Jamaica Chess Federation - Jamaica Open 2001

A02.1 POWERS OF THE ANNUAL GENERAL MEETING Ref: Constitution (1992) Article 15

The Annual General Meeting (hereafter referred to as the AGM), being the highest authority of the JCF, exercises its legislative and executive powers - unless otherwise defined below.It approves the JCF budget, elects the Executive Council, and determines the schedule of JCF activities.It supervises the activities of the Executive, the President and also the other JCF officials and organizations. All major decisions taken by the Executive Council shall be reviewed by the following AGM. Every party concerned may appeal decisions of the Executive Council to the AGM.The AGM may amend the Constitution by a 75% majority of the votes cast PROVIDED THAT not less than 50% of the ordinary membership of the JCF is in attendance at the meeting or be represented by proxy. When the AGM is not in session its powers are transferred to the Executive Council. However, the Executive Council cannot take decisions involving changes in the Constitution.

A02.2 PREPARATION FOR THE AGM
Ref: Constitution (1992) Article 14

Venue:The Annual General Meeting of the J.C.F shall be held no later than the 30th day of June of every year. The place and date of the AGM are determined by the preceding AGM, or in the absence of such a decision, by the President.

Notice: The Secretary shall send notice to all members in good standing, to include the complete agenda and other documents, at the latest two weeks before the opening of the AGM.In an odd-numbered year the Notice shall contain a list of persons declared by the Nomination Committee to be eligible for election.

A02.3 LEGALITY OF THE AGM
Ref: Constitution (1992) Article 14

A02.3.1 Registration

At the beginning of the AGM there shall be a period for the establishment of the legality of the meeting, during which the Executive Council Officers shall examine the quorum and the proxies presented for verification. A Register of members in good standing (comprised of those present and proxies) shall be created for purposes of voting.

A02.3.2 Proxies

An absent member (in good standing) may be represented by another person (proxy), who is also a member (in good standing). A member cannot hold more than one proxy. A proxy can be assigned to a member only by written authorization (either an original copy of a letter or a faxed copy. In emergency the AGM can approve a proxy on notification by other means).For a proxy to be valid, it must be signed by any of the following accredited officials of the JCF in the order of precedence of: President, Vice-President, Treasurer and Secretary.

A02.3.3 Quorum

The quorum of the meeting shall be 20 Ordinary Members (including proxies); if a quorum is not present when the meeting is called to order, the meeting shall be adjourned for a period of 7 days for the same place and time when it may proceed to transact its business, although the requisite quorum is not present.

A02.3.4 Voting

Every ordinary member in good standing shall have one vote at the AGM. The other participants in the AGM have a consultative voice only. Prior to voting all relevant communications from absent members shall be brought to the attention of those present. Votes shall be made orally unless otherwise decided by a 2/3 majority. Votes on elections are to be made by secret ballot, unless otherwise decided by a 2/3 majority.Decisions shall be made with the majority of the votes delivered, without taking into account abstentions. In the event of a tie in voting, the President decides (with the exception of elections).

A02.4 PROCEEDINGS OF THE AGM
Ref: Constitution (1992) Article 14

A02.4.1 Attendance

Sessions of the AGM are public, unless it is decided otherwise by simple majority vote.

A02.4.2 The Chair

The President of the J.C.F. shall preside at the meeting; in his absence one of the Vice-Presidents (in order of seniority) may preside; and in their absence the meeting may elect a Chairman.

A02.4.3 The Agenda

(a) Ordinary Business of the Annual General Meeting This shall include the following: (i) Confirmation of the minutes of the previous meeting; (ii) Report of the President; (iii) Adoption of the Financial Statements for the preceding year; (iv) In an odd-numbered year, election of the Executive Council; (v) In an even-numbered year, election of the Nomination Committee.

(b) Consideration of Other Matters The Annual General meeting may consider any matter of which at least 30 days written notice thereof had been given to the Council. Proposals of members or JCF officials or organizations, or affiliated organizations, which are to be included in the agenda for the AGM, should reach the Secretary not later than 30 days before the beginning of the AGM.

A02.4.4 Additional Matters

A new motion (not previously included in the Agenda) shall be considered only if decided by a 2/3 majority of those eligible to vote.

A02.4.5 Minutes

The Secretary shall keep a record of decisions taken, the outcome of voting on proposals and the results of elections held. These minutes shall be made available to all interested parties at the latest three months after the closing of the AGM.

A02.5 ELECTORAL REGULATIONS FOR THE AGM
Ref: Constitution (1992) Articles 7, 8, 12 and 14

A02.5.1 Three scrutineers (a chief and two others) shall be appointed for the elections

.
A02.5.2 Eligibility for office pertains only to those persons who are members in good standing.

A02.5.3 ELECTIONS FOR THE NOMINATION COMMITTEE
(a) Voting shall be by a show of hands. In the event of a tie the President will have the casting vote.
(b) The members of the Nomination Committee shall be elected for a period of 2 years and shall demit office at the next Annual General Meeting after their election held in an even-numbered year, when they shall be eligible for re-election
(c) Any ordinary member shall be eligible for election to the Nomination Committee, even if such a member is already elected or is a candidate for election to the Council of the J.C.F.
(d) Elections shall be held for a Chairman and two other members.

A02.5.4 ELECTIONS FOR THE EXECUTIVE COUNCIL

(a) Marked ballots shall be prepared for the elections, with the names of the candidates if there is more than one for a given office. Each ballot shall contain at least as many names as there are places to be filled in the Executive Council, otherwise the ballot shall not be valid. A majority of the votes cast, not counting abstentions, shall be required for the election of the Officers individually.

(b) The Executive Council shall be elected for a period of 2 years and shall demit office at the next AGM held in an odd-numbered year, when they shall be eligible for re-election.

(c) No member shall stand for election to the Executive Council unless his name is in the list of candidates included in the Notice of the AGM.

(d) Elections shall be held, in the following order, for

1) The President - The chief scrutineer will temporarily assume the chairmanship of the meeting until the election of the President is completed, when the incoming President shall take over. Each Presidential candidate will have a maximum of ten (10) minutes to present his program. The order of appearance shall be based on the drawing of lots.

2) The remaining 5 Officers of the JCF - Three Vice Presidents, Secretary and Treasurer, in that order. A majority of the votes cast, not counting abstentions, shall be required for the election of the officers. The Vice-Presidents shall be elected in such a way that one Vice-President is elected from each County. When electing a Vice-President the AGM - apart from exceptional cases - shall agree in principle with the opinion expressed in majority of representatives of the members belonging to the County. Where this majority is not present, the AGM will act on behalf of the majority of the members of the County.

3) The eight other Council Members.

A02.6 SPECIAL GENERAL MEETINGS
Ref: Constitution (1992) Article 14

A02.6.1 CONVENING A SPECIAL GENERAL MEETING

A Special General Meeting (hereafter called SGM) can be summoned

(a) by the President; or

(b) by the Executive Council; or

(c) by the Secretary, PROVIDED THAT a written requisition stating the matter to be dealt with by the Meeting and signed by at least 20 ordinary members in good standing has been served on the Council at least 30 days before the date of the proposed Meeting.

A02.6.2 POWERS OF THE SGM

The SGM may hear only the matter on which it has been convened, and make decision on that matter. In the case of a matter involving the Constitution, the SGM may amend the Constitution by a 75% majority of the votes cast PROVIDED THAT not less than 50% of the ordinary membership of the JCF is in attendance at the meeting or be represented by proxy.

A02.6.3 PREPARATION FOR THE SGM

Venue: The President, with the consent of the Executive Council, will determine the place and date of the SGM.

Notice:The Secretary shall send notice to all members in good standing, to include the complete agenda and other documents, at the least 7 days before the opening of the SGM.

A02.6.4 LEGALITY OF THE SGM

A02.6.4.1 Registration

At the beginning of the SGM there shall be a period for the establishment of the legality of the meeting, during which the Executive Council Officers shall examine the quorum and the proxies presented for verification. A Register of members in good standing (comprised of those present and proxies) shall be created for purposes of voting.

