Highcliffe & Infinity Photography Club

CONSTITUTION 

1. Name of Club The Club shall be called the 'Highcliffe & Infinity Photography Club', referred to as 'the Club’ in this Constitution.

2. Aims and Objectives The object of the Club is to promote and further the interests of its members in the art and science of photography, by meeting in person for mutual co-operation, education, entertainment or competition.

3. Affiliation to Other Organizations The Club is a member of the Southern Counties Photographic Federation which is affiliated to the Photographic Alliance of Great Britain (PAGB).

4. Membership

a. Membership is open to all applicants, regardless of age or photographic ability. Young persons under the age of 18 or vulnerable adults must be accompanied by their parent, guardian or designated carer at all mes whilst a ending Club events.

b. The Club shall consist of Honorary Members and Full Members.

c. All Members shall abide by the Constitution and Rules and are expected to be of good conduct. They shall:-

i. Act in the best interests of the Club, its Objectives and its Members

ii. Act as an ambassador for the Club and not in any way to damage its reputation

iii. Respect the views of other Members, photographers and guests

d. Application for Membership shall be made in a manner determined from time to time by the Committee. Membership shall be at the discre on of the Committee

e. The Committee has the power to confer Honorary Membership for life or for the remainder of the current membership year upon any person who may have rendered outstanding service to photography or to the Club.

f. Members may borrow equipment belonging to the club at the discretion of the Committee. A nominal charge may apply.

g. A member may resign his or her membership at any time

h. The Committee reserves the right to TERMINATE A MEMBERSHIP for good and proper reason. The member concerned has the right to be heard by the Committee, accompanied if they wish by a friend or representa ve, before a final decision is made

i. Any person on ceasing to be a member of the Club shall forfeit all rights and claims upon the Club, its property and funds, and any property held shall be returned to the Club

5. Subscriptions

a. The membership year for the Club runs from September 1st to August 31st.

b. Annual Membership subscriptions are due by the 30th September or by the second meeting attended whichever is later.

c. Honorary Members do not have to pay a subscription.

d. The Annual Subscription rate for members and visitor charges for the following year will be agreed at the Annual General Mee ng (AGM).

e. Membership subscriptions are non-refundable.

f. Subscriptions for members joining during the season may be pro-rated at the discretion of the Membership Secretary

6. Club Meetings

a. Club Meetings shall be held weekly between September and June or otherwise as the Committee may determine

b. Excursions, photo shoots, exhibitions of members work and other events shall be held at such time and places as the Commi ee may from me to me determine

c. A number of photographic competitions will be organized during each membership year:-

i. The Committee has the power to make rules governing the conduct of these Club competitions and the award of trophies to members for the photographic work done by members.

ii. The Competition Rules will be notified to the members in advance of competitions.

iii. The Committee may amend the competition rules as and when appropriate.

d. Members will accept and abide by any rules governing or belonging to any meeting place in which the Club may meet from me to me.

e. Members shall attend and / or take part in the Club meeting and any other events organized by the Club entirely at their own risk. The Club and its Committee and Members are not responsible in any way for injury, loss or damage to members or their property arising out of the activities of the Club or in connection with the use of any equipment or premises used by the Club except in so far as the Club is insured against the liability in question and to the extent of that insurance.

f. The Committee has the right to refuse entrance of any member or non-member who does not respect the Cons tu on or Rules of the Club or the privacy of other members

7. Visitors

a. The Club welcomes visitors to all its meetings. A fee is payable at the discretion of the Committee.

b. Visitors under the age of 18 or vulnerable adults must be accompanied by a parent or guardian, or designated carer who will be responsible for their safety at all mes.

c. Anyone who has had their application for membership refused or had their membership revoked may not attend Club meetings.

8. Governance

a. The management of the club is the responsibility of the Committee which has delegated powers to deal with and decide upon all matters not covered by the Constitution.

b. The Committee shall consist of at least 7 Officers including the Chairman, Vice Chairman, Secretary, Treasurer, Membership Secretary, Internal Competition Secretary, External Competition Secretary and other specialist members as recommended by the Committee.

c. Committee members will be elected by a majority vote at each AGM and appointed until the end of the next AGM at which time they may re-apply for any position. Officers shall retire if not re-elected. Officers not intending to offer themselves for re-election shall inform the Secretary at least 21 days prior to the AGM so that members may be made aware that the position will become vacant.

d. The Committee has the power to fill any vacancy arising during its term of office, such co-opted members to serve until the next Annual General Meeting.

e. The Committee has the power to co-opt additional members onto the committee for specific tasks. A co opted member will stand down if the committee so decides or the reason for being on the committee has been completed.

f. The Committee may appoint sub-groups to manage such affairs as they may define, the members of which do not have to be committee members.

g. The Committee may set Club Rules and /or Policies for any matters not covered by this Constitution.

h. Committee decisions will be determined by majority vote, with the Chair having the casting vote in addition to a normal vote.

i. Committee meetings require a quorum of four members or 50% of the committee, whichever is greater.

