Rules and Regulations Northern Cape Chess

Transcription

1 Rules and Regulations Northern Cape Chess Version 1, 29 October 2016 CONSTITUTIONAL AND SELECTION COMMITTEE: NORTHERN CAPE October 29, 2016 Authored by: User

2 Contents 1. PURPOSE APPLICATION OF THE RULES AND REGULATIONS CRITERIA FOR CORRECTLY ESTABLISHING NORTHERN CAPE CHESS STRUCTURES CRITERIA NORTHERN CAPE CHESS ASSOCIATION CRITERIA REGIONS CRITERIA CLUBS AFFILIATION NORTHERN CAPE CHESS ASSOCIATION REGIONS CLUBS SELECTION CRITERIA APPLICATION DATE OF SELECTION CRITERIA PURPOSE OF APPROVED SELECTION CRITERIA SELECTION CRITERIA THE NORTHERN CAPE CLOSED CHAMPIONSHIPS SELECTION CRITERIA INTERPROVINCIAL/INTER-REGION TOURNAMENTS SELECTION CRITERIA ADULTS NORTHERN CAPE CHESS TOURNAMENT RULES REQUIREMENTS FOR USE OF ELECTRONIC SYSTEMS CONDITIONS OF ELECTRONIC ENGAGEMENTS GOOGLE FORMS SWISS MANAGER AND CHESS RESULTS MEETING PROCEDURES FREQUENCY OF MEETINGS ADOPTION OF RESOLUTIONS ATTENDANCE OF MEETINGS OF COMMITTEES NORTHERN CAPE CHESS CODE OF CONDUCT FOR PLAYERS NORTHERN CAPE CHESS CODE OF CONDUCT FOR OFFICIALS REQUIREMENTS FOR REPORTING CHESS SOUTH AFRICA DEPARTMENT OF SPORT, ARTS AND CULTURE (DSAC) NORTHERN CAPE CHESS FINANCIAL ARRANGEMENTS OF NORTHERN CAPE CHESS PURPOSE OF THESE FINANCIAL ARRANGEMENTS EXPENDITURE OF THE EXECUTIVE COMMITTEE OF NORTHERN CAPE CHESS TRAVEL AND ACCOMMODATION EXPENDITURE EXPENDITURE FOR NORTHERN CAPE TECHNICAL OFFICIALS BANK ACCOUNT AUTHORISATIONS BANK ACCOUNT TRANSACTIONS PROCUREMENT AND PURCHASING ARRANGEMENTS HOSTING OF PROVINCIAL CHESS EVENTS AWARDING OF NORTHERN CAPE PROVINCIAL COLOURS AWARDING OF NORTHERN CAPE CHESS AWARDS AWARDS FOR JUNIOR CHESS PLAYERS AWARDS FOR SENIOR CHESS PLAYERS AWARDS FOR TECHNICAL OFFICIALS (ARBITERS, COACHES, ADMINISTRATORS) DISPUTE RESOLUTION OF NORTHERN CAPE CHESS GRIEVANCE PROCEDURE OF NORTHERN CAPE CHESS ANNEXURE A TRAINING SCHEDULE TEMPLATE (PLAYERS) ANNEXURE B TOURNAMENT RULES... XVIII ANNEXURE C GRIEVANCE PROCEDURE... II 1

3 Rules and Regulations Northern Cape Chess Version 1, 29 October Purpose 1.1. The Northern Cape Chess Association must make Rules and Regulations in terms of Section 25.1 of its Constitution. The Executive Committee (EXECUTIVE COMMITTEE), on behalf of the Northern Cape Chess Association, is tasked to this and therefore shall formulate and publish the rules, regulations, procedures and by-laws ( the Rules ) in force from time to time in accordance with which the affairs of the Province will be conducted Rules and Regulations are defined in the mentioned Constitution as the rules, regulations, procedures and by-laws in force from time to time in accordance with which the affairs of the Province will be conducted It is important to take note that these Rules and Regulations are a necessary to give order to the way in which the business of chess will be conducted in the Province since they are designed to ensure fairness, transparency and respect for the rights of players, parents and administrators The purpose, then, of this document is for the newly elected EXECUTIVE COMMITTEE of Northern Cape Chess to publish this as the Rules and Regulations according to which this new EXECUTIVE COMMITTEE will conduct the affairs of the Province in terms of the game of chess. 2. Application of the Rules and Regulations 2.1. The foundation upon which these rules and regulations are founded are the provisions of the Constitution of Chess South Africa, the Constitution of Northern Cape Chess, the Northern Cape Sport and Recreation Authority Act (Act 5 of 2015) and the resolutions from the Provincial Stakeholders Workshop (13-15 March 2015) of the Department of Sport, Arts and Culture in the Northern Cape Province The area of jurisdiction for the Northern Cape Chess Association shall be the geographical area of the Northern Cape (NC) Province Therefore, for the purposes of these Rules and Regulations the organisational structure of Northern Cape Chess, outlined in Section 7 of the Constitution, is applicable in whereas: The Province is a member of the National Council of Chess S.A The Province is the provincial controlling body of chess in its area, governed by the Provincial Council according to the Constitution The members of the Province are the Regional Chess Bodies, each governed by its Regional Council according to its own constitution Each of the Regional Chess Bodies shall consist of chess clubs within its geographical area as its members, each governed by its Management Committee according to its own constitution These Rules and Regulations will therefor apply to all chess bodies (indicated in 2.2 above) in the geographical jurisdiction of the Northern Cape Province The Rules and Regulations have to operate within the approved Constitution of the Northern Cape Chess Association and the approved Constitution of Chess South Africa including Schedule 1. 2

