Langley Chess Club is referred to as “the Club”.

To provide the facilities to play chess, to organize chess tournaments and to promote the game of chess. The club shall meet every Monday night at 7pm, with the exception of public holidays, or under exceptional circumstances such as inclement weather. The Club website is to be utilized to keep a calendar of scheduled events as well as publishing the Club By-Laws.

Any person may become a member of the Club by agreeing to abide by the following rules:
– Acceptance of the Club’s By-Laws
– Pay annual membership fees ($50 per annum as at 2009)
– Play chess according to the rules of FIDE and the CFC
– Treat other members with due respect, and exercise fair play
– Behave in a civil manner and avoid offensive language
– Never be under the influence of alcohol, or any illegal drugs or intoxicants
– Accept that the Club premises is a smoke free zone

Honorary membership may be granted by the Executive Committee on an annual basis, under exceptional circumstances.

Members in violation of the By-Laws will be issued a verbal warning, followed by a written warning and then expulsion. The verbal warning can be issued by any member of the Executive Committee. The written warning and/ or expulsion can only be issued following an Executive Committee meeting duly called for that purpose. In case of a severe violation the Executive Committee may expel the member outright without issuing any warnings, following a meeting called for that purpose.

Any member wishing to withdraw from membership may do so upon a notice in writing to the club’s President. Membership fees will not be refunded.

The Executive shall consist of a President, a Treasurer/Secretary, a Webmaster and a Tournament Director, each holding office for a term of one year.

The Executive shall, subject to the By-Laws, have full control and management of the club.

Executive meetings shall be held as often as required, and shall be called by the president, or by any two executive members. Executive meetings shall be called on a seven day notice by telephone, e-mail or in person, and the agenda is to be stated. Any three members of the Executive Committee shall constitute a quorum.

The president will be responsible for the day-to-day activities and operation of the club; co-sign cheques; report to the executive and members of the club and keep in touch with other organizations. He/ she shall, when present, preside at all club and executive meetings. In his/ her absence the other executive members shall elect a presiding officer for any such meetings.

The treasurer/ secretary’s main responsibility will be to maintain the club’s financial and membership records. The treasurer will be responsible, along with the president, for the club’s bank account and co-sign any cheques issued.

Main responsibility will be to organize chess tournaments, including the annual Langley Chess Club Championships. Tournament dates, entrance fees, schedules, time controls and full details are to be posted on the Club website well in advance. The Tournament Director has the final say in any dispute related to chess tournaments.

The Tournament Director is obligated to submit a Profit and Loss statement for each tournament.

The Webmaster shall be responsible for maintaining the website.

All tournaments are open to non-members, with the exception of the annual Langley Chess Club Championships. Entrance fees shall be higher for non-members. As a guideline, “short tournaments” (lasting 2 Mondays or less) shall have an extra $10 charge for non-members, while longer tournaments shall have an extra $20 charge for non-members.

Entry fees may be waived by the Executive Committee under exceptional circumstances.

There will be no play-offs (unless stated on website in advance), with the exception of the annual Langley Chess Club Championships.

This tournament is held once a year and is only open to members. In the event of a tie for first place, prize money will be shared, but a play-off will be held to determine the winner (Club Champion) whose name will appear on the trophy. The playoff will be in the format of a round robin with each person tying for first place playing one game. If there is still a tie, then active round robins (30 minutes each) will take place, until a winner is decided.

Any club member at the Annual General Meeting may inspect the club’s books and records. Each executive member shall, at all reasonable times, have access to the club’s books and records.

The club shall hold its Annual General Meeting (AGM) in September of each year, of which meeting due notice shall be given to all members. At this meeting members in good standing shall elect the Executive committee for the following year. Any member can stand for election.

The executive will fill any executive vacancy occurring during the year until the next Annual General Meeting.

A special meeting shall be called by the president upon receipt by him of a petition signed by at least one third (33%) of the members in good standing, setting forth the reasons for calling such a meeting. The executive may deliver notice of the Annual General Meeting or any club meeting or special meeting by posting it at the club, as well as the website, for at least seven days before the date of the meeting being announced.

At least half (50%) of the members in good standing shall be considered a quorum at any club meetings.

Any member who has attended the club for at least one month and who has not withdrawn from membership or been suspended or expelled shall have the right to vote at the Annual General Meeting or other Club meetings. Such vote must be made in person and not by proxy. An exception to the proxy rule is the case of minors (under sixteen years of age) who may provide one of their parents with a proxy. The voting for the Executive will be by secret ballot. Any other voting will be by a show of hands.

Any work on behalf of the club will be on a voluntary basis. Out of pocket and other legitimate expenses need to be authorised by the Executive Committee.

The by-laws may be rescinded, altered or added to by a special resolution of the club. A special resolution must be passed by a majority of not less than one half (50%) of the members entitled to vote and present in person at a general or special meeting for which a seven days notice has been given. Any changes to the by-laws shall be published on the website.

If, for whatever reason, it is decided to terminate the club’s existence, it will be at the AGM or a Special Meeting. At this meeting the members will make the decision on how to allocate the Club’s assets including its bank account and deal with any other matters.

Voted on and Passed this 14th day of September 2009.

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