\ 15th CASPA ANNUAL GENERAL MEETING

Friday 14th April, 2006.

Venue: Brisbane Grammar School, Spring Hill, Queensland

1. Attendance and Apologies:

Present:

Wilma Vialle (Coordinator) Glenys Lawrie (WA, Incoming Coordinator)

Bob Jackman (NSW) Edward Okulicz (NSW, Web Coordinator)

Anne Drew (Qld) David Breadsell (Qld)

Carmel Dodd (SA) Lyndee Hill (SA)

Katie Rowe (Tas)

Marj Miller (Vic) Norma Fisher (Vic)

Karen Richards (Rules Coordinator)

Barry Harridge (RAC Convenor)

Apologies: Alistair Kane, Sue Kyatt, Carol Hudson, Veronica Baines

Meeting opened: 1:35pm

2. Minutes of the previous AGM. Minutes of AGM 25th March 2005 circulated and taken as read. Glenys Lawrie and Wilma Vialle confirmed that National Ratings Officer has an ex-officio place on the Ratings Advisory Committee. The minutes were accepted by Glenys Lawrie and seconded by Marj Miller. Carried.

3. Business arising from the minutes. No business arising from previous minutes.

4. Reports

4.1 Coordinator's Report. Distributed by email, taken as read. Glenys Lawrie thanked Wilma Vialle for her work as Coordinator and moved to accept the report, Marj Miller seconded. Carried.

4.2 Treasurer's Report. Distributed and taken as read. Balance is $7,397.55. The budget anticipates a balance for 2007 of $8593. The public liability insurance cover for 2006/2007 cost $2887.50. Marj asked how much was to be set aside this year for our WSC team. Glenys advised that this amount be half of what is required, that is $2,500. Katie Rowe moved that the report be accepted, Glenys Lawrie seconded. Carried.

4.3 ATB Editor's Report. Distributed by email, taken as read.

In her report Sue Kyatt asked CASPA to find a replacement editor. Subsequently, Sue advised the National Coordinator she was unwilling to continue in the role.

Glenys Lawrie suggested that the work of the Editor be broken up, with the possibility of more frequent distribution (monthly) of a smaller newsletter, using the website for distribution. Marj noted that many players do not have access to the Internet. Bob Jackman stated that players could opt to receive the ATB electronically. Anne Drew suggested that CASPA move toward state-based printing and distribution. Karen Richards asked if ATB could be downloaded from the Website with a password facility. Edward Okulicz confirmed that this can be done. Glenys Lawrie proposed a committee or working party of 3 people to work on the various tasks involved in creating the ATB. Wilma Vialle suggested Richard Birch as a possible Coordinator, and proposed a temporary working party to discuss the terms of reference of the ATB committee, the possibility of web-based delivery, the provision of print-ready PDF files to States and the breakdown of editorial tasks. Bob said we would need to look at issues relating to the CASPA levy. Glenys suggested that this be addressed after the working party had completed its task. Katie Rowe, Bob Jackman and Edward Okulicz volunteered to be members of the working party, and to seek input from Richard Birch.

Wilma brought up the issue of whether advertising costs should be increased. Glenys noted that while circulation has not increased, the cost has remained static for some time and an increase should be approved. Also the value of advertising on the website needed to be assessed. Katie Rowe stated that there should be six months' notice given to advertisers. An increase from $100 to $120 per page was agreed.

Glenys moved that the ATB's prize budget increase from $300 shown in the 2006/2007 budget to $400, Karen Richards seconded. Wilma thanked Sue for her services. Marj Miller moved that the report be accepted, Glenys seconded. Carried.

4.4 Web Coordinator's Report. Distributed by email, taken as read. Glenys thanked Edward Okulicz for his excellent work on the Website. Edward proposed a move from Yahoo Groups to CASPA's web host for email discussion, which was agreed to. Wilma Vialle moved that the report be accepted, Glenys seconded. Carried.

4.5 Mattel Liaison Report. None received. Glenys noted the stability of CASPA's relationship with Mattel, thanks to Ellen Frajman, and Mattel's continued financial support for our organisation as a result.

4.6 National Ratings Officer's Report. Written report received by Wilma Vialle and read to the meeting. Barry Harridge moved to acknowledge Harry Malcolm's work in managing the ratings, Glenys Lawrie seconded. Edward Okulicz moved that CASPA acknowledge Harry's work in the creation of the Ratings Handbook and that work on it be continued, Glenys seconded. Katie Rowe moved that the report be accepted, Glenys seconded. Carried.