4 2.6. The substitution and amendment of the Rules and Regulations can only be effected upon approval by at least a two-thirds majority of the members of EXECUTIVE COMMITTEE As per section of the Northern Cape Constitution, the Secretary will keep a copy of these Rules and Regulations and shall make a copy available upon request by any member of a chess body, player or individual registered with Chess South Africa. 3. Criteria for correctly establishing Northern Cape Chess Structures 3.1. Criteria Northern Cape Chess Association The Chess South Africa Constitution, in Section 7.3, mandates that all provinces shall establish regional chess bodies within its geographical area as the members of the Province, each governed by its Regional Council according to its own constitution The mentioned Section 7.3, therefore, denotes that a Province without regional chess bodies cannot be a member of Chess South Africa (Chess SA). Accordingly, Northern Cape Chess regions must be established in terms of both the Northern Cape Constitution and the Constitution of Chess South Africa, otherwise there can be no provincial chess association for the Northern Cape in the absence of these regions The Northern Cape Chess Association must comply with Section 11 of the Constitution of Chess South Africa including Schedule 1. Section 11.3 of the Constitution of Chess SA stipulates that, within a period of two years from adoption of the Constitution of Chess South Africa, separate Regional Chess Bodies with its own Regional Councils should be established in each of the 52 regions listed in Schedule B of the Chess SA Constitution. These chess regions should be fully aligned with the geo-political boundaries of such Regions. Therefore, the Northern Cape Chess Association must establish regions in Namakwa, Pixley ka Seme, Frances Baard, ZF Mcgawu (previously Siyanda) and John Taolo Gaetsewe (previously Kgalagadi) because these are listed in Schedule B of the Chess SA Constitution The Constitution of Chess South Africa was adopted on 17 December 2012 and came in to effect on the 13 th of March This implies that Northern Cape Chess regions must be established and operational as from March Furthermore, to be recognised as a provincial sport federation by the Northern Cape Department of Sport, Arts and Culture, in terms of the resolutions taken in the Provincial Stakeholders Workshop on March 2015, Northern Cape Chess must establish/have established chess structures in at least 3 district municipalities Northern Cape Chess must, in terms of section 23 (1) and (2) of the Northern Cape Sport and Recreation Act (Act 4 of 2015) register with the Northern Cape Sport and Recreation Authority and pay the prescribed fees Northern Cape Chess must ensure that the Head of Department or Senior Manager for Sport and Recreation Directorate sign off provincial teams in the absence of the Provincial Sport Authority until the structure is established Northern Cape Chess must, in terms of section 29 (2) of the Northern Cape Sport and Recreation Act (Act 4 of 2015) adhere to the Sport and Recreation Policy adopted by the Province The Northern Cape Chess EXECUTIVE COMMITTEE, in the interim, must officially adopt the levies/subscriptions of Chess South Africa in a transparent and inclusive manner in the absence of the Northern Cape Provincial Chess Council. Only the Northern Cape Provincial Chess Council, as per section 10.2 of the Northern Cape Constitution, can set and approve levies/subscription. In terms of section 2.19 (definitions) of the Northern Cape Chess Constitution, only the Provincial Council can approve levies/subscriptions in a legally constituted AGM. Provincial Council is clearly defined in terms of sections 2.22 and 2.20 of the mentioned Constitution. 3

