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Articles of Constitution

Leyland Chess Club Constitution

1.       Name
The Club shall be called Leyland Chess Club.

2.       Objects
To promote the interest and playing of chess in the Leyland area.

3.       Governing Body
a)
  The affairs of the club shall be managed by a committee of eight comprising a Chairman, Vice-Chairman, Secretary, Treasurer,   Team Captain, Tournament Secretary and two others.  All eight shall be voting offices.
b)
  The committee shall be empowered to co-opt additional non-voting members.
c)
  The committee shall be empowered to create, during its current term of office, any new office or sub-committee that seems necessary to further the good interests of the club. These offices whether filled by full committee, co-opted committee or non-committee members shall be advisory until included in the constitution of the next AGM.
d)
  The committee shall meet during the term of office on dates mutually agreed.
e)
  In any committee vote the Chairman shall vote last so that in the event of a tie, he shall have the casting vote.
f)
  The quorum for a committee meeting shall be four.

4.       General Matters
a)
  The Annual General Meeting shall be held during October, and the date and venue shall be notified, by the Secretary, in writing, to every member not later than September 15th.
b)
  The AGM may elect, in addition to the committee, a President, an Auditor and a Returning Officer.  All three offices shall be non-committee.
c)
  The AGM shall discuss all matters concerning the organisation and administration of the club which have been included in the agenda. Discussion of additional items shall be permitted at the discretion of the Chairman.
d)
  Motions for inclusion in the agenda shall be received in writing, by the Secretary not later than September 30th.
e)
  The quorum for an extraordinary general meeting shall be 20% of current membership, giving 14 days notice, in writing, to the Secretary.
f)
   Additional general or extraordinary general meetings may be called at intervals at the discretion of the Secretary. Fourteen days notice, in writing, shall be given to every member.
g)
  Any alterations to the constitution shall be made at the AGM by a two thirds majority vote of members present, and shall be binding on the committee.
h)
  No decision on the dissolution of the club or its amalgamation with any other organisation shall be valid unless supported by at least 90% of current membership votes cast at an AGM, extraordinary general meeting or by postal ballot.
i)
   The Returning officer shall be responsible for the administration, counting and announcement of all club ballots, other than committee ballots. 

5.       Election of Officers
a)
  All committee officials shall resign annually and can offer themselves for re-election.
b)
  Election of officers shall take place at the AGM.
c)
  Nominations for committee shall be notified, in writing, to the Secretary no later than 30th September, and consist of the signatures of a proposer and seconder, and a signed statement by the proposed, that of elected he will be willing to server.  Names of retiring officers standing for re-election shall be automatically placed on the ballot sheer.
d)
  Candidates for committee, proposers and seconders shall be paid up members of the club.
e)
  The names of all candidates for each office shall be circulated, on a ballot sheet by the Secretary to every member present at the start of the AGM and each member shall record his vote against one candidate for each office.  Only paid-up members are eligible to vote.
f)
  Votes shall be counted at the point in the meeting following the final reports of retiring officers.  The counting shall be done by the retiring Secretary, Chairman and Returning Officer.
g)
  In the event of two candidates tying for office, all other candidates for that office shall withdraw and members shall re-vote on the two remaining.  In the event of another tie, the candidate longest a member of the club according to the Secretary’s record shall take office.
h)
 The Returning Officer shall announce the new committee who shall take up office immediately.
i)
  In the event of an elected member of committee resigning during the year, his replacement shall be co-opted by the committee until the next election.  Such a member shall then seek re-election as specified in article 5(c).
j)
  In the event of a co-opted member not readily being available to replace a committee member who has resigned then another member of the committee may take over the duties, at the discretion of the Chairman.
k)
  In the event of there being no contest for any particular office the Chairman will ask for a majority show of hands in favour of that office. 

6.       Membership
a)
  This shall be open to every chess player where application is acceptable to the committee.
b)
  Honorary membership may be granted to any person at the discretion of the committee.  Such membership may be for one year, or for life, and the class of honorary membership shall be specified, in writing, at the time of being granted.
c)
  There shall be no age limit for membership, but maximum age for junior membership shall be 16.
d)
  Non members, whether invited by a member or otherwise, must apply for membership after four visits on club nights.  Their application shall come before committee at their next meeting  and shall include the signatures of a proposer and seconder, who shall be paid up members.  Once the application is received by the Secretary, the prospective member shall be entitled to take part in all currently available club activities and to all club benefits whilst the application comes before the committee.
e)
  The committee shall have the power to terminate the membership of any member whose continues membership is considered by the committee not to be in the best interest of the club.  The committee shall give any such member an opportunity to make representations in person before reaching a final decision.
f)
   It shall be the duty of the proposer to make clear to the person applying for membership of the club that membership is not to be used solely as a means of playing in the league teams ; a wider contribution to the promotion of the club and its activities is expected.
g)
  The committee shall have the right to restrict club membership to a certain level, at its discretion.
h)
   A member offering himself for election to any full committee, any sub-committee or any other club office, shall have been a member for 12 months. 

7.       Subscriptions
a)
  A subscription of an amount to be determined by the committee shall be paid by every member (except honorary members if exempt under article 6(b)) on October 1st.
b)
  The committee shall have the power to fix a reduced subscription for junior membership, full time students and members reaching retiring age.
c)
  The initial subscription payable by new members shall be assessed on a reducing quarterly rate on the 1st January, 1st April and 1st July.
d)
  Any member who fails to re-new his subscription within six weeks after the start of the financial year shall be removed from the membership list, but can re-apply for membership under article 6(d). 

8.       Club Funds
a)
  All subscriptions shall be paid to the Treasurer and cheques/P.O.’s made out to Leyland Chess Club and crossed A/C Payee only.
b)
  The financial year shall run from October 1st to September 30th.
c)
  The Treasurer shall prepare a statement of accounts at the end of the financial year for submission to the committee prior to the AGM.   At the AGM a cop-y, duly audited, shall be issued to every member.
d)
  The club funds shall be placed with the Preston Trustee Savings Bank and withdrawals from any account shall require any two signatures of Secretary, Chairman and Treasurer.

9.       Team Selection
a)
  The selection of club teams is a matter of Captain’s discretion.
b)
  If it is felt that a member is being selected top play in club teams despite making no other contribution to the club the the committee may advise the captain to either drop that member or encourage in the member a more active role in other club activities.