Annual General Meeting

What’s an AGM?

An AGM (or Annual General Meeting) is a chance for Club Members to discuss how each season went, exchange on what changes they may wish to look at for the following season, and elect a new Club Committee.

Attending is optional, but taking part means you can vote for who you’d like to run the Club next season, and help shape the Club’s development.

Summary: 2023 AGM

Queens Park Chess Club’s third AGM took place on 1 August 2023 in The Bungo, from 7-9pm. In brief:

  • Members heard reports from the President, Secretary and Treasurer, which summarised achievements in participation and competition during a major season (2022/23) of expansion and change, which has left the Club in strong financial health.
  • Members agreed a Club Constitution.
  • Members elected a new Club Committee.
  • Several volunteers put themselves forward for Team Captains and Setup/Storage Assistants.
  • There were discussions on Club finances, the operation of league teams, a proposed expansion of the Club Championship, creating a blitz tournament, and welcoming newcomers.
  • There was a vote to introduce incremental time controls to the 2023/24 Club Championship.

Full AGM minutes are available here.

Committee Elections

Every Committee role is up for election annually. We welcome nominations from any Member of the Club and are happy to support anyone joining a committee for the first time. Details of nomination processes are shared to Club Members in advance of each AGM.

The five Committee roles are:

  • President: Chairing Committee Meetings and AGMs, overseeing the functioning of the Club, and covering for other Committee Members as required.
  • Secretary: The Secretary records the official proceedings of the Club; is the main point of contact for Chess Scotland, league bodies and other clubs; manages Club documents; submits match results to Chess Scotland for official grading; deputises for the President as required; and shares (with President) responsibilities for organising activities.
  • Treasurer: Collecting membership fees, recording financial records, liaising with members and updating the membership database. This role is busiest in September and October when membership fees are due.
  • Competitions Manager: Planning the Club Championship and supporting/managing Team Captains. This role is particularly busy during Club Championship months and if Team Captains have any issues with fixtures.
  • Communications Manager: Producing content for, and managing oversight of, internal and external communications including website, social media, and Member updates.

Each role takes approximately 5-10 hours each month – this includes meetings, emails, producing content, engaging on WhatsApp etc. Depending on the time of the season, there may be more or less work involved.

Voluntary Roles

In addition to the Committee, there are volunteer roles available to support the Club. The new Committee will appoint these roles after each AGM, and expressions of interest are invited ahead of, and during, AGMs.

  • Team Captains (multiple): This role involves communicating with a group of the Club’s players to confirm availability, select match teams and arrange transport if needed; communicating with an opposition captain on fixture dates and venues; resolving any issues during games, and reporting results to league bodies. Anticipated time commitment: 2-5 hours per month during league or Cup campaigns, plus being prepared to join the team (can delegate duties to a suitable teammate when unavailable). The Competitions Manager will support Team Captains throughout the season.
  • Setup Assistant (multiple): Help setting up tables, chess boards and clocks (if needed) at the start of each Club night. Not expected to attend every week. Anticipated time commitment: 15-30 minutes prior to the start of each Club night, (6-6:30pm on Tuesdays).
  • Storage Assistant (multiple): Help putting our chess materials away at the end of each Club night. Again, there is no obligation to attend every week. Anticipated time commitment: 15-30 minutes towards the end of each Club night (9-9:30pm on Tuesdays).
  • Social Media Assistant: Taking occasional photos of Club activity; liaising with the Communications Manager on posting content to our Facebook and Instagram feeds; and sharing duties in responding to any enquiries received on our social media channels. Anticipated time commitment:  2-5 hours per month.  

Previous AGMs

2022/23 AGM minutes

2021/22 AGM minutes

2020/21 AGM minutes