5 3.2. Criteria Regions In terms of Section 7.2 each of the Regional Chess Bodies shall consist of chess clubs within its geographical area as its members, each governed by its Management Committee according to its own constitution Membership of the Region is restricted to such clubs functioning within the regional boundaries of the Region as may be accepted as members by the Regional Council To be recognised as a region, by the Northern Cape Department of Sport, Arts and Culture, in terms of the resolutions taken in the Provincial Stakeholders Workshop on March 2015, the region must comprise of at least 5 clubs in the perimeter of a local municipality and/or more than 1 municipal area in a specific district municipality In terms of the resolutions taken in the Provincial Stakeholders Workshop on March 2015, under the auspices of the Department of Sport, Arts and Culture, each region shall establish a vibrant club league for all registered chess clubs within its geographical area and provide proof of the active league, at any time upon request, to the EXECUTIVE COMMITTEE of Northern Cape Chess. The focus should be to implement vibrant, active leagues in all regions/districts rather than the hosting of once off tournaments without tangible outcomes. Once off rated tournaments, outside of the club league, by regions and any of its clubs should be well motivated Each region shall have frequent interaction (electronic and face-to-face engagements) with all registered chess clubs within its geographical area and provide proof of such engagements, at any time upon request, to the EXECUTIVE COMMITTEE of Northern Cape Chess. Time lapsed between engagements should not exceed three consecutive calendar months (1 quarter) The regional council of a region shall fix the subscriptions and levies payable by its members in a transparent and inclusive manner, in a legally constituted general meeting or AGM. Proper consultation on the levies/subscription needs to be conducted with all members of the region before such mentioned meeting Each of the regions shall submit, as required by section 10.6 of the Northern Cape Constitution, annually to the EXECUTIVE COMMITTEE of Northern Cape Chess, by no later than a date stipulated by EXECUTIVE COMMITTEE: proof of the democratic election of its own office bearers; and proof of the number of active chess players, arbiters, trainers/coaches and administrators within each Region In terms of Section 10.5 of the NC Constitution the constitution of every Region shall substantially comply with the requirements contained in Schedule Two of the Rules and Regulations of CHESS S.A. and be otherwise acceptable to EXECUTIVE COMMITTEE Criteria Clubs In terms of Section 7.4 of both the NC Constitution and the Constitution of Chess SA each of the Regional Chess Bodies shall consist of chess clubs within its geographical area as its members, each governed by its Management Committee according to its own constitution To be recognised as a club by the Department of Sport, Arts and Culture, in terms of the resolutions taken in the Provincial Stakeholders Workshop on March 2015, a club must have a constitution, elected executive members, and a technical team (coach, volunteers, and administrators) as well as sub-committees as per the institutional arrangements of the region Clubs must participate in the club league established by its region. The DSAC requires that each region should be focussed to implement vibrant, active leagues in all regions/districts rather than the hosting of once off tournaments without tangible outcomes. Once off rated tournaments, outside of the club league, by regions and any of its clubs should be well motivated. 4

6 Each club shall have frequent chess related activities with its registered members and provide proof of such activities, at any time upon request, to its region. Time lapsed between activities should not exceed three consecutive calendar months (1 quarter) In terms of section 7.5. of both the NC Constitution and the Constitution of Chess SA chess players shall have freedom of association to belong to a chess club or chess clubs of his or her choice, provided that he or she is eligible for membership of the chess club concerned and with the understanding that any participation of the chess player at regional and provincial levels will be determined according to the locality of the chess club of which he or she is a member Each club shall engage in talent identification and shall identify and develop at least 1 player for each group (senior, adult, junior, women) to be considered for selection to form part of the provincial chess team Each club shall, annually, identify at least 1 club member to be developed for an administrative capacity (coach, arbiter, tournament director, etc) All clubs must affiliate, in writing, to their respective regions in the following manner: The name of the club; The venue and time of its regular meetings; The names, addresses and telephone numbers of its management committee members; The address of the club; The number of its members differentiated between junior, adult and senior players, as well as between male and female players; Payment of the Region s annual levies Chess players that wish to play rated tournaments and represent the Province at national and international events must be a member of a club that is affiliated to a region within the jurisdiction of the geopolitical area of the Northern Cape Province Chess players, and other individuals interested in obtaining registration with Northern Cape Chess and CHESS S.A., shall register by completing, signing and submitting the prescribed registration form and paying the prescribed registration fee through its club and its region. Registration may be sought as one or more of the following: player (CP), arbiter (CA), coach/trainer/instructor (CI), manage/administrator (CM) or chess friend /worker (CF) In the registration form the player or other individual shall agree to adhere to the Code of Conduct for players and other individuals, including the prescribed disciplinary procedure, as well as the policy, rules and procedures prescribed by the Northern Cape Chess Association from time to time It is the responsibility of registered players and other individuals to advise Northern Cape Chess through their respective clubs and regions in writing (including ) of any changes in their personal details, including contact particulars and Club, Regional or Provincial affiliation. 4. Affiliation 4.1. Northern Cape Chess Association The Province shall at all times remain affiliated to Chess S.A The Province shall pay the levies/subscription fees as set by Chess S.A. by 1 March of each year The levies set by Chess SA are: R per Adult Player per year R40-00 per Funded Adult player per year 5

