The Club Constitution

Last Amended June 2022

1 The group shall be called The Leicester Writers’ Club and shall work alongside local programmes and initiatives to develop creative writing in the region, where these are aligned with the objectives of the club.

2 The objectives of the Club are to provide common ground for the regular meeting of writers, to assist fellow members by the pooling of knowledge and practical experience, and to encourage development through constructive criticism. At the discretion of the committee, and where it furthers the objectives of the Club, members may be allowed use of the Club’s facilities and other resources to promote their various successes.

3 Membership is open to published writers and writers working towards professional publication who can benefit from and contribute to the club and its objectives as defined in Clause 2. Applications for membership shall be made by sending a sample of work to the President or an appropriately delegated member of the committee. The sample shall be put to the committee or a working party thereof. The President or the delegated member of the committee will endeavour always to give feedback on the final decision.

4 Where possible the club will provide regular hybrid manuscript meetings of members, in line with the available budget provided by club funds. Members (and guests where appropriate) will have the choice of attending manuscript meetings in person or via video conferencing software.

5 The subscription rates (including any reductions agreed for students etc.) shall be set by resolution at an AGM or EGM and shall be paid to the Treasurer at the beginning of the Academic Year, except that, at the treasurer’s discretion, payment may on occasion be made in two parts, the second being payable in February.

6 The Club Financial Year begins on 1 June and the Annual Treasurer’s reports cover the period 1 June to 31 May.

7 The Club shall be a self-governing body, organised by a Committee elected at the Annual General Meeting, which shall be held in June and shall be chaired by the incoming President.

8 At least one month before the AGM, the President will invite:

a. Written nominations (proposed and seconded) for the positions of Vice-President, Secretary, and Treasurer and other committee positions to bring the committee to a maximum of 8 people in total (including the President). Candidates may stand for more than one position.

b. Written proposals for resolutions (proposed and seconded) to be debated and voted upon at the meeting. The President will set a suitable deadline for the receipt of such nominations and proposals, and circulate them to the membership prior to the meeting.

9 At least one year’s membership of the club shall be required to qualify for the committee and at least one year on the Committee to stand as Vice President, unless there are no other candidates. The office of President shall be limited to one year in any three. The previous year’s Vice President will serve as the new President and the retiring president will be eligible to stand for the committee. The secretary and treasurer may serve indefinitely but must be re-elected each year.

10 Voting at the AGM will be conducted as follows:

a. All attending paid-up members (all categories of membership except honorary and associate members) shall be entitled to vote. No proxy votes will be allowed. The Chair will not vote, except to break a tie (as below).

b. The Officers of the club – Vice-President, Secretary, and the Treasurer (in that order) – will be voted upon first. In each category, the candidate with the highest number of votes will be elected (simple majority).

c. Once elected, the candidate shall drop out of any other voting categories in which they are nominated. Defeated candidates for Vice-President, Secretary or Treasurer are automatically put forward as candidates for the committee unless they state a preference to withdraw.

d. A vote on remaining committee positions will only be necessary if more than four nominations remain for the four positions. Each qualified attendee can vote for four candidates. The four candidates with the most votes will be elected.

e. Resolutions will be debated and voted upon after the election of the committee, but before the new officers and committee take their posts.

f. In the case of any tied votes, the chair (presiding President) shall cast the deciding vote(s).

g. The minutes of the AGM will be circulated to the membership within one month of the meeting.

11 General Conduct of the Committee: The Committee will meet when necessary for the purpose of drawing up a programme and running of the club:

a. The ‘Committee’ shall be composed of the President, Vice-president, Secretary, Treasurer and its other elected members.

b. The Committee shall have the power to co-opt other club members to itself at its own discretion, either to fulfil specific roles or as special advisors. Co-opted members may contribute at committee meetings when invited, but shall not vote.

c. The Committee shall draw up a list of roles and these roles will be allocated to committee members or co-opted members of the club, as appropriate.

d. Resolutions at committee sessions shall normally be passed by simple majority of those voting.

e. Four members of the Committee shall constitute a quorum. No session of the Committee can run without a quorum (physical attendance is not necessary: telephone/video conference or on-line meeting is acceptable to form a quorum, providing all members of the quorum are simultaneously connected).

f. The Club shall not be bound to any undertaking or course of action except by a minuted resolution approved by the Committee in session.

g. Members of the club may be asked to volunteer to act as Chair for the individual weekly meetings of the club. No committee power shall be delegated to these volunteers, other than the running of the meeting.

h. The Officers and Committee shall at all times act within the limitations and the spirit set by this document, and within the laws of England.

12 Surplus funds of the club shall be banked in an appropriate account at a recognised High Street bank. Any transactions on this account on behalf of the Club must be overseen by at least two of the following: The President, Vice-President, Treasurer, Secretary or one other committee member appointed by the AGM. After each Annual General Meeting, the treasurer will notify the bank of any change of officers and, where change occurs, the officers will sign a new mandate provided by the bank.

13 Members may occasionally be honoured with Life membership in recognition of an extraordinary and long-term service to the club. This shall be at the recommendation of the Committee and subject to approval at the Annual General Meeting. Life Members, who will retain full membership rights, need pay no further annual subscriptions

14 The committee may, with the approval of the Annual General Meeting, offer Honorary Membership to a non-member who is felt to have rendered signal service to the Club. Honorary Members shall have the right to attend meetings, but not to vote or to hold office.

15 An Extraordinary General Meeting (EGM) may be called by a minuted resolution(s)of the Committee in quorate session, or by written request to the President containing the resolution(s) to be debated signed by at least 25 members or 25% of the total membership (whichever is less). The President shall endeavour to hold the EGM as quickly as possible, but should, unless an immediate decision is required for legal purposes or to avoid financial distress, give members at least 14 days notice of the EGM and the resolution(s) to be debated.

16 Any alteration of the Constitution can be enacted only by a two thirds majority vote at the Annual General Meeting or at an Extraordinary General Meeting.

17 Associate Membership is open to ex-members who are prevented from attending meetings through distance, infirmity or similar. The annual fee is 20% of the full subscription and due at the same time of the year. Associate members are entitled to the same privileges as full members except that they may not:

a. Attend more than five manuscript evenings per annum or read at meetings unless time allows (though they may attend special events, weekend courses, retreats and speaker evenings on the same terms as full members).

b. Vote at the AGM or any EGM.

c. Be eligible to enter the Annual Awards.

d. Stand for any elected position within the Club.

18 A copy of the constitutional Document shall be kept in a separate display folder and be available for inspection at the front of the room at every club meeting.

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