Brisbane Social Chess Meeting Minutes 03/12/2024 Discussions And Key Decisions

Introduction

These are the draft minutes from the Brisbane Social Chess meeting held on December 3, 2024. The meeting covered key topics including grant applications, sponsorships, event management, payment systems, and the status of current meetups. The following is a detailed account of the discussions and decisions made during the meeting. These minutes serve as an official record and are subject to review and correction by the attendees. The main goal of this document is to provide a clear and concise summary of the meeting's proceedings, ensuring that all members are informed and aligned on the discussed matters. This includes actions taken, ongoing concerns, and future plans, contributing to the effective management and growth of Brisbane Social Chess.

Attendees

Present:

• Jimmy
• Matt
• Steve
• Rob

Apologies:

• John
• Ben

1. Applications for Grants

In this segment of the meeting, grant applications were a key point of discussion. Matt provided an update on the grant application submitted to the Gambling Community Benefit Fund, amounting to $35,000. He expressed optimism about the application's prospects, noting that these applications typically undergo an assessment period of 2-3 months. This grant could significantly boost the club's resources and enable various initiatives aimed at expanding and improving the chess community in Brisbane. Securing such funding would allow the club to invest in better equipment, larger venues, and more diverse events, attracting a broader range of players and enhancing the overall experience for members. The anticipation surrounding the grant outcome underscores the importance of strategic financial planning and the club's commitment to pursuing opportunities that support its long-term goals. The successful acquisition of this grant would not only provide financial stability but also open doors to new possibilities for growth and development within the Brisbane Social Chess community. The careful consideration and thorough preparation that went into this application highlight the club's dedication to securing its future and enhancing its offerings.

2. Sponsorships

The focus then shifted to securing sponsorships, with a particular emphasis on Chess.com. Matt detailed his engagement with Chess.com, specifically his meetings with Judith from the organization. The primary aim was to negotiate a sponsorship arrangement more tailored to the needs of Brisbane Social Chess (BSC). Matt proposed an affiliation where Chess.com would cover BSC's Meetup.com fees. This proposal was brought before the committee for confirmation, marking a critical step in formalizing the potential partnership. A motion was put forward by Steve, proposing that BSC agree to affiliate with Chess.com, with the latter covering the Meetup.com fees. This motion was seconded by Matt and received unanimous agreement, signifying strong support from the committee for the proposed affiliation. This partnership would alleviate the financial burden of Meetup.com fees, allowing BSC to allocate resources to other areas of club development and member engagement. Furthermore, the affiliation with Chess.com could enhance the club's visibility and credibility within the broader chess community. The benefits of this sponsorship extend beyond financial savings, potentially opening doors to collaborative events, shared resources, and increased membership opportunities.

Matt also mentioned that Chess.com would provide a subscription as part of the sponsorship deal, sparking a discussion about its optimal use. To formalize the handling of this benefit, Rob proposed that the sponsorship be treated as a donation. This motion was seconded by Matt and also received unanimous approval, establishing a clear understanding of the sponsorship's nature and how it should be managed within the club's financial framework. Treating the subscription as a donation allows for flexibility in its allocation, ensuring it benefits the club and its members in the most effective way. This approach underscores the club's commitment to transparency and sound financial governance, building trust among members and stakeholders. The strategic handling of sponsorships, such as this one with Chess.com, reflects the club's proactive approach to securing resources and enhancing its offerings, positioning it for sustainable growth and success.

3. Event Management and Host Responsibilities

Event management and host responsibilities were thoroughly discussed to ensure the smooth operation of meetups. Rob emphasized the importance of cancelling events when venues are closed, particularly during holiday periods like Christmas. This measure is crucial to avoid negative impacts on BSC's reputation. It was unanimously agreed that adhering to venue closures is best practice, demonstrating the club's commitment to professionalism and member satisfaction. Clear communication about event cancellations and closures is essential to prevent confusion and disappointment among participants, maintaining the club's positive image within the community. This proactive approach to event management reflects the club's dedication to providing a reliable and well-organized experience for its members.

Rob further raised concerns about the implications if a nominated host is unable to attend an event, focusing on potential legal liabilities and reputational risks. He also highlighted the potential impact on new members, who might be deterred by poorly managed events. This led to a discussion about appointing proxy hosts and the existing arrangements at Chocolate Moments, where there is a distinction between a nominal host and an actual host. While no definitive rules were established during the meeting, there was a consensus that the committee needs to continue monitoring venues and host arrangements. This ongoing evaluation is essential to identify and address any potential issues, ensuring the safety and well-being of all participants. The discussion underscores the club's commitment to creating a welcoming and secure environment for chess enthusiasts of all levels, while also safeguarding its reputation and minimizing risks. The proactive approach to event management and host responsibilities reflects the club's dedication to excellence and member satisfaction.

