Question 1

Purpose:

Accepted Answer

To establish operating procedures for CLW Board Meetings as authorized by CLW By-Laws. Membership of the Board is outlined in the CLW By-Laws and consists of: The Executive Director, President, Secretary, Treasurer, Events Coordinator, and Member at Large.

Question 2

1.1 Name.

Accepted Answer

The name of the organization will be Carrollton League of Writers (“CLW”).

Question 3

Purpose:

Accepted Answer

To provide submission policy for Works submitted by CLW members (also referred to as “”writers” and “authors”) for publication in the anthology publication.

Question 4

Scope:

Accepted Answer

This policy applies to the submission of Works provided to CLW by its members (i.e., writers/authors) for inclusion in CLW’s anthology. Only members in good standing for at least six months may submit Works to the anthology.

Question 5

Scope:

Accepted Answer

These procedures outline the operation and governing of the CLW Board according to CLW By-Laws and direction of the Executive Director. Meetings shall be held every other month or as necessary.

Question 6

Responsibility:

Accepted Answer

The Executive Director will develop a schedule of specific dates and provide to Board Membership. The Executive Director will send an e-mail to ensure all Board members are able to attend. Board members should respond on ability to attend the meeting. The Executive Director will develop the Board Agenda items with input from Board Members. The Board Meeting Agenda will be provided via e-mail at least one day prior to the Board Meeting. Should Board members have additional items for consideration at the Board meeting, they should provide those to the Executive Director in an expeditious manner so an amended agenda can be sent to Board membership prior to the meeting. The Executive Director will convene the Board meeting on the appointed date as outlined in the Board Meeting Schedule. A quorum must be available to validate voting on Agenda items if a vote is necessary. The Board secretary will take minutes and have a copy available to Board membership via e-mail prior to next Board meeting.

Question 7

Policy Statement:

Accepted Answer

For the anthology publication, CLW provides publishing services through itself or a third-party to publish short stories, novels, books, articles, and any other written documents (“Works”) on behalf of the Author(s).
 
CLW does not provide these services exclusively to an individual Author and Author is not granting publishing rights for his/her Works exclusively to CLW.
 
Works submitted to CLW for publication in the anthology, will generally require a separate agreement (i.e., Publishing Agreement) that provides CLW perpetual rights to the Works; however, CLW is generally inclined to allow CLW authors to use their Works for other publications, including, but not limited to, other publishers, contests, or mediums without being considered a breach to the Publishing Agreement. The Publishing Agreement will have more definitive terms and conditions and requires the signature of CLW and the individual author.
 
More specific guidelines or “rules” will be provided at the time submissions or entries are solicited by CLW.
 
CLW’s anthology includes submissions of all genres and may include short stories, poems, or other written documents; however, in keeping with CLW’s initial founding principle of being a “family friendly” writing organization, Works provided for the anthology should be family friendly, i.e., no Rated X submissions. If a submitted Works comes into question, it will be discussed by the board members; however, final determination of appropriate content rests solely with the Executive Director.
 
CLW authors are to exhibit and maintain a high degree of professional integrity and promote a positive image of the writing profession by not participating in plagiarism, misrepresentation of their Works, use of “ghost writers” to enhance their Works, misrepresentation of facts, dishonesty in deed or voice, or any other commissions or omissions which cast a negative image on themselves or the writing profession.
 
Some publishing venues such as writing contests, magazines, editors, publishers, etc. will not accept Works that have been published or posted by other companies, firms, etc. This may include the Works submitted by authors to CLW and in some cases, the author’s own blog.
 
CLW authors are to exhibit and maintain a high degree of professional integrity and promote a positive image of the writing profession by not participating in plagiarism, misrepresentation of their Works, or any other commissions or omissions which cast a negative image on the writing profession.
 
Works submitted to CLW should be the Author’s sole intellectual property and not infringe on copyrights, trademarks, public domain, or other intellectual rights of any third parties.
 
“Works” is the overall description of any writing product produced by CLW members (writers/authors) and include, but is not limited to, short stories, novels, books, articles, and any other written documents.

Question 8

Guidelines:

Accepted Answer

Be professional, be honest, be clean.

