Club Info
Club Rules
KINGSBRIDGE AND DISTRICT CAMERA CLUB RULES
May 2018
CONTENTS
Section Title
1 General
2 Membership and subscriptions
3 Running the club
4 Summaries of officers’ roles
5 General meetings
6 Dissolution of the club
7 Changes to and interpretation of these rules
8 Key club policies & other documents
1. GENERAL
1.1. The name of the Club is the KINGSBRIDGE & DISTRICT CAMERA CLUB (also referred to in these rules as ‘the Club’).
1.2. The aim of the Club is to promote and encourage photography and its associated activities amongst residents of Kingsbridge and the surrounding area.
1.3. Membership is open to anyone who has an interest in photography and wishes to pursue that in a friendly and inclusive social group.
1.4. Activities conducted in support of the Club’s aim may include: formal meetings for talks; competitions (within the Club and against other Clubs); demonstrations; informal meetings; outings and photo opportunities; use of social media contacts and networking; exhibitions and other displays of members’ work; other activities as agreed by the Committee.
1.5. The Club’s season of regular formal meetings is from September to May each year. Meetings are routinely held on Thursday evenings at a venue and on dates agreed by the Committee. Other meetings may be arranged as required.
1.6. The Club’s financial year is from 1 April to 31 March.
2. MEMBERSHIP and SUBSCRIPTIONS
2.1. Full Membership categories shall exist for
2.1.1. Adults (single subscriptions charged at the full rate prevailing).
2.1.2. Persons of any age undertaking full-time education (subscriptions charged at 50% of the rate prevailing). Any member aged 16 or under must be accompanied to meetings by a responsible adult.
2.1.3. ‘Out of County’ members. This category is open to former full members who, for whatever reason, are no longer able to attend regular meetings but whom wish to retain an association with the Club (subscriptions charged at 50% of the rate prevailing).
2.1.4 At the Committee’s discretion, reduced subscriptions may be charged to members joining mid-way through each season (31st December onwards), at 50% of the prevailing rate. A similarly reduced subscription may also be applied on a case-by-case basis for new applicants who are able to demonstrate a legitimate Benefit entitlement.
2.2. Honorary Membership may be bestowed upon any individual as agreed by the Club Committee; no annual subscription charge is payable for this category, but the weekly attendance fee (see paragraph 2.5.1.) shall still apply.
2.3 All members, in whichever category, shall have the same benefits of membership.
2.4. All members must behave responsibly and with respect towards each other. The Club’s Safeguarding Policy for young persons and vulnerable adults is published separately and is available on the Club website or from the Safeguarding Officer (Club Secretary). This contains guidance for members, including on the use of the Club’s social media tools.
2.5. Annual subscription rates are determined by the Club committee and agreed at an Annual General Meeting.
2.5.1 In addition to an annual subscription charge, whenever present at a weekly meeting all members pay an attendance fee of an amount determined by the Club committee and agreed at an Annual General Meeting.
2.6. The Club’s annual season of events starts in September and subscriptions are due by 31 October.
2.7. A member is a person who has paid their subscription for all or part of the current season or is an Honorary Member. Membership continues until 31st October of the following season.
2.8. If a subscription remains unpaid after 31st October, the member is deemed to have resigned. If that person subsequently rejoins later in the season, a full year’s subscription is payable and the concession in paragraph 2.1.4 does not apply.
2.9. Potential members are welcome to attend up to three meetings to see if they would like to join the Club before paying the relevant subscription. However, only paid up members can enter the Club’s competitions.
2.10. A member may resign by notifying the Club Secretary in writing of his/her wish to do so.
2.11. If the action of a member is deemed to be bringing the Club into disrepute or otherwise to be detrimental to the best interests of the Club, that person’s membership may be terminated by the Committee as long as more than 70% of the total Committee members vote in favour of such a decision.
2.11.1.Prior to this decision being taken, the member concerned must be informed of the intention and the reason in writing at least 14 days before the Committee Meeting at which the matter will be discussed.
2.11.2. The member concerned has the right to respond in writing to the Club Secretary within 7 days and to appear at the relevant Committee Meeting to give an explanation and to bring a witness if desired. No further appeal may be brought against the Committee’s decision.