4. Stripe Payment System

The Stripe payment system was reviewed to address issues with receipts. Rob pointed out that receipts issued via Stripe for BSC membership and sponsorships still display his name instead of BSC. Despite his efforts to rectify this, the issue persisted. To broaden access and management capabilities, Rob shared email contact details for Steve, Jimmy, and Matt with Stripe, enabling them to operate the system as needed. This delegation of access ensures continuity and responsiveness in managing financial transactions, particularly in Rob's absence. It also reflects the club's commitment to transparency and collaborative administration. Rob committed to continuing his efforts to change the receipt information to reflect BSC and the club's ABN, ensuring professional and accurate financial documentation. Resolving this issue is crucial for maintaining credibility and facilitating proper financial record-keeping. The proactive approach to addressing the Stripe payment system's challenges demonstrates the club's dedication to efficient and transparent financial management, building trust among members and stakeholders.

5. Status of Current Meetups

An update on the status of current meetups provided valuable insights into the club's weekly activities. Jimmy reported that Thursday nights are thriving, attracting 8-12 attendees. The venue is supportive, and John effectively manages player matchups through a shuffling system. John's initiative to provide small 'prizes' for players was also noted, adding an element of fun and encouragement to the events. The consistent attendance and positive feedback from Thursday night meetups indicate their success in fostering a vibrant chess community. The supportive venue and organized gameplay contribute to a welcoming and enjoyable experience for participants.

Matt advised that Sunday meetups continue to be well-attended, drawing 14-20 players. This consistent turnout highlights the popularity of Sunday meetups and their importance to the club's weekly schedule. The high attendance numbers suggest that these events cater to a diverse range of chess enthusiasts, creating a lively and engaging atmosphere for players of all levels. The success of Sunday meetups underscores the club's ability to provide regular, high-quality chess experiences for its members.

Jimmy also reported on Saturday meetups, which typically see 12-18 players. Sunny, the host, is highly supportive, contributing to the positive atmosphere of these events. The strong attendance numbers and supportive host contribute to the vibrancy of Saturday meetups, making them a key component of the club's weekly offerings. The consistency of these events in attracting a significant number of players highlights their appeal within the community.

Steve shared updates on Wednesday meetups, noting that 6-8 players participate. These smaller gatherings offer a more intimate setting for chess enthusiasts, allowing for closer interactions and personalized gameplay experiences. While the attendance is lower compared to other days, Wednesday meetups provide a valuable opportunity for players seeking a more relaxed and focused environment. The dedication of the participants and the continued hosting of these events underscore their importance within the club's diverse schedule.

Finally, Steve provided feedback on the initial meetup at Chocolate Moments, reporting that 10 players attended. This positive start indicates potential for growth and success at this new venue. The good turnout for the first event suggests that Chocolate Moments is a promising location for future meetups, offering a unique and appealing setting for chess enthusiasts. The club's willingness to explore new venues and event formats reflects its commitment to providing diverse and engaging experiences for its members.

Meeting Closure and Next Steps

The meeting was adjourned with a consensus on scheduling the next meeting around the third week of January. Jimmy will coordinate the date and time via email, ensuring all committee members are informed and available. This proactive approach to scheduling future meetings demonstrates the club's commitment to ongoing communication and collaborative decision-making. The regular meetings provide a valuable platform for discussing important matters, planning future activities, and ensuring the continued success and growth of Brisbane Social Chess. The anticipation for the next meeting reflects the committee's dedication to actively managing the club's affairs and addressing any emerging issues or opportunities.

Conclusion

In summary, the Brisbane Social Chess meeting on December 3, 2024, addressed several critical areas, including grant applications, sponsorships, event management, payment systems, and meetup status. Key decisions were made regarding the affiliation with Chess.com and the handling of the sponsorship subscription. The discussions highlighted the club's commitment to financial stability, member satisfaction, and strategic growth. The ongoing efforts to secure funding, improve event management, and streamline administrative processes underscore the dedication of the committee members to the long-term success of Brisbane Social Chess. The proactive approach to addressing challenges and seizing opportunities positions the club for continued vibrancy and growth within the chess community.