Mandate

QWF provides English-language programs, services, opportunities, and community for aspiring, emerging, and established writers and the wider community. Our goals are to…

• Provide professional development, support, community, and employment opportunities to Quebec-based English-language writers at appropriate stages of their careers;
• Raise the profile of QWF members who are emerging or established writers through annual literary awards, a writing residency, two online publications, and a travel fund;
• Increase access to literary activities for underserved communities through our Writers in the Community program;
• Increase public interaction with the literary arts through public readings, literary dinners and teas, and an annual holiday book fair (in partnership with the AELAQ);
• Facilitate contact between qualified writers and members of the community through our online Hire-a-Writer directory;
• Encourage dialogue and collaboration between Quebec’s English- and French-speaking literary communities;
• Create mutually supportive partnerships with literary presenters across the province and with other national, provincial and municipal arts organizations.
• Communicate with all levels of government on behalf of our constituency.

By-Laws & Constitution

As amended on February 9, 2021 by the Board of Directors of QWF Fédération des écrivaines et écrivains du Québec / QWF Québec Writers’ Federation and sanctioned by a vote of the members at the April 28, 2021 Annual General Meeting.

1. Name

1. The name of the organization shall be QWF Fédération des écrivaines et écrivains du Québec / QWF Québec Writers’ Federation.

2. Purposes

1. To provide tangible community support for the promotion and encouragement of English language literary arts within the province;
   
2. To recognize the achievements of Quebec’s English language writers through the establishment of annual literary awards;
   
3. To undertake activities which will increase public awareness of the literary arts and of literary institutions within the province;
   
4. To apply for, raise and receive grants, bequests, legacies and devices and to hold, administer, invest, expand or deal with the same in furtherance with the purposes of the Federation.

3. Non-Profit

1. The organization will be operated without purpose of gain for its members, and any profits or other assets of the organization will be used solely to promote its purposes.

4. Membership

1.  Membership is open to anyone who supports the purposes of the Federation;
   
2. The annual membership fee shall be established by the Board of Directors and such fee shall be subject to review by the members at the annual general meeting of the Federation;
   
3. Annual renewal of membership is required to remain a member in good standing.

5. Meetings

1. The Annual General Meeting of the Federation shall be held within four months of the end of the fiscal year at any place within Quebec, or virtually, on such day and at such time as the Board of Directors by resolution determine;
   
2. Notice of any membership meeting of the Federation shall be called by written notice at least ten (10) days before the date of the meeting.  A special membership meeting may be called at any time by the Executive Council or on the written requisition of no fewer than five percent (5%) of members in good standing;
   
3. A quorum at the Annual General Meeting or any other general meeting shall consist of at least twenty (20) members in good standing;
   
4. Membership meetings may be held, in accordance with the regulations, entirely by means of a telephone, synchronous electronic transmission, or other real-time communication facility that permits all participants to communicate adequately with each other during the meeting. In such cases, the Federation will make available such a communication facility.

6. Board of Directors

1. A Board of Directors consisting of no less than seven (7) and no more than twenty (20) members of the Federation shall be elected by the members at each annual meeting pursuant to the report of the Nominating Committee appointed by the Board of Directors, which shall act in keeping with the Nominating Policies adopted from time to time by the Federation;
   
2. Members of the Board of Directors shall normally reside in Quebec;
   
3. The Board of Directors shall be the ruling body between Annual General Meetings of the Federation;
   
4. Meetings of the Board of Directors shall be held at least three (3) times a year, in person or virtually.  A quorum shall consist of a simple majority;
   
5. Meetings of the Board of Directors shall administer the activities of the Federation including the Annual Literary Awards;
   
6. The Board of Directors shall appoint the Advisory Council and establish any committees needed for the operation of the Federation;
   
7. The Board of Directors shall be responsible for drawing up and presenting a budget to the Annual General Meeting;
   
8. The Board of Directors shall be responsible for presenting an audited statement of the Federation’s current fiscal affairs to the Annual General Meeting.

7. Executive Committee

1.  An Executive Committee of the Federation consisting of, as a minimum, a President, Vice-President, Secretary and Treasurer shall be elected by the outgoing Board of Directors and presented at the Annual General Meeting for confirmation.  Members of the Executive are also members of the Board of Directors;
   
2. Meetings of the Executive may be held for any purpose at any time, in person or virtually;
   
3. The Executive Committee shall be responsible for the receipt and disbursement of funds as directed by the Board of Directors and the Annual General Meeting in the adoption of the budget.

8. Duties of Officers

1. President: The President shall preside at all meetings of the Executive Committee and the Board of Directors.  He/She/They shall be responsible for the general control and supervision of the affairs of the Federation.  He/She/They shall have any such other powers and duties as the Board of Directors may from time to time determine by resolution;
   
2. Vice-President:  The Vice-President shall perform the duties of the President in his/her/their absence.  He/She/They shall have such other duties as the Board of Directors may from time to time determine by resolution;
   
3. Secretary:  The Secretary shall attend to giving of all notices, shall keep all minutes and shall have charge of the records and books of the Federation concerning its members, their addresses, all reports and all transactions and generally shall have such other duties as are associated with this office;
   
4. Treasurer:  The Treasurer shall be responsible for the care and custody of all funds and securities, which shall be deposited in the name of the Federation in a bank or banks or other depository.  He/She/They shall be responsible for keeping all books of account and accounting records, and generally shall have such other duties as are associated with this office;
   
5. The Board of Directors may from time to time appoint other officers having such powers or duties as the Board of Directors may from time to time decide by resolution.

9. Advisory Council

1. The Advisory Council members shall be appointed for a two-year (2) term by the Board of Directors;
   
2. The Advisory Council members shall serve in an honorary capacity.

10. Financial Year

1. The financial year of the Federation shall end on the 31^st of December in each year.

11. Auditors

1. The members shall, at each annual meeting, appoint an auditor to audit the accounts of the Federation to hold office until the next annual meeting provided that the directors may fill any casual vacancy in the office of the auditor.  The remuneration of the auditor shall be fixed by the Board of Directors.

12. Signature and Certification of Documents

1. Contracts, documents or any instruments in writing requiring the signature of the Federation shall be signed by any two of the President, Vice-President, Secretary or Treasurer, and all contracts, documents and instruments in writing so signed shall be binding upon the Federation without any further authorization or formality.  The directors shall have power to appoint other officers on behalf of the Federation to sign contracts, documents and instruments. 

13. Amendments of By-Laws

1. By-laws of the Federation may be enacted and the by-laws repealed or amended by  motion enacted by majority of the directors at a meeting of the Board of Directors, and sanctioned by an affirmative vote of the members at the next general meeting of members.

14. Dissolution

1. In the event the organization dissolves, after it pays all its debts and liabilities, it will distribute or dispose of its remaining property to qualified donees as described in subsection 149.1(1) of the Income Tax Act.