THE SEVEN SISTERS CAMERA CLUB CONSTITUTION
The Club will be known as Seven Sisters Camera Club and will be affiliated to the Photographic Alliance of Great Britain.
2. Aims and objectives
The aims and objectives of the club will be:
- To teach, share, discuss, show and practice photography through a programme of events and entertainment.
- To promote the club within the local and photographic communities.
- To communicate, consult and be guided by the membership in an informed decision making process for all matters likely to affect the Club in any significant way.
- To ensure a duty of care to all members of the club.
- To provide all its services in a way which is fair to everyone.
The Club aims to ensure fair and equal treatment of all members.
Membership will be open to anyone aged 18 or over who has an interest in photography.
By joining the Club, all members accept and agree to abide by the Constitution, the Health and Safety Policy and any rules or policies approved by the members at an Annual General Meeting (AGM) or Extraordinary General Meeting (EGM).
The only Membership category is Full Member.
Vulnerable and disabled persons where appropriate must be under the supervision of a responsible adult or carer, who will be responsible for any damage or injury caused. Further the responsible adult or carer will be responsible for ensuring the disabled or vulnerable person is protected from harm in whatever form that may take. The Club will ensure, as far as possible, that all Club events will be run in a healthy and safe manner.
4. Membership fees
Membership fees cover the period 1 September to 31 August.
Increases to membership fees will be proposed by the Committee and ratified at the AGM.
Membership fees are to be paid in full by 30 September. Voting or competition entries are not permitted until fees have been paid.
5. Committee Membership
The Committee will consist of:
Executive members: .
General members: Three (3) general members.
Committee members will be elected at the AGM.
All Committee members must stand down at the AGM but will be eligible to stand for re-election.
Participation in committee meetings and undertaking tasks is open to all members of the Club.
The Club will be run through the Committee. Non committee members are able to attend committee meetings as observers but are not eligible to vote at meetings of the committee. Decisions made by the committee concerning significant matters will not be ratified until they have been agreed by the membership, by majority vote, at a weekly meeting.
Committee meetings will be convened by the Chair
There will be no less than 6 committee meetings per year.
The quorum required for business to be agreed at Committee meetings will be three committee members including at least two Executive Committee members.
The Committee will be responsible for implementing new policy, codes of practice and rules that affect the organisation of the club after effective member input.
The Committee can appoint subcommittees, helpers and advisers as necessary to assist it to fulfil its business.
The Executive Committee will be responsible for disciplinary hearings of members who infringe the club rules/regulations/constitution and taking appropriate action, if any.
All club monies will be banked in an account held in the name of the club.
The Treasurer will be responsible for managing the finances of the club.
The financial year of the club will end on 30th April.
The financial records of the club as at the financial year end will be presented to the club at the AGM by the Treasurer. These must first have been reviewed by a person independent of the club. That person should certify that they are in accordance with data, documents and Bank Statements provided by the Club Treasurer.
Any cheques drawn against club funds must be signed by any two of the three Executive members of the Club.
Each executive member has the authority to spend up to £20 without prior referral to the treasurer. For the sake of practicality in the everyday running of their duties other non-executive committee members who need to spend a maximum of £20 can seek authorization from any executive member.
8. Annual General Meetings
The Annual General Meeting (AGM) will be held during the last meeting of the season.
Business at the AGM shall be:
- Approval and Adoption of the minutes for the previous AGM. Chairperson’s report.
- Treasurer’s report on the audited Year End Accounts. Secretary’s report. Amendments to the Constitution if any.
- Membership and Guest fees for the forthcoming season.
- Election of committee members. Discuss any Motions for the AGM.
- Notice of the AGM will be given to members by the Secretary not less than 21 clear days before the meeting.
- Nominations for Committee positions must be sent to the Secretary no less than 14 days prior to the AGM.
- Elections of officers will take place at the AGM.
- Voting will be by a show of hands unless requested otherwise. Requests for secret ballot must be notified to the Secretary a minimum of 7 days before the AGM.
- A member will be asked to volunteer to undertake the counting of votes.
- All financial members have the right to vote at the AGM.
- Postal or proxy votes are not accepted.
- If no nominations are received for a position prior to the AGM, nominations will be called for from the floor.
Members may submit motions for the AGM to the Secretary up to 14 days in advance.
The quorum for AGMs will be 15 financial members.
9. Extraordinary General Meetings
The Executive Committee or 10% or more of the financial members have the right to call an EGM.
Procedures for EGMs will be the same as for the AGM.
10. Discipline and appeals
All concerns, allegations or reports of poor practice or abuse submitted in writing to the Executive Committee will be recorded and investigated swiftly.
The Executive Committee may initiate a complaint if appropriate.
The Executive Committee will respond to complaints within 28 days of receipt.
The Committee may take appropriate disciplinary action if necessary including the termination of membership.
The outcome of a disciplinary investigation will be notified in writing to the complainant and the member against whom the complaint was made within 7 days of the completion of the investigation.
There will be a right of appeal to the Executive Committee following disciplinary action being advised. The Committee will consider the appeal within 28 days of receipt.
For privacy reasons, the details of any complaint, the investigation findings, or the outcome will not be provided to the membership generally unless the outcome of the investigation is likely to lead to a change in the Club’s rules or Constitution.
In the event of the Club being dissolved, or otherwise ceasing to exist, any assets held following settlement of all liabilities incurred shall be divided equally between all fully paid up Club members at the time of the or AGM. No new members will be accepted after notice is given for the EGM.
If the Club is dissolved by calling an General Meeting then any quorum requirements will not apply.
12. Amendments to the constitution
This Constitution will only be changed through agreement by majority vote at AGM/EGM.