7 R per Junior Player per year R20-00 per Funded Junior Player year FREE - Junior Players who participate in schools tournaments ONLY * For an individual to qualify for the fee category of development/pdi player, the Region must submit a written motivation to <ratings@chessa.co.za> and copied to <secretary@chessa.co.za>, requesting such classification for the individual. Only Junior Players will be considered in the category of development/pdi player. A member who is on the Chess SA player database for more than 24 months cannot request to be classified in the category of development/pdi player. The Chess SA Qualifications Committee will adjudicate on acceptance of a player in the category of development/pdi player As per the Chess South Africa Constitution the Province must recognise and adopt Schedule One Non-racialism The Province may not become a member or affiliate to any other body without the prior written consent of the Executive Board (EXBO) of CHESS S.A Regions Chess Regions (the geo-political regions as defined in Schedule B of the Chess SA Constitution) shall at all time remain affiliated to the Northern Cape Chess Association No levies are payable by Northern Cape Chess Regions since the previous Provincial Chess Council of Northern Cape Chess did not set levies for Regions, The EXECUTIVE COMMITTEE of Northern Cape Chess shall table levies applicable to Regions at the next AGM of the Northern Cape Provincial Council Each club must register with the region in which it is geographically located. Each club must satisfy the following requirements: An adopted constitution Proof of the democratic election of its own office bearers Elected executive members Proof of active proof of the number of active chess players, arbiters, trainers and administrators in the form of a database/list Copies of the IDs or birth certificates of players 4.3. Clubs Chess clubs shall at all times remain affiliated to its Region No levies are payable by Northern Cape Chess Clubs since the regional councils of Northern Cape Chess Regions did not set levies for clubs Once established, the newly elected executive committees of regions shall table levies applicable to clubs in the next AGM of each region Each club must register with the region in which it is geographically located. Each club must satisfy the following requirements: An adopted constitution Proof of the democratic election of its own office bearers Elected executive members Proof of active proof of the number of active chess players, arbiters, trainers and administrators in the form of a database/list Copies of the IDs or birth certificates of players 5. Selection Criteria 5.1. Application date of selection criteria The application date of these selection criteria is from 01 October each year to 30 September the following year. 6

8 5.2. Purpose of approved selection criteria To ensure fairness and transparency with the selection of teams To obtain optimal choice of provincial teams To maintain objectivity and simplicity of implementation To motivate chess players to improve their chess and to move up the chess ladder 5.3. Selection criteria the Northern Cape Closed Championships The Northern Cape Trials will be named the Northern Cape Closed Chess Championships as from All players wishing to be considered for selection to represent the Province at any national/international event each year must be a registered, active member of a club and a paid-up registered player of Northern Cape Chess and Chess South Africa Players have until 1 October the following year after the date of these Rules and Regulations to become part of a chess club Players wishing to be considered for selection to represent the Province at any national/international event each year will have to qualify the Northern Cape Closed Championships (previously known as the Northern Cape Trials) The selection cycle will be from 01 October the previous year to the date of the Northern Cape Chess trials the following year; Top 20 players as per Grand Prix list that is determined during the selection cycle will be selected; Grand Prix lists must be frequently updated on the website so that parents and players can monitor player s performance during the selection cycle; A player must have played a minimum of 30 standard rated games during the selection cycle; For under 08 no minimum amount of games are required; A player must have played at least 20 standard rated games (4 standard rated tournaments with the minimum of 5 rounds) during the selection cycle in the jurisdiction of the Northern Cape Chess Association; Only 5 standard rated games hosted by Schools Chess will be considered as part of the 20 games hosted in the jurisdiction of the Northern Cape Chess Association; A player s top 3 grand prix tournaments will be used to calculate the players Grand Prix points for selection purposes; Players must have at least played 1 Schools Chess Tournament during the selection cycle; The top 3 players per age and gender category from the Northern Cape Schools Chess Provincial Trials will be invited to the Northern Cape Closed Championships (previously known as the trials); If tournaments are played outside of the jurisdiction of the Northern Cape Chess Association, only CHESS SA rated tournaments with a time limitation of minimum 60/60 minutes and where a minimum of 5 rounds were played by the player, will be taken into consideration At every CHESSA tournament, in terms of outside tournaments, the tournament performance is calculated by the Swiss Manager software and must be available on request. Northern Cape Chess cannot be held responsible for any mistakes made by external tournament directors in this regard Any calculation error for Northern Cape Chess tournaments and outside tournaments must be reported immediately to the Constitutional/Selection Committee The following circumstances, to include a player who does not meet all the requirements, may be considered by the Northern Cape Chess Constitutional/Selection Committee, on application from the parent, guardian, player, coach and/or teacher: Illness or injury if supported by a letter/medical certificate from an adequate qualified person, e.g. doctor, specialist, etc. provided that such a letter/medical certificate is submitted prior to the start of the relevant tournament Circumstances beyond the control of the player, e.g. death in the family, if supported by a letter from the parent signed by the parent, player, coach and/or teacher Decisions regarding the final rankings will be made after the chairperson has consulted the committee. The chairperson will have the right to make the final decision. 7

