ICU Officer Roles

This is a guide to the responsibilities and duties of the various ICU officers.

General Responsibilities

Last updated: September 2010.

The following applies to members of the Executive Committee only.

  • To attend all meetings of the executive committee.
  • To support all decisions of the executive committee, in accordance with the principle of collective responsibility.
  • To make a report to each meeting on their activities since the last meeting. If reports are detailed they should be submitted in writing to the Secretary to facilitate accurate minute-taking.
  • To report to members at the AGM. Reports should be submitted in advance to the Secretary for publication on the website.

President

Last updated: August 2007.

This is a special non-executive role which is filled if a suitable candidate (an experienced person with a thorough knowledge of Irish chess affairs) is available.

  • To keep an objective eye on the overall activities of the ICU.
  • To act as an advisor to the executive, especially for important decisions or in times of crisis.
  • To act as a figurehead on special occasions (e.g. international events, media events).

Chairperson

Last updated: August 1997.

  • To act as chief executive officer of the Union, making both major decisions for subsequent ratification by the executive committee, and minor decisions of a day-to-day nature, following consultation with appropriate officers.
  • To ensure that decisions of the members of the Union made in general meeting, and decisions of the Executive Committee, are carried out properly by the appropriate persons.
  • To chair meetings of the Executive Committee for the purpose of ensuring that Union policy is being properly carried out, and to deal with ongoing affairs of the Union. The agenda of each meeting should be agreed with the Secretary and circulated to all Committee members in advance of each meeting.
  • To ensure that the Constitution is observed in all procedures relating to Union matters.
  • To be fully informed on all aspects of the business of the Union in order to carry out the above duties.

Vice Chairperson

Last updated: August 1997.

  • To carry out any tasks at the request of the Chairperson, including the chairing of sub-committees.
  • To chair executive committee meetings in the absence of the Chairperson.
  • Where the Chairperson has relinquished his post, to assume his normal duties until such time as a new Chairperson is appointed.
  • To be fully informed on all aspects of the business of the Union in order to carry out the above duties.

Secretary

Last updated: August 2007.

  • To deal with the Union's correspondence (email and post).
  • To deal with FIDE and ECU or delegate to the appropriate officer (e.g. Treasurer for fees, Rating Officer for ratings) and to advise the executive committee on international affairs.
  • To advise the executive committee on matters relating to the Constitution and Bye-Laws.
  • To ensure that official notices of the Union and other information for the benefit of members is published in the magazine and on the website.
  • To record the minutes of general meetings of the Union and executive committee meetings, and circulate the latter to executive committee members in advance of the next meeting, together with the agenda for that meeting.
  • To oversee and coordinate the activities of subcommittees (e.g. selection committees for international events).

Estimated workload: approximately 5 hours per week plus time for attending ICU meetings.

Treasurer

Last updated: August 2007.

  • To report on the Union's financial position at each executive committee meeting.
  • To prepare and update a budget for each financial year.
  • To maintain the Union's bank accounts.
  • To maintain records of income (membership fees and other income e.g. advertising revenue, tournament rating fees) and expenditure. Membership fee record-keeping should be co-ordinated with the membership officer.
  • To prepare financial statements for each year, submit them to the Auditor, and present them at the AGM.
  • To liaise with international bodies (such as FIDE and ECU) or organising committees (e.g. Olympiads) regarding payment of ICU fees.

Membership Officer

Last updated: August 1997.

  • To collect membership fees via postal subscriptions, or whatever method is agreed by the committee.
  • To arrange that fees received are passed to the treasurer for lodgment, together with appropriate backup documentation.
  • To issue membership cards to members within 3 weeks of receipt of their membership forms and fees.
  • To update the membership database.
  • To issue updated membership lists to tournament organisers, league controllers, the rating officer, and others as appropriate.
  • To deal with membership queries.
  • To report to the executive committee on trends in membership renewals, and also to the AGM.

Ratings Officer

Last updated: August 2007.

  • To maintain the rating program.
  • To rate tournaments played in Ireland. Matches played in Ireland and tournaments played outside Ireland should be rated only if certain criteria are fulfilled, including prior notification. Also the executive committee may direct that certain events should not be rated, e.g. events which cause calendar clashes or events containing a preponderance of non-members.
  • To maintain information on players, in particular juniors entering the rating system.
  • To produce a rating list of members for publication on the web site at regular intervals.
  • To audit the rating pool in terms of inflation and deflation, and advise the executive committee of any perceived deviations from normal parameters.
  • To liaise with FIDE on ratings matters (updating player info, forwarding results, etc).

