constitution

Morecambe Camera Club

Constitution

(Revised following the March 2018 AGM)

 

1.Name

The Club shall be called ‘Morecambe Camera Club’ Hereafter will be referred to as the club.

 

  1. Objectives
    The objects of the Club shall be:

2.1 To encourage and promote the art and science of photography in all its aspects.

2.2 This will be achieved by the exchange of ideas and mutual assistance, as well as the organising and holding of lectures, by demonstrations of processes and techniques and by outings, exhibitions and regular competitions within the club and with other clubs.

 

  1. Membership
    Membership shall be open to all, irrespective of age, race or religion, subject to the conditions outlined below

3.1 Ordinary Members – Ordinary Members shall be deemed elected to the Club on the receipt of the subscription pending at the time, so long as they shall agree to uphold the dignity of the Club, and be over the age of sixteen years.

3.2 Applicants younger than 16 years shall be elected to the club subject to parental permission and must be accompanied by an adult who will be responsible for them.
3.3 Honorary Life Members – Honorary Life Membership may be granted to any person, who has been a full member for 25 consecutive years or a member who in the opinion of the Committee has rendered outstanding service to the Club, or and duly voted for, by at least 75% of the membership at an AGM.
3.4 Guest / New Members – Newcomers of all levels of experience, from beginner to professional, are welcome to come along and share in our activities. New members will be assigned a mentor/buddy or a ‘new members introduction evening’ will be held to support and assist new members during their first year with the club. This is to facilitate retention of members and reduce errors.  Guest or New Members must be paid up Ordinary Members after attending 3 or more meetings in a given year, if they wish to continue attending regularly.

3.5 All paid-up full members and honorary members shall have one vote at general meetings.

3.5 The Committee reserves the right (based upon a two-thirds majority) to withdraw a member’s membership should that person’s actions or behaviour bring the name of the Club into disrepute.

3.6 Visitors: Members are at liberty to introduce visitors to any of the general meetings of the club, but the Committee shall have the authority to refuse admission or limit the number of such visitors.

 

  1. Committee/Officers of the Club

4.1 The officers of the Club shall be, but not limited to:-

A Chairman.
A Vice –Chairman.
A Program Secretary.
A Competition Secretary.
A Treasurer.
A Club Secretary

An External Competition Secretary

A Publicity Officer

Webmaster

4.2 Any member who holds an elected position with defined duties shall have the option of becoming an active member of the committee, although this is not mandatory.

 

  1. Management of the Club

5.1 The affairs of the club shall be managed by the committee, made up from nominated members who are elected annually by ballot at the AGM.

5.2 Each year at the AGM, all officers of the committee shall retire their post to be eligible for re-election.

5.3 Nominations for Officers of the Club shall be given to the Secretary at least one week before the Annual General Meeting. If no nominations are received in advance of the Meeting or if Members so nominated are not elected to office by members present at the AGM, nominations shall be received from the floor at that meeting.

5.4 The Chairman or Vice Chairman shall preside at meetings and committees.

5.5 In the event of death, serious illness or resignation of the chair, the vice-chair shall be asked to assume office.

5.6 The Committee (a minimum of four needed to form a quorum) shall have the authorisation to fill any vacancies that may occur in the Committee throughout the season and shall have the power to co-opt additional members so as to deal with special circumstances or to obtain the benefits of individual skill or experience.

5.7 Social Media To help improve awareness of the Club, and to improve recruitment and retention of members, the committee shall maintain a social media presence, which is subject to a minimum presence of a Facebook page for general club information. Other social media platforms may also be used, including but not limited to; a closed Facebook group for member communication and Twitter.

5.8 Club Events The committee will actively seek out opportunities for its members to attend local events as official representatives of the club, to try and provide access not normally granted to the general public. If these opportunities are limited to a number which is less than the number of members interested, the committee shall make the final decision on who will attend as official club representatives. This will be done on a priority basis to those members who have not previously attended an event.

5.9 Club use of members images It is assumed that unless the competition secretary is notified otherwise, work entered by a member in a club competition shall then be made available for selection by the committee to represent the club in external competitions, on the club website and that winning images may be sent to the local press.
5.10 A condition of entering club competitions is that the entrant must attend at least some meetings.

 

  1. Committee Meetings, General Meetings & Special General Meetings

6.1 Committee Meetings – The committee shall meet as frequently as business requires and members must be given a minimum of 7 days notice of a forthcoming meeting. A quorum for a meeting shall be four members.

6.2 Annual General Meetings – An AGM shall be held at the end of the spring season, with a minimum attendance of 50% of current members including four Committee members to undertake the following:

6.3 Any resolution to change the Club Rules shall be included in the AGM agenda. Such resolutions should be given to the Secretary, in writing, signed by the proposer and a seconder, in time for circulation to the membership at least two weeks prior to the AGM.

