TheFED Constitution
This is the constitution of
TheFED - A Network of Writing and Community Publishers
adopted by the 7th AGM
on Saturday 24th October, 2015
and amended by the 10th AGM
on Saturday 2nd June 2018
at Faraday House, Holborn, WC1N 3AE
Constitution of TheFED – A Network of Writing and Community Publishers
1. THE NAME
The full name of the organisation consists of two parts.
Part 1. 'TheFED' (the headline) and
Part 2. 'A Network of Writing and Community Publishers' (the strap-line).
The full name must be used in the title of all TheFED documents but otherwise the organisation will usually be referred to as 'TheFED'
2. THE AIMS (What TheFED is set up to do)
To further the cause of writing and community publishing
To make writing and publishing accessible to all.
3. DEFINITIONS (Meaning of the words used to describe TheFED)
3.1 The term 'Writing' is open to various definitions. This is essentially a matter for TheFED determine, and generally, it is anticipated that a broad definition will be favoured.
3.2 The term 'Community Publishing' is generally taken to mean the process of producing and distributing such writing in co-operative and mutual ways, rather than competitive and private ways. It is not restricted to printed or internet distribution, but can take any form acceptable to TheFED.
3.3 The terms 'Member' and 'Member Organisation' are taken to mean a group, organisation, or an individual admitted to membership of TheFED.
4. POWERS (What TheFED can do in order to achieve the Aims)
In order to promote the agreed aims of TheFED, but not otherwise, TheFED may:
4.1 Employ the services of individuals and organisations, both on a voluntary and on a paid basis. The terms of such employment are the responsibility of the Executive Committee. All employees, whether paid or voluntary, are accountable to the Executive Committee.
4.2 Liaise with organisations and individuals who can help TheFED.
4.3 Offer financial support for members to visit other organisations for training and networking purposes, where funds allow.
4.4 Arrange writing groups, festivals, workshops, reading events, training courses, meetings, exhibitions, social gatherings and location visits.
4.5 Publish and sell, or give away, magazines, newsletters, books, pamphlets,
audio or video recordings, multimedia presentations and exhibition materials.
4.6 Publicise and promote TheFED and its activities.
4.7 Raise funds by any legal means, accept membership fees and contributions.
4.8 TheFED has a Code of Conduct (see Appendix D)
5. MEMBERSHIP
Eligibility
5.1 Membership of TheFED is open to any group, organisation or individual engaged in activities falling within the Aims and Objectives of TheFED.
5.2 All groups,organisations and individuals wishing to become members of TheFED must accept this Constitution and agree to be bound by it.
5.3 It is for TheFED to determine the eligibility for membership of any applicant.
5.4 TheFED can have different types of membership for individuals and different type of groups or organisations. (see Appendix B)
5.5 All applications for Membership of TheFED must be submitted to the Executive Committee for approval.
5.6 TheFED recognises there may be groups and organisations accepting the Aims and Objectives of TheFED but which for particular reasons are unable to comply fully with the Equal Opportunities Policy. (see Item 15 and Appendix A)
5.7 The Executive Committee has the discretion to consider applications for Membership from such groups and organisations and to decide whether to forward the applications to the AGM for approval.
5.8 If the Executive Committee forwards such applications to the AGM for approval then it must explain to the AGM why it considers such applications should be approved.
Group Membership Application
5.9 Application for Group Membership is through a form returned to the Secretary with examples of their work, outline of aims and objectives, composition of membership and a copy of their constitution.
5.10 Application for Group Membership must be shown to be made with the approval of a majority of the applicant's own membership.
5.11 A copy of the Constitution of TheFED will be sent to the Group applying for Membership and adherence to this must be agreed to by the applicant's membership.
5.12 The Executive Committee will appoint Representatives who may visit the Group applying for Membership. The Representatives will submit a written report to the Executive Committee.
5.13 If the Executive Committee approves the membership application, the applicant will immediately become a Provisional Member Group and must pay the Annual Membership Fee.
Individual Membership Application
5.14 Application for Individual Membership is through a form returned to the Secretary.
5.15 A copy of the Constitution of TheFED will be sent to the applicant and adherence to this must be agreed to by the applicant.
5.16 If the Executive Committee approves the membership application, the applicant will immediately become a Provisional Member and must pay the Annual Membership Fee.
Full Membership Ratification
5.17 Any Provisional Member Group that wishes to become a Full Member Group must send at least one representative to the Annual General Meeting for ratification of their Group Membership.
