CONSTITUTION

 

Previously entitled “Rules”, adopted at a Special General Meeting of Members held on the thirtieth day of May 1949 and incorporating amendments passed at Annual General Meetings on the 16th of September 1963, 31st of May 1965, 28th of May 1974, 31st of May 1977, 5th of June 1978, 1st of June 1981, 7th of June 1982, 2nd of June 1986, 8th of July 2024.

All references to males in this Constitution should be considered equally applicable to female and non-binary individuals, all of whom are welcome at the Club. The male form is used for syntactic simplicity only.

NAME AND OBJECT

1a.  The name of the Club shall be “Wallasey Chess Club”.

b.  The object of the Club shall be “The provision of facilities for the playing of chess, and the furtherance of interest in the game.”

MEMBERSHIP

2a.  Membership shall be open to all, and shall be divided into the following classes:

  • Full membership
  • Concessionary membership (includes Senior Citizens)
  • Junior membership (available for those under 18 years of age when subscriptions become due)
  • Honorary membership (conferred by the committee in recognition of services to the Club or the game)

b.  Allocation of a new member to any of these categories is at the discretion of the Committee.

c.  Full, Concessionary and Junior members shall enjoy equal status in voting rights at General Meetings and eligibility for membership of the Committee.

ELECTION OF MEMBERS

3a.  A prospective Full, Concessionary or Junior member shall complete and submit a membership application form, which incorporates the requirement for the application to be proposed and seconded by two Committee members. If the application is successfully proposed and seconded, membership commences from the date of application.

b.  If an application for membership is made by a person who has previously been a member of the Club but has not been so for five years or more, this application shall be vetted by the Committee and a decision made within seven days of receipt of the application.

4.  The Committee is empowered to elect any person or persons whom it sees worthy to be Honorary Members of the Club.

CONDUCT OF MEMBERS

5a.  Members of (and visitors to) the Club are expected to conduct themselves appropriately and respectfully at all times, both during their games of chess and in their personal interactions with each other and third parties.

b.  Appropriate and respectful conduct pertaining to games of chess includes, but is not limited to:

  • starting and ending games with a handshake, regardless of the result
  • limiting in-game conversation to essential communication such as offering a draw, resigning or, if appropriate, pointing out an illegal move
  • avoiding playing moves or pressing the clock with aggression or triumphalism
  • avoiding saying “check” if the opponent has requested that check not be declared
  • avoiding lengthy post-game analysis of games at the board, which may disturb others
  • when watching others’ games, remaining at a discreet distance and avoiding inference, such as pointing out illegal moves or a time forfeit, or audibly discussing the game with other spectators
  • avoiding lengthy conversation and making noises in the playing hall which may distract other players

c.  If a member is believed to be in serious or regular breach of this clause, this should be reported in the first instance to the Secretary. Any action taken will be guided by the Club’s Disciplinary Procedure.

SUBSCRIPTIONS

6.  The Club Annual season shall be arranged by the Committee.

7.  Subscriptions can only be altered at a General Meeting of the Club.

8.  Subscriptions of all members shall be due and payable on election or on the first meeting of the season, unless at the discretion of the Treasurer.

9.  Members whose subscriptions are overdue will be reported to the Committee by the Treasurer, and the Committee shall decide what action shall be taken.

ANNUAL GENERAL MEETING

10a.  The Annual General Meeting shall be held each year at the end of the season.

b.  At least seven days notice shall be given to all members of the Club.

c.  The quorum shall be one third of all members on the roll entitled by Clause 2c to vote at the time of the meeting.

11.  The Agenda of the Annual General Meeting shall include, as a minimum:

  • The annual report of the Club, given by the Secretary.
  • The annual reports of the team captains.
  • The annual report of the Treasurer, to include financial statement, balance sheet and recommended subscriptions for the following season.
  • The election of officers and members of the Committee.
  • The appointment of auditor and Juniors Officer.
  • The annual report of the Tournament Secretary.
  • The presentation of trophies.

NOMINATION OF COMMITTEE

12a.  The form for nomination of Committee members for the forthcoming season shall be posted on the notice board fourteen days before the Annual General Meeting.

b.  The deadline for nominations shall be seven days before the Annual General Meeting.

CONSTITUTION OF COMMITTEE

13a.  All members shall be honorary.

b.  The Executive Officers of the Committee shall be, in order of seniority:

  • President
  • Secretary
  • Treasurer
  • Club Captain

c.  Other Officers of the Committee shall be, in order of seniority:

  • Tournament Secretary
  • Assistant Secretary
  • Publicity Officer
  • Steward
  • and one Officer without portfolio

d.  The retiring President shall be an ex-officio member (without voting rights) for the year following his term of office.

e.  In the event of a member holding two or more offices, an additional member(s) may be elected to the Committee.

f.  Should any office become vacant, the Committee is empowered to co-opt a member to discharge the duties of such office until the next Annual General Meeting. The Committee must inform all club members of the co-option as soon as reasonably possible.

DUTIES OF OFFICERS

14a.  The President shall be chairman of all meetings at which he is present. In his absence the Secretary, or in his absence the Treasurer shall take the chair at all duly convened meetings of the Club and Committee. In the event of all three being absent, the members present shall elect a chairman.

b.  In the event of an equal vote at any meeting, the President or, in his absence, his deputy will be empowered to exercise a casting vote in addition to his normal vote.

c.  He shall, in conjunction with the Secretary, convene all meetings and sign all documents relative to the Club. He may make verbal announcements in the Club or delegate any other officer to do so.

