Our Constitution
Note: In accordance with the resolution at SCF’s AGM on 24 September 2022, the amended constitution’s Governing Board composition (Articles 18-31) will take effect only from the next AGM onwards. In the meantime, the existing SCF Board composition (as dictated by the previous constitution) will remain in place.
SINGAPORE CHESS FEDERATION CONSTITUTION
1 NAME
1.1 The association/federation shall be known as “Singapore Chess Federation (Persekutuan Chatur Singapura)” hereinafter referred to as “SCF”.
2 DEFINITIONS
2.1 In this Constitution words importing the singular include the plural and vice versa, and words importing any gender include the other genders.
2.2 In this Constitution unless the context requires otherwise:
2.2.1 “Advisor” means an advisor to SCF appointed in accordance with Article 31.
2.2.2 “Affiliate Member” means a Full Member and Associate Member admitted to SCF in accordance with Articles 9 and 10 respectively.
2.2.3 “AGM” means the Annual General Meeting of SCF members required to be held by SCF in each calendar year.
2.2.4 “Appointed Board Member” means a SCF Board Member appointed under Article 23.
2.2.5 “Associate Member” means an entity admitted as a Member of SCF in accordance with Article 10.
2.2.6 “Authorised Delegate” means a person authorised by a Full Member to attend a General Meeting of SCF and to speak and vote on its behalf at such meetings.
2.2.7 “Authorised Representative” means a person appointed by an Associate Member to attend a General Meeting of SCF.
2.2.8 “Board” means the body consisting of Elected and Appointed Board Members that governs SCF.
2.2.9 “Board Committee” means a committee established under Article 29.
2.2.10 “Board Member” means a member of the SCF Board and includes Elected Board Members and Appointed Board Members.
2.2.11 “Board Members” means all or some of the Board Members of SCF acting as a board.
2.2.12 “By-law” means a by-law made under Article 34.
2.2.13 “CEO” means a person appointed as Chief Executive Officer or their equivalent by the Board according to the powers conferred on them by Article 32.
2.2.14 “Constitution” means this constitution as amended from time to time, and a reference to an article is a reference to an article of this Constitution.
2.2.15 “Discipline” means a chess sport programme defined by FIDE and accepted by SCF as a program under its jurisdiction. “FIDE” means the International Chess Federation, an international organization based in Switzerland that connects the various national chess federations and acts as the governing body of international chess competition.
2.2.16 “Elected Board Member” means a SCF Board Member elected under Article 22.
2.2.17 “EGM” means an Extraordinary General Meeting of SCF members called in accordance with Article 15.
2.2.18 “Family Members” means a person’s child, sibling, parent, spouse, spouse’s parent, spouse’s sibling, grandparent, or grandchildren.
2.2.19 “Full Member” means an entity admitted as a Member of SCF in accordance with Article 9.
2.2.20 “General Meeting” means a general meeting of SCF Members and includes the AGM and EGM.
2.2.21 “IHLs” means Institutions of Higher Learning such as Institutes of Technical Education, Polytechnics and Universities that are under the purview of the Ministry of Education of Singapore.
2.2.22 “Independent Member” means an Appointed Board Member who is defined as being independent under Article 23.3.
2.2.23 “Individual Member” means a person admitted as a Member of <NSA Acronym> in accordance with Article 11.
2.2.24 “Key Office- Bearer” means a person who holds the position of President, Deputy President, Secretary General, Treasurer or any other key appointment in the SCF Board.
2.2.25 “Member” means a member of SCF in accordance with Article 8.
2.2.26 “Objects” means the objects of SCF set out in Article 7.
2.2.27 “Patron” means a patron of SCF appointed in accordance with Article 31.
2.2.28 “Policy” means a policy made under Article 34.
2.2.29 “Special Resolution” means a resolution that must be passed by two-thirds (2/3) of the members present at a General Meeting who are entitled to vote in accordance with this Constitution.
2.2.30 “International Chess” means the sport of international chess, including all the disciplines.
2.2.31 “International Chess Events” means competitions, championships, demonstrations, exhibitions and any other events relating to <Sport Name>international chess.
2.2.32 “Trustee” means a Trustee of SCF appointed in accordance with Article 40.
2.2.33 “Voting Members” means all Full Members eligible to vote at a General Meeting.
