Constitution of Promoting Yorkshire Authors as a Community Group

To advance the work of authors who have a close connection with Yorkshire, endeavouring to improve the quality and recognition of their work worldwide.

Perfect, promote and popularise the work of independent authors who are like-minded members of PYA.

The Management of PYA shall consist of at least a Chairman, Secretary, and Treasurer plus up to four members. These offices will be appointed or confirmed as ongoing at the Annual General Meeting (AGM) each January. The Office-bearers i.e. Chairman, Secretary and Treasurer, normally to serve for three years. These offices may be open to others during those three years should members of PYA desire. Committee members to be appointed annually and normally are required to stand down after serving three consecutive years but may be reconfirmed for a further three years at an AGM. Other members may be co-opted for specific purposes as the Committee sees fit. Two office-bearers and two members shall form a quorum. The Committee of Management shall meet as often as is deemed necessary, but at least once every six months. The Committee shall be responsible for the planning of the following year's programme, and to ensure that the programme is available to all members at the Annual General Meeting.

Where meeting is used in this constitution, the meeting may be held using appropriate communications technology like telephone or video conferencing.

The Annual General Meeting of PYA will normally be held in March on a date and time to be decided by the Committee. The closing date for nominations for Office-bearers and Members of Committee to be received by the Secretary fourteen days before the AGM.

The AGM will:

1. Decide on any resolution presented to the meeting.
2. Present reports from the Chairman, Treasurer and Secretary.
3. Elect/confirm office-bearers and members (see 4).
4. Approve the level of subscriptions, if any, for the following year due from members, and of charges made to non-members at events.
5. Accept subscriptions from members where appropriate to the Treasurer at the AGM, or via PayPal or Direct Bank Transfer.

The Committee may call a Special General Meeting at any time and for any special purpose, and must do so immediately upon the written request of any 20% of the members of PYA stating the purpose for which the meeting is required.

At all meetings of Committee and PYA, the Chairman, or in her/his absence, a member of Committee shall chair the meeting.

The Treasurer shall collect subscriptions and fees from members and non-members for subscriptions and events, receive and disburse all monies on PYA's account; keep its accounts and prepare financial statements. No office-bearer or member shall be empowered to make PYA liable for any financial obligation without the permission of the Treasurer. Any members' subscriptions and payments from visitors will be reviewed annually, and all members advised accordingly electronically. All incoming monies to be paid to the Treasurer, or failing his/her attendance, to a designated deputy.

The Secretary, or a designated deputy, shall attend all meetings of the Committee of Management, and deal with correspondence on the agreement of the Committee. The Secretary will take the Minutes of Committee meetings and of PYA's meetings and keep a register of members. The Secretary to send out notice of an agenda for the AGM or Special General Meeting to all members at least seven days before the meeting. Any other secretarial business which may occur to be dealt with by the Secretary, or in his/her absence, one delegated by the Committee.

If at any Annual General Meeting a resolution for the dissolution of PYA is passed by a majority of the members present, and if that resolution is confirmed by a resolution passed by a majority of two-thirds of the members present and entitled to vote at a Special General Meeting held not less than one month after that meeting at which not less than one-half of the members entitled to vote are present, the Committee must immediately or at such future date as is specified in the resolution proceed to realise the property of PYA, and after the discharge of all liabilities must divide the remainder equally among all of the members and upon the completion of the division PYA will be dissolved.

Each member of PYA will have access to a copy of this Constitution. No alteration to any part contained herein to be made except at a General Meeting following a resolution passed by one half of the members present and entitled to vote.