be accepted. Ms. Diane Marbury 2nd. Motion carried. A copy of the report is on file.
Unit Presidents Report:
Ms. Annie Thomas, President, Los Angeles Bridge Unit (LABU). Ms. Thomas invited all members to visit the Los Angeles Bridge Unit whenever they visit Los Angeles, we are very proud of it; it is a beautiful building made more so because the members of the Los Angeles Bridge Unit own it. She also invited the members to attend the LABU Christmas Party, at that time Ms. Ida Simms will be installed as the new LABU President. She concluded her report.
VP Townsel thanked Ms. Gertrude Wright for all of her hard work both here and also for the work she is doing for the Spring Tournament in Sacrament. He also congratulated Ms. Simms on her election to President of the LABU. He also thanked Ms. Thomas for her marvelous service to LABU. VP Townsel acknowledged Mr. Henry Irwin, former, ABA National, and thanked him for attending the meeting and the tournament.
Unfinished Business – None
New
Business – Ms. Marietta Scott recommended her previous suggestion to charge a
small registration fee to attend the tournament be forwarded for consideration
to whatever committee that would handle this issue. VP Townsel agreed to forward it to the Budget
& Finance Committee and/or the Recommendations Committee for review and to
report back the feasibility of such action.
VP
Townsel called for Good For The Order –
Ms.
Gloria Christler, VP Southern Section, invited the members to attend the Martin
Luther King, Jr. Southern Sectional Tournament to be held in Orlando, FL,
January 15-19, 2009. She also invited
the members to Atlanta, GA to attend the Southern Section’s Annual Grade “A”,
Thanksgiving week-end.
There
was no further business to come before the body. VP Townsel adjourned the meeting at 12:00 p.m.
noon.
Respectfully
submitted,
IDA E.
SIMMS
Secretary,
Western
Section -