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Created June 1985
Revised June 1986, May 1988, June 1991, June 1992, May 2006 and June 2007.
1 The Club shall be called the Pentland Hills Chess Club.
2 The objects of the Club shall be to provide facilities for the pursuit of the game of chess, to organise competitions and to arrange for the representation of the Club in chess leagues, competitions and tournaments.
3 The Club shall have a President, Vice-President, Secretary and Treasurer as office bearers.
4 The business of the Club shall be conducted by a Committee consisting of office bearers plus up to two further elected members, all of whom shall be eligible for re-election at each Annual General Meeting. The Committee shall be required to meet at the beginning of each season, and thereafter as necessary. Three shall form a quorum. The Committee shall have power to co-opt additional members for special purposes, to appoint subcommittees and to fill any vacancies that may arise.
5 There shall be several categories of membership: Junior, Full, Concessionary, Associate and Honorary. Junior membership is open to anyone under eighteen years of age on the first of September of the current season. Concessionary membership is open to anyone over sixty years of age on the first of September of the current season. Associate membership is at the discretion of the Committee. Junior and Concessionary subscription fees shall be set by the Committee. The Full subscription fee will be reduced to the Concessionary fee for full-time students and registered unemployed, or in cases of hardship at the discretion of the Committee. A reduced fee for Associate membership shall be set by the Committee. Honorary members will not be subject to an annual fee.
6 The Committee shall have power to admit members, to refuse membership to any applicant without reason, and to request a member to resign if it is considered in the Club’s interests to do so. Associate members may be admitted on special terms at the discretion of the Committee.
7 The Committee shall have the power to grant Honorary Membership in circumstances where former members, who have made a special contribution to the Club, no longer reside within the locality.
8 The President shall preside over all meetings of the Club or Committee and shall have only a casting vote on all matters. If the President is absent the Vice-President or any other office bearer shall deputise. A majority of the votes of members present shall be held as a resolution of the meeting.
9 The Annual General Meeting shall be held not later than the end of June in each year to elect the Committee for the following season, to receive the Secretary’s report and the Treasurer’s statement of accounts for the season just ended, and to transact any other business. Seven members shall form a quorum. An auditor shall be elected at the Annual General Meeting.
10 A Special General Meeting must be called if petitioned by 25% of the total of Full / Concessionary members. This request must be made in writing to the Secretary stating reason(s) for such a meeting, which must be called within twenty-one days of the request. The notice calling such a meeting will be communicated to all members not less than fourteen days prior to the meeting. Written requests / notification may be by letter or e-mail. Seven members shall form a quorum.
11 Any four members may request the Committee to hold a Special General Meeting. The request must be sent to the Secretary in writing and must contain the reasons for wanting the Committee to call such a meeting, but the calling of such a meeting shall be at the discretion of the Committee. Written requests may be by letter or e-mail.
12 The Secretary shall give not less than ten days notice in writing to each member of the date of the Annual General Meeting. Written notification may be by letter or e-mail; the Secretary shall give not less than fourteen days notice in writing to each member of the date fixed for a Special General Meeting, such notice to indicate the business to be transacted at the Special General Meeting. No other business shall be competent at a Special General Meeting. Written notification may be by letter or e-mail.
13 All members are entitled to attend Annual or Special General Meetings. Only Full or Concessionary members are entitled to vote at such meetings.
14 The subscription fees for the forthcoming season shall be fixed at the Annual General Meeting.
15 All applications for admission to the club should be directed to the Secretary. The Committee reserves the right to refuse entry.
16 All fees due for the new season must be paid by the end of October. Members who fail to renew their subscriptions will cease to be members of the club. The fee for members joining after Christmas will be set by the Treasurer.
17 The Committee shall have the power to levy from members during the season such additional sums considered necessary for the proper running of the Club.
18 The Secretary shall keep minutes of the Annual General Meeting, Special General Meeting and Committee meetings. The Treasurer shall keep proper accounts.
19 Amendments to the Constitution may be made at any Annual or Special General Meeting of the Club, provided that notice in writing of any proposed amendment has been given to the Secretary not less than twenty-one days before any such meeting.
20 All complaints for the consideration of the Committee shall be made in writing to the Secretary.
21 If, for any reason, the Club ceases to exist, the Club equipment shall be donated to Chess Scotland and any monies shall be donated to Chess Edinburgh.
22 Each member introducing a visitor is responsible for their guest's conduct whilst in the Club's premises
23 The Committee for the time being shall frame such rules as they deem necessary for the proper running of the Club.
24 The rules of the Club shall be binding on every member and every entrant shall be held as subscribing and adhering to them and shall not be entitled to plead any exception there against. A copy of the Constitution is available from the Secretary on request, and members may not plead ignorance of the rules therein as an excuse.
25 The Club shall undertake no responsibility for any personal articles taken into or left on the Club's premises.
26 Unless otherwise provided for in the Club's competition rules, all competitions shall be played under the laws of the games as adopted by Chess Scotland.
Notes:
1 The Club was inaugurated on 5th June 1985.
2 The Founder Members were:
A.F.Heavens, Secretary. 23 Crusader Drive, ROSLIN EH25 9NJ
T.E.Purkins, President. 1 Penicuik Road, ROSLIN EH25 9LJ
R.G.Fenoulhet, Treasurer. 7 Greenend Gardens, EDINBURGH EH17 7QF
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