Ark-La-Miss Division Meeting Minutes (approved 4/3/04)
April 12, 2003 5:50 pm
Attendance: Clubs - Voting Members:
Caddo Magnet – Sam Hunt
Louisiana Sword Club – Bobby Thornton, Terry Gamble
Shreveport Fencing Club – Clint Bowers, Evelyn Scarborough, Terry Harkey, Lydia Rich, Bethanie Rich, Catherine Vanderloos.
Arkansas Fencers Club – Robert Scranton
University of Mississippi Fencing Club – John “Doc” Matthews
Texarkana Fencing Club – Richard Garner
Unattached – Christy Moore
Proxies: (including voter)
Sam Hunt (6)
Bobby Thornton (3)
Clint Bowers (3)
Evelyn Scarborough (3)
Scott Harkey (13)
1. Information
A. General Information and Organizational Items:
1. Reading of minutes
MOTION: Approve minutes of Annual Meeting 4/02 and mid-term meeting 1/03
Seconded. Unanimous
2. Reading of treasury report
Discussion: Gathering at U. of Miss, head tax was submitted. Shreveport Fencing Club submitted a tax for the Louisiana State High School Championship. Caddo Magnet’s Rose has also submitted head tax. None other submitted.
MOTION: Approve treasury report
Seconded. Unanimous
B. Officer and Director Reports
1. Division Circuit Chair report
Discussion: Clint Bowers, ALM circuit chair discussed difficulty in getting bids in that actually only Univ. of Miss. had submitted a bid anywhere close to the deadline. U. of Miss tournament was successful. Circuit points were discussed.
MOTION: Future circuit tournaments will reflect only points earned in actual division circuit events, excluding other group points.
Seconded. Unanimous
Clint also discussed the possibility of varying the format of the circuit events to include youth events or other variety to the schedule.
2. Division Chair report
Discussion: Scott Harkey reported that division equipment included two recently repaired Uhlman reels, and old style AllStar box (needs new sabre circuitry) and one copper strip. He reminded us that the head tax money from the division circuit was to be used to purchase equipment. The members discussed equipment needed and how to distribute the equipment among various clubs, while still using it for SSCC events.
MOTION: Accept bids for purchase of 2 boxes and 1 set of reels.
Seconded. Unanimous
MOTION: Table specifics on how to best distribute equipment until mid-term meeting
Seconded. Unanimous
Discussion: Division members are invited to send suggestions to the secretary that she will compile and bring up for discussion at the mid-term meeting. The secretary agreed to be the collection point for bids on the equipment.
MOTION: Secretary will gather the bids for review an approval by the executive board.
Seconded. Unanimous
The chair reported that the University of Mississippi and Oxford Park Commission have requested to be allowed to withdraw from the ALM division and seek membership in the Alabama division. The reason is for convenience of traveling to qualify for Junior Olympics and Summer Nationals.
MOTION: University of Mississippi and Oxford Park Commission withdraw from the ALM and petition the USFA for these clubs move to the Alabama Division, part of the Southeast Section.
Seconded. Unanimous
C. Miscellaneous Reports
1. Bob Scranton, Arkansas Fencers Club, reports that he would support this division circuit maybe as soon as next season. He reported that his club is getting back online. He now has a club in downtown Little Rock and one in Pine Bluff. His total membership is 18.
2. Richard Garner, Texarkana Fencing Club, reported their membership has previously dwindled, but recently experienced a slight growth spurt.
A. Chair
1. No new business from chair
B. General Membership
1. Terry Harkey brought up a possible incentive idea for qualifiers inspired by Gary Murray’s “incentive” jackets he gets for all qualifiers. Since the jackets are very expensive and likely best incentive for our division, Terry suggested embroidered patches be made and given to all qualifiers for both Junior Olympics and Summer Nationals.
MOTION: Evelyn Scarborough investigate designs and feasibility of this idea and report at the mid-term meeting, or at an executive committee meeting.
Seconded. Unanimous
2. Bobby Thornton opened discussion regarding a direct marketing campaign for fencers. He wants to create an access database from tournaments and club information. ALM Yahoo group was discussed as well as other potential problems that may be circumvented by thorough planning. Bobby will explore the potential of email blast – developing the access database for division business, to be presented at mid-term meeting.
MOTION: Bobby Thornton to investigate development of database marketing initiative in order to bring more fencers into the division and develop better communication with existing fencers and report at the mid-term meeting.
Seconded. Unanimous
3. John Matthews lodged a complaint that the late fee for divisional was punitive and excessive. It was noted by the chair that pre-registration is free and one would be easily ‘un’ registered prior to the tournament with no charge. Pre-registration was designed to help the LOC with logistics of tournaments which has been dwindling in the past 2 years. Double fees are intentionally steep to strongly encourage those who are thinking about coming to pre-register. Secretary feels this fee will likely become a very common occurrence in most division tournaments.
C. Election of officers
1. Secretary, Terry Harkey, agreed to remain as secretary.
2. Treasurer, Lydia Rich, will remain as treasurer.
MOTION: Accept Terry Harkey as secretary and Lydia Rich as treasurer by acclamation
Seconded. Unanimous.
3. Chair thanked the division for the trust that had been placed in him and the learning experience it had been for him during the past 2 years, but he felt he could only wear so many hats and this one needed to be passed on at this time. Chair entertained nominations from the floor. Lydia Rich nominated Clint Bowers, Terry Gamble nominated Bobby Thornton.
MOTION: close nominations, seconded, passed.
Clint Bowers – 25 votes
Bobby Thornton – 13 votes
Clint Bowers elected by majority.
4. Bob Scranton nominated Bobby Thornton for Vice-chair. Lydia nominated Richard Garner who declined, and Evelyn Scarborough who also declined.
MOTION: Accept Bobby Thornton as Vice Chair by acclamation.
Seconded. Unanimous.
5. Evelyn Scarborough was nominated to chair the ALMDC,
MOTION: Accept Evelyn Scarborough as ALM Division Circuit Chair.
Seconded. Unanimous.
MOTION: Adjourn
Seconded. Unanimous.
Respectfully submitted,
Terry Harkey
Ark-La-Miss Division Secretary