2.12. Membership of the Club by payment of the relevant subscription implies acceptance of the Club rules and practices.
3. RUNNING THE CLUB
3.1. The affairs and day to day running of the Club are managed on behalf of the membership by the Club Committee consisting of the Officers and additional members, elected by a General Meeting.
3.2. The Club Committee meets as and when required, all Committee members having been given seven days’ notice of the meeting unless in exceptional circumstances.
3.2.1. The quorum for a Committee Meeting is at least 50% of the total Committee, to the next whole number above when appropriate.
3.2.2. In the event of equality of votes on any proposal, the Chairman shall act as final decision maker.
3.3. The Officers of the Club are:
3.3.1. Chairman.
3.3.2. Vice Chairman.
3.3.3. General Secretary.
3.3.4. Treasurer.
3.4 Additional members of the Committee shall comprise:
3.4.1. Programme Secretary.
3.4.2. Projected Digital Image Secretary.
3.4.3. External Competition Secretary.
3.4.4. Internal Competition Secretary.
3.4.5. Webmaster.
3.4.6 Further appointments of members ‘without portfolio’ may be made at the Chairman’s discretion.
3.5. All members of the Committee must retire annually, but are eligible for re-election each year.
3.6 A President may be nominated by the membership. The President shall be an ex officio member of the Committee and entitled to attend and vote at any General and Committee Meeting of the Club.
3.7. An Honorary Auditor is appointed from among the ordinary members of the Club in order to ratify the Club’s accounts prior to each AGM.
3.8. The Club will operate a bank account at an institution approved by the Committee. Cheques and other payment instructions will be signed by two out of three signatories nominated by the Committee.
3.9. A number of ‘task holders’, approved by the Club in General Meeting, support Club activities. These include an IT Manager, a Refreshment Manager, a Safeguarding Officer, the Facebook Group administrator and other appointments as considered appropriate.
3.9.1. These appointments are not formally members of the Committee but the roles may be combined with Officer/Committee roles if appropriate.
3.10. The creation of separate sub-committees may be approved by the Committee to manage specific events or activities. They will not be regarded as part of the main Committee although may contain Committee Members.
3.11. A Selection Sub-Committee of up to 3 members may be appointed to select the Club’s entries for external competitions. Its members, who may include ordinary members of the Club, are appointed by the Committee.
3.12. The Committee may co-opt members to fill vacancies on the Committee and such co-opted members are entitled to a vote on the Committee. They shall hold office until the next Annual General Meeting and will then be eligible for election.
3.13. Committee meeting minutes will be available to Club members using channels approved by the Committee. In sensitive situations, some names or parts may be redacted from the published version.
4. SUMMARIES OF OFFICERS’ ROLES
4.1. The Chairman is responsible, with the other officers, to the membership for the management of the Club. The Chairman oversees all Club and Committee meetings, sets or approves agendas for General and Committee Meetings, ensures the smooth running of the Committee and thus the Club, and generally ensures that the best interests of the club and the membership are addressed at all times.
4.2. The Vice Chairman stands in for the Chairman if the latter is not present and generally supports the role of Chairman as appropriate.
4.3. The General Secretary: conducts the routine correspondence of the Club and keeps the minutes of Committee and General meetings; ensures that notices and changes are circulated to other committee members and members; acts as the Club’s Data Controller managing and securely storing membership and other records containing members’ Personally Identifiable Information; is the Club’s designated Safeguarding Officer.
4.4. The Treasurer collects monies owing to the Club, pays bills, keeps the Club accounts in order and prepares them for audit at the end of the financial year. The Treasurer presents a statement of accounts at the AGM.
4.5. The Projected Digital Image Secretary: is responsible for collecting, storing and managing digital images submitted by Club members for use in competitions and other activities.
4.6. The Programme Secretary arranges the annual programme, books speakers and judges, and presents a report to the AGM.
4.7. The Competition Secretaries are responsible for conducting the various Club competitions in accordance with the Competition Rules. They also liaise with the judges for their competitions, coordinate with other clubs and societies, and organise meetings of the Selection Sub-Committee as required. They present reports at the AGM.
