March 28, 2007

2007 Texas State and Amateur Championship


Update: See the Official Announcement on the dallaschess.com website.


May 25-28, 2007
7 Round Swiss, $8350 prize fund (b/175)

Hilton Americas Hotel
1600 Lamar, Houston, TX 77010

Championship Section

  • Open to players rated over 2000 (USCF or FIDE)
  • Rounds 1-3 G/90 with 30 sec increment
  • Rounds 4-7 G/120 with 30 sec increment
  • FIDE rated, but uses USCF rules
  • Prizes:
    • 1st, 2nd, 3rd: $1000-500-250
    • Under 2400: $300
    • Under 2200: $800-400
Amateur Section:
  • Open to players rated under 2000 or unrated.
  • Rounds 1-7 : 30/90 SD/60. (Round 1 of 3 day schedule is G/120)
  • Prizes:
    • 1st, 2nd, 3rd: $800-400-200
    • Under 1800: $600-300-150
    • Under 1600: $500-250-125
    • Under 1400: $500-250-125
    • Under 1200: $400
    • Under 1000: $300
    • Unrated: $200 (foreign unrated must play in Championship section)
Schedule:
  • 4-day: Fri 7:45pm; Sat 2:30, 8:30; Sun 10:00am, 4:00; Mon 9:00am, 2:30
  • 3-day: Round 1 Sat 10am, then merge with 4-day schedule
  • Up to two ½ point byes available if requested before round 2. Byes for both round 6 and 7 not permitted.
Entry Fees:
  • $69 if received by 5/17. $80 at site. Add $5 for CC phone entries.
  • $45 junior (under 19), senior (over 65), handicap. $55 if received after 5/17.
  • Mail entries (with payment) to:
    • Dallas Chess Club
    • c/o Susan Breeding
    • 7909 La Guardia Dr
    • Plano, TX 75025
K-12 Scholastic Event (Saturday May 26):
  • 5-round swiss (rounds 1-3 G/30, rounds 4-5 G/45)
  • Entry fee: $26 by 5/18, $39 after. CC phone entries add $5
  • Onsite registration 8:15-8:45am
  • Round 1 at 9:30am, rest ASAP with short lunch break
  • Sections: K-12 Championship and K-12 under 750
  • Prizes: Trophies to top 12 individuals, 5 teams in each section. Medals to plus scores who do not win a trophy.
Hotel Rates:
  • $85 (reserve by 5/11 and ask for chess rates)
  • 800-774-1500 or 713-739-8000
For more information, contact Susan Breeding, 214-632-9000.

March 27, 2007

Missing page in current issue of Texas Knights

In the March-April 2007 issue of Texas Knights, page 13 (in the Texas Masters article) is a duplicate of page 19. Please download this patch, which can be printed and pasted over page 13.

March 23, 2007

Welcome to the new TCA website!

Dear TCA members and friends of Texas Chess:

Welcome to the revamped Texas Chess Association website! You will notice that the appearance of the site has changed dramatically. The new page layout will make the site simpler to navigate, and we are using a new publishing platform that will make it easier to add new content. You can expect to see much more frequent updates on the site, including tournament announcements, results, games, and back issues of Texas Knights magazine!

We have also moved the discussion forums to Google Groups®. This change, and the use of the new publishing platform, will allow TCA to eliminate the expense and complexity of maintaining its own web and database servers.

I hope you enjoy the new website and forums. Please feel free to send feedback – good or bad – to our TCA webmaster, Peter Kappler, at texaschess@gmail.com, or to me at msimpson@gmail.com.

Thanks, and enjoy the site!

Michael M. Simpson
TCA President

March 22, 2007

Texas Scholastic Championship draws 1,479 players

1,479 players participated in the 2007 Texas Scholastic Chess Championships in Dallas on March 17-18. Congratulations to the individual winners in the championship sections!


Warren Harper faces Francisco Guadalupe in the game
that ultimately decided the High School Championship.




Middle School Champions: Alex Balkum, Matthew Liu, George Qi.
(Not pictured - Grant Powell)

March 17, 2007

TCA Officers

Board of Directors




















































































President Eddie Riosriose@nwcable.net
Vice-President Forrest Marlerfzmarler@gmail.com
Secretary Lori Balkum lori.balkum@austinchesstournaments.com
Treasurer Barb Swafford barbrounds@gmail.com
Texas Knights Editor Jeff Frenchtexasknightsed@gmail.com
Region I Director Claudia Munozclaudia.munoz@ttu.edu
Region II Director Tom Crane tcrane5000@gmail.com
Region III Director Robert Jonesrobjoneschess@gmail.com
Region IV Director Ruben Arzagachessmaster@suncitychess.com
Region V Director Francisco Guadalupeflguadalupe@aol.com
Region VI Director John P. Hyltin jphyltin@yahoo.com
Region VII Director Eddie Rios riose@nwcable.net
Region VIII Director Ed Guetzow
edguetzow@twc.com
Region IX Director Charlie Vettermidlandchessclub@yahoo.com
Region X Director George Rohrerenpassantchess2015@gmail.com
Past President Lakshmana Viswanath

lakshmana.viswanath@gmail.com
Scholastic Chair Victor Flores vmjflores@gmail.com



Scholastic Committee




















































Chair Victor Flores vmjflores@gmail.com
Region I Rep Tim Dotytim.doty@wbu.edu
Region II Rep Barbara Swafford barbrounds@gmail.com
Region III Rep David Harveyvfwstockman@yahoo.com
Region IV Rep Renate Garciarenategarcia1@gmail.com
Region V Rep Lucas Andersonlanderson@awty.org
Region VI Rep Forrest Marlerfzmarler@gmail.com
Region VII Rep Chris De Leoncoachcris@yahoo.com
Region VIII Rep Remy Ferrarirrferrari@bisd.us
Region IX Rep Charlie Vetter midlandchessclub@yahoo.com
Region X Rep Anthony Guerra a.guerra87@icloud.com



Ethics Committee




























Chair Gary Gaiffeggaiffe@att.net
Member Eddie Riosretiredat15@outlook.com
Member Tony Mezamm4790@yahoo.com
Member Robert Jonesrobjoneschess@gmail.com



Membership Committee

















Chair Barbara Swafford barbrounds@gmail.com
Member Victor Floresvmjflores@gmail.com
Member Rusty Harwood Russell.Harwood@utb.edu



Bylaws Committee


















Chair Forrest Marlerfzmarler@gmail.com
Member Luis Salinasluis.salinas@utdallas.edu
Member David Harveyvfwstockman@yahoo.com



Other Positions























Texas Knights EditorJeff Frenchtexasknightsed@gmail.com
WebmasterJeff Frenchtexasknightsed@gmail.com
FacebookJeff Frenchtexasknightsed@gmail.com
Tournament Clearing HouseLori BalkumLori.Balkum@austinchesstournaments.com
Director of Procurement

Director of Junior Chess

Director of Postal Chess


Texas clubs and vendors

Public Clubs
Scholastic Regional Websites
Scholastic Clubs
University Clubs


Vendors
Looking for chess sets for your club or school?
TCA recommends the following vendors:
Send additions or updates to texaschess@gmail.com

TCA Membership Information

Major Texas tournaments (State Championship, Scholastic Championship, Action Championship, Southwest Open, Texas Open, etc) are TCA sanctioned events requiring TCA membership, with few exceptions. See the bylaws for a complete list.
TCA members receive Texas Knights magazine, widely considered one of the best chess magazines in the nation. In 1998 Texas Knights won the USCF's Fred Cramer award for the best state chess magazine.

Individual & Family Membership Fees:

TypeOne YearLifetimeNote
Regular$10.00$200.00
Family$15.00

Junior$7.50$200.0018 and under
Student$7.50$200.00With ID
Patron$25.00$500.001st Class Mailing
Family Patron$30.00
1st Class Mailing
Foreign$12.50
Canada & Mexico
Foreign$17.50
except Canada & Mexico
Special$5.00
without Texas Knights
Special (Blind)$2.00
No magazine.
Junior Tournament$1.00
Valid for entry into TCA tournament. Junior only.
No magazine.


Please include your name, address, city, state and zip code (zip + 4 helpful) with your payment. An email address is optional, but strongly encouraged (and required for access to the online discussion forums). Mail your payment to:

TCA Treasurer
2709 Longhorn Trail
Crowley, TX 76036-4719

Bidding Guidelines for State Scholastic Tournament

Hotel Contract

There are two main venues that the State Scholastic can use.

Hotel - Can use one hotel that has a lot of ballroom space or can use
several hotels that are next to each other. It is also possible to
split the events into two separate weekends and in the same or
different cities. Note that this split option has yet to be used. An
examples of a hotel tournament was the 2003 State Scholastic held at
the Hyatt Regency ReUnion in Dallas.

