Changes below are indicated in red, with
deletions struck.
BYLAWS OF THE
Last Modified
August 2000
ARTICLE
I : NAME
The name of the organization shall be the Oklahoma Chess Association,
commonly known as the OCA.
ARTICLE II : PURPOSES
The purpose of the OCA is to operate for
educational, recreational, and social benefits and not for profit.
The purpose of the Association shall be
educational and instructional, to broaden and develop chess as art and
recreation, as a significant element of culture in Oklahoma. The Association shall cooperate with
schools, colleges, hospitals, military bases, community centers, recreation
departments, and other groups and institutions, in teaching chess, conducting
tournaments, and other activities. The Association shall disseminate
information through its publications and representatives, and the Association
shall select the official Oklahoma representatives in all national chess
affairs. The Association is pledged:
a.) To operate
exclusively for educational, recreational, and social welfare purposes;
b.) That no part of its contributions, dues, or net income
shall inure to the benefit of any individual, except that trophies or prizes
awarded in the course of its educational
and promotional program shall not be so
construed; and
c.) That the Association is not
operated for profit and that neither principal nor income of any of its funds
may be used
in any attempt to influence legislation.
ARTICLE III : MEMBERSHIP
III.1
Regular Membership: Any person may
become a Regular Member of the Association upon payment of $8.00 dues for one
year. Patron Membership: Any person
may become a Patron Member of the Association 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
Association upon payment of $4.00 dues for one year.
III.2 Rights and
Privileges: Each Member of the OCA, regardless of
membership type, shall be entitled to receive a regular copy of the official state publication, to participate in
the Annual Membership Meeting, to hold office, and to enjoy all other rights and
privileges of membership not herein enumerated.
III.3 Removal from Office:Revocation
of Membership: The Policy Board may revoke or suspend the membership of any
member for good cause. In addition, 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 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 to the Policy Board.
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. I
Responsibility: The Policy Board is responsible for the
management of the affairs of the OCA Association,
including employment and other contracts and shall perform other
duties as are specified in these Bylaws. In the case
of a tie vote, a motion fails. The Policy Board may refuse to publicize or
recognize a tournament for cause, including anything tending to discredit the
Association.
IV.2
Composition: The Board shall be composed of the President, Vice President,
Secretary/Treasurer, and three Members at Large elected by the membership of
the OCA Association, and the Immediate
Past President.
IV.3
Meetings: The Board shall meet at least three times
each year. 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 nomination
to any elected office upon nomination by a fellow member at the Annual Meeting.
No full time employee of the OCA shall serve in any
elected office on the Policy Board. The Secretary shall serve advance notice of
the election in the "Oklahoma Chess Bulletin".
IV.5
Elections: All 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 members shall begin upon each
of their election and shall continue until
the Annual Meeting in the year in which their term expires. 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, and Secretary/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) All members of the Policy Board shall organize
two USCF rated tournaments annually requiring OCA membership.
b) The Policy Board shall appoint the Editor of the
Oklahoma Chess Bulletin.
c) 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 meeting of the membership and the Policy Board; carry out all
requirements of these Bylaws; represent the Association on occasion; and report
annually 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
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/Treasurer: 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 the
meeting of the membership and the Policy Board; keep records of the
financial affairs of the Association; and
manage the funds of the OCA Association. He/she shall publish a financial report in the OCB prior to
each Annual Meeting. 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/Treasurer the successful checking of OCA memberships and collection
of dues at all events requiring OCA membership.
IV.8 . Revocation of Membership: "In the event that the
Policy Board shall revoke or suspend the membership of an individual pursuant
to Article III, Section 3, it shall, prior to taking such action, give to the
individual thirty days written notice of the proposed action. Within said time,
that individual may submit in writing to the Policy Board reasons why such
actions should not be taken. The Board may thereafter, if it sees fit, act upon
the written suggestion or set a date for a hearing to be held concerning the
proposed action. Nothing contained herein shall require notice of termination
of membership of any individual for non-payment of moneys due.
IV.9 If a vacancy occurs in any
elected office, a successor to serve the unexpired term shall be nominated and
elected by the Policy Board, except that a vacancy in the office or President
shall be filled by the Vice President.
IV.10 The Policy Board shall appoint the Chair of the
Editorial Committee for the official publication of the OCA. This appointment
shall be reviewed annually. If a vacancy occurs in the position, the Policy
Board shall appoint an interim Chair to fill the vacancy until the time of the
annual review. The Editorial Chair shall appoint OCA members to the Editorial
Committee to assist in producing the official publication. Any such appointment
may be rescinded by the Chair. The Chair is responsible for obtaining price
quotes and selecting the printer, and may be required to justify such decision
to the Policy Board.
IV.11 The Policy Board shall be responsible for
the organization of, or directing the organization of, the tournaments promoted
by the OCA.
IV.12 The OCA shall promote an annual state
championship tournament. This tournament shall be known as the Jerry Spann
Memorial. This tournament shall be open to all USCF and OCA members, however,
only OCA members residing in the state of Oklahoma shall be eligible to receive the title and trophies for
Oklahoma State Champion.
IV.13 The OCA shall promote an annual state class
championship tournament. This tournament shall be known as the Oklahoma Class
Championship and hall consist of no less than five sections. These sections
shall be composed of players with similar ratings. This tournament shall be
open to all USCF and OCA members, however, only OCA members residing in the
State of Oklahoma shall be eligible to receive the title and trophies for
Oklahoma State Class Champion for the section
ARTICLE V COMMITTEES
The
Policy Board may appoint any committees, standing or ad hoc, which are deemed
necessary to advance Association purposes.
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
ARTICLE VI: SUNDRY BYLAWS
VI.1
Office: The registered office of the Association OCA shall be at the address of the
Secretary/Treasurer of the Association.
VI.2
Publications: The "Oklahoma Chess Bulletin", or its successor publication, is designated an official
publication of the Association OCA.
VI.3
Fiscal period: The Fiscal period shall end on March 31 be the year ended June 30.
VI.4 Funds: All general funds shall
be designated in one or more federally insured depositories in the
Association's name, disbursable only by check signed by the. Secretary/Treasurer
or by others designated by the Policy Board.
VI.54
National Affairs: The Association OCA is the official and shall be represented officially
in all USCF affairs by Delegate(s) as appointed by the Policy Board.
VI.65
Procedure: "Robert's Rules of Order" shall be used at all meetings of the membership and the Policy Board.
VI.76
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.87
Amendment: The Bylaws may be amended by a majority vote of the membership at
the Annual Meeting or by the Policy Board.
VI.9 Reliance of Records:
Each officer and employee of the Association shall in the performance of his or
her duties be fully protected in relying in good faith upon the books of
account or reports made to the Association by any of its officials, or by an
independent Certified Public Accountant, or by an appraiser selected with
reasonable care by the Policy Board, or in relying in good faith upon other
records of the Association.
VI.8. These Bylaws should be reviewed by 2005 or
earlier.