Constitution of the South Hams Chess Club
1. The Club
The Club is an unincorporated association called "South Hams Chess Club" and shall be affiliated to the Torbay Chess League and the Devon County Chess Association. The Objects of the Club are to foster the playing of chess in South Hams and its environs and to provide facilities within South Hams where members may meet and play chess.
Membership shall be open to all, subject to the discretion of the Committee, provided that the appropriate subscription has been tendered on demand and that entry to the Club has not been temporarily restricted by the Committee. If entry is restricted, then applications for membership shall be placed on a waiting list and processed in order of receipt.
3. General Meetings
The supreme authority of the Club is vested in General Meetings which alone shall have the power to change this Constitution. A quorum for a General Meeting shall be six members, or one third of the Club membership, whichever is the greater. To carry any proposal at a General Meeting, a simple majority of those present and voting is required, except that to carry a proposal affecting this Constitution a majority of at least two thirds of those members present and voting is required. The Chairman shall have a casting vote. Voting shall be by show of hands, unless a ballot is demanded by four or more members.
The Secretary shall notify all members when a General Meeting is to be held, giving at least 14 days notice of the date, time, venue and agenda.
3. Annual General Meetings
The Annual General Meeting (AGM) shall be held in May or June and shall appoint a Committee comprising the following officers of the Club:
- The Chairman, who shall chair General and Committee Meetings
- The Secretary, who shall maintain and preserve the records of the Club, especially minutes of General Meetings and Committee Meetings, and be responsible for the day-to-day running of the Club
- The Treasurer, who shall be responsible for the management of the Club's finances
- The Competition Secretary, who shall be responsible for organising internal club competitions.
- Further Committee Members may be elected by the AGM, either without portfolio or to fulfil specific roles.
An auditor will not be appointed to audit the books unless the AGM votes to appoint such an auditor.
Any Club member may propose an item for inclusion on the agenda of the AGM provided it reaches the Secretary in writing 7 days prior to the AGM. At the discretion of the Chairman, other items may be discussed under "Any Other Business".
4. Special General Meetings
A Special General Meeting shall be called by the Secretary within 4 weeks of receiving a written proposal signed by at least six members or one third of the membership whichever is the greater. No business shall be discharged except that for which the meeting was called. If such proposals are received 4 weeks or less before the AGM then, at the discretion of the Secretary, they may be included in the agenda of the AGM.
5. Committee Meetings
The Club Committee shall meet in the 3 weeks prior to the AGM and at other times as required. A quorum shall be four Committee members. Voting at Committee Meetings shall be by show of hands, with the Chairman having a casting vote.
The Committee shall have the power to fill any casual vacancy in the Committee and to co-opt additional members on to the Committee. The Committee shall have the power to suspend from the Club until the next General Meeting any member that the Committee deems by vote to be acting against the interests of the Club.
The Committee shall ensure that the Club is represented at Annual General Meetings and Autumn Council Meetings of the Torbay Chess League by at least two Club members, including at least one Committee member.
Funds shall be expended wholly and exclusively for the furtherance of the Objects of the Club. The Treasurer shall prepare a balance sheet and statement of income and expenditure at the AGM each year. The funds shall be held in a Bank or Building Society account in the name of the Club, and payments or withdrawals shall be made under the signature of the President, Secretary or Treasurer.
Any funds remaining on dissolution of the Club after satisfying any outstanding debts and liabilities shall be given to the Torbay Chess League.