Convention Center - Can use a convention center that has nearby
hotel(s). An example of a convention center tournament was the 2002
State Scholastic held at the Bayfront Plaza Convention Center in
Corpus Christi.

There are some advantages and disadvantages inherent with these either
venue types.

Hotel Venue

Pro: A hotel venue can yield free space. Most hotels will trade hotel
space for hotel rooms nights and for the food and beverage that is
sold to feed the tournament staff. (Corpus also fed the coaches at the
TCA Business meeting.) Hotels can provide some free sleeping rooms for
the staff.

Con: If the tournament does not sell the room block, then the
attrition and sliding scale charges can be quite high. Cancellation
penalties at hotels can also be quite high.

Convention Center Venue

Pro: These can have plenty more space for the tournament than a hotel
venue. The price can be fixed at a known rate. Many convention centers
have a lower nonprofit rate. Hotel rebates can be used to help pay for
the space. Convention Centers are more likely to allow the use of
outside food vendors. These can lead to savings in food and beverage
for the tournament staff.

Con: Chess parents are smart. They will go around the room
blocks. This means that you may not get many room rebates and that the
space will not be free. Convention Center housing Bureaus are many
times not structured to deal with attendees who go around them. An
alternative is making individual deals with hotels. This is more work
and more financial risk, as hotels will not block out their rooms
without compensation if the rooms are not sold. Depending on the
distance from the hotels to the Convention Center, the organizer may
have to provide transportation to and from the hotels to the
convention center. Some convention centers have table and chair rental
fees.

Guidelines for Hotel Venues

Anticipate Attendance: 1300-1900 kids, 800-1500 accompanying adults.

Time of year: March, spring break is customary but not required.

At least 39,000 sq. ft. of main playing area. (This may be more than one room.)

At least 12,000 sq. ft. of secondary hall for casual play, exhibits
and adult waiting. (This may be slightly less if either there are
exceptionally big foyer areas or if bleachers are provided for the
parents.)

At least a 1,000 sq ft staff room. This can also double as the staff
feeding room. A good size computer room. If the tournament is on
various floors, then more than one computer room may be used. Room
should have power outlet and phone(s). Internet connection is
desireable.

Registration Area

At least 1,000 sq. ft. for the book vendor. This may be more. This
room should be lockable and have a phone line. (Usually the vendor
pays for the phone line.)

At least 1,000 sq. ft. for the TCA meeting. This may be held at a room
that has another function. For example, it may be held where the
Kindergarten section was held.

10 - 15 rooms ranging in sizes. This are for team rooms. Suites can be
used as team rooms but care should be taken with suites if they have
pull out beds or access to beds. Note that hotels are more likely to
allow outside food in suites. Team rooms should have keys for the
occupants. Asking for too many team rooms from the hotel can raise the
price if room block is not met, but asking for too few team rooms
means that the hotel can sell team room in competition with you.

Ice water refreshed regularly should be available in all meeting
space. This should be complimentary.

Approximately 1100 6'x30" (or equilvalent) rectangular draped tables
and 4400 chairs. Round tables are not adequate for tournament play but
are acceptable for team rooms and for parent hang out. Tables should
be complimentary. Note that most hotels have sister hotel properties
from which they can borrow tables. Note that 8' x 30" tables are an
acceptable substitute. These can seat 6 players at the lower grades,
but should probably seat 4 players at the high school and college
level. Using two by 18" tables is not ideal. More ballroom playing
space may be needed if using two by 18" tables, as they are half a
foot wider than by 30" tables.

At least one stage with podium and microphone. These should be
complimentary. Note that if award ceremonies are held in different
rooms, then more microphones are needed. (Care should be taken that
the noise from one award ceremony does not disturb the players in the
other sections.)

At least four phones lines with no installation fees.

Complimentary sleeping rooms provided, based on a 1 for 30-50
cumulative calculations of entire paid room block. Most hotels will
give one free room for every 50 rooms sold, but there have been hotels
that have given 1 free room for every 30 rooms sold.

Two one-bedroom suites provided complimentary from Thursday -
Monday. Some hotels will also give a limited number of room upgrades,
that is a suite for the price of a normal room.

Hotel site should have fast food or 'kid friendly' restaurants or
menus at the site or within easy walking distance or light rail
distance.

Complimentary drayage and storage. (6 - 8 pallets.) This is important
is vendor is from far away, of if sets are being shipped or inventory
is being shipped.

Complimentary easels (or 18" wide tables) for movable signage.

New Key hotel security.

Be sure that the hotel has enough restrooms to handle the amount of
players. Restroom location is also important.

Valet parking passes. You may want to negotiate some free valet
parking.

Check the lighting. Some hotels have very poor lighting. The cost if
any of extra lighting should be in the hotel contract.

All meeting space must be available on a 24-hour basics on the
indicated days:


For experienced organizers in volunteer laden city:

TBA: a storage room. This is important if the organizer is from
another city and is making multiple trips to the site.

Friday: Computer room, vendor room, space for side events, td staff
room and registration area. All playing areas should be set up such
that sets and board numbers can be put down as soon as playing areas
become available.

Saturday - Sunday: All space (except if used, the separate award
ceremony room.)

Sunday - separate awards ceremony room if used.



For inexperienced organizers or organizers in a non volunteer laden city:

TBA: A Storage room.

Thursday: The vendor room, the staff room, and the computer room.
Friday - Sunday: All meeting space.
Sunday: The separate awards ceremony room.
Monday: The vendor room, the computer room and one small meeting room, and a storage room.

The room rate for single, double, triple and quad must be less than
$100 per night. Ideal is a rate under $90. This rate should be
available at least two days before and one day after the scheduled
meeting days. If the tournament is during spring break, then it would
be desirable to room rate available for even more days.

Estimated room block:

Th F Sa Sun Mon
20 530 550 30 2

Hints:

This tournament has a high rate of room cancellations. Coaches will
reserve rooms a year in advance before they even know how many rooms
they need. Coaches will be conservative and will reserve more rooms
than they need. Thus there are many last minute cancellations. You may
want to negotiate overbooking the block by 20 or 30 percent.

There is a slight art in hotel negotiations. The lower the room block,
the less risk that an organizer has, but then players may not get a
room. Too high a room block can be risky. Having a high room block
will make negotiating easier as the hotel anticipates higher
revenue. However, this can lead to more costs if the block is not met.

There are two terms/concepts that you must be aware with hotel contracts.

Sliding scale: This is the charge for the meeting space if you do not
sell enough rooms. Be careful of per day charges. For example, be sure
that you and the hotel are on the same page on the definitions. Is
Friday a day or a half day etc. etc.

Attrition: This refers to the loss of revenue suffered because they
sold fewer hotel rooms and also consequently sold less hotel food.

Most hotels have both a meeting space sliding scale and an attrition
scale, so beware that you know just how much is owed if the room block
is not met.

Ask for free space if you sell more at least 80% of your room
block. Then the charges for the space should graduate down as the
percentage of rooms sold goes down.

Room rebates: Some hotels will allow you to negotiate room
rebates. For example, the room rate is $97. $5 of that goes back to
the organizer. Note also that some hotels will not give you any
money. They will apply the rebate toward your food and beverage and
room bill. If your rebate exceed that bill, then you will lose the
rest. Some hotels will give you the excess money. Be sure you know
which the hotel is doing.

One final note about room rebates. From TCA's point of view they are
only acceptable for very stringent reasons.

A non-profit may use the hotel rebate to pay for a an experience
organizer to negotiate and help organize the tournament. In other
words this is a carrot for nonprofits to hold the event when they are
volunteer rich but organizer poor.

In high transient cities such as San Antonio, the hotels will not
trade room nights for meeting space. In this case, an organization may
need the rebates to help pay for the high cost of meeting space.

If your room block is full, you probably want to negotiate with a
nearby hotel for more room nights.

Hotels can help you hire off duty policemen as security guards.

Note that an the hotel will be more willing to give you a good deal if
you are flexible. Perhaps you can get one of the ballrooms late
Friday, that way the hotel will not lose any daytime or evening
revenue. Hotels will then give you the space earlier if they have not
sold it to another vendor.

A bidder can get two different types of hotel contracts. One is a
proposal and the other is an actual complete bid. A proposal is good
from the hotel's point of view, since it is once page. So the hotel
does not have to invest time an effort on a complete contract. There
is are hidden problems with proposals. The proposal may say based on
your room block, your space is free. But when you get the contract,
you may find that the space is $20,000 if you do not meet your
block. Another problem is that proposals do not have which meeting
space the hotel is giving you. A 100,000 sq ft meeting space hotel may
be only offering you half their space. For these reasons, the
Scholastic Committee prefers complete contracts and not proposals.