9 Selection for the SAJCC will be made from the results of the the Northern Cape Closed Chess Championships During the SAJCC players shall avail themselves for short analysis sessions with the Head Coach and his team All players wishing to be considered for selection to represent the Province need to provide his/her training schedule for preparing to represent Northern Cape Chess at any inter-region, inter-provincial and national chess event, including the SAJCC and South African Closed Championship to the Head Coach of Northern Cape Chess. This training schedule should indicate the following: Planned training sessions with coach/school coach/private coaches/trainer/parent; Daily/weekly sessions set aside for practise by the player at home A schedule of all the tournaments (rated, informal, friendly) the player intends to play in order to increase his/her game time As from 1 October 2016, a quarterly report on the player s progress must be submitted to the Head Coach of Northern Cape Chess. The Head Coach will provide short feedback Templates for these training schedules and analyses reports are attached as Annexure A or can be downloaded from the website of Northern Cape Chess In the case of withdrawals after the team announcement, the next person in the ranking order will qualify for team selection Selection criteria Interprovincial/inter-region Tournaments For Northern Cape Inter-provincial and inter-region team selection a player must participate in the Inter-provincial/inter-region trials; A player must have played at least 5 standard rated games during the selection cycle in the jurisdiction of the Northern Cape Chess Association; For under 08 no minimum amount of games is required Selection criteria Adults All players wishing to be considered for selection to represent the Province at any national/international event each year must be a registered, active member of a club and a paid-up registered player of Northern Cape Chess and Chess South Africa Players wishing to be considered for selection to represent the Province at the any national/international event each year will have to qualify the Northern Cape Closed Championships (previously known as the Northern Cape Trials) The trials will be named the Northern Cape Closed Chess Championships; The selection cycle will be from 01 October the previous year to the date of the Northern Cape Chess trials the following year; Top 20 players as per Grand Prix list that is determined during the selection cycle will be selected; Grand Prix lists must be frequently updated on the website so that parents and players can monitor player s performance during the selection cycle; A player must have played a minimum of 30 standard rated games during the selection cycle; A player must have played at least 20 standard rated games (4 standard rated tournaments with the minimum of 5 rounds) during the selection cycle in the jurisdiction of the Northern Cape Chess Association; Only 5 standard rated games hosted by Schools Chess will be considered as part of the 20 games hosted in the jurisdiction of the Northern Cape Chess Association; A player s top 3 grand prix tournaments will be used to calculate the players Grand Prix points for selection purposes; Players must have at least played 1 Schools Chess Tournament during the selection cycle; The top 3 players per age and gender category from the Northern Cape Schools Chess Provincial Trials will be invited to the Northern Cape Closed Championships (previously known as the trials); 8

10 If tournaments are played outside of the jurisdiction of the Northern Cape Chess Association, only CHESS SA rated tournaments with a time limitation of minimum 60/60 minutes and where a minimum of 5 rounds were played by the player, will be taken into consideration At every CHESSA tournament, in terms of outside tournaments, the tournament performance is calculated by the Swiss Manager software and must be available on request. Northern Cape Chess cannot be held responsible for any mistakes made by external tournament directors in this regard Any calculation error for Northern Cape Chess tournaments and outside tournaments must be reported immediately to the Constitutional/Selection Committee The following circumstances, to include a player who does not meet all the requirements, may be considered by the Northern Cape Chess Constitutional/Selection Committee, on application from the, player, coach and/or club/region: Illness or injury if supported by a letter/medical certificate from an adequate qualified person, e.g. doctor, specialist, etc. provided that such a letter/medical certificate is submitted prior to the start of the relevant tournament Circumstances beyond the control of the player, e.g. death in the family, if supported by a letter from the parent signed by the parent, player, coach and/or teacher Decisions regarding the final rankings will be made after the chairperson has consulted the committee. The chairperson will have the right to make the final decision Selection for the Inter-region will be based on the results of the the Northern Cape Closed Chess Championships 6. Northern Cape Chess Tournament Rules These tournament rules are attached as Annexure B to these Rules and Regulations of Northern Cape Chess. 7. Requirements for use of Electronic Systems 7.1. Conditions of electronic engagements Adoption of resolutions can be done face-to-face or via due to the vastness of the province All recommendations/proposals must have a waiting period of 48 hours before adoption when done via ; Should a member not respond within the 48 hours of the proposal made via it will be regarded that the member is in full agreement with the proposal The quorum for electronic engagements and making of decisions is half of the full membership plus Google forms Google forms will be used by Northern Cape Chess to obtain information from players, parents, technical officials and administrators Affected parties from which the information is required must complete the information using Google forms Google forms will be generated only by the secretaries of Northern Cape Chess, Northern Cape Regions and technical committees. Should the secretary not be available the Chairperson of the mentioned chess structures will generate such forms SWISS M ANAGER AND CHESS RESULT S Swiss Manager will be the official pairing system to be used by the Northern Cape Chess Association and its affiliated bodies. 8. Meeting procedures 8.1. Frequency of meetings Chess structures in the Northern Cape, including the Executive Committee, must have monthly electronic engagements and formal face-to-face meetings at least once bi-annually Portfolio of Evidence of these engagements should be reflected in the quarterly report that each chess structure will be submitting for each quarter 9

