Wilmslow Photography Club
1. Club Objectives
1.1. To support, encourage, promote, and foster all aspects of photographic endeavour amongst members.
1.2. To maintain a friendly, positive atmosphere for the benefit of all members.
1.3. To encourage visits by individuals and groups to and from clubs and associations with similar interests.
1.4. To organise competitive and non-competitive events for the participation and enjoyment of all members.
1.5. Hold regular meetings where the Club will present lectures, presentations, etc., which will stimulate and encourage the members to improve their skill levels.
1.6. From time to time organise exhibitions of photographic work produced by Club members
1.7. From time to time organise outings or other such events which will provide the membership with opportunities to improve their skill.
1.8. To encourage, assist and facilitate members to apply for and achieve internationally recognised distinctions and / or merit awards.
2. Affiliation
2.1. The Club may be affiliated to the Photographic Alliance of Great Britain’ (PAGB), through the Lancashire & Cheshire Photographic Union (L&CPU) or to any other suitable organisation. Changes to the affiliation will be agreed at an AGM or EGM.
3. Membership
3.1. Membership of the Club shall be open to any person above the age of 18 interested in, or practicing photography, as an amateur or professional, who actively supports the Clubs objectives.
3.2. A ‘member’ means any class of membership.
3.3. New members are required to fill out a membership application form. Providing correct full names, addresses, phone numbers, email addresses (where applicable) and emergency contact information to cover unforeseen situations.
3.4. Members of the Club will comply with and abide by the rules of the Club. It shall be a requirement of continued membership that all members conduct themselves in a manner that will not bring the Club into disrepute.
3.5. All members are entitled to be treated with dignity, respect, and common courtesy in their contacts with others and they need to always act with integrity towards others. Furthermore, all members are expected to adhere to this when participating in Club activities.
3.6. Members partaking in outings do so at their own risk and expense.
3.7. The committee shall have the power, after due consideration, to terminate membership.
4. Committee
4.1. The day-to-day operation of the Club will be carried out by a committee of between five and seven members elected by the membership for this purpose.
4.2. The Committee are authorised to make decisions on behalf of the membership as appropriate for the operation of the Club.
4.3. The Committee may pay accounts and incur any normal liabilities on behalf of the Club.
4.4. The minimum Committee roles to be fulfilled consist of Chair, Secretary, Treasurer, Programme Secretary and Competition Secretary. Additional roles covering Events and Publicity should also be fulfilled if possible.
4.5. The Committee shall be subject to re-election at the AGM.
4.6. Every member is eligible to be nominated to serve on the Committee in their chosen capacity provided that their nomination is received two weeks immediately preceding the AGM.
4.7. To be elected a member must receive more than 50% of the valid votes cast by those attending the meeting. Proxy voting is not allowed. Officers so elected shall hold office until the next AGM.
4.8. In the event of limited Committee numbers an officer may serve in more than one capacity.
4.9. The committee will have the power to co-opt persons to fill vacancies following mid-term resignations. Any persons co-opted will stand until the next AGM.
4.10. The quorum for a Committee meeting is three members.
5. Complaints Procedure
5.1. Whilst the intention is, always to maintain a friendly and supportive environment, there may be occasions when there is a difference of opinion regarding the interpretation of the rule or rules, governing the Club competitions etc. In the event of a query or dispute the following procedure should be followed:
5.2. The nature of the complaint should be notified in writing to the Chair or the Secretary who will informally try to resolve the issue.
5.3. If the complaint cannot be satisfactorily resolved in this way, the Committee will investigate the nature of the complaint and give a ruling. The result of any such ruling shall be binding upon all parties.
6. Breach of Rules by Club Member
6.1. Any breach of rules reported to any member of the Committee shall be investigated by the General Committee and if upheld may lead to a suspension or expulsion from the Club of the member committing such breach.
6.2. Any sanction shall be at the absolute discretion of the Committee and shall require a majority of two thirds of the members of the General Committee present and voting at the meeting.
6.3. Where a member has received two suspensions from the Club any further breach of the rules triggering a further suspension may incur immediate expulsion from the Club. All complaints must be in writing and signed by complainant.
6.4. The Committee shall have Power to remove a member of the Committee for “conduct unbecoming of a member “. Such removal / dismissal shall require a two thirds majority.
7. Social Media
7.1. Club members are advised to always be polite, respectful, and constructive in their postings on the Club’s social media sites. Common sense on the part of the member will in most instances ensure that only appropriate posts are uploaded to social media sites.