5.18 Any Provisional Individual Member that wishes to become a Full Individual Member must attend the Annual General Meeting for ratification of their Individual Membership.
Membership Renewal
5.19 Membership is renewable on the 1st of January each year.
5.20 Membership is renewed upon the receipt of the Annual Membership Fee.
Membership Fee
5.21 The Annual Membership Fees to be paid for each type of membership shall be decided by the Executive Committee and ratified by the AGM.
5.22 The Membership Secretary will send an Invoice for the Annual Membership Fee Renewal.
5.23 Annual Membership Fees become due on the 1st January and must be paid before the start of the AGM in order for the member to participate in the AGM.
Membership Refusal
5.24 If a Group Membership Application is refused, the Executive Committee shall send the applicant a written statement to explain why their application was turned down.
5.25 If an Individual Membership application is turned down, the Executive Committee shall send the applicant a written statement to explain why their application was turned down.
5.26 An appeal against the decision to turn down an applicant may be made by following the Five Step Formal Grievance Procedure (see Appendix G) No expenses for this will be paid to the applicant.
Membership Termination
5.27 The Membership of any Member Group, Organisation or Individual is deemed to have lapsed if they have not paid the Membership Fees due before the start of the AGM.
5.28 If a member is found to be in breach of this constitution, the Executive Committee have the power to terminate their membership. They must follow the Membership Termination Procedure. (see Appendix F)
5.29 A member may appeal against the termination of their membership by following the Five Step Formal Grievance Procedure (see Appendix G) No expenses for this will be paid to the member.
6 EXECUTIVE COMMITTEE
(What they can do, how they can do it.)
6.1 The Executive Committee is elected annually at the AGM.
6.2 The Executive Committee must fulfil the Roles and Responsibilities of Executive Committee Members and Officers (see Appendix C)
6.3 The Executive Committee must be bound by this Constitution and follow the procedures as they are set out.
6.4 The Executive Committee normally meets up to four times a year, of which up to half the meetings may be in the form of telephone or internet conference meetings.
6.5 The Executive Committee will select the Officers from amongst themselves at the first Executive Committee Meeting after the AGM.
6.6 If an Officer is unable to continue in office then the Executive Committee has the power to choose another one of its number for that position.
6.7 The Executive Committee may co-opt up to three Executive Committee Members during each year of office. These co-opted Executive Committee Members have the same rights, roles, responsibilities and voting powers as the Elected Members (see Appendix C)
6.8 The Executive Committee is responsible for deciding the date of the AGM and must give at least twenty-one days notice to all Member Organisations and Individual Members (see Item 14 - Notices)
6.9 The Executive Committee reports on its activities, and is responsible to the AGM.
6.10 The Executive Committee has the power to raise funds and spend money on behalf of TheFED and to invest such monies not required for immediate use in investments as may be thought fit.
6.11 The Executive Committee has the power to employ the services of employees, and other persons, as may assist in furthering the Aims and Objectives of TheFED.
7 WHAT HAPPENS AT AN EXECUTIVE COMMITTEE MEETING
(Standing Orders, Quorum, Notice, Procedures)
7.1 Executive Committee Meetings shall be conducted in accordance with the General Standing Orders. (see Appendix E)
7.2 The quorum for Executive Committee Meetings shall be five Executive Committee Members including at least two Officers
7.3 At least fourteen days notice must be given of all Executive Committee Meetings. (See Item 14 – Notices)
7.4 All members of Member Organisations and Individual Members are normally entitled to attend Executive Committee Meetings and may speak at the invitation, and with the permission, of the Executive Committee.
7.5 There may be occasions when it is felt inappropriate for persons other than Members of the Executive Committee to be present and the Executive Committee may be 'closed' in order to discuss such matters.
7.6 The minutes shall record that the Executive Committee was 'closed 'and shall also note the nature of the business discussed, but the minutes of the 'closed' discussion shall not be made public to anyone outside the Executive Committee.
8 WHAT HAPPENS AT AN ANNUAL GENERAL MEETING
(Standing Orders, Quorum, Notice, Attendance, Elections)
8.1 Extraordinary General Meetings shall be conducted in accordance with the General Standing Orders. (see Appendix E)
8.2 The governing body of TheFED is the Annual General Meeting (hereafter known as the AGM).
8.3 The quorum for AGMs shall be 10% of the Full Individual Members and one or more representatives from 20% of the Full Member Groups.
