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SOUTH AFRICAN JUNIOR
CHESS ASSOCIATION
OFFICIAL JUNIOR CHESS BODY OF CHESSA
 
 
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ANNUAL  GENERAL  MEETING
6  DECEMBER  2005

NELSON  MANDELA  UNIVERSITY

PORT  ELIZABETH

1.         WELCOME:
The President, Mr Chris de Jager (CdJ), welcomed everyone to the meeting at 13h10.

2.         APOLOGIES  &  PROXIES:
Apologies  :  None Received. 

Proxy  :  None.

Attendance  :  As per attendance register – Annexures 1 & 2     

There being a quorum present, the President (CdJ) declared the meeting properly constituted.

3.         ACCEPTANCE  OF  MINUTES  OF  2004  AGM (Annexure 3):

The minutes of the 2004 AGM had been emailed to all Regions and were also on the website.

      • Under 5.1. Wouter van Wyk is incorrectly referred to as Wouter van Zijl.
      • Bernie Parkin (BP) (Chessa & GS) said that WPJC wanted to bring up something under 4.1. but they (WPJC) agreed to do it under the Financials for this year.

Chris Taylor (CT) (KZN) proposed that they be accepted and Kobus Swanepoel (FS) seconded the proposal.

4.         MATTERS  ARISING  FROM  PREVIOUS  MINUTES:

            None

5.         OFFICIAL  REPORTS:

      • President’s Report (Annexure 4): 

CdJ presented his report.

    • CdJ also informed the meeting that the World U16 Olympiad had been cancelled.  He further informed the meeting that we would probably loose money on the cancellation of the tickets and would take this up with our Federation referring to claiming back some of the cancellation fee.
    • CT pointed out that the date under 2.2 should be 2005.  CdJ said he would update the report and post it on the website.
    • Emelia Ellappen (EE) (WPJC) pointed out that Jenine’s score should be 8/9 and not 6/9.  CdJ apologized and said he would correct it.
    • Kevin Jurries (KJ) (GN) queried the development of Junior Chess.  CdJ replied that SAJCA was there to look after the Junior Players and that any other development should be done by the Regions.
    • KJ also said that nothing had come from SAJCA with regard to the development and training of the International players.  CdJ pointed out the time constraints that we had been under, with the World Champs being held in July.
    • CT said KJ’s point was valid and that we should have a 2 year tenure for the coaches.
    • Daniel Cawdry (DC) (GJ) said that he was only told who he would be coaching at the World Champs when they arrived there.
    • Francois Wilke (FW) (GJ) supported the fact that Martin Botha (MB) had sent out homework for the kids and that SAJCA had done the best they could under the time constraints we were working with.
    • BP told the meeting that Chessa:
    • Has allocated R35 000 to the kids going overseas as well as for the Olympiad Teams;
    • They are also going to assist the Regions with strategic planning;
    • That we should be planning beyond grassroots levels;
    • That R70 000 had been allocated to the kids;
    • We need a strategy to go between grassroots and medal winners; and
    • That he needs input from the Regions.
    • CT said that we need to appoint our Coaches and Managers earlier in the year to facilitate proper planning.  We are in fact holding them back and we need to change this, urgently.
    • KJ said the top players should be identified and worked with all year round.
    • KJ also said we need to more professional in our approach to the World Champs and be more prepared when we go, in other words we need to do more prep and not have to buy games at the World Champs.
    • CdJ replied that MB had had everything with him and that we had only bought the 2005 games which we were not able to get until we got there.
    • Neelu Dole (ND) (WPJC) agreed with KJ and said we should make use of the visiting International and Grand Masters to train our kids and that the costs should be split between the parents and the association.
    • CdJ agreed and said we are working on this problem.
    • Henk Hoek (HH) (GN) pointed out that under 3.3 (in CdJ’s report) Mosetlhe was from Gauteng North and not Gauteng Juniors.  CdJ apologized and said he would correct his report.

Tom Theunissen (GN) proposed that the report be accepted and Chris Schutte (GJ) seconded the proposal.

      • Financial Report (Annexure ): 

Marius Mostert (MM) presented his report.

    • He informed the meeting that the Goudini account had been resolved in our favour.
    • Mark January (MJ) (WPJC) referred to the minutes of the 2003 AGM – money to be claimed from Chess Western Province (CWP)/person who stole it and not WPJC.  MM replied that the LOC takes responsibility for the financial management of the tournaments and that the host Region is responsible for appointing the Convenor and that it was unfortunate that the appointed person had taken the money.  MM also referred to the discussions that had taken place at the 2003 AGM and stated that he could not unilaterally reverse a decision taken at an AGM.
    • MJ  responded that Kevin Horne (KH) had acted in his capacity as Convenor of the LOC.
    • MM opened the discussion to the floor:
        • Kobus Swanepoel (KS) asked if the money had been written off.  MM said no, that in both 2003 and 2004 it was shown as an account receivable and it was only now that we are able to finalise this by deducting the R10 000-00 from the amount due to WPJC.
        • Mervyn Govender (MG) said that the LOC and Unions should take full responsibility for all financial matters and risks within their body without going to another/higher authority.
        • TT agreed.
        • KS said the LOC is responsible.
        • MJ said the issue was about ownership.  The money never came to the LOC, because it was taken from CWP – “why punish us for something we never got and have now paid for twice.
        • CdJ agreed with MG.
        • KS asked where the money was deposited and who the beneficiary was.  He also said that the Union should be responsible.
        • BP said he was confused about the parties involved.  MM clarified that CWP was the senior body in Western Province and the only one who could apply to their Local Government for funding.
        • Chris Greyling (CG) (MG) said this has been going on for 3 years and what is going on.
        • FW clarified – CWP is the mother body – WPJC is affiliated to them – WPJC appoints the LOC.
        • MG said he hears their arguments but still cannot agree.
        • Hiron Pietersen (HP) (EP) said we have come a long way and we must finalise this matter.  The reason a Region hosts a National tournament is to make money and WPJC should not be penalized.  We should try and get the money back and then sort it out.
        • MM replied that this matter needs to be finalised and put to rest.
        • CT said that CWP was involved because Local Government would not deal with a Junior Body and would only deal with CWP.
        • Franz Schmidt (FS) (MPH) said that this is a matter for the “dag bestuur” of SAJCA, WPJC and CWP and that we are wasting time still discussing it.
        • Sarel Steel (SS) (WP) asked where the profits of the tournament go.  MM replied that SAJCA takes the first R100 000-00 and that the balance is shared between SAJCA and the host Region.
        • BP agreed with FS and said this matter must be resolved.  We must be sure that the matter is resolved transparently and clearly so that we don’t get any trouble from the Government.
        • The meeting agreed and accepted that the 2 groups meet and resolve it.
        • KS suggested that a legal opinion be sought and abided with – The meeting agreed.
        • KJ asked if we could please move on.
        • CG asked what we had done about it.
        • MM replied that SAJCA had had to resolve the matter with Goudini which they had done.

Income Statement:

    • MM reported that not all Regions had paid their affiliation fees on time and requested that the Regions must please do so on time in future.
    • MM re-iterated that we must strive to send our players overseas at our expense, but this is not happening yet.
    • MM proposed that the affiliation fees be increased from R150-00 per team to R200-00.
    • BP said that:
    •  Chess tournament must be profitable;
    •  But at the same time we must be careful that we don’t make this an elitist sport;
    •  We need to communicate more effectively;
    • We need to do strategic planning;
    • We need to find other avenues of funding as well;
    • The Junior body is not using all the resources at its disposal to get more funding;
    • That our attitude towards Chessa must change;
    • We must avoid being taken over by government;
    • Everyone must ensure that they do their best in their Regions and if they don’t that Chessa will appoint some to do it properly;
    • Our accounting system must be impeccable;
    • He is not a loser and will not be on a loosing team; and
    • The new Executive look for 2 arms of funding for next year and not only rely on the Nationals.
    • It was said that work done by the Junior arms in south Africa constitutes about 86% of the players in the country.
    • MM said that both last year and the year before that, would not have been so profitable without outside funding  He further pointed out that Industry would not give money without proof of stability and continuity.

