Last revised in April 2013
The IBPA Constitution takes precedence over these Job Descriptions.
Throughout this document “he” also implies “she”.
Printable pdf version here.

I) General
II) President
III) Executive Vice-president
IV) Organizational Vice-president
V) Secretary
VI) Treasurer
VII) Chairman
VII) Executive Committee
IX) Membership Secretary
X) Awards Chairman
XI) Editor
XII) Control Committee
XIII) Nominating Committee
XIV) Auditor
XV) General Counsel
XVI) IBPA Membership Categories
XVII) Presidents Emeriti

I) GENERAL(applying to all persons representing IBPA)

1) Collection of dues
Until membership details and subscriptions are received by the Membership  Secretary they are not the responsibility of the IBPA, so any person in  receipt of such must without delay transfer the money and details to the Membership Secretary.

2) Filing
Copies of communications that require retaining must be sent without delay to the Secretary for filing.

3) Allowances
The Executive Committee may decide in advance on an annual allowance for  any Officer, Executive Member or IBPA Appointee, to cover miscellaneous  expenditure. Any excess is to be treated as an exceptional expenditure  (see next).

4) Journeys and other exceptional expenditure
Journeys on IBPA business or exceptional expenditure for which reimbursement is  required, shall be authorized in advance by the Executive. In an  emergency the individual incurring such expense must in advance obtain  the consent of two officers who shall have their approval registered by  email with the Secretary.

5) Membership
All members of the Executive have a responsibility to increase the  membership of the IBPA by seeking new members; and encouraging them to  complete an application form and submit subscriptions.

6) Sponsors
All members have a duty to bring potential sponsors to the attention of the President, who will appoint a suitable person to conduct liaison.  Members should recognize sponsors by mentioning them whenever  appropriate.

II) THE PRESIDENT

A) RESPONSIBILITIES
The President is the highest-ranking elected Officer and head of the  organization. He is responsible for summoning and chairing all General  and Executive Meetings. If the President needs to have a free hand in  the debate, he may call upon one of the Vice- Presidents, or the  Chairman, to chair the Meeting.

The President is the official spokesman of the IBPA on matters of policy.  He is in charge of discussions with other bodies, such as the EBL and  the WBF. With his signature, subject to approval by the Executive  Committee, he closes any deal with other bodies. He also authorizes all  press releases on behalf of the IBPA.

The President is the financial leader of the IBPA, and it is his  responsibility to ensure that the organization remains financially  sound. Together with the Treasurer, he is responsible for the planning  of finances, for budgeting, and that expenses stay within the limits of  the budget. He may commit IBPA to expenditures up to 2000 USD without  prior approval of the Executive.

The President is also the organizational leader of the IBPA. It is his  responsibility that decisions made by the Executive Committee and the  AGM are carried out, and that all decisions are in accordance with the  Constitution.

B) ORGANIZATION

1) Administration
The President oversees the Executive Committee. He is to ensure that each  person has clearly defined responsibilities and assignments. The  President should keep the Chairman and Vice-presidents informed of major developments so that they can take over his responsibilities at short  notice. The President may give guidance to the Chairman in connection  with the nominating process.

2) Meetings
The President sets meeting schedules, summons the Executive Committee, and  sends notice of, and agenda for, a forthcoming AGM to the Editor for  publication in the IBPA Bulletin. The President should make an agenda  ahead of each Executive meeting. The President is required to prepare a  written annual report for the AGM to be included in the minutes  published in the IBPA Bulletin.

The Chairman of each Meeting shall see that minutes of the meeting are  taken by the Secretary, or in his absence by an appointed Executive  Member. Minutes shall be distributed to those present and invited to the meeting within two weeks and, regarding General Meetings, to the Editor for publication in the Bulletin.

3) Representation
To allow the President to represent the IBPA at the AGM (normally during  the World Championships) the Executive Committee shall set an allowance  to be used when the President’s expenses are not covered by other  sources. This can also apply to EGMs and European Championships but not  to other Championships.

4) Dealing with other bodies
The President is the head negotiator of the IBPA. Other Officers or  Executive Members cannot conclude agreements unless authorized in  advance by the President. If the agreement implies any major changes as  to the policy, finances, or organizational structure of the IBPA, the  President should not sign any documents without the consent of a  majority of the Executive Committee. The Executive Committee may also  require ratification of the agreement by the next AGM. The President  should see that minutes of negotiations are provided with a copy of the  signed agreement, if any, to the Executive Committee, not later than two weeks after the conclusion of negotiation.

