Constitution and Bylaws

The Tuesday Literary Club

Constitution and Bylaws

As approved January 17, 2012; Latest revision May 23, 2024

Constitution

Article 1 - Definitions

Club means The Tuesday Literary Club

Executive means the Executive of the Club as described in Article 6 Section 1

Executive, Executive Committee and Officers are terms used synonymously

Member means the members of the Tuesday Literary Club as described in Article 3

Season means the annual Club season which runs from June 1 to May 31 of the following year

Article 2 - Objects of the Club

The objects of this Club shall be the mutual improvement of its members in literary knowledge and ability, public speaking and debate, in the pursuit of which objects a parliamentary mode of speech and behaviour shall be maintained.

Article 3 - Membership

Section 1 - Community

The membership shall consist of not more than thirty active members in good standing, and such Honorary and Associate members as the Club shall from time to time elect; provided that this section shall not prevent the readmission to active membership of any Associate or Honorary member of the Club.

Section 2 - Types of Members

There are three types of members:

Active Member
1. Such membership shall extend to individuals who contribute to the object of the Club, present an annual twenty minute address and actively participate in Club meetings and endeavours.
2. An Active member may propose for Active membership any person, who has attended at least two meetings as a visitor, by providing a brief overview of the proosed candidate and why they are being recommended for membership. The Club shall then determine admission by a unanimous vote of the members voting at a regular meeting. Changed May, 2024.
3. The Secretary shall keep a roll known as the waiting list. From time to time members may request the secretary to place the name of any person who has attended two regular meeting as a visitor, upon the waiting list, and in the event of a vacancy occurring in the Club membership, the persons on the waiting list shall be proposed for membership in the order in which their names appear.
Honorary Member
1. Any person may be elected an Honorary member of the Club by a unanimous vote at a regular meeting
2. An Honorary member is entitled to all the privileges of an Active member except holding office other than that of Honorary President.
3. The Honorary President shall have voting privileges on any question or motion.
4. An Honorary member is encouraged to address the Club.
Associate Member
1. An Associate member shall be a former Active member of the Club who cannot regularly attend meetings, but is sufficiently interested to keep an official connection with the Club.
2. An Associate member is nominated for Associate membership by an Active member of the Club at either the opening dinner or at a regular meeting and approved by a two-thirds majority vote of the members present. [revised 2019-10-29]
3. [removed 2019-10-29]
4. An Associate member shall have the privileges of an Active member except holding office.
5. An Associate member shall be encouraged to address the Club.
6. An Associate member wishing to resume active membership may be immediately readmitted to active membership by a two-thirds majority vote of the members present at a regular meeting, and upon such readmission shall cease to be an Associate member.

Section 3 - Expulsion

At any time the Club may consider the standing of any member, and providing that a motion authorizing such an action is carried by a two-thirds majority vote of the members present at a regular meeting, that member shall be expelled. The Secretary shall notify the former member in writing about the change of membership status.

Section 4 - Withdrawal

A member wishing to withdraw from the Club shall display intent by letter addressed to the Secretary. This letter will be read at the next regular meeting of the Club.

Article 4 - Privileges of Membership

Members who are in good standing shall enjoy the following rights and privileges:

To attend all meetings of the Club
Are entitled to speak and to vote at all meetings of the Club
Any Active member can be elected to be an Officer of the Club and thus the Executive

Article 5 - Dues

Dues are payable on an annual basis at the beginning of the Club's season.

Active members shall pay dues as recommended by the Treasurer and approved by the members of the Club.
The annual dues of an Associate member will be recommended by the Treasurer and approved by Club members.
An Honorary member shall not be called on for dues.
The failure by an Active or Associate member to pay dues in full by the end of the Club's year shall be deemed to constitute that member's resignation from the Club.

Article 6 - Officers

Section 1 - Officers & Executive Committee

The officers of the Club shall consist of the Honorary President, Critic, President, Vice President, Secretary, Treasurer, two Editors, and one Counsellor, who with the Past President shall form the Executive, also known as the Executive Committee.

Section 2 - Election of Officers

At the last regular meeting of the season, members shall nominate and vote for the Officers of the Club who shall serve as the Executive in the following season.

In the event of more than one candidate being nominated for an office, the election shall be by secret ballot and determined by a majority of the votes cast.
In the instance of a vacancy occurring in any office, the Club shall at the next regular meeting elect an Officer to fill the vacancy, and the term of office shall begin immediately after the election and shall continue for the remaining term of the office.

Section 3 - Term of Office

The term of office of such Officers elected during regular elections shall commence on the first of June following the meeting at which they were elected and continue for one year.

