ADBC BOARD MEETING
(April 15, 2008)

The meeting was called to order at 6:02 pm by President, Caron Peck.

MINUTES: Previously approved and posted.

STANDING REPORTS;

1. Financial - Barbara Odom
   1. Membership is now at 160 members (up from 143 last year). Revenue from membership is $4,000.
   2. Nine games did not make in March. We will continue to watch for problem areas.
   3. Preliminary report from the tournament. All receipts are not in but it looks as though we made a profit of $5,080.66 (down from $7,401.71 in 2007). The number of tables in play was 379.5 (down 19 percent from last year). Swiss Sunday had the largest drop in tables (partially attributed the Dallas Unit Game at the same time). The tournament was also a conflict with the Shreveport Regional. Next year we should be back to our regular February schedule.
       
2. Club Operations. - Roy Booth
   1. Air conditioning was repaired last Wednesday. Culprit appears to be someone trying to steal parts from the AC.
   2. Sign is scheduled for repair on Wednesday (April 16). (People did work on the sign Wednesday)
   3. Telephones. Telephone near the coffeepot will not allow you to dial out and telephone near director’s desk needs to be moved as it is knocked off the wall with regularity. Roy will look into a new system. It is felt new phones could be procured inexpensively. Roy plans to research this week.
       
3. Director’s Report. - Cary Jennings
   1. Directors for special games. Lucky Snider worked at one of our previous events and will direct this Saturday for the April Fool’s Game. Max Jackson will direct our Diez de Mayo game and is interested in directing other games.
   2. Roy Booth and Cary Jennings are co-directing reintroducing Roy into directing.
       
4. Events and Calendar: Reporting and Planning
    
   1. Special Events - Doris Doores

      April 19	April Fool’s Game featuring Hugh Hillaker and Rick Price.
      May 10	May 10- Diez de Mayo with tacos and beverages.
      June 28	STAC Swiss team (Silver Points)
      Betty Gilmore and Nancy Garrett are new life masters. Plan a party for a Monday night.

   2. Newsletter/Calendar Report - Ann Overfield
      Calendar for May was distributed and she is working on the newsletter.

OLD BUSINESS;

1. Feet for chairs to prevent carpet damage. Roy has contacted manufacturer who would like photos of feet and will send us replacements.
2. Questionnaires. Roy stated overall people were happy with the club with no major issues.

NEW BUSINESS;

1. Charity Survey Results. Georgie present results to the board. The charities with the highest number of votes were

   The Women’s Shelter - 65 Meals on Wheels - 45 Arlington Life Shelter - 44 Arlington Charities - 37

   Georgie will notify Bill White of results
    
2. Common Infactions - Cary Jennings - With permission of a Canadian Bridge Club, Cary has prepared a document for use in a lesson and will provide copies to members. The document gives pointers for good manners at the table and reminders of infractions. Document will probably be available in July.
    
3. Ineligible Player Guidance - Caron Peck - After consulting with ACBL, Caron has prepared a document for consideration when ineligible players are in a game. Each director will receive a copy to assist them in making a decision on case-by-.case basis.
    
4. Snacks Issue - Doris Doores - Doris requested clarification about purchasing snacks for the club. It was decided to continue purchasing some snacks to be kept in the store room and the directors can bring them out as needed. The club does not provide all the snacks but will supplement as needed.

UPCOMING ITEMS

1. Discuss GIC inputs for regular Saturday game. Suggestion was to have more Saturday games.
2. Mixed pairs into limited games.
3. Recommendations from Carol Stodghill’s committee about joining two daytime games when one of the games does not make.
4. Fall Extravaganza. Will discuss another Chuck and Caron show to include breakfast, lunch, and a super presentation. Last year the cost was $25–need to increase it to possibly $30.
5. Increasing participation in daytime games. Board members will brainstorm at another meeting Jack Muzzio’s suggestion to lower daytime fees for the summer such as an early bird special; Special daytime games; and, calling people asking them to play. Suggestions will be considered at next board meeting.
6. A larger table is needed in the back room. More workspace is a must. Ann Overfield will handle.
7. Rugs at front door and in the kitchen area are a hazard. Roy Booth will look into purchase of large mats (plastic or rubber). The rugs are fraying and could cause a person to trip/fall.

Meeting adjourned at 7:15 pm.

