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Club Constitution

The Club Constitution was updated at the AGM of June 2017.

THE CONSITUTION OF DEESIDE CAMERA CLUB (JUNE 2017)


  1. NAME OF CLUB

    The Club shall be called the Deeside Camera Club (DCC)

  2. AFFILIATION TO OTHER ORGANISATIONS

    The Club shall be affiliated to the Photographic Alliance of Great Britain (PAGB) through the Scottish Photographic Federation (SPF).

  3. AIMS AND OBJECTIVES

    The AIM of the Club shall be the practice and promotion of photography amongst its Members and members of the public.

    The OBJECTIVES of the Club are to expand photographic knowledge and skills through lectures, competitions, tuition and other activities within a social environment.

  4. MANAGEMENT OF THE CLUB

    Management of the Club shall be vested in a COMMITTEE consisting of the Chair, Vice-Chair, Secretary, Treasurer, Assignments Secretary, Competitions and Exchanges Secretary, Web Coordinator, and up to two Ordinary members. The Committee may also appoint an Assistant Secretary..

    The Chair will normally chair Committee meetings. In his or her absence, the Vice-Chair will act as Chairperson. If neither is available the meeting will elect a Chairperson.

    Five members of the Committee will constitute a quorum.

    Committee decisions will be determined by majority vote, with the Chairperson having a casting vote.

    Committee meeting minutes will be made available to Club Members through the Club web-site and/or by email to current Members

    POWERS OF THE COMMITTEE

    The Committee has power (only in pursuing the Objectives of the Club) to:

    1. provide/ promote activities, services, information, guidance and resources;
    2. co-operate with other organisations;
    3. acquire/hire property/ equipment and raise funds (except by taxable trading); an Inventory of Equipment held by the Club will be maintained and updated annually and presented to Club Members at the Annual General Meeting;
    4. borrow and give security and let/dispose of property; Club Members may borrow equipment belonging to the Club at the discretion of the Committee but are liable for any damage, in accordance with excesses and conditions set out in any Club insurances.
    5. apply for grants.
    6. set aside funds for special purposes, or as reserves;
    7. operate bank accounts and use financial instruments;
    8. invest and delegate management; select appropriate Sub-Committees as and when considered necessary. The Committee may co-opt a Member or Members to fill vacancies on the Committee. The Committee may also co-opt a Member or Members onto the Committee for a specific task. Those co-opted for a specific task will only vote on matters relevant to that task.
    9. draw up an annual syllabus of meetings. A copy of the syllabus will be made available to Club Members through the the Club web-site.
    10. provide Indemnity Insurance against personal liability incurred by any Committee Member for an act/omission which is, or is alleged to be, a breach of trust, or breach of duty, unless the Committee Member concerned knew that, or was reckless as to whether, the act/omission was a breach of trust or breach of duty;
    11. do anything else conductive to promotion of the Objectives of the Club.
  5. MEMBERSHIP

    A MEMBERS’ register will be kept and updated annually in accordance with the Data Protection Act (1998) See Appendix I.

    Any member changing address (including e-mail address) must notify the change to the Secretary, otherwise all notices sent to the old address shall be understood to have been duly delivered.

    For subscription purposes, the annual session will be divided into two half-sessions. The first half session will run up until the Christmas break. The second half-session will run from the first meeting after the Christmas break. There will be a separate subscription payable for each half session.

    Subscriptions shall be payable on admission to membership and thereafter payable within 4 weeks of the start of a new half-session. New Members admitted during the last month of a half session will be exempt from paying the subscription for the remainder of the current half-session.

    Members have the amenities, rights and obligations described within this constitution. It is a condition of membership that Members agree to abide by the constitution.

    A Member can be asked to resign by the Committee because his/her continued membership is considered contrary to the Club’s best interests. The Member will have the opportunity to present his/her views and can appeal against the decision. The appeal will be heard at an Extraordinary General Meeting (EGM) and will be decided by majority vote of all members present.

    DCC also welcomes visitors to meetings (except business meetings). The half-session fee may be due at the discretion of the Committee. The Committee has the power to limit this facility, if necessary.