5) Finances
The President is responsible for seeing that the Treasurer fulfills his  obligations. He should collaborate with the Treasurer in the preparation of the Budget for the next fiscal year.

6) Delegation of authority
The President's designee may act for him in any of the functions set out  above. The President should only designate an Officer or Executive  Committee member, except after obtaining approval in advance by a  Vice-president.

III) THE EXECUTIVE VICE-PRESIDENT


The Executive Vice-president is an elected Officer who is second-in-command within the IBPA. It is the job of the Executive Vice-president to  undertake the responsibilities of the President in his absence. If the  President's position falls vacant between elections, the President’s  duties pass to the Executive Vice-president and, failing him, to the  Organizational Vice-president. The Executive Vice-president should be  kept duly informed by the President on matters of importance within the  IBPA. He should discuss possible areas of delegation with the President, and remind him, as necessary, of matters requiring attention. He is the President's primary adviser.

IV) THE ORGANIZATIONAL VICE-PRESIDENT

The Organizational Vice-president is an elected Officer, who is  third-in-command within the IBPA. If the President's office falls  vacant, and the Executive Vice-president is not available, the  Organizational Vice-president assumes the President’s role. Failing  that, the Executive Committee will appoint another Officer, or one of  the Executive Members to take office.

V) THE SECRETARY

The Secretary is an elected Officer whose main task is recording and  filing. The Secretary is to take the minutes of every Executive  Committee meeting, the AGM, the EGM, and other meetings if so directed  by the President. The minutes should be circulated no later than three  days after such a meeting to those present and invited to the meeting.  Minutes of General Meetings shall be sent to the Editor for publication  in the Bulletin.

The Secretary is responsible for collecting written reports from all IBPA  Officers and Appointees not less than two days before the AGM. He is  responsible for the printing and framing of certificates of Awards, as  directed by the Awards Chairman.

The Secretary is responsible for filing and retrieving all significant letters and official documents concerning IBPA.

On request of any Officer, the Secretary should produce memos, letters and other documents and distribute them to members of the Executive  Committee and others concerned.

The Secretary is to keep track of time schedules on behalf of the IBPA, and send out appropriate reminders in due time. These should include  publication in the Bulletin of notice for forthcoming AGM, proposals for new Officers and Executive members, and appointment of Nominating and  Control Committees.

VI) THE TREASURER

The Treasurer is an elected Officer whose main task is budgeting and accounting.

1) Bank Accounts
The Treasurer is responsible for all money transactions coming in to or  being paid by the IBPA. The IBPA may have a working account from which  only the Treasurer may withdraw money but the bulk of IBPA’s funds  must be in a bank account from which money can only be withdrawn on the  authorization of two out of three officers, namely the Treasurer,  President and Chairman. The Executive Committee has the right to  nominate a fourth person who can CO-authorize payments.

The Treasurer should keep contact with the Membership Secretary to ensure  that membership subscriptions are duly deposited in IBPA’s account;  and with the President to see that sponsorship monies and grants are  duly collected. The approval of the Executive committee shall be sought  for any term deposit that makes a tranche of IBPA funds unavailable for  immediate access. IBPA funds should be maintained in more than one  currency to protect the organization from the collapse in the value of  one currency. The balance between currencies should be reported in the  annual accounts.

2) Annual Accounts
The Treasurer shall prepare the annual accounts within two months of the  end of the fiscal year and submit them for checking to the President and other Officers, and then to the Auditor, for auditing within three  months after the end of the financial year.. The accounts should be  presented in one currency with comparisons with the previous year. The  accounts, vouchers and all bank statements must be sent to the elected  Auditor for auditing. The Treasurer must see that they are returned. The Treasurer must also see that the accounts are published prior to the  AGM and, after approval by the AGM, in the Bulletin.

3) Budgets
In collaboration with the President, the Treasurer is responsible for  preparing a budget for the next fiscal year in time for presentation at  the AGM. The Treasurer must report without delay to the President, and  later to the AGM,any significant deviation in the current fiscal year  from budget. The entries in the budget for the next fiscal year should  be compared with the similar items in the current and previous year's  budget and presented in one currency.

