Constitution of Harrogate Writers' Circle
1. THE NAME OF THE ASSOCIATION
The Association shall be called "The Harrogate Writers' Circle", referred to as The Circle.
2. OBJECTS OF THE ASSOCIATION
To promote creative writing; to provide mutual help, and to assist and encourage members. The Circle shall be non-political; non-sectarian and non-partisan.
3. ELIGIBILITY
The Circle shall consist of Members and Honorary Members; Honorary Membership to be granted at the discretion of the Committee. Membership is open to all from the age of sixteen.
4. COMMITTEE OF MANAGEMENT
The election of a President of Harrogate Writers' Circle shall be at the discretion of the Committee.
The Management of the Circle shall consist of Chairman; Secretary; Treasurer and four members. These offices to be appointed or confirmed as ongoing at the Annual General Meeting each January.
The Office-bearers i.e. Chairman, Secretary and Treasurer, normally to serve for three years. These offices may be open to others during those three years should the Circle so desire
Committee members to be appointed annually and normally are required to stand down after serving three consecutive years. After a period of a year they are eligible for re-election.
Other members may be co-opted for specific purposes as the Committee sees fit.
Two office-bearers and two members shall form a quorum.
The Committee of Management shall meet as often as is deemed necessary, but at least once every three months.
The Committee shall be responsible for the planning of the following year's programme, and to ensure that the syllabus will be printed and handed out to all members at the Annual General Meeting.
5. ANNUAL GENERAL MEETING
The annual General Meeting of the Circle will be held in January on a date and time to be decided by the Committee.
The closing date for nominations for Office-bearers and Members of Committee to be received by the Secretary fourteen days before the AGM.
Decide on any resolution duly presented to the meeting.
Reports to be read from the Chairman, Treasurer and Secretary. Elect/confirm office-bearers and members (see 4).
Approve the level of subscriptions for the following year, and of charges made to visitors.
Members to pay their subscriptions to the Treasurer at the AGM, or as soon thereafter as possible.
6. SPECIAL GENERAL MEETINGS
The Committee may call a Special General Meeting at any time and for any special purpose, and must so do immediately upon the written request of any four members of the Circle stating the purpose for which the meeting is required.
7. CHAIRMAN
At all meetings of Committee and Circle, the Chairman, or in his absence a member of Committee, shall chair the meeting
8. TREASURER
The Treasurer shall collect subscriptions and fees from visitors; receive and disburse all monies on the Circle's account; keep its accounts and prepare financial statements. No office-bearer or member shall be empowered to make the Circle liable for any financial obligation without the permission of the Treasurer.
Members' subscriptions and payments from visitors to be reviewed annually, and all members advised accordingly in writing. All incoming monies to be paid to the Treasurer, or failing his/her attendance, to a designated deputy.
9. SECRETARY
The Secretary, or a designated deputy, shall attend all meetings of the Committee of Management, and deal with correspondence on the agreement of the Committee.
The Secretary will take the Minutes of Committee meetings and of the Circle's meetings; and keep a register of members.
The Secretary to send out notice of and agenda for the AGM or Special General Meeting to all members at least seven days before the meeting.
Any other secretarial business which may occur to be dealt with by the Secretary, or in his/her absence, one delegated by the Committee.
10. DISSOLUTION
If at any general meeting a resolution for the dissolution of the Circle is passed by a majority of the members present, and if that resolution is confirmed by a resolution passed by a majority of two-thirds of the members present and entitled to vote at a special general meeting held not less than one month after that meeting at which not less than one-half of the members entitled to vote are present, the Committee must immediately or at such future date as is specified in the resolution proceed to realise the property of the Circle, and after the discharge of all liabilities must divide the remainder equally among all the full members and upon the completion of the division the Circle will be dissolved.
11. THE CONSTITUTION
Each member of the Circle to be given a copy of this Constitution. No alteration to any part contained herein to be made except at a General Meeting following a resolution passed by two-thirds of the members present and entitled to vote.