6.4 In all decisions, either in Committee, at General Meeting or at an Annual or special General Meeting, there must be a two thirds majority vote of those attending (including any proxy votes received) in order to carry a motion. If required, the Chairman will have a casting vote, in addition to a normal vote (but may not make up a quorum).

6.5 Proxy Votes – Any member entitled to vote at a General Meeting may place a proxy vote if a proxy request is submitted in writing to the committee at least 7 days prior to the meeting. Such proxy may vote on any proposition or in the election of Officers for the absent member as he considers desirable.

6.6 Special General Meetings – A Special General Meeting (SGM) may be called at any time (within the Club season) by the Committee or at the request of at least eight members, to discuss any resolutions to change the Club Rules, or for the discussion of any urgent matters that need resolving. Such a request, stating the nature of the business, and signed by the required number of members, shall be given, in writing, to the Secretary, who shall call an SGM within thirty days, with at least fourteen days notice. In this case a minimum attendance of 50% of current members including four Committee members. No business shall be discussed at such meetings other than that stated on the notice calling for the meeting.

 

  1. Finance

7.1 Funds – Funds shall be used solely for furthering the objectives of the Club, as defined by or sanctioned by the Committee. No accumulated funds shall be paid as dividends, gifts, divisions or bonuses unto or between any of the Club members.

7.2 Subscriptions – The income of the Club shall be derived from the Subscription collected from Members each year and from grants, donations and events. The annual subscription rate shall be reviewed annually and a new rate suggested by the committee and agreed at the AGM by a majority vote. Membership subscription will be payable during the first 3 months of a given year (Oct – Dec), and current membership prices will be clearly displayed on the website. Members joining after the start of the year will pay a pro-rata basis (i.e. reductions for new members post Christmas). Members under 18 or in full-time education and under 21 will be offered a reduced rate subscription. On payment of the subscription, the Treasurer shall issue a receipt, and the Secretary shall provide a Syllabus and a copy of the Club Rules.

7.3 Expenses – All withdrawals of monies from the bank account shall bear the signature of the Treasurer and one of the two other Officials appointed by the Committee. Any reasonable expenses incurred shall be borne by the Club, and the Treasurer shall be responsible for the administration of such, as well as the transfer of any income into the Club’s bank account. Larger capital expenditure, for such things as new and/or replacement equipment, shall first be approved by the Committee.

7.4 Accounts – The Club Treasurer shall control the finances. The accounts of the Club shall be audited annually by one auditor, who shall be selected by the treasurer and approved by a minimum of 4 officers of the club present at any meeting prior to the AGM. A copy of the audited balance sheet, made up to the Club’s year-end, shall be made available for members, and distributed for discussion at the AGM.

  1. Dissolution

8.1 The Club can only be wound up at an AGM or SGM if two-thirds of the members present vote in favour of a winding up motion.

8.2 The Committee shall decide the disposal of any assets remaining after the satisfaction of all debts and liabilities of the Club. Such assets shall not be distributed among members, but shall be given or transferred to such other charitable institutions having objectives similar to or the same as the objective of the Club. Failing this, the assets shall be sold and the proceeds given to a registered charity or charities as decided by the Committee.

 

  1. Byelaws

9.1 Premises – Members shall conform to any rules or regulations of any premises the Committee has hired on behalf of the Club and for the purpose of holding any official functions.

9.2 Membership – Membership of the Club implies agreement to all the Club Rules and any additional rules duly enacted, and to any liabilities incurred by the Committee as may be necessary for properly carrying out the objectives of the Club.

9.3 Suspension – should the need ever arise, please refer to the separate protocol regarding suspension of membership.

9.4 In the case of any matter that is not provided for in these rules/objectives, or there are any doubts or disagreements as to the rules/objectives interpretation, the decision of the Committee shall prevail.

9.5 No member shall be absolved of any allegation on not having received a copy of these Rules.

 

  1. Personal use of Club Equipment

10.1 Club equipment may be borrowed by Members for personal use by agreement of a minimum of two officers of the club present at any club meeting.

10.2  All equipment should be signed for when taken, and upon return, and must be returned in the condition in which it was taken. Any damage beyond normal wear and tear is the responsibility of the borrower.

10.3 Any item purchased with public grant funding may be borrowed by members of the public under the terms of the grant agreement, and subject to the conditions outlined in 10.1 and 10.2.

10.4 No member shall be permitted to use the club for commercial purposes.

 

END OF DOCUMENT

Proxy voting form

Morecambe Camera Club Process for Suspension of Membership 2018