Winlaton Camera Club Constitution

1.Name

The club shall be known as Winlaton Camera Club (WCC, the Club)

2. Affiliation

WCC is a member of the Northern Counties Photographic Federation, (NCPF) and through them affiliated to the Photographic Alliance of Great Britain, (PAGB).

3. Aims and Objectives of the Club

  • To promote and foster all aspects of photographic endeavour amongst members.
  • To mutually support and encourage each other to develop photographic skill.
  • To maintain a friendly, positive and respectful atmosphere for the benefit of all members.
  • To encourage visits by individuals and groups to and from clubs and associations with similar interests.
  • To comply withal aspects of discrimination laws set out in the Equality Act 2010.
  • To organise competitive and non-competitive events for the participation and enjoyment of all members.

4. Membership

The Club Year shall run from the first Tuesday in September to the last Tuesday in August. Membership of the club shall be open to any person above the age of 18 interested in, or practicing photography and who is willing to actively support the clubs aims and objectives and comply with the constitution. We accept 16-to-18-year-olds, accompanied by a parent or guardian, both must join the Club.

Any member practicing photography in a professional capacity is required not to use their business activities or products in any way which would give an advantage over non-professional members.                           

Upon recommendation of the Committee, life membership may be granted to any longstanding member for their continued contribution to the Clubs management and activities.

The Committee has authority to issue a reminder, warning or decide to terminate a person’s membership in certain situations. These include non-payment of fees, inappropriate behaviour, breaches of the Equality Act 2010 and any breach of the club rules and constitution.

Rules to manage the process for competitions will be compiled by the Committee and will be fair to all members. These rules and those requirements of the NCPF and PAGB for entry to South Tyne Area, (STA) or similar competition are fully detailed on the Club’s website. Equipment owned by the club is for the use of members and care should be exercised when handling same. Permission from the Committee is required to borrow any equipment, providing a reasonable explanation for its intended use is given. On no account is the Club’s equipment to be used by any individual for private or commercial enterprise or gain. A log will be held by an appointed member of the Committee and will be kept up to date.

The security of the website is important, and members should not disclose any access codes or information to any person or entity outside of the Club.

5. Subscriptions

All subscriptions shall be determined at The Annual General Meeting and shall be due at the first meeting of the season. Payment may be paid in two equal halves at the first meeting of the season and the first meeting in April.

Any member whose subscriptions are in arrears in whole or in part by 3 months from the dates due will be contacted by the Treasurer and if payment, or an acceptable reason is not given, membership of the club may be terminated.

6. Insurance

The Club shall maintain insurance cover in accordance with the recommendation and requirements of the PAGB.

7. Management

The affairs of the Club shall be conducted by a management committee consisting of the following officers: Chair, Vice Chair, Secretary,  Treasurer, Programme Secretary, PDI and Print Competition Secretaries and other such named Officers as may be deemed necessary and up to five ordinary members.

Elected Committee members serve initially for a period of two years and must resign after the completion of their initial period, or at the first AGM held after their initial period has expired.

A Committee Officer who has already completed their initial term in office will still be eligible to continue in the same post for another year provided there are no applications from any member who wishes to seek nomination for that post. If any nominations are received the sitting officer but must then resign and allow their vacated position to be filled by the new nominee. If there is more than one nominee, a ballot will be taken. The retiring officer can of course apply to be nominated for any other positions that become vacant. All nominations for Officer positions and ordinary committee members containing the full names of the nominee, proposer and seconder shall be communicated to the Secretary no later than two weeks before The Annual General Meeting.

All changes to the committee are to be accepted by the membership by vote at the Annual General Meeting. Should any member not be available to attend the AGM they may give their proxy vote to the Secretary prior to the AGM.

It is the policy of the Club to encourage ordinary members to apply for nomination to the committee. Should a member be interested then the Club has descriptions of duties and responsibilities of all positions and that information is available from the Secretary. The roles of the committee are clearly defined in Appendix 2 of this document.

8. Committee Meetings

Committee meetings shall be convened either at the request of the Chair or at prearranged dates to be agreed at the initial committee meeting following the AGM. All committee members shall be given notice by electronic communication of the times and dates of intended meetings. The agenda of each meeting, with reports and proposals where relevant, should be circulated at least one week before each committee meeting. Late proposals can be discussed but any contentious issues held over to the next meeting to allow full consideration and reflection.

Minutes should be recorded by the Secretary or other appointed Committee member. The minutes of the meeting with action points allocated will be held on the club’s website committee section. Officers unable to attend should send in their apologies to the Secretary, or in the Secretary’s absence, the Officer delegated to record the minutes of the meeting.

