SWANSEA AND DISTRICT WRITERS’ CIRCLE

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Founded January 1954

CONSTITUTION

(Updated January 2017)

CONTENTS

  1. NAME OF THE CIRCLE/CHARITY

  2. THE CIRCLE/CHARITY’S OBJECT

  3. ASSETS OF THE CIRCLE

  4. MEMBERSHIP OF THE CIRCLE

  5. MEMBERSHIP SUBSCRIPTION

  6. VISITORS

  7. THE EXECUTIVE

  8. CHAIRMAN

  9. GENERAL MEETING

  10. SPECIAL GENERAL MEETING

  11. ANNUAL GENERAL MEETING

  12. VACATION OF OFFICE

  13. COMPETITIONS

  14. FINANCE

  15. ADJUDICATOR/SPEAKERS

  16. ALTERATION TO THE CONSTITUTION

  17. DISSOLUTION

SWANSEA AND DISTRICT WRITERS’ CIRCLE

CONSTITUTION

This amendment: January 2017

  1. NAME OF THE CIRCLE

Swansea and District Writers’ Circle.

  1. THE CIRCLE/CHARITY’S OBJECT

The “objects” of the Circle is to advance the education of the general public by promoting the study of the art of writing in all its aspects. In furtherance of these “objects,” but not otherwise, the Circle has the following powers:

i To publish occasionally a volume of members’ works on the website, under a title to be agreed at the time.

ii To conduct meetings and arrange lectures and addresses.

iii To liaise and collaborate with other writers’ circles.

iv To do all such other things that are considered necessary for the attainment of the “objects.”

  1. ASSETS OF THE CIRCLE

The Executive – who are voted into office at the January Annual Meeting – shall be responsible to the members for the assets of the Circle and for ensuring that they are devoted to the objects set out in clause 2.

Present assets are: Edith Courtney Cup (overall competition winner in any one year)

Topsy Evans Silver Salver (prose)

Baz Morris Cup (poetry)

Funds: Subscriptions

Visitor fees

Donations

Competition entry fees

  1. MEMBERSHIP OF THE CIRCLE/CHARITY

i Membership of the Circle shall be open to any person over the age of 18 years interested in furthering the objects and who has paid the annual membership subscription.

ii Members who are fully ‘paid up members’ may enter Circle competitions and vote in the proceedings or business of the Circle.

iii The Executive Committee may – by unanimous vote and for good reason – terminate the membership of any individual, provided that the individual concerned – accompanied by a friend – shall have the right to be heard by the Executive Committee before a final decision is made.

  1. MEMBERSHIP SUBSCRIPTION

Annual membership subscription will be £25.00 per annum, payable in the January, free for those with low or no income [defined as individuals who are unemployed or those on state pension only]. Any change in the amount of the annual membership subscription should be made at the annual general meeting, subject to 21 days notice before such meeting if to be applied immediately, or as ‘any other business’ if to be applied in the following year.

  1. VISITORS

i Visitors can attend Circle meetings for a fee of £3.00 per visitor per meeting, with the first visit free. The meeting may be an annual general meeting, or a general meeting, or a general meeting followed by a study group session. The visitor’s fee does not entitle him/her to participate in Circle competitions, nor to have any vote in the proceedings or business of the Circle.

ii Any change in the visitor’s fee to be made at the annual general meeting, subject to 21 days notice before such meeting it to be applied immediately, or as ‘any other business’ if to be applied in the following year.

  1. THE EXECUTIVE

i The management of the affairs of the Circle shall be vested in an executive committee, herein called the Executive, which shall consist of all Officers of the Circle, and other persons, not exceeding a total of 13, as shall be haven appointed or co-opted.

ii In special circumstances the Executive are free to co-opt additional members to serve until the next annual general meeting, but no-one may be appointed as a co-opted member if, as a result, more than one third of the members of the Executive Committee would be co-opted members.

iii Executive meetings are to be convened by the Chairman as considered necessary, or as requested by not less than four members of the Executive.

iv Quorum at any meeting of the Executive shall be five members including two Officers.

  1. CHAIRMAN

i The Chairman – or in his/her absence the Vice Chairman – shall preside at general meetings, or special general meetings, or annual general meetings. If neither of these Officers is present, the members shall elect a Chairman from the members of the Executive.

ii Casting vote: in the case of equality of votes, the Chairman shall have the second or casting vote. This casting vote passes to the person acting as Chairman at any particular meeting in the absence of the elected Chairman.