Other Questions:

    • KS asked about the R13 000-00 shown for SAJCC2004, was if for sets and boards and are they available for distribution.
    • MM said the boards were sponsored and the pieces bought and that SAJCA normally sponsors the pieces.
    • MG said that last years pieces were sent to EP.
    • CdJ said it normally depends on the financials of SAJCA and he thinks we should hand them out for development.
    • CT told the meeting that before Goudini the sets were an asset to SAJCA and it was only because WPJC got the sets sponsored that we were able to distribute the old ones.  He further said that maybe we should keep them as an asset again.
    • KJ said we must find more money for overseas participation and that SAJCA should form a committee, whose only task would be to raise funds.
    • MM agreed.
    • ND asked why it took so long to get accounts settled after International Participation.
    • CdJ responded that most of them had been done prior to the team traveling and that unfortunately all his computer equipment had been stolen.  CdJ also told her that the final statements had been sent our before they left.
    • ND apologized.
    • MM said that we should look at ways to make the process better.
    • BP said that Chessa’s dream is to be able to fund all overseas participation including pocket money and that they would strive to do this starting in 2006.
    • BP asked for the accounts.
    • MM said the audited statements would be forwarded as soon as they were available.
    • KS asked why the statements were not audited.
    • MM replied that it was too expensive to do a full audit.
    • MM asked the meeting to accept the proposal for increased fees:
        • HP said we should keep the fees as is and forward the sets to the next Regional host.
        • KS said we should keep the sets and raise the fees to R200-00.  He further said that we must get into the habit of smaller adjustment regularly and not have big jumps like Chessa.
        • MJ said we should deep the sets and hand out the boards.
        • CS suggested a 2 tier structure for affiliation fees depending on the section that the team was playing in.
        • CT disagreed.
        • The meeting voted and the affiliation fees will be increased to R200-00 with immediate effect.
    • KS said that if the sets belong to SAJCA, they must make the decision.
    • CT suggested that if next years’ LOC gets a sponsor we could consider handing out the sets.
    • KS said that he understood that the boards were always distributed at Nationals.
    • MJ agreed and the meeting also agreed.

Chris Taylor proposed that the report be accepted and Kobus Swanepoel seconded the proposal.

      • Development Report:

CdJ informed the meeting that we did not have a Development Officer and that he had touched on Development in his report and that we had to elect a Development Officer at this meeting – The meeting agreed.

      • Reports on International Participation:

        • African Junior Chess Championships 2005:

CdJ informed the meeting that we had to get a report from Wim Louw.

African Junior Chess Championships 2006:
They are taking place from the 9th to the 12th of December in Gaberone, Botswana.  Craig Willenberg and Kgaugelo Mosetlhe were representing S.A. and Justin Wilken was the coach.

        • World Youth chess Championships 2002 – Belfort, France (Annexure 5):

CdJ presented his report.

    • CdJ also told the meeting that he supported BP’s pleas to get a central committee for fund raising.
    • KJ said there was talk about sending fewer players and wanted to know if there was any truth to the rumour and that we must consider the size of the group.
    • CdJ replied that there were no plans to reduce the size of the group.
    • KJ said he was in agreement to send 3 players per sex per age group.
    • BP said the more we can send, the better.  Chessa has to submit these teams to SASCOP and the Government scruitinises the lists and Chessa must motivate them.
    • ND asked for the Selection Criteria and a list of the tournaments.
    • FW said we must send as many as possible  and fight all fights to get them there.
    • CdJ informed the meeting that the Department of Sport takes its direction from the Federation (in this case Chessa) and that colours must not be made cheap.
    • BP said we should go to any/all tournaments that we can.

Kobus Swanepoel proposed that the report be accepted and Francois Wilke accepted the proposal.

Head Coach Report (Annexure 6):
CdJ briefly went through Martin Botha’s report.

        • World Junior & Girls U20 chess Championships – India:

CdJ told the meeting that the team had only returned on the 23rd of November and that we had not yet received the report from Deon Solomons.

      • Technical Committee:

CT told the meeting that nothing had been received.

