Statutes

Association of Caribbean Writers
French association law of 1901

Article 1: Description
The undersigned and those subscribing to these Articles of Association hereby form an association with an unlimited lifespan and subject to the provisions of the French law of July 1st 1901 and its application decree of August 16th 1901. It is called: [the] Association of Caribbean Writers.

Article 2: Purpose
The purpose of the association is to:
- organize the Congress of Caribbean Writers every two years;
- implement the resolutions of the Congress;
- promote Caribbean literature and writers by any means, including the translation and publication of national and contemporary literature from the Caribbean region, by developing cooperation initiatives with various institutions;
- create an academy of Caribbean literature.

Article 3: Head office
Its head office is temporarily located within the premises of the CCEE (Cultural, Educational and Environmental Council), 16, rue Peynier 97100 BASSE-TERRE, in Guadeloupe. It may be relocated by decision of the Board of Directors, to be ratified at the next Ordinary General Assembly.

Article 4: Means of action
Apart from its property and the premises it occupies, the Association’s means of action are:
- the documents that it collects;
- the information that it provides;
- the services that it provides to writers;
- the working sessions and encounters that it organizes;
- the publications that it releases and any other future undertakings required to fulfill its objectives;
- a permanent college for the organization and administration of the literary prize to be awarded by the academy of Caribbean literature, whose composition and functions shall be specified in the regulations.

Article 5: Composition
The association is made up of:
- active members;
- associate members;
- contributing members;
- collaborating members;
- ex-officio members.

Article 6: Members
6.1. Active members are writers. Their membership shall be based on three criteria:
- being the original author or translator of at least one work that is printed by a publishing house, or represented and/or distributed using any other means (theatre, film, radio, television), undertaking any professional activity associated with books or writing, or being well-known in the literary field;
- contributing, through their origins or themes covered in their works, to the growth and promotion of Caribbean literature;
- being approved by the Board of Directors.
-They shall pay a membership fee as determined by the Board of Directors.

6.2. Associate members are individuals who have paid their membership fees and have been approved by the Board of Directors in accordance with any conditions set out by the latter. This fee shall be determined by the Board of Directors.

6.3. Contributing members are those who have been approved by the Board of Directors, in light of the total amount of their contributions.

6.4. Collaborating members are legal entities or cultural institutions that have paid membership fees, as set out by the Board of Directors.

6.5 Ex-officio members are the President of the Regional Council of Guadeloupe or his/her representative and another member appointed by him/her.

Active, associate, collaborating and ex-officio members have full voting powers in general assemblies.

Article 7: Loss of membership
Membership of the association will be lost by resignation, death or expelling by the Board of Directors on serious grounds. The member in question would have received prior notice by registered letter, to appear before the committee, in order to provide an explanation.

Article 8: Resources of the Association
The association’s resources come from:
- subsidies from the State, local authorities and the French national book centre;
- public and private sector bodies;
- earnings from events it organizes;
- sums received in exchange for its services;
- proceeds from the sale of any publications;
- individual donations;
- membership fees;
- other financial resources as authorized by law and by regulations.

Article 9: Board of Directors
The Association is governed by a Board of between 11 and 23 members, including 2 ex-officio members: the President of the Regional Council of Guadeloupe or his/her representative and another suitable person, as designated by the President.

The Board is elected for a term of two years. This term may be renewed once.

With the exception of the ex-officio members, the renewal of half of the Board members shall take place each year. The first outgoing half will be chose by drawing lots.

Should one or more seats become vacant, the Board of Directors will decide on the replacement of the member(s) concerned, by cooption. The term of replacement will expire at the end of the replaced member’s term. Such replacement must be ratified at the subsequent general assembly. In the event that ratification does not take place, all decisions and actions already taken shall, notwithstanding this, remain valid.

The Board of Directors shall be responsible for:
- defining guidelines for the Association of Caribbean Writers;
- approving the provisional budget and monitoring its implementation;
- reviewing the accounts before they are approved by the general assembly;
- deciding on the schedule of activities and events, based on proposals by the Director or members of the Board;
- drafting and amending the rules of procedure;
- investigate disputes and taking appropriate measures.

