1 Name of Organisation
1.1 The name of the organisation is The Huddersfield Authors’ Circle (hereinafter referred to as the Circle)
2 Aims
2.1 The Circle aims to promote literary endeavour, to provide opportunities for local writers to develop and present their written work to each other for constructive criticism and guidance.
2.2 It will do this through regular meetings held on the Second and Fourth Wednesday of each month or on any other day which is decided by a majority vote of members present when such a vote is taken.
2.3 The meetings will consist of workshops, led by individual members of the Circle, and reading meetings alternately, or other format agreed by the Circle.
2.4 In order to achieve its aims, the Officers may:
Raise money
Open bank accounts
Take out insurance
Obtain and pay for goods and services necessary to run the group
Hire or rent premises to run the group’s activities
Organise events and activities
Work with similar groups and exchange advice and information with them (excluding members details except by prior agreement with each individual member)
3 Competitions
3.1 Two competitions will be held during each year: one set and judged by the President of the Circle and one set and judged by an external adjudicator, selected by the President of the Circle.
3.2 There will be three categories in each of the competitions, as decided by the President or external adjudicator. Competition core categories are ‘short fiction’ (2000 – 4000 words), ‘flash fiction’ (around 500 words) and ‘poetry.’
3.3 Members shall be allowed ONE ENTRY PER CATEGORY. Work must not have been accepted for publication at time of entry. Work must not have been ‘placed in any previous Circle competitions.
3.4 Each category will have a first and a second place. Of the three first places, one will be adjudged the overall winner and receive a prize of £55
3.5 The ANNUAL CUP for each competition shall be presented to the winner of the OVERALL BEST ENTRY (the adjudicator’s choice).
4 Membership
4.1 Membership of the Circle is open to WRITERS, who are over 18 years of age and who have had, or wish to have, their work published, broadcast or performed. Numbers may only be limited if necessary as decided by a majority vote of members present when such a vote is taken.
4.2 Application Procedure: Prospective members are allowed to attend TWO meetings without payment, after which application for membership must be submitted, along with two pieces of recent work, unless work has been written/read at the aforesaid meetings.
4.3 Applications for membership will be considered by the Officers and Committee, whose decision shall be final. Officers and Committee are empowered to revoke membership at any time, provided that person has the opportunity to make their case to the full Committee before they make their decision.
4.4 A membership subscription shall be payable in the first month of each calendar year, with a four week period of grace thereafter. The subscription fee will be annually reviewed at the January AGM. A sliding scale, on a quarterly basis, will be payable for those joining during the year, ie: full fee in first quarter, ¾ fee in second quarter, ½ fee in third quarter and ¼ fee in fourth quarter.
4.5 Renewed membership shall lapse if subscriptions are not fully paid by the end of February, after the AGM.
4.6 No member will be eligible for election to office or committee unless they have been a fully paid up member for one year prior to nomination.
4.7 Members must submit their name, address, email and telephone number to the secretary for communication purposes. By doing so, members accept that these details will be circulated to other members of the group, and held according to GDPR legislation.
5 Equal Opportunities
5.1 We aim to create a safe and welcoming atmosphere for everyone. We want to challenge all forms of oppression including those based on race, ethnicity, nationality, creed, gender, sex, class, sexuality, gender reassignment, learning ability, physical impairment, mental illness, HIV status, age, occupation, income, wealth and unrelated criminal conviction. We aim to design our activities and decision-making processes specifically to encourage and support participation from people who face disadvantage in society, including women, BME people, disabled people, LGBTQ people, and people on low incomes.
5.2 Sexist, racist, homophobic, transphobic or otherwise offensive and inflammatory remarks and behaviour are not acceptable. These constitute harassment, and have no place in the Circle.
5.3 If any member feels they have been discriminated against or harassed by any member of the Circle, they should raise this with the committee.
5.4 The committee will investigate the complaint, listening to all members involved and take necessary action. (If the complaint is against a committee member, that member will not be part of conducting the investigation).
5.5 If the complaint is against the Circle as a whole, the Committee must work to ensure that such discrimination is not repeated in the future, and must inform the members of how they propose to do this.
5.6 Any decision to exclude a person from the Circle due to discriminatory or harassing behaviour will be made with reference to the Circle’s constitution. The Circle will support people who feel they have been harassed or discriminated against, and will not victimise or treat them less well because they have raised this.
5.7 This policy was adopted at a meeting of Huddersfield Authors Circle on 14 February 2018, and will be reviewed at least every 2 years.
6 Committee and Officers
6.1 The Officers of the Circle will consist of the President, Vice-President, Secretary, Treasurer and Webmaster. A quorum of three is required for committee meetings. The whole committee must be informed of the meeting in good time to ensure all have opportunity to attend.
6.2 If any one of the roles remain unfilled, the roles of that position will be distributed between the remaining officers.
6.3 The office of President shall be held for one year and shall be filled annually by the elevation of the Vice-President. No member shall be eligible to hold the office of Vice-President immediately following that of the President.
6.4 All other officers and Committee shall continue to hold their respective offices until the next AGM and at such meeting shall be elected by simple majority by members present at the AGM.
6.5 No member shall be eligible to hold office on the Committee until membership of HAC has been held for a full year.
7 AGM and Other Meetings
7.1 An Annual General Meeting (AGM) will be held in January of each year. A calling notice must be sent by email (or post to those who do not have email) at least 14 days before the meeting, consisting of date, time, venue and agenda.
7.2 The Officers of the Circle will present reports and accounts of the preceding year at the AGM
7.3 Nominations to the Officers and Committee can be made at the meeting.
7.4 The quorum for a general meeting will be fifty percent of the membership at the time of the meeting.
7.5 General Meetings can be held as needed, as agreed by at least two of the Officers of the Circle. All members must be notified in the same way as for the AGM and at least fifty percent of the membership must be present at the meeting for the meeting to be valid.
7.6 Alterations to the constitution can only be made at a General Meeting after a proposal has been circulated to all members with notification of the proposed change, date, time and place of the meeting at which the proposed amendment will be discussed and voted on.
7.7 All fully paid-up members will have one vote.
7.8 Decisions will be made by majority vote of all paid-up members, present at the meeting.
8 Finances
8.1 Funds will be paid into a bank account in the name of Huddersfield Authors’ Circle.
8.2 The account will be operated by the Treasurer, all monies received being applied for the benefit of the Circle.
8.3 All cheques will be signed by two of three signatories, one of whom must be an Officer of the Circle, as agreed and ratified at each AGM.
9 Dissolution
9.1 In the event of membership dropping below a viable number, Huddersfield Authors’ Circle can be wound up at a Special General Meeting called for that purpose.
9.2 The proposal to wind up the Circle must be advertised fourteen days before the meeting.
9.3 The decision to wind up will require the approval of two-thirds of members present and voting at the meeting.
9.4 Surplus funds of the Circle, if it is dissolved, will be donated to a charity as agreed upon by the remaining members.
9.5 This constitution was first adopted by the members of the Huddersfield Authors Circle at a meeting held on 14 February 2018
Huddersfield Authors Circle 