Question 9

Procedure:

Accepted Answer

The Executive Director will call meeting to order, attendance of members will be taken. If a quorum is present, the meeting will proceed according to Robert’s Rules of Order. If a quorum is not available, the meeting can proceed, but there will be no voting. The meeting will open with a greeting from the Executive Director and the Agenda will be followed. The Agenda will provide for previous Board minutes to be reviewed and approved following a motion and a second followed by a vote. Brief updates and announcements from the Executive Director will follow. New Business will be discussed as outlined in the Agenda. Old Business discussion will follow if there were any items tabled for later discussion. Committee Reports follow with each Committee Chair providing information. When all items have been covered, a Board member will make a motion followed by a second and a vote to adjourn the meeting. A quorum is not required to vote on adjourning a meeting.

Question 10

Failure to Comply:

Accepted Answer

Corrective actions may include a range of actions including, but not limited to, chastisement, revocation of membership, and any other actions available in law or in equity.

Question 11

Purpose:

Accepted Answer

To provide guidelines for the Creative Table at CLW meetings. The Creative Table is designed for those who are in attendance and do not want to join the critique groups.

Question 12

Purpose:

Accepted Answer

To provide policy guidelines for guest speakers/presenters to educate, encourage, and inform CLW (writers, authors).
 
“Works” is the overall description of any writing product produced by CLW members (writers/authors) and include, but is not limited to, short stories, novels, books, articles, and any other written documents.

Question 13

2.1 Organizational Structure.

Accepted Answer

CLW is an advisory board-operated organization with an Executive Director and a minimum of four board members (also referenced as officers) and a non-voting Member-at-Large. Additional board positions are possible as defined, deemed necessary, and appropriate by a majority of the current board members.

Question 14

Scope:

Accepted Answer

The Creative Table is open to CLW membership, visiting guests, and their guests. Everyone is welcome.

Question 15

2.2 Membership Structure.

Accepted Answer

Membership in the CLW requires a one-time registration fee of $35.00 and approval of membership is immediate. Membership is open to writers of all genres and experience levels who wish to improve writing skills. The Board has the right to review membership and revoke membership privileges in the event a registered member fails to comply with the CLW by laws.

Question 16

Scope:

Accepted Answer

This policy applies to guest speakers for CLW functions and submission guidelines for any type of Works provided to CLW by its members (i.e., writers/authors).

Question 17

Responsibility:

Accepted Answer

The Creative Table format is very informal. It may be hosted by a different CLW member. The schedule is flexible. Alternately, a CLW member can volunteer to lead the table. The host is responsible for coordinating an activity ranging from a writing prompt, to the critique of someone’s work, to a writing game, and/or any other writing adventure they wish to attempt.

Question 18

Policy Statement:

Accepted Answer

CLW’s mission is to assist and encourage writers, in all genres and experience levels, to improve writing skills and move toward publication, if desired.
 
CLW membership is open to writers of all genres and experience levels who wish to improve writing skills. CLW provides reading, critiquing, and creative writing sessions to help writers improve their craft. Experienced guest speakers are featured monthly to educate, encourage, and inform. Information talks are also provided by general membership members on various topics. In keeping with CLW’s initial founding principle of being a “family friendly” writing organization, Works provided for publication or posting in/on CLW media and guest speakers should be family friendly, i.e., no Rated X submissions or presentations. If a submitted Works comes into question, it will be discussed by the board members; however, final determination of appropriate content rests solely with the Executive Director.
 
Guest speakers may be suggested by Board Members, and CLW members (authors/writers), or CLW guests.
 
CLW strives for guest speakers to present at “no cost”, however, some speakers may seek a fee or nominal compensation. Approval for a fee, compensation, or reimbursement must be approved in advance by the Executive Director. Prior to Covid-19, guest speakers were provided a meal at CLW’s hosting restaurant that was paid by, then reimbursed to, CLW’s Executive Director. At the discretion of the board and adapting to a virtual environment, guest speakers may be sent compensation, such as a gift card, not to exceed $25 (unless a different amount is approved by the board) paid by, then reimbursed to, CLW’s Executive Director, or a designated board member. It is envisioned that the “prior to Covid-19” concept will be resumed after Covid-19 restrictions are lifted.
 
Guest speakers are allowed to bring copies of their books, CDs, etc. for purchase by CLW members at the time of their presentations. CLW members are encouraged, but not obligated, to purchase from the guest speakers.
 
