Constitution

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02/08/2011 - 21:02

 

PCC Constitution v4 Issued Sep 2017

 

 

PLYMSTOCK CAMERA CLUB CONSTITUTION

 


1 THE CLUB


1.1 The Club shall be called the Plymstock Camera Club.
1.2 Membership shall be open to any paid-up person wishing to join in any activities of the
Club. Membership requires the undertaking to comply with and abide by these rules.
1.3 The aims of the Club are to encourage and enhance Members’ interest and ability in the
art of photography and provide a forum for learning and discussion.
1.4 The objectives of The Club are met through the annual programme of events which has
to be agreed by the committee prior to the Annual General Meeting (AGM) preceding
the start of the season.
1.5 The annual subscription shall be fixed for the following year at the Annual General
Meeting and be payable on the first meeting day of the season each year or when a
member joins.

 


2 THE COMMITTEE


2.1 The committee shall handle all the affairs of The Club.
2.2 The Officers shall consist of the Chairman, Honorary Secretary, Honorary Treasurer,
Membership Secretary, Web Site Co-ordinator, Press Secretary, DPI Co-ordinator,
Internal Competition Secretary and an External Competition Secretary, to be elected at
the Annual General Meeting.
2.3 The Committee is empowered to co-opt not more than two non-voting members when
and if circumstances require it. These co-opted members may attend Committee
meetings by invitation of the Committee.
2.4 All Officers and Committee members are elected for a tenure not exceeding 3 years,
after which they are eligible for re-election at the AGM. Candidates for election to
membership shall be proposed by one member, seconded by another.
2.5 Special General Meetings (SGM) may be convened on a requisition signed by at least ten
ordinary members, stating the object, and sent to the Honorary Secretary at least
fourteen days before the date proposed or at the request of the Committee.
2.6 At Committee meetings, at least four shall form a quorum and, at general meetings, at
least four Committee members and ten Club Members.

 


3 CHAIRMAN RESPONSIBILITIES


3.1 Be the main point of contact for the club for information and enquiries and to respond
to these enquiries in good time in order to maintain the good reputation of the club
3.2 To promote the club and respond to members or possible members, either from direct
contact or via the club Secretary, committee members and the Chairman
3.3 To facilitate all club meetings. This involves opening and closing the meeting, ensuring
that the meeting runs to schedule and relating information, as required, to the
membership.
3.4 When lecturers are present at a meeting to introduce the lecturer and thank them at
the end of the evening.
3.5 To facilitate and chair Committee meetings and to set the agenda for those meetings.
3.6 To ensure that committee meetings run to schedule, that the Committee stays on
agenda and that all members have a chance to air their views.
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3.7 Where there is no agreement at a committee meeting the Chairman shall act as final
decision maker.
3.8 To set the agenda for and chair the club AGMs and SGMs when required.
3.9 To support the other Committee members, as required, and to ensure that all actions
are addressed in good time to ensure the smooth running of the club.
3.10 To ensure that the best interests of the club and the membership are addressed at all
times.
3.11 To be a secondary signatory to the club account (as long as the Chairman is not related
to the Treasurer or the Honorary Secretary)

 


4 HONORARY SECRETARY RESPONSIBILITIES


4.1 Be the main point of contact for the club for information and enquiries and to respond
to these enquiries in good time in order to maintain the good reputation of the club
4.2 To promote the club and respond to members or possible members, either from direct
contact or via the Committee
4.3 Co-ordinate the distribution of information to all club members (via e-mail or post [in
exceptional circumstances] where appropriate).
4.4 To liaise with the Chairman on club matters arising, conduct the correspondence of the
Club and maintain a full record of all formal Committee activities and forward
Committee calling notices and agendas as required.
4.5 To be the third signatory to the club account (as long as the Secretary is not related to
the Treasurer or the Chairman).
4.6 In conjunction with the Committee undertake to plan a varied and balanced programme
to meet the needs of the membership
4.7 Ensure that the appropriate speakers/presenters/judges are booked in good time to
ensure a successful programme.
4.8 To establish the requirements of the speakers/presenters/judges in good time prior to
at the meeting so that their needs can be addressed and to confirm attendance. To
ensure that contingency plans for the programme are in place.
4.9 To liaise with the Internal and External Competition Secretaries and the DPI Coordinator a
s appropriate to ensure delivery of images to Judges as required

