CONSTITUTION
Adopted: 20 July 2026
1. Name and Affiliations
1.1 Name
The Club is an unincorporated association known as Kingston Chess Club (“the Club”).
1.2 Affiliations
The Club shall affiliate with chess associations as necessary to participate in competitions, including:
- Surrey County Chess Association;
- Thames Valley Chess League; and
- any other chess association approved by the Club.
2. Aims and Objectives
The aims and objectives of the Club are to:
a) provide opportunities for Members to play both social and competitive chess
b) secure a regular venue for playing chess
c) encourage the study and practice of chess amongst Members
d) organise competitions, whether formal or informal, for Members
e) organise teams to participate in selected competitions
f) organise events that entertain and instruct Members in the practice of chess
g) represent Members’ interests within chess associations
h) maintain sufficient quantities of chess equipment
i) promote the game of chess within the Kingston area
j) ensure the ongoing financial solvency of the Club
k) facilitate junior chess coaching and provide a pathway into Club membership
3. Membership
3.1 Eligibility
Any individual may become a Member upon payment of the appropriate subscription fee. The Committee may, at its discretion, refuse an application for membership.
3.2 Acceptance of Rules
All Members are subject to this Constitution and shall be deemed, by joining the Club, to have accepted all regulations and codes of conduct adopted by the Club.
3.3 Categories of Membership
Members shall be enrolled in one of the following categories:
| Category | Description |
|---|---|
| Full Member | Entitled to participate in social and match chess. |
| Affiliate Member | A member of one or more other clubs who joins Kingston Chess Club for internal activities but may not represent the Club in league or cup competitions. |
| Junior Member | A member under the age of 16 years. |
| Life Member | Conferred only by resolution at an AGM. |
| Exceptional Member | Membership granted for reasons determined by Club officials. |
3.4 Rights of Membership
Full Members and Life Members shall have the right to:
a) vote at General Meetings
b) participate in any Club Championship
c) participate in Club events
and (d) be eligible for selection to represent the Club in league and cup competitions
- Affiliate Members shall have the rights in paragraphs (c) and (d) only.
- Junior Members shall have the rights in paragraphs (b), (c), and (d) only.
- Exceptional Members shall have such rights as the Committee may determine in each individual case.
4. Club Management
4.1 Committee Structure
Club Officers and Officials shall be elected at the Annual General Meeting. All Officers and Officials listed in sections 4.2 and 4.3 shall serve on the Committee with full voting rights.
4.2 Officers
| Club Officers |
|---|
| Chair |
| Committee Secretary |
| Treasurer |
| Club Captain |
Roles may be shared.
The Club may additionally appoint an Honorary President at an Annual General Meeting for a term of three years. The position is intended to recognise distinguished service to the Club. The Honorary President shall not automatically be a member of the Committee and shall have no prescribed duties, although the Committee may invite the President to undertake appropriate roles from time to time.
4.3 Officials
| Club Officials |
|---|
| Club Secretary |
| Safeguarding Officer |
| Head of Training |
| Events Director |
| Head of Venue |
| Head of Equipment |
| Head of Social Media |
| Head of IT |
| Data Protection Officer |
| Any other position approved by an AGM |
One individual may hold more than one position. The Committee may additionally co-opt Club Members onto the Committee, provided that no more than three Members are co-opted during any twelve-month period.
4.4. The Committee shall operate consistent with the budget, mandates and actions as
agreed by General Meetings save that it may make non-material adjustments to
these if it believes that is in the best interests of the Club.
4.5. A minimum of three persons shall constitute a quorum for a Committee meeting.
4.6. Decisions by the Committee shall be determined by a majority vote of its
members. In the event of a tied vote, the Chairman shall have the casting vote.
5. Finance
5.1. The Club Committee will be responsible for the financial policy of the Club. The
Treasurer will be responsible for the operational management of Club Finances.
5.2. The financial year of the club will end on 31 July.
5.3. All monies will be held at a UK bank supervised by the Prudential Regulation Authority in the name of the Club.
5.4. Any monies paid by the Club should be authorised by the Treasurer plus one other
Committee member.
