Rothamsted Chess Club in Harpenden

Chairperson - Paul Williams

Secretary - Ken Muir      

   
Treasurer - Paul Bullock

Rothamsted 1st team - Raghav Ramesh

Rothamsted 2nd team - Rory Williams

 Club Constitution (to be updated following AGM 1/09/2025)

Version 1.2 May 2024

1. NAME

The Club shall be called Rothamsted Chess Club.

2. OBJECTS

The object of the Club shall be to provide facilities for its members for playing Chess informally and

in regulated matches.

3. HEADQUARTERS

The headquarters of the Club shall be situated at The Sports Pavilion, Rothamsted Research, Harpenden AL5 2JQ. (*amended at AGM 1/9/2025)

4. AFFILIATIONS

The Club will be affiliated to the Rothamsted Sports and Social Club, Hertfordshire Chess Association (HCA) and to the English Chess Federation (ECF).

5. MEMBERSHIP

5.1 Membership shall be open to:

5.2 Any person wishing to become a member of the Club shall apply for membership by completing and forwarding to the Secretary such form as may be prescribed from time to time by the Committee.

5.3. All chess players and those wishing to learn to play who are over the age of eighteen years will be entitled to apply for full membership of the Club.

5.4. Players under the age of eighteen years will be entitled to apply for Junior membership. Junior members are not entitled to vote at general meetings of the Club and cannot be Officers of the Club. They can attend meetings or matches of the Club only if accompanied by a chess playing parent or responsible adult.

5.5. The Club may confer Honorary Life Membership on any member who has rendered special service to the Club.

5.6. All members are deemed to have accepted the regulations of this constitution and the rules and codes of conduct adopted by the Club.

15.7. The Committee will keep a register of members which will include details of their names, addresses and contact details.

5.8. In considering applications for membership the Committee shall have regard to the playing facilities available and may from time to time decide that the Club shall be closed to new applications for membership for such period as it may decide.

5.9. A member shall cease to be a member of the club immediately if expelled from the club under the provisions of clause 15, or if his resignation in writing is delivered to the Secretary.

5.10 A member whose subscription has not been paid shall cease to be a member on the expiration of the period of six months from the date on which the subscription was due for payment.

5.11 A former member of the Club who wishes to rejoin as a member may do so without the necessity for a further formal application for membership, unless the Committee decides otherwise.

6. OFFICERS

6.1. The Officers of the Club shall be the Chairman, Secretary and Treasurer.

6.2. No member of the Club shall simultaneously hold more than one Office of the Club.

6.3. Each of the Officers of the Club shall be elected at the Annual General Meeting of the Club and shall retire annually at the ensuing Annual General Meeting, but shall be eligible for re-election.

6.4. In the event of a vacancy arising during the year in the office of any Officer of the Club, the Committee shall choose one of their number to fill such vacancy until the ensuing Annual General Meeting.

7. COMMITTEE

7.1. The Committee of the Club shall consist of the Officers of the Club.

7.2. The Committee may from time to time co-opt further members of the Club to serve on the Committee until the ensuing Annual General Meeting, whether to fill a vacancy arising, or as additional members. Co-opted members shall be entitled to participate fully in the proceedings of the Committee.

7.3 A quorum at meetings of the Committee shall be two members of the Committee, including at least two of the Officers.

7.4. The Committee may from time to time appoint sub-committees to undertake on its behalf such aspects of the administration of the Club as it shall think fit, and members of such sub- committees may include members of the Club who are not members of the Committee.

7.5. Proceedings of the Committee and of any sub-committees shall be regulated in such manner as the Committee may from time to time decide.

7.6. The Committee shall make a report to each Annual General Meeting of the Club concerning the affairs of the Club since the previous Annual General Meeting.

8. MANAGEMENT

8.1. The affairs of the Club shall be managed by the Committee, and the Committee shall have power to determine any issue arising in connection with the affairs of the Club which is not specifically provided for in this Constitution.

