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Motto: Writers Helping Writers |
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ROME AREA WRITERS Constitutional Principles of Operation As Approved by the Executive Committee on November 30, 2003
A. The name of the organization shall be the Rome Area Writers (RAW). It shall be the mission of the organization to encourage its members and the community to write and read their work and to assist its membership in the production, revision, and possible publication and distribution of such work in accordance with the wishes of the writer.
B. Meetings shall be held on a monthly basis on the second Thursday of each month from 6 to 8:15 p.m. at the Rome/Floyd Public Library unless revised by the membership or the executive committee. All meetings are open to the general membership and to the public.
C. The purpose of the organization are: 1. To encourage members to write and to present their work for review. 2. To solicit and facilitate responses from the membership offering constructive criticism and suggestions for change in member’s submitted work. 3. To serve as an introductory process of review and to encourage members to subdivide into smaller groups of like-minded participants for greater in-depth analysis and critiquing of a particular work by select members of the author’s choice. 4. To inform members of upcoming events concerning the art and science of writing, reviewing, and publication of written material including workshops and meetings with various published writers and their works. 5. To invite special guests for presentation of their works and ideas for writing and for serving as experts in critiquing members’ work with the consent of the writer. 6. To serve as a liaison with other writers’ organizations such as the Georgia Writers Association, etc. 7. To provide an avenue of camaraderie and good companionship among all those in the community and beyond interested in writing for whatever reason or purpose.
D. Membership in the organization is open to all persons interested in the pursuit of writing in whatever form and for whatever reason. It shall not be the purpose of the organization to limit membership in any manner except as prescribed herein. Those desiring membership may become members upon attendance at any regular meeting and the payment of dues. No formal application or ritual is associated with membership.
E. The officers of the organization shall be: 1. President who shall direct the activities of the organization in the manner prescribed by these principles. The President may nominate the chairpersons of such standing and ad hoc committees as deemed necessary. The President serves as an ex-officio member of all committees of the organization. The President shall preside over all regular and Executive Committee meetings and shall act as Parliamentarian. 2. Vice-President who shall assist in the planning and preparation of the program format at each regular meeting. In the President’s absence, the Vice-President shall assume the duties of the President. 3. Secretary who shall keep the minutes of all regular and executive meetings and assist in any correspondence as needed. 4. Treasurer who shall maintain and account for all monies of the organization.
F. The officers shall be elected by majority vote of the general membership at the January meeting each year and shall serve for a period of one year. No person shall serve for more than two consecutive full terms in the same office. A nominating committee, consisting of the President and four members selected by a 2/3 vote of the executive committee, shall be established no later than the December Executive Committee meeting date. The members shall be advised of this nominating committee before the January meeting. The nominating committee shall select from one to three persons for each office. These selections will be presented to the membership at the January meeting as a final choice. No further nominations will be accepted at the January meeting. No person may be nominated to run for more than one office. In cases where more than one person is nominated to run for a particular office, an election by printed ballot will be held at the January meeting. Newly elected officers will assume office at the close of the January meeting and may wish to meet with the previous officers to ensure a smooth transition. Vacancies of office shall be filled by nomination of the President and a 2/3 vote of the Executive Committee.
G. In addition to the officers, the organization shall maintain advisors who, along with the President, shall serve as ex-officio to all committees and shall assist in the on-going operational activities. All advisers and standing and ad hoc committee chairpersons serve at the discretion of the executive committee. All advisers and standing and ad hoc committee chairpersons are to be nominated by the President and approved by a 2/3 vote of the Executive Committee. Advisers and committee chairpersons serve for the same term as the officers and are appointed at the first Executive Committee meeting following each election in January. The Executive Committee at each of its meetings may approve additional persons.
H. The Executive Committee shall consist of the duly elected officers, chairpersons of standing committees and the advisers. The President shall be the chairperson of standing committees and the advisers. The President shall be the chairperson of the Executive Committee and shall conduct its meetings and establish the agenda of each meeting. The Executive Committee shall meet at least once each month prior to the regular meeting for planning and organizational purposes. The Executive Committee members serve as a cooperative group in promoting and implementing the ongoing activities of the organization. The President and the three additional members of the Executive Committee shall constitute a quorum for the conduct of the business of the Executive Committee. In emergency situations, the President may conduct the business of the Executive Committee by email or phone.
I. Membership dues in the Rome Area Writers are established at $15.00 per year beginning January 1.
J. Procedures at all meetings shall follow Robert’s Rules of Order. At regular meetings, at least eight members and two officers shall constitute a quorum for the transaction of business. Business decisions at a regular meeting shall be decided by a majority vote of the members present providing there is a quorum present. It shall be the prerogative of the membership to change these Principles of Operation or Operational Procedures at a regular meeting by a 2/3 vote providing a quorum is present. These Principles of Operation or Operational Procedures may be changed by a 2/3 vote of the Executive Committee providing a quorum of the Executive Committee is present.
K. The term of the fiscal year shall be from February 1 through January the following year. All expenditures are to be approved by the Executive Committee. Expenditures of $300 or more must by given prior approval by the majority of the membership of the organization in attendance at a regular meeting.
ROME AREA WRITERS Operational Procedures
1. Members are encouraged to bring their work to a small group meeting for critiquing before later presentation at a regular meeting. At regular meetings, items placed on the agenda in advance will be given preference in the order of presentation but prior notification is not required.
2. The duration of each contribution at regular meetings should be limited to a total of fifteen minutes to allow for greater participation unless approved in advance by the Vice-President or the Executive Committee. Special programs with speakers, arranged in advance, may require additional time.
3. It is suggested that the membership be given an opportunity to subdivide into special interest groups to pursue and to focus in more depth on a specific area. The groups will meet at other times to critique their work in more detail. In-depth critiquing is only possible when initiated in a setting that allows for greater time and more intense selective reaction on the part of those involved. It is suggested that members bring additional copies of their work to the special group meetings for distribution. Members may also bring unfinished work to the meeting in order to obtain suggestions for future direction and/or to distribute the work to select members for more in-depth critiquing than is possible within the meeting time frame.
4. It is suggested that a short break be provided somewhere in the program at regular meetings.
5. The membership shall be notified of upcoming meetings and other events through e-mail, regular mail, or by phone.
6. It is recommended that all members invite other persons to the meetings in order to increase membership and create a wider scope of interest. All members are encouraged to give the name and address of perspective members to a member of the Executive Committee who will send a follow-up invitation.
7. The motto of the Rome Area Writers is “Writers Helping Writers”. This implies a need to reach out beyond the membership to the community at large in order to promote broadly the cause of the literary arts.
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