Mission Statement

The mission of The Wittenberg Chess Club, hereafter referred to as the club, is to promote the game of chess within Wittenberg. To accomplish this goal, the Club strives to provide facilities where all members of the community can meet to enjoy the game of chess; it also sponsors events that promote chess awareness and enjoyment. Such events may include, but are not limited to, tournaments, lectures, exhibitions, team matches.

Membership

The Club is a Wittenberg group. All members of the Wittenberg community, including students, faculty, staff, alumni and their families are eligible to become voting members. A person must attend one meeting a semester in order to be a member. To become a voting member of the Club, a person must attend two meetings per term. A person will remain an active member so long as they attend at least one meeting a term.

Meetings

There will be three types of meetings: general meetings, events, and executive councils.

General meetings will take place weekly at a prearranged location unless otherwise decided at an executive council. The general meetings shall be located in the commons unless otherwise advised. All present members shall vote the time and date of general meetings at the start of every semester. Meetings shall be open to everyone interested in chess.

Executive councils will be held on a monthly basis during the academic year. The five elected executive officers and appointed officers shall meet at least an hour a week to discuss all club matters. Time, date, and place of executive meetings shall be decided upon the elected officers at the beginning of every semester. All executive members shall meet during the assigned meetings unless there are valid reasons. In this case, at least two executives have to be present in order to conduct club issues. Urgent executive councils can be held when deemed necessary by the bilateral efforts of any two elected officers. Any decision affecting the Club must be made an executive council. An emergency executive council meeting may not decide on any matters other than those for which it is called.
Events will be held at the discretion of the Club.

Officers and Duties

The Club will have a president who will call and preside over meetings, represent the club to Wittenberg University and to the world. The president of the club will carry out any other duties required by the constitution. In addition, the president must insure that all activities are organized, delegated, and accomplished successfully. The president must take ultimate responsibility for all group activities and make all necessary arrangements for guest speakers and lecturers.

The Club may have a vice president, who will act as the president if the president is unable, for such period as instructed by the president. The vice president must maintain a record of all official meetings, maintain a public list of members and helpers, contact members for general meetings (and for events as appropriate), advertise meetings, and publicize chess club events to the Wittenberg community.

The Club will have a treasurer who will handle and keep track of the money of the Club, who will not be the president, and who will carry out any other duties required by the constitution or by the bylaws. The treasurer will preside over meetings if the president and vice president are unable. The treasurer must represent the group in all financial matters, maintain the group's monetary account, see that students and other organizations are reimbursed for expenses related to and approved by the Club, draw up the budget for each semester, get the budget approved by Student Senate at the end of the spring semester, appropriate funding, order and buy things at the best available prices, and give an end-of-year report to the club of all group expenses.

The Club will have a secretary, who will keep track of the club?s books, magazines, and tournament data and take notes at general and executive council meetings. The secretary will also welcome visitors, introduce them to the club, sign them up, and get them into games with a similar opponent.
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The Club will have a webmaster that will maintain the Wittenberg Chess Club website and provide the yearbook with anything they need concerning the chess club.

The president, vice president, treasurer, secretary, and webmaster will be elected in the first executive council after the last day of the spring semester. All offices filled must be filled by Wittenberg students.

Voting and Nomination Procedure

The nomination of new officers shall occur in April of each year and reaffirmed in the following academic year or upon the resignation or removal of any officers. Nomination and election shall not be held during the same meeting. Election shall follow a week or two weeks after nomination determined by what is seen as most fit. The nomination and election shall be called, organized, and presided over by the president and the vice president.

Nominee Qualification and Nomination Procedure

Any members of the club may be nominated for any of the offices so long as they: are present during nomination, are not going abroad for any semester of the upcoming academic year, are in good standing and are active members. All members present shall participate in the nominations. All nominations shall be in the open. Self-nominations shall require the endorsement of at least two members. Nomination of a person by a third party requires at least the endorsement of one other member. Nominees may refuse to accept a nomination, but must do so before the close of the nomination process in order for another member to be able to be nominated in place. Nominees can only be candidates for the position(s) they have been nominated for. Furthermore, a candidate can be nominated for a maximum of two positions but can only hold/accept one position if elected.

Election Procedure

Each nominee shall give a speech before the club on the day of the election. Elections shall be by secret ballot and require the affirmation of a majority of the general membership present and voting. Ballots shall be counted by all of the current executive officers. A nominee running unopposed shall be required to give a speech and still be voted upon. If the nominee is not elected by a majority of the membership: the nomination and election procedure shall take place immediately afterwards. A second round of nomination and elections shall take place immediately following elections or in unforeseen circumstances as soon as possible if and only if: an unopposed nominee is not elected or a position has no candidates. Current executives can be reelected. Newly elected officers shall assume their responsibilities at the start of the next academic year. In case of an immediate vacancy they shall take their post immediately after election.

Removal and Replacement of Officers

An officer continuously failing to execute the duties shall be removed either with the trilateral consent of any three officers, or the unanimous consent of the general membership. An officer may resign provided the person continues to fulfill their responsibilities until a replacement may be found. An officer removed or resigned shall be replaced following the normal nomination and election procedure. In the case of the Presidency, the Vice President shall assume the role of the President until a new president is elected with a popular majority of the club.

Constitutional Amendments and Bylaws

This constitution and can be amended at any executive council. Notice of a proposed change to this constitution must be given one week prior to the amendment, except that a council may create a committee and add an appropriate section to the bylaws without an announcement. Any amendment to this constitution must be approved by three times as many votes as disapprove, and must be approved by three votes. An amendment to the bylaws must be approved by twice as many votes as disapprove