  6. BENEFIT TO COMMITTEE AND CLUB MEMBERS

    In the event of the Club being wound up or at any other time, none of the Club’s assets may be distributed or otherwise applied except to recognised bodies promoting the good of photography.
    No Committee or Club member may be employed by, or receive any payment, or other material benefit from, the Club, except:

    1. the benefit of Indemnity Insurance and a general indemnity;
    2. user benefit;
    3. reimbursement of reasonable expenses;

    A Committee Member with a personal interest in a meeting item, must declare it before discussion and if resolved by the other Committee Members, for that item, leave the meeting, have no vote and not count to a quorum.

  7. ANNUAL GENERAL MEETINGS

    The ANNUAL GENERAL MEETING (AGM) will be held before the summer break each year.

    The AGM requires a quorum of one third of the membership.

    Elections for Committee Members and Office Bearers will be held at the Annual General Meeting. The Committee will notify Members which positions are becoming vacant and invite nominations.

    Office Bearers shall normally hold office in a particular post for two years. Retiring Office Bearers may be re-elected to the same post for a further period of two years up to a maximum of 4 years but shall not then be eligible for election to that same post for a further year.

    Ordinary members of the Committee will hold office for one year and be eligible for re-election each year up to a maximum of 2 years.

    All Members are eligible to vote at the AGM. Except where specified elsewhere in this constitution, proposals and amendments will be decided by a majority vote of those present with the Chairperson holding the casting vote.

    Copies of AGM minutes will be made available to Club Members through the Club web-site.

    Further details on the running of the AGM are given in Appendix II.

  8. EXTRAORDINARY GENERAL MEETINGS

    An EXTRAORDINARY GENERAL MEETING (EGM) shall be called:

    1. Whenever the Committee deem necessary;
    2. On a requisition being presented to the Secretary stating the matter to be discussed
      and signed by at least twelve ordinary members.

    The EGM must be held within 21 days. The Secretary shall give members at least seven days’ notice of an EGM, stating the matter to be discussed.

    Copies of EGM minutes will be made available to Club Members through the Club web-site.

  9. FINANCIAL MANAGEMENT

    The Club ACCOUNTING YEAR will run concurrently with the Annual General Meeting.

    The Treasurer is responsible for the safe custody of Club funds.

    All Club funds shall be banked at recognised banks or building societies.

    All Club expenditure must be managed by the Committee.

    Cheques will be signed by the Treasurer and another Committee Member.

    The Treasurer will provide a financial statement for each AGM and at any other reasonable time required by the Committee.

    An auditor will be appointed and will audit the annual accounts. The auditor can be a member of the Club but cannot be a member of the Committee.

    The Committee through the Treasurer and Secretary is responsible for ensuring that the Club is adequately insured to cover public liability, property and the membership.

  10. SUBSCRIPTIONS

    The HALF-SESSION SUBSCRIPTION rate will be agreed at the Annual General Meeting (AGM).

    Any WEEKLY SUBSCRIPTION will be set by the Committee with the agreement of the majority of the Members.

  11. ASSIGNMENTS AND COMPETITIONS

    The ASSIGNMENTS SECRETARY or the COMPETITIONS AND EXCHANGES SECRETARY will agree arrangements with judges. He/she will also manage digital images submitted to the Club (for whatever purpose) in accordance with UK Copyright Law. See Appendix I for a brief summary of the Copyright Designs and Patents Act 1988 (as amended).

    Assignment rules are set out in ‘DCC Assignment Rules’. The Committee may amend the assignment rules if deemed appropriate. Assignment rules will be notified to the Membership in advance of assignments and can be found on the Club website.

  12. ALTERATIONS TO THE CONSTITUTION

    The Constitution can only be altered by a two-thirds majority of those attending the Annual General Meeting or an Extraordinary General Meeting.

    Any member desiring to propose any alterations in, or addition to the Constitution, may do so by submitting the terms of the motion, in writing, to the Secretary three weeks before the Annual General Meeting or by requesting an Extraordinary General Meeting.

    In disputes arising over the interpretation of the Constitution, the Committee’s decision will be final.

  13. DISSOLUTION OF THE CLUB

    If at any General Meeting of the Club, a resolution be passed calling for the dissolution of the Club, the Secretary shall immediately convene an Extraordinary General Meeting of the Club to be held not less than one month thereafter to discuss and vote on the resolution.

    The Club may only be wound up by a vote of 75% of all Members. In this event Members may vote in person, by post or by e-mail.

    In the event of a motion being passed to wind up the Club, Members shall discharge all debts and liabilities of the Club. Thereafter the remaining assets shall not be paid or distributed amongst the Members of the Club but shall be distributed to recognised bodies promoting the good of photography as determined at the Extraordinary General Meeting.

    No clauses relating to the winding up of the Club may be in any way altered, changed, deleted or added to except at an AGM or EGM by a vote of 75% of the Members. In this event Members may vote in person, by post or by e-mail.

    End of constitution. Amended 15 March 2006, 15 April 2008; 10 May 2012; 28 June 2017

  14. APPENDIX I

    A BRIEF SUMMARY OF THE DATA PROTECTION ACT (1998)

    Personal data must be obtained fairly and lawfully. The data subject should be informed of who the data controller is (the institution); who the data controller’s representative is; the purpose or purposes for which the data are intended; and to whom the data will be disclosed
    Personal data processing may only take place if specific conditions have been met, including the subject having given consent or the processing being necessary for the legitimate interests of the data controller.

    The Act covers personal data in both electronic form and manual form (e.g. paper files, card indices) if the data are held in a relevant, structured filing system
    Personal data must be kept accurate and up to date and shall not be kept for longer than is necessary
    Appropriate security measures must be taken against unlawful or unauthorised processing of personal data and against accidental loss of, or damage to, personal data.
    Personal data shall not be transferred to a country outside the European Economic Area unless specific exemptions apply (e.g. if the data subject has given consent) this includes the publication of personal data on the internet.

    A BRIEF SUMMARY OF THE COPYRIGHT DESIGNS AND PATENTS ACT 1988 (AS AMENDED)

    Copyright applies to any medium. This means that you must not reproduce copyright protected work in another medium without permission. This includes, publishing photographs on the internet, making a sound recording of a book, a painting of a photograph and so on.

    You should only copy or use a work protected by copyright with the copyright owner's permission.

    Copyright does not protect ideas for a work. It is only when the work itself is fixed, that copyright automatically protects it. You do not have to apply for copyright.
    The universal copyright symbol © together with the owners name and date should be added to any original image on the Club website.

    WEBSITES

    Most Clubs will develop a website to promote their products and services. Many will subcontract this work to web developers. Any contractor will retain the copyright on any of the work they do unless it is specifically assigned to you in the contract.

  15. APPENDIX II

    The business of the Annual General Meeting shall be to:

    1. confirm the minutes of the previous AGM and any other General Meetings;
    2. receive the audited accounts;
    3. receive the annual report of the Chair;
    4. elect an auditor for the coming year;
    5. elect the Officers of the Club;
    6. set Club subscription rates;
    7. update the Members’ register;
    8. update the Inventory of Equipment held by the Club;
    9. transact such other business received in writing by the Secretary from Members prior to the meeting and included on the agenda;
    10. deal with such other business (except business for which an Extraordinary General Meeting is required) as, by common consent of the meeting or the Chair in his/her discretion, admits.

    Notification of the AGM, including a request for nominations for Committee Members, shall be sent to all Club Members at least 21 days before the AGM.

    Agenda items or motions for the AGM must be proposed and seconded, and should be submitted to the Secretary no later than 14 days before the meeting.

    Nomination of candidates for the election of Committee Members shall be made in writing to the Secretary at least 14 days in advance of the Annual General Meeting date. Nominations can only be made by Members and must be seconded by another Member. All nominations require the consent of the nominee.

    In the absence of nominations prior to the meeting, nominations may be taken from the floor at the AGM at the discretion of the Chair and if it is the will of the meeting.

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