Any officer may resign at any time upon written notice to the Club.
Any officer may be removed from office by a two-thirds majority vote of the members present at a regular meeting.

Article 7 - Assessments

Assessments may be made from time-to-time in order to meet extra expenses required by the Club. These assessments shall be determined by the Committee, Officer or member requiring the extra funds and shall be subject to vote of approval at a regular meeting by two-thirds majority of the members present.

Article 8 - Amendments

To alter, amend or repeal this Constitution, Bylaws or any part thereof, the procedure shall be as follows:

Any such proposal shall be drafted in final form, presented to the members present at a regular meeting and be submitted in writing to the Secretary. The Secretary shall distribute a copy of the proposal to all members of the Club who were not present at the meeting.
At the next regular meeting, the discussion and voting shall take the following form:
1. The Secretary shall read the proposed amendment(s), including the name(s) of the proposers and seconder, to alter, amend or repeal this Constitution;
2. The President will then call upon the proposer(s) to speak to the Proposal;
3. The President will then present the recommendation to the members;
4. The Proposal will then be opened for general discussion, and then voted on.
5. If the Proposal to alter, amend or add to the Constitution or Bylaws receives at least a two-thirds majority vote of the members present, it shall go into effect immediately.
6. No proposal substantively the same may be resubmitted within twelve months from the date of its first rejection by the members.

Article 9 - Suspension of Bylaws

During any regular meeting, for that meeting only, a Bylaw may, unless otherwise provided in such Bylaw, be suspended by at least a two-thirds majority vote of the members present.

Bylaws

Meetings

Number and Types of Meetings

There shall be not less than 15 meetings during each annual season, annual season being defined as June 1 through to May 31 of the following year.
The meetings are:
1. A meeting of the Executive must be held before September in which will be considered:
  1. Establishing theme and propose speech topics (optional).
  2. Selecting Opening Dinner date (allow lead time of at least 1 month).
  3. Resolving outstanding matters:
    1. special events.
    2. feature speakers.
    3. location of club meetings for the upcoming season.
2. Prior to the end of the current season, no later than the 12th Regular Meeting, the Executive shall present to the members a proposed schedule of Regular Meetings for the next season.
  1. The proposed dates are to be ratified by the members.
  2. If circumstances change between that time and the 'Opening Dinner' (see item 3. below) the Executive for that season shall present for approval a modified schedule at the Opening Dinner to establish the new dates.
3. A preseason meeting of members, often referred to as the 'Opening Dinner' whose purpose is to:
  1. Elect members as Associate or Active any members who were Associates in the prior season or any Active members who wish to become Associate. Nominations are to be made by an Active member, including a rationale for the election and a very brief history of the member, where election shall be approved by a two-thirds majority vote of the members present;
  2. If needed, establish the 12 regular meeting dates for the season; and
  3. To begin the process of establishing the program for each meeting, including provision of post-meeting refreshments.
4. Twelve (12) Regular Meetings
  1. Six from September through December and six from the following January through April;
  2. Scheduled biweekly by default on Tuesdays beginning at 8:00 pm;
    1. By a motion approved by 2/3 (two thirds) of the members present, a future meeting, series of meetings, or the entire season may be rescheduled to another day of the week at the default start time or at a different start time;
  3. Seven members present will be necessary to constitute a quorum.
5. Post-season meeting, often referred to as the 'Closing Dinner' whose purpose is to:
  1. Provide a social setting where members may bring a guest;
  2. Present awards of the Club to recipients; and
  3. Present other program elements as chosen by the Executive or their delegate, usually referred to as the 'Closing Dinner Committee'.

Order of Business at Regular Meetings

The order of business at regular meetings shall be conducted in the following manner:
1. Call meeting to order.
2. Introduction of guests.
3. Reading of minutes of previous meeting.
4. Business arising out of minutes.
5. Correspondence.
6. Nomination and election of members.
7. Reports of committees.
8. Unfinished business.
9. New business.
10. Programme.
11. Critic's report.
12. Adjournment.
The above order of business may be changed at any regular meeting for that meeting only on receiving a two-thirds majority vote of the members present.
Additional content for specific meetings:
1. As part of the first meeting of the season:
  1. The Secretary shall present the minutes of the last regular meeting of the prior season, plus notes on the Closing and Opening Dinners;
  2. The President shall give a summation of what is anticipated for the season.
2. By the third regular meeting of the season, the Treasurer shall:
  1. Present the final financial statements on the preceding season for acceptance by the members;
  2. Present a budget for the current season, including members' dues, for acceptance by the members.
3. By the third regular meeting of the season, the Vice President shall distribute a draft or drafts of the program for the season, and finalize amendments.
4. As part of the 12th and final meeting of the season:
  1. There will be elections of the Officers for the following season; and
  2. Status reports on the season now closing shall be given by:
    1. The President
    2. The Secretary
    3. The Treasurer

