American Contract Bridge League
District 8 Board of Directors Annual meeting
Saturday July 18, 2015
Renaissance Hotel St. Louis Missouri

Board and Committee members present: Debbie Avery, Rick Beye, Michael Carmen, Gary Chaney, Scott Davis, Karen Coe, Jay Coleman, Marilyn Croft, Ardythe Edwards, Georgia Heth, Kimberly Grant, Martha Leary, Marci Meyer, John Pree, Debbie Romero, Linda Seibert, Carole Sholes, Ron Sholes, Neil Whittle.

Board and Committee members absent: Ron Brotherson, Margaret Hansell, John Kinst, Camilla Rabjohns, Chris Shaw, Mary Beth Shaw, Karen Walker, Hugh Williams, Milt Zlatic.

Ms. Leary called the July 18, 2015 District 8 Board of Directors Annual meeting to order at 9:30 AM. Ms. Leary welcomed new Board member Ardythe Edwards from Unit 239. Mr. Coleman moved to accept the minutes of the May 23, 2015 meeting as presented. Second, Ms. Croft carried. 

Treasure’s report: Ms. Avery submitted the District 8 tax return, the proposed budget for calendar year 2016, the current income and expense report and the District 8 check and money market registers and the NABC CD statement. Mr. Coleman moved to accept the proposed budget as presented. Second, Mr. Pree carried. Mr. Carmen moved to accept the treasurer’s report as presented. Second, Mr. Coleman carried.

Nominating: Ms. Sholes presented the slate of officers for the 2016 District 8 Board of Directors. The slate presented is Martha Leary for President, and Michael Carmen for Vice President. MS. Croft moved to accept the slate as presented. Second, Mr. Coleman carried.

President’s report: Ms. Leary appointed Rick Beye as District 8 Tournament Coordinator, Debbie Avery as Secretary Treasurer, Marilyn Croft as Charity Chair.

ACBL Director’s report: Ms. Heth noted that there had not been a ACBL BOD meeting since the District’s last meeting. She noted that the next meeting in Chicago will discuss the surcharge disbursement for non ACBL members.  

Financial Review: No report.
Charity: Ms. Croft reported that the District wide charity game will be held the entire month of October the funds will be designated for the Youth Bridge Camp.

Goodwill: Ms. Heth noted that the new Goodwill pins had been ordered.

Judiciary Committee:
	Discipline: No Report.
	Appellate: No Report.
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Minutes of the District 8 Board of Directors Annual Meeting July 18, 2015

Education Committee: Mr. Shaw submitted an emailed report that noted that Youth Bridge camp had hosted 35 campers from 14 States. He hopes to have a contract in place for June 25 through June 30. Adult Bridge camp will run from October 19 through the 22.

Tournament Coordinators report: Mr. Beye noted that he had several sanctions pending that he will approve when he gets home. 

Regional Tournament reports:
Champaign: Ms. Sholes noted that attendance was much lower this year than last year. There were some concerns raised regarding the financial report that was submitted Carole will follow up with the tournament chairman and report back.

Crystal Lake: Ms. Croft reported that the attendance was down and that they hosted 942.5 tables as compared to 1100 tables last year. She noted that the pair games were the biggest draw for them this year.

Effingham: Mr. Wynn reported that while their attendance was up from their last regional, they are hoping for more participation in 2016.

St. Louis: Mr. Carmen reported that the attendance was up from this time last year he credits the increase to having more pro teams in attendance.

Future Regional Reports:
Champaign: Ms. Sholes indicated that the schedule for 2016 needs to be enhanced to be more inclusive she asked for input on the existing schedule. She requested schedule approval via email.

Crystal Lake/Effingham: Ms. Croft presented the tentative schedule for Crystal Lake 2016 tournament with discussion regarding events. Ms. Coe asked for time to review the Crystal Lake schedule so that Unit 223 can build their 2016 schedule around the Crystal Lake schedule. She introduced the issue of site retention in Effingham. Ms. Sholes moved that Unit 223 be allowed to retain the existing site for 2017 and 2018. Second, Ms. Romero carried.

Ft. Wayne: Ms. Grant reported that Unit 154 could extend their contract with the hotel through 2017. Mr. Coleman moved to approve the contract extension request. Second Ms. Coe Carried. 

St. Louis: Mr. Carmen reported that the St. Louis tournament is scheduled for August 15-16 for 2016. He also noted that contracts have been signed for 2017. The schedule for 2016 will probably remain the same approval will be via email.
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Minutes of the District 8 Board of Directors Annual meeting July 18, 2015

STaC report: Mr. Davis reported that he had sent a spreadsheet with table counts for the last five years. He noted that the Fall STaC will begin the Last Monday in October the Winter STaC will begin the first week and February, he has the event sanctioned through 2017. 

NAP status report: Ms. Leary reported that the NAP event will be held November 8 2015 at the Fluid Event Center in Champaign. She noted that the COC need to be prepared and asked the Board for input on allowing the mid-chart to be used in the top bracket. Mr. Coleman moved that the mid-chart be allowed be allowed for the Top flight of the NAP. Second, Ms. Croft motion failed.

GNT report: No report.

Second Reading of Proposed Changes of the District 8 Bylaws: Mr. Carmen noted that these proposed changes were for clarification purposes. Mr. Coleman moved to approve the changes as presented. Second, Mr. Pree carried.

First reading of proposed changes to Article IV of the District 8 Bylaws: Mr. Carmen outlined the proposed changes to Article IV. Those changes appear italicized.

 Article IV: Board of Directors

Section A. The Board of Directors shall be the governing body. All members of the District 8 Board of Directors shall be a resident of the District.