3 PLACE OF BUSINESS
3.1 The place of business of SCF shall be at “51 Bishan Street 13, #02-01A, Singapore 579799” or such other place as may from time to time be decided by the Board, subject to the approval of the Registrar of Societies. SCF shall carry out its activities only in places and premises which have the prior written approval from the relevant authorities, where necessary.
4 AFFILIATION
4.1 SCF shall be affiliated to FIDE, the Singapore National Olympic Council (hereinafter referred to as “SNOC”), and such other recognised bodies as the Board may deem necessary.
5 AUTHORITY
5.1 SCF shall strive for government and public recognition as the national governing body and authority for the sport of international chess in Singapore by virtue of SCF’s affiliation to FIDE and SNOC, and through endeavours that further the Objects of SCF.
6 INCLUSIVITY
6.1 SCF shall be inclusive and shall integrate into SCF’s activities any adaptive form of international chess for people with disabilities that has been approved by FIDE or the International Paralympics Committee.
7 OBJECTS
7.1 The objects of SCF shall be as follows:
7.1.1 Promote, develop and increase participation for the sport of international chess in Singapore.
7.1.2 Promote physical activity for health and wellness, foster community engagement and bonding for social inclusiveness and integration, and inspire the Singapore Spirit through the sport of international chess.
7.1.3 To engage communities and provide access to the sport of international chess to vulnerable segments of the community such as youth at risk and the less privileged.
7.1.4 Unify, co-ordinate, sanction and organise international chess activities in Singapore, including national and international tournaments and events with respect to international chess.
7.1.5 Raise the competitive standards of international chess athletes in Singapore for sustainable elite level performance at international competitions and multi-sport major games.
7.1.6 Provide sport pathways and opportunities for the progression and advancement of international chess athletes, coaches and technical officials in Singapore.
7.1.7 Raise the technical capability of international chess coaches and technical officials in Singapore.
7.1.8 Do all things complementary or incidental to attain the aforesaid objects in Articles 7.1.1 to 7.1.7.
8 MEMBERSHIP
8.1 SCF’s membership shall consist of Full Members and Associate Members (collectively “the Members”).
8.2 The list of the approved and most current Full Members and Associate Members shall be posted on SCF’s official website.
8.3 SCF individual members who were Life Members as of 1st April 2022 who meet the criteria for Full Members will be converted to Full Members and shall have the annual membership fees waived for life, and SCF Life Members who do not meet the criteria for Full Members will be converted to Associate Members and shall have the annual membership fees waived for life.
8.4 SCF affiliation members who were Affiliation Members as of 1st April 2022 will be converted to Associate Members.
9 FULL MEMBERS
9.1 Full Members are individuals converted to Full Members under Article 8.3 or individuals registered as members with the SCF who meet the following criteria:
9.1.1 Singapore Citizen or Singapore Permanent Resident
9.1.2 Twenty-one (21) years of age or above as of 1st January
9.1.3 Willing to observe the rules and regulations of the SCF and not in default of payment of the membership fee
9.1.4 Shall have participated in or organised competitions, programmes, courses and activities organised or sanctioned by the SCF within the last twenty-four (24) months preceding the date of membership application or renewal.
9.2 Full Members shall have full voting rights at SCF General Meetings.
9.3 Full Members shall be approved by the Board, and may be removed by the Board in the event of non-compliance with any of the criteria set out in Article 9.1. The Board shall further have full discretion to move a Full Member to Associate Member if it deems that the criteria in Article 9.1 ceases to be satisfied or to move an Associate Member to Full Member if the criteria in Article 9.1 is satisfied.
10 ASSOCIATE MEMBERS
10.1 Associate Members shall be:
10.1.1 Patrons and Advisors appointed pursuant to this Constitution.
10.1.2 Individuals registered as members with the SCF who are persons below twenty-one (21) years of age who are willing to observe the rules and regulations of the SCF and not in default of payment of the membership fee. Applicants who are below eighteen (18) years of age must have the written consent of their parent or guardian.
10.1.3 Legal entities, organisations, clubs, institutions, schools, academies and international chess teams that are willing to observe the rules and regulations of the SCF but not eligible for Full Membership.
10.1.4 Associate Members arising from the implementation of Article 8.3 and 8.4.
10.1.5 Individuals registered as members with the SCF who are willing to observe the rules and regulations of the SCF and not in default of payment of the membership fee, but who do not meet the criteria to be Full Members.