A02.6.4.2 Proxies An absent member (in good standing) may be represented by another person (proxy), who is also a member (in good standing). A member cannot hold more than one proxy. A proxy can be assigned to a member only by written authorization (either an original copy of a letter or a faxed copy. In emergency the SGM can approve a proxy on notification by other means).For a proxy to be valid, it must be signed by any of the following accredited officials of the JCF in the order of precedence of: President, Vice-President, Treasurer and Secretary.

A02.6.4.3 QuorumThe quorum of the meeting shall be 20 Ordinary Members (including proxies); if a quorum is not present when the meeting is called to order, the meeting shall be adjourned for a period of 7 days for the same place and time when it may proceed to transact its business, although the requisite quorum is not present.

A02.6.4.4 Voting Every ordinary member in good standing shall have one vote at the SGM. The other participants in the SGM have a consultative voice only. Prior to voting all relevant communications from absent members shall be brought to the attention of those present. Votes shall be made orally unless otherwise decided by a 2/3 majority. Votes on elections are to be made by secret ballot, unless otherwise decided by a 2/3 majority.Decisions shall be made with the majority of the votes delivered, without taking into account abstentions. In the event of a tie in voting, the President decides (with the exception of elections).

A02.6.5 PROCEEDINGS OF THE SGM

A02.6.5.1 Attendance

Sessions of the SGM are public, unless it is decided otherwise by simple majority vote.

A02.6.5.2 The Chair

The President of the J.C.F. shall preside at the meeting; in his absence one of the Vice-Presidents (in order of seniority) may preside; and in their absence the meeting may elect a Chairman.

A02.6.5.3 The Agenda

The SGM may consider only the matter for which it has been convened.

A02.6.5.4 Minutes

The Secretary shall keep a record of decisions taken and the outcome of any vote taken. These minutes shall be made available to all interested parties at the latest one month after the closing of the SGM.

A06 - SUB-COMMITTEES

(Ratified by Council April 26, 2003)

A06.1 THE NOMINATION COMMITTEE
Ref: Constitution (1992) Articles 11 & 12

A06.1.1 Formation of the Committee

The committee is elected as part of the ordinary business of an Annual General Meeting held in an even-numbered year. It shall comprise three (3) Ordinary Members; a Chairman and two other members. (see also A02.4.3a and A02.5.3).

A06.1.2 Dissolution of the Committee

The members of the committee shall demit office at the next Annual General Meeting after their election held in an even-numbered year and shall be eligible for re-election

A06.1.3 Quorum of Meetings

The quorum of meetings of the Nomination Committee shall be 3; in the event of a tie in the voting, the Chairman shall have a casting vote.
A06.1.4 Functions of the Committee

The duties of the Nomination Committee are to:
(a) Receive and consider nominations for election to the position of an Officer or Member of the Council. All such nominations shall be made at least 2 months before the first day of the month in which the elections are to be held. Nominations may be sent by members of the JCF in good standing, and may be by fax, mail or verifiable email. The JCF Secretariat shall confirm receipt of such nominations.
(b) Interview candidates who have indicated their acceptance of a nomination for election to the position of Officer or member of the Council. The Nomination Committee may also require any nominated member to send it a resume and/or a written statement of his proposed plan of action and/or sphere of interests in the development of chess.
(c) Satisfy itself as to the suitability of the candidate for the position, and if so satisfied to place the name of the candidate on the list of persons eligible for election in the notice of the Annual General Meeting at which the election is to take place.
(d) Act in consultation with the Executive Council, in between elections, to select a suitable member to fill any vacancy in its membership. Any such member selected to fill a vacancy shall hold office until the next Annual General Meeting, at which time the post shall be filled by election.

