Constitution of the University of Pennsylvania Chess Club
Article I: Organization
The name of this organization shall be the University of Pennsylvania Chess Club (Penn Chess Club).
Article II: Purpose
The purpose of this organization shall be to serve the entire community of the University of Pennsylvania by promoting the interest in observing, studying, and playing the royal game, through the support of a University's chess teams and, in a wider context, through activities affiliated with other University and community events. The organization shall strive to uphold the name and reputation of the University. Its purpose is, moreover, to provide a social atmosphere in which the individual chess club member's experience at the University is made more meaningful and complete.
Article III: Membership
The membership of the Penn Chess Club shall be open to all undergraduate and graduate students of the University of Pennsylvania, as well as any alumni of the University, faculty and staff members, and other people of special interest due to their skill and dedication to chess. To be considered a member in good standing for any particular academic year, attendance is required at four (4) game sessions/organizational meetings. Members in good standing are eligible to vote in elections and are eligible to run for an Executive Board position. Individuals who do not meet the requirements of good standing have the right to appeal to the Executive Board for inclusion in good standing membership. Appeals for good standing shall be granted on a case-by-case basis at the discretion of the Executive Board. Members not in good standing are otherwise entitled to participate in Chess Club activities.
Article IV: Leadership
1. Executive Board:
The Executive Board shall be comprised of the following seven (7) duly elected officers: the President, and the Vice Presidents of Chess Competition, Training, Public Relations, Sportmanship, International Affairs, and Finance.
2.Election Process:
2.1.General:
Elections for the Executive Board shall be held no later than four (4) weeks following the start of the Fall semester. Any member in good standing who wishes to run for office should declare his or her intentions to the Executive Board prior to elections. Members may also be nominated from the floor at the time of elections. Officers shall be elected in the following order: President, and the Vice Presidents of Chess Competition, Training, Public Relations, Sportmanship, International Affairs, and Finance. Voting for a position shall be taken by secret ballot following candidate speeches and a question and answer session between the candidates and the members in good standing. Candidates for the position of President may speak for up to four (4) minutes while candidates for the other six (6) positions shall be allowed two (2) minutes for speeches. After the voting takes place, the results shall be immediately tallied by those existing Board members not running for a Board position in the election. The victor shall be announced by the Board member who currently holds the position.
2.2.Run-offs and Drop-downs:
Should more than two (2) candidates vie for the same position, a run-off election between the two (2) candidates with the greatest number of votes shall be held immediately following the first vote. Members defeated in a vote for an Executive Board position have the option of "dropping down" to run for a different position if the election of that position has not already taken place. However, no member may run for more than two (2) positions in a general election.
2.3.Absentee Voting:
Absentee voting must be written, signed, and delivered to the Chess Club office during the week prior to elections. Absentee votes shall count towards a candidate in a run-off election. Once a candidate is defeated, an absentee vote for that candidate is no longer valid should that candidate drop down to run for a second Board position.
2.4.Assumption of, Resignation from, and Removal from Office:
Board members shall take office upon appointment and shall serve a term of one (1) calendar year. Should an elected Board member resign his or her position, a special election adhering to the above-stated rules shall be held soon thereafter to fill the vacated office. A Board member shall be subject to removal from office at any time by a two-thirds (2/3) vote of the members in good standing. A replacement shall be elected at a special election adhering to the above-stated rules as soon after the removal as possible.
Article V: Meetings
Meetings shall be held regularly. Time, location, and frequency of general meetings and game sessions shall be determined by the Executive Board except that the Chess Club must try to convene at least weekly during academic periods. Time, location, and frequency of Board meetings shall be determined by the President except that the Board must convene at least twice a month during academic periods. An announcement of a meeting must be made at least one (1) day prior to the event, except when unforeseen circumstances prevent such advance notice.
Article VI: Amendments
Amendments to the Constitution may be proposed at a publicly announced open meeting by a member in good standing, the amendment having been submitted to the membership for review one (1) week in advance of the meeting at which it is proposed. Once duly proposed, amendments to the Constitution shall be ratified by a two-thirds (2/3) vote of the members in good standing voting at the meeting.
Article VII: Ratification
This Constitution shall be in effect, superseding all previous Constitutions, when approved by a two-thirds (2/3) vote of those voting, a quorum being present, the motion having been submitted to the membership in writing at least two (2) weeks prior.
