Bylaws of the Oklahoma Chess Association

Last Modified 7 March 2004

ARTICLE I: NAME

The name of the organization shall be the Oklahoma Chess Association, commonly known as the OCA.

ARTICLE II: PURPOSE

The purpose of the OCA is to operate for educational, recreational, and social benefits and not for profit.

ARTICLE III: MEMBERSHIP

III.1 Membership:

· Regular Membership: Any person may become a Regular Member of the OCA upon payment of $10.00 dues for one year.

· Patron Membership: Any person may become a Patron Member of the OCA upon payment of $25.00 dues for one year.

· Youth Membership: Any youth under 20 years of age may become a Youth Member of the OCA upon payment of $5.00 dues for one year.

III.2 Rights and Privileges:

Each Member of the OCA shall be entitled to receive a copy of the official state publication, to participate in the Annual Meeting, to hold office, and to enjoy all other rights and privileges of membership, with the following exceptions:

a) any OCA member shall be entitled to vote in the Annual Meeting only if he/she is also a current and verifiable USCF member; and
b) any new or renewing OCA member shall be entitled to vote in the Annual Meeting only if either

(i) he/she has registered for and played in at least one round on the first day of the current Oklahoma State Championship tournament; or

(ii) his/her OCA membership dues are received by the OCA Secretary, Treasurer or State Championship contact person at least ten (10) business days prior to the first day of the current State Championship tournament.

III.3 Removal from Office:

The Policy Board may suspend or remove from office any OCA officer or official for good cause.

III.4 Annual Membership Meeting:

The President shall call and preside at an annual meeting of the membership, held in conjunction with the Oklahoma Open, for the purpose of hearing reports, making suggestions to the Policy Board, and electing officers. Twelve members present in person shall constitute a quorum. The Secretary shall publish advance notice of the meeting in the "Oklahoma Chess Bulletin". Proxy voting is not allowed.

ARTICLE IV: POLICY BOARD

IV.1 Responsibility:

The Policy Board is responsible for the management of the affairs of the OCA and shall perform other duties as specified in these Bylaws.

IV.2 Composition:

The Policy Board shall be composed of the President, Vice President, Secretary, Treasurer, and three Members at Large elected by the membership of the OCA and the Immediate Past President.

IV.3 Meetings:

Meetings may be held at the request of any member of the Policy Board provided that all Members have been given advance notice of the meeting. The minutes of the Policy Board Meetings shall be published in the "Oklahoma Chess Bulletin". A quorum shall consist of four members of the Board being present in person. Proxy voting is not allowed.

IV.4 Nomination:

Any OCA member shall be eligible for any elected OCA office upon nomination by a fellow member at the Annual Meeting.

IV.5 Elections:

OCA elections shall occur at the Annual Meeting. A plurality shall elect the nominee. If a vacancy occurs in any elected office, a successor to serve the remainder of the term shall be nominated and elected by the Policy Board, except that a vacancy in the office of President shall be filled by the Vice President.

IV.6 Terms:

The terms of the elected Policy Board shall begin upon each of their elections. The President shall take over the Annual Meeting immediately upon election to office. The Members at Large shall have terms of approximately one year. The President, Vice President, Secretary, and Treasurer shall have terms of approximately two years. The Immediate Past President shall remain a member of the Policy Board so long as he/she remains Immediate Past President.

IV.7 Duties:

· Policy Board:

a) The Policy Board shall appoint the Editor of the Oklahoma Chess Bulletin.

b) The Policy Board shall be responsible for choosing the organizer of the “Oklahoma Open” and any other state championship deemed necessary.

· President: The President shall preside at all meetings of the membership and the Policy Board, carry out all requirements of these Bylaws, represent the OCA on occasion, and report to the membership at the Annual Meeting. The President may appoint committees that are deemed necessary to advance OCA’s purpose. In particular, he/she shall appoint a search committee to find candidates for nominations at the Annual Meeting. The President is responsible for ensuring Oklahoma representation to the USCF.

· Vice President: The Vice President shall be responsible for encouraging, promoting, and advising OCA Tournament Directors. He/she shall execute the duties of the President when the President is unable to serve.

· Secretary: This officer shall keep the minutes of all meetings of the membership and the Policy Board; carry out all duties prescribed by these Bylaws; publish in the "Oklahoma Chess Bulletin" the minutes of all meetings.

·  Treasurer: This officer shall carry out all duties prescribed by these Bylaws; keep records of the property and financial affairs and manage the funds of the OCA. He/she shall provide a financial report at Policy Board and Membership meetings. He/she shall promote, encourage, and coordinate additional sources of income along with ensuring that OCA memberships are checked and dues collected at all OCA tournaments.

· Immediate Past President: This officer shall be the OCA Archivist and Historian.

· Members at Large: These officers will report to the Secretary and Treasurer the successful checking of OCA memberships and collection of dues at all events requiring OCA membership.

ARTICLE V: STATE CHAMPIONSHIPS

The format of the state championships shall be up to the organizer. The location of the Oklahoma Open shall rotate among the Oklahoma City, Tulsa, and Stillwater areas. The Oklahoma Open shall carry the name “Jerry Spann Memorial”. The State Class Championship shall carry the name “Dr. Bela Rozsa Memorial”. Only OCA members residing in the State of Oklahoma shall be eligible to receive the titles and trophies.

ARTICLE VI: SUNDRY BYLAWS

VI.1. Office: The registered office of the OCA shall be the mailing address of the Secretary.

VI.2. Publications: The “Oklahoma Chess Bulletin” is designated an official publication of the OCA.

VI.3. Fiscal Period: The fiscal period shall end on March 31.

VI.4. National Affairs: The OCA is the official Oklahoma unit of the USCF.

VI.5. Procedure: “Robert’s Rules of Order” shall be used at all meetings.

VI.6. Authority: These Bylaws have been adopted by the membership under the authority of the United States Chess Federation (USCF), subject to all State and Federal laws.

VI.7. Amendment: The Bylaws may be amended by a majority vote of the membership at the annual meeting or by the Policy Board.

VI.8. These Bylaws should be reviewed by 2005 or earlier.

VI.9. The Oklahoma Scholastic Chess Organization is the official State scholastic chess organization responsible for the oversight of scholastic chess issues and State scholastic chess championship tournaments.