Guest speakers’ materials are protected by intellectual property rights and CLW members (authors, writers) are to respect these rights. Recordings of presentations may be made available to CLW members only, if the guest speaker grants permission. These remain the intellectual property of the guest speaker and are not to be shared beyond members of CLW.

Question 19

2.3 Membership Fees.

Accepted Answer

A one-time registration fee of $35.00 is due at the time of registration. The registration fee includes membership dues for the balance of the calendar year in which registration is submitted. If a member cannot pay, the potential member may speak to the Executive Director about the situation.

Question 20

Procedure:

Accepted Answer

Following general announcements by the Executive Director, the CLW membership will break into groups.
 
The Creative Table Group is just that, Creative! Their activities range from catching up on what each member is working on, to incorporating a new member who is just joining, to writing short exercises based on a prompt, or seeing a picture and doing a character development on someone in the picture, sharing poetry, and sometimes taking something from an info talk and expanding on it. The possibilities are unique and endless.

Question 21

Application Agreement:

Accepted Answer

The Carrollton League of Writers (CLW) is created for any and all lawful purposes that facilitate the collaboration of writers and writers’ organizations in the Carrollton, Texas Community and is open to writers of all genres and experience levels who wish to improve writing skills. I (member/potential member) desire to be a member of CLW as evidenced by completion and signing of this application.
 
Works submitted to CLW should be the Author’s sole intellectual property and not infringe on copyrights, trademarks, public domain, or other intellectual rights of any third parties.
 
Membership in the CLW requires an annual registration fee of $35.00 payable by March 31. For someone coming in after March, registration fee will be prorated for remaining months at $3.00 a month and approval of membership is immediate; however, individuals must be a member in good standing for six months in order to participate in contests or publications. CLW has the right to review membership and revoke membership privileges in the event a registered member fails to comply with CLW’s by-laws, policies, or procedures.
 
In keeping with CLW’s initial founding principle of being a “family friendly” writing organization, Works provided for publication or posting in/on CLW media should be family friendly, i.e., no Rated X submissions. The final decision of whether Works is family friendly is at the sole discretion of the CLW’s Executive Director and I (member/potential member) agree to abide by the final decision without recourse.
 
CLW provides reading, critiquing, and creative writing sessions to help writers improve their craft. Experienced guest speakers are featured monthly to educate, encourage, and inform. Information talks are also provided by general membership members on various topics. Opportunities are provided to socialize and network with others who share the grand passion of writing.
 
The above sessions, events, and opportunities are conducted at various locations and venues. CLW attempts to ensure all sessions, events, and opportunities are safe, however, risks of harm and injury are inherent in any activity.
 
I assume any risk, harm, or injury which might occur to me or my property due to my participation in CLW’s sessions, events, and/or opportunities. I hereby release and hold-harmless CLW, its Board members, employees, officers, agents, and assigns from all liability, costs, and damages which might arise from my participation.
 
Photographs from various mediums may be recorded at CLW sessions, events, and opportunities and I grant permission for the use of my likeness in such photographs.
 
I agree to abide by CLW dress code when attending public events via Zoom or in person. Dress code is casual (jeans and t-shirts are fine) but please dress as you would in a public venue and have an appropriate background when on Zoom or have your video turned off.
 
CLW maintains roster of members for distribution to other CLW members. CLW does not sell or distribute personal information to outside agencies. I grant permission for CLW to list my name, address, e-mail, and phone number on CLW’s member roster.
 
I attest that the information provided on the attached CLW Member Information sheet is accurate.

Question 22

Guidelines:

Accepted Answer

Be professional, be honest, be clean.

Question 23

2.4 Membership Dues.

Accepted Answer

Registered members will be assessed annual dues of $35.00 per calendar year due annually on or before the 31st day of March with the exception of the year in which the member registration was submitted.

Question 24

Failure to Comply:

Accepted Answer

Corrective actions may include a range of actions including, but not limited to, chastisement, revocation of membership, and any other actions available in law or in equity.

Question 25

2.5 Reimbursement of Expenses.

Accepted Answer

CLW related expenses incurred by the Board and/or Members of CLW shall be submitted to the Board with receipts for reimbursement and approval within twelve months of the date in which the expense was incurred. Upon approval by a minimum of two Board members the submitted expense shall be reimbursed by the Treasurer of CLW.

