Minutes of the D20 Board of Directors Meeting
Vancouver, Washington (OTR) – February 23, 2007

 

Meeting called to order at 4:50 p.m. by President, Marc Zwerling

Attendance:

Asai, Sam

Monroe, Guy

Peery, Bob

Ashton, John

Monroe, Karol

Taylor, Jeff

Ashton, Marie

Murdock, Jo Anne

Vilhauer, Marilyn

Crumb, Larry

Kroning, Sue

Vilhauer, Merlin

Sandahl, Mike

Yocum, Jan

Wimer, Sheila

 

Tolliver, Mark

Zwerling,Marc  President

 

  1. Non-Agenda Items
    1. Mike Sandahl is introduced as proxy for Bernadine Lacy, Southern Oregon, Region 7.
    2. Sheila Wimer is present as proxy for Donna McLeod, Region 3, Nevada
    3. Jan Yokum was introduced as the new Area Rep for the Portland area, Region 5.
  2. Approval of Minutes
    1. Asai moved, Guy Monroe seconded and the minutes of the meeting in Seaside were approved unanimously
  3. Treasurer’s Report: Marie Ashton
    1. Reserves were $ 132,559 at the fiscal year ended January 31, 2007, compared to $128,552 at 1/31/06.
    2. Income for year was $ 4,008, compared to $ 9,396 last year, but only $ 35 less than budgeted.
    3. The Reno Regional made $ 12,303, shy of budget by $5,200 and $7,000 less than last year.  The Hawaii NABC and the close proximity of the Monterey Regional were factors in the decline.
    4. Overall tournament income for the year was $ 33,166, down about $6,000 from budgeted, mostly due to Reno. Reno income was down about $7,000 from last year and short of the budget by $5,000.
    5. The budgets for each tournament and overall operations for the coming year were presented. Tournaments are planned to produce net income of $42,150, contributing to the overall income target of about $ 7,000. Voting on the budget was held off until the Finance Committee report was received.
    6. Marie reported that the Hawaii NABC committee repaid the$5,000 loan made by our District; payment was received in February.
    7. Jo Anne Murdock moved for approval, Bob Peery 2nd, passed unanimously.
  4. Tournament Manager’s Report - Marilyn Vilhauer
    1. OTR regional:

                                                               i.      Marilyn has received much positive feedback on the playing area and surrounding amenities in Vancouver. There were minor issues with parking and the usual heating/air issues. Rooms sold out in the Hilton.  Most of the games have been at estimates, reported Head Director, John Ashton.  The exceptions were Monday night and the morning games.

                                                              ii.      The tournament will be held at the Vancouver Hilton again in 2008.  For 2009 and future years, Marilyn has options at the Hilton but will also look again at the Red Lion-Jantzen Beach.

    1. Flyers for 2007 tournaments in Eugene, Seaside and Reno are available. The Area Reps will be responsible for distributing flyers to their clubs and sectionals.  The colorful new look to the flyers is courtesy of Sue Kroning.
    2. Committees are in place for the remaining 2007 tournaments and the 2008 Medford Regional.
    3. Marc Zwerling commented on the onerous clauses that most hotels are putting in contracts these days. The hotels want many guarantees from us, attrition, liability and cancellation clauses, with large financial penalties if we are unable to meet the minimums.  Marc stated that this is a reason our reserves will have to be increased and maintained at an adequate level to cover possible liabilities in the future.
  1. Finance Committee Report-Mark Tolliver
    1. Mark reported that our District revenues are down due to tournament attendance slipping. Expenses are increasing, so our financial status is deteriorating with no clear reversal indicated in the future. Our withdrawal from Western Conference and the attendant $15-20,000 reduction in annual expense has kept us in the black. As a result, the Finance Committee recommends we carefully review our expenses and exert control there. In addition, dollars need to be spent on marketing and hospitality to continue to attract players. One area of concern discussed by the committee is the number of free plays distributed at our tournaments, as these are truly an expense to the tournament. Jean Johansson has sent out a survey to the other districts about issues like this. Findings will be presented in Eugene.  The I/N and education programs are very important, but the administrative costs are of concern.

 

 

    1. Separate recommendations by the Finance Committee were discussed, voted on and passed unanimously:

                                                               i.      Change table fees from $9.50 to $10.00, effective in Eugene. The budget will not have a deficit with the increase.  Discussion about reprinting flyers and announcing in the Trumpet.  Motion by Guy Monroe, second Sheila Wimer.

                                                              ii.      Increase in hospitality to $3 per table and adding $2,000 to the marketing budget. Motion by Sheila Wimer, second Sam Asai.

                                                            iii.      I/N Coordinator and Education:  The budget recommendation for both areas is reduced from $8,000 to $6,000; whether there the positions are combined or separate. The committee also recommends that local volunteers be solicited heavily. Karol Monroe requested time to review the budget with a committee for revisiting in Eugene. Motion to split position and approve proposed budget made by Larry Crumb.

                                                            iv.      Motion made to approve budget by Sam Asai, seconded by Bob.

    1. There was a discussion of the numbers of free plays given out and the reasons for the gift.  This will be put on the agenda for Eugene.

 

  1. Trumpet editor report-Sue Kroning
    1. New feature: “Meet the Units” will be in the next issue.
    2. Starting a guest column with experts sharing their bridge wisdom rather than their expertise.
    3. The Board discussed selling advertising in the Trumpet.  Sue said the current cost is $90 for a quarter page ad. Sectionals advertise free one time, the second is $50.
    4. Discussion of distribution of the Trumpet.  The clubs have too many left at the end, since players read the paper and leave it behind. Sue says she can adjust the number each issue so
    5. Mark Tolliver recommended that Sue’s salary be increased as recompense for her extraordinary time and effort in producing the excellent. Sam Asai moved, Jeff Taylor seconded that the second option recommended by the Finance Committee be passed, which was done unanimously.

 

  1. District Director report-Jeff Taylor
    1. Jeff deferred to Marilyn to report on the ads in the Western Conference forum.. They will accept ads, but will not reduce the price. They still will not include D20 tournaments in their list of coming tournaments.  Marc recommended that a letter be sent to the Board asking them to put us on their calendar.

 

  1. 2010 Reno Nationals
    1. Marilyn reported that Sheila Wimer and she have been looking for names to chair the tournament.  Marc requested a formal presentation to the board by Eugene.  Donna McLeod and Sharon Bahry have expressed an interest for the Reno chair.
    2. Jeff commented that the District is allowed to put on fundraisers in the clubs in 2007, 2008 and 2009.

 

  1. Tournament scheduling
    1. A letter was presented discussing the scheduling conflict for the 2008 Hood River and Salem sectionals who both want the same weekend in July.  Jean Johansson asks the board for help in resolving conflict.
    2. Marc proposes that the units make appearance at the Eugene regional.
    3. Sam and Bob have discussed the issue, representing their respective units and agree with this process.
    4. Bob commented that we need a policy for future scheduling.

 

  1. Seaside schedule-Guy Monroe
    1. Recommends knockouts every day and pairs games every session.
    2. Recommends a committee to review the tournament schedule one year in advance.  Encourages next Board President to get a local committee made up of the Tournament Manager, the Area Rep and local volunteers.
  2. Elections
    1. Jo Anne Murdock was elected President by secret ballot. Her first act was to call for nominations for Vice President.
    2. Sam Asai and Guy Monroe were nominated, with Guy being elected.
  3. The meeting was adjourned.
  4. The next meeting of the Board will be Friday, in Eugene at 4:30 pm.

 

Respectfully submitted,

 

Marie Ashton, Secretary/Treasurer ACBL D20