BRITISH BANGLA CHESS ASSOCIATION CONSTITUTION
The organisation shall be named British Bangla Chess Association (BBCA).
The objectives of the chess club shall be to encourage the study, practice and actively promote chess. The club will be run as a charity who will establish an equal opportunity for all in all aspects however, a special focus can be given to promote chess in a deprive community. The club will facilitate chess training for all including children. BBCA will encourage formation of its branches in other parts of the UK.
3, COMMITTEE (The EC)
- a)MANAGEMENT OF THE CLUB The club shall be managed by a committee consisting of a President, a General Secretary, a Treasurer, a Vice President, a Joint Secretary, an Organising Secretary, a Publicity Secretary, an Assistant Publicity Secretary, a Safeguarding and Welfare Secretary and 5 other members.
- b)QUORUM A quorum at a committee meeting shall be 50% of the committee.
- c)MAJORITY A simple majority of those voting, the President having a casting vote.
- d) The EC can appoint some high profile Honorary Patrons who will act as ambassadors of the club and can advise the EC in promoting the club.
- e) The EC or their appointed person/s shall write the club’s policies and present to the EC for discussion and approval.
The Club’s year shall run from 1st January to 31st December in the following calendar year
A member shall be considered such when his/ her application for membership has been approved by the committee and he/she has paid the appropriate rate of subscription, or has been appointed as an honorary member of the committee.
Any existing member who has not renewed his/ her subscription by 1st December shall cease to be a member unless an adequate reason has been received and accepted by the committee.
The EC will determine the membership fees.
6, ANNUAL GENERAL MEETING
- a)DATE THEREOF The Club shall hold an Annual General Meeting each calendar year on a date (to be decided by the committee) which shall be no more than thirteen calendar months later than the date of the previous Annual General Meeting.
- b)NOTICE The Secretary shall give each member at least 14 days notice in writing of the date and place of the Annual General Meeting.
- c)BUSINESS The Annual General Meeting shall consider the following business:
- i)A report by the Secretary
- ii)A report by the Treasurer, to include a written statement of accounts duly audited by the club appointed Auditor, who shall be appointed by the EC. The Auditor may sit with the President, the Secretary and the Treasurer to verify the financial transactions.
iii) The approval of the rate of subscription and the date that any change thereof shall be effective from.
- iv)Such other reports and business as the committee shall deem appropriate.
- v)Such other business as is communicated in writing to the Secretary no later than seven days prior to the Meeting.
- vi)The presentation of trophies and prizes.
vii) The Election: A nonpartisan 3 member Election Commission shall be consisted and approved by the committee prior to the election date. The entire executive committee is obliged to provide them full financial and logistic support in order to run a free and fair election but a special responsibility goes to the current President and the Secretary and the Treasurer who should liaise with them effectively. The Election Commission will determine the election of a President, a Secretary, a Treasurer, a Vice President, a Joint Secretary, an Organising Secretary, and Publicity with Secretary, an Assistant Publicity Secretary, a Safeguarding and Welfare Secretary and 5 other members.
- d)QUORUM A quorum at an Annual General Meeting shall be 50% of members.
- e)MAJORITY A simple majority (of those voting) shall be sufficient for the passing of an resolution at an Annual General Meeting, the President having a casting vote.
- f)OFFICERS Officers elected shall take office immediately after the Annual General Meeting & Election.
The president shall
- Serve as presiding officer at all meetings.
- Oversee all activities of the club.
- Take training initiatives for the members.
- Be the official signatory on any accounts of the club.
The General Secretary shall
- Be in charge of any administrative matters (reports, records, funding application etc.) of the club.
- Be the official signatory on any accounts of the club.
Work collaboratively to budget any funding which the club may receive from the 3rd
- Be in charge of publicity for all meetings.
- Organise chess training sessions and tournaments with the help of others.
- Be the Webmaster or appoint someone else to run the club’s web site, Facebook page or other social media networks. They shall keep records of club emails communication.
The Treasurer shall
- Keep proper records of the Club’s financial affairs and shall diligently safeguard the financial assets of the Club. S/he will be the official signatory on any accounts of the club
- Oversee that no member shall incur any expense, which has not been specifically authorised by the committee.