    • BP proposed and said that Gunther van den Bergh (GvdB) agreed with him, that:
    • This tournament be changed into a big Swiss;
    • Each age group be run on an open Swiss over 7 rounds;
    • The Individuals be reduced to 7 rounds;
    • The top 40 kids be invited to the Junior closed;
    • USSASA sends 10 players; and
    • There are 10 Wild Cards.
    • CT asked if it the proposal would then be a Team Swiss instead of a Round robin and BP said yes.
    • CG agreed with BP and said that maybe we should have and A & B section with a possibility of a C & D section as well in order to get more kids playing and then have promotion and relegation matches between the sections  – He gave a written proposal (Annexure 7) and wanted a vote taken immediately to implement it.
    • KS said that this was a radical change which needed to be put on paper and thoroughly investigated.  He said he was not mandated by his Region to vote at this meeting on such an important matter and that he would have to go back and consult his Region.
    • HP agreed with KS.
    • BP said a date must be set for the final decision and that this tournament should double or quadruple in size.
    • The meeting agreed that a date be set to discuss, vote and finalise this matter and the date agreed on is the 31st of March 2006.
    • CdJ said that change was good, but where would the kids stay and play.
    • KS said it would become to easy to get Provincial Colours and would make them cheap.
    • CT said we must look to change and first see shat is best and what is logistically feasible.
    • MM agreed with a date and requested that GvdB highlight al the issues – the meeting agreed.
    • KS asked BP when the working document would be available.
    • BP replied that it would be available on Friday the 9th of December 2005.
    • CS pointed out that there were 2 different proposals on the table and that we need to look at both of them.
    • KS responded that CG’s proposal can form pat of the answer to BP’s original proposal.
    • FW said that we should not disregard anything.
    • CdJ proposed that a committee be formed to look into this.  The meeting agreed and the following people were appointed to the Committee:  Gunther van den Berg, Chris Greyling, Andries Jordaan, Kobus Swanepoel, Bernie Parkin and Chris Taylor.

6.         BORDERS:

            Chessa was looking into the Border Issue.

    • BP told the meeting that no finality had been received from the government and that Regions should try to ensure that the border lines are not crossed. 
    • BP also told the meeting that we are in the dark with regards to USSASA and the new sports body.  He said that the philosophy seems to be that numbers increase.
    • CdJ told the meeting that he had been to a meeting about this and it looks like USSASA will cease to exist and be replaced by a National Co-ordinating Committee who said that chess is a more prestigious code and is, therefore, entitled to more funding.
    • KS said he had been invited to attend an Interim meeting of this new body and his opinion of it was thy want associations to be pro-active and submit plans for the re-structuring of schools sport, otherwise they will be prescriptive.

7.         CONSTITUTIONAL  AMENDEMENTS (Annexure 8):

    1. KS asked why the Constitution had to be amended.
    2. BP responded that the SAJCA Constitution is subject to the constitution of Chessa and that if the change is accepted, SAJCA will retain all its rights and privileges and that the change is only being made to protect SAJCA from the Government.
    3. BP also told the meeting that the new position of Director of Youth Chess, that will come into being if the proposed Chessa Constitution is accepted at their Special General Meeting, on the Chessa Executive is an advisement taken from the new Sports Code Body.
    4. FW asked BP if Chessa can overrule a decision taken by SAJCA.
    5. BP replied that it is always possible.
    6. CdJ asked if the rational behind the suggestion for a representative on Chessa is for better communication and would it be an elected position.
    7. BP said that if accepted yes.
    8. CdJ suggested that it should be the Chairperson of SAJCA for better communication.
    9. BP agreed that the post should be filled by SAJCA.
    10. MM said there were 2 issues on the table, namely the:
    11. Proposed Constitutional changes; and
    12. New position on the Chessa Executive if the proposed Constitution is accepted.
    13. The meeting agreed to the following:
    14. That the Proposed Amendments be accepted; and
    15. In the spirit of continuity, that the President of SAJCA be automatically given the new position on Chessa if their proposed Constitution is accepted.  Seconded by CT, KS and BP.  The change is carried.