Question 26

2.6 Membership Notification, Voice and Vote."

Accepted Answer

Members will be notified of Board activities via electronic publication to a public website and allowed to comment and, when deemed necessary by the Board, to vote, either in person or via e-mail for significant items impacting on CLW. Information on the item(s) being voted upon will be sent via e-mail to the person named on the member registration documentation. Member approval is required for approval of the by laws, amendments to the by laws, and appointment of board members.

Question 27

Purpose:

Accepted Answer

To provide general submission guidelines for Works submitted by CLW members (also referred to as “writers” and “authors”) for publication and/or in response to various “contests” sponsored by CLW such as the flash fiction contest, anthology submissions, short story contests, articles for posting on CLW media or blogs.
 
More specific guidelines or “rules” will be provided at the time submissions or entries are solicited by CLW.
 
"Works” is the overall description of any writing product produced by CLW members (writers/authors) and include, but is not limited to, short stories, novels, books, articles, and any other written documents.

Question 28

1.2 Purpose

Accepted Answer

The Carrollton League of Writers is created for any and all lawful purposes that facilitate the collaboration of writers and writers’ organizations in the Carrollton, Texas Community.

Question 29

Scope:

Accepted Answer

This policy applies to the general submission guidelines for any type of Works provided to CLW by its members (i.e., writers/authors).

Question 30

2.7 Board Member Meetings.

Accepted Answer

The Board of CLW shall meet at least bimonthly (i.e., every other month) to discuss the business of the organization. The Board may meet at other times as agreed upon and as necessary throughout the year.

Question 31

Policy Statement:

Accepted Answer

CLW membership is open to writers of all genres and experience levels who wish to improve writing skills. In keeping with CLW’s initial founding principle of being a “family friendly” writing organization, Works provided for publication or posting in/on CLW media should be family friendly, i.e., no Rated X submissions. If a submitted Works comes into question, it will be discussed by the board members; however, final determination of appropriate content rests solely with the Executive Director. Submitter understands that the nature of what is appropriate to CLW is subjective and agrees to abide by the final decision, without recourse.
 
Works submitted to CLW should be the Author’s sole intellectual property and not infringe on copyrights, trademarks, public domain, or other intellectual rights of any third parties.
 
Generally, the Works provided to CLW by authors should not have been previously published, should not be pending publication, nor currently submitted for consideration for publication to any third party unless specifically disclosed, in writing, at the time of submission and so indicated in the opening line of the submission(s).
 
The Works submitted by Authors should not be bound to other third parties, including, but not limited to, publishers, editors, magazines, etc. unless a release or authorization/permission to use is provided to CLW at the time of submission by CLW member (i.e., author).
 
If the Works contain statements presented as fact, the Author warrants that such statements are true and accurate to the best of his/her knowledge.
 
Works submitted to CLW for publication, such as the anthology, will generally require a separate agreement (i.e., Publishing Agreement) that provides CLW perpetual rights to the Works; however, CLW is generally inclined to allow CLW authors to use their Works for other publications, including, but not limited to, other publishers, contests, or mediums without being considered a breach to the Publishing Agreement. The Publishing Agreement will have more definitive terms and conditions and requires the signature of CLW and the individual author.
 
Some publishing venues such as writing contests, magazines, editors, publishers, etc. will not accept Works that have been published or posted by other companies, firms, etc. This may include the Works submitted by authors to CLW and in some cases, the author’s own blog.
 
CLW authors are to exhibit and maintain a high degree of professional integrity and promote a positive image of the writing profession by not participating in plagiarism, misrepresentation of their Works, or any other commissions or omissions which cast a negative image on the writing profession.

Question 32

Guidelines:

Accepted Answer

Be professional, be honest, be clean.

Question 33

2.8 Membership Meetings.

Accepted Answer

There will be regularly scheduled meetings of the membership and notification of those meetings will be posted electronically on a publicly available website, and/or Facebook group. CLW event information will be distributed via email to the person named on the member registration documentation through a monthly electronic newsletter. No guarantees are made to the frequency or accuracy of the newsletter. The membership will meet weekly as follows: The first, second and last Thursday of the month meetings will be held at the Church of the Nazarene in Carrollton, Texas and the third Thursday meeting will feature a guest speaker and will be held at Marshalls’ BBQ. All meetings begin at 7:00 p.m. Location of these meetings are subject to change by the Executive Director.