Section B. (1) Each Unit Board of Directors shall select two of their resident members to be Unit representatives and members of the District Board of Directors in addition to the Unit President. Should the Unit President elect not to serve on the District Board he may appoint a resident member of the Unit to be a Director in his place, who will have full voting privileges. The term of office for each selected members shall be two (2) years, to coincide with the terms of the Board of Directors President and Vice President. (See Article VII, paragraph B1). All Board Members shall hold office until their successors are selected and qualified or until their sooner death, resignation or removal. They shall be selected in different years to begin their terms as representatives. The Unit President or his appointee shall serve for the duration of the Unit President’s term.

(2) Member Units shall notify the District Administrative Secretary-Treasurer in writing as to the names of those selected immediately following such selection. In the event of vacancy Unit Presidents, with approval of Unit Boards of Directors, shall appoint replacements for the balance of such representative’s term, and shall submit in writing promptly the names of such replacements to the District Administrative Secretary-Treasurer.

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Minutes of the District 8 Board of Directors Annual meeting July 18, 2015

First reading of proposed changes to article IV of the District 8 Bylaws continued:

(3) Proxies shall not be permitted.

(4) The ACBL Board Member of the District and the First and Second Alternates shall be members of the District Board of Directors but shall have no vote and shall hold no office unless elected pursuant to paragraph 1 (one) of this Section. They shall act as consultants to the Board with full privilege of addressing the Board and introducing items of business.

Section C. All vacancies in the Board of Directors, whether caused by resignation, death or otherwise, may be filled by the affirmative vote of a majority of the remaining Directors. A Director elected to fill any vacancy shall hold office for the unexpired term of his predecessor and until a successor is selected and qualified, and shall be a member of the same Unit as the director being replaced.

Section D. Any Director may resign at any time, delivering written notice to the President or Secretary, or by giving oral or written notice at any meeting of the Board of Directors. A director’s resignation shall take effect upon delivery of notice unless the notice of resignation specifies a later effective date. Acceptance of a director’s resignation will not be necessary to make it effective.

Section E. A Director may be removed for cause at any meeting of the Board of Directors provided that two-thirds of those present shall so vote. The Director subject to removal for cause shall be notified in writing of the grounds for such removal. Such notice shall be delivered by certified mail and shall be mailed at least fourteen days before the date of the meeting. The grounds for removal must be submitted with the notice of said meeting and said Director shall have a reasonable opportunity at said meeting to object and argue his removal with representation by counsel of his choosing at his own expense.
Mr. Coleman moved that the first reading of the changes to Article IV of the District 8 Bylaws be accepted as presented. Second, Ms. Seibert carried.

Standing Rule updates: These modifications of the Standing Rules for District 8 are as follows:
 Underline represents deleted wording italicized represents additional wording.

4 District Board Meetings

B.  Compensation
Each voting Director, each honorary Board member, each Board of Governors member, and each active committee member present at the District Board meeting, who is not otherwise receiving free plays at the tournament, shall receive compensation equivalent to...

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Minutes of the district 8 Board of Directors Annual meeting July 18, 2015

Standing Rule updates continued:

5. Standing Committees/ Representatives

B.  Finance officer and Audit Financial Review Committee

4) The Audit Financial Review Committee shall consist of two (2) members excluding the President and the Treasurer.

a) The District President shall appoint with the approval of the Board one member of the Board to serve as chairman of the committee.

b) The Administrative Secretary-Treasurer shall deliver all books to Audit Financial review committee within sixty (60) days after the end of each fiscal year.

c) The Audit financial review committee shall complete the audit financial review and report to the full Board at the next regular meeting.

C Judiciary Committees

1) The District organization shall establish a District Appellate Committee.

a) The District Appellate (DAC) committee shall be composed of three (3) resident members of District 8.

c) A quorum shall consist of two (2) members; at least one shall be a practicing or retired member of the legal profession.

2) The District Disciplinary Committee shall be formed on an Ad Hoc basis Chairman shall be appointed by the President of the District Organization, or in the Presidents absence, by the Vice President of the District.

9. Regional tournaments

	5) Deleted replaced with 6

	6) Replaced by 7

E) All other activities and responsibilities for Regional Tournaments are assigned to the Host Units. Each Host Unit will provide for the following and include cost in each budget.
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Minutes of the District 8 Board of Directors Annual meeting July 18, 2015

Standing Rule Updates continued: Section E

	5) Deleted, replaced by 6.
7) Schedule at least one (1) single session charity event to be held in conjunction with the Regional. The Unit is encouraged to benefit a local charity.
	9) Becomes 8
	10) Becomes 9
	11) Becomes 10
	12) Becomes 11
	13) Becomes 12

Sectional Tournaments

A. Dates and sites for Sectional Tournaments shall be sent to the District Tournament Coordinator, who will check for date conflicts and adequacy of site location.

D. Deleted
Charity Events
 An annual District Wide Charity Game shall be held each year as scheduled by the District Board.

14. Retention of Financial Records
The Treasurer shall retain bank statements, cancelled checks, check registers, receipts for expenses, tournament reports and any other pertinent financial information for seven years. All Treasure’s reports, financial statements and tax returns shall also be retained for seven years.

Mr. Coleman moved to accept the updates to the District 8 Standing rules as presented. Second, Carole Sholes carried.

Being no further business before the District 8 Board of Directors Mr. Coleman moved to adjourn the July 18, 2015 Annual meeting of the District 8 Board of Directors. Second, Ms. Croft carried.
Respectfully submitted
Deborah Avery District 8 Secretary
Minutes of the July 18,2015 District 8 Annual Board meeting