Laws of Chess
3. Unless stated otherwise prior to the commencement of a game, all games played in the club will be in accordance with the laws of chess as recognised by the English Chess Federation. A copy will be provided in the club’s premises.

4. All disputes in the club's internal competitions will be decided upon by the club's tournament controller.

5. No game shall be played for money or other material advantage but this does not preclude the committee awarding tournament prizes.

 

Membership Types

6. There are three types of members:
  a. Adult (those aged over 18 years)
  b. Junior (those aged under 18 years)
  c. Honorary (those granted free life membership by the committee)

7. All members are entitled to use all the facilities of the club. Junior Members under 16 years’ old must be accompanied by a responsible adult. A responsible adult is someone approved of by the junior member’s parent or guardian.

Subscriptions
8. Subscriptions rates shall be those agreed from time to time by the committee. The committee is entitled to create different subscription rates for one type of member, e.g. both a full rate and a concessionary rate for adult members.
9. The treasurer and/or the committee have a discretion to allow applicants and members to pay a subscription proportionate to the amount of the year which they will be able to use the club.
10. If an applicant or a member has not paid his subscription three months after the time it has become due, the treasurer shall be entitled to write to that person at the address recorded in the club records and request immediate payment. Such a request can be accompanied with 21 days’ notice of the cancellation of their membership if the subscription remains unpaid.

Applications
11. Every candidate for membership shall complete an application form and deliver it to the treasurer with the appropriate subscription. If the treasurer is absent then the form and subscription may be delivered to any committee member, to be passed on to the treasurer.
12. Applications for membership shall be considered at the next committee meeting.

Existing Members
13. Every existing member shall pay to the treasurer an annual subscription which is payable in advance of the annual general meeting. A member attending the club without having paid his subscription is deemed to owe that year’s subscription to the treasurer.

Receipts
14. Receipts will be given for all monies taken.

Visitors
15. Non members may visit the club. They may be asked to sign a visitor’s book. Visitors from other clubs may attend whenever they have match games to play against members of the club. All other visitors are entitled to three free visits. After that they will be asked to apply to join the club.
16. The following categories of persons shall not be entitled to visitor status, unless they are attending on behalf of another club:
  a. Previously expelled members
  b. Persons whose applications for membership has previously been turned down
  c. Persons who have had three free visits at any time and who have not applied to join the club
17. Any member of the committee shall have the power to determine whether somebody falls into the categories set out in section 16 and, if necessary, ask someone to leave the club immediately.

Opening Hours & Venue
18. The club will be open for members and visitors at the times and places advertised by the management committee.

Management

Annual General Meeting
19. There shall be an annual general meeting in either September or October of every year. At that meeting, the following reports shall be made:
  a. President’s report
  b. Treasurer’s report
  c. Tournament Controller’s report and award of prizes
20. The committee may arrange for other reports to be made at the annual general meeting, as it sees fit.
21. Following the reports, there shall be elections for the management committee for the following year. These elections shall run in the following order:
  a. For President
  b. For Treasurer
  c. For Tournament Controller
  d. For Librarian
  e. For Secretary
  f. For Ordinary Committee Members (maximum of 2)

General Meetings
22. The committee may call a general meeting at any time.
23. The secretary shall call a general meeting within 21 days of the written request of one-fifth of the membership or ten members, whichever is less. Such a written request must state the purpose of the requested general meeting.
24. At least 14 days prior to a general meeting the secretary must send to every member, at the address recorded in the club’s records, a notice stating:
  a. The time and date of the meeting; and
  b. The place of the meeting; and
  c. The agenda for the meeting.
25. The quorum of any general meeting shall be two-fifths of the membership or 15, whichever is less.
26. All votes shall be decided by simple majority of those voting.
27. At all general meetings, the President shall hold the chair. If the President is absent for more than 30 minutes after the start of the meeting, the members present may elect someone else to hold the chair until the President arrives. The person holding the chair of any meeting shall have a casting vote in the event of a vote being tied. This casting vote may be cast regardless of whether the person holding the chair has already voted or not and regardless of how their vote was cast.
28. Junior members may attend but cannot vote.
29. Members entitled to vote but who are absent may vote by proxy or by assignment. In either case, written notification of the proxy or assignment must be given to the chair before the commencement of the meeting.
30. In the case of a proxy, the notification must state
  a. the name of the member voting by proxy
  b. the name of the proxy
  c. a declaration that the proxy can cast the first named person’s vote according to the  second’s discretion.
  d. a statement as to which votes the proxy is entitled to vote in, which can simply say, “all votes”.
31. In the case of an assignment, the notification must state
  a. the name of the member assigning their vote
  b. the name of the assignee
  c. a declaration that the assignee will cast the first named person’s vote according to instruction
  d. a statement as to which votes the assignee is entitled to vote in, which can simply say, “all votes”.
32. Members voting by proxy or assignation cannot be counted for the purpose of establishing a quorum.