Article 10: Meetings of the Board of Directors
The Board of Directors shall meet twice a year and whenever it is convened by its Chairman. If the need arises, members who cannot attend may use any modern means of communication (video-conference, conference calls, etc.), or send a proxy.

Any member of the Board may have a matter concerning the association’s functioning included on the agenda, up to ten days before the meeting is held.

Proxy votes shall be accepted by the Board of Directors. They are to be limited to one proxy per present member and shall pertain only to matters listed on the agenda.

The deliberations of the Board of Directors shall be valid when at least half of its members are present or represented. Decisions shall be taken by a majority of members present or represented. If a quorum is not reached, the Board shall meet o the same day, without needing to reach a quorum.

The members of the Board of Directors shall not be paid for performing their duties. Expenses may be reimbursed upon presentation of supporting documents.

Article 11: Bureau
The Board of Directors shall elect a bureau by secret ballot from among its members. This Bureau shall consist of a President, two vice-Presidents, a General Secretary, a Deputy General Secretary, a Treasurer and two ex-officio members. The Board shall delegate certain powers to the Bureau. The scope and limits of these powers shall be clearly defined, along with the nature of the tasks to be carried out. If need be, the Board may reconsider the powers granted to the Bureau.

The Bureau shall meet when convened by its President.

The Board reserves the right to make changes within the Bureau, at any time, with the exception of the ex-officio members, in the interest of the association’s proper functioning.

In emergency situations and if the President so decides, a reduced committee of the Bureau can be convened, in person or by using any form of modern communication technology (video-conference, conference call, internet, etc.).

The Bureau shall be responsible for hiring employees.

Article 12: President of the Bureau, President of the Board of Directors
The President represents the association in all areas of civil life. He authorizes expenditure and may delegate certain tasks when necessary.

Article 13: Ordinary general assembly
The general assembly is made up of all members of the association who are up to date on their membership fees. It meets physically at least once in every two years, during the Congress of Caribbean Writers and, for certain members, by video-conference, at the request of the President of the Board, at least two weeks before the set date. The agenda is set out in the invitation. The general assembly examines the financial and annual reports of the association. It approves the annual report, the accounts of the preceding financial year, the budget for the ensuing financial year and deliberates on questions listed on the agenda. It also sets the amount of the annual membership fee.

The ordinary general assembly appoints, or, renews the appointment of members of the Board of Directors from among active members.

Decisions of the general assembly must be made by a majority of members present.

Article 14: Special general assembly
The President may convene an extraordinary general meeting when necessary, or upon the request of half of the registered members, plus one, with the possibility some members to partake via video-conference.

Article 15: Amendments of the Articles of Association
The Articles of Association may only be amended upon recommendation by the Board of Directors, or, by at least two-thirds of the active members of the association. In the case of the latter, proposals for amendment are to be submitted to the Board of Directors at least two months before being presented to the general assembly. The general assembly is considered to be ‘special’, when it rules on any amendments to the Articles of Association. It must rule by a two-thirds majority of presented or represented active members. The Board must inform the active members in writing of the proposed amendments at least fifteen days before the date of the special general assembly.

Article 16: Dissolution of the Association
Dissolution is declared upon the request of the Board of Directors via special general assembly convened specifically for this purpose’ comprising at least half of the current active members, plus one.

It this quorum is not attained, the general assembly is to be reconvened at least two weeks later and may deliberate, however many members are present. To be valid, dissolution requires the agreement of two-thirds of the members present.

In the event of dissolution, the Association’s assets will be handed over to an association pursuing the same objectives.

Article 17: Rules of procedure
The rules of procedure shall be drafted by the Board of Directors before being approved by the general assembly. These rules shall determine matters not covered in the Articles of Association, including those concerning the internal administration of the association.

 

Earl LOVELACE                                                                       Laura CARVIGAN-CASSIN

Président                                                                               Secrétaire générale

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