Manchester
Chess
Federation

CONSTITUTION

1. NAME

The name of the organisation shall be the MANCHESTER CHESS FEDERATION (MCF).  The organisation was formed by the merger of the Manchester and District Chess Association (MDCA) and the Greater Manchester County Chess Association (GMCCA).

2. OBJECTS

The objects of the Federation shall be to promote and encourage chess both locally and nationally, to organise a chess league, to organise representative teams, to promote and organise junior chess, to organise individual competitive events, and to encourage the establishment and organisation of chess clubs in the district.

3. MEMBERSHIP

The following shall be eligible for membership at the discretion of MCF Council:

  • Class A – Clubs applying for membership to the league.
  • Class B – Clubs applying for membership of the Federation but not the league.
  • Class C – Individuals applying for full membership.

Subscriptions for all classes of members shall be decided at the AGM.

The Federation may elect honorary members for any period it deems fit.  Honorary members shall have the same rights as Class C Members.

Membership of the Federation implies unqualified acceptance of the Federation’s rules.  Council is empowered to impose any sanctions it deems appropriate on any club or individual member in default of its rules.  However, any fine imposed by Council shall not be greater than five times that club’s or individual’s yearly subscription.

4. ANNUAL GENERAL MEETING

  1. The Annual General Meeting shall normally be held on or before July 15th, but Council may appoint any subsequent date for the meeting.
  • Motions to the AGM must be proposed by Council or by a club or by an individual in membership of the Federation under rule 3.  Motions by individual members need a seconder.  Club motions must be sent by the club secretary and received by the General Secretary before May 15th.  Notice of the AGM, including a copy of the agenda, shall be mailed, or emailed at least 15 days before the date of the meeting.  The notice shall be sent to all Council members, each club and individual member, the Auditor, and to those clubs applying for membership.
  • Attendance and voting.  The following shall be entitled to vote at the AGM:
  • One delegate for each team which played in either the Manchester League or Manchester Online League during the most recently completed season.
  • One delegate for each club in Class B membership.

All delegates shall identify themselves to the General Secretary and receive voting cards.  The Chairman shall decide any dispute regarding a delegate’s status.  A quorum shall consist of sixteen or one half of those entitled to vote, whichever is the smaller number.

All persons entitled to notice of the AGM, and all voting delegates may attend the AGM.  Other persons may be admitted at the Chairman’s discretion.

  • Unless absent, or replaced as provided below, the President of the Federation shall chair the AGM.  If the President is absent, the person who most recently held the office of President shall take the chair; if there is no such individual present the meeting shall appoint a Chairman.  The Chairman shall have a casting vote and shall not otherwise vote.
  • The business of the AGM shall be to:
  1. Receive the report of Council.
    1. Receive the accounts made up to April 30th of that year.
    1. Receive the Auditor’s report.
    1. Consider motions submitted in accordance with the constitution.
    1. Elect the officers of the Federation.
    1. Elect Council members.  Council members shall consist of past presidents of the MCF (or the MDCA or GMCCA) and one nominated representative from each club active in either the Manchester League or Manchester Online League during the most recently completed season.
    1. Elect union delegates.  At least one of the union delegates shall be an officer of the Federation and charged with reporting to the Council.
    1. Elect the disputes committee.
    1. Appoint an Auditor.
    1. Set the subscriptions for the coming year.
    1. Discuss any other business the Chairman may allow.  No decisions under AOB shall be binding on Council. 
  • Except where the Constitution or Rules require a larger majority, matters shall be decided by a simple majority of all those entitled to vote.

5. EXTRAORDINARY GENERAL MEETING

The General Secretary shall summon an EGM if instructed by Council or within 28 days of receiving a requisition signed by the Secretaries of three member Clubs.  The General Secretary shall give notice to the same persons as would be entitled to attend the next AGM.  The AGM rules regarding motions, authority of club secretary, notice, quorum, attendance, and voting shall apply. 

The Chairman shall not accept any other business at an EGM.  The minutes of an EGM must be approved at the next AGM.

