RULES AND CONSTITUTION
1. TITLE
The Club shall be known as the CONWY CAMERA CLUB, hereafter known as the ‘Club’.
2. OBJECTS
The object of the Club shall be to promote and encourage an active interest in photography through inter alia:
2.1. Organising competitions and exhibitions within the Club and between clubs.
2.2. Establishing and running a programme of events, fostering the enjoyment of photography in all its forms. Back to page navigation
3. MEMBERSHIP
Membership shall be open to all regardless of gender, race, religion or place of origin. This is subject to, as follows:
3.1 The maximum number of ordinary, junior and student members shall be at the discretion of the Management Committee (herein after called The Committee).
3.2 Re-registration of existing members shall have precedence over new membership applications.
3.3 Prospective new members shall complete an application form for membership, to be submitted to the Membership Secretary.
3.4 Junior members shall be aged 18yrs and under. Those aged under 18 shall only be admitted, if accompanied by a responsible adult (see Appendix 3) and shall initially have no voting rights at any General Meeting and no participation in any Club Committees. Junior members aged 16-18 years are allowed voting rights after completing a satisfactory probationary year, at the discretion of the committee.
3.5. Student members shall be those who can provide evidence of full-time education.
3.6. Life Members. The Committee may elect any member as a Life Member of the Club (to a maximum number of 6) in recognition of service to the Club, and Life Members shall have the same rights as Ordinary Members.
3.7 Temporary Members shall be those who wish to join the club for a maximum of four (4) consecutive weeks, within the club year. Back to page navigation
4. TERMINATION OF MEMBERSHIP
Membership shall be terminated by:
4.1 Non-payment of subscription by the 31st August following the due date; and that the club year be from 1st September to 31st August.
4.2 Expulsion – any member whose conduct makes it undesirable, in the opinion of the Committee, that such person shall remain a member, may be requested to attend before the Committee, at such time and place as the committee may appoint, to give an explanation for his or her conduct. Failing such attendance, or if any such explanation be unsatisfactory, in the opinion of the Committee, the Committee shall have the power to suspend or expel the member from the Club. Any such person shall have no claim upon the Club for any Subscription, Donation or Entrance Fee paid, saving however, that the Chairman shall, upon receipt of written appeal, convene a General Meeting to hear the same at the earliest convenient date, and that the decision of such a Meeting shall be final.
4.3 Resignation – a member may resign from the Club at any time. No refund of subscription will be given. Back to page navigation
5. SUBSCRIPTION
5.1 The annual subscription shall become payable for the ensuing year on the date of the AGM (due date) in each year or, in the case of new members, upon commencement of membership. New members applying to join on or after 1st January will pay half of the subscription for that year.
5.2 Any person whose subscription is not paid by the 31st August following the due date without reasonable excuse shall be deemed to be no longer a member. Re-registration of a person, who has previously been a member, shall be subject to the maximum number rule.
5.3 Subscriptions shall be paid to the Treasurer.
5.4 Junior and student members shall pay half of the annual subscription fee of an ordinary member.
5.5 Members and visitors shall pay an ‘Entrance Fee’ at each meeting.
5.6 Members may invite guests to the regular meeting of the Club and prospective new members are welcome to attend one club meeting before application for membership.
5.7 Temporary Members shall pay a reduced subscription fee payable to the Treasurer; such amount to be agreed by the management committee.
5.8 For accounting purposes, the club Financial Year shall be from 1st May to 30th April.
5.9 Annual subscription fees for two persons (consisting of either a couple, or a parent & child, and residing in the same household) shall be accepted as 150% of the annual subscription fee of a single ordinary member. Back to page navigation
6. OFFICERS OF THE CLUB
6.1 The officers of the Club shall consist of the Chairperson, Vice Chairperson, General Secretary, Communications Officer, Treasurer, Membership Secretary, Programme Secretary, Competitions Secretary and External Competitions Secretary all of whom shall be elected at the Annual General Meeting, duly called in the manner prescribed in Rule 9 and shall thereafter retire annually but be eligible for re-election at each subsequent Annual General Meeting, subject to being proposed and seconded.
6.2 The immediate past Chairperson shall ex-officio be a member of the Committee without the need to be elected. Back to page navigation
7. DUTIES OF THE OFFICERS
The duties of the Officers shall be to:-
7.1 Chairperson
7.1.1 Assume overall authority in the day to day management of the Club’s affairs and be held directly responsible to the Membership, in General Meeting, in respect thereof.
7.1.2 Have the authority in exceptional circumstances, at his/her sole discretion, to make such decision, or to take such action, as he/she deems necessary in the Club’s best interests and any such decision or action shall be deemed to stand as if passed by Resolution of the Committee, but shall be put before the Committee at the next Meeting thereof.
7.1.3 Preside over every meeting of the Club, or to arrange for the Vice Chairperson to do so with the exception of the Programme and Competition subcommittees.
7.1.4 Take the chair at all General Meetings of the Club in accordance with Rule 11.
7.1.5 Welcome all visiting judges, lecturers, new members and visitors to the Club in conjunction with the appropriate Committee officer.
7.1.6 Be a member of all sub committees – ex officio.
7.2 Vice Chairperson
7.2.1 Deputise for the Chairperson in his or her absence from any weekly, General Meetings or Committee Meetings of the Club.