8.4 The Executive Committee must give at least twenty-one days notice of the AGM to all Member Organisations and Individual Members? (See Item 14 – Notices)
8.5 The AGM meets every year and not later than fifteen months from the date of its previous meeting.
8.6 Attendance of the AGM is open to all Members.
8.7 All Member Organisations can send Delegates to the AGM.
8.8 There is no limit on the number of these Delegates provided they are all bona fide members of the Member Organisation
8.9 Delegates have the right to speak at the AGM.
8.10 The AGM elects an Executive Committee in order to conduct business on behalf of the AGM. (see Appendix C)
8.11 The election of the Executive Committee shall take place at the AGM.
8.12 The Executive Committee consists of at least seven and not more than twelve Elected Members.
8.13 The Executive Committee candidates must be members of a Full Member Organisation or Full Individual Members.
8.14 If the number of candidates standing for the remaining places is less than or equal to the number of vacancies, then all candidates shall be deemed elected unopposed.
8.15 If the number of candidates exceeds the number of vacancies then the candidate failing to be elected shall be deemed reserves.
8.16 In the event of any member of the Executive Committee being unable to continue in office, the reserve with the highest number of votes will automatically become a member of the Executive Committee until the election at the next AGM.
9 EXTRAORDINARY GENERAL MEETING
(Standing Orders, How, When & Why to call, Quorum, Notice)
9.1 Extraordinary General Meetings shall be conducted in accordance with the General Standing Orders. (see Appendix E)
9.2 The Executive Committee shall call an Extraordinary General Meeting ifrequested to do so in writing by a majority of the Member Groups and Individual Members entitled to vote at the AGM.
9.3 At least twenty-one days notice of an Extraordinary General Meeting shall be given to all Member Organisations.
9.4 All such Extraordinary General Meetings shall be called for a specific purpose and business is limited to that purpose.
10 FINANCE (Accounts, Banking, Signatories, Financial Year)
10.1 The Treasurer shall be responsible for ensuring that an accurate and up-to-date record of the finances of TheFED is kept, in a form that gives a clear view of all financial transactions.
10.2 The Treasurer shall be responsible for banking all monies received by TheFED, excepting such sums as are deemed necessary by the Treasurer to be retained in the form of cash.
10.3 The Treasurer shall present to each meeting of the Executive Committee a clear record of the current financial situation of TheFED, including all monies in the bank account or bank accounts of TheFED and all monies held in the form of cash. The Executive Committee shall have the power to approve the amount held in cash or to order the Treasurer to place some or all of such monies in the bank account or bank accounts of TheFED.
10.4 The Treasurer shall also be responsible for preparing, or having prepared, Annual Accounts of TheFED, and for presenting to the AGM the accounts for the most recently ended Financial Year.
10.5 The Accounts of TheFED shall be Independently Examined or Audited, as decided by the AGM, as soon as practicable after the end of the Financial Year, and in any case before the holding of the next AGM, so that the Independently Examined or Audited Accounts may be presented to the AGM.
10.6 The Executive Committee shall recommend to the AGM a person to be the Independent Examiner or the Auditor, whichever is deemed appropriate, of the Accounts of TheFED.
10.7 The AGM shall have the power to accept or reject the recommendation of the Executive Committee. The AGM shall have the power to nominate and approve the appointment of an alternative Independent Examiner or Auditor.
10.8 The person appointed by the AGM shall be responsible for the Independent Examination or Auditing of the Accounts at the next end of the Financial Year.
10.9 The Executive Committee shall recommend to the AGM a bank or banks to be the bankers of TheFED.
10.10 The AGM shall have the power to accept or reject the recommendation of the Executive Committee. The AGM shall have the power to nominate and approve an alternative bank or banks.
10.11 The Executive Committee shall appoint up to five members of the Executive Committee to be signatories for the withdrawal of funds in any form from the bank account or bank accounts of TheFED. Normally the Officers (Chair, Vice-Chair, Treasurer & Secretary) shall be the signatories, although any of Executive Committee members may be a signatory.
10.12 All bank accounts of TheFED shall require two signatures for the withdrawal of funds in any form.
10.13 The Financial Year of TheFED shall run from 1 January to 31 December.
11 GRIEVANCES (Complaints, Grievances and Appeals Procedures)
11.1 TheFED has a five step formal grievance procedure available to all the members. Having a formal grievance procedure in place means that TheFED should be able to give any grievance reasonable consideration and deal with it fairly, quickly and consistently. (see Appendix G)
Complaints by Members.
