TIRUVALLUR DISTRICT CHESS ASSOCIATION

(Affiliated to Tamil Nadu State Chess Association)
No.24, Janani Complex, IIIrd Floor, MTH Road, Thirumullaivoyal, Chennai-600 062, Tamilnadu, INDIA
Web: www.tiruvallurchess.in Email: tvlrchess@gmail.com Mob: 9444751432

THE CONSTITUTION AND BYE LAWS OF TIRUVALLUR DISTRICT CHESS ASSOCIATION (Regd.) (Regulated by the Tamilnadu Societies Registration Act 1975)

• Name of the Society: The Association shall be called the Tiruvallur District Chess Association (TVLRDCA) formerly known as M.G.R. District Chess Association. (Regn. No. 69 / 96)
• OBJECTS: The objects of the Association shall be to promote and improve the standard of chess in its jurisdiction and also among other purposes:
• To arrange and manage the Tamil Nadu State Chess Championships and such other matches and tournaments as the committee of the Association (vide Rules 8 and 9) may consider desirable and to frame and publish rules and regulations for them and fix dates and places where such matches and tournaments shall be held;
• To collect funds for the purposes of the Association and to employ them in such manner as the committee may deem desirable to further the objects of the Association;
• To accept any gift of property, movable or immovable, free of encumbrance in furtherance of any of the objects of the Association.
• To purchase, takeover, or otherwise acquire property movable or immovable and to acquire any rights or privileges which may be deemed necessary or expedient for the purpose of the Association.
• To protect the interests of members / players / officials / monies and properties of the Association
• Definitions and Explanations: The Association means the Tiruvallur District Chess Association (TVLRDCA).
• The emblem of the Association shall be a ‘two Knights, one dark and the other light coloured, guarding the chess board with the king’s Head at the top of the Board with in the oval shaped circle’ with the insignia “tlrdca” in small letters below the king as published in the cover page of the constitution.
• “Member” means either a patron, Life Member, Honorary Member, Academies, Special Unit, Academy or Corporate Member.
• “Chess” means the game of chess, Rules of which are approved by the World Chess Federation (FIDE).
• “Bonafide resident” in the jurisdiction of the Association means one who has been residing in that jurisdiction for not less than six months or employees of Government, local bodies, commercial concerns or other institutions who may have been transferred to any place within the jurisdictions of the Association.
• “Taluks/ Academy/Foundation” means that academy/ foundation which organizes, administers and co-ordinates all chess activities in the revenue district in which it is situated. Each Academy/ Foundation is entitled to be represented on the District Executive by one elected representative from the Academy/ Foundation.
• “Honorary Member” is any person who is interested in the game and has rendered signal services to it.
• ““Special Units” are those big institutions which are specially affiliated to the association.
• “Taluks/ Academies” are those institutions which promote chess among its members and the public and have coaching programmes.
• “Corporate Members” are those large business organizations which financially support the Association
• “Year” shall mean the period of 12 months from 1st April to 31st March of the following year.
• “Office Bearers” are the President, Vice Presidents, Secretary, Joint Secretaries, Treasurer and Assistant Treasurer.
• “Bye-Laws” shall mean the bye-laws of the Association for the time being in force.
• “Tournaments” shall mean any chess tournament, championship, or matches where at cups, prizes, rewards are competed for.
• “Committee” means the Executive Committee (Rule 8)

Bye-laws

• The Formation of the Society: The Tiruvallur District Chess Association was formed in 1996. However, the Society's Bye Laws fulfill all the Rules of Tamilnadu Societies Registration Act 1975.
• Registered Office: The registered office of the Association is No.24, Janani Complex, IIIrd Floor, MTH Road, Thirumullaivoyal, Chennai-600 062.
• The business hours of the Society shall be from 17.00 Hrs to 20.00 Hrs on all working days except Sundays and Government holidays.
• The Society is within the Jurisdiction of Registrar of Societies: The Society is now functioning under the jurisdiction of the Registrar of societies Chennai Central". The jurisdiction of the Association shall extend to the whole of Tiruvallur District.
• The objects of the Society: The objects of the Tiruvallur District Chess Association shall be :
• To promote the game of Chess amongst the players, to increase their proficiency, to foster brotherhood among the players and to promote a chess culture.
• To maintain general control over the chess activities in Tiruvallur District in accordance with this Constitution and the Rules and Regulations of the Tamil Nadu State Chess Association, All India Chess Federation (AICF) and World Chess Federation (FIDE) in force from time to time.