International News Middlesex Reports Cornwall Reports JCF Calendar Books and Equipment FAQ Fide Handbook Resources Newsletter Sponsors Articles Correspondence		JCF 2003 BYELAWS Contents - Constitution - 1992 Bye-laws - Latest Ratifications - JCF Handbook
		TABLE OF CONTENTS Chapter 1 - Chapter 2 - Chapter 3 - Chapter 4 - Chapter 5 - Chapter 6 Chapter 7 - Chapter 8 - Chapter 9 - Chapter 10- Chapter 11- Chapter 12 - Chapter 13 -Chapter 14 - Chapter 15 - Chapter 16 - Chapter 17 Chapter 18 - Chapter 19 - Chapter 20 - Chapter 21 Ao2-General Meetings - Ao6:Sub-Committees
		PART C LATEST RATIFICATIONS as at April 26, 2003 A02 - GENERAL MEETINGS (Ratified by Council April 26, 2003) A02.1 POWERS OF THE ANNUAL GENERAL MEETING Ref: Constitution (1992) Article 15 The Annual General Meeting (hereafter referred to as the AGM), being the highest authority of the JCF, exercises its legislative and executive powers - unless otherwise defined below.It approves the JCF budget, elects the Executive Council, and determines the schedule of JCF activities.It supervises the activities of the Executive, the President and also the other JCF officials and organizations. All major decisions taken by the Executive Council shall be reviewed by the following AGM. Every party concerned may appeal decisions of the Executive Council to the AGM.The AGM may amend the Constitution by a 75% majority of the votes cast PROVIDED THAT not less than 50% of the ordinary membership of the JCF is in attendance at the meeting or be represented by proxy. When the AGM is not in session its powers are transferred to the Executive Council. However, the Executive Council cannot take decisions involving changes in the Constitution. A02.2 PREPARATION FOR THE AGM Ref: Constitution (1992) Article 14 Venue:The Annual General Meeting of the J.C.F shall be held no later than the 30th day of June of every year. The place and date of the AGM are determined by the preceding AGM, or in the absence of such a decision, by the President. Notice: The Secretary shall send notice to all members in good standing, to include the complete agenda and other documents, at the latest two weeks before the opening of the AGM.In an odd-numbered year the Notice shall contain a list of persons declared by the Nomination Committee to be eligible for election. A02.3 LEGALITY OF THE AGM Ref: Constitution (1992) Article 14 A02.3.1 Registration At the beginning of the AGM there shall be a period for the establishment of the legality of the meeting, during which the Executive Council Officers shall examine the quorum and the proxies presented for verification. A Register of members in good standing (comprised of those present and proxies) shall be created for purposes of voting. A02.3.2 Proxies An absent member (in good standing) may be represented by another person (proxy), who is also a member (in good standing). A member cannot hold more than one proxy. A proxy can be assigned to a member only by written authorization (either an original copy of a letter or a faxed copy. In emergency the AGM can approve a proxy on notification by other means).For a proxy to be valid, it must be signed by any of the following accredited officials of the JCF in the order of precedence of: President, Vice-President, Treasurer and Secretary. A02.3.3 Quorum The quorum of the meeting shall be 20 Ordinary Members (including proxies); if a quorum is not present when the meeting is called to order, the meeting shall be adjourned for a period of 7 days for the same place and time when it may proceed to transact its business, although the requisite quorum is not present. A02.3.4 Voting Every ordinary member in good standing shall have one vote at the AGM. The other participants in the AGM have a consultative voice only. Prior to voting all relevant communications from absent members shall be brought to the attention of those present. Votes shall be made orally unless otherwise decided by a 2/3 majority. Votes on elections are to be made by secret ballot, unless otherwise decided by a 2/3 majority.Decisions shall be made with the majority of the votes delivered, without taking into account abstentions. In the event of a tie in voting, the President decides (with the exception of elections). A02.4 PROCEEDINGS OF THE AGM Ref: Constitution (1992) Article 14 A02.4.1 Attendance Sessions of the AGM are public, unless it is decided otherwise by simple majority vote. A02.4.2 The Chair The President of the J.C.F. shall preside at the meeting; in his absence one of the Vice-Presidents (in order of seniority) may preside; and in their absence the meeting may elect a Chairman. A02.4.3 The Agenda (a) Ordinary Business of the Annual General Meeting This shall include the following: (i) Confirmation of the minutes of the previous meeting; (ii) Report of the President; (iii) Adoption of the