8.2. The Committee may from time to time formulate and publish such rules as it thinks expedient for the efficient and harmonious running of the Club (but in the case of any conflict between such rules and this Constitution, the Constitution shall prevail).

8.3 Any issue of policy determined by the Committee or any rules published by the Committee may be varied by a resolution of members at a General Meeting of the Club, provided that such resolution is not in conflict with this Constitution and is not retrospective in application.

8.4 In the event of such variation being made, the policy or rules (as the case may be) shall not be further varied by the Committee in a manner inconsistent with the resolution.

29. GENERAL MEETINGS

9.1. An Annual General Meeting of the Club shall be held in each year no later than four months after the end of the financial year.

9.2. A Special General Meeting of the Club shall be convened by the Committee if a request for such a meeting signed by at least ten members of the Club is delivered to the Secretary, stating the reason for the meeting, and such meeting shall take place within one month of the receipt of such request.

9.3. A Special General Meeting of the Club may be convened by the Committee on its own initiative at any time.

9.4. All General Meetings of the Club shall be held at the headquarters of the Club unless circumstances arise which render this impracticable.

9.5 The Chairman, if present, shall chair all General Meetings of the Club, and in his absence the Secretary or some other member of the Committee, approved by a majority of those present at the Meeting shall chair the meeting.

9.6. Notice of all General Meetings of the Club shall be given to all members of the Club no later than two weeks prior to the date fixed for the meeting.

9.7. Any member may propose a motion to be discussed at a General Meeting provided that written notice of the proposed motion is delivered to the Secretary no later than one week prior to the date fixed for the meeting.

9.8 The chairman of the meeting may permit discussion of other business at a General Meeting if he thinks fit.

9.9. A quorum at General Meetings of the Club shall be seven members present in person.

9.10. If fifteen minutes after the time fixed for a General Meeting of the Club no quorum shall be present, the meeting shall be adjourned to a new date (of which the like notice shall be given to members as was required to be given for the meeting which has been adjourned), and in the case of a General Meeting which has been adjourned due to the lack of a quorum (but not of a meeting adjourned for any other reason) such number of members as are actually present at the adjourned meeting shall constitute a quorum.

9.11. Voting at General Meetings of the Club shall be by show of hands, and in the event of parity of voting the chairman of the meeting shall have a second or casting vote.

10. NOTICES

10.1. Notices of any Special General Meeting of the Club, and of an Annual General Meeting at which in the opinion of the Committee any business of a non routine nature is likely to be discussed, shall be given to members by post or by e mail to the last address of each member notified to the Secretary.

10.2. Notices of any Annual General Meeting at which in the opinion of the Committee no business of a non routine nature is likely to be discussed, may be given to members either by post or by e mail to the last address of each member notified to the Secretary, and by displaying a notice in a prominent position at the headquarters of the Club.

10.3. Notices of any other matters to be brought to the attention of members shall be made by displaying a notice in a prominent position at the headquarters of the Club.

11. NOMINATIONS

11.1. Nominations for the posts of Officers or Committee members shall be in writing and shall be signed by a proposer and a seconder, both of whom shall be members of the Club, and also by the person nominated.

11.2. Nominations must reach the Secretary no later than one week prior to the date fixed for the Annual General Meeting.

312. SUBSCRIPTIONS and FEES

12.1. Each member of the Club shall pay an annual subscription, the basic amount of which for the time being shall be decided at the Annual General Meeting of the Club. Subscriptions shall be due for payment by 1st October in each year in respect of the year to the following September.

12.2. Each successful applicant for membership of the Club may be required to pay a joining fee, the amount (if any) of which for the time being shall be decided at the Annual General Meeting of the Club.

12.3. The Committee may determine variations on the basic amounts of subscriptions and table money for members, guests and visitors in different circumstances, and may waive subscriptions or table money in the event of hardship or for any other good cause.

12.4 The Annual General Meeting may authorise the Committee to increase the basic amounts of subscriptions and table money prior to the ensuing Annual General Meeting.