7.3 General Secretary
7.3.1 Prepare records of attendances at Committee and numbers attending General Meetings of the Club.
7.3.2 Keep minutes of these Meetings.
7.3.3 Attend to all relevant correspondence.
7.3.4 Give at least three days’ notice of Committee Meetings to Committee members.
7.3.5 Issue all due notices in respect of Annual and General Meetings in accordance with Rules 11:1 and 11:2.
7.4 Communications Officer
7.4.1 Communicate with the membership / press / outside bodies, items of information as appropriate, and prepare newsletters for the membership when required by the Committee.
7.5 Treasurer
7.5.1 Receive and pay all monies on account of the Club.
7.5.2 Maintain such books and records as may be necessary to record and explain the finances of the Club.
7.5.3 Prepare an income and expenditure account for each financial year for production at the Annual General Meeting.
7.5.4 Be responsible for an inventory of the Club’s equipment.
7.5.5 Arrange such insurance cover as may be necessary for public liability, third party and club equipment.
7.5.6 Keep a bank account in the name of the Club into which all monies shall be paid as soon as possible after receipt by the Treasurer, with withdrawals from and payments out of such bank account to be made on the signatures of two of the following four officers, the Treasurer, Chairperson, Vice Chairperson or General Secretary.
7.5.7 If, under Article 11.1.4, the Annual General Meeting decides to appoint an Auditor/s then:
7.5.7.1 The Auditor/s shall examine the Club’s accounts and ledgers, together with all relevant invoices and vouchers, and shall certify to the effect that such are a true and correct record and fairly represent the expenditure and receipts of the Club and its assets and liabilities.
7.5.7.2 The Auditor/s shall, at any time, have access to any book, ledger, document or property of the Club in the possession of any Officer or Member and may make such report thereon, in writing, to the Committee or to the Membership in General Meeting, as he/they may see fit.
7.6 Membership Secretary
7.6.1 Collect relevant personal data from members (see Appendix 1) and assume responsibility for all such data held by the club (under the terms of the Data Protection Act 2018).
7.7 Programme Secretary
7.7.1 Chair a ‘Programme subcommittee’, appointed by the Committee at its first meeting following the AGM, with the responsibility of preparing the annual programme of Club events in full consultation with the Committee.
7.7.2 Participate in the Programme subcommittee comprising the Chairperson and three Club members to be selected by the Committee who shall meet as and when required.
7.7.3 Write to lecturers using PAGB forms if appropriate to arrange dates of visits, fees, equipment, accommodation, if necessary and remind lecturers two full weeks in advance of any visits.
7.8 Competition Secretary
7.8.1 Chair a ‘Competition subcommittee’ , appointed by the Committee at its first meeting following the AGM, with the responsibility for organising competitions (in consultation with the Programme secretary) and competition rules in full consultation with the Committee.
7.8.2 Participate in the Competition subcommittee comprising up to five Club members to be selected by the Committee who shall meet as and when required.
7.8.3 Keep a register of Club members in competition grades as may be decided by the Competition subcommittee from time to time, and to organise competitions within these grades for projected image and print workers.
7.8.4 Keep a record of the results of such competitions and a list of all trophies awarded each year.
7.8.5 Arrange for judges to judge the competitions and to organise delivery of the competition entries to the judges.
7.8.6 In conjunction with the Competition subcommittee, formulate and update the set of Rules governing competitions run within the Club and present them to the Committee for ratification. These rules are published separate to this Constitution. Back to page navigation
7.9 External Competitions Secretary
7.9.1 Chair an ‘External Competition Subcommittee’, appointed by the Committee at its first meeting following the AGM, with the responsibility for organising entries to inter- club/external events and exhibitions/competitions.
7.9.2 Participate in the External Competition sub-committee comprising up to five club members, to be selected by the Committee, who shall meet as and when required.
7.9.3 Keep a record of the results of such competitions and any trophies awarded, and if required arrange for any judges to judge inter-club events.” Back to page navigation
8. MANAGEMENT COMMITTEE
8.1 The Management Committee, hereafter referred to as the ‘Committee’, shall consist of the nine (9) officers of the Club and up to three other ordinary members elected under the provisions in Rule 9 below.
8.2 The Committee shall meet at least three times each year.
8.3 Four members of the Committee shall constitute a quorum, two of whom must be officers of the Club.
8.4 If an elected member of the Committee misses three properly convened meetings in succession without any good reason, that member shall be removed from the Committee and a replacement member may be co-opted by the Committee from the general membership.
8.5 The Committee shall have the power to appoint the Club Representative to the NWPA and to appoint Sub Committees with a Chairperson and also co-opt any Ordinary Member to serve on the Committee or Sub Committees to perform specific tasks, subject to the consent of the member.
8.6 In the absence of the Chairperson and Vice Chairperson, the Committee shall appoint one of their members present, to take the chair.
8.7 The number of members who receive remuneration for expenses shall be less than the number of unremunerated members, and remunerated members shall be absent from meetings when issues regarding their remuneration are discussed. Back to page navigation
9. ELECTION OF THE COMMITTEE
9.1 At the Annual General Meeting the Committee shall be elected by the ordinary and life members. The immediate past Chair Person shall, ex-officio, be a member of the Committee.
9.2 The Committee shall be elected at the Annual General Meeting and shall take office immediately until the next AGM.
9.3 At the Annual General Meeting the election to the Committee shall be commenced by the General Secretary asking for names of nominees for each office of the Committee and thereafter names for the additional Committee members. Where there is more than one candidate for any position on the Committee a ballot of the ordinary and life members present shall be held. In the event of a tie between any candidates, the Chairperson shall have the casting vote.