8.          CHESSA  INTERACTION:          
                 

    1. CdJ said that it was working well and that we bumped heads sometimes but are talking to each other.
    2. MM proposed that his item be removed from the Agenda – The meeting agreed.
      1. USSASA:

Omar Esau had sent his apologies.

    1. FUTURE  NATIONAL  JUNIOR  TOURNAMENTS:

      1. CSAJCC2006:
    2. Gauteng North will be the host Region.
    3. KS said that in view of the possible tournament changes, this could be problematic for them.
    4. CT replied that we would have to be aware of the hosts constraints and worth within them.
    5. Gauteng North was happy with this.
      1. Bid for 2007:
    6. Because of the proposed changes, the meeting agreed that the bid will be sent out at a later date, once the format has been determined.
    7. BP asked if there were guidelines available.
    8. MG said there were.
    9. Michael Bornheim (MB (GJ) asked about the talk with regard to changes in quotas.
    10. BP said they would stay the same until the Government changes them.
    11. MM said they should be seen as guidelines.
    12. GENERAL:

10.1.    SA Christian Chess: 

    1. BP told the meeting that he had been approached by the SA Christian Youth Chess.  They had  had their Nationals in September and 300 kids had participated.
    2. KJ informed the meeting that he was on their committee for 2006.
      1. Anton Salverda:
    3. He asked the meeting what the exact ruling was with regard to the availability of games to the press from SAJCA’s point of view.
    4. CdJ said they were available on the website.
    5. AS said therefore they were not confidential.
    6. CdJ said not.
    7. AS asked about the Nationals.
    8. CdJ said they will be available on the website after the tournament but only for the Championship section.
    9. CT said that all the games were available.
      1. Vendors at Nationals:
    10. CG queried the fact that Ida Serfontein and Elise Steenkamp had to pay rent for their stalls for the Nationals and TT agreed.
    11. KS said that if it was free then anyone else providing/selling chess equipment should be given the opportunity.
    12. CdJ said that this was an issue between the LOC and the vendor.
    13. CdJ also told the meeting that SAJCA advertises for them on our website at no cost to them.
    14. MM said it was a noble idea that SAJCA promotes the sale of chess equipment but that it must be left to the LOC to decide.  He supports in principal what CG said.
    15. KS said that the are that they are renting cost the LOC money.
    16. MG agreed with KS and said it must be left to the LOC.
    17. CdJ made a counter proposal is that it be left to the LOC to decide.
    18. CdJ’s proposal was seconded by KS, HH and MB – the meeting voted 10 to 3 in favour of the proposal.
      1. Bid to host the World Youth Chess Championships:
    19. FW asked when South Africa was going to put in a bid to host this tournament.
    20. BP replied that there was major bureaucratic red tape from the government and that they needed at least 3 years advance notice.
    21. MG said we would need a high profile proper project team to get an International Bid.
    22. BP told the meeting that Chessa was already speaking to these kinds of people and that hopefully there would be no charge.
      1. C.V.’s for Managers and Coaches for International Tournaments:
    23. CS asked when C.V.’s must be in by.
    24. CdJ replied the 15th of January 2006.
      1. Alcohol at the Nationals:
    25. TT said that this tournament was about kids and objected to the fact that there was alcohol for sale and that this should be an alcohol free tournament.  He asked for a vote for future tournaments that no pubs be allowed.
    26. BP seconded in proposal.
    27. The motion was carried.
      1. SAJCA  Website:
    28. KJ commented that the access to reports on the website was good.
    29. BP told the meeting that if the new Chessa Constitution was approved, then all reports would have to be vetted by either Chessa or SAJCA before being posted onto the website.
    30. ELECTION:
    31. BP was elected as the returning officer.
    32. There were 2 posts available, namely President and Development Officer.
    33. President:

MM proposed Chris de Jager and CT seconded the proposal.
TT proposed Chris Schutte and Chris Greyling seconded the proposal. 
CdJ was unanimously re-elected.

    1. MM proposed that CS be elected to the post of Development Officer and the meeting agreed.

THERE  BEING  NO  FURTHER  BUSINESS  CDJ  CLOSED  THE  MEETING  AT  17H10.