Minutes of the Committee Meeting of the DBA held on Wednesday 3 September 2008
Note : these are draft minutes awaiting approval at the next meeting

Present Amos Bridgman (in the Chair, North), Terence Treeby (Hon. Sec.), John Lankshear (Hon. Treas.), Terry Cannon, Titch Glenday (East), John Boxall, Terry Hammett (North), David Hugo (West), Pam Ward (South).

1. Apologies Keith Ponsford (East), Jack Thompson (West), Paul Ainsworth (South).

2. Minutes of meeting of 23 July 2008 were taken as read and signed as acorrect record.

3. Mattersarising from last meeting

3.1. West has no nomination for Vice-Chairman yet. South nomination on the committee has changed : Paul Ainsworth replaces Tim Walton.

3.2. . (Jul 3.1). Quote accepted from Andrew Robson for 4 days, 2 sessions per day Mon 30 March to Thur 2 April for £3000 + VAT. A provisional charge of £15 per session was set, reduced to £5 for DBA/EBU members. Sections will be supplied with a list of topics and asked to request one day and sufficient topics. 

3.3. (July 3.2). Vacancy for Tournament Secretary not filled.

3.4. (July 3.3). Pam Ward has taken over as magazine correspondent.

3.5. (July 3.4). Isca confirmed for swiss teams 19 July 2009. The committee are satisfied on table capacity and lighting in the combined playing / bar area.

3.6. (July 3.7). North considering buying Bridgemates.  It was agreed that it is desirable for the County to use Bridgemates or similar for the county congress and each sectional congress. It was agreed that it would be desirable for a sufficient number of identical units to be available from clubs and further agreed that the county would offer to pay one third of the cost of such units up to the number needed for adequate coverage.

3.7. (July 4.1). EBU have stopped sending magazines to unpaid members but seem not to have sent reminders. The Hon Treasurer agreed to supply a list of such lapsed members to each section to chase.

3.8. (July 4.2). A number of representations were received regarding the decision to only pay the entry fees of any player representing the County in the Corwen, Pachabo and Garden Cities Trophies provided that the player concerned has played in at least 8 of the 15 Victor Ludorum events. These also included references to the selection processes for the Western League and the Tollemache. All of these were considered and after discussion it was agreed that:

(a) the rule as published in the 2008-2009 handbook would stand;
(b) the rule will be reviewed for the 2009-2010 season;
(c) the selection of teams for the Western League and Tollemache from 2009-2010 onwards will be reviewed;
(d) the committee reserves the right to use its discretion in cases where justification can be made for lacking 8 appearances.

Particular concerns identified for these reviews include:

(i) the double-qualification rule for the Teams of 8 / Garden Cities;
(ii) possible use of Victor Ludorum table as a selection aid;
(iii) possible credit for Western League or A division sectional league appearances.

It was also clarified that the County pays the entry fees to the Tollemache, Corwen, Pachabo and Garden Cities and in addition each player in the Tollemache receives £50 expenses.

3.9. (July 5.2). Enquiry from teacher in a Plymouth school now being dealt with by Mike Amos at EBU and Jenny Thompson at Plymouth BC after epostal delay.

3.10. (July 5.3). still no Youth Officer for County.

3.11. (July 5.6, 5.7) see separate congress item.

3.12. (July 6.1). Sections are again reminded to submit accounts and AGM minutes to Treasurer / Secretary as required by Constitution.

3.13. (July 7.1). 600 copies Handbook circulated.

3.14. (July 8). Strategy discussion held over – see separate item.

4. Treasurer'sreport

4.1. The Treasurer’s report was presented. Account balances £1608.04 + £25284.72. Bill for £597 for duplimate cards and servicing to be paid; EBU fee for ODJV to be paid. EBU list shows 513 paid-up members plus 61 BfA plus 29 clubs. (Last year’s figures 585, 48, 35). See also 3.7.

5. Secretary's report andcorrespondence (including shareholder's report on EBU matters)

5.1. 2008-2009 County voucher received. This was awarded to the Hon Treasurer and he thanked the committee.