The Club may form sub-committees for specific tasks such as the organisation of receptions, regional competitions and celebratory functions and may co-op ordinary members to serve on such sub-committees. The Chair and Vice Chair shall be ex-officio members of all sub committees.

9. Quorum

A minimum of half of the Committee or five members, shall form a quorum at committee meetings. At Annual and Special General Meetings one third of the total membership shall form a quorum

10. Annual General Meeting

The Annual General Meeting shall be held in the last week of May but not more than 12 months from that held previously. Members should write to the Secretary 14 days in advance of the AGM to request any specific agenda items for the meeting that will not form part of the AGMs routine business. Items for inclusion under ‘Any Other Business’ should be put in writing to the Secretary 14 days before the meeting and included in the agenda The AGM shall follow the procedures and voting instructions detailed in Appendix 1 of this document.

11. Special General Meeting

A Special General Meeting shall be called by the Chair on receipt of a requisition signed by not less than one third of the membership. Such requisitions to contain full details of the matters to be discussed. At least two weeks’ notice shall be given to the Secretary.

12. Monies

All monies received on behalf of the Club shall be kept in safe custody by the Treasurer, any bank accounts shall be in the name of the club. Cheques drawn on any account which may be held by the club must be signed by the Treasurer, and one of the following Officers, Chair, Vice Chair or Secretary. The use of electronic banking or debit cards if authorised by the Committee will also be ultimately managed by the Treasurer. The Accounting period shall be from the 15th August to the 14th August the following year. The Treasurer shall provide interim financial reports at each Committee meeting.

Prior to any AGM the accounts are to be audited by a nominated member of the club who is not a Committee member.

13. Amendments to the Constitution

Following agreement by the committee, amendments to an existing or presentation of a new Constitution shall be displayed on the Club’s website 14 days before the Annual General Meeting, or at a Special General Meeting convened specifically for that purpose. A vote shall then be taken by the membership regarding its acceptance, a simple majority being accepted. Any questions from members relating to this item shall be given in writing to the Secretary at least 7 days before the meeting.

14. Members Obligations

Members must at all times behave in a responsible and friendly manner. The Club will not condone any derogatory or insulting remarks directed at groups or individuals whether verbally or via social media, or any behaviour at meetings which may embarrass the Club, especially when there are visiting speakers or judges. In the event of a serious or repeated breach of this requirement the Club may issue a warning or terminate membership.

Members are encouraged to join both special sub-committees and also apply for nomination to the Management Committee when vacancies may arise. As the Club is currently based in the premises of The New West End Club Winlaton it is a requirement that all members apply for membership of the New West End Club and pay all necessary subscriptions.

15. Complaints Procedure

Whilst the intention is, at all times to maintain a friendly, supportive and professional environment, there may be the occasions when there is a difference of opinion with regard to the interpretation of the rules, governing club competitions or any other matter. In the event of any such situations the nature of the complaint should be notified to the Chair or Vice Chair who will informally try to resolve the issue. If the complaint cannot be resolved the Committee will investigate and give a ruling, which will be binding upon all parties.

16. General

In the event of anything not provided for in the previous content of this constitution or not clear the Committee shall have the power to deal with any such matters.

17. Dissolution of the Club

In the unlikely event of dissolution of the Club, all surplus funds shall be transferred to such organisations, that the Committee shall in its absolute discretion decide. All assets of the Club are to be realised and transferred as above, subject to payment of any outstanding debts incurred by the club or its members or Officers in connection with the operation of the Club. The Club may only be dissolved by a vote of three quarters of the membership present at a Special General Meeting called for that purpose. If the situation calls for the appointment of a Liquidator one shall be appointed.

18. GDPR Regulations

The Club shall comply with the requirements of the General Data Protections Regulations (GDPR) and shall issue a privacy statement setting out how data is collected and used. All items and information on the club’s website shall be in accordance with the regulations.

19. National Emergency Safety Regulations

If meetings of the Club take place in the premises of the New West End Social Club or on Club trips/outings all members must follow whatever legislation is in force. The Club will accept no liability by breaches of the regulations by individual members which may result in criminal proceedings or penalties.

If restrictions prevent in-person meetings, then it is the intention of the Club to have meetings including Annual General Meetings and Special General meetings via Zoom.

20. Drinking and Driving

The Club will accept no liability by breaches of the drink driving legislation by individual members at the club meetings or outings/trips which may result in criminal proceedings or penalties.