TWG Constitution©

7/20/2022

The Constitution of the Tobago Writers Guild of Trinidad and Tobago

CONSTITUTION – TOBAGO WRITERS GUILD (TWG) I.

NAME • •

II.

The organisation is registered as the Tobago Writers Guild The term ‘Guild’ refers to the Tobago Writers Guild in this document

PURPOSE • • • • • •

III.

The promotion of writing – creative, historical or otherwise – in Tobago The promotion and improvement of literacy and reading in Tobago The creation of a community of writers in Tobago The provision of assistance to schools and community-based groups inthe areas of writing, reading and dramatic presentations in Tobago; and To preserve the oral tradition of our communities especially/specifically that of the Tobago community.

All activities thereto.

OFFICERS AND THEIR DUTIES • • • • • • • • •

PRESIDENT VICE PRESIDENT SECRETARY TRUSTEE ASSISTANT SECRETARY TREASURER ASSISTANT TREASURER PUBLIC RELATIONS OFFICER MARKETING DIRECTOR

The following Officers comprise the Executive Committee of the TWG: •

PRESIDENT • Leader of the Guild

Chairs monthly meetings.

• Official representative of the Guild at conferences/meetings.

• Steers the Guild according to its Mission Statement towards its aims •

VICE-PRESIDENT • Functions as President in the absence of the President.

• An ex-officio Member of all TWG Committees.

•

SECRETARY • Official reference point for all administrative matters of the Guild.

• Responsibility for all outgoing correspondence in the name of the Guild.

•

TREASURER • Responsibility for all financial records of the Guild.

• Issuing of all cheques or cash.

• Responsibility for official receipts and payments.

• Responsible to see that dues are collected and recorded

•

PUBLIC RELATIONS OFFICER • Promotes the name and mission of the Guild.

• Stimulates interest in the affairs of the Guild.

•

MARKETING DIRECTOR Appointed by the TWG Executive Committee with responsibility for directing or leading a team to manage sales, promotion and placement of any creative products published by the Guild.

•

ASSISTANT SECRETARY • Functions as the Secretary in absence of Secretary

•

ASSISTANT TREASURER • Functions as the Treasurer in the of the Treasurer

• •

TRUSTEE ▪

Collects monthly dues at monthly meetings

Appointed by the TWG Executive Committee with the responsibility of Custodian of all property of the Guild (administrative records, documents, tapes, banner, tickets, etc).

REMOVAL OF OFFICERS Elected Officers can be removed for: • • • • IV.

Non-performance of office Missing 3 consecutive meetings without due cause and or failure to execute duties assigned to that office [see Duties at Article 3] Elected Officers may voluntarily remove themselves from office Elected Officers who have been proven to have brought the TWG into disrepute can be removed from office after consideration by the Executive Committee.

ELECTIONS AND TERMS OF OFFICE • • • •

V.

General election of officers will take place at the January monthly meeting The term of office of all Executive Members shall be for one year.

There is no limit on the number of terms an officer may be elected to the Executive Committee.

The newly elected Executive Committee shall be formally presented at the TWGs first public function of that year.

MEMBERSHIP ➢ ACTIVE MEMBER

•

Active membership is open to anyone [17 years of age and over] who has an interest in and supports the purpose, aims and mission of the Tobago Writers Guild

•

All active members pay monthly dues as stipulated, currently $20 per month, but subject to increase or decrease according to the needs of the Guild. [Dues may be offset where an active member provides that they are of indigent circumstances.]

•

Participate in the activities of the Guild

•

Attend meetings [minimum attendance is 6 of 11 meetings]

•

Serve on TWG committees

•

Have the right to hold office and participate in elections.

▪

REMOVAL OF AT LARGE ACTIVE MEMBERS ▪

Active members may be removed for bringing the Guild into proven disrepute

▪

Active members may voluntarily remove themselves from active membership.

HONORARY MEMBERSHIP ▪ Extended to high profile persons, and those who function professionally within the literary and artistic culture, who are unable to participate actively and who wish to be associated with the TWG. ▪ Examples are teachers, international persons, known authors, known performing and or recording artists ▪ Honorary members can make donations but are not required to pay dues.

▪ Honorary Membership may be removed from those who bring the Guild into proven disrepute.

VI.

GOVERNING STRUCTURE AND GENERAL DECISION-MAKING [subject to bye-laws, changes and amendments]

Binding decisions can be made by a quorum of members at monthly meetings.

▪

Eleven [11] members constitute a fully quorate/constituted meeting - without which no binding decisions can be made.

Amendments can be [proposed by 75% or 3/4s of membership present at meeting?] via a quorate vote.

The Executive Committee of the Guild is empowered to make emergency decisions outside of regular meetings. The Executive Committee is also empowered to ratify the Constitution of the Guild and any and all Amendments to same.

▪

A quorum of four [4] members/Majority of Executive Committee are empowered to make executive decisions –to be properly announced and informed of members at the impending meeting of the Guild.

Dissolution of the Guild In the event of the dissolution of the Guild all [any] monies collected and/or owing to the Guild, and any property, or money remaining in the Guild’s bank account/s shall be disbursed following discussion and according to the majority view of the Executive Committee at that time.

Meetings of the Tobago Writers Guild are held monthly.