• To promote formation of Organizations to promote the game of Chess within the jurisdiction of the District.
• To act as the State Apex Body of the affiliated Members and to co-ordinate their activities and organize and cause to organize Districts, State, National and International Championships, Technical Conferences and Coaching Camps.
• To receive and spend funds to promote the game of Chess in accordance with the Bye Laws of the Association.
• To select the teams to represent the State and to promote, control and if necessary, finance the visits by such teams, players and officials.
• To promote, control and if necessary, finance the visits of teams or coaches or individual players to participate in Nationals and Internationals.
• To prepare and maintain a State Rank List of players.
• To generally do such other acts and things as may be necessary or conducive for achieving the objects of the Association.
• The activities would be purely charitable in nature and not motivated for profit.
• The benefit of objects would be available to the general public irrespective of caste, creed, religion or sex
• To Protect the interests of members / players / officials / monies and properties of the Association.
• To seek affiliation with Tamil Nadu State Chess Association.
• Membership: There shall be seven classes of members:
• Patrons: The General Body may elect any person who is interested in the game of chess and has rendered signal service to the game as patron of the TLRDCA. A patron shall be entitled to all the rights and privileges of the member but shall have no right to vote at meetings.
• Life Member: On payment of a sum of Rs.500/- any person can be enrolled as a Life member. He shall be entitled to play in all Tiruvallur District tournaments without having to pay any Tiruvallur District players registration fee.
• Honorary Members: The General Body may by a majority of two thirds of those present at the concerned meeting elect as an Honorary Member any person who is interested in the game and has rendered signal services to it. A honorary member shall be entitled to all the rights and privileges of the member but shall have no right to vote at meetings.
• Taluks/ Acdemies/ Foundations: Taluks/ Acdemies/ Foundations can become members or continue to be members if they have a written constitution, hold periodic election of office bearers, present audited accounts, conduct annual district championships, submit annual reports with details of players in each district championship conducted and have at least four affiliated clubs and taluks. The financial year of the District Association shall be 1st April to 31st March. Newly formed district associations, which are yet to audit their first annual accounts, yet to hold their district championships shall be given Temporary Membership. Till they become regular members they may participate in all activities of the Association but shall not have the right to vote at meetings.
• Subscription of Taluks/ Acdemies/ Foundations: The annual subscription shall be Rs.500/- payable in advance on or before 1st April of each year. If the affiliation fee is not paid on or before the 30th April, the defaulting member’s name automatically stands removed from the rolls, i.e., automatically disaffiliated. Any member who is in arrears to the District Association shall not be entitled to any of the privileges of the Association.
• Special Units: It shall be open to the Executive Committee to specially affiliate big institutions/Educational as SPECIAL UNITS. The Special Units will pay on annual subscription of Rs.2,500/- each. They would be required to sponsor one state championship every two years. No free lodging need be provided at state championships to players of special units. They can attend the meeting of the association but shall not have any voting rights.
• The Executive Committee: The affairs of the Association shall be managed by an Executive Committee comprising of:
• The President
• Four Vice Presidents
• One Gen. Secretary
• Four Joint Secretaries
• A Treasurer
• An Assistant Treasurer
• The members of the Executive Committee:
• One representative each nominated by Taluks/ Acdemies/ Foundations.
• All office bearers of the TLR.
• Duties and Powers of the Executive Committee:
• to manage the affairs of the Association in general:
• to device ways and means to improve the finances of the Association;
• to arrange tournaments at such place, dates and time as deemed appropriate;
• to make rules for the conduct of the tournaments;
• to decide all matters relating to the affairs of the Association;
• to take disciplinary action and
• to make Budget estimate for the succeeding year;
• Executive Committee Meeting: The Executive Committee shall meet at least once in 4 months to dispose of normal business, e.g.,
• Confirmation of minutes of the previous meeting of the committee;
• Passing of accounts for the previous three months:
• Admission of members, and
• to decide all matters relating to the affairs of the Association.
• Notice of Committee meeting: Fifteen days notice shall be given for the meeting of the Executive Committee. Along with the meeting notice the General Secretary shall circulate the accounts which are to be passed.
• Emergency Executive Committee Meeting: An Emergency Executive Committee Meeting may be called at three days notice by the General Secretary to decide on matters of an emergent nature. Notice may be sent through phone, email, ordinary post or courier.
• Members of the General body: The General Body of the Tiruvallur District Chess Association consists of:
• All office bearers of the TLR.