Committee Membership
33. The management of the club shall be entrusted to a committee elected by the membership of the club at its annual general meeting. Committee members must be at least 18 years’ old at the date of their election.
34. The committee must have the following members:
  a. five officers, namely the President, the Treasurer, the Secretary, the Tournament Controller and the Librarian; and
  b. a maximum of two ordinary members.
35. Committee members may hold more than one position on the committee.

Committee Meetings
36. The committee shall meet at least four times per year. Meetings dates may be fixed by the secretary or the committee itself.
37. At least 14 days’ notice shall be given of any committee meeting called by the secretary.
38. The agenda for each meeting shall be circulated to all members at least seven days prior to the meeting.
39. At all meetings five shall form a quorum.
40. The President shall hold the chair in all meetings. If the President is absent, the committee members present shall elect a chair for that meeting. The person holding the chair of any meeting shall have a casting vote in the event of a vote being tied. This casting vote may be cast regardless of whether the person holding the chair has already voted or not and regardless of how their vote was cast.
41. At all meetings, resolutions can be carried by a simple majority of those voting.
42. The secretary shall take the minutes in all meetings. If the secretary is absent, the committee members present shall elect a minute taker for that meeting. The minute taker shall circulate the minutes to all committee members within 21 days of the meeting.
43. The secretary shall provide the agreed minutes of any committee meeting to any member upon request.
44. To fill casual vacancies, the committee has the power to elect members to itself. These members will have full voting rights but their term of office will expire at the next annual general meeting.

