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The Embassy Club Constitution



  1. Definitions

    1. Related games and variants shall refer to all games which share similar mechanisms to Diplomacy (c) Hasbro, as well as named variants of the game. These include games such as Machiavelli.
    2. Online shall refer to games run over the judges, or email games with human moderators.
    3. The Club shall refer to The Embassy Diplomacy Club
    4. Bodies and Federations shall refer to all Sporting Federations or Associations such as SAWU, the IWF as stipulated in the rules and regulations of the bodies concerned, to which The Club shall seek affiliation in order to best further its aims.


  2. Aims

    1. To foster and develop the playing of Diplomacy and related games and variants both online and face to face
    2. To seek affiliation to all Bodies and Federations which can assist in the aims espoused by the Club, recognizing that The Club shall be bound by the rules required by such bodies.
    3. To assist all Diplomacy players who are not affiliated to a club to play in tournaments which require larger affiliation by providing a conduit for such members
    4. To promote the playing of Diplomacy amongst those who have not yet played, particularly amongst previously disadvantaged communities


  3. Members

    1. A member shall be any player of Diplomacy or related game who requests membership, is in good standing, and has not been refused membership within the previous 12 month period.
    2. Members may be stripped of membership if they are found guilty of any offence which brings the game, or the club into disrepute.
    3. Membership may only be revoked by a meeting of the Executive Committee provided disciplinary procedures have been followed. Such a member has right of appeal at an AGM.
    4. Membership dues will consist of Affiliation fees to other bodies, such as SAWU or the IWF plus a club due which will be decided annually by the Annual Genneral Meeting. These fees are payable before membership becomes active, or for current members, within three months of the 30 November.
    5. Dual membership will be allowed, on payment of the club dues portion, provided that the member declares their first claim membership as per SAWU practice and rules


  4. The Annual General Meeting

    1. The primary organ of The Club is the Annual General Meeting (AGM), or Special General Meeting (SGM) which all members are eligible to attend.
    2. The AGM or SGM shall be chaired by, in order of precedence, the Chair of the Executive Committee, the vice-chair or secretary, or a chair chosen by the meeting.
    3. Meetings of the AGM or SGM shall be considered quorate provided all reasonable measures have been taken to inform all members of the meeting twenty-one days in advance of the meeting, and at least 10% of the membership is present, or has rendered an apology or a proxy-vote. If no quorum has been obtained, the AGM shall take place within ten minutes of the first meeting, but all of its decisions are considered provisional, requiring ratification by all members via a postal or electronic media-vote, or by a further General Meeting.
    4. AGMs are called by the outgoing Executive Committee, and must take place within one calendar year of the last AGM. SGMs are called by any member, provided that signatures of at least 10 members have been appended in support of the call for a Special Meeting.
    5. The AGM or SGM shall have as its aims:
      1. The Election of an Executive Committee, which shall act in the name of the AGM between General Meetings.
      2. The Election of any subsidiary bodies deemed necessary by the membership or the Executive Committee.
      3. The hearing of all appeals against measures taken by the Executive Committee or Disciplinary Committees.
      4. The voting on all notified ammendments to the Constitution, requiring a two thirds majority of all present, with proxies, and a majority of all the membership.
      5. The voting on all notified motions, which shall be carried by simple majority of those present, with proxies.
    6. Meetings may be held electronically if deemed practicable by the AGM or SGM.


  5. The Executive Committee

    1. The Executive Committee (EC) shall consist of:
      1. A Chairperson, whose duty it is to convene all meetings of the EC whether in person, via post, email, or electronic conferencing, and to ensure that the aims of The Club, its AGM and the EC are carried forward.
      2. A Vice-Chairperson, whose duty it is to convene meetings in the absence of the Chair, to assist the Chair in furthering the aims of The Club, and to foster development programs in particular.
      3. A Secretary, whose duty it is to keep membership records, and take responsibility for correspondence. The Secreatry shall concvene the EC in the absence of the Chairperson or vice-chairperson.
      4. A Treasurer, whose duty it is to keep financial records relating to The Club.
      5. Up to three Members without Portfolio, elected by the AGM, who may be assigned particular portfolios by the EC.
      6. Up to two Members co-opted by the EC, who may be assigned particular portfolios.
    2. The EC may appoint any subsidiary organ it feels necessary to achieve the aims of The Club, such as a Disciplinary Committee.
    3. The EC shall meet as often as is deemed necessary, but at least once a quarter.
    4. Minutes of all EC meetings shall be distributed to all the membership if at all possible.
    5. All decisions of the EC shall be taken by simple majority, with the Chairperson carrying both an ordinary and a casting-vote if necessary.
    6. EC meetings may be held electronically if deemed practicable by the EC


  6. Dissolution

    1. The CLUB may be dissolved should this be supported by a two-thirds majority of those eligible to vote at a Council Meeting.
    2. Notice of the proposed dissolution must be in writing, and circularised to all affiliated members and to SAWU at least 21 days prior to such meeting.
    3. Assets are to be realised by members delegated to the task.
    4. Funds and assets remaining after the settlement of any debts shall be donated to an union, association, club or society that agrees to pursue the CLUB's objectives.
    5. A statement detailing assets realised and donated, and how the proceeds of realised assets were disposed of shall be submitted to members and to SAWU.


  7. Dispute Resolution

    1. Any dispute arising out of or in connection with the enforceability of this constitution, or the application, and interpretation of the provisions hereof, or any dispute between any members of the South African Wargames Union (SAWU) or between a member and an elected office bearer of SAWU itself, shall be referred to the Arbitration Foundation of South Africa (AFSA) for resolution through mediation or expedited arbitration in terms of the Rules and Procedures for the Resolution of Disputes in Sport, prevailing at the time such Disputes is so referred. In the event of arbitration in terms of the afore-going, such resolution shall be final and binding on the parties to the dispute.