15a.  The Secretary shall take minutes of the meetings and generally conduct the affairs of the Club in accordance with the Constitution and as directed by the Committee.

b.  He shall be responsible for all correspondence and posting of notices but may delegate specific correspondence or posting of notices, such as may be conducted be the Club Captain or Treasurer, or arrangements for special occasions.

c.  He shall prepare the Annual Report and submit it to the Committee for its approval prior to the Annual General Meeting.

d.  He shall prepare the agenda for meetings.

e.  He shall ensure that the Club maintains the following legally compliant written policies:

  • Privacy/Data Protection
  • Safeguarding
  • Disciplinary Procedure

     These documents must be reviewed no less frequently than every two years and, at every review, be re-approved by the Committee. They can be altered by the Committee at any time.

f.  He shall ensure that this Constitution is published on the Club’s website and that all members, whether existing or on joining, are made aware of their responsibility to comply with them.

16a.  The Treasurer shall control all financial transactions of the Club.

b.  He shall be responsible for the keeping of accounts and the conservation of the assets of the Club. He shall be prepared to submit his accounts and books for inspection by the Committee at any time upon due notice being given.

c.  He shall prepare the annual balance sheet and submit it to the Committee for its approval prior to the Annual General Meeting. He will produce the accounts and vouchers relative thereto to the auditor or auditors appointed by the Annual General Meeting at such time or times as they may direct.

d.  He shall ensure that an inventory of all the Club’s financial assets shall be taken each season in the month preceding the Annual General Meeting and shall report all losses and depreciation incurred during the season to the Committee.

e.  He shall give prior approval for any expenditure of goods and services.

17.  The Club Captain shall be responsible for directing other team captains in the arrangement of all matches and league fixtures, and shall provide advice to team captains where necessary.

18.  The Tournament Secretary shall be responsible for the conduct of all internal tournaments and events. He will draw up the rules and conditions of same for the approval of the Committee and ensure that trophies are awarded on an annual basis.

19.  The Assistant Secretary shall assist the Secretary as may be required and deputise for him in his absence.

20.  The Publicity Officer shall be responsible for raising awareness of the Club’s activities, including by maintaining the Club’s website and social media channels, and providing accurate information to the press where appropriate. He shall also be responsible for any social and other projects directed to the furtherance of the Club’s reputation.

21.  The Steward is responsible for the safety of the Club equipment at all times. He shall arrange for an inventory of the equipment to be carried out at the end of each season with full powers of delegation. He shall report to the Committee on any damage to equipment and may make any recommendations he sees fit.

22.  The Committee member without portfolio shall make himself available to carry out work for the Club delegated to him by other Committee members.

COMMITTEE POWERS

23.  The Committee shall be the governing body of the Club.

24.  The Committee shall be convened by the Secretary upon the instructions of the President, or upon the request in writing of four of its members, or as this Constitution otherwise provides. Each member of the Committee shall receive due notice of each meeting. The quorum shall be five members except as this Constitution otherwise provides. The voting shall be by simple majority except as provided otherwise by this Constitution.

25.  The Committee is empowered to appoint sub-committees for any particular purpose. The powers and duties of such committees shall be defined and shall not exceed the powers and duties of the Committee itself.

26.  In extenuating circumstances, the Committee is empowered to make emergency decisions in the best interests of the Club and its members.

SPECIAL GENERAL MEETING

27a.  A Special General Meeting may be convened by the Committee at any time, with fourteen days notice being given to each member.

b.  A Special General Meeting may be requested by members of the Club in writing, if signed by one third of the members of the Club, stating the object of such a meeting. Within fourteen days of receipt of the request, the Committee must then convene a Special General Meeting, which must be held no later than 28 days from the date of receipt of the request.

28.  The quorum at all General Meetings shall be one third of all members on the roll entitled by Clause 2c to vote at the time of such meeting.

29.  The voting at all meetings shall be by simple majority unless otherwise provided for by this Constitution, the procedure to be at the discretion of the President or his deputy.

30.  Should the necessary quorum not be present at any General Meeting of the Club within thirty minutes of the notified time of the meeting, an automatic adjournment of seven days shall be applied. The adjourned meeting shall be held at the same place and time wherever possible.

VISITORS

31.  Members may introduce visitors provided the same visitor shall not be introduced more than three times during each Club season unless permission be obtained from the Committee. A Visitors Book shall be maintained.

RULES OF PLAY

32.  Chess shall be played in the Club in accordance with the current “Laws of Chess” authorised by ECF/FIDE.

ALTERATION OF CONSTITUTION

33.  Alterations to this Constitution can only be made at a General Meeting of the Club. Each member entitled to vote shall have received fourteen days’ notice specifying the proposed alteration, and no such alteration can be affected unless the motion proposing it is passed by an affirmative vote of not less than two-thirds of the members present and entitled to vote.

SUSPENSION OR WINDING UP

34a.  The Club may be wound up by authority of a majority vote at a General Meeting. The meeting shall direct the method of winding up and the payment of the debts of the Club.

b.  In the event of suspension only, the meeting shall direct the handing over of any remaining property of the Club to two responsible Trustees to be held by them in trust until such time as the Club may be revived or wound up.