VII) THE CHAIRMAN

"Chairman" is an honorary title given to an individual who has done outstanding  service to the IBPA. The title is awarded by resolution of an AGM upon  prior recommendation of the Executive Committee. The Chairman is ex  officio an Officer of the IBPA. He is summoned to meetings of the  Executive Committee, and has full voting rights.

The Chairman selects and heads the Control Committee (CC), which is to  check and balance both the financial situation and any other matter or  decision dealt with by the Executive Committee. The Chairman shall be  kept regularly informed by the President, the Treasurer and all other  Officers.

The Chairman selects and heads the Nominating Committee (NC) to determine  annual nominations for Officers and the Executive Committee. He shall  keep in contact with the President and the Executive Committee, and pay  attention to their advice. If necessary for any reason at all, the NC  may refuse to renominate any elected Officer or Executive Member. In  making nominations for the Executive some priority should be given to  the principal Appointees. The Chairman is to verify the willingness of  potential nominees to serve.

The Chairman should take immediate action if any infractions or violations  of the Constitution have occurred. He should keep in contact with the  members of the Control Committee, and he should once every year prepare a written statement about the "state of the realm" to be presented to the AGM. In the absence of the President and vice-presidents, or at the  invitation of the President, the Chairman may head any IBPA meeting.

VIII) THE EXECUTIVE COMMITTEE

The Executive Committee (EC) consists of the elected Officers, the Chairman and nine elected Executive Members. Each Executive Member is elected  for three years. Periods are overlapping, so that three Executive  Members stand for election/re-election each year.

An Executive Member may be called upon to do a job by the President and/or by the Executive Committee. An Executive Member may be designated to  chair any EGM or AGM, to supervise Prize-giving Ceremonies, or to take  the minutes from any Meeting in the absence of the Secretary.

The Executive committee shall approve the appointment of persons (the  –Appointees”) to fulfil specific roles such as the Bulletin Editor,  Membership Secretary, and the Awards Chairman.

The Executive Committee meets at the venue of the AGM and the World and  European Championships. The Executive Committee checks and balances the  organization, so it must be kept duly informed by the President and  Officers.

IX) THE MEMBERSHIP SECRETARY

The Membership Secretary is appointed by the President, subject to  ratification by the Executive Committee, to deal with all membership  matters. He collects and registers members’ subscriptions and/or  payments for additional services such as a printed copy of the Bulletin, together with their personal details such as land address, email  address, and membership category.

He is responsible for keeping the Membership File containing these details up to date and that members have access to their own record on this  file.He is responsible for the annual call in the Bulletin for dues to  be paid and an initial reminder to members who are late paying their  dues. He should also provide lists of members in good standing and ditto lapsed to the President and the Press Room Manager prior to European  and World Championships.

The Membership Secretary must keep the Treasurer informed of moneys received.

The Membership Secretary is responsible for the design and distribution of the membership form.

The Membership Secretary should every year prepare a written report to be  submitted to the AGM containing the membership figures for each category of membership at the time of reporting with comparative figures at the  time of the previous AGM, a list of new members and their country, and  any report he has received of deceased members.. This report must be  sent to the President and Secretary no later than two weeks prior to the AGM.

X) THE AWARDS CHAIRMAN

The Awards Chairman is appointed by the President, subject to ratification  by the Executive Committee, to deal with all awards organized and  presented by the IBPA.

These are, at June 2012:

1) The IBPA Personality of the Year
This Award shall have no sponsor and be ratified by the Executive committee before presentation.

2) Journalist Awards for reporting the Best Play, Best Defence, Best Auction, Best performance by a Junior, and authoring the Best Book.
The Awards Chairman draws up a shortlist for the Awards and appoints a  panel of members of appropriate skills, deemed to be independent, who  vote on the shortlist. Sponsors are sought for the Awards with at least  half the sponsorship going directly to IBPA and the remainder available  for disbursement in prizes.

The Awards Chairman may nominate other occasional awards for ratification by the Executive committee.

Any person may win an award but IBPA Officers are excluded from the the  monetary element of prizes. Other Executive members are limited to one  monetary prize at each Award Ceremony. The main monetary prize is for  the journalist who submitted the winning report. The players featured  are entitled to a certificate recording their achievement and a small  monetary thanks for attending the Awards Ceremony. If the author of the  winning article, or book, is not an IBPA member in good standing, he is  not entitled to a monetary prize, but can receive the balance available  after joining IBPA and paying the subscription due for the current and  two subsequent years.