6. CONDUCT OF GENERAL MEETINGS

  1. Motions may be put before a General meeting in accordance with the Constitution, to either amend the rules or to transact business.  The General Secretary shall not be required to enquire into the authority of a club secretary conveying such a motion.  Once a club motion has been included in a circulated agenda it cannot be withdrawn.
  • No person may speak except with the express permission of the Chairman and all remarks shall be addressed to the Chair.  The proceedings may only be interrupted from the floor either to propose a procedural motion, or to raise a point of order requesting the Chairman to rule on a potential irregularity regarding the proceedings.
  • Only the following procedural motions are allowed and after one has been proposed and seconded the Chairman must immediately put the motion to a vote without discussion.
  1. That X takes the chair (i.e., to replace the chairman)
    1. That the motion be put (i.e., to call for an immediate vote)
    1. That the meeting be adjourned for a specified time (The Chairman may adjourn the meeting at any time or require any person to leave if the Chairman rules that person out of order)
  • Amendments may be made to any motions.  All amendments must be seconded and shall be accepted only at the Chairman’s discretion.  The Chairman shall not accept an amendment to a proposal on a general meeting agenda unless in the Chairman’s opinion the amendment is either insubstantial or would result in a lesser change to the status quo than the motion in its original form.  Amendments may be withdrawn by their proposer prior to being voted on.
  • The Chairman’s decision regarding the conduct of the meeting shall be final at the time but shall not limit the powers of the Council.
  • Voting for all elections shall be by secret ballot.  Votes on other matters shall be by a show of voting cards unless a poll is taken.  Any person may require a poll to be taken at the meeting.  Two tellers shall be appointed.
  • The General Secretary shall take minutes at the meeting.  These shall be submitted for approval by the AGM; any dispute regarding the accuracy of the minutes shall be put to a vote.  After the minutes have been approved, they shall be signed by the Chairman after which they shall be conclusive evidence of all matters taking place at the meeting which they cover.
  • Only members of the Federation or a member club may be elected to any post.  Nominations, which must be seconded, may be sent to the General Secretary in advance or may be taken at the meeting.  Nominations may be proposed or seconded by any members, but no person may nominate or second themselves.

7. OFFICERS OF THE FEDERATION

The officers of the Federation shall consist of:

President, General Secretary, Executive Officer, Treasurer, Junior Organiser, Congress Director, League Fixtures Secretary, League Records and Registration Secretary, the captain of each representative team, ECF Delegate, NCCU Delegates, Archivist, Webmaster, Disputes Secretary, Mediation Officer, Grading Officer, Social Media Officer, Equality and Safeguarding Officer, League Development Officer, and GDPR Officer.

Officers have the power to set up a team to help them carry out their duties.  If a team member’s job is large enough to warrant it, the officer may recommend to Council that the team member be co-opted to Council.  This particularly applies to the General Secretary and Junior Organiser.

8. MANAGEMENT

The business of the Federation shall be managed by Council which shall consist of the officers of the Federation and Council members elected by the AGM.  Such persons must be individual members or members of a club in membership of the Federation. Council shall have the power to fill any vacancy which may occur and the power to co-opt. 

A quorum shall consist of seven.  The General Secretary shall convene Council meetings giving at least seven days notice.

9. FINANCE

The Treasurer shall submit to the AGM a balance sheet as at April 30th of that year and an income and expenditure account for the period then ended, together with any additional information the Treasurer considers appropriate. 

The Auditor’s report shall include the Auditor’s opinion as to whether the accounts give a true and fair view.  If in the Auditor’s opinion proper books of the account have not been kept the Auditor shall so notify the members.

10. PROPERTY OF THE FEDERATION

  1. The Federation may receive and disclaim property of any nature whether or not it is subject to any express conditions or trusts.  The Federation may purchase or otherwise acquire and hold property of any nature and may sell, lease, or otherwise deal with the same.  Council shall from time to time appoint between two and four trustees and any property belonging to the Federation may be invested in their names.  Council shall fill any vacancy amongst trustees.  A trustee may be removed from office by a resolution passed at a meeting of Council by a vote with a two-thirds majority of the members of Council voting.
  • Investments may be in or upon the security of shares, stocks, securities, investments, and property, real or personal, freehold or leasehold, in any part of the world upon such terms and conditions (if any) as Council shall in its absolute discretion think fit and, in all respects, as if the Council were the sole beneficial owners thereof.  Council may from time to time direct the trustees to sell, vary and transfer such investments and property.
  • If legal proceedings of any kind are resorted to or defended by the Federation the trustees shall if Council instructs, but not otherwise, prosecute or defend such proceedings either in the name of the Federation or in the names of the trustees or otherwise on behalf of the Federation.
  • The trustees shall in all respects act as required by Council and a copy of a minute of Council signed by the General Secretary shall be conclusive evidence of its decision.
  • The trustees shall be indemnified by Council from and against any liability, costs, expenses, and payments whatsoever which may be properly incurred or made by them in relation to the trusts of the property and investments of the Federation or in relation to any legal proceedings or otherwise relate directly or indirectly to the performance of the functions of a trustee of the Federation.

11. CHANGES TO THE CONSTITUTION

Changes to the constitution can only be made at a General Meeting and they must be proposed in accordance with the constitution.  Such changes shall require a two-thirds majority of those present and voting.

Revised 15 July 2023 MCF AGM