• One representative nominated by each Taluks/ Acdemies/ Foundations .
• Special Invitees by President of TLR.
• Powers and duties of the General Body: The General Body Meeting of the members shall be held annually at such time and place as the Executive Committee shall fix normally, provided that such a meeting shall be called on a date not earlier than 1st May and not later than 30th June. The following items of business shall be transacted:
• The Annual report of the Executive Committee;
• Election of office bearers for the ensuing term;
• Appointment of Auditor;
• Passing of audited accounts;
• amend the constitution if necessary;
• confirmation of budget;
• to decide all matters relating to the affairs of the Association
• Notice of Annual General Body Meeting: Notice of Annual General Body Meeting shall be sent by Registered/Speed post, email or by courier to every member at least 21 days prior to the date of meeting. Such notice shall specify the date, time and place as well as the details of business to be transacted. In case of Annual General Body Meeting, the notice shall be accompanied by a copy of the Annual Report, Statement of Accounts for the preceding year and a budget estimate for the current year. Provided always that the accidental omission to give such notice to a member or its non - receipt by him shall not invalidate the proceedings of any General Body Meeting.
• Notice of Resolution: Notice of at least 10 days shall be given to the General Secretary by a member of any resolution or motion sought to be moved at a General Body Meeting. Such resolution or motion shall be circulated by the General Secretary to all the members.
• Extra-Ordinary General Body Meeting: An Extra-Ordinary General Body Meeting may be convened by a) the President, whenever he things fit and b) the General Secretary on a written requisition of 10 members within one month of requisition. The notice should be sent 21 days in advance specifying the business for which the meeting is to be convened. No other business shall be transacted at that meeting. If such a meeting is not called in accordance with the requisition, the requisitionists shall have power to call such meeting themselves. The General Secretary shall give at least 14 days notice for such meetings.
• Quorum: The quorum for the General Body Meeting shall be 12 and for the Executive Committee it shall be 7.
• Election: Nominations to the posts of office bearers of the Association should be sent so as to reach the General Secretary 14 days before the annual General Body Meeting. All such nominations received for the office bearers posts shall be circulated to the District Associations seven clear days before the date of the General Body meeting. The election of office bearers shall be by secret ballot if there is a contest. All candidates for the posts of office bearers, except that of the President, should be members of affiliated associations. Only two representatives of each affiliated District Chess Association can vote in the election of office bearers. In order to vote at a General Body meeting, an office bearer should represent a District Chess Association.
• Voting: All business of a General Body Meeting and that of the Executive Committee Meeting shall be decided by a majority of votes:
• Each person eligible to vote at the General Body or Executive committee Meeting shall have one vote;
• In case of tie, the Chairman of the meeting shall have the casting vote;
• Members may send their votes by Proxy
• Emergency General Body Meeting: An Emergency General Body Meeting may be called at 3 days notice by the General Secretary to decide on matters of an emergent nature. Notice may be sent through phone, email, or courier.
• Amendment of the Rules: All amendment shall be made at a General Body Meeting by a resolution carried by a majority of at least two third of the members present at the meeting. Any amendment shall take effect from such time as decided at the meeting.
• Accounts: The Financial year of the Association shall be from 1st April to 31st March. A statement of accounts for each year and a budget estimate for the ensuing year shall be prepared and completed by the Honorary Treasurer by 31st May.
• Financial Regulations: The Financial Regulations may be altered and amended by the Executive Committee as it deems fit.
• Sanction of Expenditure:
• The President shall have power to sanction expenditure up to Rs 50,000/-
• The Gen. Secretary shall have power to sanction expenditure up to Rs.,5,000/-.
• Bank Accounts: Bank Accounts shall be opened in such banks as may be approved by the committee in the name of the Association. They shall be jointly operated by the General Secretary together with Treasurer or one Vice President. Any sum in excess of Rs 25,000/- shall be paid into such account.
• Travelling Expenses : The office bearers can charge Third AC train fare or bus fare to the Association when travelling for Association’s work. In addition, each office bearer shall be paid a maximum allowance of Rs. 500 per day.
• President and Vice Presidents: The Executive Committee and General Body meetings shall be presided over by the President, and in his absence, by one of the Vice Presidents or by one of the Committee members to be elected as Chairman of the meeting. When it is not possible to covene a meeting of the Executive Committee after giving notice, the President with the General Secretary, or any of the joint Secretaries, shall decide and act in emergencies and have such decision confirmed at the next meeting of the Committee.