11.2 TheFED will consider a complaint by an Individual Member, a member of a Member Organisation, or by a Member Organisation, concerning a Member Organisation not complying with the terms of membership of TheFED.
11.3 TheFED has no jurisdiction over individual members of a Member Organisation, or aspects of a Member Organisation not directly affecting its membership of TheFED.
11.4 All complaints and grievances either regarding TheFED, it’s management, and employees, or a Member Organisation must be made using the five step formal grievance procedure. (see Appendix G) Complaints made in any other form will not be considered.
12 ALTERATIONS TO THE CONSTITUTION
(What can be changed and procedure for alterations)
12.1 Proposed Constitutional Amendments must be discussed and agreed by the Executive Committee. They must be voted on at the next AGM.
12.2 Notice of any proposed Constitutional Amendments must be given at least 21 days before the AGM. (see Item 14 - Notices)
12.3 The Proposed Constitutional changes will then be discussed and voted on at the AGM.
12.4 Amendments to the Constitution, Standing Orders and Appendices to them, shall require a two-thirds majority vote.
13 DISSOLUTION (How and why TheFED may be dissolved.)
13.1 TheFED may at any time be dissolved by a two-thirds majority of the Full Membership.
13.2 At least twenty-one days notice shall be given to the Membership who shall be given the option of a postal vote.
13.3 In the event of a vote in favour of a dissolution being carried, a Meeting of Dissolution shall be called to decide on the date of dissolution and the disposal of assets of TheFED. In any case, the net assets of TheFED shall be transferred to any such organisation or charity designated by those present at the Meeting of Dissolution, provided that all debts and liabilities have been settled.
14 NOTICES (How notices must be given)
14.1 Notices must be given in writing to the last known address of the recipient.
14.2 Notices will be deemed to have been received two weeks after sending.
15 EQUAL OPPORTUNITIES POLICY
TheFED has an Equal Opportunities Policy (See Appendix A)
16 INTERPRETATION & POINTS NOT YET COVERED (How to deal with such issues)
The Executive Committee decide what to do about any points not yet covered and then the issue will be raised at the following AGM in the form of a proposed constitutional amendment.
APPENDICES
Appendix
A - Equal Opportunities Policy
General
A1. This Policy is aimed at improving practices, workshops, training, and publications. To enhance not divide.
A2. TheFED is committed to the policy and practice of equal opportunities and is therefore opposed to any form of discrimination on the grounds of race, colour, creed, religion, gender, economic or social status, class, origin, sexual orientation, disability of any kind, age, educational background, language, marital status or nationality.
A3. TheFED recognises the need to allocate resources to combat discrimination of all types.
A4. As an organisation that organises and runs workshops, performances, publications, and courses, we share the responsibility to ensure that all activities welcome and encourage participation by all groups
A5. All Members of TheFED must share the responsibility to challenge behaviour or writing, which undermines or discriminates against any person.
Principles
A6. TheFED is committed to actively promoting equal opportunities in respect of:
Employment
Provision of services including publishing
Management structure
Working practices of the organisation
Information
Training
A7.TheFED notes the need for specific groups in the community to hold closed workshops and training that offer positive action to help further their development and equal status.
Practices
A8. TheFED shall ensure that its recruitment and employment practices operate in harmony with its Aims (see Item 2) and the Equal Opportunities Policy (see Appendix A)
A9. Information about employment opportunities shall be made accessible by advertising and publicising such opportunities through organisations and media relevant to people in the community.
A10. In order to ensure that TheFED services are accessible to all TheFED will pursue the following practices.
A11. Recognising that TheFED is a multi lingual organisation, information shall where possible be in languages other than English as appropriate.
A12. TheFED shall make its services available to disabled people including wheelchair users, by using premises that are accessible for all its activities whenever possible.
A13. When appropriate TheFED shall make use of signers and interpreters and make provision for colour blindness, partial colour blindness and the use of hearing loops.
A14. TheFED events and publications should be accessible to visually impaired people, for example by publishing documents in large print, Braille and on tape. We shall actively encourage Member Organisations to do likewise.
A15. TheFED shall whenever necessary provide crèche facilities in line with the current provisions in the Children Act.
A16. TheFED members, committees, sub committees, and organisers of all events shall, where possible, take into consideration the dietary needs of participants and have food prepared for Vegetarian, Muslim, Jewish, and all others with particular dietary requirements.
