CONSTITUTION 0F SCARBOROUGH WRITERS CIRCLE
1. NAME
The name of the association shall be Scarborough Writers’ Circle, (hereinafter called “the Circle”).
2. OBJECT
The object of the Circle shall be to share practical writing experience.
The Circle shall be non-party in politics and non-sectarian in religion.
3. MEMBERSHIP
Membership of the Circle shall be of one kind only, i.e. individual members who shall be full, junior or life members. Membership shall be open, irrespective of political affiliation, nationality, religion, marital status, race or colour to:
(a) All persons aged 21 and be called “full members” and
(b) All persons under the age of 21 who shall be called “junior members” and
(c) All persons who, according to a resolution of the Annual General Meeting of the Circle, are deemed to have made an outstanding contribution towards advancing the aims of the Circle, which persons shall be called “life” or “honorary members”
*(d) The minimum age of members and guests at meetings of the Scarborough Writers’ Circle is 18 years. (Amendment 3)
All full, junior and life members shall have the right to vote at any meeting of the Circle.
4. THE EXECUTIVE COMMITTEE
(Comprising the officers specified in Clause 6) shall have the right (subject to Clause 3) to accept or reject potential members. Furthermore the said committee shall have the right, for good and sufficient reason, to terminate the membership of any individual (except that of a life member) provided that the member shall have the right to be heard by a special meeting of the Circle before a decision is reached.
5. SUBSCRIPTIONS
All members, except life members, shall pay such subscriptions as the Annual General Meeting of the Circle shall from time to time determine.
6. OFFICERS
All appointments to office shall be honorary. * The Annual General Meeting shall elect (a President) see amendment 1, a Chairman, a Secretary and a Treasurer and such other officers of the Circle as that Meeting may from time to time determine. * In the hands of such officers will rest the operation of Circle affairs between the Annual General Meeting of their appointment and the Annual General Meeting next following. * No person can put themselves forward/be elected as Chair, Treasurer or Secretary of the Circle until he/she has been a member of the Circle for a minimum of twelve months. (The twelve months membership does not have to be concurrent.) This rule only applies to the posts specified and not to other general committee posts. (No President shall remain in office for any period exceeding three years.) See amendment 1
7. ANNUAL GENERAL MEETING
Once each year in the month of November an Annual General Meeting shall be convened which all members will be entitled to attend for the purpose of receiving the annual report of the Circle and the annual statement of accounts; of appointing the honorary officers of the Circle; of making recommendations and of voting on proposals to amend this Constitution in accordance with Clause 12 hereof.
8. RULES OF PROCEDURE AT ALL MEETINGS
(a) VOTING – All questions arising at any meeting shall be decided by a simple majority of those present and entitled to vote thereat. In the case of equality of Vote the Chairman shall have a second or casting vote.
(b) QUORUM – One fourth of the members shall form a quorum at all meetings of the Circle.
(c) MINUTES – Minute books shall be kept by the Circle and any of its subordinate bodies (as approved by decision of the Annual General Meeting) and the appropriate Secretary shall enter therein a record of all proceedings and resolutions.
9. STANDING ORDERS
The Executive Committee, comprising the officers appointed under the provisions of Clauses 6 and 7, shall have power to adopt and issue Standing Orders for the purpose of all Circle meetings and activities. Such Orders shall come into operation immediately, provided always that they shall be subject to review by the Annual General Meeting or any General Meeting specially called for the purpose and they shall not be inconsistent with the provisions of the Constitution.
10. FINANCE
(a) All moneys raised by or on behalf of the Circle shall be applied to further the objects of the Circle and for no other purpose.
(b) The Treasurer shall keep proper accounts of the finances of the Circle.
(c) A statement of accounts of the last financial year shall be submitted to the Annual General Meeting.
11. DISSOLUTION
If the Executive Committee by a two thirds majority decides at any time that it is necessary for any reason to dissolve the Circle it shall call a meeting of all members of the Circle of which meeting not less than 28 days‘ notice (stating the terms of the resolution to be proposed thereat) shall be given to all members. If such decision be confirmed by a majority of those present and voting at such meeting, the Executive Committee shall have power to dispose of any assets held by or in the name of the Circle. Any assets remaining after satisfaction of any proper debts and liabilities shall be applied towards any purpose acceptable to a simple majority of the Executive Committee.
12. ALTERATIONS TO THE CONSTITUTION
Any proposal to alter this Constitution must be delivered in writing to the Secretary of the Circle not less than 28 days before the date of the meeting at which it is first to be considered. An alteration will require the approval of a simple majority of members of the Circle present and voting at the Annual General Meeting.
The wording of the proposed alteration must be notified to members at least 14 days before the meeting in question.
This Constitution was adopted as the Constitution of Scarborough Writers’ Circle at a Special General Meeting of the Circle held in the Liberal Club, 7 The Crescent, Scarborough, North Yorkshire on the fourth day of October, 1977.
JS WILSON – Chairman / HAZEL MICHAEL – Secretary.
The following amendments to the constitution have been made:
1 *Members of Scarborough Writers’ Circle voted not to have a president in future, once the current presidency expired in November 2015. (A proposal to alter the Constitution was made in accordance with paragraph 12 of the Constitution and members voted in favour of the change at the AGM on 10 November 2015.)
2 * Members of Scarborough Writers’ Circle voted that no person can put themselves forward/be elected as Chair, Treasurer or Secretary of the Circle until he she has been a member of the Circle for a minimum of twelve months. (The twelve months membership does not have to be concurrent.) This rule only applies to the posts specified and not to other general committee posts. (A proposal to alter the Constitution was made in accordance with paragraph 12 of the Constitution and members voted in favour of the change at the AGM on 8th November 2019)
3 *Members of the Scarborough Writers’ Circle voted to bring in a minimum age for members/guests of the Circle. (A proposal to alter the Constitution was made in accordance with paragraph 12 of the Constitution and members voted in favour of the change at the AGM on 8th November 2019.)