9.4 Officers and other Committee members shall be elected for a period of 1 (one) year and may be re- elected. Back to page navigation
10. RECALL
10.1 Any officer or Committee member may be removed from Office by Resolution passed by the Membership at an Extraordinary General Meeting convened for the purpose under the provisions of Article 11.2.
10.2 A Motion for Recall must have the assent of not less than 75% of the Members present and voting in order to carry. Back to page navigation
11. GENERAL MEETINGS
There are two types of General Meetings of the Club namely the Annual General Meeting and an Extraordinary General Meeting.
11.1 The Annual General Meeting.
11.1.1 The Annual General Meeting shall be held after the end of the Financial Year, by the
Committee giving at least two weeks’ notice of the date of the Meeting. Ordinary and life members are entitled to vote at the Annual General Meeting and, in the case of equality of votes, the Chair Person shall have a second or casting vote. Voting at all General Meetings of the Club shall be by a show of hands but, upon the requisition of one third or more of the members present, the meeting may determine any motion by secret ballot. No vote by proxy shall be allowed.
11.1.2 The quorum at the Annual General Meeting shall be one third of the members entitled to vote, or ten (10) members, whichever shall be the lesser.
11.1.3 If, after half an hour from the appointed time of the Meeting, a quorum is not present, the Chair shall declare the Meeting inquorate and adjourned to the next convenient date, to be fixed by the Committee, and if at this adjourned Meeting a quorum is again not present, the Meeting shall proceed and those Members present shall be deemed to constitute a quorum.
11.1.4 The business of the Annual General Meeting shall be to:
(a) Report the minutes from the previous AGM.
(b) Receive a report from the Chairperson.
(c) Receive an income and expenditure account for the previous Club Year from the
Treasurer, and a proposed budget for the new one.
(d) Decide whether to appoint an auditor(s) who shall be professional or otherwise as the Meeting shall decide, and such appointment shall be for a term of one year.
(e) Receive reports from the General Secretary, Communications Officer, Membership Secretary, Programme Secretary, Competitions Secretary and the Auditor, if appointed at the last AGM.
(f) Elect a Committee from those members consenting to be nominated using the procedure described in Rule 9.
(g) Agree an Annual Subscription, the weekly Entrance Fee and the proposed budget.
(h) Transact any other relevant business.
11.1.5 Any Member may have a Motion placed on the Agenda by giving at least seven days’
notice of same to the General Secretary, in writing.
11.2 An Extraordinary General Meeting.
An Extraordinary General Meeting can be called by the Committee or by the members of the Club. The procedure is as follows:-
11.2.1 An Extraordinary General Meeting may be convened at any time by the Committee giving at least fourteen days’ notice of the date of the meeting and the notice of the Meeting must specify the business to be considered.
11.2.2 An Extraordinary General Meeting can also be called by not less than 5 members giving notice in writing to the General Secretary of the Club that they require such a meeting to be called, and the notice must specify the business to be considered. Upon receipt of such notice the General Secretary shall call the meeting, giving not less than 14 days’ notice of the date of the meeting and specifying the business to be considered.
11.2.3 Voting and quorum requirements shall be as for the Annual General Meeting as laid down in Article 11.1.
11.2.4 The Chairperson shall take the chair at all General Meetings of the Club. If the Chairperson is not present then the Vice Chairperson shall take the chair. If neither is present within 15 minutes of the start of the meeting then a Chairperson shall be elected from the members present, by those members entitled to vote.
11.2.5 No other business beyond that for which the Meeting is convened, as set out in the Agenda, shall be transacted and no amendment to any Motion on such Agenda shall be allowed. Back to page navigation
12. LEGISLATION AND INTERPRETATION
12.1 The Committee shall have the right to legislate upon any matter not provided for in the Constitution and to formulate and promulgate any such Bye-laws, Rules or Regulations as it may deem to be necessary or desirable subject to Rule 14 below.
12.2 The Committee shall be the sole authority for, and adjudicator on, all matters of interpretation of this Constitution and all Amendments thereto and for all Bye-laws, Rules and Regulations made thereunder.
12.3 The decision of the Committee upon any matter of interpretation, or upon any matter not provided for in the Constitution, shall be final and binding upon each Member. Back to page navigation
13. INDEMNITY
Any person who becomes a Member of the Club shall be, and is hereby, deemed fully and absolutely to indemnify the Club against any claim whatsoever, or howsoever arising to the extent of an Ordinary Member’s share of the membership. Back to page navigation
14. AMENDMENTS TO THESE RULES
These rules may be amended by a General Meeting of the Club passing a motion to that effect by a two-thirds majority of those present and voting. Notice of any motion to alter these rules shall be given to the General Secretary and members at least 14 days before the date of the Annual General Meeting or of an Extraordinary General Meeting. Back to page navigation
15. DISSOLUTION OF THE CLUB
15.1 In the event that the committee shall desire to dissolve or wind up the Club, it shall cause a General Meeting to be convened.
15.2 A Motion for termination must be introduced as a Constitutional Amendment under theprovisions of Article 14.
15.3 It shall be the business of such a General Meeting to decide whether to ratify the Committee’s decision and, if so, to decide which local group/organisations, charity or charities shall receive the net assets of the Club upon dissolution.