Putting a food and beverage guarantee in the hotel contract will get
you a better deal. $4,000 to feed the staff is not unreasonable.

There are two differing philosophies about scheduling. One is a USCF
philosophy that all rounds for each section start at the same
time. Another philosophy that this tournament has used is to stagger
the rounds.

The USCF philosophy works when there is plenty of space, plenty of
super quality computer operators, plenty of time between rounds and
plenty of high speed computer equipment and/or copiers.

The staggered rounds seems to work better at state. This is because
parents seem to congest the hall more so than at nationals. Staggering
the rounds allows for not all players and parents being in the
hallways at the same time. Putting the lunch break after round 1 of
the staggered rounds, also allows the computer operators to 'catch' up
with the correction and pairings changes made on the floor.

Keep these philosophies in mind while choosing a hotel.



Guidelines for Convention Venues

Anticipate Attendance: 1300-1900 kids, 800-1500 accompanying adults.

Time of year: March, spring break is customary but not required.

The same guidelines for space and tables and chairs as the hotel venue
is required. Note that with a convention center bid, you can probably
get even more space.

Try to get all tables and chairs comped, but be aware that many will
not comp them. Be sure that the price for tables and chairs is in the
contract.

Some cities have been able to let non-profits use the convention
center for free. This avenue should be investigated.

Hotel rebates are acceptable for convention center bids. The rebates
are used to pay for the convention center. If convention center is
comped, then rebate is not okay for organizer, but it is okay for the
convention center. (The convention center may comp the space for
rebates.)

Convention Center contract is required with bid. This contract should
mention which space the Convention Center is providing.

Hotel contracts from surrounding hotels must also be provided to
insure that there are enough rooms available in the area.

If hotels are not near the hotel, then transportation plans should be
provided. Note that some hotels will provide transportation for free.

Convention Centers may not have enough team rooms. Skirted cubicles
have been used as a substitute. Be aware when setting prices that the
surrounding hotels may compete with you. The hotels will probably sell
out, so they have meeting rooms to sell. A logical move for them is to
sell their space cheaply as team rooms. You may want to talk to the
hotels and have them sell team rooms at hotel in exchange for the
hotel providing transportation to convention center.

Some convention centers do not provide water stations. If this is the
case, ensure that they provide cups by the water fountains in the
playing halls.

Convention center may not comp phone lines, microphones and
staging. Be sure those cost are defined in the contract. Many
convention centers allow taping pairings and the like on the walls. If
the convention center does not, have easel costs in the contract.

Picking a headquarter hotel for Friday's registration and check-in and
for the side event is one way to use convention center for two days
instead of three. Note that there should be enough volunteers and time
to set everything up if the convention center is rented only for
Saturday and Sunday.

If using a housing bureau, make sure they know about the attendee's
tendency to try to get a cheaper rate by calling hotels directly.

Be sure that convention center has at least two lockable rooms. Use
these for the computer room and for the book vendor.

Nearby hotel room rates are usually lower. The hotel sells rooms and
still has space to rent for weddings and other events. consider this
in your finances. Many will stay at hotel 6 even if farther.

Have contingencies in place in case of rainy weather and walking to
and from hotels and restaurants is more problematic.

In general Convention Center events are slightly more complicated to
set up, but there is usually more space available, so the actual
running of the tournament can be easier. The Visitors and Convention
Bureau in each city is a good resource for help.

Special venues like Universities or Fortune 500 companies can use
Convention Center guidelines.


Prize List

This is included to help a bidder in figuring out expenses. In general
there are trophies to the top 25 individual and top 20 teams per
section. In the past two years there were 25 team trophies awarded per
section. Team and individual trophies in championship sections must be
the same size and graduate from a minimum of 20" in height for the
lowest place up to a minimum of 42" in size for first place. Trophies
for the junior varsity sections can be slightly smaller than
championship trophies. Note that side events do not have these trophy
size requirements. Also note that at this time, the Kindergarten and
College sections are side events. An extra label should be available
in case a K-6 team wins the elementary section. The label is for the
highest finishing K-5 team to be the K-5 champions.

College Scholarships awarded must be prominently advertised.


Expenses

Tournament booklets. These are usually 8.5" x 11" folded in half. They
should included tournament rules, tournament information,
hotel/convention center information, score sheets, tournament history
and advertisements. It is recommended that extra tournament booklets
be provided for coaches.

Duplicate score sheets for top boards.

Computer equipment and copiers. Laser printers are the preferred
printer.

TLA

TCA deposit.

Website expenses. Hosting and webmaster.

Mailing expenses. Traditionally, every scholastic, junior and
affiliates members have received a mailing. Some organizers do more
than one mailing.

Flyers to be distributed at tournaments, especially at the Grade and
at Regionals.

Staffing expenses. TDs get paid. (In 6th grade and lower, their should
be one TD for every 50 players, for MS one TD for every 75 players and
HS should have a TD per 100 players.) The overall chief TD should be
an ANTD, an NTD or as last resort, a Senior TD who has directed and
organized this event. Volunteer coordinators sometimes get paid. The
person who enters the pre-registrants into the computer should get
paid.

Office supplies.

Printing costs. Various signs and banners.
Tournament booklet ad from prior years state.
Food for staff.
Valet parking costs.
Various hotel costs.
Insurance.
Rating fees.
Security guards.
Phone bills and internet provider bills.
Van or car rentals if bringing chess sets.
If buying chess sets, then price of chess sets.
Tee shirt costs.
Staff shirt and/or badge cost.
Mouse pads and tournament hat cost. (If applicable.)
Master analysis and simul costs.
Graphic design costs.
Banking costs.
Scholarship awarder hotel room cost. (If not one of 50 rooms.)
TCA membership fees.
USCF membership fees.
Press agent (if you choose to hire one.)
Trophy shipment costs.
Bleacher rental and set up, if the organizer chooses to use bleachers.



Revenues

Entry Fees.

Team Room fees.

Room rebates (if applicable.)

Sale of tee shirts, mouse pads, etc.

Chess Vendor commission.

Sale of chess sets (if applicable.)

Side Event fees.

Tournament booklet ads.

TCA membership commission, (if applicable.)

USCF membership commission, (if applicable.)

Sponsorship, (if applicable.)

Booth sales. (example, Think Like A King will buy a booth for this
tournament.)

Trophy shipment fees.


Organizer's Resume

The organizer/bidder should submit a resume of organizing
experience. (This can be waive if the scholastic Committee is aware of
the organizer's/bidder's experience.)

Synopsis of Bidding Organization


This should include the following:

Is the bidder incorporated? If so, what state?

Is the bidder nonprofit or for profit?

Is the bidder a 501(c)3 ?

Is the bidder a public school or university.

Is the bidder paying a hotel rebate or a fee to another individual for
help in preparing the bid?

Any other relevant information that the Scholastic Committee should
know?

Statement of Insurance

The bidder and/or bidding organization will have Insurance coverage.

The Organizer shall maintain at all times and in full force and effect
commercial liability insurance covering bodily injury and property
damage in a minimum amount of no less than $1,000,000 per person /
$2,000,000 per occurrence, together with such other insurance as is
required by the state of Texas, including workers' compensation
insurance and vehicle liability insurance and will furnish proof of
such insurance to the Texas Chess Association upon demand. The
organizer will also maintain any insurance required by the hotel
and/or convention center.

General Aggregate Limit (other than Products-Completed Aggregate Limit
-- $2,000,000 Products-Completed Operations Aggregate Limit --
$2,000,000 Personal & Advertising Injury Limit -- $1,000,000 Each
Occurrence Limit -- $1,000,000 Fire Damage Limit (any one fire) --
$100,000 Medical Expense Limit (any one person) -- $5,000


Indemnification of State Association

The organizer, if not the Texas Chess Association, must agree to
indemnify and hold The Texas Chess Association harmless from any and
all claims, lawsuits, debts, obligations, and liabilities, including
without limitation attorneys fees and cost associated therewith,
relating to or arising out of the tournament.

Statement of Tournament Guideline Compliance

The bidder and/or bidding organization will comply with the tournament
regulations and guidelines in effect at the time of the Southwest Open
where this bid is awarded.

Tournament Bidding Guidelines

(See special guidelines for the State Scholastic Tournament.)

General:

The TCA welcomes your bid for any of our tournaments. On this page you will find information and links to important information about the bidding process including events that can be bid on and the deadlines for those bids, as well as lists of events that have been awarded. If you have any questions or comments please direct them to the TCA President, Clemente Rendon (crendon44@hotmail.com).