Question 34

Failure to Comply:

Accepted Answer

Corrective actions may include a range of actions including, but not limited to, chastisement, revocation of membership, and any other actions available in law or in equity.

Question 35

3.1 Mission Statement.

Accepted Answer

The mission of the CLW is to assist and encourage writers, in all genres and experience levels, to improve writing skills and move toward publication, if desired. CLW provides reading, critiquing, and creative writing sessions to help writers improve their craft. Experienced guest speakers are featured monthly to educate, encourage, and inform. Information talks are also provided by general membership members on various topics. Opportunities are provided to socialize and network with others who share the grand passion of writing.

Question 36

3.2 Membership Notification.

Accepted Answer

The membership of CLW will be notified of CLW activities via electronic publication and electronic distribution to registered members.

Question 37

Purpose:

Accepted Answer

To provide intellectual property rights and ownership for Works submitted by CLW members (also referred to as “”writers” and “authors”) for publication and/or in response to various “contests” sponsored by CLW such as the flash fiction contest, anthology submissions, short story contests, articles for posting on CLW media or blogs.
 
More specific guidelines or “rules” will be provided at the time submissions or entries are solicited by CLW.
 
“Works” is the overall description of any writing product produced by CLW members (writers/authors) and include, but is not limited to, short stories, novels, books, articles, and any other written documents.

Question 38

Scope:

Accepted Answer

This policy applies to intellectual property rights and ownership for any type of Works provided to CLW by its members (i.e., writers/authors).

Question 39

3.3 By laws.

Accepted Answer

The by laws of the CLW will be initiated, approved, and posted as follows.
 
3.3(a) Initiation. A vote on amendment or repeal of the CLW by laws may be called by the Board or may be called by a petition signed by twenty percent (20%) of the in-good-standing general membership. “In-good-standing” means registration fee and annual membership fee has been paid.
3.3(b) Minimum Notice. The Board will electronically post notice of amendment or repeal of the CLW by laws on a publicly available website and electronically distributed to the person named on the member registration documentation.
3.3(c) Notice of Format. The posted notice will include:
3.3(c)(i) Time and place of the vote
3.3(c)(ii) A request for electronic response (i.e., e-mail or text message) from all members
3.3(c)(iii) A brief explanation of the need for the change
3.3(c)(iv) The exact wording to be voted on
3.3(c)(v) The wording of all parts of the current by laws that would be replaced, affected and/or deleted
3.3(c)(vi) A solicitation of members electronic comments prior to the voting deadline

Question 40

3.4 Requirement for Full Notice.

Accepted Answer

No by law amendments, including substitute wordings, shall be voted on that has not met the requirements provided in this document.

Question 41

Policy Statement:

Accepted Answer

Works submitted to CLW should be the Author’s sole intellectual property and not infringe on copyrights, trademarks, public domain, or other intellectual rights of any third parties.
 
Generally, the Works provided to CLW by authors should not have been previously published, should not be pending publication, nor currently submitted for consideration for publication to any third party unless specifically disclosed, in writing, at the time of submission and so indicated in the opening line of the submission(s).
 
The Works submitted by Authors should not be bound to other third parties, including, but not limited to, publishers, editors, magazines, etc. unless a release or authorization/permission to use is provided to CLW at the time of submission by CLW member (i.e., author).
 
Author retains the ownership of his/her Works and therefore, retains the rights to use the Works in any method desired by Author. Author may grant use to other publishers; however, the right for CLW to use the Works in perpetuity should be disclosed by Author.
 
In the event Author grants rights or transfers ownership to Works, CLW’s rights to use, in perpetuity, will be incorporated into any transfer and remain in effect as noted in any specific agreement with CLW. Permission(s) granted to CLW by Author and Compensation, if any, to be paid to Author by CLW continue in perpetuity or terminated as described in a specific agreement such as the Publishing Agreement executed for anthology submissions.
 
CLW authors are to exhibit and maintain a high degree of professional integrity and promote a positive image of the writing profession by not participating in plagiarism, misrepresentation of their Works, or any other commissions or omissions which cast a negative image on the writing profession.

Question 42

Guidelines:

Accepted Answer

Be professional, be honest, be clean.

