Constitution

  1. The name of the organisation is ‘NORTHERN COUNTIES CHESS UNION’ (NCCU). The NCCU is a constituent unit of the English Chess Federation (ECF).
  2. The objectives of the NCCU are to promote, encourage and foster the playing of chess.
  3. Membership of the NCCU is limited to recognised County Chess Associations within the territory of the NCCU (A recognised CCA is defined as any Association of Chess Clubs combined on a regional basis with the express consent of the NCCU Council). Each CCA that joins the NCCU undertakes to pay the annual subscription and/or fee as defined and determined by the NCCU at a previous Annual General Meeting. No new CCA will be admitted to the NCCU unless the following two conditions are met:
    • There is evidence that the new CCA has the support of a majority of both Clubs and Players in the area it purports to cover.
    • The existing CCA covering that area has been consulted and given twelve months notice in writing of the intention to admit a new CCA. Unless otherwise agreed any CCA newly admitted to the NCCU assumes the rights and obligations of all other constituent organizations.
  4. The NCCU elects the following officers:
    • President
    • Secretary
    • Treasurer
    • NCCU Counties Championship Controller
    • NCCU Club Championship Controller
    • Correspondence Chess Organiser
    • Grading Officer
    • Trophy Officer
    • Webmaster
    • ECF Delegates (2)
    • Any other officers as are from time to time agreed by the NCCU Council
    • Auditor
  5. Any officer elected above serves for a maximum of 1 year before a fresh election is held, except for the President who serves for 2 year. Any number of Vice-Presidents may be elected (It is the custom and practice of the NCCU that long-serving officers are offered a Vice-Presidency on retiring from office). Vice-Presidents are elected for life. Newly elected officers take up their duties immediately on appointment. Any person attending an NCCU meeting with the right to vote at the commencement of that meeting retains that right until the end of that meeting.
  6. Each CCA in turn (according to alphabetical sequence) is entitled to nominate a candidate for the Presidency. In the event of a CCA being unable or unwilling to make a nomination it should notify the NCCU of the fact at the December meeting prior to the election. The next CCA in alphabetical sequence then becomes entitled to put forward a nomination. Where a President is unable to complete his term of office the incumbent CCA is entitled to nominate a successor for the rest of the two-year period.
  7. The affairs of the NCCU are conducted by the Council which consists of 2 representatives from each constituent CCA, the officers listed in clauses 4(a)-(k) of the Constitution and two Vice-Presidents elected from the current register. Each representative present is entitled to 1 vote on any proposition put to the Council. Any motion, other than one affecting the constitution (See clause 13 of the constitution) is determined by a simple majority vote. In the event of a tie the Chairman of the meeting casts the deciding vote. Ten persons present represents a quorum. When fewer than ten persons are present, business may still be transacted, but decisions are subject to ratification at the next meeting of Council at which a quorum is present.
  8. The Council meets on the second Saturday in June and on the first Saturday in December in each calendar year; this is dependant on availability of representatives and venue. If the above dates prove problematic the NCCU Secretary has the discretion to alter the dates of Council meetings. The June meeting is designated as the Annual General Meeting. The financial year of the NCCU ends on 30th April each year
  9. The Secretary must call a Special Meeting of the Council within 28 days of a request stating the business to be transacted and signed on behalf of no fewer than 3 CCA’s.
  10. The secretary must give not less than 21 days notice of a normal Council Meeting and not less than 14 days notice of a Special Meeting.
  11. The purposes of the AGM are:
    • To receive the Annual Reports of the Officers
    • To receive the Treasurer’s Audited Accounts
    • To present Trophies and Prizes
    • To elect the officers, any additional Vice-Presidents and the 2 V-Ps to attend council meetings
    • To appoint an Honorary Auditor
    • To define and determine the annual subscription and/or fees payable by the constituent member CCA’s
    • To consider amendments to the Constitution, of which the required notice has been given
    • To transact any other business included in the Agenda
    • To consider any other business at the sole discretion of the Chairman of the Meeting
  12. All congresses, competitions, tournaments and matches organised by or under the auspices of the NCCU, except those that are exclusively for Juniors, must be registered with the ECF for Game Fee and/or any ECF Membership arrangement.
  13. No alteration can be made to the Constitution except at an AGM and only then provided that:
    • Notice has been given to the secretary 28 days before the AGM
    • Not less than two-thirds of the votes cast are in favour of the alteration.
  14. Any dispute or any matter for which no provision is made in the Constitution requiring a decision before the next Council Meeting is dealt with by a sub-committee consisting of the President, Treasurer and Secretary of the NCCU. The Sub-Committee may consult any member of the Council and meets as and when required.