A17. TheFED shall not allow its publications, events, premises, or facilities to be used for the expression of views that conflict with this policy.
Implementation & Monitoring
A18. The Executive Committee of TheFED shall be responsible for instigating action plans for specific areas of work and for reviewing effective implementation of this policy annually.
A19. A subcommittee shall be appointed by the Executive Committee to report to the Executive Committee and submit a report to the AGM.
A20. All points in this document shall be reviewed and amended as required for ratification by the membership at the AGM. This is a working document.
A21. Monitoring of Member Organisations shall take place annually through report forms filled in by the Member Organisation.
Appendix B Membership Types
Group Membership
B1. Group Membership of TheFED is available to all groups which:
a) accept TheFED's Aims and Objectives
b) agree to abide by this Constitution
c) take an active part in TheFED's activities and
d) have paid their Annual Membership Fee.
B2. Every attending representative of a Member Group, which has paid its Annual Membership Fee may:
a) vote at the AGM
b) stand for election to the Executive Committee.
Associate Membership
B3. Associate Membership is available to groups and organisations accepting the Aims, Objectives and Constitution, but which for reasons acceptable to TheFED cannot take an active part in its activities.
B4. If an Associate Member is able to attend the AGM, then they shall be allowed to vote and stand for election to the Executive Committee.
B5. If a member of an Associate Member is elected to the Executive Committee, then their expenses shall be paid in line with other Executive Committee members, with the proviso that if based outside the mainland of the UK, then travel costs shall only be from the port of entry.
Reciprocal Membership
B6. Reciprocal Membership is available to groups and organisations with which TheFED feels a shared interest, ethos or common purpose. It is entirely based on sharing information and interests, and does not confer any rights.
Individual Membership
B7. Individual Membership of TheFED is available to any individual who:
a) accepts TheFED's Aims and Objectives
b) agrees to abide by this Constitution
c) takes an active part in TheFED's activities and
d) has paid their Annual Membership Fee.
B8. Every attending Individual Member, who has paid their Annual Membership Fee may:
a) vote at the AGM
b) stand for election to the Executive Committee.
Appendix C - Roles and Responsibilities of the Executives and Officers
Executives
Work as part of a team
Have the right to represent TheFED to outside bodies, with the agreement of the Executive Committee.
Act in the best interests of TheFED at all times.
Conduct themselves in a way which respects others.
Declare to the Executive Committee any conflict of interest and abide by any decision about how that conflict should be dealt with.
Are prepared to attend all meetings - or send apologies if they are unable to do so.
Are prepared to consider being a signatory for the Bank Account (if any of the officers is unable or unwilling to do this.)
Chair
Be an Executive AND
Usually Chair all meetings.
Ensure that all TheFED meetings, business, events and activities are conducted in
accordance with TheFED constitution.
Prepare the agenda with the Secretary and ensure that the agenda items are fully discussed and implemented where possible.
Ensure that all present can contribute without interruption or intimidation.
Be a signatory for the Bank Account.
Vice-Chair
Be an Executive AND
Fill the Chair's role when he or she is unavailable.
Support the Chair in ensuring that all TheFED meetings, business, events and activities are conducted in accordance with TheFED constitution and that all
present can contribute without interruption or intimidation.
Be a signatory for the Bank Account.
Secretary
Be an Executive AND
Deal with all correspondence.
Keep minutes and records.
Keep all members informed.
Prepare the agenda with the Chair.
Be a signatory for the Bank Account.
Treasurer
Be an Executive AND
Keep up-to-date records of all financial transactions.
Ensure all members of TheFED receive their agreed expenses promptly.
Make regular financial reports.
Prepare accounts for the independent examiner.
Be a signatory for the Bank Account.
Membership Secretary
Be an Executive AND
Keep the membership database up-to-date
Send membership renewals and reminders
Be a point of contact for membership enquiries.
Festival Co-ordinator
Be an Executive AND
Keep a record of Festival Attendees
Keep a record of workshop leaders and find potential new ones
Send requests and reminders for workshop information (title, description, preferred time-slot etc.)
Keep Festival Evaluation Forms
Make regular Festival Reports including booking numbers, attendance figures, recommendations and suggestions from the evaluation forms
Be a point of contact for festival enquiries.
Communications / Website Development Officer
Be an Executive AND
Keep the website up-to-date
Social Networking.
Online Publications & E-Books etc.