Financial Statements for the preceding year; (iv) In an odd-numbered year, election of the Executive Council; (v) In an even-numbered year, election of the Nomination Committee. (b) Consideration of Other Matters The Annual General meeting may consider any matter of which at least 30 days written notice thereof had been given to the Council. Proposals of members or JCF officials or organizations, or affiliated organizations, which are to be included in the agenda for the AGM, should reach the Secretary not later than 30 days before the beginning of the AGM. A02.4.4 Additional Matters A new motion (not previously included in the Agenda) shall be considered only if decided by a 2/3 majority of those eligible to vote. A02.4.5 Minutes The Secretary shall keep a record of decisions taken, the outcome of voting on proposals and the results of elections held. These minutes shall be made available to all interested parties at the latest three months after the closing of the AGM. A02.5 ELECTORAL REGULATIONS FOR THE AGM Ref: Constitution (1992) Articles 7, 8, 12 and 14 A02.5.1 Three scrutineers (a chief and two others) shall be appointed for the elections . A02.5.2 Eligibility for office pertains only to those persons who are members in good standing. A02.5.3 ELECTIONS FOR THE NOMINATION COMMITTEE (a) Voting shall be by a show of hands. In the event of a tie the President will have the casting vote. (b) The members of the Nomination Committee shall be elected for a period of 2 years and shall demit office at the next Annual General Meeting after their election held in an even-numbered year, when they shall be eligible for re-election (c) Any ordinary member shall be eligible for election to the Nomination Committee, even if such a member is already elected or is a candidate for election to the Council of the J.C.F. (d) Elections shall be held for a Chairman and two other members. A02.5.4 ELECTIONS FOR THE EXECUTIVE COUNCIL (a) Marked ballots shall be prepared for the elections, with the names of the candidates if there is more than one for a given office. Each ballot shall contain at least as many names as there are places to be filled in the Executive Council, otherwise the ballot shall not be valid. A majority of the votes cast, not counting abstentions, shall be required for the election of the Officers individually. (b) The Executive Council shall be elected for a period of 2 years and shall demit office at the next AGM held in an odd-numbered year, when they shall be eligible for re-election. (c) No member shall stand for election to the Executive Council unless his name is in the list of candidates included in the Notice of the AGM. (d) Elections shall be held, in the following order, for 1) The President - The chief scrutineer will temporarily assume the chairmanship of the meeting until the election of the President is completed, when the incoming President shall take over. Each Presidential candidate will have a maximum of ten (10) minutes to present his program. The order of appearance shall be based on the drawing of lots. 2) The remaining 5 Officers of the JCF - Three Vice Presidents, Secretary and Treasurer, in that order. A majority of the votes cast, not counting abstentions, shall be required for the election of the officers. The Vice-Presidents shall be elected in such a way that one Vice-President is elected from each County. When electing a Vice-President the AGM - apart from exceptional cases - shall agree in principle with the opinion expressed in majority of representatives of the members belonging to the County. Where this majority is not present, the AGM will act on behalf of the majority of the members of the County. 3) The eight other Council Members. A02.6 SPECIAL GENERAL MEETINGS Ref: Constitution (1992) Article 14 A02.6.1 CONVENING A SPECIAL GENERAL MEETING A Special General Meeting (hereafter called SGM) can be summoned (a) by the President; or (b) by the Executive Council; or (c) by the Secretary, PROVIDED THAT a written requisition stating the matter to be dealt with by the Meeting and signed by at least 20 ordinary members in good standing has been served on the Council at least 30 days before the date of the proposed Meeting. A02.6.2 POWERS OF THE SGM The SGM may hear only the matter on which it has been convened, and make decision on that matter. In the case of a matter involving the Constitution, the SGM may amend the Constitution by a 75% majority of the votes cast PROVIDED THAT not less than 50% of the ordinary membership of the JCF is in attendance at the meeting or be represented by proxy. A02.6.3 PREPARATION FOR THE SGM Venue: The President, with the consent of the Executive Council, will determine the place and date of the SGM. Notice:The Secretary shall send notice to all members in good standing, to include the complete agenda and