10.2 Associate Members shall have no voting rights at SCF General Meetings.
10.3 All Associate Membership shall be approved by the Board.
12 APPLICATION FOR MEMBERSHIP
12.1 All membership applications shall be submitted to the Secretary General as prescribed by the SCF.
12.2 Application for membership may be rejected on any of the following grounds:
12.2.1 The applicant does not satisfy all the relevant membership criteria set out in the relevant membership category in this Constitution;
12.2.2 The applicant has been convicted of an offense involving moral turpitude, declared a bankrupt, wound up or dissolved;
12.2.3 Where accepting the applicant would in the Board’s absolute discretion be deemed grossly prejudicial to the interest of the SCF as a whole.
13 MEMBERSHIP FEES
13.1 Members shall pay a one-time membership entrance fee and an annual membership renewal fee as determined by the Board from time to time. Membership renewal fees shall be paid by 1st April of each year.
13.2 The Board may suspend members who have membership renewal fee arrears of one (1) month or more. Suspended members shall not be entitled to any of the rights and privileges of membership including voting rights at General Meetings.
13.3 The Board may terminate members who have membership renewal fee arrears of more than one (1) year. Terminated members may only apply to be reinstated as a member after a lapse of one (1) year.
13.4 The list of suspended and terminated members shall be posted on SCF’s official website along with the effective date of their suspension or termination.
13.5 The income and property of SCF whensoever derived shall be applied towards the promotion of the objects of the SCF as set forth in this Constitution and no portion thereof shall be paid or transferred directly or indirectly by way of dividend or bonus or otherwise howsoever by way of profit to the persons who at any time are or have been members of the SCF or to any of them or to any person claiming through any of them.
14 ANNUAL GENERAL MEETINGS
14.1 The supreme authority of the SCF is vested in a General Meeting of the members. The Annual General Meeting (AGM) shall be held in the third quarter of the calendar year, and not later than 30 September each year.
14.2 If there are any unavoidable reasons for delay in holding the AGM by 30 September, the members shall be notified of the reason by 30 August through email or on the SCF’s official website. The AGM may be postponed to a later date if no more than one-third (1/3) of the Full Members raise any objections in writing to the SCF within seven days from the date of this notification.
14.3 At least twenty-one (21) days’ notice shall be provided to the Members, through email and SCF’s official website, specifying the place, date and time of the AGM.
14.4 Full Members who wish to table a resolution for the General Meeting’s approval must notify the Secretary General in writing at least fourteen (14) days before the date of the AGM.
14.5 The agenda for the AGM, the Board’s annual report and the audited financial statements for the preceding financial year, shall be forwarded to the members at least seven (7) days before the date of the AGM.
14.6 The business to be transacted at the AGM shall be:
14.6.1 To approve the annual report and the previous financial year’s audited financial statements.
14.6.2 To approve any resolutions tabled by Full Members in accordance with Article 14.4 or by the Board.
14.6.3 Where applicable, to appoint auditors for the ensuing term.
14.6.4 Where applicable, to approve or remove Full Members.
14.6.5 Where applicable, to approve the list of nominations received and to hold the election for Board Members.
14.7 No business other than that stated in the notice and agenda for the AGM shall be transacted at the General Meeting.
14.8 General Meetings may be conducted, wholly or partly, by electronic means. Members must at least be allowed to contemporaneously observe the proceedings of such meetings by audio and video means (e.g. “live” webcast) and to cast their vote electronically where required. Details on the arrangements for meetings to be conducted by electronic means shall be provided to members in the notice of the meeting.
15 EXTRAORDINARY GENERAL MEETINGS
15.1 An Extraordinary General Meeting (EGM) may be convened at any time by order of the Board or on receipt of a written requisition by at least 30 Full Members or one-third (1/3) of the Full Members on SCF’s membership register, whichever is lower. Such requisition shall state the business that is to be transacted at the requested EGM.
15.2 The Board shall convene the EGM within one (1) month of receiving the requisition. Full Members who requisitioned the EGM may proceed to convene the EGM if one is not convened by the Board and shall provide the relevant notice and agenda for the meeting to the Full Members.
15.3 At least fourteen (14) days’ notice shall be provided to Affiliates, through email and the SCF’s official website, specifying the place, date and time of the EGM along with the resolutions to be passed at the meeting.