4.8. The Webmaster is responsible for updating and maintaining the Club’s website.
5. GENERAL MEETINGS
5.1. The Annual General Meeting (AGM) must be held at or very near to near the end of each season. The business of the AGM is:
5.1.1. To receive reports from Club Officers.
5.1.2. To receive the accounts for the past financial year.
5.1.3. To approve the subscription rates for the next Club season.
5.1.4. To elect or re-elect members of the committee.
5.1.5. To approve any changes to the Rules. The General Secretary must notify all members in writing, or to their last notified email address, of any such proposals.
5.1.6. To consider other business about the management and organisation of the Club.
5.2. An Extraordinary General Meeting (EGM) may be convened on a requisition signed by at least 20% of the members stating the object of the meeting, and sent to the General Secretary at least twenty-one days before the date proposed. The General Secretary shall notify all members in writing, or to their last notified email address, within seven days of the receipt of the requisition.
5.3. Only paid up members, of whichever membership category, may vote at General Meetings.
5.4. The quorum for an AGM or EGM is 20% of paid up members or 10 members, whichever is higher. A person who is not present may submit comments in writing or electronically to be reviewed at the relevant meeting.
5.4.1. Voting on any item can only be by those present: postal, electronic or proxy voting is not admissible. Voting is by show of hands.
5.4.2. Except where stated otherwise in these rules, a simple majority of those voting will decide the outcome.
5.4.3. In the event of equality of votes on any proposal, the Chairman shall act as final decision maker.
5.5. Nominations for members of the Club to stand for election as officers or committee members must be proposed and seconded by other members of the Club in writing to the General Secretary at least seven days prior to the AGM. Those nominated must be willing to sign their agreement on the list of nominations and to serve a full term.
5.6. If insufficient nominations for officers and committee members are received by the General Secretary then nominations may be made at the AGM, subject to the nominee being willing to serve.
5.7. If nominations for officers and other members of the committee exceed the required number, the result will be determined by secret ballot at the AGM, with a simple majority of votes deciding the outcome.
5.8. The new Committee assumes office after the last event of the season.
6. DISSOLUTION OF THE CLUB
6.1. Any decision to wind up the club can only be taken at an Annual General Meeting or Extraordinary General Meeting. At least 14 days notice of the intended business must be given to the membership. The resolution to wind up the Club may be carried by a two-thirds majority of those present and eligible to vote.
6.2. After discharging the debts and liabilities of the Club in a dissolution, any remaining assets are to be given or transferred to another club, voluntary organisation or charity, preferably one having similar objectives to those of the Club.
7. CHANGES TO & INTERPRETATION OF THESE RULES
7.1. Any interpretation of these rules in case of need will be made by the Committee and its decision will be final.
7.2. The rules may only be amended by resolution at a General Meeting, provided all members of the Club have received at least fourteen days notice of the intended business and the resolution is carried by a two-thirds majority of the votes cast.
8. KEY CLUB POLICIES & OTHER DOCUMENTS
8.1. Competition rules are published separately and are available on the Club’s website or at Club meetings.
8.2. [Safeguarding Policy – to be issued].
8.3. Data Protection. The Club recognises and takes seriously the importance of protecting members’ data. The following paragraphs describe the Club’s privacy policy and explain how it collects, uses and protects, and otherwise handles members’ Personally Identifiable Information.
8.3.1.Upon joining the Club, members will be requested to provide Personally Identifiable Information which will include their: name, address, home and mobile telephone numbers, and email address.
8.3.2. Such information may be given freely to the Club, it will be held securely by the Club’s Data Controller (Secretary) and used solely for the purposes of running the Club and its associated activities and events, communicating with members, general administration and statistical purposes.
8.3.3. The Club will never sell, trade or otherwise pass on members’ personally identifiable information or outside parties without explicit permission.
8.3.4. Voluntary users of the Club’s social media activities should note that their email addresses may be viewable by other members.
8.3.5. Entrants to the Club’s competitions and exhibitions should note that the names of entrants and their pictures may be published and shared on the Club’s website, social media accounts and newsletters. They may also be used in any external publicity that the Club tries to obtain.
May 2018
CONTENTS
Section Title
1 General
2 Membership and subscriptions
3 Running the club
4 Summaries of officers’ roles
5 General meetings
6 Dissolution of the club
7 Changes to and interpretation of these rules
8 Key club policies & other documents
1. GENERAL
1.1. The name of the Club is the KINGSBRIDGE & DISTRICT CAMERA CLUB (also referred to in these rules as ‘the Club’).
1.2. The aim of the Club is to promote and encourage photography and its associated activities amongst residents of Kingsbridge and the surrounding area.
1.3. Membership is open to anyone who has an interest in photography and wishes to pursue that in a friendly and inclusive social group.
1.4. Activities conducted in support of the Club’s aim may include: formal meetings for talks; competitions (within the Club and against other Clubs); demonstrations; informal meetings; outings and photo opportunities; use of social media contacts and networking; exhibitions and other displays of members’ work; other activities as agreed by the Committee.
1.5. The Club’s season of regular formal meetings is from September to May each year. Meetings are routinely held on Thursday evenings at a venue and on dates agreed by the Committee. Other meetings may be arranged as required.
1.6. The Club’s financial year is from 1 April to 31 March.
2. MEMBERSHIP and SUBSCRIPTIONS
2.1. Full Membership categories shall exist for
2.1.1. Adults (single subscriptions charged at the full rate prevailing).
2.1.2. Persons of any age undertaking full-time education (subscriptions charged at 50% of the rate prevailing). Any member aged 16 or under must be accompanied to meetings by a responsible adult.
2.1.3. ‘Out of County’ members. This category is open to former full members who, for whatever reason, are no longer able to attend regular meetings but whom wish to retain an association with the Club (subscriptions charged at 50% of the rate prevailing).
2.1.4 At the Committee’s discretion, reduced subscriptions may be charged to members joining mid-way through each season (31st December onwards), at 50% of the prevailing rate. A similarly reduced subscription may also be applied on a case-by-case basis for new applicants who are able to demonstrate a legitimate Benefit entitlement.
2.2. Honorary Membership may be bestowed upon any individual as agreed by the Club Committee; no annual subscription charge is payable for this category, but the weekly attendance fee (see paragraph 2.5.1.) shall still apply.
2.3 All members, in whichever category, shall have the same benefits of membership.
2.4. All members must behave responsibly and with respect towards each other. The Club’s Safeguarding Policy for young persons and vulnerable adults is published separately and is available on the Club website or from the Safeguarding Officer (Club Secretary). This contains guidance for members, including on the use of the Club’s social media tools.
2.5. Annual subscription rates are determined by the Club committee and agreed at an Annual General Meeting.
2.5.1 In addition to an annual subscription charge, whenever present at a weekly meeting all members pay an attendance fee of an amount determined by the Club committee and agreed at an Annual General Meeting.
2.6. The Club’s annual season of events starts in September and subscriptions are due by 31 October.
2.7. A member is a person who has paid their subscription for all or part of the current season or is an Honorary Member. Membership continues until 31st October of the following season.
2.8. If a subscription remains unpaid after 31st October, the member is deemed to have resigned. If that person subsequently rejoins later in the season, a full year’s subscription is payable and the concession in paragraph 2.1.4 does not apply.
2.9. Potential members are welcome to attend up to three meetings to see if they would like to join the Club before paying the relevant subscription. However, only paid up members can enter the Club’s competitions.
2.10. A member may resign by notifying the Club Secretary in writing of his/her wish to do so.
2.11. If the action of a member is deemed to be bringing the Club into disrepute or otherwise to be detrimental to the best interests of the Club, that person’s membership may be terminated by the Committee as long as more than 70% of the total Committee members vote in favour of such a decision.
2.11.1.Prior to this decision being taken, the member concerned must be informed of the intention and the reason in writing at least 14 days before the Committee Meeting at which the matter will be discussed.
2.11.2. The member concerned has the right to respond in writing to the Club Secretary within 7 days and to appear at the relevant Committee Meeting to give an explanation and to bring a witness if desired. No further appeal may be brought against the Committee’s decision.
