Name of Club a. The Club shall be called the ‘New Milton Photography Group', referred to as ‘ the Club ’ in this Constitution.
Affiliation to Other Organisations a. Affiliated to New Milton Community Centre (NMCC).
Aims and Objectives a. The furtherance of the art, science and enjoyment of photography b. To expand photographic knowledge and skills through a lectures, competitions, demonstrations, workshops and other activities.
Management of the Club a. The management of the club is the responsibility of the Committee which has delegated powers to deal with and decide upon all matters. b. The Committee shall consist of 4 Officers being the Chairman, Secretary, Treasurer, Membership and other members as recommended by the Committee. Specific job roles will be found in Appendix 1. c. Committee officers will be elected by a majority vote at each AGM and will be in place until the next AGM.
The Committee has the power to fill any vacancy arising during its term of office, such co-opted members to serve until the next AGM. e. The Committee has the power to co-opt additional members onto the committee for specific or general tasks. f. The Committee may set Club Rules and / or Policies for any matters not covered by this Constitution. g. Committee decisions will be determined by majority vote, with the Chair having an additional casting vote. h. Committee meetings require a quorum of three Officers.
a. Membership is open to all adults over 18 years old, regardless of photographic experience or knowledge. b. The Club consists of Ordinary Members and Honorary Life Members c. All Members shall abide by the Constitution and are expected to be of good conduct and shall act in the best interests of the Club, its Objectives and its Members. d. Respect the views of other Members, photographers and guests e. Ordinary Membership shall be made by application and shall be at the discretion of the Committee. e. The Committee has the power to confer Honorary Membership upon any person who may have rendered outstanding service to the Club. An Honorary Member shall pay no subscription and shall be entitled to all the privileges of Membership save voting rights. f. The Committee reserves the right to TERMINATE A MEMBERSHIP for good reason. The member concerned has the right to be heard by the Committee before a final decision is made. g. Any person on ceasing to be a member of the Club shall forfeit all rights and claims upon the Club assets.
Visitors a. The Club welcomes visitors to all its meetings. A fee is payable at the discretion of the Committee. b. Visitors under the age of 18 must be accompanied by a parent or guardian or an adult who will be responsible for their safety at all times. c. Anyone who has had their application for membership refused or had their membership revoked may not attend Club meetings.
Annual General Meeting (AGM) a. Annual General Meetings (AGMs) will be held on a date to be fixed by the Committee. b. Notice of the AGM shall be notified to every member at least four weeks before the date of the meeting. Notice of the AGM in the Club's advance programme shall be deemed to meet this requirement. c. The outgoing Chairman will Chair the meetings. In his or her absence, one of the other officers of the Club shall take the Chair. d. The business at such meeting shall be: i. To receive reports from the Committee officers ii. To receive and approve a statement of accounts and balance sheet for the preceding financial year iii. Agree Membership Subscriptions and visitor fees iv. Approve any amendments to the Club’s Constitution, where applicable v. The election of Officers vi. Any other business (AOB) e. Agenda items, motions, committee nominations (proposed and seconded), must be submitted to the Secretary no later than 14 days before the meeting.
Items to be included in Any Other Business (AOB) may also be taken at the discretion of the Committee provided that the proposal is submitted in writing at least 14 days before the AGM date. g. Nominations for Officer posts must be proposed by one member and seconded by another. Voting on block is allowed. h. Where there are more candidates than vacancies on the Committee there shall be an election by ballot of the members present at the meeting. i. Voting shall be by show of hands of those present only. j. AGMs require a quorum of 15% of the membership or eight members whichever is the greater.
Extraordinary General Meetings a. An Extraordinary General Meeting (EGM) shall be called: i. Whenever the Committee deem necessary. ii. On a requisition being presented to the Secretary and Chairman stating the matter to be discussed and signed by at least 25% of the paid up membership. The EGM must be held within one calendar month of the request being presented. b. The Secretary shall give members at least 14 days’ notice of an EGM, stating the matter to be discussed. Email will be the preferred form of communications. c. All discussion will be confined to the purpose of the meeting as stated alone
Financial Management a. The Club Accounting Year will run from 1st September for 12 months. b. The assets and funds held by the Club shall be managed by the Treasurer on behalf of the Club. c. The Treasurer shall ensure the safe keeping of all funds and assets. d. The Treasurer will provide a financial statement for each AGM and at any other reasonable time required by the Committee. e. All Club exceptional expenditure must be authorised by the Committee. f. The Committee, through the Secretary is responsible for ensuring that the Club is adequately insured to cover public liability, property and the membership where required. g. All Club funds shall be held recognised banks or building societies. h. The Club bank accounts must be dual signatory with cheques signed by two designated signatories, the first being the treasurer and the second a committee member. i. The accounts shall be inspected by a member of the Club who is independent of the committee before the AGM, the examiner shall be appointed at the previous AGM.