4.10 To liaise with the Treasurer to ensure that the presenters/judges fees are agreed and
noted prior to attendance.
4.11 To appraise the membership of changes in the programme as necessary, and to provide
programme details, as and when requested.
4.12 To support the Membership Secretary with the production of Welcome Packs for new
members.
4.13 To liaise with the Website Co-ordinator to ensure that the master programme and other
documents are held on the web site and are current and complete.

 


5 HONORARY TREASURER RESPONSIBILITIES


5.1 To be the main point of contact with regards to matters associated with club finances.
5.2 To collect all subscriptions and monies due, at the agreed rates approved at the
previous AGM and authorised by the Committee.
5.3 To maintain an accurate and auditable record of all club income and expenditure (petty
cash and bank account).
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5.4 To maintain transparency of club finances by responding to any reasonable request
from a current member regarding the same.
5.5 To liaise with the bank on all banking matters.
5.6 Liaise with the appointed independent auditor to ensure that all records are fully
audited prior to the AGM.
5.7 Provide at the AGM, each year, an income and expenditure account with balance sheet
audited by a suitable independent person.
5.8 To be the prime signatory to the club bank account.
5.9 To maintain a comprehensive register of The Club assets
5.10 To arrange and maintain appropriate annual Insurance for The Club as agreed by the
Committee

 


6 MEMBERSHIP SECRETARY RESPONSIBILITIES


6.1 To collect and maintain a record of all members and contact details
6.2 To supply the current record of members contact details to the Honorary Secretary for
member contact.
6.3 To be the main point of contact with regards to matters associated with club
membership.
6.4 To promote the club and respond to members or possible members, either from direct
contact or via the club Secretary, committee members and the Chairman
6.5 To issue a ‘Welcome Pack’ for new members or those who have shown an interest in
the club
6.6 To liaise with the Treasurer regarding attendance details
6.7 To ensure that all members are aware of the club constitution and the rules and
guidelines of the club competitions
6.8 To liaise with the Treasurer to ensure that all membership fees are paid by members
within agreed timescales.
6.9 To manage the issuing, distribution and collection membership badges at club evenings
and events
6.10 To create and manage the refreshment rota at club evenings.

 

 

7 WEBSITE CO-ORDINATOR RESPONSIBILITIES


7.1 To be the main point of contact with regards to matters associated with the website.
7.2 To liaise with the Honorary Treasurer to ensure that subscriptions to hosting sites are
paid on time
7.3 To maintain and update the website in a timely manner upon request.

 


8 PRESS SECRETARY RESPONSIBILITIES


8.1 To be the main point of contact with regards to press enquiries.
8.2 To publicise club events
8.3 To promote the club through local media as opportunities arise
8.4 To raise awareness of the club within the local community
8.5 To identify opportunities to advertise / market the club

 


9 DPI CO-ORDINATOR RESPONSIBILITIES


9.1 To be the main point of contact with regards to matters associated with DPI
competitions and projection equipment.
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9.2 To ensure that club equipment is provided for all DPI events and for any visiting
speakers requiring projection equipment and to look after such equipment
9.3 To maintain laptop and other equipment including frequent updating of anti-virus
software and backups of laptop and members digital images
9.4 To collect DPI league and trophy entries in accordance with the programme ensuring all
entries adhere to the rules.
9.5 To supply a record of all DPI and AV entries including title and author name, in the order
they are numbered and projected, to the relevant Competition Secretary prior to the
competition taking place on the evening.
9.6 To collect and collate Trophy DPI entries and to liaise with the Honorary Secretary to
organise timely delivery to the Judge and to provide a list of the image authors and titles
to the Internal Competition Secretary.
9.7 To organize and retain copies of entered images and records of which competitions they
were entered in year on year
9.8 To supply upon request from the Press Secretary or Website Co-ordinator, DPIs for
publicity purposes or publication on the club website
9.9 The DPI co-coordinator has full discretion in rejecting any DPI images that are not in the
correct format as stated in the rules or pre-agreed with members prior to an event.

 

 

10 INTERNAL COMPETITION SECRETARY RESPONSIBILITIES


10.1 To be the main point of contact with regards to matters of Internal Competitions
including interpreting or explaining rules where necessary
10.2 To ensure correct paperwork /pens/pencils are available for all competitions
10.3 To oversee collection, collation and scoring of votes on competition evenings.
10.4 To print and provide Competition Award Certificates after each competition
10.5 To maintain and update the competition scores and record of trophy winners year on
year
10.6 To maintain a record of all images placed 1st, 2nd , 3rd and 4th
10.7 To maintain a record of all exceptional images not awarded places, but suitable for
external competition entries
10.8 To retain all internal competition records including entry forms, voting slips, summary
sheets etc.
10.9 To collect member print trophy entries and to liaise with the Honorary Secretary to
organise timely delivery to the Judge and to ensure after the trophy competition that
these are returned to the members
10.10 To respond to any reasonable information request from any member to ensure
transparency regarding internal competitions
10.11 To email the Press Secretary monthly competition results for publication
10.12 To collect trophies at the end of the season, arrange engraving with current years
winners ready for the AGM

 


11 EXTERNAL COMPETITION SECRETARY RESPONSIBILITIES


11.1 To be the main point of contact with regards to matters of External Competitions
including interpreting or explaining rules where necessary
11.2 To liaise with other clubs and external organisations with regards to external
competitions
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11.3 To liaise with the committee and club members on all aspects of external competitions
including but not limited to organisation, submission and competition dates, rules,
selection/collection and co-ordination of entries on behalf of The Club, entrant
payments, return of entries to members etc.
11.4 To ensure club entries comply with the competition rules to ensure the good name and
standing of The Club
11.5 To organise and administrate competitions including awards where The Club is host
11.6 To oversee and update competition scores as required
11.7 To maintain and update the record of external competition results year on year
11.8 To respond to any reasonable information request from any external representative of a
competition to ensure transparence regarding external competitions
11.9 To email the Press Secretary results for publication

 


12 OPERATION OF THE CLUB


12.1 The Club will meet each Tuesday at 1945 hrs. during the period September to April, in
accordance with the programme, and aim to complete activity by 2200 hrs.
12.2 The programme of events will be compiled to meet the aims and objectives of The Club
and contain a balance of lectures, competitions, demonstrations and opportunities for
participation and discussion.
12.3 The evening’s proceedings will normally be introduced by the Chairman but may be any
member nominated for the evening.
12.4 For competitions, documented rules will apply. These rules form part of the operation
of The Club.
12.5 On practical evenings, members may be required to bring along their own personal
equipment for their own use.

 


13 ENDING OF MEMBERSHIP


13.1 Inappropriate behavior may result in action up to and including a member being
expelled or asked to withdraw from the Club at the decision of the Committee.
13.2 The member shall be given a full and reasonable opportunity to put forward a defence
and bring witnesses.
13.3 Any member expelled or asked to resign shall have the right to appeal to a special
general meeting called for that purpose. All Committee proceedings and those of any
special general meeting called under this rule shall be treated as privileged and
confidential.
13.4 The name of any member, whose subscription is more than three weeks in arrears, may
be removed from the list of members by order of the Committee.
13.5 A member not in arrears of subscription may resign at any time by notifying the
Membership Secretary of his/her desire to do so.

 


14 SAFEGUARDING


14.1 The club shall provide a Child and Vulnerable Adult Protection Policy.
14.2 The club shall as promote a safe environment and respond to any allegations of
misconduct or abuse of children or vulnerable adults in line with the Policy currently in
force, notifying the relevant authorities as appropriate.
14.3 The club will endeavour (as far as is reasonably practicable) to enable young people or
vulnerable adults to participate in the club events, lectures and practical’s.