Constitution

HEREFORDSHIRE COUNTY CHESS ASSOCIATION

CONSTITUTION

 (1) NAME

The Association shall be called "The Herefordshire County Chess Association."

(2) OBJECTS

The objects of the Association shall be: -

(a) to encourage the study and practice of chess in the County;

(b) to institute and maintain championship contests between individual players;

(c) to promote and foster chess generally throughout the County.

(3) MEMBERSHIP

Any chess player whose main residence is in the County of Herefordshire or is a member of a chess club whose venue is within the County of Herefordshire, shall be eligible for membership of the Association. Chess players who are not members of a club known to the Association, are required to make the Association aware of their wish to be considered as members.

 (4) SUBSCRIPTION

Each member may be asked to pay a fee to be decided by the Annual General Meeting as a subscription to the Association.

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(5) OFFICERS

The Officers of the Association to be elected at the Annual general Meeting:-

(a) a Chairman;

(b) a Secretary;

(c) a Treasurer;

(d) a Grader

In addition to these, any other officer that may be necessary to fulfil the objects of the Association, such as a Junior Organiser, may be elected at the Meeting.

All retiring Officers and Officials shall be eligible for re-election.

(6) GOVERNMENT

(a) The Association shall be governed by an Executive Committee consisting of

   the officers of the Association: -

(b) The Executive Committee shall meet as deemed necessary by the Chairman.

(c)  Other committees and sub-committees may be formed to deal with specific

   aspects of management at the discretion of the Executive Committee.

(d) An auditor may be appointed at the Annual General Meeting to examine the

   Association’s accounts prior to their presentation at the next Annual General

   Meeting, if requested by a majority of those present.

(e) Three members of the Executive Committee shall be understood to constitute a

  quorum for any meeting.

(g) A special meeting of the Executive Committee may be requested by three

  members.

(7) ANNUAL GENERAL MEETING

(a) The Annual General Meeting shall be held during the month of August.

(b) At least fourteen days’ notice of the Annual General Meeting must be given

      to all members by the Secretary. 

(c) Any proposal to be put to the Annual General Meeting must be submitted in

  writing to the Secretary at least twenty-one days before the meeting is to take place, and

  must then be circulated to all members who have indicated they wish to attend, along

  with the agenda and minutes.

(d) All members of the Association are entitled to attend the Annual General Meeting, and

  are eligible to vote at the Meeting.

(8) AMENDMENTS TO THE CONSTITUTION

Amendments to the Constitution may be brought about by the following procedures: -

(a) Any proposed change of the Constitution must first be approved by a two-thirds

  majority at a meeting of the Executive Committee.

(b) If the proposed change to the Constitution is approved, then it shall be placed before the

  Annual General Meeting as an Executive Committee recommendation.

(c) If the proposed change to the Constitution be then approved by a two-thirds

  majority at the Annual General Meeting, then it shall be written immediately into

  the Constitution and become operative from that time.

(9) DISSOLUTION

(a) In the event of the Executive Committee approving a proposal that the

  Association, as constituted, is no longer a viable organisation; then an

  Extraordinary General Meeting of the Association shall be called, which all

  members shall be entitled to attend.

(b) The only item on the agenda of such an Extraordinary General Meeting shall

  be the dissolution of the Association.

(c) All decisions of this Extraordinary General Meeting shall be submitted in

   writing by the Secretary or by his/her deputy to the members of the Association.

  and shall be put into operation immediately subsequent to such a meeting.

(d) On dissolution, the remaining assets of the Association shall be transferred to any

  active County of Herefordshire chess clubs. If there are no active chess clubs in the

  County of Herefordshire, then donated to a local charity.

(e) The records of the Association may be passed for safe keeping to any local Museum,

   Library, or Historical Society that expresses an interest in keeping them.

This constitution was adopted by the AGM of the Association

 on August 13th, 2018.