11 All issues to be tabled at the meetings of these chess structures must clearly indicate the purpose, short background and recommendations 8.2. Adoption of resolutions All items tabled at meetings that need to be adopted must have a recommendation; For an item to be adopted it must have a mover and seconder; Should there be a counter proposal it should be seconded by another member; Should the counter proposal not have a seconder than the first item will be adopt as recommended; Should there be a seconder for the counter proposal, the members will vote on the matter; Majority will adopt the proposal and as such the proposal will be binding; Adoption of resolutions can be done face-to-face or via ; The conditions on electronic engagements listed in paragraph 6.1 above should be observed in the taking of resolutions and the recording of all decisions taken Attendance of meetings of committees Committee members must endeavour to partake in all engagements and meetings of the committee whether face-to-face or via ; Committee members that are inactive in all activities of the committee in a quarter, consecutively, will be replaced by the Executive Committee of the Northern Cape. 9. Northern Cape Chess Code of Conduct for Players Any chess player representing the Province and Northern Cape Chess agrees to the following: Represent himself/herself to the best of his/her ability Conduct herself/himself in a manner which will bring credit to herself/himself, Northern Cape Chess, Chess South Africa and chess in general; Abide, at all times, by the rules and regulations of the organisers, including but not limited to the FIDE Laws of chess, the rules of the tournament and any team rules as laid down by the Organisers; Accept and abide at all times by the decisions of the arbiters and organisers of Northern Cape Chess Tournaments; Act at all times in the best interests of chess and as expected from a registered player of Northern Cape Chess and Chess South Africa; Be bound by the decisions of the tournament director and the chief arbiter of the tournament Players should ensure that any problems, social or otherwise that may occur during tournaments, must be brought to the immediate attention of the tournament director and the chief arbiter immediately and in strict confidence Any contravention of the above may result in: Further participation in tournaments be immediately suspended; and/or Being barred from selection to represent the Northern Cape Province in a junior event; and/or Revocation of Regional/Provincial colours; 10. Northern Cape Chess Code of Conduct for Officials Any official (arbiter/assistant arbiter/manager/coach) representing the Province and Northern Cape Chess agrees to the following: Represent himself/herself to the best of his/her ability; Conduct herself/himself in a manner which will bring credit to the role she/he is fulfilling, to Northern Cape Chess and Chess South Africa Abide, at all times, by the rules and regulations of the organisers, FIDE and Chess South Africa, including but not limited to the FIDE laws of chess, the rules of the tournament and any team rules as laid down by the Organisers; Accept and abide at all times by the decisions of the Arbiters and Organisers; Act at all times in the best interests of chess and as expected from a registered member of CHESS South Africa; Bring any problems that may occur during the tournament to the immediate attention of the chief arbiter or tournament director who will address it accordingly and where required in strict confidence. 10

12 11. Requirements for Reporting CHESS South Africa Every Ordinary Member shall submit to the General Secretary annually, by no later than a date stipulated by EXBO Proof of the democratic election of the office bearers of Northern Cape Chess and the office bearers of the Regional Chess Bodies falling within its area of jurisdiction; and Proof of the number of active chess players, arbiters, trainers and administrators within the Province and within each Region falling within its area of jurisdiction Quarterly progress reports on general progress and the development of the game of chess in the province Department of Sport, Arts and Culture (DSAC) Northern Cape Chess must provide financial audit reports of its financial affairs to DSAC for monitoring and intervention purposes Northern Cape Chess must provide their term of office period with AGM dates including the same for their district structures Northern Cape Chess must provide on a quarterly basis updated database information on the following: Infrastructure utilisation/ new proposals on needs analysis Executive list contact persons and contact details Information on technical officials qualification level of coaches, arbiters and administrators Athlete profiles talented and elite athletes Distribution of equipment and attire Establishment of new clubs Northern Cape Chess must also provide monthly reports on leagues. Reports for the leagues must include league matches report (all matches played during a month), results, weekly logs, team lists (signed by players), reports from arbiters Northern Cape Chess must also provide monthly reports on tournaments. Reports on tournaments must include events reports (results and official programmes), team lists (signed by players), programme, fixtures Northern Cape Chess must also provide quarterly reports on training and skills development Northern Cape Chess must also provide a monthly report on achievements, challenges and infrastructure requirements Northern Cape Chess Roles and responsibilities of members of the Executive Committee A Terms of Reference for the Executive Committee of Northern Cape Chess must be developed in accordance to relevant sections in the Constitution of Northern Cape Chess All developed and approved Terms of References must be uploaded on the official website of Northern Cape Chess for transparency and accountability All Terms of References developed for any Northern Cape Chess committee, including the one for the Executive Committee, are deemed to be part of these Rules and Regulations and are therefore annexures of this document Technical Committee Reports Each technical committee must develop a terms of reference that is aligned to the relevant objectives contained in the Constitution of Northern Cape Chess within one month of the appointment of such committee by the EXECUTIVE COMMITTEE of Northern Cape Chess Each technical committee must develop an action plan at the beginning of each financial year that depicts costed, measurable targets with clear time frames that are realistic and aligned to the relevant objectives in the Constitution of Northern Cape Chess Quarterly progress reports on targets and activities outlined in the action plan of the committee must be submitted to the Executive Committee of Northern Cape Chess 11

