Rules & Constitution

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.

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.

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.

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, and proof of membership shall be the ownership of the Club membership card.

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 or have the option to pay a lump sum up front for the club year at the start of the season to cover door entrance with 4 free meetings included.

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.

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.

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.

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.”

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.

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.

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.

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.

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.

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.

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.

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 the provisions 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 charity or charities shall receive the net assets of the Club upon dissolution.

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.

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.

* Club officials are aware of the location of any first aid equipment available within the building and are able to contact emergency services with the complete address and postcode of the premises in case they are required.

* 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 also 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.

APPENDIX 3 –PROTECTION POLICY FOR VULNERABLE INDIVIDUALS

There is a duty on camera clubs, and other very small organizations, to ensure that children, young people and vulnerable adults (herein collectively referred to as “vulnerable individuals”) are protected within the environment of club meetings and activities. As a minimum, any policy that a club produces should consider sexual, emotional and physical abuse, exploitation and other actions & activities that may be considered harmful. Health & Safety issues and the protection of personal data apply to everyone and are covered separately in appendices 1 & 2 of this constitution.

There is a great deal of legislation concerning children and their protection and it is advisable to consider anyone under the age of 18 years as a child. The Sexual Offences Act 2003 states that the age of consent for sex is 16 years; however, for 16 and 17 year olds it is illegal to take, show or distribute indecent photographs, pay for or arrange sexual services, or for a person in a position of trust (e.g. teachers, care workers) to engage in sexual activity with anyone under the age of 18 years. This age distinction impacts on any policy a camera club may wish to produce and implement.

It should be noted that, if the club decides to admit vulnerable individuals as members, there is no requirement for anyone to be subject to Disclosure and Barring Service checks (previously CRB checks). It should also be noted that, while it is possible to insure for negligent acts, the PAGB Insurance Scheme Underwriter has applied an exclusion to the policy covering “abuse of minors”. Abuse has never been covered as it is, almost certainly, a wilful act (even if carried out on the spur of the moment) and not a negligent one, and if a vulnerable individual has been found to have been abused the parent could sue the perpetrator and also the club. The club may become liable if the aggrieved party could establish that they had been negligent in allowing a member to have access to a vulnerable individual and if the case is found against the club it is the committee who could face the bill.

It is usual to think of abuse as being physical but this is not always the case. Swearing at, or in the company of, vulnerable individuals could be considered abuse. It may have a profound psychological effect as could exposure to nude models at a portrait session or the display of unsuitable material – not only related to naked bodies but, for example, war, persecution or torture. It is quite possible to argue that such images may be routinely seen on the television but television channels always have the argument of the ‘OFF’ switch and their corporate might to back it up – a camera club can be seen as ‘fair game’.

POLICY:

Conwy Camera Club will ensure that:

* Written permission is obtained from a parent or legal guardian before any vulnerable individual is allowed to become a member of the club.

* Membership will only be granted if a parent or legal guardian accompanies (or appoints a responsible adult to accompany) the vulnerable individual to club meetings or outings and is responsible for the vulnerable individual for the duration of the club activities.

* Vulnerable individuals are protected from the viewing or taking of images that may be considered s suggestive or indecent in nature.

* Vulnerable individuals shall not attend any club session or outing which will involve nude, or partially clothed models, unless they are accompanied by an appropriate adult and have the written permission of their parent or legal guardian.

* At club portrait sessions, taking portrait photographs of vulnerable individuals is only allowed under the direct supervision of their parent or legal guardian.

* In the event that a vulnerable individual arrives at a club activity unaccompanied their parent or legal guardian is immediately contacted.

* A copy of the club rules and the Policy for Protection of Vulnerable Individuals will be given to the parent or legal guardian of any vulnerable individual admitted as a member of the club.

* During club activities the responsible adult will be in direct attendance with a vulnerable individual to ensure their protection.

* If the club wishes to publish any photographs of vulnerable individuals and include identification of them in any club literature (such as a club newsletter) permission from the parent or legal guardian is obtained.

* In the event of any reported abuse to a vulnerable individual the police are immediately informed.

Conwy Camera Club R&C  Amended 4th May 2021