16 ATTENDANCE AND QUORUM FOR GENERAL MEETINGS
16.1 All members of the SCF shall be eligible to attend General Meetings. Each Full Member is entitled to speak and vote at such meetings. Each Associate Member that is a non-individual member is entitled to have one (1) authorised representative to attend a General Meeting.
16.2 The names of the authorised representatives of Associate Members who will be attending the General Meeting shall be notified to the Secretary General at least three (3) days before the date specified for the General Meeting.
16.3 The Board may also invite various others including the SCF’s auditors, legal advisers and observers from the SCF’s stakeholders for General Meetings. Such invitees shall not participate in the proceedings of the General Meetings and may only address the meeting if deemed necessary by the Chairman or with the consent of the authorised delegates present at the meeting.
16.4 At least 30 Full Members or one-third (1/3) of the Full Members on SCF’s membership register, whichever is lower, present at a General Meeting shall form a quorum.
16.5 In the event of there being no quorum at the commencement of a General Meeting, the meeting shall be adjourned for half-an-hour and should the number then present be insufficient to form a quorum, those present shall be considered a quorum, but they shall have no power to amend or make addition to the existing Constitution.
17 ATTENDANCE AND QUORUM FOR GENERAL MEETINGS
17.1 Only Full Members shall be eligible to vote at General Meetings and for the election of Board Members.
17.2 Each Full Member shall have one vote.
17.3 Voting by proxy is not allowed at all General Meetings.
17.4 All resolutions, with the exception of special resolutions, shall be approved by a simple majority (i.e. more than half of the member present and entitled to vote). All special resolutions shall be approved by at least two-thirds (2/3) of the members present and entitled to vote.
17.5 Electronic voting shall be allowed for general meetings conducted by electronic means. Electronic voting can be by a physical or digital show of hands or by an online poll.
18 GOVERNING BOARD
18.1 The SCF shall be governed by a Board between Annual General Meetings. The Board shall have all the powers necessary to manage the affairs of the SCF other than those matters reserved for the Annual General Meeting’s approval.
18.2 The Board shall have five (5) elected Board Members, an Athlete Commission Chairman, and between three (3) appointed Board Members; and all of whom shall have the right to vote at Board Meetings.
18.3 More than half of the Board shall be comprised of Singapore citizens.
19 NOMINATION AND ELECTION
19.1 All nominations for the Board election must reach the SCF office at least fourteen (14) days before the AGM, and any nominations received thereafter shall be invalid.
19.2 All nominations shall be submitted in writing via prescribed forms and along with the required supporting documents as may be determined by the Board.
19.3 All nominations must be proposed by a Full Member and seconded by another Full Member.
19.4 Nomination forms shall include a declaration by the nominee of any personal or business interest that may be of concern to SCF or its members.
19.5 Nominated candidates must fulfil all the eligibility conditions in Articles 21 (Board Members) and 22 (Elected Board Members) respectively.
19.6 The voting eligibility of Full Members, their authorized delegates and the nominated candidates for the Board election shall be verified and confirmed by a panel comprising two (2) or more independent members from the Board.
19.7 The list of eligible nominees shall be published in the SCF’s official website and emailed to all Members at least ten (10) days before the AGM where the election is to be held.
19.8 The election shall be conducted or supervised by an independent member of the Board.
19.9 Election will be by secret ballot and the result shall be based on a simple majority of the votes cast.
19.10 Any tie in votes that affects the outcome of the election shall be resolved through a subsequent round(s) of voting. If the tie involves more than two (2) candidates, the candidate with the lowest number of votes shall be eliminated after each round.
19.11 If a tie persists after two (2) successive rounds of voting involving the same candidates, the Chairman who is presiding over the election shall decide to either exercise a casting vote, where the Chairman had been so empowered by the members, or draw lots to resolve the tie.
19.12 In any event, the Chairman shall not exercise the casting vote option if he has any conflict of interest in the choice of candidate.
19.13 The counting of the votes shall be overseen and verified by two (2) or more scrutineers from the members present at the AGM who are not contesting the election and/or the representatives from the SCF’s auditors and/or legal advisers who are present at the AGM.
20 KEY OFFICE–BEARERS
20.1 The Board shall elect from among themselves key office–bearers, who will minimally be the President, 2 Vice-Presidents, Secretary General and Treasurer following an AGM where an election is held or whenever a vacancy arises.