Conwy Camera Club R&C Amended 9th May 2023 Back to page navigation
APPENDIX 1 – DATA PROTECTION POLICY
A Camera Club will generally be a ‘not-for-profit’ organisation and so has an automatic exemption from the requirement to notify under the Data Protection Act 2018 (a not-for-profit organisation can make a profit for its own purposes, which are usually charitable or social, but the profit should not be used to enrich others. Any money that is raised should be used for the organisation’s own activities).
In order for the exemption from notification to apply, the processing of any data gathered must be for the purposes of:
* Establishing or maintaining membership
* Supporting the club
* Providing or administering activities for either the members or those who have regular (not necessarily frequent) contact with the club
The exemption also restricts:
* The type of personal information that can be held
* The people that it relates to
* The disclosures that an organisation can make to only those necessary for the purposes described above unless the individual agrees their personal information can be released.
Information must not be kept after the relationship between the individual and the club ends, unless it is necessary for the purposes described above, and, even though Conwy Camera Club has an exemption from notification, the club is still obliged to respond within a month to a written request from an individual to provide a copy of the information that is held pertaining to that individual.
POLICY:
Conwy Camera Club will:
* Manage and process only personal data relating to membership of the club (or individuals who have regular contact with the club)
* Ensure that the data stored will be relevant to the relationship the individual has with the club. As a maximum, information will be restricted to:
– Name (including any photographic awards)
– Address
– Telephone Number/s
– Email address
– Date of Birth (only if age is under 18)
– Relevant competition level, image titles and judges marks awarded
– Subscription paid
– Attendance at meetings (for the purposes of emergency evacuation, the weekly electronic raffle and analysis of the seasonal programme)
* Only pass on data to other organizations and third parties, such as the NWPA or the PAGB, with the consent of the individual
* Respond, free of charge, within a month to a written request from an individual to provide a copy of all data that is held pertaining to that individual
* Take reasonable measures to ensure the accuracy and safe keeping of the data they maintain and process
* Unless a specific request for immediate deletion is received from an individual, delete all information concerning that individual within 2yrs. after the relationship to the club has ended. This provision is to allow for the possible reinstatement of returning members and to preserve their competition attainment record
* When a member fails to renew after several reminders, shred all paper documentation appertaining to that individual by November of that year
* Produce a supplementary document (maintained by the General Secretary) listing those appointed persons who use and have full or partial access to the Membership Database for the purpose of club administration; also any other personal data needed to administer the Club Website. This document will be displayed on the Members Pages of the Clubs Website
* Through the General Secretary, formally investigate all complaints of personal data breaches.
Young people under the age of 18 will be contacted through an email address provided by their parent, or person with parental responsibility, consent being obtained on acceptance of their membership application. Back to appendix navigation.
APPENDIX 2 – HEALTH & SAFETY POLICY
Camera Clubs do not come under the scope of Health and Safety legislation and so there is no legal requirement to have a policy and procedures in place. However, clubs generally hold their meetings in premises where the owners or administrators of the premises require that clubs meeting there have a health and safety policy in place.
POLICY:
Conwy Camera Club will ensure that:
* At the beginning of each meeting, those in attendance are made aware of the location of emergency exits and the location of the assembly point should evacuation of the building be required.
* Membership numbers will be noted as people enter a meeting (a separate list of any visitors will also be taken), so that a roll call can be carried out at the designated assembly point.
* Club officials are aware of the location of firefighting equipment such as fire extinguishers and that anyone who decides to use the installed firefighting equipment is fully conversant with the operation and use of such equipment.
* A First Aid box is available at all Club activities. In the event of an accident the member is firstly asked if they need help and first aid assistance offered if required. If there is a Club Member with appropriate qualifications to assist, they will be asked to do so but, in the event of a serious accident emergency services will always be summoned as a matter of urgency. Club officials contacting emergency services can supply the exact location of the incident including address and postcode. An accident book is kept with the First Aid kit and is completed for all accidents.
* In the event of an accident involving a child or young person the parent or person with parental responsibility will be informed immediately.
* Club officials are aware of any specific restrictions or requirements placed on the Club and Club members by the operators of the building where the club meets.
* The Club’s electrical equipment and any equipment utilised by visiting speakers is supplied via a Residual Current Device (RCD).
* This RCD is tested at the commencement of each meeting by pressing the test button, which simulates a fault on the circuit.
* The integrity of equipment, provided by the club or utilised by a visiting speaker, is also visually checked at the commencement of each meeting.
* All trailing electrical cables, and any other tripping hazards, are taped to the floor before the meeting room is populated.
* Public Liability Insurance is maintained using the PAGB Scheme.
WORKSHOPS
Members are required to compete a workshop invitation which will include details of the event, location, activity, equipment, cost and the Health & Safety Risk Assessment. Each Member is required to review the details provided and come to a decision about whether they are going to attend. This includes Members being responsible for considering their own capabilities including health issues and mobility limitations in reaching that decision.
For Vulnerable Persons the Risk Assessment must be read and signed by the registered guardian, parent or person with PR prior to attending Club activities such as workshops out on location.
Where a Member decides, they are going to attend the Workshop then must confirm their intentions to the Workshop Co-Ordinator by completing a Workshop Attendance Registration form which can be found on the Club’s Members Only Webpage under “Other Stuff”. Viz
| SAMPLE WORKSHOP ATTENDANCE REGISTRATION |
|---|
| Name * |
| Email Address * |
| Workshop Theme * |
| Please select the date of the workshop you would like to attend * |
| Name of next of kin (details held on file by workshop coordinator) *In case you get hit by a train or abducted by aliens…who should we contact? |
| Phone number of next of kin * |
| Risk Assessment * |
| Before pressing “Send Message” button, please tick this check box to confirm you have read and accept the risk assessment provided for the workshop you are registering for. |
| Got any ideas for a future workshop? Want a repeat of a previous workshop? Let us know below. |
Completion of the Workshop Attendance Registration can only be completed when the attendee has completed their Next of Kin details and ticked the relevant box to confirm they have read the event Risk Assessment. Confirmation of your wishes to attend the Workshop will be returned via email from the Workshop Co-Ordinator.
The Club’s insurance provides basic public liability cover to Members provided they remain as part of the organised group. There is no cover under the policy to proceed independently.
APPENDIX 3 – Safeguarding Children, Young People and Vulnerable Adults
| TITLE | SAFEGUARDING CHILDREN, YOUNG PEOPLE AND VULNERABLE ADULTS |
| DATE | 20th OCTOBER 2023 |
| AUTHOR | Sarah Horrocks- General Secretary |
| WORKING GROUP | Bob Gresty, Sarah Horrocks, Tanya Liepins & Sue Clark |
| PURPOSE | To ensure that the Club has a policy in place – 1. For the protection of vulnerable Members which includes adults and children and young people under the age of 18 years from any potential abuse during, or as a result of, Club activities. 2. The Club has clear guidance regarding appropriate Club activities. 3. That all Club Members are aware of the Club’s Safeguarding Policy and reporting mechanisms within the Club. 4. To ensure that the responsible officers have received Level 1 Safeguarding training. |
| APPROVED BY | CCC Committee on 22nd October 2023 |
| REVIEW DATE | NOVEMBER 2024 |
1 BACKGROUND
1.1 The Club has a responsibility of care to its Members which includes children and young people (defined in law as young people up to the age of 18 years) and vulnerable adults- hereafter collectively “Vulnerable Persons”. The Club endeavours to provide a safe environment in which vulnerable individuals are listened to and are encouraged to participate safely in the Club meetings and activities.
1.2 The Photographic Alliance of Great Britian (PAGB) issued a statement re Children, Young People and Vulnerable Adults attending Club meetings dated 17th February 2015 which states “This is intended as guidelines for Clubs to construct their own policy.” This statement from the PAGB was adopted by Conwy Camera Club (CCC) but no detailed formal policy was developed. Currently in the Club Constitution, Appendix 3 Protection Policy for Vulnerable Individuals gives a short outline of responsibilities of the Club but requires updating.
1.3 The Club wishes to give reassurance to current Members and persons seeking to join that this responsibility is taken very seriously and, while wishing to remain inclusive, any behaviour of concern will be acted upon in an appropriate and proportionate manner.
1.4 The only Authority who has the legal responsibility of investigation into abuse is the Police and, in the event of a specific safeguarding concern being raised it will be reported immediately.
2 RESPONSIBLE OFFICERS
2.1 The Club will have at least 4 Committee Members who have current Basic Disclosure & Barring Checks. These nominated officers will include the Chair and both male and female Committee members. The names of the nominees will be clearly stated under the members section on the Club website.
2.2 The Club Chairperson will be one of the nominated officers and will be the lead officer for the Club. He / she will always be informed of any Safeguarding concerns / potential issues and consult with the other nominated Committee members. If he/she is unavailable then the Vice Chair will deputise. If it is suspected that a crime has been committed referral to the appropriate authorities will be made with no delay.
2.3 The nominated Committee Members have completed Level 1 Safeguarding training or equivalent.
2.4 All Safeguarding concerns will be fully documented contemporaneously to record the details and action taken.
3 CLUB WEBSITE
3.1 A statement on the Membership application section includes a declaration about the Club having a Safeguarding Policy to reassure potential applicants and potentially deter persons who may be unsuitable members from joining.
3.2 A list of the named Committee Members with Safeguarding responsibilities is available in the closed Members section.
3.3 A statement on the Club website states that the Club has a Safeguarding Policy in place
4 RESPONSILITIES REGARDING CHILDREN
4.1 Legally the definition of a child is under the age of 18 years.
4.2 All parents and persons with PR will be informed that the Club has a Safeguarding policy in place and they, and the children and young people, will be advised of the names of responsible Committee Members. They will also be informed that the Club has an event specific Risk Assessment process in place to be completed by the parent or person with PR prior to attendance at specific workshops, events and activities.
4.3 All children and young people 11 – 18 years will have a parental consent form completed by the parent or a person with parental responsibility when they apply to become members. For all children and young people 11- 18yrs, the parent / person with PR must meet the Membership Secretary and at least one other Committee Member with a responsibility for Safeguarding either at a Club meeting or at a home visit to sign the necessary documentation. Each application for a child / young person will be subject to approval by the Chair or his / her deputy whose decision is final. The Committee Members with specific responsibilities for Safeguarding may agree to be named by the parent / person with parental responsibility, to act as responsible adults in a private capacity for individual children / young people. The Committee Members with specific responsibilities for safeguarding will do this on an individual / private basis and reserve the right to refuse to do so.
As good practice this consent will be updated each year. This includes a general consent for images taken during Club activities to be used on the Club newsletters, internal Facebook page and on the members section of the website.
4.4 The parent or person with parental responsibility will be required to give their contact details including their e mail address so that Club correspondence including invitations to meeting, events and activities can be sent directly to them so that they can determine if they feel it is suitable for their child / young person.
