Waterfront Writers Constitution
1. The organisation shall be called the Waterfront Writers
2. The objectives of the organisation are to enable and empower as many people as possible to have access to, and take part in, and enjoy, writing, or expression through words, in any form, either for its own sake, or for performance or publication. Any performance, publication or dissemination in the name of Waterfront Writers, which is placed in the public domain must have prior approval by a majority of the committee of Waterfront Writers
3. These objectives shall be achieved by frequent meetings of the organisation (usually once a week but no less than once a month) to write, read and discuss (should they wish) the writing of any individual member, or the organisation as a whole, and to promote the organisation’s activities through information, local press, brochures, by word of mouth, performance, advertising in public places and in any other manner the organisation may from time to time decide. These objectives will be developed with the approval of the organisation as a whole
4. The organisation shall be open to all and anyone may join at any time by coming to a meeting. Meetings will be advertised in public buildings such as libraries, the local press and at the meeting’s venue. Access to the organisation will be without prejudice.
5. A register will be kept of all persons attending a meeting and such persons shall be called “members”.
6. The governing body shall consist of three officers; a Chairman, a Treasurer and a Secretary, to be elected annually at the Annual General Meeting (AGM). The vote will be by simple majority of those attending the AGM. Nominations for officer shall be made at least 7 days prior to the AGM and given to the Secretary.
7. Casual Vacancies. The members shall have power at any time to co-opt other members to fill any vacancy among the officers. An officer shall hold office only until the next AGM but shall then be eligible for re-election.
8. Voting at the AGM will be open to all members who have attended a minimum of two meetings during a period of 3 consecutive months prior to the announcement of the AGM, or 1 meeting in the 21 days prior to the announcement of the AGM. There shall be a quorum when at least one third of the voting members or 8 voting members, whichever is the greater, are present at the AGM.
9. An AGM will be held in March of each year. The date of the AGM will be announced at least 21 days in advance. Any member who has attended at least 5 meetings since the last AGM, or 1 meeting in the 21 days p0rior to the announcement shall be informed of the AGM, even though they may not have voting rights.
10. At the AGM the following business will be conducted; (A) Election of officers. (B) Presentation, and if accepted, the passing of accounts of the previous financial year ended 31 December (C) Such other business as shall have been communicated to the Secretary and included in the notice of the meeting sent to the members.
11. Following election of the officers at the AGM, the officers may suggest a member, or members, of the organisation to be responsible for marketing, publicising and promoting the organisation. Any such activity must reflect the organisation positively. The organisation’s name must be used in such activity.
12. In furtherance of the objectives the officers may exercise power to raise funds and to invite and receive contribution to the benefit of the organisation as a whole.
13. Accounts. Full accounts of the financial affairs of the organisation shall be made available to every member at the AGM. The Treasurer shall present interim accounts to a general meeting within 21 days of a request to do so by a member but in any case must do so six months after election.
14. The funds of the organisation shall be paid into an account operated by the officers in the name of the organisation at such a bank as the officers shall from time to time decide. All cheques drawn on the account must be signed by at least two officers.
15. The funds belonging to the organisation shall only be applied in furthering the objectives of the organisation.
16. An extra-ordinary meeting may be convened at any time and shall be convened within 21 days on the requisition of 5 whole votes of the members for the time being and such requisition must state the purpose for which such meeting is required. The secretary shall give at least 14 days’ notice of such a meeting to all members on the register for the past 12 months. There shall be a quorum when at least one third of the voting members, or 8 voting members, whichever is the greater, are present at the extra-ordinary meeting. Voting membership shall be as applied to the AGM.
17. The Constitution may be altered by a resolution passed by not less than two thirds of the members on the current register and eligible to vote at an AGM or extra-ordinary meeting. Full terms of the alteration proposed must be set out in the notice of the meeting.
18. Dissolution. If the officers decide it is necessary or advisable to dissolve the organisation it shall call a meeting of all members stating the terms of the resolution. If the proposal is confirmed by a two thirds majority of those present, the officers shall have power to realise any assets held by or on behalf of the organisation and any assets remaining after the satisfaction of any proper debts and liabilities shall be given to a charitable institution, or similar, as identified by the members present.
The Constitution was adopted on 15th day of April 2016 and signed by the persons whose names appear at the bottom of this document.
A Jenkin (Chair)
C Lang (Treasurer)
Jack Horne (Secretary)
C Butson (Deputy Chair)
S Boulton-Way (Deputy Chair)