Give regular Communications Progress Reports
Magazine / Newsletter Editor
Be an Executive AND
Produce TheFED Newsletter or Magazine
Write (or obtain) Book Reviews
Articles
Pictures from the Festival
Updates from the Committee
Reports & News from Member Groups
Give regular Newsletter / Magazine Progress Reports
Archive Officer
Be an Executive AND
Liaise with the Archive venues, staff and volunteers
Encourage TheFED members to donate materials to the archive.
Look for opportunities to publicise and promote TheFED Archive.
Give regular Archive Progress Reports
Appendix D – Code of Conduct
The following guidelines are intended to advise and assist members of the
Executive Committee, staff, and volunteers to carry out their work conscientiously and diligently in the following ways:
D1. By encouraging the highest possible standards of competence and conduct among all employees and volunteers.
D2. By optimising resources at our disposal to provide maximum benefit to TheFED
D3. By maintaining the highest standards of integrity and confidentiality in all TheFED business matters, and within our working or personal relationships, that do not leave individuals representing TheFED open to accusations of wrong doing or bring their honesty into question.
D4. By ensuring that the name or assets of TheFED are not, at any time or in any circumstances, used for personal gain or to promote personal business interests.
D5. By ensuring that TheFED constitution and Equal Opportunities Policy and all other policies are followed at all times.
D6. By declaring any personal interests that may infringe (or might be deemed by others to infringe) on your impartiality and fairness, in any matter relevant to your duties as an employee, Executive member or volunteer of TheFED
D7. By prohibiting the receiving of personal gifts by members of the Executive and employees from members of TheFED and any other business acquaintances when working for or representing TheFED
D8. The Executive Committee will investigate any breaches of this code promptly and in a way that protects the interests and reputation of TheFED
D9. Failure to report any suspected breaches of the guidelines to the Officers of TheFED will be construed as compliance and will be dealt with by the Officers and members of the Executive Committee accordingly.
D10. Any Executive Committee member, volunteer or employee who is in breach of this code of ethics may be asked to resign their post immediately and may be subject to further disciplinary/legal action at the discretion of the Executive Committee.
Appendix E - Standing Orders
All meetings of TheFED are conducted in accordance with the Standing Orders applicable to that meeting.
General Standing Orders
The following Standing Orders apply to the conduct of all meetings of TheFED.
E1. All meetings will start promptly at the time advertised for the start of the meeting if there is a quorum.
E2. If there is no quorum fifteen minutes after the advertised start time then the members present have the power to decide the date time and agenda of the subsequent meeting.
E3. A record in permanent of the date, time, and place, and of all business shall be taken at all meetings.
E4. Copies of such minutes must be made available to all Members as soon as possible after the meeting.
Chairing of Meetings
E5. At all meetings, the Chair of TheFED shall normally take the Chair.
E6. In the absence of the Chair of TheFED or if for other reasons, the Chair of TheFED is unable to take the Chair then the Vice-Chair shall chair the meeting. If the Vice- Chair is unable to take the Chair, then it will be taken by the Secretary, and failing the Secretary then the Treasurer.
E7. If no Officer is available to take the Chair then the Executive Committee shall determine which of its members shall take the Chair.
Discussion of Business
E8. The Chair of the meeting introduces each item of business and may call on members to address the meeting on the matter concerned. The matter can then be open to discussion, which must always be through the Chair who will decide who may hold the floor and the order of speakers.
E9. A speaker can be interrupted by a point of information. Such an interruption must be brief and to the point, and may only be used to correct a point of fact. The Chair has the discretion to curtail such an interruption, and to rule that no further points of information may be raised, but should be made in a separate speech.
E10. During discussion, the Chair shall have the discretion to suggest a move to a vote on the matter. It shall also be open to a voting member of the meeting to suggest a move to the vote. In all cases, a majority of those entitled to vote shall be sufficient to end discussion and move to a vote.
Resolutions
E11. A motion must be proposed and seconded, and clearly stated so that its meaning and intention is understood by all.
E12. Only one motion may be dealt with at a time.
E13. Amendments to a motion must be proposed and seconded, and must be voted on before the motion itself is voted on. Amendments may only seek to change the details of the motion. The Chair may rule amendments, which substantially change the motion, out of order.
E14. Requests may be made for a motion to be voted on in parts. If the movers of the motion object then a vote shall be taken on whether it shall be taken in parts or as a whole.