ADBC BOARD MEETING
(March 18, 2008)

SPECIAL ACTION ITEM: 2008-2009 Board Organization

At a pre-meeting with new board members, new positions were determined and members were encouraged to become familiar with by-laws and look over minutes from last year’s meetings. Positions on the board will be:

Hugh Hillaker was thanked for his guidance and participation as the Vice President for the past two years. He stated he would be available if needed. He also commented that an error had been made in the approval of a motion and amendment which occurred at the annual meeting. It was suggested all board members become familiar with ROBERT’S RULES OF ORDER. Also, we need more directors - perhaps Su Doe would teach another course as well as a refresher class.

REGULAR BOARD MEETING

The meeting was called to order at 6:15 pm by President Caron Peck. Minutes from February meeting had already been approved and posted. Ann Overfield should have minutes from the annual meeting in one week.

Standing Reports

1. Financial reports were given by Barbara with more detail than usual for the benefit of the new board members. Some changes were made in the format of reporting with suggestions from both Barbara and auditor, Mickey Tyron. The end figures will be the same with more detail on some items.
   1. There are 156 members in the club. (An aside-a 20 percent quorum is required for meetings.) We had approximately 75 people at the annual meeting.
   2. Monthly cost of ASG (security) increased from $26.95 to $27.65.
   3. Recently had a fire extinguisher inspection by the Arlington Fire Department and should be okay until December 2008. Ann took extinguishers to be checked and still needs to have the large one in the back room checked.
   4. Average table count for January was 6.38 tables; for February 5.19 tables with 4 games not making; and, for half of March 4.27 tables with 8 games not making. It was noted that the income from limited games is what is keeping the club "in the black"; however, we need to find ways to improve attendance at all games especially daytime games.
2. Club Operations.
   1. Deferred item for new feet on chairs is still tabled. Roy has be unable to find a source for the feet.
   2. Barbara noted the sign outside the door appears to be hanging on “one” thread. Roy will stabilize the sign.
   3. Air conditioning in the front room seems to be on the blink. Roy will check but he said something seems to happen every couple months.
   4. Questionnaire results indicated people were interested in more Saturday games and there were not any complaints about the directors. Also, people would like to participate in Pro-Am games.
3. Director’s Report.
   1. Hugh spoke of need to keep more directors on file and said he would like to use hand records for the upcoming April special game with he and Rick Price as featured players/helpers. Lucky Snyder and Cary Jennings will be the directors.
4. Special Events. Doris has special events planned:

   April 1	Celebration of new diamond life master, Pat Cassidy
   April 19	April Fools Event with Hugh and Rick
   May 10	"Diez de Mayo". Fliers will be published after tournament.

5. Newsletter/Calendar Report. Ann gave board members a copy of new calendars and she is working on the newsletter. Ann commented sign on front door should be changed to reflect new limited games available-Caron will handle.
6. GIC Recommendations were discussed. Suggested more Saturday games. Perhaps the club could have one extra Saturday game a month. It would have the be worked around tournaments and other special events.
7. Twenty-Fifth Anniversary of the club will be August 25. Cary suggested we work on a celebration in August .
8. Tournament. Dee Berg came to the meeting to discuss contract for the 2009 year with the promise of the convention center for mid-February. We are also required to pay half the rental cost at the time the contract is signed. Contract was signed and check for half the cost issued.

Meeting adjourned at 7:25 pm.
Minutes were approved by the board on March 25.

ADBC MEMBERSHIP MEETING MINUTES
(3/15/08)

Caron Peck, ADBC President, called the meeting to order at 11:05 am.

Board members present: Caron Peck, Roy Booth, Doris Doores, Ann Overfield and Barbara Odom.

Caron opened the meeting with some general comments pertaining to 2007. It was a good year with table count increasing by 460 tables. Our net income was approximately $8,400.00 versus an approx $7K loss in 2006. The $15,000 improvement is primarily attributable to the 2006 expenses related to our facility relocation.

While overall numbers are good, we have several issues that need to be addressed. The morning open games are struggling, and one recent Friday evening game failed to make. We need to preserve the success of the new programs and limited games, but it would help if everyone would support our open games and other events whenever possible. We don’t want to take players away from a successful game to help a failing game, but we would like to see higher overall attendance. The Saturday special events have been hugely successful, and contributed significantly to the increase in table counts and revenues for 2007.

The minutes from the 2007 membership meeting were addressed. They had been posted on the Club website and hard copies had been on the Directors’ desks for the last month to give members ample opportunity to review them. Bill Gibson moved they be accepted as written and Mickey Tryon seconded the motion. The motion carried and the minutes were approved.

