As amended July 2002. Now subject to editing July 2011, originally found here.
Constitution of the Middlesex County Chess association.
Following the custom of FIDE we state " In these rules the words 'he', 'him' and 'his' are used indiscriminately to include 'she, her' and 'her's'."
The name of the Association shall be the Middlesex County Chess Association and for the purposes of this constitution "Middlesex shall mean:- The Cities of London and Westminster, Royal Borough of Kensington and Chelsea and the London Boroughs of Barnet, Brent, Camden, Ealing, Enfield, Hackney, Hammersmith and Fulham, Haringey, Islington, Harrow, Hillingdon, Hounslow, Richmond on Thames and Tower Hamlets.
The object of the Association shall be to foster chess throughout Middlesex.
3. MEMBERSHIP AND AFFILLIATION.
a) The Association shall consist of clubs which are members of the Middlesex Chess league.
b) Affiliation by Individuals shall be at the discretion of the Executive Committee and shall be subject to the payment of a nominal fee.
c) Affiliation shall be open to clubs that have their place of meeting in Middlesex and are not current members of the Middlesex Chess league, on the payment of a nominal fee.
d) Individuals affiliated under rule 3b) do not have any voting rights, although they may raise any matter with the Council or Executive Committee by putting their proposals in writing to the Association's Secretary who will then refer the matter for discussion to the next meeting of the Executive Committee of Council as appropriate.
e) All League members and other affiliated clubs are required to supply a full list of this previous year's club members, together with those members e-mail addresses and/or phone numbers, before the end of July each year. The list will be submitted to the Secretary or another person delegated for that year. Failure to conform will incur a fine. ( In 2002 this was set at £20.)
All fees shall be determined at the Annual Council meeting (see rule 10 below) and shall become due on October 1st each year. All games played under the auspices of the Association shall be subject to the ECF Game fee scheme. In addition each private member or affiliated club shall pay any registration fees which are due to the Southern Counties Chess Union.
5. TERMINATION OF MEMBERSHIP OR AFFILIATION
Membership or affiliation shall automatically lapse on failure to pay the appropriate membership or affiliation fees within six months of the date due. Membership or affiliation may be terminated for any other reason only by the vote of 2/3rds of those present, and eligible to vote, for an appropriate motion at a meeting of the Council
6. COUNCIL AND CLUBS VOTING ENTITLEMENT
The governing body of the Association shall be called the Council and shall consist of the members of the Executive Council ad shall consist of the members of the Executive Committee (as defined in rule 13) together with delegates from Middlesex League teams; each affiliation fee shall carry one vote. Proxies will not be permitted.
7. CHAIRMAN OF COUNCIL AND VOTING.
The President, or on his absence the deputy President, shall take the chair at meetings of the Council. In the absence of both the meeting shall appoint a chairman. In the absence of both the meeting shall appoint a chairman. Each member of the Council (See rule 6). above), with the exception of the chairman, shall be entitled to one vote. The chairman shall not vote except in the event of a tie when he shall have a casting vote. Any individual affiliated to the council under rule 3b). may attend any meeting of the Council but shall not be entitles to participate in the business conducted unless invited by the chairman to do so. In the election of officers only delgates from affiliated clubs may vote.
8. NOTICE OF MEETINGS OF COUNCIL:
Any member club wishing to place any motion on the agenda for a meeting of the Council, other than a Special Meeting, shall give written notice to the Secretary not later than 15th May in the case of the Annual Council Meeting and not later than 31st July in the case of the Fixtures Meeting. At least 21 days' written notice shall be given of all meetings of the Council and the notice shall specify the date, hour and venue of the meeting together with the business to be transacted.
9. QUORUM FOR MEETINGS OF THE COUNCIL.
Ten members of the Council (as defined in Rule 6 above) or half its membership, whichever is the less, shall form a quorum.
10. ANNUAL MEETINGS OF THE COUNCIL.
The annual meeting of the Council shall be held no later than 15th July to approve the annual accounts for the year to 31st March, receive officers reports, elect the Association's officers and members of the Executive Committee, appoint an auditor for the ensuing year and transact any other business of which die notice has been given. The Treasurer shall also present a report on the current and forecast financial condition of the Association. A copy of the audited statement of accounts shall be circulated with the notice convening the meeting. The fixtures meeting shall be held no later than 15th September each year for the arranging of the next season's fixtures. The Fixtures meeting will also deal with such other business as may be set out in the agenda convening that meeting.
11. SPECIAL MEETINGS OF COUNCIL:
A special meting of the Council shall be convened on a resolution of the Executive Committee, or on a resolution signed by the secretaries of no fewer than five clubs which are members of the Middlesex Chess League. The requisition shall specify the business to be transacted, and the special meeting shall be held within six weeks from the day of receipt of the requisition by the Association's Secretary. Should a quorum not be present within 10 minutes of the time stated for the commencement of a special meeting the meeting shall not take place.
The officers of the association shall be the President, Deputy President, Secretary, Treasurer, Team Captains, Correspondence Match Captain, League Secretary, Individual and Team Tournament controllers, Organiser of Junior Chess Winters Trophy Controller, Grader and such other officers as the Council may decide to elect. The President shall not serve for more than two years in succession.
13. EXECUTIVE COMMITTEE:
Subject to the control of the Council the management of the Association shall be vested in an Executive Committee which shall comprise the officers of the Association together with up to four other members who shall be elected at the Annual Council Meeting. Any vacancy which may occur during the year, other than in the offices of President or Deputy President, may be filled by the executive Committee, with the exception of the chairman, shall be entitled to one vote. The chairman shall not vote except in the event of a tie when he shall have a casting vote. The executive Committee may at its discretion co-opt members.
14 EXECUTIVE COMMITTEE MEETINGS:
No fewer than fourteen days notice shall be given of meetings of the Executive Committee. The President, or in his absence the Deputy President shall be chairman. In the absence of both the meeting shall appoint a chairman. Five shall form a quorum.
The executive Committee may, at its discretion, appoint sub-committees and shall decide their terms of reference. The President and Secretary may attend the meetings of any such sub-committee and the League Management Committee.
16. FINANCIAL CONTROLS:
Each Middlesex County Chess Association activity should be self financing or within approved budget as agreed by Council of the Executive Committee.
17. INTERPRETATION OF THE CONSTITIUTION:
At meetings of the Council or Executive Committee the interpretation of this constitution shall be subject to the chairman's ruling. At any other time the President's interpretation shall be adopted.
18 AMENDMENTS TO THE CONSTITUTION:
No amendment to rules 1-18 of this Constitution may be made except by the vote of not less than two thirds of those present and entitled to vote at a properly constituted Meeting of the Council.
18. THE SCHEDULE:
The Schedule sets out the current Rules of the Middlesex County Chess League and those Rules may be amended by a simple majority of those present and voting at the AGM of the Association.