other documents, at the least 7 days before the opening of the SGM. A02.6.4 LEGALITY OF THE SGM A02.6.4.1 Registration At the beginning of the SGM there shall be a period for the establishment of the legality of the meeting, during which the Executive Council Officers shall examine the quorum and the proxies presented for verification. A Register of members in good standing (comprised of those present and proxies) shall be created for purposes of voting. A02.6.4.2 Proxies An absent member (in good standing) may be represented by another person (proxy), who is also a member (in good standing). A member cannot hold more than one proxy. A proxy can be assigned to a member only by written authorization (either an original copy of a letter or a faxed copy. In emergency the SGM can approve a proxy on notification by other means).For a proxy to be valid, it must be signed by any of the following accredited officials of the JCF in the order of precedence of: President, Vice-President, Treasurer and Secretary. A02.6.4.3 QuorumThe quorum of the meeting shall be 20 Ordinary Members (including proxies); if a quorum is not present when the meeting is called to order, the meeting shall be adjourned for a period of 7 days for the same place and time when it may proceed to transact its business, although the requisite quorum is not present. A02.6.4.4 Voting Every ordinary member in good standing shall have one vote at the SGM. The other participants in the SGM have a consultative voice only. Prior to voting all relevant communications from absent members shall be brought to the attention of those present. Votes shall be made orally unless otherwise decided by a 2/3 majority. Votes on elections are to be made by secret ballot, unless otherwise decided by a 2/3 majority.Decisions shall be made with the majority of the votes delivered, without taking into account abstentions. In the event of a tie in voting, the President decides (with the exception of elections). A02.6.5 PROCEEDINGS OF THE SGM A02.6.5.1 Attendance Sessions of the SGM are public, unless it is decided otherwise by simple majority vote. A02.6.5.2 The Chair The President of the J.C.F. shall preside at the meeting; in his absence one of the Vice-Presidents (in order of seniority) may preside; and in their absence the meeting may elect a Chairman. A02.6.5.3 The Agenda The SGM may consider only the matter for which it has been convened. A02.6.5.4 Minutes The Secretary shall keep a record of decisions taken and the outcome of any vote taken. These minutes shall be made available to all interested parties at the latest one month after the closing of the SGM. A06 - SUB-COMMITTEES (Ratified by Council April 26, 2003) A06.1 THE NOMINATION COMMITTEE Ref: Constitution (1992) Articles 11 & 12 A06.1.1 Formation of the Committee The committee is elected as part of the ordinary business of an Annual General Meeting held in an even-numbered year. It shall comprise three (3) Ordinary Members; a Chairman and two other members. (see also A02.4.3a and A02.5.3). A06.1.2 Dissolution of the Committee The members of the committee shall demit office at the next Annual General Meeting after their election held in an even-numbered year and shall be eligible for re-election A06.1.3 Quorum of Meetings The quorum of meetings of the Nomination Committee shall be 3; in the event of a tie in the voting, the Chairman shall have a casting vote. A06.1.4 Functions of the Committee The duties of the Nomination Committee are to: (a) Receive and consider nominations for election to the position of an Officer or Member of the Council. All such nominations shall be made at least 2 months before the first day of the month in which the elections are to be held. Nominations may be sent by members of the JCF in good standing, and may be by fax, mail or verifiable email. The JCF Secretariat shall confirm receipt of such nominations. (b) Interview candidates who have indicated their acceptance of a nomination for election to the position of Officer or member of the Council. The Nomination Committee may also require any nominated member to send it a resume and/or a written statement of his proposed plan of action and/or sphere of interests in the development of chess. (c) Satisfy itself as to the suitability of the candidate for the position, and if so satisfied to place the name of the candidate on the list of persons eligible for election in the notice of the Annual General Meeting at which the election is to take place. (d) Act in consultation with the Executive Council, in between elections, to select a suitable member to fill any vacancy in its membership. Any such member selected to fill a vacancy shall hold office until the next Annual General Meeting, at which time the post shall be filled by election.


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