12.6 The Committee may determine from time to time the amount of fees to be charged for use of the premises or equipment of the Club, or for any other purpose for which it is of the opinion that fees ought to be charged.

13. ACCOUNTS

13.1. The Committee shall arrange for accounts to be prepared in respect of the financial affairs of the Club for each year ending on 31st December.

13.2. The accounts for each year shall be presented to the Annual General Meeting of the Club for approval.

14. ALTERATIONS TO THE CONSTITUTION

14.1. No alterations shall be made to this constitution except at a General Meeting of the Club.

14.2. In order for a resolution to alter this constitution to have effect at least two-thirds of the votes cast on the resolution must be in favour.

15. WINDING-UP

15.1. In order for a resolution that the Club shall be wound up to have effect at least two-thirds of the votes cast on the resolution must be in favour, and in addition the number of votes cast in favour of the resolution must exceed one-half of the number of members of the Club entitled to attend and vote at the General Meeting at which the resolution is put.

15.2. If a resolution that the Club shall be wound up is effectively passed, the Committee shall be responsible for winding up the affairs of the Club, and unless the winding up has been initiated with a view to amalgamating the Club with some other club (in which case any surplus assets and funds may be transferred to such other club), any surplus assets and funds shall be transferred to such of the organisations mentioned in clause 15.3 as may be specified in the resolution initiating the winding up, and if no such organisation is so specified, to such of those organisations as the Committee may think fit.

15.3 The organisations referred to in clause 15.2 are:

Rothamsted Sports and Social Club

The Hertfordshire Chess Association; and any

Registered or recognised charitable body.

(draft - tba by Committee)

Rothamsted (Harpenden) Chess club is committed to providing a safe and welcoming environment for all players to enjoy chess  and be respected by others.  This Safeguarding policy sets out the minimum requirements to ensure all players are able to take part in our  club activities.  