SCARBOROUGH WRITERS CIRCLE ROLES AND DUTIES
Chair’s Duties
To oversee and give help and advice when required; undertake whatever particular tasks it is decided belong with Chair. To resolve any disputes or deal with any queries that come along. To decide whether any changes to the Circle Constitution/Competition Rules etc are needed. (Changes to Constitution are subject to a vote.)
Month by month as required
- New Members: Issue them with a form. (Can be done by any of the Committee, as decided.)
- Circulate details of meeting to members in advance, giving details of anything they need to bring or prepare in advance (Can be done by any of the Committee, as decided.)
- Circulate information from third parties that do not go direct to the Secretary
- Facebook post, report of each meeting and advance notice of the next. (Dorinda (Liaison officer) continuing to do this)
- Respond to Circle messages that come via FB (Dorinda (Liaison Officer) continuing to do this)
Annually
Liaise with library and decide starting date, book library for every 4th week. Notify members.
Lead discussions/decisions on monthly topics for meetings, 6 month in advance if possible. (With Committee and members.)
Work with the Committee and members to arrange booking of speakers.
Oversee reports and financial accounts for AGM.
Decide date for AGM – let Secretary know so that date can be circulated.
Write Chair’s report to circulate with Secretary’s report, Treasurer’s report and audited accounts, and last year’s Notes of AGM
Save Notes of AGM (for next year)
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Treasurer’s Duties
From January onwards collect members’ annual fees. Give receipts. Keep copy.
Update Circle membership list to make sure all members are included and all leaving members taken off. Circulate the up-to-date membership list in January or as soon as possible thereafter.
Collect fees from new members (may be pro-rata amount) Give receipt. Keep copy. Issue new member’s pack (computerised)
Update Circle membership list. Circulate details of new members and their contact details so that all membership lists can be updated.
Collect guests’ meeting fees at each meeting. (Someone else can collect if the treasurer is not at the meeting.)
Pay rent to Judy at Library. (currently £25)
Pay speakers’ fees (Currently £40 and sometimes an amount for travelling expenses.)
Reimburse Circle expenses to members on request. (On production of a receipt, except in exceptional circumstances.) (Printing reimbursed at 10p per BW sheet, 50p per colour sheet)
Keep record of amounts coming in and going out (cash and cheque) with receipts for expenditure (On computer, preferably.)
Keep file of paper records, as required.
Pay money into bank, as required
Prepare End of Year accounts. Discuss any problems with Chair, send finalised accounts to Chair as a courtesy before audit
Arrange for them to be audited/checked (if required)
Email audited/checked accounts around group before AGM (together with Treasurer’s report)
Give information to bank/IR as required
Any other financial matters such as changing bank account
Annually
Treasurer will keep Chair and Secretary up to date with membership renewals. If any membership remains outstanding by end February, Chair will find out if membership is continuing.
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Secretary’s Duties
Record keeping, organisation of meetings, keep diary up to date, main contact point for outside organisations and enquiries about the Circle.
Month by month as required
Update diary – from AGM onwards, pass info to person looking after website
Together with Chair and Treasurer, help with deciding on topics for meetings and help with booking of speakers. Keep main Circle diary and circulate to other members of Committee when there is a change or new entry.
Remind competition judges in advance that their competition is coming up – ask for their chosen theme and any instructions they want to circulate. Members can organise this themselves, if they wish.
Deal with paperwork for any changes to the Constitution
Be the phone and email contact point for people interested in the Circle. Give information about Circle, answer queries and encourage them to come along to the meeting. Keep Chair aware of who has contacted/send copy of email and reply.
Circulate information from third parties (competitions/retreats and so on.) (If anything goes direct to Chair he/she will circulate to avoid extra handling.)
Keep a record of email addresses, if supplied, of guests and new contacts. (Everything to comply with Data Protection Act i.e. information held not to be given out beyond the Circle or used for any other purpose.)
Arrange for biscuits to be brought!
Keep records of number of members at meetings, number of guests and any other relevant information that may be required.
Keep a record of competitions, names of judges, winners and titles of winning entries. (This will be needed for Secretary’s report for AGM.)
Chair or Secretary will circulate details of meetings to members, in advance, giving details of anything they need to bring or prepare.
After each meeting, circulate brief details of the meeting for the benefit of non-attendees, and also give details of competition results, when appropriate.
Annually
Circulate date/time/place of AGM. (See Chair’s duties)
Prepare Secretary’s Report for AGM in time to circulate in advance. (Usually it is given to Chair for agreement first.)
Take notes of AGM and write the official Notes of AGM, send to Chair for agreement and ‘filing’ ready for next year’s AGM.
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Publicity and Website Officer (Included with Treasurer’s duties pro-tem)
Hosting and maintaining the Circle website and keeping up to date with members’ details, updating diary as events are known. Arranging payment to Web host.
(If there is a query via the website, send details to Secretary or Liaison Officer who will reply.)
Club call reports of last meeting and advertising the next meeting (If possible, leader of session to do this.)
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Liaison Officer
Answers email queries from people interested in coming to the Circle or becoming members
Answers enquiries about the Circle from Facebook and Facebook messages
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Most of the duties can be rearranged to suit or new committee member/s can be co-opted.
Prepared by Dorinda Cass (Chair) September 2020 Updated August 2023
Scarborough Writers' Circle 