Next we heard from the nominating committee. Barbara Odom chaired this committee and her committee consisted of Roy Baughman, Melody Gann and Helen Nelson. She reported it is not easy to find people willing to run and thanked those who said yes. In Alpha order each nominee got up and said a few words:

Roy Booth has been on the board and has been in charge of maintenance of the facilities. He commented that he had been a better manager than Hillary Clinton.

Judi Evans said she had been a member of the club for 3 years. She loves to play and plays 5 times a week, a diversion from her work duties. She has owned and managed companies, and knows how to market and promote. She said she would always be willing to help.

Bill Gibson said he generally liked everyone at the bridge club but 2 or 3 that were not nice. Served on the board before and the nominating committee. He said his work schedule was very busy so a vote for him was a desperate vote.

Georgie Jaeger spoke next and said she had been playing since the Ft. Worth Nationals. She had served 2 terms as secretary on the board before. She also chairs the hospitality committee. She will be glad to help in anyway she can.

Cary Jennings said he would be brief even though he is a lawyer. He has been a member since 2002 and is directing some games. His law firm contributes some expertise and help to the club when needed.

Caron mentioned all the time and effort that had been put in this past year and said things are leveling out so was willing to serve another term if elected again.

Jo-Nell Scott said she took her bridge seriously and since meeting Chuck and Caron had really enjoyed her bridge. She related each club member as a battery relates to an engine - it is small but very important.

No nominations were made from the floor so ballots were passed out to ADBC members with current dues paid. Everyone was instructed to vote for no more than 4 candidates. Complete ballots were collected and the nominating committee adjourned to the back of the club to conduct the count.

Roy asked that his questionnaire that had been passed out also be completed and turned in so he could tabulate and report the information.

Next Barbara Odom gave the 2007 financial report. She said it was posted on the net and the board in the back room. She divided it into 5 years to show our results over time. In 2006 we had 3,451 attendance and in 2007 3,911. January 2008 we saw the biggest attendance for a single month in our history with 400 tables. Table revenue is up and expenditures down in part because of no relocation expense. Director fees and supplies were up but with more attendance that is only natural. Barbara is reporting tournament expense and income in the appropriate years. The Tournament income for 2007 was $8,551. The ending cash balance for ’07 is $21,000.

Mickey Tryon, Audit Committee Chair, gave the report from the Audit Committee. His committee consisted of Mickey, Glenn West and Bill Gibson. Mickey said Barbara was doing an excellent job and both Nancy Peterson (prior Treasurer) and Barbara were contacted and were very helpful in answering any questions. The committee selected 3 months at random to "beat to pieces", reviewing expenses and income. No checks were written unless a receipt was furnished. All information was compiled correctly, Tournament expenses for 2007 and 2008 not mixed in with general expenses and are accurate for 2007. Mickey applauded the Board for making its financial reports readily available to its members for them to review on an ongoing basis.

Next Dee Berg, Sectional Tournament Chair, talked about the upcoming tournament. It is just 3 weeks away. We need everyone’s support because it is our big money maker and we need to bring lots of players in. We had to move the tournament this year to April because the Grapevine Convention Center gave our spot away. But Ft worth is pushing for us to move it back to February and Dee has made arrangements for Feb. 13, 14 & 15 in 2009. Flyers for the 2008 tournament are available if anyone needs some.

Dee also said she will need help setting up on Friday morning, April 4. Max Jackson is bringing the tables from Ft. Worth, but needs help setting them up and putting the bidding boxes together etc. Caron volunteered Chuck Burke as one volunteer for Friday morning at 8:30. Also need someone to hang the banner. Dee will need someone to make coffee each day - it should be started about 45 minutes before the morning session. Bridge players want their coffee when they come in. it is so much easier to be able to make our own coffee instead of paying per gallon from the convention center. We will also need someone to keep the water jugs filled. Two 60-cup pots will be purchased so we have them for the tournament and also for special events at the club. People will also be needed to help with tear down on Sunday. Sign up sheets are on the front board and the director’s desk in the back room. Everyone was urged to volunteer and sign up.

Doris Doores and Jo Nell Scott will man the partnership desk. Need some stand- by partners to fill in if anyone comes without a partner.

Host hotel Super 8 gave us the same rate and number of rooms as last year. Had some trouble getting them because of the Nascar race that is that same weekend. There are only 5 rooms left and the cut off is Monday. Contact Lee Ivory if you need reservations.

Dickey’s Barbecue will be catering again this year and they gave us the same price as last year.

Dorothy Moore and Ann Overfield are in charge of the caddies. The caddies are paid $25 dollars a session. If anyone has a child or grandchild that they think might like to caddy, please let Dorothy or Ann know.

