Minutes of the meeting of the Policy Committee held on Monday 6 September 2010 at Braunstone

Present: Jim Miller (Chair); Jim Bingham; Mike Salisbury; Graham Booley; David Reynolds (Sec).

1. Apologies

Andy Morley, Mike Thornton and Paul Colburn.

2. LRCA Web Site

Mike Salisbury said he had received prompt co-operation from Stewart in getting information into the website.  The new results update link has been established.  Jim Bingham asked if Stewart and Michael Fraser had looked at John Upham's software (an alternative introduced via Sean Hewitt) because JB thinks it might have a better user interface.  Jim Miller said he was unsure but would encourage them to do so.  The committee chose to approve the "home grown" software and see how it ran in practice.  The Upham software could be used if this failed.  The hope is that the automated results update features will release the webmaster from repetitive tasks so that the energy can be used to improve the site - perhaps make it more exciting.

3. Charity Evening, September 23rd

The current plan is to hold this a Spinney Hill.  Mike Salisbury was uncertain who had last year's trophies.  The ensuing discussion filled some gaps.  Mike also questioned the need for "mini" individual trophies.  Jim Miller said the committee had voted them out in past years but the decision had been reversed at the following AGM's.  We must do it this year and it was agreed no more than one trophy per competition board (5 each Div 1&2; 4 for other divisions/competitions.  The committee will consider putting the matter again to the next AGM.  On the question of engraving - clubs will engrave (pay for engraving) their trophy when they receive it.

Jim was asked to contact Sean to see if the Swiss Competition software can be borrowed for the event (Sean is said not to be available on the 23rd).  Graham Booley will get sufficient boards, pieces and clocks to Mike Salisbury.  Jim Bingham said he could help with getting them back to Graham after the event.

4. LRCA 150th Anniversary

There was general agreement that it would be good to do "something" for the 150th and to do so preferably before Christmas.  The committee felt a grandmaster simultaneous might be an appropriate event and ran through a number of potential GM's.  Jim was asked to discuss the matter with Sean Hewitt who might have better contacts for this idea.

5. Junior Chess

Nobody has been identified to fulfil the role of Junior Chess Chairman.  David Reynolds will send an e-mail to those addresses that he has on file.  The e-mail will express the problem and ask for volunteers to head a Junior Chess initiative.

6. Reports from Sub-Committees

The Treasurer (Jim Bingham) said the LRCA is currently solvent.  There are some moneys still to get in but there is nothing of consequence to report.

The County Teams Chairman (Graham Booley) has distributed the fixtures and confirmed our entry into the Open; U160 and U120.

LMC Secretary (Mike Salisbury) said the LRCA handbook is nearly complete.  He is just waiting for the league fixture list from Mike Thornton in a form suitable for inclusion.  Once complete it will take less than a week to print the 200 copies.  Mike has sent out invitations for entries to the winter cups, but once the initial draw is made these Swiss competitions should largely look after themselves, particularly as the "free" weeks are defined.  Mike said he might ask Iain Dodds if he would like to run both Winter and Summer Cups.

7. Archivist Post

Jim Miller said he had been bequeathed documents from Otto Hardy's estate, essentially for the benefit of Loughborough Chess Club.  Loughborough do not have a natural repository and Jim feels the documents can be shared more widely.  These along with other documents related to the LRCA 150 year history need a "home".  In addition someone called Peter Maunder has offered a collection of chess articles and books, which sound more national in content.  Jim suggested we should consider appointing an archivist and will ask Brian Foreman if he is interested in doing this.

8. P.N. Wallis Papers

See item 7 above.

9. LRCA Constitution: Possible 2011 Changes

Jim Miller suggested the committee consider the current document and bring forward adjustments.

10. Any Other Business

ECF Yearbook

David Reynolds mentioned the LRCA entry in ECF yearbook was not adjusted last year.  David passed the ECF renewal form asking for £36 for up to 900 words and four copies of the year book to Jim Bingham.  It was queried whether we paid last year, and it seems we did.  The committee decided to continue with the entry and David was asked to submit a revision.

ECF Fees

Jim Bingham queried whether (now Sean Hewitt is less active) the infrastructure is in place to verify fee bills from the ECF.  There is some uncertainty whether the member records (for result and grading) knows if ECF membership fees have been paid.  Jim and Jim Miller will examine this matter.