13 Each technical committee must provide written advice/comments upon request from the Executive Committee of Northern Cape Chess Regions Regions are to provide the following reports to Northern Cape Chess: Proof of the democratic election of the office bearers of in Regions Proof of the number of active chess players, arbiters, trainers and administrators within each Region Quarterly progress reports on general progress and the development of the game of chess in the region Action plan at the beginning of each financial year that depicts costed, measurable targets with clear time frames that are realistic Quarterly progress reports on targets and activities outlined in the action plan of the region Regions must provide financial audit reports of its financial affairs to DSAC for monitoring and intervention purposes Regions must provide their term of office period with AGM dates Regions must provide on a quarterly basis updated database information on the following: Infrastructure utilisation/ new proposals on needs analysis Executive list contact persons and contact details Information on technical officials qualification level of coaches, arbiters and administrators Athlete profiles talented and elite athletes Distribution of equipment and attire Establishment of new clubs Regions must also provide monthly reports on leagues. Reports for the leagues must include league matches report (all matches played during a month), results, weekly logs, team lists (signed by players), reports from arbiters Regions must also provide monthly reports on tournaments. Reports on tournaments must include events reports (results and official programmes), team lists (signed by players), programme, fixtures Regions must also provide quarterly reports on training and skills development Northern Cape Chess must also provide a monthly report on achievements, challenges and infrastructure requirements Clubs Clubs must provide quarterly progress reports on general progress and the development of the game of chess in the club. Reports should include agendas, minutes and signed attendance registers of regular club meetings Clubs must also provide monthly reports on leagues. Reports for the leagues must include league matches report (all matches played during a month), results, weekly logs, team lists (signed by players), reports from arbiters Clubs must also provide monthly reports on tournaments. Reports on tournaments must include events reports (results and official programmes), team lists (signed by players), programme, fixtures 12. Financial arrangements of Northern Cape Chess Purpose of these financial arrangements The purpose of these financial arrangements is to regulate the manner in which Northern Cape Chess, their Executive Committee and all parties associated with Northern Cape Chess deal with all aspects of financial matters that impact on the business of Northern Cape Chess Expenditure of the Executive Committee of Northern Cape Chess All expenses incurred by any member of the Northern Cape Executive Committee must be for the specific business of Northern Cape Chess, Chess South Africa and Northern Cape chess structures including school chess 12

14 All expenses incurred by any member the Northern Cape Executive Committee must be approved by the President of Northern Cape Chess or by the treasurer in his absence prior to the Chess SA Executive Committee member incurring the expense The President of Northern Cape Chess of the treasurer in his absence will provide approval in writing for the planned expense To lodge a claim for expenditure by a member of the Executive Committee, the member must produce the authority (written notice of the approval by the president or the treasurer) to make the expenses, all supporting receipts, proof of delivery/receipt of goods or services, proof of payment for the expense incurred, all filled in and signed off by the Executive Committee member on the prescribed Northern Cape Chess Reimbursement Claim form Any reimbursement claim by a member of Northern Cape Chess Executive Committee must be lodged with the treasurer of Northern Cape Chess within a fortnight of the expense occurring Any reimbursement claim by a member of the Executive Committee will only be considered in the name of the individual and not a company or business Similarly reimbursements, where approved, will only be made into the personal bank account of the member of the Executive Committee No reimbursements will be made unless these arrangements are strictly adhered to Travel and Accommodation Expenditure All travel and accommodation expenditure by any member of the Executive Committee of Northern Cape Chess must be approved by a unanimous decision of two thirds of the Executive Committee of Northern Cape Chess Requests for any travel and/or accommodation arrangements must be made at least two weeks prior for domestic travel Preferably all travel and accommodation arrangements will be made through the secretary of Northern Cape Chess alternatively by the treasurer of Northern Cape Chess All requests for travel, including air travel, will be done on the prescribed Northern Cape Chess Request for Travel form. The request must state the nature of Northern Cape and Chess South Africa business to be attended to, date, time and point of departure and destination. Similarly for return arrangements, information of date, time and point of return departure and return destination must be provided The invitation, programme or description of the event by the event organisers must accompany the Request for Travel form In the event that the member of the Chess SA Executive Board travels by road on any approved Northern Cape Chess or Chess SA business, then the discretion of two thirds of the Northern Cape Chess Executive Committee will prevail with respect to a comparative cost of alternative modes of transports, e.g. air, rail, coach, etc., and the least cost route principle will apply A member of the Executive Committee authorised to travel by road with his/her own vehicle will be reimbursed at a rate of R 3.00 per kilometre from agreed point of origin to agreed point of destination and vice versa as authorised In the event the member of the Executive Committee travels with other related parties to same destination for the same purpose, two thirds of the Executive Committee may exercise its discretion in applying a consideration of appropriating the cost reimbursement to the member of the Executive Committee as deemed equitable Any cost to be incurred should be in due regard of the limited fiscal resources of Northern Cape Chess Expenditure for Northern Cape Technical Officials Any cost to be incurred should be in due regard of the limited fiscal resources of Northern Cape Chess All travel, accommodation (where applicable), and direct costs for each appointed technical official (arbiter, head coach, administrators) for Northern Cape Chess activities, after approval by the president of Northern Cape Chess or the treasurer in his absence, will be borne by Northern Cape Chess Re-imbursements of any expenditure incurred by technical officials to be considered upon presentation of approval by the president of Northern Cape Chess or the treasurer in his absence. 13

