Submitted and unanimously approved by Eric Wan (Treasurer), Grace Miao and Yixiao Wang (Communication representatives), Bowen Zhang (External Events Coordinator), Alan Huang (Fundraiser), and Victor Zheng (Secretary) in July, 2023.
0. Preamble.
The Hart House Chess Club (“HHCC” or the “Club”) is an official Club of Hart House. The Club is financially supported by Hart House. The Club is subject to Hart House rules and the Hart House “Clubs and Committees Guidelines”. The Club is the official chess club of the University of Toronto.
1. Purpose.
The purpose of the Hart House Chess Club is to provide an environment where chess-related activities, casual and serious, such as open play, analysis, and discussion may occur.
2. Definitions.
- Club Events means in-house tournaments, lectures, simultaneous exhibitions, orientation events, chess lessons, Master lectures, and includes any other events organized for Members or the chess community at large by the Executive or organized by a Member acting with the sanction of the Executive, and includes events in which the Team competes.
- Club Meetings means weekly meetings of the Club;
- CUCC means Canadian University Chess Championship;
- Executive means the body of individuals overseeing the Club;
- Executive Meetings means meetings of the Executive where at least four members of the Executive are present;
- General Assembly means a meeting of all Members;
- Member means a person who has purchased a chess club membership from Hart House;
- Pan-Ams means Pan-American Inter-Collegiate Chess Championship;
- University of Toronto Chess Team (hereafter “Team”) means a team or teams organized by the Club on occasions of external competition.
3. Membership.
A Member may attend or participate in Club Events or Club Meetings.
4. Executive.
4.1 Composition
- The Executive is composed of eight positions:
- Secretary;
- Treasurer;
- Fundraising Representative;
- two Communications Representatives;
- Events Co-ordinator;
- First Year Representative; and
- Alumni Chair
- Except for the Alumni Chair, a person serving on the Executive shall be both a Member, as defined, and a current student of the University of Toronto.
4.2 Term
- Except for the First Year Representative and the Alumni Chair the term of a position on the Executive shall be one year.
- The term of the First Year Representative shall be less than one year.
4.3 Election
- Except for the Alumni Chair, positions on the Executive shall be filled by way of election or acclamation.
- A candidate for a position on the Executive is required to be a current student of the University of Toronto and be Member of the HHCC for at least one month prior to the election.
4.4 Election Process
- The Alumni Chair shall invigilate all elections.
- A person interested in a position on the Club Executive shall announce their candidacy in accordance with the eligibility requirements and rules of the election. A person may be a candidate for more than one Executive position; however, if a person is elected to more than one position, the person shall choose one position.
- If two or more candidates express interest in the same position on the Club Executive, a vote of the Members shall be held to determine the successful candidate.
- All voting is by secret ballot.
- Any Member that is a Member of the HHCC for at least one month before the election may vote.
- A candidate for the position of First-Year Representative shall be a first-year student at the University of Toronto. If two or more candidates express interest in the position of First-Year Representative, an election for the First-Year Representative shall be held. A candidate for the position of First-Year Representative is not required to be a member of the Club for one month before the election.
- A by-election may be called by the Executive to fill a vacancy on the Executive. A person interested in running for a vacant position on the Executive must be eligible to run for the position. Any Member that is a Member of Club for at least one week prior to the by-election may vote.
4.5 Alumni Chair
The position of Alumni Chair is filled by a person in the Hart House Chess Club community selected in the Fall by the Executive on the basis of their dedication to, enthusiasm for, and knowledge of the Club.
4.6 Alumni Chair Term
An Alumni Chair is appointed for a three-year term without limit on the number of terms. The appointee shall be involved with the Club and have shown demonstrable commitment to the Club as determined by the Executive.
5. Duty of Executive.
- The Club Executive holds Club Meetings and organizes Club Events.
- Each member of the Club Executive has duties and responsibilities:
- The Secretary is responsible for calling Executive Meetings, maintaining records (minutes) of Executive Meetings, refereeing all votes taken by the Executive, ensuring communication of all relevant information among the Executive, managing the schedule of Club Meetings and Club Events for rotations and ensuring Executive commitment, maintaining an inventory of club equipment, organizing an annual General Assembly of the Membership, liaising with the Hart House staff via the Club programme advisor, and acting as the Club’s representative where necessary.
- The Treasurer is responsible for keeping an account of the Club’s revenues and expenditures, informing the Executive of any deviation from the Budget and preparation and defence of the Budget with the assistance and approval of the Executive. The Treasurer is also responsible for keeping track of the chess materials borrowed by members as part of the Club’s lending library and overseeing any Club merchandise sales. The Treasurer also provides the Executive with guidance on reimbursements, and payments, and acts as a liaison with Hart House Finance Department.
- The Fundraising Representative acts closely with the Treasurer to determine the extent and nature of the HHCC’s financial needs and organizes corresponding fundraising initiatives with the assistance of other Executives. The Fundraising Representative assists with the all of the Club’s fundraising events.
- The Communications Representatives maintain a directory of email addresses for Members and interested parties, informs Members of upcoming events, promotes the Club to prospective members, advertises Club Meetings and Club Events when required, and maintains the Club’s website and social media accounts. The Communications Representatives are responsible for liaising with the Hart House Communications Department.