- The Treasurer shall not operate any Bank, Building Society, Post Office or other account in overdraft and shall promptly report any deterioration in the Club’s financial position to the committee unless is authorised by the EC.
- The President/Vice President, The General Secretary and the Treasurer will jointly operate the bank accounts. If one of them is unable to perform the duty, then a nominated officer by the EC can replace him/her.
The Vice President shall
- Represent the President and the club as an ambassador.
- Perform the duties of the President if absent.
- Responsible for the general activities, such as information sessions and other events.
- Assist the President when it is needed.
The Joint Secretary and The Organising Secretary shall assist the General Secretary (GS), shall perform the duties of the GS if s/he is absent. The will also conduct the tournaments as Tournament Directors and Arbiters. If the club takes part in a league, then they will act as team leaders in consisting a strong BBCA team, organizing the training facilities, transport facilities and liaising with the parents/careers of junior members etc.
The Publicity Secretary and The Assistant Publicity Secretary shall publicise the events of the club through the print and electronic media and the social networks. S/he will endeavor to create a positive image of BBCA to the wider society.
The Safeguarding and Welfare Secretary shall play a pivotal role in safeguarding the children. His/her roles consists of the followings:
- The Designated Safeguarding and Welfare Secretary (SWS) shall be the first point of contact for all members, staff and volunteers to go to for advice if they are concerned about a child. They (The SWS) have a higher level of safeguarding training and knowledge than the rest of the staff and should complete Working Together to Safeguard Children and Young People training.
- They are responsible for ensuring that the club’s safeguarding policy is kept up to date. They ensure that they comply with safe recruitment procedures for new staff members (The Chess Coach, new adult members etc.) and their induction.
- Along with the President and the General Secretary, the SWS are responsible for that the new staff has been Criminal Record Bureau (CRB) and the Disclosure and Barring Service (DBS) checked.
- If any situation arises, they (the Present, Secretary and the Safeguarding Officer) support their new staff by providing information regarding any current concerns and support decision making process about whether staff concerns are sufficient enough to notify the police, Children’s Social Work Services or whether other courses of action are more appropriate, for example the completion of an Early Help Approach.
- They make formal referrals to the Duty and Advice Team of the council.
- They must ensure that concerns are logged and stored securely.
- They have joint responsibility with the committee to ensure that the organisation’s safeguarding policy and related policies and procedures are followed and regularly updated;
- They are responsible for promoting a safe environment for children and young people at BBCA.
- They know the contact details of relevant statutory agencies e.g. Children’s Social Work Services (CSWS), Police, Local Safeguarding Children Board, and the Local Authority Designated Officer (LADO) for allegations against staff.
- BBCA Support PREVENT strategies of the government and promote community cohesion through chess. BBCA will show zero tolerance towards any racial discrimination and intolerance.
It is everyone’s responsibility to safeguard a child. It is not the responsibility of the designated safeguarding officer to decide whether a child has been abused or not- that is the responsibility of investigative Statutory Agencies such as Children’s Social Work Services or the police. However, keeping children safe is everybody’s business and all staff members should know who to go to and how to report any concerns they may have about a child being harmed or at risk of being harmed.
The Designated Safeguarding Officer of BBCA should register with the local council’s (LBTH) children’ services to ensure that you are kept up to date with all the latest safeguarding information from the council and details of events and training.
7, EXTRAORDINARY GENERAL MEETING The committee may convene an Extraordinary General Meeting at any time to consider urgent business, and must do so if such is requested in writing by at least 20 members.
8, ALTERATION OF CONSTITUTION This constitution shall only be altered by a resolution of a General Meeting duly passed by a simple majority of members of the Club.
9, WINDING UP (A winding up order is a Court order that forces an insolvent company into compulsory liquidation – a process in which the Court appoints an Official Receiver (OR) to liquidate all of the company’s assets in order to repay creditors) In the event of the Club being wound up, all the assets of the club, financial or otherwise shall be transferred to an Interim Committee (3 members appointed by the Patrons and the Senior Members of the EC of BBCA) to be held in trust until the club is reconstituted. Should the Club not be reconstituted within a period of 10 years, the Interim Committee shall be free to use the transferred assets as they see fit.
Annual General Meeting of the Club held on Sunday 18 September 2016, the above constitution was approved.