Question 43

3.5 By Laws Procedure.

Accepted Answer

The by laws shall be amended or repealed only by a majority of members voting after full notice has been given and comments posted and prior to the voting deadline. An agreed upon member of the Board will oversee the voting process.

Question 44

3.6 Posting.

Accepted Answer

The Board will post the current by laws electronically on a publicly available website.

Question 45

Failure to Comply:

Accepted Answer

Corrective actions may include a range of actions including, but not limited to, chastisement, revocation of membership, and any other actions available in law or in equity.

Question 46

3.7 Social Media.

Accepted Answer

Social media accounts associated with CLW are designed to promote CLW’s brand and stated vision, to promote activities of interest to CLW, and share information relevant to writing and the writing community. A moderator for each social media account will be appointed by the Executive Director. Social media moderators are not equivalent to Board members and have no voting rights in their role as moderators.

Question 47

Purpose:

Accepted Answer

To provide policy guidelines for membership to CLW.
 
“Works” is the overall description of any writing product produced by CLW members (writers/authors) and include, but is not limited to, short stories, novels, books, articles, and any other written documents.

Question 48

Scope:

Accepted Answer

This policy applies to the general membership guidelines for members and for any type of Works provided to CLW by its members (i.e., writers/authors).

Question 49

Accounts [Social Media]

Accepted Answer

• All social media accounts created by, for or on behalf of CLW are the sole property of CLW.
 • The creation of new social media accounts must be approved by the Board prior to their creation.
 • Current usernames and passwords for all social media accounts are to be available to all members of the CLW board at all times.

Question 50

Post [Social Media]

Accepted Answer

• Moderators should update social media accounts on a continual basis.
 • Posts to CLW social media accounts should be of general interest to CLW, CLW members, and /or the writing community.
 • Posts should not contain offensive, abusive, harassing, disrespectful, or any other unsuitable language. They should not disparage any product, company or individual or any information that could be considered slanderous in nature to any individual.
 • Posts should abstain from topics considered divisive in nature (religion, politics, social issues, etc.).
 • CLW’s Board reserves the right to remove any post from social media that it deems inappropriate at its sole discretion.

Question 51

Policy Statement:

Question 52

Guidelines:

Question 53

4.1 Members.

Question 54

Failure to Comply:

Question 55

4.2 Terms.

Question 56

4.3 Duties.

Question 57

Purpose:

Question 58

Scope:

Question 59

5.1 Vote.

Question 60

5.2 Assets.

Question 61

Policy Statement:

Question 62

Guidelines:

Question 63

5.3 Notification.

Question 64

Failure to Comply:

CLW PROCEDURES

Purpose:

1.1 Name.

Purpose:

Scope:

Scope:

Responsibility:

Policy Statement:

Guidelines:

Procedure:

Failure to Comply:

Purpose:

Purpose:

2.1 Organizational Structure.

Scope:

2.2 Membership Structure.

Scope:

Responsibility:

Policy Statement:

2.3 Membership Fees.

Procedure:

Application Agreement:

Guidelines:

2.4 Membership Dues.

Failure to Comply:

2.5 Reimbursement of Expenses.

2.6 Membership Notification, Voice and Vote."

Purpose:

1.2 Purpose

Scope:

2.7 Board Member Meetings.

Policy Statement:

Guidelines:

2.8 Membership Meetings.

Failure to Comply:

3.1 Mission Statement.

3.2 Membership Notification.

Purpose:

Scope:

3.3 By laws.

3.4 Requirement for Full Notice.

Policy Statement:

Guidelines:

3.5 By Laws Procedure.

3.6 Posting.

Failure to Comply:

3.7 Social Media.

Purpose:

Scope:

Accounts [Social Media]

Post [Social Media]

Policy Statement:

Guidelines:

4.1 Members.

Failure to Comply:

4.2 Terms.

4.3 Duties.

Purpose:

Scope:

5.1 Vote.

5.2 Assets.

Policy Statement:

Guidelines:

5.3 Notification.

Failure to Comply:

Purpose:

Scope:

Policy Statement:

Guidelines:

Failure to Comply:

Purpose:

Scope:

Policy Statement:

Guidelines:

Failure to Comply:

Purpose:

Scope:

Policy Statement:

Guidelines:

Failure to Comply: