Eastern Ontario Chess Association Constitution

  1. NAME:
    The name of the organization shall be the Eastern Ontario Chess Association (EOCA), hereinafter referred to as EOCA. The Ontario Chess Association Constitution defines the area of the EOCA.
    EOCA is a non-profit organization.
  2. THE OBJECTIVES:
    The Aims of the EOCA shall be:To be the sanctioning and administrative body for the annual organization of the EOCA Grand Prix. To promote interest and participation in chess at all levels, in particular CFC rated competitive chess, for the purpose of increasing the popularity of the game. To co-ordinate and harmonize chess activities in the EOCA area.The EOCA Board may sanction other tournaments, matches, exhibitions and lectures for the benefit of chess players in the region served by the EOCA.
    The EOCA Board may aid and co-operate with other chess organizations whose interest is to promote chess in the EOCA region.
  3. THE EOCA GRAND PRIX:
    The EOCA Grand Prix normally consists of: The Renfrew/Arnprior Open (August). The R.A. Fall Open (September). The National Capital Open (October). The Seaway Valley Open (November). The R. A. Winter Open (January). The Kingston Open (February). The R.A. Spring Open (March). The MacIntosh Open (April). The Arnprior Open (May). The Ontario Open in the EOCA Area (May). The Eastern Ontario Open (June). The EOCA Board sets conditions and fees per participant for the participation of specific tournaments in the EOCA Grand Prix. The Ontario Open is always an EOCA Grand Prix tournament if it is held in the EOCA area. The EOCA Grand Prix is ordinarily advertised in August. The advertisement contains the EOCA Grand Prix Prizes by class and the EOCA Grand Prix Schedule for the next year. The EOCA website will have the most current EOCA Grand Prix information [www.eoca.org].
    The EOCA Board may amend and sanction other tournaments to be part of the EOCA Grand Prix.
  4. THE EOCA BOARD:
    The Board shall include four executive officers elected at the annual meeting of the EOCA, the Past President, and the EOCA CFC Governors approved at the annual meeting.
    The EOCA President may invite Chess Club Presidents and EOCA Grand Prix tournament organizers and others to meet with and participate in EOCA Board meetings.
  5. THE EXECUTIVE OFFICERS:
    The term of office runs from the incoming annual meeting to the next outgoing annual meeting. The Executive Officers shall be:
    1. PresidentVice-PresidentTreasurerSecretaryPast President
    The Executive shall conduct the affairs of the EOCA between Annual Meetings.
  6. CONDUCT OF BOARD MEETINGS:
    1. The President chairs Board meetings. Quorum for Board meetings is three executive members of whom one shall be the president or the vice president or their designated representative.
    2. Non-Board members may address the meeting at the invitation of the chair but shall have no vote.
    3. The Chair of Board meetings has a deliberative and (if necessary) a tie breaking vote.
  7. DUTIES OF THE EXECUTIVE:
    1. The duties of the President shall be: To give leadership and to administer within the laws of this constitution, the affairs of the EOCA. To act as Chair for all meetings of the Board and the Annual Meeting. To convene all meetings of the Board and the Annual Meeting.
    2. The duties of the Vice-President shall be: To assist the President in the discharge of his duties whenever requested by the President. To be the first Acting President. To maintain an up to date list of all member clubs within the EOCA.To keep all EOCA Grand Prix statistics and standings. To have the EOCA website updated with the results and standings after each EOCA Grand Prix event.
    3. The duties of the Treasurer shall be:To budget the finances and prepare and present a financial statement at the annual meeting.To collect EOCA Grand Prix fees from EOCA sanctioned tournaments.
    4. The duties of the Secretary shall be: To record and distribute the minutes of all meetings of the Board and the Annual Meeting. To prepare agendas for upcoming meetings. To maintain an updated mailing list.
  8. FINANCIAL STRUCTURE:
    The EOCA is one of the member organizations in the OCA (Ontario Chess Association). The EOCA is funded by proceeds from the collection of OCA dues and rebates from CFC and fees collected in EOCA sanctioned tournaments.
    The Executive of the EOCA shall not be paid by the organization. The EOCA may reimburse Executives expenses related to their EOCA duties with Board approval.
  9. THE ANNUAL MEETING:
    The election of EOCA Executive members shall be held at the Annual Meeting. OCA directors are elected at the EOCA Annual Meeting. CFC Governors are nominated by EOCA Chess Clubs at their annual meetings or at the EOCA Annual Meeting. CFC Governors are elected at the EOCA Annual Meeting.The EOCA Annual meeting shall be held within one month of the Eastern Ontario Open (June). The EOCA fiscal year is August 1 to July 31. Written notification of the Annual Meeting shall be given to EOCA Chess Club Presidents at least 14 days prior to the meeting so it can be posted at chess clubs in the EOCA area and at the EOCA website. All Chess Federation of Canada members in good standing residing within the EOCA boundaries may attend this meeting. A quorum at the annual meeting shall consist of 7 individual CFC members. The Executive members of the EOCA shall present a report of their activities during the Annual Meeting.EOCA constitutional amendments must have been previously approved at a regular EOCA Board meeting. The EOCA constitution may be amended by a two-thirds majority of the eligible voters at the Annual Meeting.
    Amendments not previously adopted by the Board, may be voted on at the annual meeting, and provided a notice of motion has been presented to the Secretary or President at least 14 days prior to the Annual Meeting.