4.7 Ratings Advisory Committee Convenor's Report. Barry Harridge presented a verbal report.

Barry noted that work on the Website has facilitated communication of discussion and decision-making as well as allowing monitoring of qualification criteria. Barry reported the adoption of the Trans Tasman 2006 selection criteria involving a three-peak system, and recommended it be used, with tweaking, for the 2007 World Scrabble Championships. Barry recommended the RAC be involved in selection issues for the Causeway Challenge, the Australian Masters and State Challenge Trophy for 2007 and the proposed World Youth Scrabble Championships. The meeting noted his recommendations.

Barry outlined a number of protocols decided upon by the RAC in its first year. The technique for altering the ratings of players returning after a long absence was discussed. Barry stated that players would be returned at the same ranking they attained at their last tournament, with their rating altered to that of the player who has that rank currently. Glenys Lawrie stated that in the case of returning player Kevin Andrich, the revised rating was too high, but Karen Richards noted that some reduction being applied was an improvement. Bob Jackman stated that players should not have their ratings reduced. Barry noted recent results where the protocol had been applied produced good results, indicating the method is sound. Marj Miller proposed a 12 month trial of the protocol, with Glenys suggesting it only be applied for players absent for more than 5 years. This was agreed.

Barry reported discussion on the rating of non-games, the ratings handbook, archiving of tournament data and possible changes to the algorithm that underpins the rating system. Bob suggested that Victoria should use equal sections, rather than Masters, Advanced, Intermediate and Recreation sections with set boundaries, as he believes this method inflates Victorian ratings. Barry did not support this theory. Glenys noted that WA's change to equal sections had solved many ratings problems.

Barry advised the meeting of software development to make the task of processing ratings easier.

Wilma Vialle expressed appreciation for Barry's work and expertise.

Glenys enquired whether ratings disparity between States had been addressed. Barry reported that it was being researched, and Karen suggested that the algorithm be addressed first.

The meeting was adjourned at 2:35pm, and re-opened at 2:55pm

4.8 Rules Coordinator's Report. Distributed by email, taken as read.

Karen Richards reported that as a result of WESPA's rules committee discussion, CASPA's rules committee has decided to hold the proposed "hold rule". Karen reported that she had approached Joan Rosenthal about taking over this position due to her experience in the role, as well as her position on the WESPA Committee, but Joan had declined. Difficulties with the rule (11.1) requiring the clock be neutralised at the end of the game were mentioned. Karen noted the Committee's big success was with a rewritten Rule 12 and with rotating boards. Anne Drew moved that the report be accepted, Marj Miller seconded. Carried.

4.9 WESPA Report. Wilma Vialle read a report from Andrew Fisher, and noted Australia's representation on the Management Committee (Andrew Fisher and Karen Richards), Rules Committee (Joan Rosenthal), Ratings Committee (Bob Jackman), and as the Webmaster (Edward Okulicz). Karen advised the meeting that she is the chair of the Youth Sub-Committee.

WESPA is considering association with the other international Associations (French and Spanish-language bodies).

Karen expressed a desire to know what the membership funds were being used for before CASPA joins WESPA. Wilma suggested we defer joining until this is known. Marj Miller stated that it was not unreasonable to ask for plans for funds before joining. Glenys suggested that we should communicate to WESPA that we will join pending advice on WESPA budget and funding arrangements.

The report was accepted by Katie Rowe and seconded by Karen Richards. Carried.

5. Items of Business

5.1 Office Bearers. Wilma Vialle thanked Glenys Lawrie for again taking up the position of National Coordinator. Alistair Kane was returned to the position of National Ratings Coordinator by vote. The position of ATB Editor, being reviewed, was made vacant with the resignation of Sue Kyatt. All other incumbents are continuing in their roles -- Carol Hudson (Treasurer), Karen Richards (Rules Coordinator), Ellen Frajman (Mattel Liaison), Barry Harridge (Ratings Advisory Committee Convenor), Edward Okulicz (Web Coordinator).

The Ratings Advisory Committee for 2006/2007 is Chris Hall, Trevor Halsall, Graeme Lock Lee [1], Karen Richards and Martin Waterworth, with Barry Harridge as Convenor. Alistair Kane, as National Ratings Coordinator, is an ex officio member.

5.2 Treatment of Byes and Forfeits. Marj Miller stated that a bye should be a win for tournament placings purposes, particularly when the opponent was a 'no show'. Barry Harridge reported that updated tournament software can decree a win at the Tournament Director's discretion, with the possibility of different spreads for different situations. A bye being treated as a win with a spread of +1 was unanimously decided by those present as the default condition.