The TCA Bylaws and any motions passed by the TCA membership form the underlying rules of the bidding process. Additional information about bidding on and the organization of TCA scholastic events can be found in the TCA's State Scholastic Bidding Guidelines.

Deadlines: (See tournament bid spreadsheet)

Note: Any bidding guidelines for specific regional tournaments shall be posted on each regional web page. The information below applies to statewide TCA events.

The TCA's tournament year is a calendar year, from January through December. Bids for any given year are due by the deadline in the prior year for all non-major events, and for major events only if an event was not awarded in the prior year. For example: a 2006 Texas Team (non-major) event can be bid on before the 2005 deadline, but a 2006 Southwest Open (major) event could be bid on before the 2005 deadline
only if it was not awarded in the 2004 bidding cycle. Bids for major events can be bid before the deadline in the year prior to the prior year. For example: a 2006 major event can be bid on before the 2004 deadline, and with the TCA's approval awarded.

In general, while bids can be received early they will not be considered until the appropriate deadline has passed. However, the TCA Bylaws do provide an exception to this general rule: "In the case of an opportunity arising, the TCA may choose to run any of its events and/or accept a bid more than two years in advance and may organize
the major tournament. The TCA may choose to hire an affiliate to run this event." For example, in September 2003 the TCA chose to self-organize the 2007 State Scholastic; although, the first deadline for this event would have normally been some time in June 2005.


TCA Major events:

* Southwest Open
* Texas Amateur Championship
* Texas Grade Championships
* Texas Scholastic Championship
* Texas State Chess Championship

TCA Non-Major events:

* Regional Scholastic Championships
* Texas Action Championship
* Texas Armed Forces Championship
* Texas Collegiate Championship
* Texas Girls Championship
* Texas Grade Championships
* Texas Junior Invitational Championship
* Texas Junior Open
* Texas Junior Team Championship
* Texas Open
* Texas Postal Championship
* Texas Quick Championship
* Texas Senior Championship
* Texas Team Championship>
* Texas Women’s Championship


General Discussion:

Perhaps the most important general concept that governs how bids are considered is that in the best judgment of the TCA only bids from organizers who meet or exceed the minimum guidelines for an event, and are expected to do a good job organizing that event will be seriously considered. For example, an organizer who has insufficient prior experience with organizing sizable scholastic events will likely not be seriously considered to organize a State Scholastic Championship. Whereas, a new organizer who bids on a small scholastic event, for example the Texas Junior invitational, will likely be given serious consideration. New organizers are encouraged to start small, gain experience, demonstrate they can do a good job, and move up progressively to larger and larger events.

The reputation of an organizer is also significant. For example, while admittedly subjective, if the strong consensus among players is that an organizer runs poor quality events, their bids will likely not be given serious consideration.

That said, the TCA sees great value in having many quality organizers distributed across the state of Texas, and wishes to encourage participation of many organizers to run TCA events.

Specific Criteria:

1. Organizing Non-Scholastic Events Gives Extra Consideration For
Certain Major Events

"Organizers/organizations who submit bids for TCA non-scholastic events will
be given extra consideration for their bids on the Texas Scholastic Championships and Texas Grade."

"Organizers/organizations who submit bids or run a non-scholastic regional will be given extra consideration for their regional bids."

2. No Regional Scholastic Is Held

"A TCA region that does not hold a regional [Scholastic Championship], forfeits their priority in the next bidding cycle for the Texas Scholastic Championships and for the Texas Grade Championships."

3. Affiliate Rotation for Major Events

"One affiliate cannot host a single specific "Major Event" two years in a row unless there is no other comparable bid for the tournament.

4. County Rotation for Major Events

"Cities within the same county should not host a single specific “Major Event” two years in a row unless there is no other comparable bid for the tournament (e.g., cities within the same county should not host the Southwest Open two years in a row, but can host the Texas Junior Championship, the Southwest Open and the Texas State Chess Championship in the same year.)"

5. City Rotation for all TCA Events

“Priority Rotation Schedule” will begin in 1995 for TCA Tournaments. This rotation schedule will give a higher priority to a city making a comparable bid and, in some cases, this higher priority can result in an automatic award of the tournament to a bidding city. That is, the city which has had a longer time since hosting a tournament may be awarded the tournament without a vote if their bid is reasonably comparable to other bids made for that tournament. If there are multiple cities (or affiliates within the same city) who have somewhat equal lengths of time since hosting the tournament, only those cities’ (or affiliates’) bids will be included on the ballot in the July-August issue of Texas Knights."

6. Other Criteria

"The final approving authority for the comparability of bids and “somewhat equal lengths of time” for awarding a tournament to a bidding city shall be the Board of Directors, or in the case of major scholastic events, the Scholastic Committee. They should consider the following factors: geographic location, drawing power of the area, finances, organizers’ experience, size of the playing site, hotel
contracts and other relevant criteria."

What Should Be Included In a Bid.

The TCA's State Scholastic Bidding Guidelines includes very valuable information about bidding on and organizing scholastic tournaments. Some of this information will also be valuable for organizers of non-scholastic events as well. You are encouraged to read these guidelines. What should be included in a bid will vary depending on the event, but in general the more major the event is, and the more likely there will be active competition for the event, the more desirable detail will be. At a minimum a bid should include but is not limited to:

* A statement that the event will be a USCF rated event

* A statement that the organizer will follow all relevant TCA requirements and guidelines for that event.

* The exact location of the event

* The date of the event (note: some events have restrictions as to when they may be held)

* A statement that releases the TCA from any liability associated with the event

* For those events that require it, a statement that the organizer will have a liability insurance policy in force at the time of the event

* Hotel room information if applicable

* Information about prize funds and/or trophies if applicable

* A description of any sections and any conditions for playing in those sections if applicable

* Submitting a draft copy of a TLA (USCF Chess LifeTournament Life Announcement) is recommended

* For any sizable event submitting a draft budget and any pending hotel or other contracts is recommended. The draft budget would include all estimated expenses and revenues. Unless an event has an underwriter (sponsor or patron), we want to avoid awarding events to organizers who are likely to lose sizable amounts of money, or will enter into hotel contracts that have unreasonable performance clauses.

TCA Regions



September 2013: Bell county has moved from region 2 to region 6.
September 2014: Starr and Hidalgo counties have moved from region 8 to 10.

REGION I (Panhandle):
Armstrong, Bailey, Briscoe, Carson, Castro, Childress, Cochran, Collingsworth, Cottle, Crosby, Dallam, Deaf Smith, Dickens, Donley, Fisher, Floyd, Foard, Garza, Gray, Hale, Hall, Hansford, Hardeman, Hartley, Haskell, Hemphill, Hockley, Hutchinson, Kent, King, Knox, Lamb, Lipscomb, Lubbock, Lynn, Moore, Motley, Ochiltree, Oldham, Parmer, Potter, Randall, Reagan, Roberts, Sherman, Stonewall, Swisher, Terry, Wheeler, Yoakum.

REGION II (North Central):
Baylor, Bosque, Clay, Comanche, Cooke, Coryell, Denton, Erath, Falls, Hamilton, Hill, Hood, Jack, Johnson, Lampasas, McLennan, Mills, Montague, Palo Pinto, Parker, Shackelford, Somervell, Tarrant, Throckmorton, Wichita, Wilbarger, Wise, Young.

REGION III (Northeast):
Anderson, Angelina, Bowie, Camp, Cass, Cherokee, Collin, Dallas, Delta, Ellis, Fannin, Franklin, Freestone, Grayson, Gregg, Harrison, Henderson, Hopkins, Hunt, Kaufman, Lamar, Limestone, Marion, Morris, Nacogdoches, Navarro, Panola, Rains, Red River, Rockwall, Rusk, Sabome, San Augustine, Shelby, Smith, Titus, Upshur, Van Zandt, Wood.

REGION IV (West):
Brewster, Culberson, El Paso, Hudspeth, Loving, Jeff Davis, Pecos, Presidio, Reeves, Terrell, Val Verde, Ward, Winkler.

REGION V (Southeast):
Austin, Brazoria, Brazos, Chambers, Fort Bend, Galveston, Grimes, Hardin, Harris, Houston, Jasper, Jefferson, Leon, Liberty, Madison, Matagorda, Montgomery, Newton, Orange, Polk, Robertson, San Jacinto, Trinity, Tyler, Walker, Waller, Wharton.

REGION VI (South Central):
Atascosa, Bandera, Bastrop, Bell, Bexar, Blanco, Burleson, Burnett, Caldwell, Colorado, Comal, De Witt, Edwards, Fayette, Frio, Gillespie, Gonzales, Guadalupe, Hays, Karnes, Kendall, Kerr, Kinney, Lavaca, Lee, Llano, Medina, Milam, Real, Travis, Uvalde, Washington, Williamson, Wilson.