• General Secretary and Joint Secretaries: The General Secretary shall convene, take part, submit for confirmation and keep minutes of all the meetings. He shall have charge of all correspondence and records of the Association which shall be properly kept and handed over to his successor immediately after relinquishing office. The General Secretary shall prepare and file the returns under the TN Societies Registration Act 1975. Joint Secretaries will generally assist the General Secretary and act in his place during his absence. During the prolonged absence of the General Secretary, or if he/she is indisposed, the Executive Committee may nominate any person to officiate in place of the General Secretary under the title of “Acting General Secretary
• Treasurer and Assistant Treasurer: The treasurer shall receive trophies, subscriptions, fees and donations and keep a regular account of receipts and disbursements. He shall submit at the end of the year a complete statement of accounts for the approval of the Executive Committee. The Treasurer will be responsible for all sums received by the Association from any source and he shall make all disbursements of the Association and shall issue receipts for them. The Treasurer shall prepare a budget for the ensuing year and submit it to the Annual General Body meeting for approval. The Assistant Treasurer will generally assist the Treasurer and act in his place during his absence.
• Term of Office Bearers:
• All office bearers shall hold office for a period of three years unless they resign their office earlier;
• Office bearers shall be eligible for re-election to any office by a simple majority
• Permission for Tournaments: Only affiliates of Tiruvallur District shall be given permission to run Open tournaments either by the TNSCA or its affiliates. However, District Chess Associations may, at their discretion, grant permission for Open Tournaments to reputed educational institutions.
• Employees of the Association: The Association may employ “Assistants” including technical and service staff on monthly salaries and on terms and conditions to be laid down by the committee from time to time.
• Legal Recourse: The General Secretary, if necessary, shall sue, or be sued, on behalf of the Association.
• Membership transfer within District Associations: Any members of a district chess association who wishes to be a member of a different district chess association shall get a “No Objection” certificate from his association. No district association shall accept as a member any person who is a member of another district chess association without getting a “No objection” certificate from his previous district. If a “No Objection Certificate” is not given by a district association within three weeks of a player applying for it, the member may appeal to the TNSCA which shall decide on the matter. However anybody can be a Life Member of more than one district association provided they declare whom they would represent in championships.
• Executive Secretary: The President may appoint any person of his choice as Executive Secretary. The duties of the Executive Secretary shall be to assist the General Secretary and coordinate among all members and office bearers. He/She shall head the Association’s secretariat and shall attend all meetings of the Association on an advisory capacity, but will not have the right to vote. In short, he shall take care of the administration. He/She will hold the post of Executive Secretary at the pleasure of the President. The Executive Secretary shall be paid a salary to be fixed by the President.
• Disciplinary Action:
• Against Individuals: On receipt of any complaint, it shall be open to the Executive committee to take disciplinary action against any member; any participant in any tournament conducted by the TLR/ TNSCA or affiliated units. In such cases, the person against whom disciplinary proceedings are Executive Committee for final decision and disposal.
• Against Members: The General Body has the right to disaffiliate any Taluks/ Acdemies/ Foundations if no satisfactory reply is received from the Secretary and the other office bearers of any affiliated Taluks/ Acdemies/ Foundations to registered notices sent to them by the General Secretary of this Association on the functioning of the member association with special reference to Rule 7.4 of the constitution.
• Suo Moto Action: If necessary, the Executive Committee can suo moto take action (to suspend from all chess activities, debar, impose penalties, etc.) against any player, official, Taluks/ Acdemies/ Foundations, etc., who work against the interest of the association or if their actions have been detrimental to the growth of the game or the association or if they bring disrepute to the game.
• Appointing Ad Hoc Committee: The Executive Committee, may also suo moto appoint an Ad Hoc Committee in place of a Taluks/ Acdemies/ Foundations which works against the interest of the association if its actions have been detrimental to the growth of the game or the association of if they bring disrepute to the game. They will disaffiliate with District Chess Associations immediately. The President, in consultation with the General Secretary, may also take action under this Clause and report to the Executive Committee for ratification.
• Interim Vacancies: All Interim vacancies of office bearers and committee members shall be filled by the Executive Committee.
• Dissolution: In the event of the Association failing to carry on its activities, or on its dissolution, the assets of the Association shall be distributed to another association having similar objects.
• Disputes: In all disputes, the decision of the Association shall be final and binding on all concerned
• Rules and Regulations: All Rules and Regulations framed for relevant purposes or on any matters and adopted by the Executive Committee and the General Body shall have the same force as this Constitution.