Conduct of Business During Meetings

The President, or in his absence, the Vice President, shall take the chair at the hour named for the commencement of the meeting. In the absence of these Officers a Chairman pro tem, shall be chosen by the Club.
After the meeting has been called to order, members shall not interrupt the proceedings without the permission of the Chair. Changed May 2024.
The President shall be privileged to debate on all subjects on calling the Vice President or other member to the Chair.
No member shall speak on any motion or amendment thereto (except the movers thereof) more than twice, nor more than once until all wishing to speak have spoken, neither shall s/he make or debate an amendment, having spoken twice on the original motion, without the permission of the Chair.
When two or more members rise at the same time, the Chairman shall name the person to speak.
When a member shall be called to order by the Chairman or any member, s/he shall at once take his seat, and every question or point of order shall be decided by the Chairman without debate.
No motion shall be debatable until seconded.
Removed May 23, 2024
The mover of a motion shall be at liberty, with the agreement of the seconder, to accept any amendment thereto; but if an amendment be offered and not accepted yet duly seconded, the Club shall vote upon it before voting upon the original motion.
Before taking a vote on any question the Chairman shall ask: "Are you ready for the question?" Should no one offer to speak, the Chairman shall rise and put the question, and after s/he has risen no member shall speak upon it without permission of the Club.
All motions, resolutions or other matters shall be decided by a majority of votes cast unless otherwise provided.
An appeal may in all cases be made on any decision of the Chairman; a two-thirds majority vote of the members present shall be necessary to sustain the appeal.
Appeals from rulings of the Chairman and motions to adjourn are not debatable; provided that on appeals from a ruling of the Chairman, the member shall be allowed to state the reasons for his appeal and the Chairman the reasons for his decision, upon which being done a vote shall at once be taken and the matter settled as hereinbefore provided.
When a motion is under debate no motion shall be received but to lay on the table, to postpone, to commit or to amend.
No member shall interrupt another while speaking except for the purpose of rising to a point of order or privilege.
A motion to adjourn shall always be in order except when another motion is before the Club.
When a motion has been made or decided it shall be in order for any member who was absent or voted in the minority when the motion was made and decided, to move the reconsideration thereof, if done within six weeks after being voted upon.
The business part of the program (BPP) of any regular meeting shall cease within forty five minutes of the start of the meeting unless this rule be previously suspended by a two-thirds majority vote of the members present; provided this shall not prevent a vote being taken on any motion which has been moved and seconded before the time allocated for the business portion of the program having elapsed, nor shall it prevent any recount or appeal there from being taken or voted upon; provided also that a motion to suspend the forty five minute rule shall be in order if the same is presented immediately after the disposition of any motion before the Club at the expiration of the time allocated for the BPP. [#18 amended December 13, 2022]
In all cases where the BPP rule has been suspended, the business part of the program shall cease after an additional 1/2 hour (BPP + 1/2 hour) on the evening on which the meeting is held except at the first and last regular meetings of the Club year and this Bylaw shall not be subject to suspension.[#18 and # 19 amended February 26, 2019]
For procedure questions not addressed in the Constitution and Bylaws, Bourinot's Rules of Order shall be used as a guide.

Duties of Officers

The duties usually associated with each officer's role during a season of the Club are outlined below. In practice during a season, these may vary or be amended due to circumstances such as personal interest, ability, availability of resources, circumstances, priorities and so on.

President

It shall be the duty of the President to:
1. Preside at all meetings of the Club;
2. Enforce due observance of the Constitution and Bylaws;
3. Decide all questions of order;
4. Offer for consideration all motions regularly made;
5. Apportion duties two meetings in advance;
6. Call all special meetings;
7. Appoint all committees not otherwise provided for;
8. Call and chair the Summer Meeting of the Executive;
9. Chair the regular portion of the Opening Dinner;
10. Advise Vice President on planning the program;
11. Present President's opening address at the First Regular Meeting;
12. In conjunction with the Vice President, consider and establish potential candidates for the following year's executive;
13. At the President's discretion, may assign for one season to any active member the role of Director of Public Relations;
14. Present President's closing address at the Last Regular Meeting; and
15. Conduct activities at the Closing Dinner as Master of Ceremonies; and
16. Perform such other duties as his office may require.
S/he shall make no motion or amendment while in the chair and shall not vote unless the Club be equally divided, when s/he shall give the casting vote.

