Club Constitution

Name.
The name of the Society shall be “Blackwater Photographic Society”

Objective.
The purpose of the Society is to share and promote photography amongst its members in an informal and welcoming environment.
Membership.

The Membership of the Society shall consist of its founding members and such other persons as the General Committee may in its absolute discretion admit to membership. New members are required to fill out a membership application form. Each application shall be considered by the General Committee and the applicant will be informed of the decision of the General Committee by the Secretary. The determination of the General Committee shall be final and conclusive and the committee shall not be required to give any reason for rejecting any such application.

The Membership of the Society will be strictly limited at a figure decided by The General Committee.
Membership fees shall be fixed by the committee at the AGM and shall be payable on application for membership or by current members at the AGM. Membership shall lapse where the Annual Subscription remain unpaid after 31st to October.

The General Committee.
The management of the Society and Society funds shall be vested in the Committee consisting of:
The Chairman
The Vice Chairman
Secretary
Assistant Secretary
Treasurer
Public Relations Officer
Competition Secretary
Assistant Competition Secretary
Web Master

Outings Officer
Three Other Society Members

The Committee shall be elected at the Annual General Meeting. In the event of a contest for an office, the election of the office shall be by secret ballot.
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 Annual General Meeting.

Any member of The Blackwater Photographic Society may not serve more than 3 consecutive years in any one position on the main committee with the exception of the Treasurer who may not serve more than 5 consecutive years.
Any member having served 3 consecutive years in one position or 5 consecutive years in the position of Treasurer will not be eligible for re-election for 2 years.

If any vacancy shall occur during the year, the Committee may in its absolute discretion, appoint any member to fill the vacant position who shall then remain in office until the next Annual General Meeting. For the avoidance of doubt, the Committee shall have full power to act, notwithstanding that any such vacancy shall not have been filled.

The General Committee shall have the power to enforce the General Club Rules included in this document. No member shall be absolved from such general rules by reason of his or her not having read same, or any alteration made therein or having otherwise no notice of them.

A meeting of the General Committee shall be called by the Secretary at the discretion of the Chairman or at the request of not less than five members of the Committee.

All issues arising at any committee meeting shall be decided by a majority of those present and voting at such a meeting. In the event of a tie, the Chairman shall have a casting vote.

All proceedings of the Committee shall be entered by the Secretary or his/her deputy in the Minute Book.
At all meetings of the General Committee, five members shall form a quorum.

Breach of Rules by Society Member.
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. 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. Where a member has received two suspensions from the Society any further breach of the rules triggering a further suspension may incur immediate expulsion from the Society. All complaints must be in writing and signed by complainant.

The General 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.

The General Committee shall have the power to appoint sub-committees from any club members as may from time to time be deemed necessary. The General Committee shall determine the tenure and terms of reference and procedures of any such committees.

AGM.
An Annual General Meeting of the Society shall be convened by the General Committee on not less than fourteen clear day’s notice to all paid-up members of the Society. The business of the Annual General Meeting shall include
The Chairman’s Address, the Treasurers Address, Presentation of Accounts and the election of Officers for the coming year. No member shall be elected to office or the Committee during his/her absence.

The Chairman shall have a deliberative as well as a casting vote, provided he has cast his deliberative vote. This is applicable only to general committee meetings.

Chairman.
The Chairman will preside over meetings, delegate tasks, serve as the club liaison, and perform other duties essential to the club.

Vice Chairman.
The Vice- Chairman will assist the Chairman and will take over the Chairman’s duties whenever the Chairman is temporarily absent.

Secretary.
Subject to any directions which may from time to time be given by the Committee, it shall be the duty of the Secretary or Assistant Secretary;
To conduct all correspondence of the Club.
To attend all Committee and Annual General Meetings and to keep minutes of such meetings in a book or books to be kept for that purpose.
To give fourteen clear days notice of the Annual General Meeting or EGM and seven clear days notice of all Committee meetings. In the case of emergency, a meeting of the General Committee may be called by the Secretary on three clear days notice to all members of the General Committee

Assistant Secretary.
The Assistant Secretary will assist the Secretary and will take over the Secretary’s duties whenever the Secretary is temporarily absent.

Treasurer.
The Treasurer shall receive and pay all monies due on account of the Club and his/her account thereof, shall be made available to the Annual General Meeting of the members of the Club.
The Treasurer shall keep an up to date record of the names and addresses of all members of the Club and records of all the Club’s monies and transactions.
All cheques to be signed by the Treasurer and one other authorised signatories, to be decided by the committee.
The financial year of the Club shall be from the AGM to following AGM.
An auditor may be appointed at the Annual General Meeting.

Competition Secretary.
The Competition Secretary shall be responsible for collecting entries for all society and inter-club competitions, arranging for these to undergo selection by the Selection Committee, presenting the entries to the judge or competition organiser, reporting the competition result to the Committee and/or the society and retrieving the entries.

Assistant Competition Secretary.
The Assistant Competition Secretary will assist the Competition Secretary and will take over his or her duties whenever the Competition Secretary is temporarily absent.

All nominations of external judges to preside over club competitions shall be approved by the General Committee.

Public Relations Officer.
The role of a public relations officer is to promote the activities, convey the policies and interests of the society to the public through various forms of media.

The selection Committee.
The Selection Committee is responsible for the selection of members work to be entered into any external competitions or exhibitions entered by the Club.

The Selection Committee consists of Competition Secretary and assistant Competition Secretary and five elected members who can also be members of the general Committee. Selection Committee members are elected at the AGM.

A selection committee meeting can not take place unless there is at least five members present. If five of the selection Committee are not available for a selection committee meeting the Competition Secretary can invite any paid up club member or members, to take a position on the selection committee for that meeting.

When selecting images for national and international competitions all selection committee members shall have an initial vote for shortlisting images followed a numerical vote to form the basis of a panel.

Extraordinary General Meeting.
An EGM shall be held within twenty-one days at the request of not less than fifteen members or at any time at the discretion of the Club Committee. The notice for such meeting shall not be less than seven clear days.

Amendments To Club Constitution.
Alterations or additions to these rules shall be subject to approval at an AGM or EGM of a resolution carried by not less than seventy five percent of the members attending and voting and any such meeting. Members shall be given not less than fourteen clear days notice of the meeting and the resolution(s) to be considered at the meeting.

Dissolution.
The committee shall wind-up and dissolve the Society in the event of a seventy five percent majority decision at an AGM or EGM or the number of members falling below six.

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