- The Events Coordinator is responsible for informing the Executive about the specifics of the Pan-Ams and related events and the CUCC, communicating with tournament organizers and all other relevant parties, overseeing the assembly of the Team, working with Hart House to organize accommodation, registration, and transportation for the Team, and dealing with all other concerns pertaining to these three events. The Events Co-ordinator is also charged with administering Club Events.
- The First-Year Representative is responsible for working to ensure the voices of first-year students are heard and represented. The First-Year Representative may work to organize activities that are specifically tailored to the needs of first-year students, such as introductory workshops and beginner chess tournaments. The First-Year Representative serves as a mentor and resource for first-year members who may be new to chess or new to the Club. The First-Year Representative provides guidance and support to help these members feel welcomed and included in the Club, and they also help to facilitate connections between first-year members and more experienced players. The First-Year Representative plays a role in creating a welcoming and inclusive environment for first-year members and ensuring that they have a positive and enjoyable experience with the Club.
- The Alumni Chair serves an advisory role and is a non-voting member of the Executive; they must make themselves available to attend Executive Board meetings upon request and is otherwise welcome, but not required, to attend. The Alumni Chair is tasked with invigilating annual elections and by-elections of the Executive as well as with upholding transparency in the electoral process.
6. Meetings.
6.1 Type
All official HHCC activity takes place in one of four types of meetings:
- Club Meeting;
- Executive Meeting;
- General Assembly; and
- Club Events.
6.2 Club Meetings
Club Meetings are open Members, and to the general public at the discretion of the Executive. Club Meetings are overseen by the Executive or Member responsible for signing out the equipment on the day of the Club Meeting.
6.3 Executive Meetings
Executive Meetings are held according to need and are called by the Secretary at the Secretary’s own initiative or that of another member of the Executive. There must be a minimum of one Executive Meeting per month during the school year. At least four members of the Executive are required for quorum at an official meeting, but a majority of the Executive is required for all votes (if only four votes are cast, the agreement must be unanimous). Meeting minutes are kept by the Secretary, and all decisions affecting the Club are communicated to the Members by the Communications Representatives. Executive Meetings are restricted to members of the Executive, except in cases of special invitation. The Programme Advisor may be invited to Executive Meetings.
6.4 General Assembly
A General Assembly is held annually in the Spring Term. The General Assembly is called by the Secretary. All elections to the Executive are held at the General Assembly, or are postponed at that time by a majority vote of the incumbent Executive.
6.5 Club Events
Club Events may only be restricted to subsets of Members if the restriction is made on the basis of playing strength (as with Team events), in which case all Members must be granted a reasonable opportunity to qualify, or on the basis of enrolment at the University of Toronto (as according to some tournament organizers).
7. Pan-Ams.
7.1 Purpose
The aims of the Club’s participation in the Pan-Ams is to provide an enjoyable and instructive experience to the members of the Team, and to place as high as possible in the final standings.
7.2 Number of Teams
The Club sends a minimum of one Team to the annual Pan-American Inter-Collegiate Chess Championship.
7.3 Selection
- Selection of up to 50% of the Team may be done according to official ratings granted by the Chess Federation of Canada, FIDE, or any similar federation, but no Team member shall be selected on the basis of a rating less than 2200 CFC or its equivalent.
- Any member of the Team not selected by rating must qualify in a special event organized by the Events Co-ordinator with the assistance of the Executive during the Fall term.
- The Executive shall determine the process by which the board order of the Team will be decided.
- Reasonable notice of Team selection procedures must be given to all Members by the Communications Representatives.
8. CUCC.
8.1 Purpose
The aims of the Club’s participation are to provide an enjoyable and instructive experience to the members of the Team, and to place as high as possible in the final standings.
8.2 Number of Teams
The Club sends a minimum of one Team to the annual Canadian University Chess Championship.
8.2 Selection
- The Executive determines the number of Teams that will represent the Club at the Canadian University Chess Championship.
- Selection of the members of Team A may be done according to official ratings granted by the Chess Federation of Canada, FIDE, or any similar federation.
- The remaining Teams are selected on a first-come first-serve basis. The Executive shall determine the process by which the board order of the Team will be decided.
- Reasonable notice of Team selection procedures must be given to all Club members by the Communications Representatives.
9. Budget.
The budget is prepared by the Treasurer with the assistance of the Executive. It is presented to the Hart House Committee on Budgets by the Treasurer and additional executives as needed. The original budget and all significant amendments are made by the Treasurer or the Secretary and shall be voted upon by the Executive.
10. Equipment.
The Club’s equipment is stored at Hart House in storage cabinets. The key to the storage cabinets is available for sign-out at Hart House. Any of the Executives may sign out the equipment for Club Meetings or Club Events.
11. Additions and Amendments.
All changes to this constitution must be approved either by a full consensus of the Executive, including the Alumni Chair, or simple majorities in the Executive and the general membership. In the latter case, at least ten Club members or a third of the Club membership, whichever is less, must be present for a general vote to be valid for this purpose. A vote held for the purpose of amending the constitution must be announced by the Secretary or a Communications Representative a minimum of two weeks in advance.
Hart House Chess Club 