Vice President

It shall be the duty of the Vice President to:
1. Arrange the Opening Dinner;
2. Chair the committee-of-the-whole at the Opening Dinner for preparation of the season's program;
3. Present a schedule of proposed meeting dates for adoption at the Opening Dinner;
4. Develop, print and distribute the program of the current year by the third regular meeting; changed May 23, 2024
5. Serve as de facto chairman of all committees;
6. Ensure gifts, get-well cards, congratulations cards, flowers are issued on behalf of the club when appropriate;
7. Chair club meetings when the president is absent;
8. Select members for and chair a Closing Dinner Committee;
9. Ensure all matters in regards to Closing Dinner are addressed;
10. Coordinate and control activities at the Closing Dinner;
11. Provide assistance to the President on matters that require executive attention;
12. In conjunction with the President, consider & establish potential candidates for the following year's Executive.

Secretary

The Secretary shall keep in a book provided for the purpose or using secure electronic media:
1. a record of the name and address of each member, including their status as Active, Associate or Honorary, and if Associate, the latest date of election to Associate status, if Associate elected to Active, the date of election; their spouse, partner or usual guest; common phone numbers; electronic mail (e-mail) address, showing date of admission, meetings attended, date of resignation or expulsion [amended December 12, 2018]
2. a record of the proceedings of each meeting, commonly referred to as minutes.
S/he shall write and receive all communications of the Club and shall have charge of all correspondence, books, and documents belonging to the Club.
S/he shall notify absent members of duties assigned to them in their absence, and shall notify persons elected to Active, Associate or Honorary membership of their election.
The Secretary shall hand over the minutes at the end of the season to a custodian appointed by the Executive at the beginning of the season.
In addition, the Secretary shall:
1. Attend Summer Meeting of the Executive;
2. Send out notices of Opening Dinner;
3. Prepare draft mail and telephone list for review at the Opening Dinner;
4. Update the draft mail and telephone list at the Opening Dinner;
5. Present minutes of the Last Regular Meeting from the previous year at the First Regular Meeting;
6. Present a report on the previous year's Closing Dinner at the First Regular Meeting;
7. Present a report on this year's Opening Dinner at the First Regular Meeting;
8. Forward the previous year's minutes to the custodian;
9. Distribute completed mail and telephone list at the First Regular Meeting;
10. Send out notices of the regular meetings;
11. Present typed minutes for approval at club meetings;
12. Set-up and maintain an attendance log;
13. Present the Secretary's Report of the current year at the Twelfth Regular Meeting;
14. Present the Secretary's Award of Merit (SAMs) for perfect and near-perfect attendance;
15. Send out notices of the Closing Dinner;
16. Take notes of the activities of the Closing Dinner;
17. Perform other secretarial duties as they arise.

Treasurer

The Treasurer shall keep a record of the finances of the Club.
S/he shall receive and deposit in the Club's account all monies belonging to the Club, and shall report the state of the Treasury regularly every two months and whenever required by a resolution of the Club.
S/he shall make no expenditures unless authorized by the President or Executive Committee or by resolution of the Club.
Attend Summer Meeting of the Executive.
Obtain the previous season's financial report and ledgers from previous season's Treasurer.
Collect funds sufficient to pay the expenses of the Opening Dinner.
Present by the third regular meeting of the season year-end financial report and statements, prepared by the previous treasurer, on the preceding season for acceptance by the members.
Prepare and present budget, including membership fees for the upcoming year, by the Third Regular Meeting.
Collect membership fees.
Keep a proper set of books.
Pay accounts.
Present an interim financial report for Sixth Regular Meeting.
Present an interim financial report for Twelfth Regular Meeting.
Collect funds sufficient to pay the expenses of the Closing Dinner.
At the end of the season, prepare a final report and turn-over the report and books to the new Treasurer by the Opening Dinner.

Critic

The duty of the Critic shall be to offer such criticisms as s/he considers in the interest of the Club.
In addition, the Critic shall:
1. Attend Summer Executive Meeting;
2. b) Provide critical comment on the Club members and the Club executive at each Regular Meeting and at the Closing Dinner;
3. Present the Critic's Award of Merit, also commonly referred to as the CAMShaft Award, to a worthy candidate of the Critic's choice at the Closing Dinner. The Camshaft should be engraved with the recipient's name prior to the dinner.

Editors

It shall be the duty of the Editors to contribute papers on current topics of the day.
In addition, the Editors shall:
1. Attend Summer Executive Meeting;
2. Provide editorial comment on at least five noteworthy items for each Regular Meeting. Editors will rotate duties so that each editor usually presents topics at every other regular meeting;
3. Present a joint Editor's paper at the closing dinner.