Edward Okulicz suggested that the Tournament Director should have the discretion to declare forfeits be rated depending on the circumstances and that the National Ratings Coordinator should not be permitted to edit tournament files to make unplayed games unrated byes if they are reported as losses. Carmel Dodd suggested that this should be reviewed for 12 months. Glenys Lawrie moved that State Committees should be responsible for decisions on the treatment of forfeits, and that the National Ratings Coordinator must accept tournament files in accordance with this. Edward Okulicz seconded. Bob Jackman moved an amendment that the National Ratings Coordinator should edit files only with directions and clarification by State Associations where circumstances warrant (spelling mistakes excepted). Glenys and Edward accepted Bob's amendments and the motion was carried.

5.3 Youth Issues. Karen Richards reported on the proposed World Youth Scrabble Championships to be held in November or December, probably in Wollongong.

The Mind Sports Australia proposal from David Cordover for the introduction of Interschool Scrabble Championships (initially a separate agenda item) was discussed. Marj Miller stated that ASPA (Vic) will support the Cordover trial in schools within Victoria. Bob Jackman stated that a dictionary with definitions (such as the Macquarie) should be used. Marj stated that currently OSWI is used for adjudication, and this will be replaced with the Collins OSD when available. Wilma Vialle stated that we should support the proposal in principle, with a trial period of 5 years. Karen Richards requested that Marj Miller report on progress. Glenys Lawrie moved that we support the trial, and Katie Rowe seconded. Carried.

5.4 Budgetary Proposal. Withdrawn.

5.5 Representative Events. Edward Okulicz reported that the 2006 Australian Masters and State Challenge was set for 23 & 24 September at an undecided location in Sydney. The 2007 criteria were referred to the Ratings Advisory Committee for review.

The trial of the 2006 Trans-Tasman criteria was reported as ongoing.

Wilma Vialle reported that there was a 95% chance of a Mattel-supported World Scrabble Championships in 2007.

Marj Miller proposed that the winner of the 2007 National Championships and four additional spots off peak ratings make up Australia's team. Bob Jackman suggested that the winner of the 2006 Australian Masters also be given a place, with three players selected off peak ratings. Bob's proposal was carried by majority vote. The qualifying period was defined as running from Good Friday 2006 to Easter Monday 2007. Period boundaries were not discussed, but the third period was proposed as being doubly weighted. It was proposed by Barry Harridge that 80 games be required before the peak in the third period could be counted. Edward Okulicz proposed that 100 games overall in the qualifying period be required for all players and the meeting agreed. The proposed criteria were carried.

The Causeway Challenge criteria were suggested by Wilma Vialle to be decided by nomination of interested parties as CASPA would not be funding Australia's inaugural team in this event, with the five highest rated nominees at a certain date to be selected, with Glenys Lawrie monitoring. Marj Miller moved a cut-off date of 31 July 2006, Glenys Lawrie seconded. Carried.

5.6 Arrangements for future Australian Championships. Glenys Lawrie suggested discussion of changes relating to the resetting of draws be deferred until after the 2006 Event. Katie Rowe suggested discussion take place within one month. Karen Richards moved that the floating boundary be increased in size and raised so it included the range 1250 to 1400, and this was seconded by Katie Rowe. This motion was not carried, and so the status quo of a 1200 to 1300 boundary was retained. Glenys Lawrie suggested removing the floating boundary. This was not supported. Bob Jackman moved that the Nationals be altered for 2007 so that eight games were played each day. Anne Drew seconded. Carried.

5.7 Collins Dictionary and Related Publications. Collins has advised that publications will be available after July 2006. The meeting decided to adopt a "wait and see" approach, not moving to the new book until reference materials, including books and software, are readily available.

5.8 Discussion of Cordover proposal. Discussed in 5.3.

Other business

Marj Miller requested information on Collins' plans to import their Scrabble books into Australia.

Glenys Lawrie requested information on the study to investigate the development of expertise in Scrabble being researched by Wilma Vialle. Wilma reported this was going ahead well, with discussion with Mattel UK for funding. The meeting confirmed CASPA's continued support for the study.

Marj Miller thanked Wilma for her year as CASPA Coordinator, and wished Glenys Lawrie the best for her return to the role.

Meeting closed at 4:24pm.

[1] Graeme Lock Lee was voted in as an RAC member but had not officially re-nominated for the Committee. Harry Malcolm, who was next in the pre-AGM voting, was appointed to replace him.