Voting
E15. In all instances requiring a vote, abstentions shall not be allowed to influence the outcome of the vote, except in the case of a vote for Dissolution of TheFED
E16. A vote shall be deemed carried by a simple majority of those present and entitled to vote. There are two exceptions to the requirement of a simple majority of those present and voting. Amendments to the Constitution, Standing Orders and Appendices to them, shall require a two-thirds majority of those present and voting. A vote on Dissolution of TheFED shall require at least two thirds of the Full Membership to vote in favour, and this may be conducted by a postal vote.
E17. In cases of a tie, the Chair shall ask for a re-vote. If the matter is still tied then the Chair shall have a casting vote to decide the matter except in the case of amendments to the Constitution, which require a two-thirds majority of those present and voting in order to be carried.
E18. In cases where there is no clear dissent from the meeting, the Chair may deem the matter to be carried. In the absence of any clear response from the meeting, the Chair may declare the matter carried.
Points of Order
E19. Any person entitled to vote may raise a Point of Order. All Points of Order must refer to the specific Standing Order which is believed to be contravened
E20. The precedence of Points of Order shall be as follows:
1. Point of Order concerning the Act of Voting
2. The Act of Voting
3. Any other Point of Order
4. There is Order when the Chair is speaking
5. Any person entitled to vote may ask the Chair to give a ruling on any matter relevant to matters being discussed.
E21. The Chair is not obliged to rule but if the Chair does give a ruling that ruling may be challenged and if such a challenge is supported by more than half those entitled to vote then the Chair shall reconsider the matter.
E22. If deemed appropriate by a majority of those entitled to vote, Standing Orders may be temporarily suspended for a specific item of business, but must be reinstated at the end of that item of business.
Standing Orders for the conduct of Executive Committee Meetings
Executive Committee Meetings shall be conducted in accordance with the General Standing Orders.
E23. The order of business at Executive Committee Meetings shall be:
1. Welcome by Chair
2. Attendance & Apologies
3.Changes to the order of business of the meeting
4. Acceptance of the minutes of the previous meeting or meetings
5. Matters arising from the minutes
6. Chair's Report
7. Treasurer's Report
8. Membership Secretary's Report
9. Business notified in advance of the start of the meeting
10. Any other business (always penultimate on the Agenda)
11. Date and time of next meeting (always final item on the Agenda)
Standing Orders for the conduct of Annual General Meetings (AGMs)
AGMs shall be conducted in accordance with the General Standing Orders.
E.24 Any delegates from a Member Organisation that has not paid its annual membership fee may attend the AGM but they shall not be permitted to be elected on to the Executive Committee or participate in any vote.
E.25 Any Individual Member that has not paid their annual membership fee may attend the AGM but they shall not be permitted to be elected on to the Executive Committee or participate in any vote.
E26. The order of business at AGMs shall be:
1. Roll Call of Members present
2. Apologies for absence
3. Acceptance of the minutes of the previous AGM and of any Extraordinary General Meeting.
4. Matters arising from the minutes
5. Constitutional Amendments
6. Ratification of New Member Groups
7. Ratification of New Individual Members
8. Ratification of New Associate Members
9. Ratification of New Reciprocal Members
10. Presentation of Annual Report by the Chair
11. Presentation of Annual Accounts by the Treasurer
12. Appointment of Auditors
13. Other Business brought forward by the Secretary
14. Election of Executive Committee
Standing Orders for the conduct of Extraordinary General Meetings
E27. Business at an Extraordinary General Meeting shall be confined to the purpose for which the meeting was called.
E28. In all other respects, an Extraordinary General Meeting shall be conducted in accordance with Standing Orders for AGMs.
APPENDIX F. Procedure For Terminating TheFED Membership
F1. Verbal Warning - A panel of 3 Executive Committee Members (including at least 1 officer) will meet with the individual member or a representative of the member group or organisation to explain why it might be necessary to terminate their membership and what they must do in order to keep their membership of TheFED.
F2. Written Warning - If, after the verbal warning, the person has still not complied, the Executive Committee will write to the individual member or a representative of the member group or organisation to explain which part of TheFED Constitution they are in breach of, why it might be necessary to terminate their membership and what they must do in order to keep their membership of TheFED.
F3. Written Notice of Membership Termination. If, after the written warning, the individual member or a representative of the member group or member organisation has still not complied, The Executive Committee will write to the individual member or a representative of the member group or member organisation to explain why it has been necessary to terminate their membership. They will be informed of their right to appeal and of the 5 step Grievance Procedure. (see Appendix G)
APPENDIX G. Five Step Formal Grievance Procedure
1. You inform the Executive Committee of your grievance in writing or in a recorded format.
2. You meet with the Executive Committee to discuss the grievance.
3. The Executive Committee discusses the grievance in a closed Executive Committee Meeting (only Executives may attend.)
4. The Executive Committee will inform you, in writing, of their decision and of any action they have agreed to take in order to resolve your grievance.
