Canterbury Photographic Society

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Club Constitution

The Canterbury Photographic Society

 

Constitution

 

The name will be the Canterbury Photographic Society.  The following revised constitution was approved at the Annual General Meeting held on 13th May 2015.

 

1.  AIMS

 

1.1 To foster a greater appreciation of the art of photography and encourage better understanding of the available techniques and equipment.

1.2 To promote participation in photographic events local, regional and national.

1.3 To arrange social activities for its members.

 

2.  MEMBERSHIP

 

2.1 The Society shall consist of:-

Ordinary Members - A person shall become an ordinary member on payment of the annual subscription. The Committee reserves the right to refuse membership to any person.

Honorary Members - Honorary membership can, at the discretion of the Committee, be granted to any person for outstanding service in furthering the aims of the Society.

2.2 Members who, in the opinion of the committee, bring the name of the Society into disrepute or abuse the Society’s property or equipment will be asked to resign.

2.3 The Secretary will maintain a record of members’ names and addresses together with other relevant information.

2.4 Conflict of Interest

Members already holding membership of or joining other similar societies must advise the Club secretary to avoid possible instances of conflict of interest.

Members who hold joint membership to other Clubs/Societies cannot take part in any selection of images where the competing parties include any Clubs/Societies that the said member has membership of.

Print and/or DPI Secretary's shall advise any member holding joint membership of other Clubs/Societies of any proposed selected images to avoid images from the member being used by the competing Club.

Failure to adhere to these rules may result in expulsion from Canterbury Photographic Society.

2.5 Junior members under 18 must be accompanied by a responsible adult.

 

3.  SUBSCRIPTIONS

 

3.1 The annual subscription shall be determined at the Annual General Meeting. Payment shall become due at the start of each season (September to May).   Members, other than Honorary Members, failing to pay or renew their subscriptions by the end of October can be/will be refused entry to competitions and meetings.

3.2 Anyone joining the Society after 31st January or having attended not more than two meetings in the season prior to that date will be required to pay only half of the annual subscription.

 

4.  ORGANISATION AND GENERAL COMMITTEE

 

4.1 The Society shall be managed by a general committee which shall consist of:

Chairman:  Vice Chairman: Treasurer , Secretary;   Print Secretary ,  Digital Projected Image (DPI) Secretary: Programme Secretary and one other member.

4.2 All members of the Committee shall be elected at the Annual General Meeting. Members are not eligible for election to the Committee unless they have been a member of the Society for at least one year.

4.3 The Chairman and Vice Chairman may hold office for a maximum of three consecutive years.  The Treasurer, Secretary, Programme Secretary, Print and DPI Secretaries will be elected for two 2 years and will retire by rotation. The Other member will serve for one year.   All members will be eligible for re-election.

4.4 Committee meetings shall be held at regular intervals throughout the year as determined by the Chairman.  Minutes of each meeting shall be approved at the following meeting.  A quorum at Committee meetings shall consist of not less than three members

4.5 A member shall cease to be on the Committee if he/she fails to attend three consecutive meetings unless reasonable grounds for absence are received in writing.

4.6 The committee may co-opt Ordinary members or form Sub Committees at its discretion.

4.7 A newly elected Committee will be responsible for the subsequent year’s programme of events which will normally have been prepared and published by the outgoing Committee.

 

5.  ANNUAL GENERAL MEETING

 

5.1 The Annual General Meeting shall be held at the end of each season, the date of which shall be shown in the Society’s programme of events.

5.2 Notice of the meeting and the Annual Accounts will be posted to all members 14 days prior to the date of the Annual General Meeting.

5.3 Persons nominated for election to the Committee must have given their consent. Voting is to be by show of hands unless the meeting decides otherwise.

5.4 Resolutions must be made in writing and given to the Chairman at least four weeks prior to the AGM.

5.5 The Chairman shall have the casting vote where necessary.

5.6 The Auditors shall be elected at the AGM to serve for a period of one year.

5.7 A quorum at the AGM shall consist of not less than seven members.

 

6.  EXTRAORDINARY GENERAL MEETING

 

6.1 An Extraordinary General Meeting may be called by giving one month’s written notice to the Chairman. An Extraordinary General Meeting may be called by the Committee or by twenty-five per cent of the membership.

6.2 Members are to be notified in writing 14 days in advance of the date of the Extraordinary General Meeting.

6.3 A quorum at an Extraordinary General Meeting shall consist of not less than seven members.

 

7.  FINANCE

 

7.1 The Committee shall have full control of the Society’s finances and at each Committee meeting the Treasurer shall provide a statement of the accounts to be recorded in the minutes.

7.2 The Treasurer shall be responsible for banking all moneys and paying all debts.

7.3 Withdrawals from the bank shall be by cheque, signed by any two of three signatories.

7.4 Records will be kept of all receipts and payments. The Treasurer shall provide audited accounts for presentation at the Annual General Meeting.

7.5 The annual accounts for the Canterbury Photographic Society will run for the period commencing 1st July.

 

8. COMPETITIONS

 

Internal competitions will conform to the rules of the Society, available to any member on request. Such rules will be amended by the committee. Members will be informed on any changes prior to the commencement of the following season.

 

9. SOCIETY’S PROPERTY

 

No property shall be removed from the Society without the consent of the Committee. Any person borrowing or hiring the Society’s equipment will be financially liable for any loss or damage sustained.

 

10. MEMBERS’ PROPERTY

 

The Society will not be held responsible for any loss or damage to members’ property however caused.

 

11. DISSOLUTION

 

11.1 In the event of the dissolution of the Society, all records, medals, cups, shields etc. that are the property of the Society shall be disposed of or kept, by a decision in Committee.

 

11.2 After all debts and expenses have been paid any balance, together with Society’s equipment, will be donated to the Disabled Photographers’ Society.

 

12.  AMENDMENTS TO THE CONSTITUTION

 

Amendments to the Constitution will only be made at the Annual General Meeting or a properly constituted Extraordinary General Meeting.