20.2 The President, Vice-Presidents and Secretary General shall be Elected Board Members who are Singapore Citizens or Singapore Permanent Residents, and shall be elected by the Elected Board Members.
20.3 The Treasurer should preferably have a recognized accounting qualification and / or appropriate practical experience.
20.4 The President should have served and made positive contributions to the sport of international chess and/or SCF as an ex-athlete, official or elected Board member, or should be a prominent individual of good standing within the sport and / or community.
21 BOARD MEMBERS
21.1 Board members shall at least be twenty-one (21) years of age and shall be Singapore citizens or Singapore Permanent Residents.
21.2 Board members shall not be Individuals who are disqualified from serving on the Board of charities or companies pursuant to the Charities Act and Companies Act or have past convictions for offences for which criminal record cannot be spent pursuant to the Registration of Criminals Act (Third Schedule).
21.3 Board members shall not be serving a suspension or ban from FIDE or other regulatory authority.
21.4 Board members shall be persons of good character with the relevant experience and credentials.
21.5 Board members shall neither be a paid employee of SCF nor have a family member who is a paid employee of SCF.
21.6 No more than three (3) of the Board members shall be family members, and such relationships must be declared upfront in the nomination and before the Board election.
21.7 Any change of Board members shall be notified to the Registrar of Societies and the Commissioner of Charities within two (2) weeks of the change.
22 ELECTED BOARD MEMBERS
22.1 An Elected Board Member shall be a Full Member of SCF who is duly elected by the voting members at an AGM.
22.2 Elected Board Members shall act in the best interest of SCF and not do anything to bring the SCF into disrepute.
22.3 The Board may at any time appoint a suitable person to fill a position vacated by an Elected Board Member for the remaining term of office for the vacated position.
22.4 Where more than half of the Elected Board Member positions become vacant, the Board shall convene a General Meeting (EGM or AGM), within two months from the positions becoming vacant, in order to elect the replacements for the remaining period of office.
23 APPOINTED BOARD MEMBERS
23.1 The Elected Board Members will appoint three (3) other Board members to ensure an appropriate balance and diversity of skills, experience and gender within the Board.
23.2 Appointed Board Members shall preferably be from the legal, accounting or medical profession or shall be experts in other relevant fields including marketing, event management or coach education.
23.3 At least one appointed Board Members shall be an independent member who is not a registered member of the SCF and who does not have any vested interest in the affairs or business of the SCF.
23.4 The Board may at any time appoint a suitable person to fill a position vacated by an Appointed Board Member for the remaining term of office for the vacated position.
23.5 The Board shall have the power to remove an Appointed Board member before the expiration of his term of office and may appoint another person in his stead for the remaining term of his office.
24 BOARD TENURE
24.1 The term of office of Elected Board members shall be two (2) years. All Elected Board members, except the Treasurer, may be re-elected for a consecutive term of office.
24.2 The term of office of Appointed Board Members shall be up to two (2) years. All Appointed Board Members may be re-appointed for a consecutive term of office.
24.3 A Board Member may only hold the appointment of Treasurer for a maximum of four (4) consecutive years and may only be considered for re-appointment as a Treasurer after a lapse of at least two (2) years.
25 BOARD ROLE AND POWERS
25.1 The role and powers of the Board shall be as follows:
25.1.1 Provide stewardship and trusteeship on behalf of members and be responsible for ensuring that SCF remains viable and effective in the present and for the future.
25.1.2 Provide strategic leadership, set objectives, and ensure that the necessary plans, policies, programs and resources are in place for SCF to meet its objectives.
25.1.3 Ensure all legal and statutory obligations are met and all constitutional and governance requirements are complied with.
25.1.4 Establish a framework of prudent and effective controls which enables risk to be assessed and managed, including safeguarding of SCF’s assets and the public funds it receives.
25.1.5 Set SCF’s values and standards and ensure that obligations to members and other stakeholders are understood and met, and address all disciplinary issues that arise.
25.1.6 Be responsible for the appointment of the CEO and other senior management employees of SCF and provide them with clearly documented roles, responsibilities and accountabilities.
25.1.7 Review management and Board performance periodically.
25.1.8 Manage conflict of interest and take appropriate measures to ensure that SCF is protected against any personal or business interests of Board members and employees of SCF.
25.1.9 Identify and sufficiently engage the key stakeholder groups of SCF and seek their views and feedback on SCF’s strategies and policies.