5. If you are still not satisfied with the way that your grievance has been dealt with, the Executive Committee will hold an appeal, if you request them to do so.
If necessary, the Executive Committee may ask an independent advisor for advice.
INDEX
1. THE NAME (lines 3-8)
2. THE AIMS
What TheFED is set up to do (lines 9– 11)
3. DEFINITIONS
Meaning of the words used to describe TheFED (lines 12 - 21)
4. POWERS
What TheFED can do in order to achieve the Aims (lines 22 - 37)
5. MEMBERSHIP
Applications,
Refusals & Terminations. (lines 38 – 115)
Eligibility (lines 39 – 57)
Group Membership Application (lines 58 – 72)
Individual Membership Application (lines 73 – 79)
Full Membership Ratification (lines 80 – 86)
Membership Renewal (lines 87 – 89)
Membership Fee (lines 90 – 96)
Membership Refusal (lines 97 – 105)
Membership Termination (lines 106 - 115)
6. EXECUTIVE COMMITTEE
What they can do, how they can do it. (lines 116 - 143)
7. WHAT HAPPENS AT AN EXECUTIVE COMMITTEE MEETING
Quorum, Notice, Procedures (lines 144 - 160)
8. WHAT HAPPENS AT AN ANNUAL GENERAL MEETING
Quorum, Notice, Procedures. (lines 161 - 193)
9. EXTRAORDINARY GENERAL MEETING
How to call, Quorum, Notice. (lines 194 – 204)
10. FINANCE
Accounts, Banking, Signatories, Financial Year. (lines 205 - 245)
11. GRIEVANCES
Complaints and Appeals Procedure. (lines 246 - 261)
12. ALTERATIONS TO THE CONSTITUTION
What can be changed and how. (lines 262 - 271)
13. DISSOLUTION
How and why TheFED may be dissolved. (lines 272 – 281)
14. NOTICES
How notices must be given (lines 282 - 284)
15. EQUAL OPPORTUNITIES POLICY (lines 285 - 286)
16. INTERPRETATION & POINTS NOT YET COVERED
How to deal with such issues. (lines 287 – 290)
Amended at the 10th AGM
of TheFED – A Network of Writing and Community Publishers
on Saturday 2nd June 2018
at Faraday House, Old Gloucester Street,
Holborn, London, WC1N 3AE
APPENDICES (lines 291 - 648)
Appendix
A - Equal Opportunities Policy (lines 292 – 357)
General (lines 293 – 307)
Principles (lines 308 – 318)
Practices (lines 319 – 347)
Implementation & Monitoring (lines 348 – 357)
Appendix B - Membership Types (lines 358 – 392)
Group Membership (lines 359 – 368)
Associate Membership (lines 369 – 378)
Reciprocal Membership (lines 379 – 382)
Individual Membership (lines 383 - 392)
Appendix C - Roles and Responsibilities of the Executives and Officers (lines 393 – 471)
Executives (lines 394 – 405)
Chair (lines 406 – 414)
Vice-Chair (lines 415 – 421)
Secretary (lines 422 – 428)
Treasurer (lines 429 – 435)
Membership Secretary (lines 436 – 440)
Festival Co-ordinator (lines 441 – 450)
Communications / Website Development Officer (lines 451 – 457)
Magazine / Newsletter Editor (lines 457 – 465)
Archive Officer (lines 466 - 471)
Appendix D - Code of Conduct (lines 472 - 500)
Appendix E - Standing Orders for Meetings (lines 501 – 620)
General Standing Orders (lines 504 – 514)
Chairing of Meetings (lines 515 – 522)
Discussion of Business (lines 523 – 535)
Resolutions (lines 536 – 546)
Voting (lines 547 – 563)
Points of Order (lines 564 – 579)
Standing Orders for the conduct of Executive Committee Meetings (lines 580 – 594)
Standing Orders for the conduct of Annual General Meetings (lines 595 – 618)
Standing Orders for the conduct of Extraordinary General Meetings (lines 619 – 623)0
Appendix F - Membership Termination Procedure (lines 624 – 641)
Appendix G – Five Step Formal Grievance Procedure (lines 642 - 652)