Regulation No. 2

The Directors and Officers Responsibilities Regulations

Made by the Board of English Chess Federation (ECF) on 17th March 2007 pursuant to Article 82 of the Articles of Association of English Chess Federation Amended for consideration at the Annual Finance Council Meeting on 28th April 2007

1. The Directors, the Secretary, the FIDE Delegate, the Chairmen of the Standing Committees and all Managers and Officers work together under the guidance of the Council, to the general benefit of English chess and the ECF. They provide to the ECF Council annual reports, strategic plans and a financial budget. They ensure the ECF’s services are available without discrimination and promote equal opportunities.

CRB Enhanced Disclosures will be requested for all Directors and Managers

All Directors shall make every effort to attend meetings of the Board (approx. 6including conference calls) and of Council (usually 2).. Reasonable expenses may be claimed. If unable to attend a meeting of the Board, Directors may formally appoint an Alternate, in accordance with the Articles, who will be in a position to report on any outstanding actions to be undertaken by the Director and on other important current issues. Directors have a duty to respond with due diligence to communications from other members of the Board, members of the Federation and the general public.

All Directors and Managers will settle financial affairs with the Federation and hand over files relating to their duties within 28 days of leaving office.

The directors of Home Chess and Junior Chess must prepare and keep updated a succession file, outlining important contact details, dates etc, to be handed over when they leave post.

2. The Responsibilities of the Directors are as follows:

President:
Manages, with the assistance of the Chief Executive, and chairs meetings of the Council; acts as a focal point for the concerns of members and chess players generally; acts as an ambassador for the ECF. Takes the leading role in Government relations and other external affairs and, in so doing, liaises closely with the Chief Executive. Monitors compliance with all agreements between the ECF and Government, sponsors and other external bodies. Liaises with member organisations.

Provides overall management and direction of the ECF Office at Battle. Establishes objectives and standards of performance for the Manager of Finance and Management Services, the senior staff appointment. Identifies any staff training, development and welfare requirements. Brings forward recommendations to the Board on organisation, facilities, or staff changes.

Provides overall management and direction, with the Chief Executive, on ICT (Information & Communications Technology) policyIs a member of the Board Awards Committee.

Chief Executive:
Chairs meetings of the Board and manages the agenda and documentation for those meetings; assists the President in the preparation of the agenda for meetings of the Council. Appoints the Minutes Secretary for all meetings of both the Board and Council. Ensures he or she is au fait with the ECF Memorandum, Articles, Byelaws and Regulations.

Liaising closely with the President and the Director of Finance, takes the lead with the Board in the identification of corporate strategies and co-ordinates the production of the Strategic Planning documents . Acts, together with the President, as the ECF representative to the Department for Culture, Media and Sport and manages the timely production of reports to the Department to enhance and protect the annual government grant to the ECF.

Provides ‘hands on’ direction to and co-ordinates the activities of the Directors. Iis accountable to the Board and to the Council for the achievement by the Board of all plans. Ensures all decisions by the Board are followed through. Is ex officio a member of all Board Committees, with the exception of the Selection Committees. Monitors the activity of all Board Committees.

Is responsible for the work of the Manager of Women’s Chess and the Strategic Planning Officer. .

Other Executive Directors:
Fulfil their activities in accordance with their job description, paying due regard to the overall strategic objectives of the ECF and the Annual Business Plan. Communicate regularly with the Chief Executive.

Provide such services and undertake such activities as shall, from time to time, be approved by the Board. Provide annual reports to the ECF Council and a financial budget, and administer expenditure under the supervision of the Director of Finance. Provide details, as required by the Chief Executive, for the Annual Business Plan, the long-term Corporate Plan, the Annual Achievement Report and Review and other reporting requirements of the Department for Culture, Media and Sport.

Report to the next meeting of the Board any significant deviation from Plans or Budgets. Act at all times in accordance with Company Bye Laws and Board Regulations.

Ensure that up to date rules and information on all competitions etc., for which they are responsible, are provided to the Office in timely fashion for inclusion in ChessMoves and display on the ECF website

Director of Finance:
Manages the preparation of the annual statement of Accounts of the Company and presents it on behalf of the Board, duly audited, to the Annual Meeting of Council. Oversees the records kept by the ECF Office, ensures they are accurate and adequate for accounting purposes and for the preparation of VAT and other statutory returns. Guides the work of the accounting staff in the Office, prepares the Federation’s annual budget, in liaison with the individual ECF Directors, the Board and the Finance Committee. Produces for the Board periodic management information and forecasts of income and expenditure; takes remedial action, as may be required, in consultation with the Chief Executive and the Board. Is responsible for the collection of Game Fee by the Manager of Finance and Management Services and office staff and provides forecasts of Game Fee income. Evaluates the various risks to which the ECF is exposed and proposes to the Board the appropriate course of action, including, as appropriate, insurance. Provides general advice to the Federation on financial matters, taxation, statutory accounts and reporting requirements. Must possess an appropriate accounting qualification of which they must provide evidence.

Develops the ECF approach to membership (of all types), membership fees (including Game Fee) and benefits (including grading and representation) attaching to membership. Consults with Unions, Counties, Leagues and Congresses to ensure that plans are seen as feasible and can be implemented successfully.

Director of Home Chess:
Promotes and encourages participation in the Game Fee Scheme and develops appropriate strategies with the Director of Finance Works with the Director of Finance and ECF Office staff in resolving any problems that may arise in connection with the collection of Game Fee.

Has overall responsibility for the: National Counties Team Championships, National Club Championships, National Counties Team Rapidplay Championship, County and District Correspondence Championships, the Adjudication Service, Chess for the Disabled and Chess for Senior Citizens and the Master Points system. Provides delegates to appropriate bodies associated with the Federation such as the British Postal Chess Federation and the British Chess Problem Society. Is responsible for any ECF Internet Chess Playing Service.The Director of Home Chess is responsible for the work of the Manager of Congress Chess and the Manager of Grading and Rating.

Director of Marketing:
Develops and implements a strategic marketing plan aimed at increasing the commercial revenues of the ECF through a market research led approach to strengthen relationships with members, Game Fee payers, chess organisers and officials, local and national media, and the wider business community.

Develops a strong and clearly differentiated brand image for chess, and uses this as a means of promoting the image of the ECF and of generating favourable publicity for the Federation. Develops and enhances the image and perceived value of chess and of the people who organise and play the game.

Co-ordinates the search for sponsors and sets standards for the ECF’s relations with them. Is convener of the Board Sponsorship Committee.

Is responsible for the 'ECF Book of the Year’, and the 'ECF Player of the Year' Awards and makes proposals to the Board for all ECF endorsements. Ensures with the President and the secretary of the Board Awards Committee that these and other Awards are presented in the way that attracts the best publicity and reinforces the ECF’s relations with local chess players and organisers.

Director of International Chess:
Organises the participation by the Federation or its nominees in international events (other than events open only to players under the age of 21 (the responsibility of the Director of Junior Chess & Education) Makes grants to events, teams, players and coaches in accordance with the Annual Business Plan and Budget.

Arranges such other international events as the Federation may authorise from time to time. Ensures, in co-operation with the Director of Junior Chess & Education and the Manager of Women’s Chess, that the continuing development of our leading juniors is fostered as they emerge into adulthood.

Director of Junior Chess & Education:
Offers advice and promotes all kinds of suitable activity, particularly education, training and practice, for all players under the age of 21, liaising with the Manager of Women’s Chess. Co-operates with other ECF Directors, ECF organisation members, and other organisations, whether or not specifically identified with junior chess. Co-operates with other bodies, as appropriate, to organise the participation by the Federation or its nominees in international events for players under 21.

Is responsible for the National Counties Under-18 Championships and the ECF Schools Teams Championship. Promotes links between junior players and organised adult chess and is responsible for Chess in Prisons and liaison with the British Universities Chess Association.

Is responsible for the work of the Manager of Coaching. and any other junior managers which may be appointed.

Non-Executive Directors:
Bring their business, chess playing and organisational skills and experience to bear on the Board’s decision making processes, acting at all times in the interests of the ECF as a whole.

To monitor in a non-executive capacity the Executive Directors.

To ensure that the views of unions, leagues, congresses and other member organisations are properly considered at Board meetings.

3. The Secretary
Fulfils the Statutory functions of the Secretary and the specific tasks specified in the Articles, including Companies House filing requirements.

