Calne Camera Club

Club Constitution

Agreed at the Extraordinary General Meeting on 23rd March 2015. To become effective from 1st April 2015

1. Name.
The Club shall be known as Calne Camera Club.

2. Club Objective.
This is to foster the art and practice of photography by means of lectures, by demonstrations of processes and techniques and by outings, exhibitions and regular competitions within the club and with other clubs.

3. Qualifications For Membership.
Membership shall be open to any person who is interested in photography.
(3a) A condition of membership is that 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.
(3b) A condition of entering club competitions is that the entrant must attend at least some meetings.

4. Honorary Members.
An Annual General Meeting or Extraordinary General Meeting shall have the authority to appoint honorary life members or non-executive honorary officers.

5. Management.
Management of the club shall be in the hands of a committee consisting of:

  • Chairman
  • Vice Chairman
  • Treasurer
  • Minutes Secretary
  • Programme Secretary
  • Club Contact
  • Competition Secretary
  • Webmaster
  • Projectionist
  • At least two Ordinary Members.

The committee 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.

The committee shall meet as frequently as business requires and members must be given 14 days notice of a forthcoming meeting. A quorum for a meeting shall be four members.

Club programme: - A sub committee of at least three persons shall be formed from among the members of the main committee to arrange the Club's activities and publish a programme at appropriate intervals.

6. Duties of Officers.

  1. Chairman.
    To take the chair at meetings of the club and see that business is conducted in an orderly manner, in accordance with this Constitution. To act as the club's representative to outside bodies. To convene committee meetings.
  2. Vice Chairman.
    To perform the duties of the chairman in his absence or if requested by the chairman.
  3. Minutes Secretary.
    To keep minutes of Committee Meetings, Annual General Meetings and Extraordinary General Meetings and to conduct correspondence on behalf of the Club except in matters relating to competitions and programmes. To disseminate information received from outside sources.
  4. Programme Secretary.
    To keep records of programme committee meetings and so compile formal programmes for club events. Make contact with prospective speakers and confirm dates as required. Inform club members of programme content and update and disseminate programme information as relevant.
  5. Club Contact.
    There are two aspects to this role. Firstly the club representative to the Western Counties Photographic Federation (WCPF) and secondly as point of contact for messages delivered to the website. The role in each case is similar; the Club Contact will disseminate information received to relevant committee and club members. In the case of contacts seeking answers to questions the Club Contact will respond to the sender acknowledging his or her query and if relevant consult with committee members to agree a suitable answer. The club contact could be more than one person.
  6. Competition Secretary.
    To organise all aspects of internal competitions and keep such records as are necessary to select winners of annual awards.
  7. Treasurer.
    To collect all subscriptions and monies due and to make all necessary payments to ensure the smooth running of the Club. To maintain an income and expenditure account and report the financial situation at committee meetings. To draw up an end of year balance sheet for auditing and subsequent approval at the Annual General Meeting.
  8. Webmaster.
    To maintain an internet website on behalf of the Club to provide information about Club activities to members and to the general public.
  9. Projectionist.
    To be responsible for the club's projection equipment and operate it at club meetings, when required.

7. Annual General Meeting (A.G.M.)
An A.G.M shall be held in April of each year to undertake the following:
  1. To receive and, if possible, approve the minutes of the previous year's A.G.M.
  2. To receive and, if possible, adopt the Treasurer's report.
  3. To appoint an auditor for the following year's accounts.
  4. To decide the annual subscription for the coming year
  5. To elect officers and committee members in accordance with item 5. above.
  6. To vote upon motions notified to the General Secretary at least 14 days before the A.G.M.
  7. To deal with any relevant business sanctioned by the Chairman.
Elections and approval of reports and other decisions to be voted upon shall first be proposed and seconded by members present. A quorum for an A.G.M shall be one third of paid up members.

8. Extraordinary General Meeting. (E.G.M.)
An E.G.M. may be convened by means of a written request handed to the General Secretary and signed by at least four club members. The request must state the purpose of the meeting and be received by the Secretary at least 14 days before the desired date of the meeting. The agenda shall be announced to members at least 7 days before the date of the meeting.
A quorum for an E.G.M. shall be one third of paid-up members.

9. Communication With Members.
Notification of and agendas for A.G.Ms., and E.G.Ms. shall be posted on the Club notice board and sent to members by e-mail. Postal notification will not normally be employed.

10. Annual Subscriptions. The subscription year shall be from 1st May to 30th April. Any member's subscription not paid by July 1st will render the person's membership invalid.

11. Level of Subscriptions.
The annual subscription for a Working Member (the basic subscription) shall be determined at each A.G.M. The amount of a room payment contribution, due at each club meeting shall also be decided at the A.G.M.

12. Non-Working Members.
The annual subscription required of a Non-working Member shall be ¾ of the basic figure, rounded up to the nearest pound.

13. Associate members
An Associate Member (one who attends meetings but does not participate in competitions) shall be required to pay 60% of the basic subscription rounded up to the nearest pound.

14. Joint Membership.
Persons joining as a couple shall be required to pay 1½ times the subscription otherwise due for a single member, rounded up to the nearest pound.

15. New Members' Subscriptions
A member joining between 1st September and 1st January following shall be required to pay ⅔rds of the fee otherwise due for a full year, rounded up to the nearest pound.
If joining after January 1st, the subscription shall be ⅓rd of the figure otherwise due for a full year and rounded up to the nearest pound.

16. Termination of Membership.
A member may be required to relinquish membership if, in the opinion of the committee, he/she has behaved in a manner likely to bring the Club into disrepute. The member shall be given the opportunity to explain his/her behaviour to the Committee, following which the Committee's decision for or against expulsion will be final.

17. Dissolution.
In the event of dissolution of The Club, an E.G.M shall be called to appoint two liquidators who will be required to dispose of any saleable property and add the proceeds to any available cash in The Club's account. The total sum resulting shall be used to defray any outstanding expenses and the remaining balance shall be donated to the Western Counties Photographic Federation.

18. Amendments.
This Constitution may only be altered or added to at an A.G.M. or E.G.M.
(3a & 3b Amendments of 24th April 2017)

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