Plymstock Camera Club

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 Coordinator, Programme Coordinator, Press Secretary, DPI Coordinator, Internal Competition Secretary and an External Competition Secretary, to be elected at the Annual General Meeting (AGM).
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.
2.7 All officers of the committee are responsible for ensuring they comply with the Policies of the Club in relation to their roles including Data Protection and Safeguarding.
 
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 and committee members.
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.
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).
3.12 To ensure that the club has nominated a suitable member/committee member(s) to act as Data Controller and Safeguarding Officer in line with the relevant club policy.
 
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 To support the Programme Coordinator to ensure the membership are informed of changes in the programme as necessary, and to provide programme details, as and when requested.
4.7 To support the Membership Secretary with the production of Welcome Packs for new members.
4.8 To do all such things as are usual for the Secretary of a voluntary organization or which he/she may agree to do at the request of other Committee members.
 
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).
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 COORDINATOR RESPONSIBILITIES
 
7.1 To be the main point of contact with regards to matters associated with the website and domain name.
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.
7.4 To maintain the domain name registration of www.plymstockcameraclub.co.uk and ensure it is re-registered and paid for ahead of expiration to prevent loss or theft.
7.5 To liaise with the Honorary Secretary to ensure contacts made via the website contact form are responded to and actioned appropriately.
7.6 To support the Press Secretary with management of club social media platforms.
 
8. PRESS SECRETARY RESPONSIBILITIES
 
8.1 To be the main point of contact with regards to press enquiries.
8.2 To liaise with other relevant officers of the club with regards to publicising competition results and images, subject to Data Protection, Author Permission and Image Copyright
8.3 To publicise club events.
8.4 To promote the club through local media as opportunities arise.
8.5 To raise awareness of the club within the local community.
8.6 To identify opportunities to advertise / promote the club
8.7 To manage Club Social Media Platforms e.g., Facebook, in liaison with the Website Coordinator.
 
9. DPI COORDINATOR RESPONSIBILITIES
 
9.1 To be the main point of contact with regards to matters associated with DPI competitions and projection equipment.
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/software 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 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 relevant Competition 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 Coordinator, 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.
9.10 To liaise with the Internal and External Competition Secretaries to collect and record DPI versions of prints entered.
 
10. INTERNAL COMPETITION SECRETARY RESPONSIBILITIES
 
10.1 To provide definitions for each competition subject for membership inspection and publication on the club’s website.
10.2 To be the main point of contact with regards to matters of Internal Competitions including interpreting or explaining rules where necessary.
10.3 To ensure correct paperwork /pens/pencils are available for physical league competitions. Title slips are to be produced for use in print competitions.
10.4 To oversee collection, collation and scoring of votes on competition evenings.
10.5 To print and provide Competition Award Certificates after each competition when the club have a physical competition meeting.
10.6 To maintain and update the competition scores and record of trophy winners year on year.
10.7 To maintain a record of all images placed 1st, 2nd, 3rd, 4th, highly commended and commended
10.8 To maintain a record of all exceptional images not awarded places, but suitable for external competition entries.
10.9 To retain all internal competition records including entry forms, voting slips, summary sheets etc. for a period of two complete years.
10.10 To collect member print league and trophy entries at the meeting prior to the deadline (or otherwise by special arrangement) and to organise timely delivery to the Judge as appropriate with all relevant paperwork.
10.11 To ensure after Print competitions that images are made available for return to the members.
10.12 To respond to any reasonable information request from any member to ensure transparency regarding internal competitions.
10.13 To email the Press Secretary regularly with competition results for publication.
10.14 To collect trophies at the end of the season, arrange engraving with current year’s winners ready for the AGM.
10.15 To liaise with the DPI Coordinator and External Competition Secretary to collect and record DPI versions of prints entered.
 
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.
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 transparency regarding external competitions.
11.9 To email the Press Secretary results for publication.
11.10 To liaise with the DPI Coordinator and Internal Competition Secretary to collect and record DPI versions of prints entered.
 
 
12. PROGRAMME COORDINATOR
 
12.1 In conjunction with the Committee undertake to plan a varied and balanced programme to meet the needs of the membership.
12.2 Ensure that the appropriate speakers/presenters/judges are booked in good time to ensure a successful programme.
12.3 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.
12.4 To liaise with the Internal and External Competition Secretaries and the DPI Coordinator as appropriate to ensure delivery of images to Judges as required.
12.5 To liaise with the Treasurer to ensure that the presenters/judges fees are agreed and noted prior to attendance.
12.6 To appraise the membership of changes in the programme as necessary, and to provide programme details, as and when requested.
12.7 To liaise with the Website Coordinator to ensure that the master programme and other documents are held on the website and are current and complete.
 
 
13. OPERATION OF THE CLUB
 
13.1 The Club will meet fortnightly on Tuesdays at 1930 hrs. across the year in accordance with the programme, and aim to complete activity by 2145 hrs.
13.2 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.
13.3 The evening’s proceedings will normally be introduced by the Chairman but may be any member nominated for the evening.
13.4 For competitions, documented rules will apply. These rules form part of the operation of The Club.
13.5 On practical evenings, members may be required to bring along their own personal equipment for their own use.
 
14. ENDING OF MEMBERSHIP
 
14.1 Inappropriate behaviour 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.
14.2 The member shall be given a full and reasonable opportunity to put forward a defence and bring witnesses.
14.3 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.
14.4 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.
14.5 A member not in arrears of subscription may resign at any time by notifying the Membership Secretary of his/her desire to do so.
 
15. SAFEGUARDING
 
15.1 The Club shall provide a Child and Vulnerable Adult Protection Policy.
15.2 The Club shall 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.
15.3 The Club will endeavour (as far as is reasonably practicable) to enable young people or vulnerable adults to participate in club events, lectures and practical sessions.