All Risk Assessments will be sent directly to the parent or person with parental responsibility for them to consider the details and consider whether it is suitable for their child or young person to attend.
It is the responsibility of the parent or person with parental responsibility to pass the information of the meetings, events and activities on to their child / young person including advising them if they consider the meeting, events or activity to be unsuitable and tell them that they are withholding consent.
4.5 The parent or person with parental responsibility may nominate their own named responsible adult to accompany the child / young person and confirm this on the membership application form. The person nominated as a responsible adult to accompany the child / young person must also apply for Club membership and pay their own door, event and workshop fees. A child / young person must be accompanied by a parent / person with PR or their own nominated responsible adult to all Club meetings and activities. If the parent / person with parental responsibility has agreed by private arrangement with the Committee Members with Safeguarding responsibilities that they act as responsible adults for the child / young person, then at least one of these members must always be present at Club meetings, events and workshops when the child / young person attends.
4.6 For all children and young people wishing to attend specific Club events and workshops, the parent or person with PR will be required to sign the event specific Risk Assessment stating that they have read and understood the nature of the activity and the risks involved. All children / young people must be accompanied by a responsible adult (their own nominated or the agreed Safeguarding Committee members – see section 4.4).
4.7 On attendance at Club meetings, events and workshops, children and young people who have nominated Committee Members responsible for Safeguarding as the responsible adults acting in a private capacity, will be made aware of the responsible officers in attendance.
4.8 The parent or person with PR or their own nominated responsible adult for the child / young person will be responsible for ensuring payment of subscriptions, door fees and workshop fees.
4.9 The parent or person with PR or their own nominated responsible adult for the child / young person will be responsible for transporting the child to and from meetings and club activities.
4.10 If a child or young person arrives unaccompanied at a Club meeting, event or workshop without their parent, person with PR or responsible adult, or agreed nominated Committee Member with responsibility for Safeguarding, then the parent or person with PR will be informed immediately.
5 VIEWING OF IMAGES
5.1 Vulnerable Individuals will be protected while taking part in Club activities from viewing or taking of images which could be considered as suggestive, indecent or cruel in nature.
5.2 Speakers giving online talks, are advised by the Programme Secretary that the Club has Vulnerable Individuals as members including children and young people under the age of 18 years and the speaker is required to discuss any potentially inappropriate material prior to the meeting. On the Zoom booking form the speaker is advised that the session will be ‘live’ in people’s homes and that they must be mindful of these circumstances and that vulnerable people may accidentally watch some parts of it.
5.3 Speakers attending in person are advised that the Club has Vulnerable Individuals as members including children and young people under the age of 18 years and if their presentation includes any material which may be considered inappropriate for such an audience, they must contact the Programme Secretary to discuss.
5.4 Club members should be aware that any images submitted for competition which are deemed unsuitable for viewing by Vulnerable Individuals will be withdrawn from the competition by the Competition Secretary after consultation with the Chairperson.
6 SHARING OF IMAGES.
6.1 Taking images during Club activities which include Vulnerable Individuals is not against the law but the images should obviously not be suggestive or indecent and may be shared in Club newsletters, the members section of the Club Website and on the closed CCC Facebook pages provided general consent was obtained from the guardian, parent / person with PR on joining the Club. However, permission must be obtained from the parent or person with PR before wider publication and identification of Vulnerable Individuals on each specific occasion.
7 PORTRAIT SESSIONS.
7.1 Vulnerable Individuals shall not attend any Club meetings or activities involving nude or partially clothed models unless accompanied by a guardian, parent or person with PR and with them being present to supervise and monitor.
7.2 Images taken of Vulnerable Individuals must not be used for the purpose of making composite images without explicit, written consent of the vulnerable person and the guardian, parent or person with PR detailing the purpose, use and details of where the image will be shared.
8 LIFTS.
8.1 If a young person wishes to have a lift from a Club Member, preferably this will be from, or with, one of the nominated Committee Members and preferably with more than one individual travelling in the vehicle. This arrangement is a private arrangement and must be agreed by parent / person with parental responsibility.
9 PROTECTION OF CLUB MEMBERS FROM SPURIOUS ALLEGATIONS.
9.1 Having a safeguarding policy in place is not only important for Vulnerable Individuals but it also serves to remind all members of the need to be mindful of behaviour which could be perceived as abusive and put themselves at risk of complaints / allegations and they must also be alert to any concerning behaviour of other Club Members. Members are advised not to work 1: 1 with vulnerable members to avoid the potential risk of spurious allegations and are reminded that the Club insurance will not cover them if they do so.
10 HEALTH & SAFETY IN THE CLUB ENVIRONMENT.
10.1 Fire evacuation procedures and any issues identified as particular risks for the specific Club meeting are given at the beginning of all Club meetings.
10.2 A First Aid box is available at all Club activities. In the event of an accident the member is firstly asked if they require help and first aid help offered if required. If there is a Club Member with appropriate qualifications to assist, they will be asked to do so but, in the event of a serious accident emergency services will always be summoned as a matter of urgency. An accident book is kept with the First Aid kit and is completed for all accidents.
10.3 In the event of an accident involving a child or young person the parent or person with parental responsibility will be informed immediately.
10.4 For Vulnerable Persons the detailed Risk Assessment must be read and signed by the registered guardian, parent or person with PR prior to attending Club activities such as workshops out on location. Back to appendix navigation.
