FOREST OF DEAN CAMERA CLUB CONSTITUTION
1. Title
The organisation is to be called the Forest of Dean Camera Club hereafter referred to as `The Club`.
2. Objectives
The objectives of The Club are:
  • To promote and improve the photographic aspirations of The Club.
  • To promote the photographic advancement of its members.
  • To promote the art of photography to the general public.
  • To maintain the assets of The Club.
3. Alterations to this Constitution
Alterations to matters of the constitution can only be made at an A.G.M. or E.G.M. following the notice procedure described.
4. