CONSTITUTION

Longbridge Chess Club

Constitution

ABOUT CHESS CLUB AFFILIATIONS, OBJECTIVES, HOPES OF PROMOTION, PROVIDING FOR MEMBERS

  1. The Chess Club shall be called “Longbridge Chess Club” (LCC) and shall be affiliated and subject to the rules of:
  • the English Chess Federation;
  • the Birmingham and District Chess League (BDCL);
  • the Worcestershire Chess Association (WCA);
  • the Dudley & District Chess League D&DCL).
  1. The Objectives of the Chess Club are to:
  • foster the playing of chess at LCC;
  • promote LCC within South Birmingham and beyond;
  • provide facilities where members may meet; play chess and facilitate LCC and other chess related initiatives.

MEMBERSHIP, ANTI-DISCRIMINATION, MATCH PLAY, SUBSCRIPTIONS & PROTECTION

  1. Membership shall be open to all, regardless of age, race, gender or orientation; subject to the discretion of the committee of LCC, provided that the appropriate Subscription Fee is tendered and that entry to the LCC is not temporarily restricted. If entry is restricted, then applications for membership to LCC shall be placed on a waiting list and processed in order of receipt.
  1. Only Subscribing members of LCC can play in matches for LCC. Only a member of LCC may gift membership to a player where an appropriate Subscription Fee is tendered and subject to approval. 2200+ players may be gifted membership subject to approval. 
  1. In all cases of newcomers or former members: the date of arrival shall be recorded by the Club Secretary along with the date the Longbridge Subscription Fee is due. The tariff for payment will be backdated and set at the date the player first arrived.
  1. Former members with a Membership Card and previous attendance records, no matter how infrequent, will be given 28 working days in which to pay the Longbridge Subscription Fee. No Grace Period will be offered. The player is ineligible to play matches until the appropriate Longbridge Subscription Fee is tendered. Former members associated with our previous Clubs; and currently without a Membership Card, will be offered the full 8-week Grace Period before the Subscription Fee is due.
  1. A newcomer first arriving at LCC shall enjoy our free 8-week Grace Period before the LCC Subscription Fee is due.
  1. Subscription Fee “Tariffs” are reviewed annually at AGM at the beginning of each Financial Year. Chess Club’s Financial Year is from May 1st until April 30th. The 8-week Grace Period for renewals ends on June 30th: otherwise after that date; a player becomes ineligible to play matches for Longbridge until the LCC Subscription Fee is tendered. Subscription Fees can be reviewed at other times by the Club Treasurer in consultation with the Club Secretary in response to unforeseen circumstances. Proportionate Subscription Fees are set for students, the unemployed and in cases of hardship. Dependant upon when a former member or newcomer arrives during the Financial Year; rates are reduced proportionately..
  1. Receipt of the LCC Membership Card demonstrates indisputable proof that the named individual upon the card is a member of the LCC, and is entitled to undeniable protection under the provision of the LCC Constitution, whilst attending Chess Club or in transit to and from LCC events; and is covered under the terms of insurance policies to which the LCC is a signatory. This does not admit liability on the part of LCC or its Officials.
  1. Any deception or fraudulent claim by a member; relating to membership of LCC; will invalidate any implied agreement between LCC and the individual; and will result in there being no protection under the provision of the LCC Constitution; most likely resulting in there being no insurance cover for the person under the terms of insurance policies to which the LCC is a signatory.
  1. No refund of the LCC Subscription Fee will be returned once the member has received a Membership Card. If the member no longer wishes to attend Chess Club, that is their choice.All Membership Cards and those previously issued relating to the Club will be honoured.With the exception of those suspended or banned; members are free to return and attend Chess Club at anytime; whereby payment of the LCC Subscription Fee will be required within 28 working days unless payment has already been tendered within the same Financial Year.  

MEETINGS, AUTHORITY, CONSTITUTION, VOTING, PROCEDURE, GOVERNANCE & OFFICIAL ROLES

  1. The authority of LCC is vested in the General Meeting which alone shall have the power to affect, update or change the LCC Constitution. The Secretary shall notify all members when a Special General Meeting is to be held. The Secretary shall give at least 28 days notice of the date, time, venue and agenda.
  1. A quorum for a General Meeting should consist of ten members or one third of the Chess Club membership – whichever is less.To carry any proposal at a General Meeting a simple majority of those present and voting, is required: except that to carry a proposal which will affect, update or change the Constitution, a majority of at least two to one of those LCC members present and voting, is required.
  1. LCC has only one set of rules: this Constitution!  The rules of LCC are only finalised once enshrined within this written Constitution which above all else; this Constitution has absolute power of authority in its governance of LCC.  
  1. Within 12 weeks of a General Meeting taking place; Committee may meet and agree upon whether proposals constitute basic ideals, policies or Constitutional Reform. Where it is agreed that proposals do constitute reform of the Constitution; unless deferred; Committee must forward the newly reworded Constitution to the next General Meeting for finalising by way of a vote carried by a majority of at least two to one of those LCC members present and voting unless such further finalisation is not required due to a resolution or resolutions previously passed by a General Meeting.
  1. Subject to Clause 15, proposals for Constitutional Reform must be agreed upon by Committee within 12 weeks of a General Meeting, unless deferred; then forwarded for discussion and voted upon at the next General Meeting in whole or in part. Only after voting has been carried by those LCC members present and voting, can the newly reworded Constitution become finalised and come into existence; distributed electronically, inserted into the LCC website, or circulated in print as required.
  1. Any Proposal for Constitutional Reform must where practicable be circulated to Committee or to the membership, 21 days prior to a Committee Meeting or Special General Meeting.  
  1. The Annual General Meeting (AGM) shall be held on the first available Thursday in May following the Club’s final match of the league season, when the AGM shall appoint a Committee comprising the following Officers of the Chess Club:
  • The President, who shall be in an honorary position;
  • The Chair, who shall Chair Committee and General Meetings, and is responsible for procedural integrity; 
  • The Secretary, who shall maintain and preserve the records of the Chess Club, especially the Minute Book, and be responsible for the day-to-day management of the Chess Club; 
  • The Treasurer, who shall be responsible for management of the Chess Club’s finances;
  • Assistants to Secretary and Treasurer, who shall assist in the day-to-day management; 
  • Fixtures Manager responsible for coordinating availability of players, scheduling matches, updating fixture dates, and attending or delegating responsibility to a deputy to attend Fixtures Meetings; 
  • The Safeguarding Officer and Deputy, who shall be responsible for all matters of Safeguarding, and consulted on matters of Health and Safety Code of Practice;
  • Further Committee members may be elected by the AGM, either without portfolio or to fulfil specific roles such as Stewards;  
  • Team Captains shall, at the time of appointment, state whether or not they wish to serve on the Committee.  
  • ECF, BDCL, WCA, D&DCL and other delegates as required.
  1. The roles of Treasurer and Secretary should not be held by the same person; except temporarily in the case of an emergency; and only until a suitable appointment resolves the issue at the earliest opportunity. The roles of Secretary and Chair should not be held by the same person – particularly requisite during a General Meeting where a suitable appointee must be named to deputise for Secretary or Chair if either is not in attendance. 
  1. The Committee shall retire annually at AGM. Consequently, all members present at AGM are eligible for election by way of a simple majority vote. Any Club member may nominate any other Club member to serve in an Official role on the Committee. The nomination of a Club Official must be seconded.  
  1. Any Club member may propose an item for inclusion on the agenda for a General Meeting; provided it reaches the Secretary in writing 14 days prior to the General Meeting.  
  1. A copy of the LCC Constitution should be distributed to all members each year at least 21 days prior to the AGM.
  1. A Special General Meeting shall be called by the Secretary within 28 days of receiving a written proposal signed by at least ten members or one third of the membership; whichever is the less. No business shall be discharged except that for which the meeting was called. If such proposals are received 28 days or less before the AGM then, at the discretion of the Committee, they may be included on the AGM agenda.
  1. An Extraordinary General Meeting shall be called by the Secretary when extraordinary circumstances occur. A variety of business can be placed on the agenda as required. The Secretary shall notify all members when an Extraordinary General Meeting is to be held. The Secretary shall give 14 days notice of the date, time, venue and agenda.
  1. LCC shall be represented at BDCL, WCA and D&DCL League meetings by one or more delegates where possible. One shall be the Secretary or the nominated deputy. Delegates shall be appointed to represent the interests of LCC.  