REGION VII (Gulf/Valley):
Aransas, Bee, Brooks, Calhoun, Dimmit, Duval, Goliad, Jackson, Jim Hogg, Jim Wells, Kennedy, Kleburg, La Salle, Live Oak, Maverick, McMullen, Nueces, Refugio, San Patricio, Victoria, Webb, Zapata, Zavala.

REGION VIII (Lower Valley):
Cameron, Willacy

REGION IX (West Central):
Andrews, Archer, Borden, Brown, Callahan, Coke, Coleman, Concho, Crane, Crockett, Dawson, Eastland, Ector, Gaines, Glasscock, Howard, Irion, Jones, Kimble, Martin, Mason, McCulloch, Menard, Midland, Mitchell, Nolan, Runnels, San Saba, Schleicher, Scurry, Stephens, Sterling, Sutton, Taylor, Tom Green, Upton.

REGION X (Upper Valley):
Starr, Hidalgo

Bylaws


Bylaws of the Texas Chess Association, Inc.
(updated Nov 14, 2006)



Article I: NAME

The name of this organization shall be: The Texas Chess Association, commonly known as the TCA or the Association.

Article II: PURPOSE

The purpose for which the Texas Chess Association is organized shall be exclusively educational and instructional, namely to promote the game of chess, tournaments among its members and specifically to:

1. develop chess clubs throughout Texas;

2. coordinate with schools, colleges, hospitals, military bases, community centers, and other groups and institutions in teaching chess, conducting tournaments and other activities;

3. cooperate with the United States Chess Federation as its designated Texas affiliate, and with other state or international chess organizations in projects beneficial to chess promotion;

4. disseminate information through its publications and representatives;

5. select Texas delegates and voting members to represent Texas chess at the United States Chess Federation meetings;

6. pledge that no part of its funds shall inure to the benefit of any individual, except that trophies or prizes awarded in the course of its educational and promotional programs shall not be so construed, and that the TCA shall be operated on a non-profit basis and neither the principal nor income of its funds may ever be used to influence legislation; and

7. limit the TCA to exclusively educational and instructional purposes within the meaning of Section 501 (C) (3) of the Internal Revenue Code of 1954.


Article III: MEMBERSHIP

Section 1. Voting Membership Categories

A. Regular: Any Texas resident may become a Regular Member of the Association upon payment of $10.00 for one year.

B. Regular Non-subscriber: Any Texas resident may become a Regular Non-subscribing Member of the Association upon payment of $5.00 for one year. This class of membership does not receive Texas Knights but may participate in TCA tournaments and vote in TCA elections, and does not exclude juniors aged 18 or under.

C. Student: Any Texas resident with a valid college ID may become a Student Member of the Association upon payment of $7.50 for one year.

D. Junior: Any Texas resident 18 years of age and under may become a Junior Member of the Association upon payment of $7.50 dues per year.

E. Junior Tournament: Any Texas resident 18 years of age and under may become a Junior Tournament Member of the Association upon payment of $1.00. This class of membership does not receive Texas Knights and carries no voting privileges, but may participate in one TCA sponsored tournament. College players in a TCA Scholastic Event with a Collegiate Section may participate as Junior Tournament Members upon payment of the $1.00 fee.

F. Family: A household consisting of husband and/or wife, including children (if any) age 18 or under, being Texas residents, may take out a Family Membership upon payment of $15.00 for one year. They shall receive one subscription to Texas Knights, and all shall be considered TCA members eligible to participate in TCA events.

G. Life: Any person may become a Life Member of the Association upon payment of $200.00 or by ten annual payments of $20.00 each. Life Membership shall be twenty times the amount of dues specified for Regular Members. If paid over a ten year period, Life Member annual dues shall be twice the current amount of Regular Member dues.

H. Patron: Any member may become a Patron Member of the Association upon payment of $25.00 or more dues per year. Said Member shall receive Texas Knights by first class mail, have his name displayed in the Texas Knights "Hall of Honor" and be known as a generous supporter of Texas chess.

I. Blind Membership. A blind person may become a Special Member of the Association upon payment of $2.00 for one year without the magazine, or $5.00 for one year with the magazine.

J. Family Patron: Any family member may become a Family Patron Member of the Association upon payment of $30.00 or more dues per year. Said Member shall receive Texas Knights by first class mail, have their family name displayed in the Texas Knights "Hall of Honor" and be known as a generous supporter of Texas chess.



Section 2. Non-voting Membership Categories

K. Non-resident: Any person residing in a state other than Texas may become a Non-resident Member at the corresponding dues rate established for members who are Texas residents.

L. Club: Any U.S. club or organization that wishes to affiliate itself with the Association may do so for an annual affiliation fee of $25.00. Any foreign club or organization may affiliate itself with the Association for an annual affiliation fee of $40.00. The club or organization will not have voting privileges but will receive Texas Knights and one free quarter page advertisement per year in Texas Knights.

M. Scholastic Club: Any scholastic organization including colleges, junior colleges, community colleges, high schools, middle schools, elementary schools, youth centers, youth hostels, etc., may affiliate itself with the Association for an annual affiliation fee of $10.00. The club or organization will not have voting privileges but will receive Texas Knights and one free quarter page advertisement per year in Texas Knights.

N. Foreign Member: Any person residing in Canada or Mexico may join TCA at $12.50 a year. Any person residing in any country other than Canada, Mexico, or the United States may join TCA at $17.50 a year.


Section 3. Renewals:

Membership renewals shall be dated from the previous expiration date, if renewed within 30 days following expiration, or for a year from the date of renewal if necessary to ensure that the renewing member is scheduled to receive six issues of Texas Knights before the new expiration date.


Section 4. Rights and Privileges of Members

A. Each member (unless a non-subscribing member) shall be entitled to receive Texas Knights or other TCA publications.

B. All Voting Members except for Junior Tournament Members are entitled to vote at meetings of the general membership and participate in all activities and tournaments sponsored by the Association, except that such events may require an entry fee. All Voting Members may hold office in the Association if duly elected or appointed.


Section 5. Verification of current membership status: If a person advises an Association Board Member that his dues have been paid and can produce a receipt, check, canceled check or other proof of payment, the person (or family) shall be listed on the website list of current members. In the absence of proof of payment, the Secretary or the Treasurer or a majority of the Board of Directors may decide to honor or deny the player’s request.


Section 6. The Officers of the Association may authorize memberships at a discounted rate for disabled persons or senior citizens on applications stating a specific reason for this type of membership.


Article IV: BOARD OF DIRECTORS


Section 1. Composition:

The Board of Directors shall consist of the President, Vice-President, Secretary and Treasurer, who shall be elected by the membership; eight Regional Directors representing each region of Texas (as specified in Appendix I), who shall each be appointed by the President; the Editor of Texas Knights, who shall be appointed by the President; and the immediate past President. The President shall be Chairman of the Board.


Section 2. Meetings of the Board:

A meeting of the Board of Directors may be held on Saturday preceding Labor Day at the location of The Southwest Open upon call of the President or the Chairman of the Board. Special meetings may similarly be called at any major tournament sponsored by the Association. Advance motions must be received at least three weeks prior to any meeting, and shall be posted to the TCA Website no later than two weeks prior to the same meeting.

Section 3. Quorum and Voting for Meetings of the Board:

A quorum for the transaction of business at any meeting shall be five (5) of the Board members, including at least three (3) of the elected officers of the Association. A majority vote of the directors present shall be sufficient to transact business.


Section 4. Transaction of Business by Mail Ballot, Telephone, or Electronically:

In lieu of meetings, the Board of Directors may vote by mail, telephone, or electronically (for example, by e-mail) on any matter of business relating to the Association.


Section 5. Powers and Duties:

The Board of Directors shall have general management and supervision of the affairs of the Association. All appointments and actions of the President shall be subject to review and approval by the Board of Directors.


Article V: OFFICERS

Section 1. Titles:

The Officers of the Association are: the President, the Vice-President, the Secretary, the Treasurer, the Editor of Texas Knights, and eight regional Directors. These officers shall perform duties as prescribed by these Bylaws and the parliamentary authority adopted by the Association.


Section 2. Nominations:

Nominations for the offices of President, Vice-President, Secretary, and Treasurer shall be submitted to the Editor of Texas Knights by the deadline for the July/August issue of Texas Knights. Nominees must be members in good standing of the Association as well as residents of the state of Texas. If there are no nominees for an office, the President-Elect may appoint any Resident Member to fill that office. If no appointment has been made after thirty days, the Board of Directors shall select an appointee.