APPENDIX 4 – COMPLAINT AND DISCIPLINARY PROCEDURE
- Conwy Camera Club, hereafter referred to as CCC, will identify a complaint as an expression of dissatisfaction with either the conduct of CCC, the Committee or one of its members. Whenever possible, CCC will seek to resolve complaints informally at the time if appropriate.
- It is intended that this complaints procedure should be easily accessible, that all complaints are fully and fairly investigated, and that the complaints process should provide an effective response and appropriate redress. Any punitive measures must be proportionate to the complaint.
A complaint may be made by any member of CCC. That member must be the aggrieved.
- Third party submissions will not be accepted. The complaint must be made as soon as practicable after the incident in question, and in any case within 30 days of the event and must be submitted in writing (either on paper or by email) and addressed to the CCC General Secretary or any other elected committee member. The written complaint must give a full account of the event which is subject of the complaint. No Committee member should respond personally to the complaint, but it should be referred to the General Secretary, Chairperson or Vice-Chairperson as soon as possible.
- The Complainant will receive an email confirmation within 7 working days that the complaint has been received. The Committee will select a Complaints Subcommittee of 5 persons (Chairperson, Vice-chair, General Secretary, Membership Secretary and one other) to oversee the complaint and report on its findings.
- The General Secretary will set a time for enquiries and communicate this to the complainant. (If one of the above is the complainee then another suitable committee member should sit in their stead).
In investigating the complaint, the Sub-committee will take every care to safeguard the privacy and confidentiality of the complainant. However, any member of CCC against whom the complaint has been made, will be made aware of the issues raised and will have an opportunity to comment on them. In addition, it may be necessary to share the details of the complaint with other CCC members who are likely to assist in resolving the matter.
- The complaint will be classed as either minor or major. This decision will be made by the committee. Minor complaints will be dealt with informally by committee agreement and the complainant will be informed of the resolution at the earliest opportunity. There is no appeal with regard to minor complaints. The committee’s decision is final.
- Major complaints will be dealt with by the Complaints Sub-committee to fully discuss the issue. This Sub-committee may at its discretion, invite the complainant and/or complainee or any witnesses to give evidence in person, and or in writing whilst having due regard to any impact on the complainant or CCC.
- The complainant and the complainee will be informed at the earliest opportunity of the committee’s decision. Should the complainant or the complainee wish to appeal the committee’s decision, a notice of appeal must be made in writing (paper or email) within 7 working days of the decision being communicated. The appeal will be held before the
committee where reasoning from both sides will be heard. An ordinary CCC member (accepted by both sides) will be requested to observe only to ensure fairness is maintained. The committee will then issue the resolution which will be full and final.
- The committee may decide that no further action is necessary after their decision is made and advised; or they may consider that a penalty is appropriate, depending on the seriousness of the issue. Such a penalty may include an informal warning, a written warning, temporary
suspension from club activities or even expulsion as under club rule 4.4.2. Back to appendix navigation.
APPENDIX 5 – CODE OF CONDUCT
The Club has a policy regarding conduct of our Members and Committee Members. The purpose of the Code is to maintain high standards of conduct, assist members in their membership and to protect the best interests of our Club. Back to appendix navigation.
PART 1 – Code of Conduct for Members
The Club recognises the huge contribution made by its’ Members. The purpose of this Code of Conduct is to maintain high standards of conduct, assist Members in their membership and to protect the best interests of our Club. Conduct within the Club is driven by our Club values. This Code of Conduct for the CCC Committee and Club Members is Appendix 5 to the Club Constitution. It should be read in conjunction with the Club’s Safeguarding Policy and the Club Complaint & Disciplinary Procedure (Appendix 3 and Appendix 4 of the Constitution respectively)
CCC Members
The CCC is committed to fostering an inclusive culture which promotes equality, values diversity and maintains a working, learning and social environment in which the rights and dignity of all Members are respected. Harassment or victimisation is regarded as unacceptable behaviour and is not tolerated. All Members of the CCC are expected to treat each other fairly and with respect, courtesy and with consideration.
1 All members of our Club are expected to:
- Treat other Members with dignity and respect.
- Discourage any form of harassment by making it clear that such behaviour is unacceptable.
- Support other Members who feel that they have been subject to harassment.
“Harassment” includes the following conduct, however carried out (including online):
- Verbal or physical bullying or threats.
- Sexual harassment including unwanted physical conduct.
- Sexually explicit remarks or sexual assault.
- Racist behaviour or comments.
- Homophobic behaviour or comments.
- Victimisation.
- Religiously motivated abuse.
2 Confidentiality:
- Members must not pass any confidential information gained through their involvement with our Club to a third party without the approval of the Chair.
- Members should not share any Club confidential information with other Club Members without the approval of the Chair.
3 Outside Activities:
Club Members should always consider themselves as ambassadors of the Club.
4 Misconduct:
Club Members’ conduct may be considered unsatisfactory when a breach of the Club rules, regulations, this Code or any legal obligation has occurred.
In cases where there is concern that a Member’s conduct may be considered unsatisfactory, the following procedure will be adopted:
The Chair will arrange for an investigation within the process documented within the Conwy Camera Club Constitution (Appendix 4 – Complaint and Disciplinary Procedures) of any allegation of misconduct to be undertaken to establish the facts. Back to appendix navigation.