  1. GENERAL MEETING

i A general meeting shall be held normally on the first Wednesday of each month except August. When the members who are present at a general meeting agree, the general meeting may be followed by a study group session.

ii Quorum shall be at least 25% of the members.

  1. SPECIAL GENERAL MEETING

A special general meeting must be called if requested in writing by not less than 25% of the members. Notice to be given to members at the previous month’s general meeting, and written notice to be sent to absent members by email or post at least 14 days before the date of the meeting.

  1. ANNUAL GENERAL MEETING

i The annual general meeting shall be held in the January of each year, when annual subscriptions fall due. Notice to be given to members at the previous month’s general meeting, and written notice to be sent to absent members by email or post at least 14 days before the date of the meeting.

ii Purpose of Annual General meeting:

a) To receive and consider the annual report (prepared by the Secretary and read by

the Chairman or Secretary), approved by the members and signed accordingly.

b) To appoint the Auditor.

c) To receive and consider the annual accounts (statement of income and expenditure)

presented by the Treasurer who will stress any important items and answer questions

on the accounts which have been audited. The Treasurer will propose the adoption of

the accounts (a copy of which should be available to all for perusal) and, when approved

by the members, signed accordingly by the Auditor and Chairman.

d) To transact any other business brought forward by the Executive.

e) Election of Officers and Executive

  • The offices of President and Vice President are permanent, unless resignation is sought.

  • The Chairman will not hold office for more than three consecutive years, while he/she and other Officers and Executive Committee hold office for one year at a time. their election will be by secret ballot.

  • Notice that the nomination of Officers and Executive are invited from members of the Circle shall be included in each notice convening an annual general meeting.

  • All who have been nominated must have signified their willingness to act, and all nominations must be in the hands of the Secretary IN WRITING 21 days before the annual general meeting. It may be necessary for the Secretary to remind members of the date.

  1. VACATION OF OFFICE

An Officer or Executive member will vacate the position by informing the Secretary in writing.

  1. COMPETITIONS

i Only paid up members are eligible to take part in Circle competitions.

ii Entries are to be handed – or emailed – or sent by post – to the Secretary by the deadline which will have been announced, and which will appear in the Circle’s current programme.

iii A minimum charge (to-date £1.00) per competition entry shall be made. Such charge to be decided from time to time as necessary, by the Executive Committee.

iv A maximum of 3 entries per any paid-up member may be submitted.

  1. FINANCE

Proper books of account shall be kept by the Treasurer. The accounts for the Circle for the financial year shall be audited by one member. The funds of the circle shall be under the sole and absolute discretion of the Executive for promoting the objects of the Circle in such manner as the Executive shall determine.

  1. ADJUDICATOR/SPEAKERS

All correspondence relating to adjudicators and speakers shall be carried out by the Programme Secretary. Where fees, travelling expenses, or other expense are incurred, the Treasurer shall provide a cheque made out to the adjudicator/speaker.

  1. ALTERATION TO THE CONSTITUTION

i Subject to the following provisions of this clause, the Constitution may be altered by a resolution passed by not less than two thirds of the members present and voting at a general meeting. The notice of the general meeting must include notice of the resolutions, setting out the terms of the alteration proposed.

ii No amendment may be made to the following: The name of the Circle/Charity

The Objects of the Charity

iii No amendment may be made to the dissolution clause (18) or this clause (17), without the prior consent in writing of the Commissioners.

iv No amendment may be made which would have the effect of making the Charity cease to be a charity at law.

v The Executive Committee should promptly send to the Commissioners a copy of any amendment made under this clause (17).

  1. DISSOLUTION

i If the Executive Committee decides that it is necessary or advisable to dissolve the Charity, it shall call a meeting of all members of the Charity, of which not less than 21 days notice (stating the terms of the resolution to be proposed) shall be given.

ii If the proposal is confirmed by a two thirds majority of those present and voting, the Executive Committee shall have the power to realise any assets held by or on behalf of the Charity. Any assets remaining after the satisfaction of any proper debts and liabilities shall be given or transferred to such other charitable institution or institutions having objects similar to the objects of the Charity, as the members of the Charity may determine, or failing that shall be applied for some other charitable purpose.

iii A copy of the statement of accounts, or account and statement, for the final accounting period of the Charity must be sent to the Commissioners