Section 3. Elections

A. Election of the officers of the Association, as well as tournament bids on official TCA events, shall be by mail ballot.

B. A ballot shall be prepared by the Secretary, or a designee of the Secretary, listing the nomination for each officer post. Sufficient copies of the ballot shall be published in order that each voting member in good standing may vote. The Secretary may mail a copy of the ballot to each voting member in good standing, or have a copy of the ballot included with the July/August issue of Texas Knights. A pre-addressed envelope shall be included with the ballot.

C. The President shall appoint a special committee to tally the votes. This committee shall be made up of at least one Board member and one voting member. The ballots shall be opened and tallied during a public meeting during the Southwest Open. The nominee having a plurality shall be declared the winner of each office. The committee chairperson will present the election results to the President prior to or during the first part of the Annual Meeting. The committee chairperson will announce the election results at the appropriate time during the Annual Meeting.


Section 4. Term

The terms of the Directors and Officers shall begin at the Annual Membership Meeting after the close of old business in the order of business items, and continue for approximately one year until the next Annual Membership Meeting.


Section 5. Duties and Responsibilities of Officers


A. President

1. The President shall preside at all annual or special meetings of the membership, and shall preside at meetings of the Board of Directors.

2. The President shall call special meetings of the Board of Directors; appoint committees, and committee chairmen; appoint the Editor of Texas Knights; appoint the eight Regional Directors representing each Region of Texas (as outlined in Appendix I); appoint officers for positions in which there are no nominees; appoint members to fill any vacancy in any office for the unexpired term; appoint the nominate candidates for the USCF SOMOV election, and appoint the Director of Postal Chess, Scholastic Committee Chair, Ethics Committee Chair, Procurement Director, and Webmaster. and appoint the Directors of Postal Chess and Junior Chess. All Presidential appointments must be submitted to the Board of Directors and are subject to their approval.

3. The President shall carry out all requirements of these Bylaws, represent the Association officially on occasion, report annually on the Association to the Members, and shall have the authority to act as the Chief Executive Officer of the Association.

4. The President may authorize up to five hundred dollars ($500) in total annual discretionary spending, or five percent (5%) of the bank account, whichever is less, without approval from the Board of Directors or the membership. The expenditure must be reported to the Webmaster within five working days.

B. Vice-President

1. During the absence or incapacitation of the President, the Vice-President shall assume and discharge all duties and responsibilities of that office.

2. The Vice-President shall act as the coordinator of all chess tournaments in Texas, and shall operate the USCF tournament clearinghouse for Texas. As tournament clearinghouse coordinator, the Vice-President shall undertake full responsibility for notifying organizers in their areas of possible conflicts and to help organizers schedule non-conflicting tournaments. Close liaison shall be maintained between the Vice-President and all Texas organizers and with tournament clearinghouse coordinators in surrounding areas.

3. The Vice-President shall regularly advise the Editor of Texas Knights of all scheduled Texas tournaments. The Vice-President shall also receive official tournament results, prize handouts, and crosstables of tournaments from Texas organizers to forward to the Editor of Texas Knights.

4. The Vice-President shall be the chairperson of the membership committee, working towards adding more TCA members and USCF members in Texas.

5. In the event of a committee chairperson or Director vacating his position, the Vice-President shall take over the duties of the vacant position until a replacement is formally appointed.


C. Secretary

1. The Secretary shall be the recording officer of the Association and the custodian of its records.

2. The Secretary shall maintain a current list of all members in good standing and complete minutes of the annual Membership Meeting, special meetings and Board of Director meetings.

3. The Secretary shall transcribe all minutes of Association meetings into a permanent minute book, which may be read at the Annual Membership Meeting, and shall maintain the official historical records of the Association, including the names of the Directors and Officers, the names of major tournament winners, and the records of any other action or event deemed noteworthy. The Secretary shall make summaries of minutes and other Association activities to the Editor of Texas Knights and the webmaster within thirty (30) days after the meeting.

4. The Secretary shall maintain the affiliation of the Texas Chess Association with the United States Chess Federation.


D. Treasurer

1. The Treasurer shall be the officer entrusted with the custody of Association funds.

2. The Treasurer shall handle the receipt of all dues and other funds received by the Association; may distribute membership cards to members in good standing upon request; and may forward the current membership list to any Board member upon request.

3. The Treasurer shall provide the Officers with quarterly financial statements listing income, expenses, assets, liabilities, and net worth, and shall report the financial status of the Association each year at the Annual Membership Meeting. The Treasurer shall forward the quarterly financial statements to the Webmaster for posting on the TCA website. The fiscal year of the Association shall begin on September 1 and end on August 31.

4. Any single expenditure in excess of $250 that has not been approved by the TCA membership shall immediately be reported to the Board of Directors, except for expenditures for the cost of publishing Texas Knights, unless a single expenditure exceeds $1000.

5. All funds of the Association shall be deposited in a national bank, in a checking account and a savings account. Funds not required for the regular maintenance of the Association shall be allocated to a separate savings account.


E. Editor of Texas Knights

1. The Editor shall periodically publish and distribute copies of Texas Knights as authorized by the Board of Directors. Issues shall show the appropriate volume and issue number, and month of distribution. The volume numbers shall be advanced after each Annual Membership Meeting.

2. The content of Texas Knights shall emphasize news material of tournament activity, games, problems, future tournament announcements, articles and items of general chess interest.

3. The content of Texas Knights shall avoid any material of a controversial nature or criticism of any person, club, or region. Editorial opinion shall be clearly identified in separate articles, and shall have the consent of the President prior to publication. However, if the author is the President, the consent of the Board of Directors is required with the President abstaining from voting. A decision of the President may be appealed to the Board of Directors. For campaign statements the decision must be unanimous with those Board Members who are nominees in the election abstaining.

4. The Editor may appoint a staff to assist in the preparation of Texas Knights, but may not delegate responsibility for the content of the publication.

5. The Editor shall publish the financial statement provided by the Treasurer at the annual membership meeting in the next issue of Texas Knights.



F. Regional Directors

1. Regional Directors shall be appointed by the President to each geographical area of Texas (as specified in Appendix).

2. Regional Directors shall be responsible for coordination of Association activities within each region, promoting Association Memberships, and sending a continuing flow of chess news material to the Editor of Texas Knights.

3. Regional Directors shall have a Web site for their region.

4. The Regional Directors shall act as the main liaison between the Association and the members.


Section 6. Duties and Responsibilities of Non-Officers

A. Director of Procurement: The Director of Procurement shall handle the purchase of chess sets for the TCA scholastic support program, and for other TCA approved projects.

B. Webmaster: The Webmaster shall maintain a website for the Association. The TCA officers may authorize certain designated Webmasters to charge an extra $1.00 per TCA memberships, other than Non-subscribing and where the payment is accepted on a secure Web server that accepts credit card purchases, as a handling fee. The website shall be updated as soon as possible with financial data and minutes provided by Board members.


Article VI: MEMBERSHIP MEETINGS


Section 1. Annual Membership Meeting


A. The annual membership meeting shall be held before each Labor Day prior to the first Sunday round of Southwest Open. The Tournament Director or local sponsoring committee shall make available a free period of approximately two hours.

B. Order of Business: The Order of Business may be as follows:

1. Reading of the minutes of previous meeting by the Secretary.
2. Financial report by the Treasurer.
3. President's Report
4. Old Business
5. New Business

C. Quorum for Annual Membership Meeting: A quorum shall consist of the voting Members present at the time of the meeting.

D. Voting at the Annual Membership Meeting

1. For the amendment of these Bylaws, an affirmative vote of at least two-thirds of the voting Members shall be required. Motions to amend these Bylaws have to be submitted for publication in the July/August issue of Texas Knights and submitted to the Webmaster at the same time.

2. For the transaction of other business, a majority vote of the voting Members shall be required.


Section 2. Annual Junior Chess Meeting

A. The annual junior chess meeting shall be held during the Texas Scholastic Championship. The tournament director or organizer shall plan for this meeting to take approximately ninety minutes. The agenda shall focus on issues unique to Texas Junior Chess.

B. The Order of Business and quorum rules for the junior chess meeting shall be the same as that for the Annual Membership Meeting.

C. Voting Rules at the Junior Chess Meeting:

1. Amendments of Bylaws that relate directly to Junior Chess may only be approved by an affirmative vote of at least two-thirds of the voting Members. Discussion of other proposed Bylaws changes may be held and a straw poll may be taken, but all other Bylaws changes shall be voted on at the Annual Meeting.

2. Transaction of other business on issues that relate directly to Junior Chess may be approved by a majority vote of the voting Members.