5.2. (EBU minutes)

(i) Board 28 May (a) "clubs affiliated to a county must also be affiliated to the EBU".
(ii) Board 11 June (a) follow-up to EGM (see strategy), (b) formation of club committee.
(iii) Tournament 29 May : some changes to Tournaments detailed.
(iv) Selection 4 June
(v) Laws & Ethics 5 June includes Orange Book revisions since announced.
(vi) Shareholders and EGM 4 June : already reported verbally
(vii) Directors’ Report and Financial Statements to 31 Mar 2008.

5.3. Western League. Selector has produced and circulated schedule of B and C selections. North expressed dissatisfaction at being awarded only one match, away to Hereford.
5.4. No nominations from DBA for EBU committees.
5.5. (Tournament)

(i) Directors and boards organised for DBA events
(ii) 20 entries for Devon Teams.
(iii) Devon Pairs Day entries very low at 3 September.
(iv) For the next handbook and beyond DBA needs to check on the effect of P2P and potentially increased membership.

6. Section Reports

6.1 South. Details of charity Sim Pairs circulated. Devon Winter Pairs starts 7 Oct. Petit Congress will be held at Torquay BC.

6.2. North. Inclusive programme for clubs circulated.

6.3. East. League starts October.

6.4. West. Congress at new venue.

7. Congress

7.1. 2009 Congress being progressed. (a) Quote for brochures £168.15 accepted. (b) Format now includes Sat pm Newcomers Pairs. (c) Sec needs nominated assisted for each end every playing session to avoid overwork / inability to react to problems.

7.2. 2010 Congress venue. EBU have not challenged DBA claim to 9-11 April 2010; dates provisionally booked with Toorak at prices comparable to 2009. The committee agreed with this booking.

7.3. 2010 and beyond. Hon Sec has asserted DBA’s claim with the EBU for week 14 each year (ie the week before Shrewsbury and the National Pairs) subject to not clashing with Easter.

7.4. Congress organisation. Hon Sec made it known that he is willing to run the Congresses for 2009 and 2010 but will step down after the 2010 Congress.

8. EBU Strategy Document

8.1. (EBU Board 4 June).

(a) The Board are aware of the following :
1 a need to focus on help for small clubs to minimise disaffiliation
2 a mechanism to allow non EBUTA Teachers’ sessions to qualify
3 the necessity for controlling costs and cash flow efficiently
4 the provision of a full detailed budget for the implementation as soon as possible
5 the avoidance of a big increase in P2P in year 2 to maintain trust and support.

(b) Project Board formed to progress implementation. Confirmed in letter of 2 September. Also confirmed that P2P for the first year 2010-2011 will be 29p (plus any county element). Votes to confirm will take place in June 2009 and October 2009.

8.2. Various "open" letters circulated. EBU stance (as put forward by Chairman, General Manager and Company Secretary, and Honorary Counsel) is that the proper democratic processes have resulted in a vote in favour of the Strategy and that it is time to move on and deal with the implementation. The Devon voting process was misrepresented in at least two of these and has been corrected to the perpetrators and in a statement sent to all our clubs etc with the handbook.

8.3. (May 8.2.) Committee agreed to raise the County’s money by an addition of 3p to P2P. This figure will be confirmed to the Project Board and proposed to the 2009 AGM for ratification.

8.4. In addition to 8.1, there are implications as regards charity swiss teams being run by non-affiliated clubs which will need to be checked in the detail when it emerges from the Project Board.

8.5. For the next handbook and beyond we need to check on the effect of P2P and potentially increased membership. E.g. (a) events on or after 1 April 2010 (b) leftover league rounds (leading to potential P2P), (c) potentially increased entries, (d) possible new competitions for new members.

8.6. The Committee reaffirmed its decision not to release details supplied by the clubs in confidence to the EBU or the County in replies to the various surveys.

9. Any other business

none

10. Next meeting

10.1. Tue 25 Nov at 7.30 preceded at 7.15 by the Devon Plate draw.

Documents

1. 2008-09 handbook.
2. Hon Sec’s Strategy Document 10 – June 08 and Strategy Document 11 – Aug 08.
3. EBU minutes etc tabled and / or available on website.

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