Counsellor

Attend Summer Executive Meeting.
Provide guidance and direction to the Club executive and members when called upon.
Deliver one or two Counsellor's Corner presentations during the regular season. Added May 23, 2024

Executive

The Executive shall be a standing committee to manage the affairs of the Club.
Five members shall constitute a quorum. All motions, resolutions, or other matters shall be decided by a majority of votes cast.
At the beginning of the season, the Executive shall appoint or confirm a custodian or archivist of Club records and memorabilia, especially including minutes of meetings.

Common Duties Shared By More Than One Member Of The Executive

The President, the Secretary and the Treasurer shall present to and read before the Club their reports at the expiration of their terms of office.
Every officer upon leaving his office shall give to his successor all papers, documents, books and money belonging to the Club, except the minutes which shall be handed over by the Secretary to the custodian.

Members' Dues

Every member shall promptly pay to the Treasurer all dues when the budget is approved. Any person admitted to membership after the first of January in any season, shall be required to pay only one-half the annual fee.
If, at the conclusion of a season, a member has not paid their dues, they shall be deemed to have resigned from the Club.
There shall be no initiation fee.

Committee Reports

All committees shall submit their reports in writing provided that a verbal report may be accepted if authorized or approved by vote of a majority of the members present at any meeting.

Awards

The Laurence Coward Award

In 2004 the Club established a new award to recognize the best presentation by a member during the season. 'Best' is to be determined by the collective opinions of those members who were present for the presentation. The decision to create this award followed soon after the passing of a leading member of the Club for over 50 years, Laurence Coward; it was named in his honour.
The Laurence Coward Award was established as the award for the best address to the Club during the current season.
1. Each winner's name is to be recorded on an Award, recognized through a trophy, featuring a memento bust, a favourite of Mr. Coward, contributed to the Club for this purpose by his widow, Mrs. Mollie Coward.
2. The Award is to be presented at the Annual Closing Dinner.
3. All members, including Active, Associate and Honorary, but excepting the President and Critic, are eligible for the Award based on one presentation per season.
4. The Vice President is responsible for the creation of ballots to be used thus:
  1. Immediately following each presentation made at a regular meeting of the Club, the presentation shall be evaluated by members present, excepting the presenter, via secret ballot, on a scale of 1 (low) to 10 (high);
  2. Completed ballots are to be collected and secured by the President.
5. Between the conclusion of the 12th meeting of the season and the Annual Closing Dinner, the President and Critic shall determine from the ballots for each presenter an average evaluation to 2 decimal places. The highest average evaluation shall be declared the winner.
6. In the case of two or more presentations achieving the same highest average evaluation, multiple winners shall be declared.
7. Evaluation ballots shall be destroyed following determination of the winner.
8. None of the evaluation quantitative material is to be shared, nor the results of presenters relative to one another, except that a maximum of two runners-up may be acknowledged, without distinction, at the discretion of the President in presenting the Award. [Revised February 3, 2015]
9. The name or names of the members with the highest average evaluation shall be announced at the Annual Closing Dinner, the same names are to be inscribed in the Award trophy, and the Award entrusted into the possession of the winner or winners until the 12th meeting of the following season whereupon it shall be returned for update and presentation to the next winner.

The Harry Fairhead Award of Merit (formerly The Critic's Award of Merit)

During the seventy-first season of the Club, the Executive decided to make an award at the Annual Dinner to the member deemed by the Critic to have made the most significant contribution to the Club during the year. A trophy was devised and donated to the Club by John Wilkins. The full name of the award, The Critic's Award of Merit, was reduced to CAM and, according to its first presenter, Watson Evans, Critic for the 1979-1980 season, the actual presentation was to be known as the "CAMShaft".

On February 18, 2014, the following motion to change the name of this award was adopted by the members: "Be it moved that the Critic's Award of Merit be renamed, in honour of the contributions made by Harry Fairhead in the history of the Tuesday Literary Club, the Harry Fairhead Award of Merit for the 2013-2014 season and all seasons thereafter with no change to the history, continuity or processes associated with this award."

The SAM ("Secretary's Award of Merit") Awards

The SAM awards are presented by the Secretary at the last Regular meeting. During the 85th season of the Club, the then Secretary, Eric Burs, devised awards in the form of commemorative certificates for perfect or excellent attendance by members at Regular Club meetings. "Excellent Attendance" means having missed only one Regular Meeting during the season.

THE TUESDAY LITERARY CLUB

The Tuesday Literary Club