3. All bylaws changes that do not directly relate to junior chess shall be voted on at the Annual Membership Meeting. Such bylaws changes may be discussed at the Annual Junior Chess meeting, and non-binding votes may be taken.


Section 3. Special Membership Meetings

A. The President shall call special membership meetings to coincide with any major Association tournament, and notice of any special membership meeting shall be published in Texas Knights at least thirty days prior to the meeting, if:

1.The Board of Directors has authorized a special membership meeting; or

2. At least twenty-five voting Members have petitioned for a special membership meeting. The petition shall state the specific object of the meeting and the matters to be considered.


B. The quorum and voting at special membership meetings shall be the same as prescribed for the Annual Membership meeting.


Section 4. Emergency Membership Meetings.

A. The President may call Emergency Membership Meetings when deemed necessary. No notice to the Membership will be necessary, but a quorum will still be required if business is to be transacted. Any motions of a non-legal nature passed at an Emergency Membership Meeting will be submitted for publication in Texas Knights prior to the deadline of the next issue.

B. The quorum and voting at Emergency Membership Meetings shall be at least three elected officers and at least one other Board Member.


Article VII: COMMITTEES

Section 1. Auditing Committee

A. The President or the Board of Directors may appoint an Auditing Committee composed of three voting Members.

B. The President or Board of Directors shall designate one member of the Auditing Committee as Chairman.

C. The Committee shall have the duty to examine the financial records of the Treasurer and make any other investigations
requested by the President or Board of Directors.

D. A voting Member may move for the immediate nomination and election of three voting Members to an Auditing Committee with specific instructions as to their duties and responsibilities at the annual membership meeting. The Chairperson will then be elected by the membership.


Section 2. Scholastic Committee

A. The Scholastic Committee shall be a standing committee consisting of eight Resident Members appointed by the President.

B. A reasonable effort should be made to find a member from each region. Having more than two members from the same region should be avoided if at all possible.


Section 3. Ethics Committee

A. The Ethics Committee shall be a standing committee consisting of four voting Members appointed by the President.

Section 4. Bylaws Committee

A. The Bylaws Committee shall be a standing committee consisting of three to five voting Members appointed by the President, except for the Chairman, who will be the Immediate Past-President.

B. The primary responsibilities of this committee will be:

1. to review the Bylaws periodically and recommend changes, which the President will report to the TCA membership;
2. to act in an advisory capacity to the Board of Directors with regard to the interpretation and application of the Bylaws; and
3. work with the Secretary and Webmaster to assure that any Bylaw changes are promptly updated on the TCA Website.


Article VIII: PARLIAMENTARY AUTHORITY

The rules contained in the current edition of Robert's Rules of Order, Newly Revised shall govern the Association in all cases to which they are applicable and in which they are not inconsistent with these Bylaws and any special rules of order the Association may adopt.


Article IX: TOURNAMENTS

Section 1. Regular TCA Tournaments

A. Southwest Open: This tournament shall be held the Friday (optional re-entry round), Saturday, Sunday and Monday of Labor Day weekend, and shall be open to all members without restriction. This is a Major Event.

B. Texas Open: This tournament shall be open to all members without restriction, and shall not conflict with any other Association or National event held within the state of Texas.

C. Texas State Chess Championship: This tournament shall be held simultaneously with the Texas Amateur Championship in May. This tournament shall be restricted to players with a United States Chess Federation rating of at least 2000, with exception made for the Texas High School Champion or co-Champions. Any player with a Fide rating of at least 2000 may also play in this tournament. Only a Texas resident may win the title of Texas State Champion, or any other state title listed below. This is a Major Event.

D. Texas Amateur Championship: This event will be held simultaneously with the Texas State Championship in May. This tournament shall be restricted to players with a USCF rating of below 2000. Only a Texas resident may win the title of Texas Amateur Champion. This is a Major Event.

E. Texas Scholastic Championship: This tournament shall be a four-section individual event with team prizes. These sections may be subdivided with the approval of the Scholastic Committee. The Primary section will include kindergarten through third grade. The Elementary section will include kindergarten through sixth grade. The Middle School section will include fifth through ninth grade. Fifth and sixth graders in a middle school are not allowed to play down into the Elementary section. Ninth graders will be allowed to play up into the High School section and play for the school they would be attending upon entering the tenth grade. The High School section will include ninth through twelfth grades. Ninth graders in high school will not be allowed to play down into the Middle School section. Home schooled and private schooled students will be delineated as follows: Primary K-3, Elementary K-5; Middle 6-8; High School 9-12. The winner of the High School section will qualify to represent Texas in the Arnold Denker Tournament of High School Champions. A scholastic team shall consist of any four students from the same school, and may be designated at the conclusion of the tournament to include the top scorers from that school. Team scores in the Primary section apply only toward Primary team prizes, and may not be transferred to the Elementary team competition. Only Texas residents or students enrolled in secondary or primary schools (including home schools) in Texas may play in this event. Students not assigned a grade in school will be assigned a grade at the tournament based on their age as of September 1 of that school year as follows: six years old is assigned first grade, seven years old is assigned second grade, and so on through grade twelve. This is a Major Event.

F. Texas Postal Championship: This tournament shall be held each year by the Director of Postal Chess. TCA membership shall be required for Texas residents, who must keep membership current throughout any Texas Postal event.

G. Texas Team Championship: This event should be held in January or February as a four round Swiss, and restricted to four boards. A team may not have more than five players. The lowest rated player shall be the alternate. The highest rated player shall be assigned to play Board One, and the other players shall be assigned to boards in descending order by rating. The Average Rating shall be less than 2200 based on the supplement in effect for the tournament. The December supplement shall be used if the tournament when tournament is held in January or February.

H. Texas Armed Forces Championship: This shall be open to all active duty service people stationed in Texas, as well as retired, reserve and National Guard service people.

I. Texas Senior Championship: This tournament shall be open to players aged 50 (as of the first day of the tournament) and over, and may be held concurrently with the Texas Scholastic Championship.

J. Texas Action Championship: This tournament shall be held yearly, and open to all players. The time control shall be game/30.

K. Texas Junior Open: This tournament shall be open to all players meeting the United States Chess Federation’s definition of a “Junior”. This tournament will be held in the fall so as not to conflict with other major scholastic events.

L. Texas Junior Team Championship: This will be a four round event, restricted to four-board teams with no more than five players per team. The lowest rated player will be the alternate. Board One will be the highest rated player, and the other players will be assigned boards in descending order of rating.

M. Regional Scholastic Championships. These shall be held in each of the Regions of the Association, and shall precede the Texas Scholastic Championship within the school year. These shall be organized according to the same guidelines as the Texas Scholastic. These shall be open only to students residing in or attending school in the same region as the tournament. [Notes: (1) A TCA region that does not hold a regional forfeits its priority in the next bidding cycle for the Texas Scholastic Championships and for the Texas Grade Championships. (2) If a regional draws less than 150 players the previous year (or is not held), then the next year the regional can be held as an open event. It will be up to the organizer to decide whether out of region players can win trophies.]

N. Texas Quick Championship: This tournament shall be held yearly, and open to all players. The time control may range from game/10 to game/29, in accordance with the USCF rules defining Quick Chess.

O. Texas Collegiate Championship. This tournament shall be held in the fall, and shall be open to students enrolled full-time or part-time in colleges or universities in Texas.

P. Texas Grade Championships. This event shall be held in the fall concurrently with the Texas Collegiate Championship, with a separate tournament for each grade K-12. There shall be individual and team trophies. A team shall consist of any three players from the same school, and may be designated at the conclusion of the tournament to include the top scorers from that school. Sections may be combined if deemed necessary, but trophies shall be awarded for all grades represented. This is a Major Event.

Q. Texas Women’s Championship. This tournament shall be open to all female players.

R. Texas Girls Championship. Only Texas female residents or students enrolled in secondary or primary schools (including home schools) in Texas may play in this event. This event shall be held in the fall prior to the Texas Grade Championships. There shall be individual and team trophies. A team shall consist of any four players from the same school, and may be designated at the conclusion of the tournament to include the top scorers from that school.

S. Texas Junior Invitational. [Information pending]

T. Texas Girls Regional Scholastic Championship. These shall be held in each of the Regions of the Association any time during the school year. These shall be organized according to the same guidelines as the Texas Girls Championship. These shall be open only to female students residing in or attending school in the same region as the tournament. A TCA region that does not hold a girls regional forfeits its priority in the next bidding cycle for the Texas Girls Championship. If a regional draws less than 50 players the previous year (or is not held), then the next year the regional can be held as an open event. It will be up to the organizer to decide whether out of region players can win trophies.



