ROTORUA WRITERS GROUP

Practices and Procedures 

Passed at AGM 2022

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 (January–November)

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 fostering of links with other Writers’ Groups

5. the production of a monthly newsletter featuring comments from the President, members’ work,

      information about up-coming competitions and other items of interest.

Membership

Membership will be open to adults (aged 18+) who agree with the aim of the group and who pay the annual subscription. 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 and Facebook group

4. enter all RWG in-house competitions (at the stated members’ fee)

5. attend RWG day/weekend workshops and club retreats (at the stated members’ fee)

6. vote at the AGM

7. 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 part-way through the year will be entitled to a reduction in subscription, decided by the committee.

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 the stated member’s fee.

3. An annual subscription is to be paid as decided at the AGM.

4. Affiliated Members will be welcome to attend up to three (3) regular monthly meetings of RWG per year.

5. Affiliated Members will not have voting rights at the AGM.

6. Affiliated Members may attend day/weekend workshops and retreats organised by RWG at the same fee as members

7. Individual Affiliated Members are welcome to take up full membership at any time by paying the balance between the affiliate membership subscription and the full member subscription.

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 a minimum of five members, including a President, Secretary and Treasurer 

2. the roles of Secretary/Treasurer may be combined

3. the roles of the President and Treasurer may not be combined

4. Officers and members of the Committee shall be proposed, seconded and elected at the AGM

5. a Quorum for any decisions at a Committee meeting shall be four members, one of whom must be an office holder.

6. In the event of a tie, the Chairperson has the casting vote.

7. Committee members are expected to attend monthly committee meetings or send an apology.

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 role of Newsletter Editor will be filled by a volunteer from the membership. That member will be co-opted onto the committee. 

ANNUAL GENERAL MEETING

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

At the AGM:

1. The President and Treasurer will present their Reports 

2. Officers will be elected 

3. any proposed Life Members will be elected

4. an honorary Auditor will be elected

5. any motions will be debated and decided upon

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

2. 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. 

3. any motion submitted to be discussed at the AGM must be notified in writing to members at least 1 week (7 days) prior to the AGM. No motions will be accepted at the AGM. Non agenda items may be raised, and discussed at the Chairperson’s discretion. 

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

5. the Financial Year will run from 1 January to 31 December each year.  Audited accounts available at the AGM

6. the annual subscription for members and affiliate members shall be set and agreed  upon

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 by the secretary or a committee office holder.

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 officially winding up:

1. RWG library resources to be offered for sale to RWG members

2. any residual monies to be given to Rotorua District Library