We will also have 2 drawings for Southwest Airline tickets again this year. Donations are being accepted at 1 for $2, 3 for $5 and 7 for $10.

Glen Terrell, I/N Coordinator, talked next about the EasyBridge program. They have about 7-9 tables weekly, and have evolved to a 49er game. They plan to keep that group together after EasyBridge 3 is completed, so the next session of EasyBridge will need to be at another time.

Glen reported that the mentoring program was going well and that he had actually had one more mentor then mentee sign up this last time. We really appreciate the Big Guns giving back to the club by helping the newer players. Caron said Glen does a good job on education and liaison work.

Next our charity contributions were discussed. ADBC gave about $6,000 to charity this past year. Some were ACBL Charities and some local. The ballots for the charities to be supported this next year were passed out. AISD Youth needed to be added as it was inadvertently left off. Ballots should be turned in by March 23rd.

Barbara announced the election results. The new board members are Roy Booth, Georgie Jaeger, Cary Jennings, and Caron Peck.

NEW BUSINESS:

A motion was made by Joyce Journey to start the Wednesday morning Open game at 10:30 and to combine the 749 and open game making the game a 0-infinity game. It was seconded by Eileen Wedding. Discussion was next; Dee said we shouldn’t try to fix something that was not broken. The 0-299 players should ask the more experienced players to play with them, they can learn that way. Caron stated that the club never liked to have to turn away players due to a game not making. Melody Gann stated that before the 749 game on Wednesday mornings, the open game sometimes didn’t make anyway.

It was suggested by Mickey Tryon that the director of these games, Jimmy Reynolds, be consulted as to what he thinks his players want. Carol Stodghill recommended that a committee be formed to look into the Wednesday games and other games and provide some recommendations to the Board. Carol volunteered to chair the committee. Roy Baughman moved that the motion be amended to appoint the recommended committee. The motion was seconded and carried.

There were no other items of new business. It was moved that we adjourn to have lunch and play bridge. Motion carried, and Caron adjourned the meeting at 12:30 p.m.

ADBC BOARD MEETING
(2-19-08)

Present: Roy Booth, Caron Peck, Ann Overfield, Hugh Hillaker, Barbara Odom, Doris Doores, Margot Hirsch (Guest), Dee Berg (Guest)

Caron Peck called the meeting to order at 6:00 p.m. The January minutes are approved and posted.

STANDING REPORTS

Barbara Odom presented the Treasurer’s Report. January 2008 had 400 tables. This is the highest monthly table count on record for the club. The net income for January was $706. The report was approved. Also, Barbara presented a membership audit.

Roy Booth reported on Club Operations. He is working on feet for the chairs to protect the carpet. The board approved the purchase of one director’s chair not to exceed $150. He reminded the board members to bring extra chairs for the upcoming Saturday Teams Game. At least thirty-five teams are expected.

Hugh Hillaker reported on the directors. The game on March 15 after the Annual Meeting will be a special pairs game. Chuck and Lucky will direct. Hand records will be available after the game. Hugh also described the plans for the April Fool’s Game on Saturday, April 19.

He and Rick Price will play the entire game. One will sit North-South and the other will sit East-West. Players will have the opportunity to play at least one board with either Hugh or Rick. After the game hand records will be available. Also, Hugh and Rick will conduct a question and answer session.

Doris Doores reported on other upcoming Special Events. The Annual Membership Meeting is March 15. As long as dues are paid prior to the start of the meeting, players may vote and play free that day.

Doris is planning a special event to honor Pat Cassidy. She recently made Diamond Life Master. Doris and Helen Nelson will pick the date for a Tuesday Night Game.

A Diez de Mayo Game is scheduled for May 10. The details will be forthcoming.

OLD BUSINESS

Barbara Odom was appointed Chair of the Nominating Committee. Mickey Tryon was appointed Chair of the Audit Committee.

Caron reported on a special meeting held January 29. Members of the Board, Growth Initiative Committee, and some game directors were present. The board approved holding two games on Thursday nights. The games are: 0-199 directed by Dee Berg on the first, fourth, and fifth Thursdays and Ann Overfield on the second and third Thursdays; 0-1000 directed by Chuck Burke and Caron Peck. A mini-lesson will take place at 6:45 p.m. and each game will begin at 7:15 p.m. The Board also approved a 0-299 daytime addition to the schedule.

Effective immediately, Caron will make extra hard copies of Club Announcements for those that do not have computer access. She will add Byron Taylor and Margot Hirsch to her announcements electronic list.