Section 2. Policies of the Conduct of Tournaments

A. At an early stage of any TCA tournament, the sponsor shall post a listing of prizes, whether cash, trophies, chess books, or other merchandise.

B. If a money prize fund is guaranteed, no financial statement is required at any time. If the money prize fund is based on a number of players, it is required to post a financial statement during the tournament. This statement shall include the number of based on players and the new prizes.

C. There shall be no smoking in the playing room during a round of play at Regular TCA tournaments.

D. Senior citizens aged 65 and over may enter any Regular TCA tournament at the advance entry fee rate, up until the end of the pre-announced registration time. This rule is for Regular TCA tournaments that do not have a special Senior entry fee. TCA encourages tournament organizers to have a discounted senior entry fee.

E. A player must be a member in good standing of the Association in order to play in any Regular TCA tournament.

F. If an Association Officer is unable to collect Association dues and give receipts, the tournament organizer will assume these duties. The organizer will also submit all collected dues and data to the Treasurer within two weeks after the end of the tournament.

G. An organizer of a TCA event may choose to charge an extra $1.00 per TCA membership, that includes a magazine subscription, as a handling fee. This extra charge must be stated in pre-tournament publicity.


Section 3. Submission of Tournament Bids

A. Nominations for Regular TCA Tournaments shall be submitted to the President by the June 1. Regular TCA tournament bids are due for the next tournament year. A tournament year is defined as the following January to December from the General membership meeting in September. If there are no nominations for a tournament (or tournaments), the Board of Directors shall solicit proposals for overdue tournament(s). The TCA Board of Directors can solicit bids for scholastic majors if there is no bid turned in two years ahead. On the non-scholastic majors, the TCA board of directors may choose to either wait until the one year deadline to see if a bid is submitted, or the TCA Board of Directors may vote to have TCA organize the event(s). If the Board of Directors cannot find organizer(s) willing to handle the overdue Major Event(s), they will organize the event(s). If a Regular TCA Tournament does not get timely bids for two years, then the Board of Directors can give future options when bids are submitted to the Board. A notice should be placed on the website within two weeks after the bidding deadline so that organizers who are currently working on a bid, can submit their bids. No decision should be made until at least one month after the bidding deadline.

B. Nominations for TCA Tournaments identified as a “Major Event” can be submitted up to two (2) years in advance.

C. For every successful nomination of a tournament more than one year in advance (that is, receiving the most votes in the annual election), the affiliate will provide a refundable deposit of $50.00 to TCA within 30-90 days of being notified that their affiliate’s bid won the nomination. TCA will refund the affiliate’s deposit within 30 days after the conclusion of the event.

D. One affiliate cannot host a single specific “Major Event” two years in a row unless there is no other comparable bid for the tournament. Cities within the same county should not host a single specific “Major Event” two years in a row unless there is no other comparable bid for the tournament (e.g., cities within the same county should not host the Southwest Open two years in a row, but can host the Texas Junior Championship, the Southwest Open and the Texas State Chess Championship in the same year.)

E. A “Priority Rotation Schedule” will begin in 1995 for TCA Tournaments. This rotation schedule will give a higher priority to a city making a comparable bid and, in some cases, this higher priority can result in an automatic award of the tournament to a bidding city. That is, the city which has had a longer time since hosting a tournament may be awarded the tournament without a vote if their bid is reasonably comparable to other bids made for that tournament. If there are multiple cities (or affiliates within the same city) who have somewhat equal lengths of time since hosting the tournament, only those cities’ (or affiliates’) bids will be included on the ballot in the July-August issue of Texas Knights.

F. The final approving authority for the comparability of bids and “somewhat equal lengths of time” for awarding a tournament to a bidding city shall be the Board of Directors, or in the case of major scholastic events, the Scholastic Committee. They should consider the following factors: geographic location, drawing power of the area, finances, organizers’ experience, size of the playing site, hotel contracts and other relevant criteria.

G. The award of a bid is binding once it is made.

H. For all approved regional tournaments, in the event of competing bids, the eight Texas regions shall use the established system of bid rotation as stated in Article IX, Section 3.E. The Regional Director (or bid committee) shall make the awarding decision. Any appeals should be made to the TCA Board (or Scholastic Committee). Any bid guidelines for specific tournaments shall be posted on each regional web page.

I. In the case of an opportunity arising, the TCA may choose to run any of its events and/or accept a bid more than two years in advance and may organize the major tournament. The TCA may choose to hire an affiliate to run this event.


Section 4. Membership Requirements for TCA tournaments

Entrants in TCA tournaments must be members in TCA or, if from out of state, members in their respective state organizations.


Article X: AMENDMENTS

Section 1. Submission of Amendments

A. Any voting Member or Officer may present a proposed amendment to these Bylaws at any annual Membership Meeting or special meeting.

B. Amendments shall be presented in written form.

C. For adoption, a two-thirds vote of voting Members present and voting is required.


Section 2. Date of Effect

A. An amendment to the Bylaws will normally take effect on January 1 of the following calendar year.

B. In an emergency or unusual circumstances, the amendment may be declared to take immediate effect, upon a vote of two-thirds of the voting Members present and voting. A separate motion must be made, seconded, and passed for this procedure to occur.


APPENDIX: Regions of the TCA

REGION I (Panhandle):
Armstrong, Bailey, Briscoe, Carson, Castro, Childress, Cochran, Collingsworth, Cottle, Crosby, Dallam, Deaf Smith, Dickens, Donley, Fisher, Floyd, Foard, Garza, Gray, Hale, Hall, Hansford, Hardeman, Hartley, Haskell, Hemphill, Hockley, Hutchinson, Kent, King, Knox, Lamb, Lipscomb, Lubbock, Lynn, Moore, Motley, Ochiltree, Oldham, Parmer, Potter, Randall, Reagan, Roberts, Sherman, Stonewall, Swisher, Terry, Wheeler, Yoakum.


REGION II (North Central):
Baylor, Bell, Bosque, Clay, Comanche, Cooke, Coryell, Denton, Erath, Falls, Hamilton, Hill, Hood, Jack, Johnson, Lampasas, McLennan, Mills, Montague, Palo Pinto, Parker, Shackelford, Somervell, Tarrant, Throckmorton, Wichita, Wilbarger, Wise, Young.

REGION III (Northeast):
Anderson, Angelina, Bowie, Camp, Cass, Cherokee, Collin, Dallas, Delta, Ellis, Fannin, Franklin, Freestone, Grayson, Gregg, Harrison, Henderson, Hopkins, Hunt, Kaufman, Lamar, Limestone, Marion, Morris, Nacogdoches, Navarro, Panola, Rains, Red River, Rockwall, Rusk, Sabome, San Augustine, Shelby, Smith, Titus, Upshur, Van Zandt, Wood.

REGION IV (West):
Brewster, Culberson, El Paso, Hudspeth, Loving, Jeff Davis, Pecos, Presidio, Reeves, Terrell, Val Verde, Ward, Winkler.

REGION V (Southeast):
Austin, Brazoria, Brazos, Chambers, Fort Bend, Galveston, Grimes, Hardin, Harris, Houston, Jasper, Jefferson, Leon, Liberty, Madison, Matagorda, Montgomery, Newton, Orange, Polk, Robertson, San Jacinto, Trinity, Tyler, Walker, Waller, Wharton.

REGION VI (South Central):
Atascosa, Bandera, Bastrop, Bexar, Blanco, Burleson, Burnett, Caldwell, Colorado, Comal, De Witt, Edwards, Fayette, Frio, Gillespie, Gonzales, Guadalupe, Hays, Karnes, Kendall, Kerr, Kinney, Lavaca, Lee, Llano, Medina, Milam, Real, Travis, Uvalde, Washington, Williamson, Wilson.

REGION VII (Gulf/Valley):
Aransas, Bee, Brooks, Calhoun, Dimmit, Duval, Goliad, Jackson, Jim Hogg, Jim Wells, Kennedy, Kleburg, La Salle, Live Oak, Maverick, McMullen, Nueces, Refugio, San Patricio, Victoria, Webb, Zapata, Zavala.

REGION VIII (Valley):
Cameron, Hidalgo, Starr, Willacy.

REGION IX (West Central):
Andrews, Archer, Borden, Brown, Callahan, Coke, Coleman, Concho, Crane, Crockett, Dawson, Eastland, Ector, Gaines, Glasscock, Howard, Irion, Jones, Kimble, Martin, Mason, McCulloch, Menard, Midland, Mitchell, Nolan, Runnels, San Saba, Schleicher, Scurry, Stephens, Sterling, Sutton, Taylor, Tom Green, Upton.