Grievance Procedure
45. The club may take grievance and disciplinary action only according to this procedure, except in the circumstances set out in sections 46 and 47.
  a. Complaints as to the conduct of any member shall be delivered in writing to the secretary.
  b. Immediately or as soon as is practicable after receiving a complaint, the secretary shall ask the complainant(s) what action they would like to be taken and ask for a reply within a further 21 days of the request. A copy of this constitution shall be provided in addition to the request.
  c. Immediately or as soon as is practicable after receiving a complaint, the secretary shall send a copy to the member(s) complained about and ask for a response within 21 days of the request. A copy of this constitution shall be provided in addition to the request.
  d. Following the completion of c & d above, if the matter appears to the secretary to be unresolved, the secretary shall request that the President convene a disciplinary hearing. If the secretary considers a matter to be resolved but the complainant(s) do not then the complainant(s) may request themselves that the President convene a disciplinary hearing.
  e. Upon receiving a request from the secretary to convene a disciplinary hearing, the President shall select from the committee a panel of three to hear the complaint. This panel cannot include either the complainant(s) or the member(s) complained about.
  f. The President shall arrange for this panel to meet at a time and place convenient to the complainant(s), the member(s) complained about and the panel members. If no such time and place can be arranged within 42 days of the secretary’s request to the President, then the President shall arrange a meeting at a time and place convenient to the panel members only. However, if the complainant(s), the member(s) complained about and the panel agree, the time to hold the meeting can be extended.
  g. The complainant(s) and the member(s) complained about can present written submissions to the panel. The procedure for the meeting is in the discretion of the panel but it will ensure that each person present is allowed to talk and, if they wish it, that the complainant(s) and the member(s) complained about be accompanied or represented by a friend who may or may not be a member of the club.
  h. The panel will reach its decision in the absence of the complainant(s) and the person(s) complained of. The panel will communicate its decision in writing within 14 days to the complainant(s) and the member(s) complained about.
  i. The panel’s decision must include
      --->i. the name of the complainant(s)
      --->ii. the name of the member(s) complained about
      --->iii. the complaint
      --->iv. any explanations or defences to the complaint
      --->v. the reasoning of the panel on all issues raised either by the complainant(s) or the member(s) complained about
      --->vi. the decision of the panel as what action should be taken.
  j. Either the complainant(s) or the member(s) complained about have 21 days to inform the secretary in writing if they wish to appeal the panel’s decision. 
  k. Appeals will be heard by the next meeting of the full committee, excluding those members who participated in the panel or are involved in the complaint. The complainant(s) and the member(s) complained about have the right to put points to the next committee meeting in writing, via the secretary, ten days prior to the committee meeting. They also have the right to address the committee in person but only for a maximum of five minutes per member. The committee can ask the complainant(s) and the member(s) complained of to leave the premises so that it can reach its decision in peace and without pressure.
  l. Decisions by the committee on appeals must be communicated in writing to the parties concerned within 21 days of the decision. The committee’s written decisions must follow the format set out in section 45.i.(i-vi) above. Decisions by the committee on appeals are final. The committee may take whatever decision it wishes, including expulsion.
  m. In the event that no appeal was made to the committee, the panel’s decision is final. The panel may take whatever decision it wishes, including expulsion.
46. In the event that either the complaint(s) or the member(s) complained about include either the secretary or the President, those officers shall be replaced by respectively by the treasurer, tournament controller. In the event that these officers are also involved in the complaint, the librarian and the first team captain shall stand in their places.
47. In the event that all the club’s officers and the first team captain are involved in the complaint, the procedure set out above shall not apply and the matter will be resolved at the next meeting of the committee.
48. Complaints about non members, shall be reported by the secretary to the management committee.

 

Disciplinary Procedure
49. a The Committee reserves the right to cancel a member’s membership at any time and without notice if it considers that his/her expulsion is in the best interests of the club.
  b. A former member whose membership has been cancelled in accordance with Rule 49.a shall be entitled to reclaim the proportion of their subscription that remains outstanding by applying in writing to the Club Treasurer.
  c. A former member whose membership has been cancelled in accordance with Rule 49.a may only reapply for membership by submitting a written application to the Secretary of the Committee at least 28 days in advance of an AGM, provided that a full calendar year has elapsed since the cancellation of their membership and the date of the AGM. Their application for membership will then be determined at the AGM. The former member will be notified in writing of the decision within 7 days of the AGM.
 

Equality Statement
50. The beautiful game of chess can be played by all. The club will actively promote the richness this diversity brings and is committed to equality. Discrimination or harassment on the grounds of race, colour, language spoken, age, gender, marital status, pregnancy, nationality, faith or belief, sexual orientation or employment status will be grounds for disciplinary action.

Interpretation of Constitution
51. The committee shall have the power to determine any dispute as to the interpretation of this constitution, except that it cannot overrule a decision on interpretation by a general meeting.

Amendment
52. This constitution may be changed in any way at an annual or general meeting, if:
  a. The proposed change was given in the notice convening the meeting; and
  b. The resolution for change is carried by two-thirds of those voting.

Coming into effect
53. This constitution shall come into effect at the closure of the general meeting which adopts it.

Transitional Arrangements
54. The committee elected at the general meeting which adopts this constitution shall be legitimately elected for one year, notwithstanding any difference in the arrangements of the election of said committee and the arrangements set out in this constitution.

Club Constitution

 

As last amended at the 2011 AGM

 

Name

1. The name of the club is “Brighton & Hove Chess Club”.

 

Purpose
2. The club exists for these purposes:
  a. To give members the opportunity to play and study chess, assisted by the use of the club library.
  b. To promote chess as an important social activity, sporting endeavour, an intellectual pursuit and artistic expression.