• Conclusion: Any matter not directly covered by this Constitution shall be decided by the General Body/Executive Committee on the basis of the provisions in this Constitution most nearly applicable in accordance with the general terms and spirit of this

THE CONSTITUTION AND BYE LAWS OF ABC TALUK CHESS ASSOCIATION

(Regulated by the Tamil Nadu Societies Registration Act 1975)

• Name of the Society: The Association shall be called ABC Taluk Chess Association
• Objects Of The Association: The objects of the Association shall be to promote and improve the standard of chess in its jurisdiction and also among other purposes:
• To arrange and manage the ABC Taluk Chess Championships and such other matches and Tournaments as the Committee of the Association (vide Rules 8 and 9) may consider desirable and to frame and publish rules and regulations for them and fix dates and places where such matches and tournaments shall be held;
• To collect funds for the purposes of the Association and to employ them in such manner as the Committee may deem desirable to further the Objects of the Association;
• To include such other activities as will be conducive to the growth of the Association;
• To accept any gift of property, movable or immovable, free of encumbrance in furtherance of any of the Objects of the Association.
• To purchase, takeover, or otherwise acquire property movable or immovable and to acquire any rights or privileges which may be deemed necessary or expedient for the purpose of the Association.
• To protect the interests of members / players / officials / monies and properties of the Association.
• Definitions and Explanations:
• ‘Association’ means the ABC Taluk Chess Association.
• The emblem of the Association shall be designed by the Committee.
• “Member” means a Patron, Life Member, Ordinary Member, Chess Academy, Chess Club, any Club, School, Educational Institution and General Institution.
• “Chess” means the game of chess, Rules of which are approved by the World Chess Federation (FIDE).
• “Bonafide Resident” in the jurisdiction of the Association means one who has been residing in ABC Taluk for not less than six months or employees of Government, local bodies, commercial concerns or other institutions who may have been transferred to any place within the jurisdictions of the Association.
• “Taluk Chess Association” means that Association which organizes, administers and co- ordinates all chess activities in a Taluk with the permission of the District Chess Association
• “Chess Academies” are those institutions which promote chess among their members and the public and have Chess coaching programs.
• “Year” shall mean the period of 12 months from 1st April to 31st March of the following year.
• “Office Bearers” are the President, Vice Presidents, General Secretary, Joint Secretaries and Treasurer.
• “Bye-Laws” shall mean the Bye-laws of the Association for the time being in force.
• “Tournaments” shall mean any chess tournament, championship, or matches whereat Cups, Prizes, Rewards, etc., are competed for.
• “Committee” means the Executive Committee (Rule 8)

ABC Taluk Chess Association

• The Formation of the Society: The ABC Taluk Chess Association was formed in 20xx.
• Registered Office: The registered office of the Association is where the Secretary normally resides.
• Business Hours: The business hours of the Society shall be from 10 A.M to 05.00 pm on all days except Sundays and Government holidays.
• Jurisdiction: The Society is within the jurisdiction of the Registrar of Societies, XYZ. The jurisdiction of the Association shall extend to the whole of ABC Taluk.
• The Objects of the Association:
• To promote the game of Chess amongst the players, to increase their proficiency, to foster brotherhood among the players and to promote a chess culture.
• To maintain general control over the chess activities in ABC Taluk in accordance with the Constitution and the Rules and Regulations of the --- District Chess Association, Tamil Nadu State Chess Association (TNSCA), All India Chess Federation (AICF) and World Chess Federation (FIDE) in force from time to time.
• To promote the formation of Chess Organizations to propagate the game of Chess within the jurisdiction of ABC Taluk.
• To act as the ABC Taluk Apex Body of the affiliated Members and to co-ordinate their activities and organize and cause to organize Taluk, District, State, National and International Championships, Technical Conferences, Coaching Camps, etc.
• To receive and spend funds to promote the game of Chess in accordance with the Bye Laws of the Association.
• To select teams to represent the Taluk at District, State, National and International Chess Championships and Seminars, and to promote, control and, if necessary, finance the visits of such teams, players and officials to District, State, National and International chess events outside ABC Taluk.
• To establish and maintain a website for the Association to display all the activities of the Association including a Taluk Rank List of Registered players.
• The activities would be purely charitable in nature and not motivated by profit.
• The benefit of objects would be available to the general public irrespective of caste, creed, religion or sex.
• To protect the interests of members / players / officials / monies and properties of the Association.
• To generally do such other acts and things as may be necessary or conducive for achieving the objects of the Association.
• Affiliation: To seek affiliation with XYZ District Chess Association.
• Membership: There shall be seven classes of members:
• Patrons: The General Body may elect as Patron any person who is interested in the game of chess and has rendered signal service to the game. A patron shall be entitled to all the rights and privileges of a member but shall have no right to vote at meetings.
• Life Members: On payment of a sum of Rs. 1,000/- any person can be enrolled as a Life member. He/she shall be entitled to play in all ABC Taluk Chess tournaments without having to pay the Taluk’s Players Registration fee. Life Members are entitled to attend and vote at the Executive and General Body meetings.
• Ordinary Members: The annual subscription for Ordinary Members shall be Rs. 100/- payable in advance, on or before 1st April of each year. If the affiliation fee is not paid on or before the 30th April, the defaulting member’s name automatically stands removed from the rolls, i.e., automatically disaffiliated. Any member who is in arrears to the Taluk Chess Association shall not be entitled to any of the privileges of the Association like attending meetings, conducting tournaments, camps, etc. Every member has the right to attend the General Body meeting and vote thereat.
• Chess Academies: The Executive Committee may admit as members Chess Academies which have regular chess activities. Such Academies will pay an annual Recognition fee of Rs. 500/-. All such applications for Recognition and their Renewals, shall be decided every year by the Committee. Academy members are entitled to attend and vote at the Executive Committee and General Body meetings.
• Schools, Colleges and Educational Institutions: Schools, Colleges and Educational Institutions maybe admitted as members on payment of Rs 500 per year, This is payable in advance before 1st April of each year. Such members have the right to attend and vote at Executive Committee and General Body meetings.
• Clubs: Clubs which have had chess as one of their activities may be granted membership. The membership fee is Rs 1,000 payable before 30th April each year. Affiliated Clubs are entitled to attend and vote at Executive Committee and General Body Meetings.
• General Institutions: Well-known Institutions, other than educational institutions may be granted membership. The membership fee is Rs 1,000 payable before 30th April each year. Such affiliated Institutions are entitled to attend and vote at Executive Committee and General Body Meetings.
• Duties and Powers of the Executive Committee:
• Manage the affairs of the Association in general:
• Frame Financial Regulations and device ways and means to improve the finances of the Association;
• Admit new members;
• Arrange tournaments at such place, dates and time as deemed appropriate;
• Make rules for the conduct of tournaments;
• Make a calendar of activities and display it on the website of the Association;
• Pass the quarterly and Annual accounts of the Association;
• Make Budget estimate for the succeeding year;
• Make and present the Annual Report of the Association;
• Take disciplinary action, if necessary.
• Executive Committee Meetings: The Executive Committee shall meet at least four times a year to dispose of normal business, e.g.,
• Confirmation of minutes of the previous meeting of the Committee;
• Passing of accounts for the previous months:
• Admission of Members; and,
• Decide all matters relating to the affairs of the Association.
• Notice of Executive Committee meeting: Seven days notice shall be given for the meeting of the Executive Committee.
• Emergency Executive Committee Meeting: An Emergency Executive Committee Meeting may be called at three days notice by the General Secretary to decide on matters of an emergent nature. Notice may be sent through Email, ordinary post or courier or, in great emergencies, by phone.
• Members of the General body: The General Body of the ABC Taluk Chess Association shall consist of:
• All office bearers of the Association;
• Patrons;
• All Life members;
• All ordinary members;
• Two representatives from every affiliated Academy, Club and Educational Institution;
• One representative from every General Institution.
• Members of the General body: The General Body of the Tiruvallur District Chess Association consists of:
• Powers and duties of the General Body: The General Body meeting of the Association shall be held annually at such time and place as the Executive Committee shall fix, provided that such a meeting shall be called on a date not later than 15th May. The following items of business shall be transacted:
• Approving the Annual report of the Executive Committee;
• Passing of audited accounts;
• Amending the Constitution, if necessary;
• Election of office bearers for the ensuing term in election years;
• Appointment of Auditor;
• Confirmation of Budget;
• To decide on all matters relating to the affairs of the Association
• Notice of Annual General Body Meeting: Notice of Annual General Body Meeting shall be sent by Email/ Registered Post/ Speed Post, or Courier to every member at least 21 days prior to the date of meeting. Such notice shall specify the date, time and place as well as the details of business to be transacted. In case of Annual General Body Meeting, the notice shall be accompanied by a copy of the Annual Report, Statement of Accounts for the preceding year and a budget estimate for the current year. Provided always that the accidental omission to give such notice to a member or its non - receipt by a member shall not invalidate the proceedings of any General Body Meeting.
• Notice of Resolution: Notice of at least 15 days shall be given to the General Secretary by a member of any resolution or motion sought to be moved at a General Body Meeting. Such resolution or motion shall be circulated by the General Secretary to all the members.
• Extra-Ordinary General Body Meeting: An Extra-Ordinary General Body Meeting may be convened by (a) the President, whenever he thinks fit; and, (b) by the General Secretary on a written requisition by at least one third of the members within one month of requisition. The notice should be sent 21 days in advance specifying the business for which the meeting is to be convened. The General Secretary shall give at least 14 days notice for such meetings. No other business shall be transacted at that meeting. If such a meeting is not called in accordance with the requisition, the requisitionists shall have power to call such a meeting themselves.
• Quorum: The quorum for the Executive Committee, General Body and Extra-ordinary General Body Meetings shall be one fourth of its members.
• Election of Office Bearers of the ABC Taluk Association:
• The General Body of the Association shall elect, by a majority of votes, the President, two Vice Presidents, General Secretary, Treasurer and three Joint Secretaries for a term of two years.
• All candidates for the posts of office bearers, except that of the President, should be current members.
• Nominations to the posts of office bearers of the Association should be sent so as to reach the General Secretary at least 14 days before the date of the Annual General Body Meeting. All such Nominations for the Office Bearers posts shall be circulated to the affiliated members seven clear days before the date of the General Body meeting.
• The election of Office Bearers shall be by secret ballot if there is a contest.
• Voting: All business of a General Body Meeting and that of the Executive Committee Meeting shall be decided by a majority of votes:
• Each person eligible to vote at the General Body or Executive committee Meeting shall have one vote, unless stated otherwise;
• In case of tie, the Chairman of the meeting shall have the casting vote;
• Members may cast their votes by Proxy;
• Emergency General Body Meeting: An Emergency General Body Meeting may be called at 7 days notice by the General Secretary to decide on matters of an emergent nature. Notice may be sent through Phone, Email, or Courier
• Amendments to the Constitution: All amendments to the Constitution shall be made at a General Body Meeting by a resolution carried by a majority of at least two thirds of members present at the meeting. For such amendments to be valid, at least two thirds of the members of the General Body should be present. Amendments shall take effect from such time as decided at the meeting.
• Accounts: The Financial year of the Association shall be from 1st April to 31st March. A statement of accounts for each year and a budget estimate for the ensuing year shall be prepared and completed by the Honorary Treasurer and passed by the General Body latest by 15th May so that they could be sent to the --- District Chess Association latest by 30th April.
• Financial Regulations: The Financial Regulations may be framed, altered and amended by the Executive Committee as it deems fit from time to time.
• Registered Players: All members of ABC Taluk Chess Association are automatically Registered players of the ABC Taluk Chess Association for the time being.
• Sanction of Expenditure: 26.1 The President shall have power to sanction expenditure up to Rs 50,000; 26.2 The Gen. Secretary shall have power to sanction expenditure up to Rs.20,000.
• Bank Accounts: Bank Accounts shall be opened at such banks as may be approved by the Committee in the name of the Association. They shall be jointly operated by the General Secretary together with Treasurer or one Vice President. Any sum in excess of Rs 10,000 shall be paid into such account.
• President and Vice Presidents: The President shall preside over all meetings of the Association. In his absence, one of the Vice Presidents or one of the Committee members shall be elected as Chairman to preside over Meetings of the Association. In emergencies, when it is not possible to convene a meeting of the Executive Committee or General Body after giving notice, the President shall, in consultation with the General Secretary, or any of the joint Secretaries, decide and act and have such decision confirmed at the next meeting of the Committee.
• General Secretary and Joint Secretaries: The General Secretary shall convene, take part, maintain Minutes of all the meetings and submit them to the Committee for confirmation. He shall have charge of all correspondence and records of the Association which shall be properly kept and handed over to his successor immediately after relinquishing office. The General Secretary shall prepare and file Returns with the District Registrar under the Tamil Nadu Societies Registration Act, 1975. He shall arrange to run a Website for the Association where all the activities of the Association, especially a Tournament Calendar, is displayed. Joint Secretaries will generally assist the General Secretary and act in his place during his absence. They shall be especially tasked with the development and growth of chess in the Taluk. During the prolonged absence of the General Secretary, or if he/she is indisposed, the Executive Committee may nominate any person to officiate in place of the General Secretary under the title of “Acting General Secretary” with all the powers and duties of the General Secretary.
• Treasurer: The Treasurer shall receive trophies, subscriptions, fees and donations and keep regular accounts of receipts and disbursements. He shall prepare and submit Quarterly and Annual Statement of Accounts for the approval of the Executive Committee. The Treasurer will be responsible for all sums received by the Association from any source and he shall make all disbursements of the Association and shall issue receipts for them. The Treasurer shall prepare a Budget for the ensuing year and submit it to the Executive Committee meeting for approval.
• Term of Office Bearers:
• All office bearers shall hold office for a period of two years unless they resign their office earlier;
• Office bearers shall be eligible for re-election to any office by a simple majority. No office bearer can stand for election to the same post for more than three consecutive terms.
• Permission for Tournaments: Only affiliates of ABC TCA shall be given permission to run tournaments within the jurisdiction of the Taluk provided they apply one month before the commencement of the tournament. The application shall be accompanied by a copy of the proposed prospectus and a caution deposit of Rs.1000 which shall not be refunded if the tournament does not commence on the scheduled date and time.
• Employees of the Association: The Association may employ “Assistants” including technical and service staff on monthly salaries and on terms and conditions to be laid down by the Committee from time to time
• Legal Recourse: Only the General Secretary, if necessary, shall sue, or be sued, on behalf of the Association.
• LMembership transfer from and to ABC TCA: Any member of ABC Taluk Chess Association who wishes to be a member of a different Chess Association shall seek a “No Objection” certificate from the General Secretary. Similarly, members of other Chess Associations who wish to become a member of ABC Taluk Chess Association should produce a “No Objection” certificate from that Association.
• Disciplinary Action:
• Against Individuals: On receipt of any complaint, it shall be open to the Executive Committee to take disciplinary action against any member; any participant in any tournament conducted by the ABC Taluk Chess Asssociation or its affiliated units. In such cases, the person against whom disciplinary proceedings are contemplated shall be given a precise statement of the details of his delinquency and he shall be asked to submit his explanations within a specific period, but not less than a week. The letter calling for such explanation shall be sent by the General Secretary by “Registered Post/ Speed Post Acknowledgement Due”. On receipt of such explanation, the General Secretary shall place all relevant papers for decision by the Executive Committee which shall record it’s findings and communicate the same to the party concerned. In case of non-receipt of explanations within the specified time, it shall be open to the General Secretary to place all relevant papers before the Executive Committee for final decision and disposal. If necessary, the aggrieved party has always a right to appeal to the General Body within 60 days of the receipt of the decision of the Executive Committee. No member shall be expelled without a two third majority of members present at such a General Body Meeting voting for it.
• Against Affiliated Units: The Executive Committee has the right to take disciplinary action against an affiliated unit and disaffiliate it if no satisfactory reply is received from it to registered notice sent to it by the General Secretary of this Association on its functioning, with special reference to Rule 7.4, 7.5, 7.6 and 7.7 of the Constitution. If necessary, the aggrieved party has a right to appeal to the General Body within 60 days of the receipt of the decision of the Executive Committee. No member shall be expelled without a two third majority of members present at such a General Body Meeting voting for it.
• Suo Moto Action: If necessary, the Executive Committee can, suo moto, take action (to suspend from all chess activities, debar, impose penalties, etc.) against any player, official, affiliated Association, Academy, etc., who work against the interest of the Association, or, if their actions have been detrimental to the growth of the game or the Association, or, if they bring disrepute to the game. The President, in consultation with the General Secretary, may also take action under this Clause and report it at the next Executive Committee Meeting for ratification.
• Interim Vacancies: All Interim vacancies of Office Bearers and Committee members shall be filled by the Executive Committee.
• Disputes: In all disputes, the decision of the Association shall be final and binding on all concerned.
• Rules and Regulations framed by the Executive Committee: All Rules and Regulations framed for relevant purposes on any matter and adopted by the Executive Committee and the General Body shall have the same force as this Constitution.
• Dissolution: In the event of the Association failing to carry on its activities, or on its dissolution, the assets of the Association shall be distributed to an Association having similar Objects.
• . Conclusion: Any matter not directly covered by this Constitution shall be decided by the Executive Committee/General Body on the basis of the provisions in this Constitution most nearly applicable to it in accordance with the general terms and spirit of this Constitution.