25.1.10 Consider financial sustainability, social issues and environmental factors as part of its strategy and policy formulation.
25.1.11 Raise funds for SCF and approve any expenditure from the funds and / or reserves of SCF for SCF’s activities, subject to clause 25.1.12.
25.1.12 Decisions that involve the acquisition and disposal of immovable properties or assets, and expenditures of significant value that draws on the NSASCF’s financial reserves (i.e. more than 10% of reserves or $0.25M whichever is higher) should be approved at a General Meeting by a special resolution.
26 DUTIES OF OFFICE–BEARERS
26.1 The President shall chair all General and Board meetings. The President shall also represent the SCF in all matters with outside persons.
26.2 One of the Vice Presidents nominated by the President shall assist the President and deputise for him in his absence.
26.3 The Secretary General shall ensure that all records of the SCF except financial, are kept safely and shall be responsible for their correctness. He shall ensure that the minutes of all General and Board meetings are recorded correctly. He shall also ensure that an up-to-date Register of Members is maintained at all times.
26.4 The Treasurer shall:
26.4.1 Be responsible for the funds of the SCF.
26.4.2 Keep an account of all monetary transactions and shall be responsible for their correctness.
26.4.3 Report on the financial status of <NSA Acronym>SCF at Board meetings and present audited financial reports at AGMs.
26.4.4 Not hold office in the Audit Committee.
26.5 The Board shall establish and approve the authorised signatory framework for all cheques, electronic or online payments for withdrawals from the bank.
26.6 All other Board Members shall assist in the management of the SCF and perform duties assigned by the Board from time to time.
27 BOARD MEETINGS
27.1 A Board Meeting shall be held as often as deemed necessary, and at least once every two (2) months after giving at least seven (7) days’ notice to Board Members.
27.2 A Board Member who is absent for three (3) consecutive Board meetings without any reasonable excuse accepted by the Board shall be deemed to have withdrawn from the Board.
27.3 At least half of the Board members must be present to form a quorum and for the meeting proceedings to be valid. This will include Board members who participate in the meeting via telephone or video conferencing.
27.4 Voting at Board meetings shall be by show of hands unless the meeting decides otherwise by a majority vote for a secret ballot. All Board members, including the Appointed Board Members, shall have one (1) vote each at Board Meetings.
27.5 Board Members who are not present at a meeting may write in prior to the meeting or call in during the meeting to vote on resolutions or required decisions circulated prior to the meeting.
27.6 The Chairman of the Board meeting shall have a casting vote (i.e. second vote) in the event of a tie in the votes.
28 CIRCULAR RESOLUTIONS
28.1 The Board may by a circular resolution decide on any matters of the SCF as stated within its powers under this Constitution. Such circular resolutions shall be as effective as a resolution passed at a Board meeting duly convened and held.
28.2 The Secretary General or CEO shall circulate such resolutions for the Board Members’ approval upon the request by any of the Board Members who shall have a seconder for the same.
28.3 The circulation of such resolution(s) shall be relayed to Board Members by any acceptable means of communication adopted by the Board, including via email.
28.4 A circular resolution shall be carried upon acceptance by a simple majority of members from the Board and shall be tabled and ratified at the following Board meeting.
29 BOARD COMMITTEES
29.1 The Board may appoint Board Committees comprised of the SCF members and/or independent experts to assist the Board in the management and administration of the SCF.
29.2 The Board may delegate to such Board Committees such powers as it deems necessary.
29.3 The Board shall minimally appoint the following Board Committees with the appropriate terms of reference:
29.3.1 Audit Committee
29.3.2 Selections Committee
29.3.3 Appeals Committee
29.3.4 Disciplinary Committee
29.4 The Audit Committee, Selections Committee, Appeals Committee and Disciplinary Committee shall comprise of at least three (3) persons appointed by the Board. Each of these four (4) Board Committees shall have no more than two-thirds (2/3) of its members from the Board.
30 ATHLETES COMMISSION
30.1 The SCF shall establish an Athletes Commission (AC) with the view to providing a process to promote open communication with the athletes.
30.2 The AC shall comprise of no more than five (5) elected members, who are either past or present national international chess athletes, including the Chairman who must be a former National athlete in international chess.
30.3 The Chairman and members of the AC shall be elected by the Board.
30.4 The term of office of the AC members and their term limits, if any, shall follow that of the Board.
30.5 The Chairman of the AC shall be appointed as a Board member with voting rights and shall represent the AC in the Board until the expiry of his term as Chairman of the AC.
31 ADVISORS AND PATRONS
31.1 The Board may appoint Advisors and/or Patrons who may or may not be a Member of the SCF to advise the Board in such matters as and when the Board deems necessary. Following appointment as an Advisor or Patron, the person will be automatically enrolled as an Associate Member during his/her term as an Advisor or Patron if he/she is not already an Associate Member or Full Member.
31.2 The Advisors and Patrons so appointed shall have no voting rights in the Board.
31.3 Patrons may be invited by the President and/or the Board to chair a General Meeting of the SCF in which case the Patron shall have no voting rights.
32 CHIEF EXECUTIVE OFFICER
32.1 The Board may appoint a Chief Executive Officer (“CEO”) or an equivalent to lead the SCF management and secretariat staff.
32.2 The CEO shall hold office on the terms and conditions (including as to remuneration) and with the powers, duties and authorities, determined by the Board.
32.3 The exercise of the CEO’s powers and authorities, and the performance of the CEO’s duties, shall always be subject to the control of the Board.
32.4 The role of the CEO will be to implement the strategies, plans and policies approved by the Board and to be responsible for the management and direction of the SCF and its finances.
32.5 The CEO shall attend all SCF meetings including General Meetings and Board meetings, subject to a determination otherwise by the Board. The CEO shall not have a vote at these meetings but may speak on any matters where required.
32.6 Subject to the terms and conditions of the appointment, the Board may suspend or remove the CEO from that office.
33 AUDIT AND FINANCIAL YEAR
33.1 A firm of Public Accountants and Chartered Accountants shall be appointed as auditors at each AGM for the next financial year and shall be eligible for reappointment.
33.2 The auditor shall be changed at least once every 5 years, whether to another auditor from the same auditing firm or company or to another auditor from a different auditing firm or company.
33.3 The auditors may be required by the President to audit SCF’s accounts for any period within their tenure of office at any date and make a report to the Board.
33.4 The auditors will be required to audit each financial year’s accounts and present a report upon them to the AGM.
33.5 SCF’s financial year shall be from 1st April of each year to 31st March the following year.
34 POLICIES AND BY-LAWS
34.1 The Board shall have the power to approve, create, alter or revoke by-laws, policies, regulations, procedures and practices in relation to the management and administration of the SCF as it deems fit.
34.2 Such by-laws, policies, regulations, procedures and practices from time to time in force shall not be inconsistent with the provisions of this Constitution.
34.3 If there is inconsistency, the provisions of the Constitution shall prevail, and that by-law, policy, regulation, procedure or practice shall to the extent of the inconsistency be void.
34.4 When in force, such by-laws, policies, regulations, procedures and practices shall be binding on all Members and has the same effect as a provision in this Constitution.
35 CONFLICT OF INTEREST
35.1 Board members shall act in the best interests of the SCF, and the Board shall set clear policies, procedures and take appropriate measures to declare, prevent and address any conflict of interest that may arise.
35.2 Whenever a member of the Board is in any way, directly or indirectly, has an interest in a transaction or project or other matter to be discussed at a meeting, the member shall disclose the nature of his interest before the discussion on the matter begins. The Board Member concerned shall then offer to withdraw and leave the meeting and not participate in the discussion or vote on the matter. The Board shall decide if this should be accepted.
36 ANTI-DOPING & PREVENTION OF COMPETITION MANIPULATION
36.1 The SCF shall recognise the right of all its athletes to participate in clean sport and is committed to ensuring the sport is doping-free and is free of any manipulation of competitions.
36.2 All affiliates, members, athletes, participants, staff and other individuals, who are subject to the jurisdiction of the SCF are bound by and agree to abide by all World Anti-Doping Code-compliant anti-doping rules applicable to the sport and to comply with the Olympic Movement Code on the Prevention of Manipulation of Competitions.
37 SAFE SPORT
37.1 The SCF shall be committed to ensuring the safety and wellbeing of international chess athletes and practitioners in Singapore and shall take all necessary measures to protect them from all forms of harassment and abuse.