FIDE Delegate

Last updated: September 2008.

  • Represent Ireland in the General Assembly of FIDE, which meets every two years.
  • Act as intermediary between ICU and FIDE.
  • Support title applications from Irish players and organizers.
  • Ensure Ireland is invited to all appropriate team and individual events.
  • For further insights see Kevin O'Connell's article.

Tournament Director

Last updated: August 2007.

  • To maintain a calendar of events which should be continually updated and published in the magazine and the web site.
  • To ensure that the ICU Tournament Regulations are observed, and make recommendations on amendments to them. They include a requirement that tournaments be notified in advance to the ICU Tournament Director, and that he receive a report on the tournament when it is over.
  • To monitor feedback from players and officials about the conduct of tournaments, liaise with the Arbitration Officer as necessary, and arrange publication of articles and notices regarding tournament administration, disputes, etc. in the magazine or website where appropriate.
  • To advise the executive committee on matters such as calendar clashes, disputes at tournaments, events disregarding ICU membership requirements, etc.
  • To ensure that certain events are run each year. This includes obtaining and examining proposals for the hosting of these events, and monitoring them until the events are successfully concluded. Where no proposals are received for any event, the Tournament Director must find someone to run it, if necessary himself. The events involved are:
    • Irish Championships
    • Irish Open
    • Interprovincial Championships
    • National Club Championships
    Separate rules exist for each of these events; the Tournament Director should ensure that these are observed as far as possible.

Arbitration Officer

Last updated: August 1997.

  • To advise the executive committee, including the Tournament Director, on matters relating to the Laws of Chess.
  • To run informational seminars for the benefit of tournament organisers.
  • To be available to all ICU members for consultation on issues relating to the Laws of Chess.

Public Relations Officer

Last updated: August 1997.

  • To represent the Union in discussions with outside parties such as regulatory bodies or the media.
  • To be available at major events to promote the Union and the game of chess, and to liaise with the media.
  • To develop media contacts so that Union events and views can receive timely and favourable publicity.
  • To maintain a file of promotional materials, including press cuttings on chess.
  • To liaise with the Sponsorship sub-committee, in particular with regard to promotional materials.

Development Officer

Last updated: August 1997.

  • To maintain a long-term view of the development of the Union, and to advise the executive committee where decisions taken may be in conflict with long-term policy goals. Also to recommend major policy changes to the executive committee.
  • To ensure that ICU services are being adequately provided to members, and to monitor feedback from members on shortcomings in ICU services.
  • To ensure that new members and newcomers to the game are accommodated in terms of starter packs, information on clubs, etc.
  • To ensure that the .pay to play. policy is enforced.

Womens Officer

Last updated: August 2007.

  • To develop initiatives for the promotion of chess amongst women players.
  • To assist in the planning and running of events for women chess players.
  • To report and advise the executive on issues relating to women's chess.

Junior Officer

Last updated: August 1997.

  • To chair the Junior sub-committee and observe its standing orders.
  • To report to the executive committee on matters relating to junior chess.
  • To report to the AGM on matters relating to junior chess.

ICJ Editor

Last updated: August 2007.

  • To solicit material for the journal from contact players, tournament organisers, etc.
  • To edit material to make it clear, correct, concise, comprehensible, and consistent. Formatting of games is also required.
  • Typically, to be the author of some of the material.
  • To publishing the Journal at least twice a year. Currently this involves creating a PDF file and uploading it to the ICU website.

Estimated workload: approximately 60 hours of free time twice a year, usually around January/February and July/August.

Delegates of Affiliated Bodies

Last updated: August 1997.

Affiliated bodies such as Connaught, Leinster, Munster and Ulster Chess Unions and the Irish Universities Chess Association.

  • To act as full members of the executive committee including full participation at meetings and carrying out any tasks assigned by the committee.
  • To act as delegates of the affiliated body, i.e. to report on the proceedings of executive committee meetings to the affiliated body, and in turn to represent the views of the affiliated body at executive committee meetings.