CONSTITUTION of the Welsh Correspondence Chess Federation

Austin Lockwood  Sunday, July 13, 2025

Annex 1 explains a number of abbreviations used in this document, along with certain definitions.

I THE ORGANISATION

1. NAME

The organisation is named the "Welsh Correspondence Chess Federation" or “Ffederasiwn gwyddbwyll gohebiaeth Cymru”.

2. OBJECTIVES

The objectives of the WCCF are:

• To encourage the playing of CC by Welsh players in Wales
• To harmonise the efforts of CC bodies representing Wales-based players (was Welsh players)
• To institute and maintain CC championships and other tournaments as required
• To award national titles in CC
• To organise participation in international tournaments and matches
• To maintain a full and active ICCF membership.

3. AFFILIATIONS

WCCF is affiliated to the ICCF. Although not formally affiliated, WCCF recognises the WCU as having authority for OTB chess in Wales, and seeks cooperation with the WCU. The WCU may elect a representative to serve on the WCCF Executive Committee.

WCCF will cooperate with the English Federation for Correspondence Chess and the Scottish Correspondence Chess Association in the organisation of the annual British Correspondence Chess Championship, by nominating a representative to the Tri-Nations Organising Committee. This representative will be selected by the EC and will be required to produce regular reports to the EC and AGM

4. SCOPE OF AUTHORITY

WCCF is the authority for competitive CC in Wales and will have sole responsibility for the representation of players registered in ICCF under the flag of Wales.

For the purposes of CC, Wales is defined as the entire geographical country of Wales. WCCF does not recognise any claims of authority by other CC organisations or national federations over Wales or Welsh players, where such claims are incompatible with Article 13 of the ICCF statutes.

5. MEMBERSHIP

There are four classes of membership:

• National members
• Premium members
• International members
• Honorary members

Any application for membership may be rejected by the Secretary. A rejected applicant is entitled to appeal to the Exec Committee, whose decision shall be final.

The Executive Committee may add or remove a class of membership subject to approval at a Special or an Annual General Meeting.

National Members are CC players registered as active and unsuspended with ICCF under the flag of Wales. National membership is free of any subscription charge by the WCCF and is awarded automatically. National members are required to pay a one-off Validation Fee at a rate set by the Executive Committee subject to AGM ratification. National members are entitled to: 

• attend the WCCF AGM as non-voting observers
• enter tournaments organised by the WCCF, including the Welsh CC Championship, subject to qualification and proof of identification.

Premium Members are CC players registered as active and unsuspended with ICCF under the flag of Wales. Premium members pay an annual subscription fee set by the WCCF Executive Committee (subject to AGM ratification). Premium members are entitled to:

• attend and vote at the WCCF AGM
• attend and vote at a SGM
• enter tournaments organised by the WCCF, including the Welsh CC Championship, subject to qualification and proof of identification.

International Members are CC players registered with the ICCF under any flag other than the flag of Wales. International members pay an annual subscription fee set by the WCCF Executive Committee (subject to AGM ratification). International members are entitled to:

• attend the WCCF AGM as non-voting observers
• enter tournaments organised by the WCCF, subject to qualification and approval of the member’s home federation where appropriate, excluding the Welsh CC Championship.

Honorary Members are individuals who have made a significant contribution to Welsh CC. Honorary membership must be approved at the AGM.

Honorary members playing under the Welsh flag will have all the rights and responsibilities of Premium Members; Honorary members playing under other flags will have all the rights and responsibilities of International Members.

Validation of Members’ identity

The WCCF considers it important that no member should bring the federation into disrepute. To ensure this, the identity of each member will be checked on initial entry to the WCCF.

This checking or validation will be performed with as little interaction as possible with the member. Each member will be required to make a “validation payment” direct to the bank account of the WCCF or by means of a personal cheque sent to the WCCF Treasurer. In the event that the validation is rejected for any reason, the member’s application will fail and the validation fee (or cheque) returned to that member. The applicant may appeal against such a rejection, but will be required to provide additional data to prove their identity.

The validation fee is intended to be a “one-off” payment, but this requirement may be changed by the Executive Committee subject to approval of the AGM. The payment of an annual subscription by a Premium or International member will be considered to include the validation fee.

Summary of Membership

6. AFFILIATED CC ORGANISATIONS

Affiliated CC organisations are those CC organisations having one or more Welsh members. Neither affiliated organisations nor their members (unless they are also Premium members of the WCCF) are entitled to vote.

Applications for affiliation are approved by a simple majority of the AGM. The Executive Committee is empowered to grant provisional affiliation pending AGM approval.

There is no affiliation fee. Affiliated organisations may use WCCF's access to the ICCF webserver to run their internal tournaments and those tournaments may be rated by ICCF, provided the tournaments are approved by ICCF (in the case of events involving non-Welsh players) and WCCF (in all cases), and comply fully with all applicable ICCF and WCCF rules and regulations. The fee for this usage will be set by the EC.