Subscriptions a. The membership year for the Club runs from September 1st to August 31st. b. Annual Membership subscriptions are due on or before the opening meeting of each membership year and must be paid by the 30th October otherwise membership, at the Committee’s discretion, may be deemed to have lapsed. c. Honorary Life Members do not have to pay a subscription. d. The Annual Subscription rate for members and visitor charges for the following year will be agreed at the Annual General Meeting (AGM). e. Membership subscriptions are non-refundable
Club Meetings a. Club Meetings shall be held two per month or otherwise as the Committee may determine. b. Excursions, photo shoots, exhibitions of members work and other events shall be held at such time and places as the Committee may from time to time determine. c. Members shall attend and / or take part in the Club meeting and any other events organized by the Club entirely at their own risk. The Club and its Committee and Members are not responsible in any way for injury, loss or damage to members or their property arising out of the activities of the Club or in connection with the use of any equipment or premises used by the Club except in so far as the Club is insured against the liability in question and to the extent of that insurance. d. The Committee has the right to refuse entrance of any member or non-member who does not respect the Constitution or rules of the Club or the privacy of other members
Alterations to the Constitution a. Alterations to the Constitution can only be made at an AGM or EGM and will take effect from the moment which the amendment is passed. b. In disputes arising over the interpretation of the Constitution, the Committee's decision will be final. c. The Committee will review the Constitution on a regular basis
Dissolution of the Club a. The Club may only be dissolved if an AGM or EGM resolution to do so is passed by a majority vote of at least two-thirds of the membership entitled to vote after which the Committee shall thereupon or at such future date as shall be specified in such resolution proceed to realise the property of the Club b. After discharging all liabilities of the Club, any remaining assets held by the Club shall be offered to a local charity or local community group.
Data Protection a. The Club complies with the Data Protection Act 1998. Under the Act, the Club is a data controller exempt from notification b. In accordance with the provisions of the Act the information supplied to the Club may be held and used by the Club for the purposes of business, administration and statistical analysis. Personal contact details are used only for the administration of the Club, and are distributed only to Committee members and to others approved by the Committee for specific purposes. c. Contact details may be held about prospective members while they decide whether to join.
No personal data will be transferred to third parties for marketing or any other purpose without the specific consent of the Member. e. If a member agrees to enter photographs into any competition the photographer’s name, photograph title and Club name will be supplied to the organiser for the purpose of running the competition and not passed to other third parties. f. All members will automatically be entered into a Club wide email system for the purposes of communication by Club members. Should a member not wish to take part should inform the membership Secretary. g. Members can choose to have their name and contact details published on a password-protected area of the Club web site. This is entirely voluntary, and permission can be rescinded by any member at any time. Contact the Club Secretary to have your details changed or removed.
Any member wishing to verify the personal information held by the Club should apply to the Club Membership Secretary.
Safeguarding Intellectual Property of Members a. The work of members will not be published or given away by the Club without the owner’s permission.
Protection of Children, Young People and Vulnerable Adults (‘Vulnerable Individuals’) a. The Club acknowledges its duty to ensure vulnerable individuals are protected whilst attending meetings and other events organised by the Club. b. All activities provided by the Club should take place in a safe and enjoyable environment.
The Club does not undertake the responsibilities of those acting in the role of guardians or carers. d. The Club does not sanction distasteful imagery of any kind. However, it may show images acceptable in the world of photographic art as seen in the public domain. e. All suspicions and allegations of abuse or discrimination should be reported to the Club Secretary. They will be taken seriously and responded to swiftly.
Health and Safety a. The Club will ensure compliance with Health and Safety Legislation, Regulation and Guidance where appropriate. b. The Committee has overall responsibility for implementing and enforcing any Health and Safety Policy relevant to the Club’s location.