38 DISPUTE RESOLUTION
38.1 Any dispute arising amongst Members or between any Member and the SCF shall be resolved in accordance with the Framework for Alternative Dispute Resolution for Sports (ADR Sports) or other dispute resolution framework jointly administered for the time being by Sport Singapore, the Singapore Mediation Centre and the Singapore Institute of Arbitrators.
39 PRESS RELEASE
39.1 Only the President or his/her delegate shall be entitled to give press releases relating to matters concerning the SCF.
40 TRUSTEES
40.1 If the SCF at any time acquires any immovable property, such property shall be vested in trustees subject to a declaration of trust.
40.2 The trustees of the SCF shall:
40.2.1 Not be more than four (4) and not less than two (2) in number.
40.2.2 Be elected by a General Meeting of members.
40.2.3 Not effect any sale or mortgage of property without the prior approval of the General Meeting of members.
40.3 The office of the trustee shall be vacated:
40.3.1 If the trustee dies or becomes of unsound mind.
40.3.2 If he is absent from the Republic of Singapore for a period of more than one (1) year.
40.3.3 If he is guilty of misconduct of such a kind as to render it undesirable that he continues as a trustee.
40.3.4 If he submits notice of resignation from his trusteeship.
40.4 Notice of any proposal to remove a trustee from his trusteeship or to appoint a new trustee to fill a vacancy must be given by posting it on the SCF’s notice board and / or on the SCF’s website at least two (2) weeks before the General Meeting at which the proposal is to be discussed. The result of such General Meeting shall then be notified to the Registrar of Societies and Commissioner of Charities.
40.5 The address of each immovable property, name of each trustee and any subsequent change must be notified to the Registrar of Societies and Commissioner of Charities.
41 VISITORS AND GUESTS
41.1 Visitors and guests may be admitted into the premises of the SCF but they shall not be admitted into the privileges of the SCF. All visitors and guests shall abide by the SCF’s rules and regulations.
42 PROHIBITIONS
42.1 The funds of the SCF shall not be used to pay the fines of members who have been convicted in the court of law.
42.2 The SCF shall not engage in any trade union activity as defined in any written law relating to trade unions for the time being in force in Singapore.
42.3 The SCF shall not indulge in any political activity or allow its funds and/or premises to be used for political purposes.
42.4 The SCF shall not raise funds from the public for whatever purposes without the prior approval in writing of the Assistant Director Operations, Licensing Division, Singapore Police Force and other relevant authorities, where necessary.
43 CESSATION OF CHARITY STATUS
43.1 In the event that the SCF ceases to be a registered charity under the Charities Act, all debts, liabilities legally incurred on behalf of the SCF shall be fully discharged, and the remaining funds will be donated to charitable organization(s), or Institution(s) of a Public Character, when the SCF is an Institution of a Public Character, as the case may be, with similar objectives in Singapore which is (are) registered under the Charities Act as the members of the SCF may determine at the General Meeting.
44 DISSOLUTION
44.1 The SCF shall not be dissolved except with the consent of not less than three-fifths (3/5) of those entitled for the time being to vote at General Meetings.
44.2 In the event of the SCF being dissolved as provided above, all debts and liabilities legally incurred on behalf of the SCF shall be fully discharged, and the remaining funds will be donated to charitable organization(s), or Institution(s) of a Public Character, when the SCF is an Institution of a Public Character, as the case may be, with similar objectives in Singapore which is(are) registered under the Charities Act, as the members of the SCF may determine at the General Meeting.
44.3 A Certificate of Dissolution shall be given within seven (7) days of the dissolution to the Registrar of Societies and Commissioner of Charities.
45 AMENDMENTS TO CONSTITUTION
45.1 No alterations, amendments or additions/deletions to this Constitution shall be made except at a General Meeting and by a special resolution.
45.2 Such alterations, amendments or additions/deletions shall only take effect after the approval from the Registrar of Societies and the Commissioner of Charities has been received.
45.3 Any proposal to amend the Constitution shall be notified in writing to the SCF at least fourteen (14) days before the General Meeting together with a copy of the proposed amendments.
46 MATTERS NOT PROVIDED FOR
46.1 In all matters not provided for in this Constitution or doubts on the proper interpretation of the Articles in this Constitution, the decision of the Board shall be final unless it is reversed at a General Meeting of members.
Amended on 14 & 21 January 2001, 30 November 2003, 26 June 2004, 29 June 2009, 02 August 2015, 28 April 2023.