II GOVERNANCE OF THE ORGANISATION

7. ANNUAL GENERAL MEETING

The highest authority of WCCF is the AGM. An AGM will be held each calendar year within 3 months of the end of the preceding financial year. If necessary, a virtual AGM may be held using video or audio-conferencing technology.

Premium members will each have one vote at the AGM. Unless otherwise stated in this document, motions will be passed by a simple majority of votes at the meeting (in person or by email). The WCU representative will not have a vote at the AGM unless he is also a Premium member.

At least thirty days’ notice of the AGM will be given to all Premium members. Premium members may submit motions to the AGM no less than fourteen days in advance of the meeting. A full agenda will be circulated following the closing date for new motions. A quorum of at least 3 Premium members is required for the meeting.

The agenda of the AGM will include:

• Election of officers (President, Secretary, International Secretary, ICCF Delegate, and Treasurer). Each officer must retire at the AGM but will be eligible for re-election.
• A suitably qualified and independent Auditor/Independent Examiner. In normal circumstances, the auditor should not be an elected officer but this is permitted in exceptional circumstances if specifically approved by a 2/3 majority of the AGM.
• Delivery and approval of annual reports from each officer. The financial report must be accompanied by a report of the auditor/independent examiner.
• Approval for membership fees for the coming season.
• Other motions submitted by Premium members

“Other Business” at the meeting is strictly limited to motions which have been accepted in advance of the meeting and circulated to all Premium members at least 14 days prior to the AGM.

Premium members unable to attend the AGM may submit their votes by email directly to the WCCF Secretary. Email votes must be delivered to the Secretary at least 3 days prior to the meeting.

8. SPECIAL GENERAL MEETING

At the written request of not less than 6 Premium members to the WCCF Secretary, a SGM may be called subject to at least 28 days’ notice. The agenda for the SGM must be published to all Premium members at least 14 days before the meeting. A quorum of at least 3 Premium members is required for the meeting.

Premium members will each have one vote. To be approved, a motion at a SGM will require a simple majority of those voting (in person or email). Email votes must be delivered to the Secretary at least 3 days prior to the meeting. The WCU representative will not have a vote at the SGM unless he is also a Premium member.

9. EXECUTIVE COMMITTEE

The Executive Committee is delegated day to day management of the WCCF by the AGM. The committee will consist of:

• President
• Secretary
• International Secretary
• Delegate to the ICCF
• Treasurer
• WCU Nominated representative

The Executive Committee is empowered to co-opt additional Premium members pending ratification by the AGM. Each member, including the WCU representative, is entitled to one vote at an EC meeting. In the event of a tie, the President or, in his absence, the Chairman, may make a casting vote. Page 4 of 6 Constitution of the Welsh Correspondence Chess Federation The Executive Committee is empowered to legislate for any eventuality not described in this Constitution, pending ratification by the AGM or a SGM. The Executive Committee (excluding the President) is empowered to take disciplinary action including expulsion of a member or handle appeals in cases which are not covered by the international rules or disciplinary or appeals committees of the ICCF. Such disciplinary action may include, but is not limited to, a lifetime ban from all WCCF activity, at the discretion of the EC. Any appeal by a Premium member must be made in writing to the Secretary within 14 days of the published decision. Such an appeal will be heard by a special Appeals Committee comprising the President, the immediate Past President, the Secretary and the WCU representative. A decision of the Executive Committee may be overturned only if it is considered to be one that no reasonable body could reach in the light of the evidence given to the Executive Committee.

10. INTERNATIONAL REPRESENTATION

As a full, national member of the ICCF, the WCCF will participate in all international CC activities including:

• Nomination of Welsh national teams to international CC events
• Participation in international governance through the ICCF

11. LAWS OF THE GAME

CC events played under the auspices of WCCF will comply with all relevant ICCF playing rules current at the start of the event.

12. FINANCE

Financial control of the WCCF is delegated to the Executive Committee and administered under the authority of that committee by the elected Treasurer.

The financial year of the WCCF shall run from 1 January to 31 December.

Annual subscriptions, fees and prizes shall be determined from time to time by the Executive Committee, subject to approval at the AGM.

13. ALTERATIONS TO THE CONSTITUTION

Alterations to the Constitution shall be made at an SGM called for that purpose or at the AGM.

14. WINDING UP

The WCCF may be wound up or merged with another organisation by a 2/3 majority of those voting (either in person or by email) at a SGM called for that purpose. All liabilities will be settled from the WCCF assets. In the event of a Winding up, the residual net assets will be distributed to organisations supporting CC in Wales or, failing that, to the ICCF.

This Constitution was ratified on 17 August 2012 and updated on 29 January 2015, 25 November 2018 and 12 July 2025.

ANNEX 1

Abbreviations and definitions used in this document: