GREATER LONDON CHESS CLUB

Revised Constitution, November 2010

1 Name: The Club shall be called the Greater London Chess Club (hereinafter referred to as the
GLCC).

2 Objects: The object of the GLCC shall be to encourage, promote and facilitate the playing of
chess.

3 Membership: Membership of the GLCC shall be open to all.

4 President and Vice-presidents: The GLCC shall elect a president and such vice-presidents
as it thinks fit. The president and vice-presidents shall hold their positions for life.

5 Officers: The officers of the GLCC, who shall be subject to annual election, shall be:-

i) Chairman

ii) Vice-chairman

iii) Secretary

iv) Treasurer

v) Tournament Controller

vi) Equipment Officer

vii) Publicity Officer

viii) Club Captain

ix) Team Captains

Note: The offices of chairman, secretary and treasurer shall be held by separate
persons.

The officers shall have the specific areas of responsibility set out in the Schedule to the
Constitution. In addition they and the president and vice-presidents shall have collective
responsibility for managing the affairs of the club in a prudent and business-like manner and to
that end shall meet at such times as may be required to deal with any matters which affect the
running of the club or its relationship with outside bodies.

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6 Annual General Meeting: The Annual General Meeting shall be held on a date as soon as
practicable after the end of the playing season in order to:-

i) Receive reports from the officers.

ii) By ballot of the members then present elect a president and vice-presidents as
required from time to time and the officers of the club for the coming year. Election of the
president and vice-presidents shall be by secret ballot.

iii) Decide on the subscription for the coming year.

iv) Decide on which leagues the club wishes to enter teams and how many teams it
wishes to enter in those particular leagues.

v) Appoint an auditor.

vi) Receive an audited statement of accounts prepared by the treasurer.

vii) Agree the club’s policy on items to be dealt with at League Annual General Meetings.

viii) Take decisions on any other matters of policy that may arise from time to time.

7 Special General Meetings: A Special General Meeting shall be held at the discretion of the
chairman or following a written request forwarded to the secretary and signed by at least five
members specifying its object.

8 Voting: All motions must be proposed and (other than chairman’s motions) seconded. All
members shall have only one vote regardless of the number of posts held. All issues shall be
decided by a simple majority (notwithstanding section 14).The chairman may decide that the
issue is of such importance that a postal vote should be used to decide. The chairman shall
have a casting vote only.

9 Reduced Subscriptions: A panel consisting of the chairman, secretary and treasurer shall
deal with applications for the waiving or reducing of a member’s subscription and with all
matters involved in the interpretation of the rules relating to subscriptions.

10 Finances: The GLCC’s financial year shall run from the 1st April to the 31st March. The GLCC
shall operate such bank or building society accounts as it sees fit. The authorised signatories for
the operation of such accounts shall be the treasurer and two other officers as appointed by the
Annual General Meeting.

11 Club Rules: The GLCC shall adopt rules to govern in more detail the club’s affairs. These
rules shall be subject to approval by the Annual General Meeting and no additions or alterations
may be made to them except at an Annual General Meeting or a Special General Meeting.

12 Alterations: No alterations or additions to this constitution shall be made except at an

Annual General Meeting or a Special General Meeting.

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13 Disputes: Any matter not provided for in the constitution or club rules shall be decided by the
chairman and reported to the Annual General Meeting.

14 Dissolution: The GLCC may at any time be dissolved by members voting for a “Scheme of
Dissolution”. Then the consent of at least 75% of members voting in a postal ballot of the entire
membership is required.

SCHEDULE TO GLCC CONSTITUTION – RESPONSIBILITIES OF OFFICERS

Chairman

Take the chair at Annual or Special General Meetings of the club. Take decisions from time to
time on matters falling outside the responsibility of other officers. Take the lead in the
development of club policy on matters which will fall in due course to an Annual or Special
General Meeting to decide. Take decisions and any action necessary on any matter which
requires an urgent decision or action prior to the next Annual General Meeting.

Vice-chairman

Deputise as necessary for the chairman.

Secretary

Prepare and distribute agendas and minutes for Annual and Special General Meetings. Book
accommodation for club activities. Deal with the club’s general correspondence. Maintain a
record of members, processing new membership applications and keeping up to date records of
those not renewing their membership and advising team captains accordingly. Deal with all
subscription issues other than the actual collection of amounts due. Keep the membership
informed of club activities by newsletter, notice board and an annual report to the Annual
General Meeting.

Treasurer

Be responsible for the club’s financial affairs and maintain the club’s accounts, collecting sums
due to the club and paying authorised debts incurred by the club. Arrange for the audit of the
accounts and present the audited accounts to the Annual General Meeting with a report and
advice on the club’s financial position.

Tournament Controller

Organise the club’s internal competitions and arrange the engraving of trophies. Submit for
national grading the results of all games not submitted by team captains. Maintain a record book
of all the club’s internal competitions and match results.

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Club Captain

Arrange friendly matches with other clubs, select the club’s team for any such match and
captain the team when the match is played.

Team Captains

Act as the captain for a team entered by the club in any league, making all necessary
arrangements in accordance with the requirements of the league concerned.

Equipment Officer

Maintain the club’s equipment, acquiring new equipment and repairing or disposing of old
equipment as appropriate. Maintain an inventory of the club’s equipment.

Publicity Officer

Maintain the club’s website and publicise the club’s existence and activities.

CLUB RULES

1 Membership: Membership is open to any person proposed by two members of the club.

Membership of the club may be approved by any officer on receipt of a properly completed
application form and appropriate fee.

The Annual General Meeting may by secret ballot convert the ordinary membership of any
member of the club to that of Honorary Life Membership.

Any member of the club may have their membership withdrawn by a panel consisting of the
president, vice-presidents and officers of the club if their conduct brings the club into disrepute.

2 Subscription: The amount of subscription for the coming year shall be decided at the Annual
General Meeting and the subscription shall become due from that date. The subscription may
be paid by instalments, the number, amount and frequency of which must be agreed by the
Treasurer in advance.

New members shall be liable for 50% of the subscription in the year which they join. New
members joining after 1st January shall also be liable for 75% of the subscription for the
following year.

A junior member (defined as under 18 years old on the 1st September of the year for which the
subscription is payable) shall pay 25% of the adult subscription with no further concessions.

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The President, Vice-Presidents and Honorary Life Members are not required to pay a
subscription.

A member’s subscription may be waived or reduced in the case of hardship or other exceptional
circumstances.

A member who by the 1st November has not paid his/her subscription or at least 50% thereof if
paying by instalments or applied for the subscription to be waived or reduced shall forfeit his/her
membership of the club. In the case of a reduced subscription being agreed membership will be
forfeited if the reduced subscription or first instalment thereof is not paid by the 1st November or
within one month of the reduced amount being notified to the member, whichever is the later. A
member paying the subscription by instalments shall forfeit his/her membership of the club if
payments fall more than one month in arrears.

3 Annual General Meeting: Not less than 35 days before the date of the Annual General
Meeting the secretary shall notify all members of the date of the meeting and request items for
the agenda to be submitted to him not less than 17 days before the meeting. Any member of the
club may submit items for inclusion on the agenda and the secretary shall include all such items
so submitted.

The agenda for the meeting shall be circulated to all members not less than 10 days before the
meeting.

4 Special General Meeting: 14 days notice shall be given to all members of a Special General
Meeting and business to be transacted thereat. Any meeting following a written request
forwarded to the secretary supported by at least 5 members shall be held within 28 days of
receipt.

5 Constitution and Rules: Copies of the club’s constitution and rules shall be supplied to each
member of the club.