Organizational meeting

Present

Founding directors Jared Hall, Anthony Whitt and Patrick Zijlstra. Proposed Junior Board Representative Emmett Lignell.

This meeting took place before incorporation. Its actions are the founders' actions, and the initial Board will ratify them at its first meeting.

Actions

1. Bylaws amendments. Before signing, the founders added the Junior Board Representative to §11.1 (Indemnification) and §10.5 (Whistleblower Protection). Approved.
2. Officers. Jared Hall, Director and President. Anthony Whitt, Treasurer. Patrick Zijlstra, Secretary. Approved.
3. Bylaws approved as amended. They were not signed at the meeting. At the directors' request, they will be signed electronically, and the Secretary will then complete the certificate.
4. Registered agent: Jared Hall.
5. Junior Board Representative. The founders agreed on Emmett Lignell. The appointment is to be made by Board resolution at the first Board meeting, after written parental consent under §4.11. The consent form is still being drafted.
6. Safe Play and Youth Protection. Approved:
   • background screening beyond the US Chess requirement
   • screening for everyone who supervises or instructs minors, not only tournament directors
   • the club pays for screening
   Jared Hall will draft the policy for adoption at the first Board meeting.
7. Filing costs. Discussion of who pays the $325 in filing fees was tabled because the Treasurer had just been elected.
8. Peak Community Church facility agreement. Discussed, not signed. Before signing, the agreement needs three fixes:
   • resolve the conflict between Saturday rounds and the 11:00 AA meeting
   • name the corporation, not an individual, as the party
   • reword §2.2 and its notice terms

Discussion (no action taken)

• Format. Strong support for keeping the current Thursday format. Several people want longer time controls. Two-day weekend tournaments are hard for many players to attend. Ideas raised:
  • one-day Saturday events, with a two-day tournament once a month (for example, the first weekend)
  • a Sunday session in the Thursday format with one longer game
  • open rated play where players pair up and agree on a time control
  • a league or a club ladder to show players' progress
• Payment model. A monthly subscription that covers unlimited play was discussed as an alternative to paying per event. Payment would be between the club and the player, not the church. No fees for youth. The Peak arrangement is unsigned, so the payment terms with the church can still change.
• Prizes. Views were mixed. Prizes attract stronger players and give juniors the chance to play them. Others were content without prizes. One suggestion: gear events at Peak toward newer players, with prizes for unrated players, and hold prize events elsewhere.
• Peak rates and schedule. The draft rate is $15 a month for Thursday nights. Youth play free. Wednesdays are not available because the church uses them. The group felt the rate compares well with the Bridge Center and could be renegotiated if needed. On weekends the space is shared: Sunday mornings through early afternoon are unavailable, AA meets 11:00 AM to 1:00 PM on Saturdays, and tables must be taken down after each session. The group preferred weekend play from about 1:30 PM until about 8:00 PM on Saturday and Sunday, pending a check of the church's schedule.
• Kickoff event. Proposed: a Thursday-night kickoff at Peak, booked about three weeks ahead, with suggested donations of $5–10 split between the church and the club, and instruction for new players.
• Youth trip. The group discussed organizing a youth trip to the US Open or another major tournament. Whether the Club may take custody of minors on Club-organized travel, with written parental consent, is a liability question to be decided when the Club obtains insurance.
• Bylaws. The directors want the bylaws kept and signed digitally. Printed copies will be provided when a bank or government agency requires one.
• Banking. US Bank was suggested for its free checking and support for charities. Anthony Whitt will also check Navy Federal and Canvas credit unions.
• Another meeting, possibly virtual, will continue these topics.

Assignments

• Finalize the bylaws and collect electronic signatures: Jared Hall
• Draft Articles of Incorporation with the four IRS clauses: Jared Hall
• File Articles with the Colorado Secretary of State: Jared Hall
• Obtain an EIN: Jared Hall
• Research banks and open a bank account: Anthony Whitt
• Draft the Safe Play policy and price screening vendors: Jared Hall
• Revise and sign the Peak agreement: Jared Hall
• File Form 1023-EZ: Jared Hall
• Compile the equipment and asset list: Jared Hall

First Board meeting: not yet scheduled. Jared Hall will organize it.