Overview:  Rothamsted (Harpenden) Chess Club (hereinafter the 'Club') welcomes to its sessions and other activities all players who are  interested in chess, and will strive to ensure that everyone is treated with care and respect.  The Club recognises that the welfare and interests of children and vulnerable adults are paramount in all  circumstances. It also aims to ensure that regardless of age, gender, religion or beliefs, ethnicity, disability,  sexual orientation or identity, or socioeconomic background, all members and visitors:  • have a positive and enjoyable experience of chess in a safe and sociable environment  • promote and prioritise the safety and wellbeing of children, young people and vulnerable adults  • value, listen to and respect children, young people and vulnerable adults  The Club has adopted a Safeguarding policy as set out in this document. This policy will apply to all members  of, and visitors to, the Club when undertaking Club activities. A child (otherwise a junior player) in this context  is deemed to be anyone less than eighteen years of age. A copy of the policy will also be posted on the club  website/home venue, and it is a condition of membership that all members of the Club abide by and promote  this policy.  Roles and Responsibilities:  All club members are responsible for ensuring that our high standards are upheld and that Safeguarding is at  the forefront of our considerations.  Officials - There are some posts, in particular Junior Organiser/ Coach, which may involve a considerable  degree of contact with children or adults in circumstances where there is not always a parent /guardian or  carer present. In general, the type of work may involve regularly caring for, supervising, training or being in  sole charge of such people. It is the policy of the Club that it will only appoint to these positions a person for  whom an independent suitable reference has been obtained together with an Enhanced DBS including a  Disclosure and Barring Service check.  Safeguarding Officer - The Club will also appoint a Safeguarding Officer (and where practical a Deputy  Safeguarding Officer), who will both be required to have an enhanced DBS and (preferably) be signed up to the  DBS update service. Any Safeguarding, child welfare concerns or allegations, and any comments or questions   regarding the policy or advice should be directed to them.  The current holders of the posts are: Safeguarding Officer ……………………… @: email.  Deputy Safeguarding Officer …………………………… @: email  Any allegations or concerns will be listened to and investigated. If deemed necessary, they will be pursued, by  the Club's Safeguarding Officer in accordance with the English Chess Federation's Safeguarding Policy and  Guidelines, which are available for viewing on the Federation's website at www.englishchess.org.uk  Junior Players  The Club welcomes junior players to its sessions and events. It also allows juniors of an appropriate level to  participate in inter-club matches and league matches.  The Club and its officials are not able to act ‘in loco parentis’ at any club session, event or match.   Parents/carers/guardians are ultimately responsible for the junior player and need to consider the wellbeing,  safety and good behaviour of junior players when deciding on any arrangements.  This policy sets out to safeguard the welfare of children attending the Club by protecting them from physical,  sexual and emotional harm or abuse.  Parental Supervision:  Parents/carers/guardians remain responsible for their child when they are attending chess club. Ideally, they  should accompany their child to sessions, remain on the club premises and escort their child home. Any  alternative arrangements made with other responsible adults should be put in writing and must comply with  the guidelines below. [Note that clubs should review the default ages listed and amend as appropriate  depending on the nature of the club and venue].  Children under the age of 14 must always be accompanied by a parent or guardian.  Older secondary school /teenage players between 14 and 18 must have written permission from a parent or  other responsible adult to be allowed to attend the club alone and to travel home alone. Such written  permission should be emailed or clearly communicated to the Safeguarding officer in advance of the sessions.  The Club also, where appropriate, welcomes the participation of children in inter-club matches away from the  club venue. Parents/other responsible adults remain responsible for their child and any arrangements made.  Ideally, they should accompany their child to away venues and it is advisable that any alternative  arrangements concerning transportation or supervising juniors at away venues is put in writing.  Clear arrangements and responsibilities should also apply for any visiting juniors and responsibility for this  should be made clear to the visiting team captain.  Supervision and the Rule of Three:  The club adheres to the “rule of three” whenever possible requiring at least two adults or two juniors in a  group at all times. If a one-on-one situation is unavoidable, the adult and youth shall stay in an open, public  area where they can be seen by others at all times.  Photography & recording of images:  Recording a child’s achievements can by really important. The Club, however, recognises the opportunity for  misuse of published material and that there can be circumstances where publicity can be detrimental to a child  or their family.  Parents and guardians should be aware that photography for publicity purposes may take place, particularly at  regional or national events, which may be outside of the Club’s Control. The Club’s policy is to seek parental  consent before photography takes place and for publication.  Parents and guardians who have any objection to photography (which does not need any explanation) can  register it with the Club Secretary or the Safeguarding team.  Adult Players:  All adults, regardless of age, ability or disability, gender, race, religion, ethnic origin, sexual orientation, marital  or gender status have the right to be protected from abuse and poor practice and to participate in an  enjoyable and safe environment. The Club will seek to ensure that our chess is inclusive and make reasonable  adjustments for any ability, disability or impairment.  Recordkeeping:  Adequate records should be maintained relating to all safeguarding matters, both to demonstrate that  appropriate policies are adopted and followed and that any complaints are addressed and resolved  expeditiously and with due diligence.  Summary:  This policy will be reviewed and updated from time to time in line with experience and recommended practice  in the area of Safeguarding and child protection.  The Club has adopted the ECF’s Safeguarding Policy and will follow relevant sections of the policy including  procedures for recognising issues, handling allegations, acting on concerns and maintaining proper  safeguarding records.  The current version of the policy can be found at the link here: https://www.englishchess.org.uk/wp content/uploads/2025/06/ECF-Safeguarding-Policy.pdf   The Club shall abide by any further rules, regulations or guidelines which may be set out from time to time by  the Club Committee, the Venue, the Local League Committees, and / or the ECF where these are deemed  necessary to support the policy objectives.  This policy shall be reviewed and updated as necessary on an annual basis (at the AGM of Club).  Signature: …………………………………..  Date : ………………………………………….