The Awards Chairman and the Executive Committee should endeavor to keep the list of winners confidential until the Awards Ceremony.

Award Winners are entitled to a certificate recording the win with a suitable frame.Certificates will be issued both to the players and to the  journalist, in addition to potential cash and/or other prizes.

The Awards Chairman is responsible, with the assistance of the Secretary,  for organizing that the prepared certificates are available, printed  and, where appropriate,framed and ready for handing out at the Awards  Ceremony. The Awards Chairman,with the assistance of the Editor, should  prepare a short presentation of the award winners, to be published in  the Bulletin together with the article describing the award-winning  play.

XI) THE EDITOR

The Editor of the Bulletin is appointed by the Executive Committee, which  determines his remuneration and expense allowance. He reports to the  President, and in cases of intended publication of controversial  material, he is to consult the President before doing so.

The Editor is responsible for the contents, the keeping of time-limits and  for the layout of the Bulletin. It is the duty of the Editor to know the publication requirements of the Constitution and these Job  Descriptions. When Awards are mentioned he should use the current  sponsor’s title.

The President or the EC may authorize additional pages and special issues.

The IBPA budget may contain a travel allowance for the Editor to the venue  of the AGM provided that his travel expenses are not covered by another  source.

XII) THE CONTROL COMMITTEE

The Control Committee (CC) consists of at least three members. The Chairman selects and heads the Control Committee, which is to check and balance  both the financial situation and any other matter or decision dealt with by the Executive Committee.

The Control Committee should take immediate action if any infractions or violations of the Constitution have occurred.

The Control Committee, or the Chairman with the consent of at least one  other member of the Control Committee together with at least two other  Executive members, has the right to call an Extraordinary General  Meeting (EGM). Notice of such an EGM must be published in the IBPA  Bulletin at least two months in advance.

XIII) THE NOMINATING COMMITTEE


The Nominating Committee (NC) consists of at least three members, appointed and headed by the Chairman.

The NC is to determine nominations for Officers and Executive Committee  members as required by the Constitution. It shall keep in contact with  the President, the Control Committee and the Executive Committee, and  pay attention to their advice.

If necessary for any reason at all, the NC may refuse to re-nominate any elected Officer or Executive Member.

XIV) THE AUDITOR

The Auditor is elected for each fiscal year by the AGM. He shall report to  the president if he has not received, not later than three months after  the end of the fiscal year, from the Treasurer, a written account of the last fiscal year with accounts, vouchers and bank statements. He should return this documentation to the Treasurer after straightening out any  doubtful points. His own statement shall be sent to the President in due time before the AGM. His report will be submitted to the AGM by the  President or his proxy.

XV) THE GENERAL COUNSEL

The General Counsel is appointed by the Executive Committee, subject to the approval of the AGM, to deal with all matters concerning the  Constitution and other legal matter involving the IBPA.The General  Counsel interprets the Constitution whenever it is considered necessary. He suggests, as necessary, amendments and modifications to the  Constitution.

The General Counsel represents and advises the IBPA in all matters needing  an attorney at law, including lawsuits for or against the IBPA. The  General Counsel should file major documents with the Secretary.

XVI) IBPA MEMBERSHIP CATEGORIES

There are three main categories of membership:

1) Full members
Full members are those in good standing who are eligible as a bridge  columnist, correspondent, editor, author or publisher of bridge books,  pamphlets, or work in the media. Once eligible to be a Full Member a  person retains this eligibility after retirement. Any dispute about  eligibility shall initially be handled by the Membership Secretary, then referred to the President, and in the last resort dealt with by the  Executive Committee as specified in the Constitution. Full members are  expected to contribute to the IBPA Bulletin free of recompense at least  once a year.

2) Honour Members
Honour members are Full Members who do not have to pay the annual  subscription. They have been elected by the AGM after nomination by the  Executive committee for long-standing exceptional service to IBPA, or to bridge in general.

3) Associate members
Associate membership is open to people who are not eligible to be Full Members.  They do not have any other rights than receipt of the Bulletin.  Associate members pay the same dues as full members.

XVII) PRESIDENTS EMERITI

President Emeritus is an honorary title- bestowed upon all living former IBPA  Presidents. The title may only be removed by a resolution of a General  Meeting following a proposal by the Executive Committee.

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