Harrogate, January 2009
The Association shall be called "The Harrogate Writers' Circle", referred to as The Circle.
2. OBJECTS OF THE ASSOCIATION
To promote creative writing; to provide mutual help, and to assist and encourage members. The Circle shall be non-political; non-sectarian and non-partisan.
3. ELIGIBILITY
The Circle shall consist of Members and Honorary Members; Honorary Membership to be granted at the discretion of the Committee. Membership is open to all from the age of sixteen.
4. COMMITTEE OF MANAGEMENT
The election of a President of Harrogate Writers' Circle shall be at the discretion of the Committee.
The Management of the Circle shall consist of Chairman; Secretary; Treasurer and four members. These offices to be appointed or confirmed as ongoing at the Annual General Meeting each January.
The Office-bearers i.e. Chairman, Secretary and Treasurer, normally to serve for three years. These offices may be open to others during those three years should the Circle so desire
Committee members to be appointed annually and normally are required to stand down after serving three consecutive years. After a period of a year they are eligible for re-election.
Other members may be co-opted for specific purposes as the Committee sees fit.
Two office-bearers and two members shall form a quorum.
The Committee of Management shall meet as often as is deemed necessary, but at least once every three months.
The Committee shall be responsible for the planning of the following year's programme, and to ensure that the syllabus will be printed and handed out to all members at the Annual General Meeting.
5. ANNUAL GENERAL MEETING
The annual General Meeting of the Circle will be held in January on a date and time to be decided by the Committee.
The closing date for nominations for Office-bearers and Members of Committee to be received by the Secretary fourteen days before the AGM.
Decide on any resolution duly presented to the meeting.
Reports to be read from the Chairman, Treasurer and Secretary. Elect/confirm office-bearers and members (see 4).
Approve the level of subscriptions for the following year, and of charges made to visitors.
Members to pay their subscriptions to the Treasurer at the AGM, or as soon thereafter as possible.
6. SPECIAL GENERAL MEETINGS
The Committee may call a Special General Meeting at any time and for any special purpose, and must so do immediately upon the written request of any four members of the Circle stating the purpose for which the meeting is required.
7. CHAIRMAN
At all meetings of Committee and Circle, the Chairman, or in his absence a member of Committee, shall chair the meeting
8. TREASURER
The Treasurer shall collect subscriptions and fees from visitors; receive and disburse all monies on the Circle's account; keep its accounts and prepare financial statements. No office-bearer or member shall be empowered to make the Circle liable for any financial obligation without the permission of the Treasurer.
Members' subscriptions and payments from visitors to be reviewed annually, and all members advised accordingly in writing. All incoming monies to be paid to the Treasurer, or failing his/her attendance, to a designated deputy.
9. SECRETARY
The Secretary, or a designated deputy, shall attend all meetings of the Committee of Management, and deal with correspondence on the agreement of the Committee.
The Secretary will take the Minutes of Committee meetings and of the Circle's meetings; and keep a register of members.
The Secretary to send out notice of and agenda for the AGM or Special General Meeting to all members at least seven days before the meeting.
Any other secretarial business which may occur to be dealt with by the Secretary, or in his/her absence, one delegated by the Committee.
10. DISSOLUTION
If at any general meeting a resolution for the dissolution of the Circle is passed by a majority of the members present, and if that resolution is confirmed by a resolution passed by a majority of two-thirds of the members present and entitled to vote at a special general meeting held not less than one month after that meeting at which not less than one-half of the members entitled to vote are present, the Committee must immediately or at such future date as is specified in the resolution proceed to realise the property of the Circle, and after the discharge of all liabilities must divide the remainder equally among all the full members and upon the completion of the division the Circle will be dissolved.
11. THE CONSTITUTION
Each member of the Circle to be given a copy of this Constitution. No alteration to any part contained herein to be made except at a General Meeting following a resolution passed by two-thirds of the members present and entitled to vote.
Harrogate, January 2009