9. Financial Management

a. The Club Accounting Year will run from 1st September to the 31st August.

b. The assets and funds held by the Club shall be managed by the Treasurer on behalf of the Club.

c. The Treasurer shall ensure the safe keeping of all funds and track the location of all assets.

d. The Treasurer will provide a financial statement for each AGM and at any other reasonable time required by the Committee.

e. All Club expenditure must be managed by the Committee.

f. The Committee through the Treasurer and Secretary is responsible for ensuring that the Club is adequately insured to cover Public Liability, Property and the Membership.

g. All Club funds shall be banked at recognised banks or building societies.

h. The Club banking accounts must be dual signatory with cheques signed by two designated signatories, who must be members of the committee.

i. A financial examiner, independent of and approved by the Committee, will inspect, not audit, the annual accounts. He / She will be elected at the previous AGM. If the Club’s turnover exceeds £10,000 a person external to the Club shall sign off the accounts after this inspection as a ‘check and balance’ (i.e. 2 signatures).

10. Annual General Meeting (AGM)

a. Annual General Meetings (AGMs) will generally be held in May on a date to be fixed by the Committee.

b. Notice of the AGM shall be notified to every member at least three weeks before the date of the meeting. Advice of the Annual General Meeting in the Club's advance Programme shall be deemed to meet this requirement

c. The Club Chairman will normally Chair the meetings. In his or her absence, one of the other officers of the Club shall take the Chair

d. The business at such meeting shall be:-

i. To receive a report from the Committee.

ii. To receive and approve a statement of accounts and balance sheet for the preceding financial year.

iii. To agree Membership Subscriptions and Visitor Fees.

iv. To approve any amendments to the Club's Constitution, where applicable.

v. To elect the Officers for the following year.

vi. Any other business (AOB)

e. Agenda items, motions, committee nominations must be submitted to the Secretary no later than 21 days before the meeting. The consent of any member nominated for office must have been obtained first.

f. Nominations for committee posts may also be made from the floor but must be proposed by one member and seconded by another. Voting on block is allowed.

g. Where there are more candidates than vacancies on the Committee there shall be an election by ballot of a majority of the members present at the meeting.

h. Items to be included in Any Other Business (AOB) may also be taken from the floor at the discretion of the Chair, and if it is the will of the meeting.

i. All Ordinary members have one vote at AGMs and Motions, Proposals and Amendments will be decided by a majority vote, with the Chair of the meeting holding the casting vote, in addition to a normal vote, in the case of equality of votes. Voting shall be by show of hands, or as the Committee decides otherwise.

j. AGMs require a quorum of 15% of the membership

11. Extraordinary General Meetings

a. An Extraordinary General Meeting (EGM) shall be called

i. Whenever the Committee deem necessary.

ii. On a requisition being presented to the Secretary and Chairman stating the matter to be discussed and signed by at least 10 members. The EGM must be held within one calendar month of the request being presented.

b. The Secretary shall give members at least 14 days' notice of an EGM, stating the matter to be discussed. Members unable to a end the EGM may vote by proxy by advising the Secretary in wri ng.

c. All discussion will be confined to only the purpose of the meeting as stated.

12. Alterations to and Interpretations of the Constitution

a. Alterations to the Constitution can only be made at an AGM or EGM and will take affect from the moment which the amendment is passed.

b. In disputes arising over the interpretation of the Constitution, the Committee's decision will be final.

c. The decision of the Committee upon any matter affecting the Club and not provided for by the Cons tu on shall be final.

d. The Committee will review the Constitution from time to time.

e. Proposals from members for amendments to this Constitution must be submitted in writing to the Secretary 21 days prior to the AGM.

13. Dissolution of the Club

a. The Club may only be dissolved if an AGM or EGM resolution to do so is passed by a majority vote of at least two-thirds of the membership entitled to vote after which the Committee shall thereupon or at such future date as shall be specified in such resolution proceed to realize the property of the Club.

b. After discharging all liabilities of the Club, any remaining assets held by the Club shall be offered to a local charity or local community group.

This Constitution was last revised on 9th June 2022