The Aim of Rotorua Writers Group (RWG)

“To encourage, assist and support members to work towards their personal goals as writers.”

This Aim to be promoted through:

1. monthly meetings and activities (February – December)
2. guidance in the various crafts of writing through workshops led by invited speakers
3. the organization of regular ‘in-house’ and occasional National competitions
4. the provision of a library containing appropriate resource materials
5. the fostering of links with other Writers’ Groups
6. the production of a monthly newsletter featuring comments from the President, members’ work, information about up-coming Competitions and other interesting items

Membership

Membership will be open to adults who agree with the aim of the group and who pay the annual subscription. People eligible to join the club must be eighteen years of age and over. Annual subscription will be due at the AGM.

Members will be entitled to:

1. attend all monthly RWG meetings
2. receive the monthly RWG newsletter
3. access the RWG website
4. enter all RWG in-house competitions (at the stated members’ fee)
5. use the RWG library
6. attend RWG day/weekend workshops (at the stated members’ fee)
7. vote at the AGM
8. stand for election to office/committee positions.

Intending members will be welcome to attend up to two meetings before becoming members.

Any new member joining after December of each year will be entitled to a reduction in subscription.

Affiliated Membership

1. Affiliated Membership will be offered to individual writers who live outside the Rotorua District.
2. Affiliated Members will receive the club's monthly Newsletter and will be eligible to enter RWG In-house competitions at an entry fee slightly dearer than that paid by Members.
3. No Annual Sub will be payable but a charge will be made to cover the costs of printing and postage of the Newsletter.
4. Affiliated Members will be welcome to attend up to two (2) meetings of RWG per year.
5. Affiliated Members will not have voting rights at the AGM.
6. Affiliated Members will be able to attend day/weekend workshops organised by RWG at the same fee as members
7. Individual Affiliated members are welcome to take up full membership.

Life Members

A ‘Life Member’:

1. may be any member who has given substantial service to RWG
2. may – on the recommendation of the Committee – be elected by a majority of the members present at the AGM provided that appropriate notice has been given to members of this proposal
3. has the rights and privileges of membership and will be entitled to vote but shall not be liable to pay any subscription

Any member of RWG may put a written, signed and seconded proposal (with reasons) to the Committee to elect any other member as a Life Member. This will be discussed by the committee before it is put before the AGM.

The number of Life Members at any one time shall be limited to a maximum of three.

THE COMMITTEE

1. shall consist of at least seven members, including a President, Secretary and Treasurer
2. the roles of Secretary/Treasurer may be combined
3. Officers and members of the Committee shall be proposed, seconded and elected at the AGM
4. a Quorum for any decisions at a Committee meeting shall be three members, one of whom must be an office holder.
5. Committee members must be available to attend monthly meetings

In the event of a vacancy occurring in the elected members of the committee or in the offices of President, Secretary or Treasurer, the Committee may fill such vacancy for the unexpired term of office.

The roles of Librarian, Newsletter Editor and Radio Broadcast Co-ordinator will be filled by volunteers from the membership.

ANNUAL GENERAL MEETING

This will take place at the meeting on the last Saturday in February.

At the AGM:

1. the Officers of the Committee will present their Reports
2. the Newsletter Editor, Librarian and Radio Broadcast Co-ordinator will also present brief reports
3. the annual subscription for members shall be set and agreed upon
4. Officers will be elected
5. any motions will be debated and decided upon
6. any Life Members will be elected

Please note:

a) any motions to be discussed at the AGM should preferably be submitted in writing, signed by a Proposer and Seconder, to the Secretary at least three weeks (21 days) before the AGM

b) nominations for Officers and Committee Members will be called for and may be submitted in writing to the Secretary at least three weeks (21 days) before the AGM. Nominations will be accepted during this period up to the date of and during the AGM.

c) any motion to be discussed at the AGM must be notified in writing to members at least 1 week (7 days) prior to the AGM

d) the Quorum for the AGM or any Special General Meeting will be more than 50% of members

e) the Financial Year will run from 1 January to 30 December each year. Audited accounts available at the AGM

SPECIAL GENERAL MEETINGS:

1. may be called by the Committee whenever it thinks fit
2. may be requested through a written application, stating reasons, signed by five or more members of RWG. Such a meeting to be called by the Committee at the earliest possible date following receipt of the application.

At least seven days’ notice of such a meeting and the reasons for it must be given in writing to each member.

VOTES ‘IN ABSENTIA’

Any member unable to attend the AGM or a Special General Meeting may submit a written, signed and sealed vote for or against any motion to be brought before such a meeting.

WINDING UP

In the event of RWG no longer being able to function:

1. RWG library resources to be offered for sale to RWG members
2. any residual monies to be given to Rotorua District Library