4. The Responsibilities of the Managers are as follows:

Manager of Women’s Chess:
Appointed by the Board and reports to the Chief Executive Officer.

Offers advice and promotes all kinds of suitable activity, particularly education, training and practice, for all female players. Co-operates with other ECF Directors, ECF Affiliates, and other organisations whether or not specifically identified with women’s chess. Co-operates with other bodies, as appropriate, to organise the participation by females in all forms of chess activity. Makes grants to events, teams, players and coaches in accordance with the Annual Business Plan and Budget.

Manager of Grading and Rating:
Appointed by the Board and reports to the Director of Home Chess.

In accordance with the Annual Business Plan and the Budget, manages, organises and supervises the national system for grading players both at Standard play and Rapidplay chess. Prepares for publication lists of players and grades at intervals decided by the Board and supports the Master Points Scheme. Improves systems to facilitate the efficient and cost effective provision of grading information. Reports and explains progress and developments in the grading system, including and problems encountered or remedial action necessary.

Is responsible for the work of the International Rating Officer, including all nominations of players for FIDE titles. Makes recommendations in conjunction with appropriate Directors regarding nominations for other FIDE titles. Works with the Manager of Congress Chess, the Chief Arbiter and the FIDE Delegate to advise the Federation on all questions arising in relation to FIDE and the ECU, including the FIDE Laws of Chess and other aspects of the FIDE handbook.

Manager of Congress Chess:
Appointed by the Board and reports to the Director of Home Chess.

Organises the British Chess Championships and Annual Congress and all other ECF tournaments, other than those which are the specific responsibility of another Director. Organises the ECF Grand Prix, the safe custody and maintenance of all playing equipment, including Internet equipment, belonging to or used by the Federation. Makes recommendations regarding the appointment of persons as (1) ECF Arbiter (2) ECF Senior Arbiter and (3) International Arbiter. Is responsible for the ECF Chess Calendar. .

Manager of Coaching:
Appointed by the Board and reports to the Director of Junior Chess and Education.

Constructs a series of courses, methods of examination and certification for chess coaches, trainers and teachers at various levels of chess playing and teaching skills. Maintains a centralised database of such people.

Establishes meetings of coaches. Co-ordinates with other Directors the provision of the best available coaches for players and teams.

Is responsible for seeking CRB clearance of coaches appointed to work with juniors. Promotes links between colleges and voluntary organisations and organised chess. Works closely with the Director of Junior Chess and Education and with other Directors about adult chess.

5. FIDE Delegate (This Officer post is elected by Council but is not a Directorship):
In conjunction with the Director of International Chess, represents the interests of the Federation to FIDE and the ECU; communicates all relevant decisions by FIDE and the ECU to the Federation. Promotes the appointment of suitable English candidates to FIDE and ECU posts and committees. Works with the Manager of Congress Chess and the Director of Home Chess to advise the Federation of all FIDE and ECU matters.

6. Committees elected by Council
A Finance Committee, of which the President shall be a member ex officio, which shall regularly review the financial affairs of the Company and offer such advice as it may deem appropriate. Members of the Finance Committee shall have access on a privileged and confidential basis to all the financial records of the Company. The Council shall elect the Chairman of the Finance Committee (who shall have access on a privileged and confidential basis to all Board papers) and shall elect or appoint such other persons as it sees fit to the Finance Committee.

A Governance Committee, of which the President shall be a member ex officio, which shall advise the Board and Council on the governance of the Company and in particular on the texts of Bye Laws and Regulations made, added to, altered and repealed. The Council shall elect the Chairman of the Governance Committee (who shall have access on a privileged and confidential basis to all Board papers) and shall elect or appoint such other persons as it sees fit to the Governance Committee.

7. Appointment of Officers
All Directors are encouraged to structure the organisation of their Directorship and wherever appropriate to recommend the appointment of officers. All such appointments must be ratified by the Chief Executive and confirmed at the next Board meeting.

Managers may be appointed for major activities only. All such appointments must be made by the Board. The payment of remuneration whether by fees or honoraria must have prior Board approval.

The appointment of a Manager or an Officer does not relieve the Director concerned of overall personal responsibility.