2.12. Membership of the Club by payment of the relevant subscription implies acceptance of the Club rules and practices.
3. RUNNING THE CLUB
3.1. The affairs and day to day running of the Club are managed on behalf of the membership by the Club Committee consisting of the Officers and additional members, elected by a General Meeting.
3.2. The Club Committee meets as and when required, all Committee members having been given seven days’ notice of the meeting unless in exceptional circumstances.
3.2.1. The quorum for a Committee Meeting is at least 50% of the total Committee, to the next whole number above when appropriate.
3.2.2. In the event of equality of votes on any proposal, the Chairman shall act as final decision maker.
3.3. The Officers of the Club are:
3.3.1. Chairman.
3.3.2. Vice Chairman.
3.3.3. General Secretary.
3.3.4. Treasurer.
3.4 Additional members of the Committee shall comprise:
3.4.1. Programme Secretary.
3.4.2. Projected Digital Image Secretary.
3.4.3. External Competition Secretary.
3.4.4. Internal Competition Secretary.
3.4.5. Webmaster.
3.4.6 Further appointments of members ‘without portfolio’ may be made at the Chairman’s discretion.
3.5. All members of the Committee must retire annually, but are eligible for re-election each year.
3.6 A President may be nominated by the membership. The President shall be an ex officio member of the Committee and entitled to attend and vote at any General and Committee Meeting of the Club.
3.7. An Honorary Auditor is appointed from among the ordinary members of the Club in order to ratify the Club’s accounts prior to each AGM.
3.8. The Club will operate a bank account at an institution approved by the Committee. Cheques and other payment instructions will be signed by two out of three signatories nominated by the Committee.
3.9. A number of ‘task holders’, approved by the Club in General Meeting, support Club activities. These include an IT Manager, a Refreshment Manager, a Safeguarding Officer, the Facebook Group administrator and other appointments as considered appropriate.
3.9.1. These appointments are not formally members of the Committee but the roles may be combined with Officer/Committee roles if appropriate.
3.10. The creation of separate sub-committees may be approved by the Committee to manage specific events or activities. They will not be regarded as part of the main Committee although may contain Committee Members.
3.11. A Selection Sub-Committee of up to 3 members may be appointed to select the Club’s entries for external competitions. Its members, who may include ordinary members of the Club, are appointed by the Committee.
3.12. The Committee may co-opt members to fill vacancies on the Committee and such co-opted members are entitled to a vote on the Committee. They shall hold office until the next Annual General Meeting and will then be eligible for election.
3.13. Committee meeting minutes will be available to Club members using channels approved by the Committee. In sensitive situations, some names or parts may be redacted from the published version.
4. SUMMARIES OF OFFICERS’ ROLES
4.1. The Chairman is responsible, with the other officers, to the membership for the management of the Club. The Chairman oversees all Club and Committee meetings, sets or approves agendas for General and Committee Meetings, ensures the smooth running of the Committee and thus the Club, and generally ensures that the best interests of the club and the membership are addressed at all times.
4.2. The Vice Chairman stands in for the Chairman if the latter is not present and generally supports the role of Chairman as appropriate.
4.3. The General Secretary: conducts the routine correspondence of the Club and keeps the minutes of Committee and General meetings; ensures that notices and changes are circulated to other committee members and members; acts as the Club’s Data Controller managing and securely storing membership and other records containing members’ Personally Identifiable Information; is the Club’s designated Safeguarding Officer.
4.4. The Treasurer collects monies owing to the Club, pays bills, keeps the Club accounts in order and prepares them for audit at the end of the financial year. The Treasurer presents a statement of accounts at the AGM.
4.5. The Projected Digital Image Secretary: is responsible for collecting, storing and managing digital images submitted by Club members for use in competitions and other activities.
4.6. The Programme Secretary arranges the annual programme, books speakers and judges, and presents a report to the AGM.
4.7. The Competition Secretaries are responsible for conducting the various Club competitions in accordance with the Competition Rules. They also liaise with the judges for their competitions, coordinate with other clubs and societies, and organise meetings of the Selection Sub-Committee as required. They present reports at the AGM.
4.8. The Webmaster is responsible for updating and maintaining the Club’s website.
5. GENERAL MEETINGS
5.1. The Annual General Meeting (AGM) must be held at or very near to near the end of each season. The business of the AGM is:
5.1.1. To receive reports from Club Officers.
5.1.2. To receive the accounts for the past financial year.
5.1.3. To approve the subscription rates for the next Club season.
5.1.4. To elect or re-elect members of the committee.
5.1.5. To approve any changes to the Rules. The General Secretary must notify all members in writing, or to their last notified email address, of any such proposals.
5.1.6. To consider other business about the management and organisation of the Club.
5.2. An Extraordinary General Meeting (EGM) may be convened on a requisition signed by at least 20% of the members stating the object of the meeting, and sent to the General Secretary at least twenty-one days before the date proposed. The General Secretary shall notify all members in writing, or to their last notified email address, within seven days of the receipt of the requisition.
5.3. Only paid up members, of whichever membership category, may vote at General Meetings.
5.4. The quorum for an AGM or EGM is 20% of paid up members or 10 members, whichever is higher. A person who is not present may submit comments in writing or electronically to be reviewed at the relevant meeting.
5.4.1. Voting on any item can only be by those present: postal, electronic or proxy voting is not admissible. Voting is by show of hands.
5.4.2. Except where stated otherwise in these rules, a simple majority of those voting will decide the outcome.
5.4.3. In the event of equality of votes on any proposal, the Chairman shall act as final decision maker.
5.5. Nominations for members of the Club to stand for election as officers or committee members must be proposed and seconded by other members of the Club in writing to the General Secretary at least seven days prior to the AGM. Those nominated must be willing to sign their agreement on the list of nominations and to serve a full term.
5.6. If insufficient nominations for officers and committee members are received by the General Secretary then nominations may be made at the AGM, subject to the nominee being willing to serve.
5.7. If nominations for officers and other members of the committee exceed the required number, the result will be determined by secret ballot at the AGM, with a simple majority of votes deciding the outcome.
5.8. The new Committee assumes office after the last event of the season.
6. DISSOLUTION OF THE CLUB
6.1. Any decision to wind up the club can only be taken at an Annual General Meeting or Extraordinary General Meeting. At least 14 days notice of the intended business must be given to the membership. The resolution to wind up the Club may be carried by a two-thirds majority of those present and eligible to vote.
6.2. After discharging the debts and liabilities of the Club in a dissolution, any remaining assets are to be given or transferred to another club, voluntary organisation or charity, preferably one having similar objectives to those of the Club.
7. CHANGES TO & INTERPRETATION OF THESE RULES
7.1. Any interpretation of these rules in case of need will be made by the Committee and its decision will be final.
7.2. The rules may only be amended by resolution at a General Meeting, provided all members of the Club have received at least fourteen days notice of the intended business and the resolution is carried by a two-thirds majority of the votes cast.
8. KEY CLUB POLICIES & OTHER DOCUMENTS
8.1. Competition rules are published separately and are available on the Club’s website or at Club meetings.
8.2. [Safeguarding Policy – to be issued].
8.3. Data Protection. The Club recognises and takes seriously the importance of protecting members’ data. The following paragraphs describe the Club’s privacy policy and explain how it collects, uses and protects, and otherwise handles members’ Personally Identifiable Information.
8.3.1.Upon joining the Club, members will be requested to provide Personally Identifiable Information which will include their: name, address, home and mobile telephone numbers, and email address.
8.3.2. Such information may be given freely to the Club, it will be held securely by the Club’s Data Controller (Secretary) and used solely for the purposes of running the Club and its associated activities and events, communicating with members, general administration and statistical purposes.
8.3.3. The Club will never sell, trade or otherwise pass on members’ personally identifiable information or outside parties without explicit permission.
8.3.4. Voluntary users of the Club’s social media activities should note that their email addresses may be viewable by other members.
8.3.5. Entrants to the Club’s competitions and exhibitions should note that the names of entrants and their pictures may be published and shared on the Club’s website, social media accounts and newsletters. They may also be used in any external publicity that the Club tries to obtain.