7.2. Members should avoid being critical of anyone – particularly competition judges, Club officials and members. Instead, members should consider offering constructive suggestions for improvement directly, yet politely and respectfully, to the individual(s) involved
7.3. Improper or inappropriate use of social media by a member could make them liable to disciplinary action including dismissal from the Club
7.4. Social Media refers to any website or application that enables sharing of content or information or which supports social interactions. This includes, but isn’t limited to WhatsApp, Facebook, Instagram, YouTube, Flickr, and this includes any other online technologies that allow individual users to upload and share content.
8. Image Rights
8.1. All prints and digital images remain the property of the photographer and the Club claims no rights other than the ability to display the prints and images at Club meetings including Club exhibitions and functions including Inter-Club events, and on the Club website/Social Media sites or publications.
9. General Meetings
9.1. The AGM shall be held towards the close of each season. Business shall include the minutes of the previous AGM, Annual reports from the Officers, a statement of Accounts, the election of Officers and Committee Members, and Any Other Business at the Chair’s discretion.
9.2. All motions submitted for AGM / EGM must be submitted in writing to the Club secretary not later than 14 days prior to the date of the AGM / EGM.
9.3. An EGM may be called by the committee or by not less than 1/3rd of or 10 members of the membership of the Club (which ever number is the fewer). The committee shall fix a date for the EGM not later than 21 days from the receipt of a valid request. All members are to be notified at least 14 days prior to the date of the EGM. A copy of the agenda and motion(s) proposed must be enclosed with the EGM notice. No business other than that which is contained on the EGM agenda can be transacted.
9.4. The quorum at any General Meeting is 20% representation of the membership. If a quorum is not present, the meeting must be adjourned and re-scheduled.
9.5. Each member will be entitled to vote at Annual or Extraordinary General Meetings. Proxy voting is not allowed.
9.6. At General Meetings the Chair will have a casting vote in addition to their own membership vote.
9.7. All proposals must be seconded and voted upon. A majority vote of those present is required to carry any proposal including proposals to alter this constitution.
9.8. Voting will normally be by a show of hands; however a secret ballot must be taken should any member request that this be done. Proxy and postal votes will not be permitted.
9.9. The Committee, through the Chair, has the power to ask a person to leave any meeting in the event of that person disrupting the meeting.
10. Subscriptions
10.1. Annual membership fees shall be proposed by the committee to ensure that the Club will be able to meet its operational expenditure and this proposal shall be submitted for approval at the AGM. Membership fees shall fall due annually in September. Members who have not paid their membership by the end of October shall be deemed to have resigned their membership of the Club.
11. Insurance
11.1. The Club shall maintain Insurance cover in accordance with the recommendations of the PAGB, and/or the hire venue.
12. Amendments to Club Constitution
12.1. Alterations or additions to these rules shall be subject to approval at an AGM or EGM of a resolution carried by not less than two thirds of the members attending and voting and any such meeting.
13. Dissolution
13.1. A decision to dissolve the Club may only be taken when the funds of the Club are insufficient for the Club to run properly or when membership numbers drop to such a level that the Club is no longer viable. This decision can only be taken at an AGM or EGM.
13.2. In the unlikely event of the dissolution of the Club, all surplus funds shall be transferred to non-profit photography based organisations, that the Committee shall in its absolute discretion decide. In the event of such a decision, all assets of the Club are to be realised and transferred as outlined above, subject to payment to any outstanding debts incurred by the Club or its members or Officers in connection with the operation of the Club.
14. Interpretation
14.1. If any matters arise from this constitution which require interpretation, then the committee shall have the power to decide on what course of action should be taken until the matter can be put before the membership at an AGM or EGM.
15. Privacy Policy
15.1. All personally identifiable data collected by the Club will be kept securely by the elected Club Committee members and available only to these members for the duration of their term in office, for the express sole purpose of running the Club safely.
15.2. No personally identifiable data will be shared with any other individual or organisation except where:
15.3. The Club needs to share this data to provide a service requested by the member(s).
15.4. The Club may be required to disclose limited personal data, for example, a member’s name, for eligibility to enter competitions, or in the event of an emergency.
15.5. The Club needs to respond to subpoenas, court orders, legal process, or to any legitimate request by authorities with which we must legally comply.
16. Miscellaneous
16.1. In the event of anything occurring not provided for, or not clear in the foregoing rules, the Committee shall have the power to deal with such matters at its discretion.
