PORTLAND CAMERA CLUB CONSTITUTION
(Version 2 - 3rd June 2014)
1. INTRODUCTION The Society shall be known as Portland Camera Club hereinafter referred to as the “Club".
(A) To discuss, help, show or otherwise assist its members in all forms of photography, and photographic aims.
(B) To meet between September and May, and at such times during the other months as the Committee may decide. The regular meeting night to be Wednesday unless revised due to circumstances.
The Club shall be open to all persons interested in photography. The membership year shall run from the first meeting of the winter season to the day preceding the opening date of the following winter season. It is a condition of membership that the members will accept the rules of the Club. Members will not use their membership of, or the name of the Club, to obtain unfair advantages or admission to any venue.
Members will not do any act in the name of the Club potentially bringing the Club into disrepute and, in this context, the Committee reserves the right to refuse or terminate individual memberships where appropriate. Members will accept and abide by any rules governing or belonging to any meeting place in which the Club may meet from time to time.
A member may bring a guest or guests to any meeting, except at the Annual General Meeting. Such guest or guests will be the responsibility of their host member and will be subjected to the rules of the Club. All guests will be expected to pay the appropriate fee for each visit.
The Committee has the power to elect any person as an Honorary Member of the Club for any period deemed suitable whose service to the Club is deemed to warrant such recognition.
The Club Committee shall consist of the Chair, Secretary, Treasurer, Competition Secretary, Programme Secretary, and four General Committee members who shall be appointed at the Annual General Meeting in each year, and the members thereof shall hold office as from the end of the meeting until the next Annual General Meeting at which time, unless re-appointed, they shall retire.
All of the Officers and Committee shall be eligible for re-election at the AGM; the Committee may fill any vacancies occurring during the year.
The quorum for a Committee meeting shall be 4 including at least one of the Chair, Secretary & Treasurer. Other than the meeting Chair (who shall have a casting vote) no member shall have more than one vote at any meeting (including AGM, EGM and Committee meetings) even if holding more than one role.
No member of the Club shall be eligible for election as officer or Committee member unless his/her name has been proposed and seconded by other members of the Club in writing to the General Secretary at least seven days prior to the Annual General Meeting.
Those nominated must be willing to serve. Should nominations for officers and other members of the Committee including those retiring, exceed the required number, the result will be determined by ballot. In the event of sufficient nominations for officers and other members of the Committee not being received by the Secretary then nominations may be received at the Annual General Meeting, subject to the nominee being willing to serve. The Committee shall have the power to co-opt such other members, as it may deem necessary.
The Annual General meeting shall be held at the end of the winter season at a date determined by the Committee and notice of motions to be discussed should be received by the Secretary at least 21 days prior to the Annual General Meeting. The meeting shall deal with the following business:-
(A) Receive the officers reports.
(B) Receive the examined accounts for the preceding season.
(C) To elect officers and other Committee members.
The quorum for the Annual General Meeting shall be 25% of the paid up membership of the Club.
5. EXTRAORDINARY GENERAL MEETING.
The Committee may at any time for any special purpose call an Extraordinary General meeting and shall be bound to do so on a written request signed by not less than 25% of the paid up membership of the Club stating explicitly the business to be brought forward and delivered to the Secretary. Such a meeting is to be held within 21 days of the date of such request.
6. AMENDMENT TO RULES.
No new rules shall be made, or the existing rules altered in whole or in part except at the Annual General Meeting or an Extraordinary General Meeting. Notice of intention to propose such a new rule or alteration of any existing rule must been given to the Secretary at least 21 days before the date of such meeting. It shall be the duty of the Secretary to notify such intended proposition to all members of the Club.
Subscriptions shall be payable by members of the Club at such rates and in such manner as the Committee may from time to time determine. The Treasurer shall keep and maintain such records and bank accounts as the Committee shall determine and shall render a statement account to the members at the Annual General Meeting. The statement account shall be examined by a suitably-competent person appointed by the Committee. Any cheques are to be signed jointly by the Treasurer and either the Chair or Secretary.
8. POLICY STATEMENTS / OTHER DOCUMENTATION
Data Protection - In accordance with the provisions of the Data Protection Act the information supplied to the Portland Camera Club may be held and used by the Club for the purposes of business, administration and statistical analysis. The Club will never sell or transfer personal details to third parties for marketing purposes. Entrants in Club competitions should note that winners names may be included in Club publicity.
Equal Opportunities Policy - The organising Committee of the Portland Camera Club state that there is no discrimination on the basis of ability, age, gender, religion, sex, disability or racial origin. All persons are welcomed at the Club and to assist in it's organisation within the broadest umbrella interest of photography. Although the Club does run a series of competitive events these are structured in order to provide categories for the novice and expert alike and therefore to be inclusive rather than exclusive and elitist.
Competition rules - The Portland Camera Club will maintain a set of Competition rules.
9. WINDING UP
Upon the Club being disbanded or wound up the whole of the assets of the Club shall be held in trust by the last serving Committee for one year from the date of disbandment or winding up, and then disposed of to a charity or public fund by the trustees at their absolute discretion. Liability on each member shall not exceed 25p.
Portland Camera Club acknowledges with grateful thanks the assistance of the Weymouth & District Photographic Society in loaning documents to assist in the preparation this Constitution.