5.5. The Treasurer should ensure that Club is appropriately insured.
6. Digital Media
6.1. The Club’s officers will maintain the Club’s media and social media including the Club
website on www.kingstonchess.com, its Instagram account, and its X Feed on @KingstonChess
6.2. The Social Media content should reflect the official position of the Club or
otherwise be neutral on controversial issues.
6.3. Due to the potentially litigious nature of social media, the only Members
authorised to post to social media are those designated to do so by the committee.
6.4 The Club Chair, Club Secretary, Treasurer and Club Captain are responsible for oversight of the WhatsApp groups.
6.5 All information collected relating to members’ personal data is kept secure and confidential and is only used for the purposes for which it has been collected.
7. Annual general meetings
7.1. The Annual General Meeting (AGM) of the Club will be held each year in June or
July.
7.2. Notice of the AGM will be given by the Committee Secretary with no fewer than 14 days’ notice given to all Members.
7.3. All Club Members have the right to attend the AGM. Only Full and Life Members have
the right to vote at the AGM.
7.4. The AGM agenda shall include:
• Matters Arising
• Apologies
• Election of the Committee Officers and Club Officials
• Reports from Club Committee Officers and Officials
• Treasurer’s Report and Budget
• Agreement of the annual subscription fees
• such other matters that are proposed by the Committee or Club Officials
• such other matters that are proposed and seconded by Members
providing they give not less than one month’s notice prior to the meeting
7.5. The quorum for AGMs will be 10 Full Members.
7.6. Extraordinary General Meetings (EGMs) may be called if a majority of the
Committee agrees. Procedures for EGMs will be the same as for the AGM.
8. Representative matches
8.1. Members intending to play rated games must be members of the English Chess Federation in order that games can be rated without cost to the Club.
8.2. Members representing the Club in competitions are expected to be familiar with
the laws of chess and with the relevant byelaws pertaining to any competitions in which
they participate.
8.3. Nobody may represent the Club in a rated match unless they are able to record
chess games and are familiar with the use of chess clocks.
8.4. Members should respond promptly to requests from their team captains regarding
availability to play in a forthcoming match and they should endeavour to fulfil all
commitments.
9. Responsibility of Members
9.1. Club Members should treat each other and visitors respectfully and in a fair and
non-discriminatory manner.
9.2. Members should not disturb other players engaged in a game and should silence
mobile phones during a match.
9.3. Members should help to set up the room and equipment and clear up afterwards
when able to do so. Members should treat the chess equipment with respect
and ensure that it is stored neatly.
9.4. Players should welcome visitors to the Club and encourage them to play whatever
their level.
9.5 Members and visitors should be aware of and comply with the Club’s safeguarding policy.
10. Complaints and Appeals
10.1. All complaints regarding the behaviour of Members should be submitted in
writing to the Safeguarding Officer or Committee Secretary.
10.2. Complaints will be heard by the Club Committee. The disciplinary hearing will
have the power to take appropriate disciplinary action including the suspension
or termination of Club Membership.
10.3. The outcome of a disciplinary hearing must be notified in writing to the person
who lodged the complaint and the Member against whom the complaint was
made as soon as practical.
10.4. A written appeal against such a Committee decision would be considered by
the Committee in good faith.
11. Dissolution
11.1. A resolution to dissolve the club can only be passed at an AGM or EGM through
a two-thirds majority vote of the Membership.
11.2. In the event of dissolution, any assets of the club that remain will be divided
amongst Club Members unless the Club decides to donate any assets to an
appropriate chess organisation.
12. Amendments to the constitution
The Constitution may only be changed through agreement by a two-thirds majority of those present and voting at an AGM or EGM. An AGM or EGM may for this purpose be deemed to take place by digital means.
Declaration
The Members of Kingston Chess Club hereby adopt this Constitution as the governing constitution of the Club.
Date of Adoption: 20 July 2026
| Name | Position |
|---|---|
| Peter Andrews | Club Chair |
| Seth Warren | Club Secretary |