COMMITTEE, RESPONSIBILITY, EXPECTATION & BEHAVIOUR

  1. LCC Committee should meet within 12 weeks following the AGM and at other times; as required. A quorum must be at least 4 members. The Committee shall have the power to fill any vacancy in the Committee and to co-opt onto the Committee additional members either without portfolio or to fulfil specific roles.  
  1. The Committee comprising of LCC Officials are responsible for ensuring the membership comply with policy and the Rules of this Constitution.
  1. The Committee shall have the power to suspend from the LCC until the next Annual General Meeting any member deemed to be acting against the interests of the LCC or any member deemed to be breaking the rules of the Constitution. Any member found to have engaged in disreputable behaviour or having been judged to have brought the name of LCC into disrepute can be suspended at the discretion of the Committee or could be banned for life.  
  1. Discrimination and bullying in any form is not tolerated at LCC and can be grounds for suspension of a member or removal from office of a Club Official until the next Annual General Meeting.
  1. The Committee shall have the power to ban from the LCC any member found to have committed repeated offences which have been deemed to be acting against the interests of the LCC or repeated offences deemed to be breaking the rules of this Constitution. The ban will come into force regardless of a person holding a Membership Card. A request will be made for the person to return the Membership Card, no refund of the Subscription Fee will be given, and the name of the offender will be recorded for future reference. There will be no appeals process in circumstances where a lifetime ban has been imposed.  
  1. LCC in line with FIDE and ECF directives: does not tolerate cheating in any form; whether Over-the-Board or Online; in match play or in relation to any chess game. Any member caught cheating will be banned for life. The ban will come into force regardless of the cheat holding a Membership Card. A request will be made for the cheat to return the Membership Card, no refund of the Subscription Fee will be given, and the name of the cheat will be recorded for future reference. There will be no appeals process in circumstances where a lifetime ban has been imposed.
  1. In any disciplinary procedure, the accused member will have the right to represent themselves to the Committee in order to offer any relevant information, defence, or mitigation to the allegation. The member may be accompanied by another LCC member to assist them. There is no right to be accompanied by a non-member but the Committee will consider any such request. Following this process, any decision of the Committee will be final with no right of appeal.

FUND MANAGEMENT, ASSETS, PURCHASING, BALANCE SHEET, HOW THE ENDGAME MIGHT END?

  1. Funds shall be expended wholly and exclusively for the furtherance of the Objectives of the LCC. The funds shall be held in a Bank or Building Society account in the name of LCC or held in Petty Cash by the Secretary, Treasurer or Purchasing Manager if one is appointed.
  1. Purchasing transactions shall be managed and supervised by the Treasurer, Secretary or Purchasing Manager if one is appointed.
  1. The Treasurer or Treasurer’s Assistant shall prepare a Balance Sheet plus a statement of Income and Expenditure and the Treasurer shall present these to the AGM.
  1. Upon request, any LCC member is entitled to inspect the LCC’s up-to-date Bookkeeping.
  1. Any funds and any assets remaining upon dissolution of the LCC after satisfying any outstanding debts and liabilities shall be held in trust by the LCC Treasurer, Secretary or Chair acting as Trustees; until such time a newly formed Chess Club is named, whether by merger with an existing club or otherwise; and which comprises in part a majority of roughly the same former LCC membership. If no newly named or merged club is to be formed within one calendar year of the dissolution; funds and assets such as Chess Equipment and other Club property, shall be divided between the subscribing membership that was current at the date of dissolution of the LCC.

v1.1 (25/8/2022)