15 Arbiters for provincial events should be remunerated in accordance to rates agreed at a national level Northern Cape Chess should pay a stipend to arbiters-in-training for their services rendered Bank account authorisations For monies withdrawn from any bank account, whether by cheque, EFT or other online payment method, the treasurer and the secretary will jointly authorise each transaction The authorised persons for bank account payments are: The treasurer; The secretary, alternatively (in the absence of the secretary) the President Each payment made must be supported by an invoice, receipt or other appropriate documentation and the authorisations must be attached to this documentation prior to payment Bank account transactions All deposits received must be banked the next working day (or within two of days if a weekend) from receipt Unallocated direct deposits of more than one month will be investigated fully to determine source of deposit. Where the source cannot be identified, the deposit will be allocated to up a suspense account to keep these funds separate and identifiable Cheques outstanding for more than twelve months (or in line with banks policy) will be reallocated back to the organisation through the financial system Procurement and purchasing arrangements No service provider or supplier may have any association with any member of the Executives or Regional Executives of Northern Cape Chess unless motivated to in writing and approved by at least two thirds majority of the Executive Committee of Northern Cape Chess Procurement from office bearers within the Northern Cape Chess community is discouraged to prevent any potential opportunities of collusion and/or accusations of favouritism, unless the nature of the services or goods cannot be sourced elsewhere within reasonableness All service providers must be approved by the Northern Cape Finance Committee prior to being registered/listed as a supplier on the supplier database of Northern Cape Chess All services, goods and/or commodities to be procured must be done with a 3 (three) quotation process All quotations must be in writing All service providers and suppliers must be appointed in writing The authorising signatory to all service providers and suppliers appointment is either the treasurer or in the absence of the treasurer, the secretary The Finance Committee will monitor the rotation of service providers Service provider or supplier quotations will not be accepted as an order to execute if not accompanied by a written appointment by the treasurer or alternatively the secretary on in the absence of the Treasurer All appointments of service providers and suppliers will only be with legally registered businesses Only individuals as specialist service providers or suppliers approved by the Northern Cape Finance Committee will be accepted to transact with Northern Cape Chess for the specialist service recognised No payments will be made if no original supporting documentation is availed All payments must be authorised by the Treasurer and the Executive Committee member responsible for the project/event/expense All payments of more than R500 must be made by EFT All financial records must be maintained for a minimum period of five years from the end of that financial period Hosting of provincial chess events 14

16 All provincial chess events are hosted and conducted under the auspices of Northern Cape Chess and provincial schools chess events are hosted in collaboration with Provincial School s Chess The tournament director is responsible for drafting a budget for each tournament and once the budget has been endorsed by the Finance Committee and approved by the Executive Committee of Northern Cape Chess, Northern Cape Chess will borne all costs thereto Cash prizes for Northern Cape tournaments will be 10% of the income generated from each section or age category Cash prizes for Northern Cape tournaments will be 15% of the income generated from senior player category Northern Cape Chess may, through the Events and Marketing Committee of Northern Cape Chess, elect to award the hosting of a provincial event(s) to a region (under the supervision of the provincial tournament director) through a tender process The tender process should be jointly managed by the Finance Committee and the Events/Marketing committee Alternatively, the Executive Committee of Northern Cape Chess in consultation with the Events Committee may elect to award the hosting of an event to a region/an individual/associate member/club under the auspices of Northern Cape Chess The provincial tournament director of any provincial event whether hosted by a region or a club, shall be part of the LOC for the event The convenor of the event will be responsible for managing the approved/agreed budget for the event Expenditure not in accordance with the approved/agreed budget will not be tolerated Any deviations from the approved/agreed budget must first be approved by the Events Committee and the LOC members All financial transactions of a provincial chess event will be conducted through the bank account of Northern Cape Chess All income for/from the event, whether cash, EFT, bank transfers, or by any other means must be transacted through the bank account of Northern Cape Chess Cash received as payment, e.g. entry fee, accommodation costs, etc., cannot be held on hand and must be accounted for through the bank account of Northern Cape Chess The event financial manager is responsible to ensure that all procurement expenditure for the event is conducted as set out in paragraph 11.7 (Procurement and purchasing arrangements) The event financial manager is responsible for all financial record keeping and supporting documentation for the event, which must be available upon request to Northern Cape Chess and its Finance Committee at any time Weekly financial reports by the event financial manager must be submitted to Events Committee. These reports must also be signed off of by the convenor of the event All event financials will be available at all times to Chess SA Finance Committee The event close out report will include a full event income & expenditure statement, all ledgers, Trial Balance and Balance Sheet. 13. Aw arding of Northern Cape Provincial Colours Awarding of Northern Cape Provincial Colours for chess will be done in accordance of section 4 (2) (g) of the Northern Cape Sport and Recreation Authority Act (Act 4 of 2015). 14. Aw arding of Northern Cape Chess Aw ards Aw ards for Junior Chess Players Northern Cape Chess Junior Player of the Year this award will be based on the overall performance of a junior player at provincial, national and international level Best player in the SAJCC this ward will be per age group that managed to accumulate the most points in his/her team event for Northern Cape Chess Best development player this award will be based on the junior player who have demonstrated the best improvement as a chess player for the year Aw ards for Senior Chess Players 15