NEW BUSINESS

Barbara Odom, Nominating Committee Chair, reported on her committee’s work. The committee consists of Barbara, Roy Baughman, Melody Gann, and Helen Nelson. The 2008 Board of Directors nominees are: Roy Booth, Judi Evans, Bill Gibson, Georgie Jaeger, Cary Jennings, Caron Peck, and Jo Nell Scott. All nominees are encouraged to submit their biographical sketches as soon as possible.

The Board approved increasing the cleaning fees for Doris Doores and Ann Overfield from $100 per month to $150, effective March 1, 2008 to be paid April 1, 2008.

Roy will draft a questionnaire to gather input about ADBC player satisfaction. If approved by the Board, the questionnaire will be distributed at the Annual Meeting.

Dee Berg, Tournament Chair, presented her report. Hugh will present the Saturday evening lecturette. Doris will select someone to help her with Partnerships. Dickey’s will cater the Sunday meal. Doris will purchase the candy and snacks. The snacks will be served Friday and Saturday afternoons.

The decorating will take place on Friday morning and consist mainly of balloons and the banner. Dee will talk with Bill Gibson about the tables. Max Jackson is in charge of the Unit’s trailer. Dee will talk to Tom Hughes about the water containers. Dee will ask Ann and Dorothy if the caddies can help with the water service. Dee is working with Dorothy to distribute fliers to the clubs.

Southwest Airline tickets will be raffled and Peggy McCormick will be asked to handle the raffle. Dee will talk to Katye Kowierschke about coffee pots and supplies. Dee will also check on borrowing bidding boxes from Fort Worth. Caron is responsible for the trophies. Dee will likely attend the March Board meeting to finalize any items for the tournament.

The meeting was adjourned at 7:30 pm.

ADBC BOARD MEETING
(1-15-08)

Caron Peck called the meeting to order at 6:00pm. Those present were Caron, Hugh Hillaker, Barbara Odom, Doris Doores, and Roy Booth. Those missing were Peggy McCormick and Ann Overfield. Guest was Glen Terrell.

Minutes of Previous Meeting: We still have not seen the minutes from the December 4th Board meeting. Action: Peggy - please provide asap for Board review and posting.

Vice-President Report Hugh discussed his difficulty in scheduling a Director for the Swiss last Saturday. Lucky was very willing and did her usually excellent job. There were 30 tables which exceeded expectations.

Financial Report Barbara provided a glowing report on the financial health of the club. We ended the 2007 year with a net income of $8,406.13, an increase in 460 tables over 2006, and a reduction in electricity, gas and water costs of $707. Some months, the unit games actually made money for the first time.

Special Events: It was agreed that the election meeting will be held on March 15 to include a free play for members and meat (brisket) provided by the club. Caron will prepare fliers and send a note to Bill for posting to the website.

Hugh will contact Pat Cassidy about a special recognition event for her achievement of Diamond Life Master.

Club Operations Report Roy reported that ASG will install sensors at both doors, on the HVAC units, and on the transformer housing for the front sign at an installation cost of about $500. The monthly security fee will remain $30. The board decided not to spend this money at this time.

The front sign has now been repaired. Vandals stole the transformer and the replacement cost was around $400.

The air filters are being replaced every two months

Roy will look into acquiring new "feet" for the chairs to preserve the carpet.

Old Business:

1. Roy already discussed the security issue. He added that we have 41 tables and enough padded chairs for 30 tables. We have metal folding chairs for 3 more tables. It was decided that no more tables or chairs are needed at this time. No progress on finding the missing chair feet to prevent carpet damage.
2. Dee would like to leave the garland up year round. The board voted to approve this request.
3. It was decided that the game times will remain unchanged. (It was noted that the only games that are true candidates for an earlier start time are the Monday evening open game and the Tuesday evening game.)

New Business:

1. Barbara was appointed to chair the 2008 nominating committee. She asked that each board member send her three candidates for this committee.
2. Caron will ask Mickey Tryon to chair the Audit Committee by Feb 15, 2008. Mickey performed this task last year.
3. A meeting has been scheduled for January 29 (Tuesday) at 6:00 to discuss GIC recommendations and changes to the ADBC menu of games. Caron will send an email notification to Board members, GIC reps, and game directors.
4. For the Club’s special event in April, Hugh will contact Rick Price about a special "April Fool’s" game where Hugh and Rick would be permanent players with their "partners" rotating through via the normal movement. Hugh will report status as soon as details are available. April 19th date tentatively set for this event.

The meeting was adjourned at 7:30 pm.

http://d16acbl.org/U176/ABC/Effects/minutes.htm