PART 2 – Code of Conduct for Committee Members
The Club recognises the huge contribution made by its’ Members. The purpose of this Code of Conduct is to maintain high standards of conduct, assist Members in their membership and to protect the best interests of our Club. Conduct within the Club is driven by our Club values. This Code of Conduct for the CCC Committee and Club Members is Appendix 5 to the Club Constitution. It should be read in conjunction with the Club’s Safeguarding Policy and the Club Complaint & Disciplinary Procedure (Appendix 3 and Appendix 4 of the Constitution respectively).
Committee Members are expected to actively contribute to the running of the club. Certain skills are required for particular tasks and Members with these skills are encouraged to seek election to the Committee.
On appointment, Committee Members are required to sign their agreement with the Code of Conduct.
2 As a Club Committee Member I will:
1.1 Promote the values, aims, rules and regulations of our Club by acting as an ambassador and an advocate for the Club and presenting it, and our Members, in a positive light.
1.2 Act only in the interests of the Club as a whole, not individuals or small groups.
1.3 Listen and respect the views of others and always use appropriate and respectful language and behaviour.
1.4 Help establish and maintain a comprehensive set of club rules and regulations that are regularly reviewed including a club risk register to understand and limit any potential threats to the Club.
1.5 Ensure Club funds are maximised and value for money, in all financial dealings.
1.6 Champion equality and respect the rights, dignity and worth of all people involved in the club, regardless of gender, race, marital status, colour, disability, sexuality, age, occupation, religion, or political opinion.
1.7 Actively contribute to the effective work of the Club Committee by:
- Good preparation for meetings by reading all papers which have been circulated prior to meetings.
- Regular attendance, participation and contribution at meetings, including constructive challenge when appropriate.
- Dealing with issues of agenda clarification before meetings and maintaining a sharp focus on agenda items in meetings so that time is used effectively.
- Respecting the office of the “Chair” of the meeting to ensure the orderly conduct of meetings the management of any conflict.
- Attempting to reach decisions by consensus and always publicly support group decisions even if different.
- Ensuring timely response to, and completion of, agreed actions.
- Supporting fellow Committee Members in their leadership of the Club.
- Attending the Club AGM and any other meeting as and when required given due notice.
- Attend relevant training events and take reasonable steps to ensure that I am aware of the changes in legislation and other issues which may affect my role or our Club.
I will not:
- Attempt to exercise individual authority over the Club or its volunteers except as explicitly set forth in agreed policies or my assigned lead responsibility areas.
- Become inflexibly caught up in promoting my own views at meetings.
- Gossip, or act with bias or prejudice towards others
- Use offensive or discriminatory language or behaviour.
- Keep quiet if I have concerns about the club but address these in an appropriate manner as detailed in the Club Constitution.
- Fail to deliver on my commitments as a Committee Member.
- Publicly disagree with decisions that the committee takes as a group, even if I have a different personal view.
- Consume alcoholic drinks or illegal substances or smoke during meetings.
- Declarations of Interest
All Committee Members are required to:
- Ensure that the position as a Committee Member is not used for personal gain
- Disclose any direct or indirect interests which could influence judgment or give the impression that the Committee or Committee Member was acting for personal reasons.
3 Confidentiality:
- Committee Members must not pass any confidential information gained through their involvement with the Club to a third party without the approval of the Chair.
- Committee Members should share any club confidential information with non-committee Members of our Club without the approval of the Chair.
4 UK Bribery Act:
Committee Members must be aware of, and comply with, the requirements of the UK Bribery Act 2010 which has two general offences:
- The offering, promising or giving of an advantage
- The requesting, agreeing to receive or accepting of an advantage.
5 CCC – All Members
The CCC is committed to fostering an inclusive culture which promotes equality, values diversity and maintains a working, learning and social environment in which the rights and dignity of all Members are respected. Harassment or victimisation is regarded as unacceptable behaviour and is not tolerated. All Members of the CCC are expected to treat each other fairly and with respect, courtesy and with consideration.
All Members of the Club are expected to:
- Treat other Members with dignity and respect.
- Discourage any form of harassment by making it clear that such behaviour is unacceptable.
- Support other members who feel that they have been subject to harassment.
“Harassment” includes the following conduct, however carried out (including online):
- Verbal or physical bullying or threats.
- Sexual harassment including unwanted physical conduct.
- Sexually explicit remarks or sexual assault.
- Racist behaviour or comments.
- Homophobic behaviour or comments.
- Victimisation.
- Religiously motivated abuse.
6 Outside Activities:
Committee Members and Members should always consider themselves as ambassadors of the Club.
7 Misconduct:
Committee Members’ conduct may be unsatisfactory when a breach of the Club rules, regulations, this Code or any legal obligation has occurred.
In cases where there is concern that a Committee Member’s conduct may be considered unsatisfactory, the following procedure will be adopted:
- The Chair will arrange for an investigation within the process documented within the Conwy Camera Club Constitution (Appendix 4 – Complaint and Disciplinary Procedures) of any allegation of misconduct to be undertaken to establish the facts.
Agreement with the Code of Conduct
I confirm that I have read and understand this Code of Conduct document:
Signed …………………………………………………… Date …………………………………..
Signatory Print Name………………………………………………
This agreement reflects the hopes and intentions of the Conwy Camera Club. Please print and sign two copies of this code, one to be retained by The signatory the other to be held by the Club Secretary/Chair Back to appendix navigation.
APPENDIX 6 – SUCCESSION PLANNING
The Committee encourages Club Members to be engaged with the running of the Club and actively supports Members who wish to take on Committee activities.
Back to appendix navigation.
Conwy Camera Club Rules Updated & Amended 11th November 2023 BG/SH/TL/SC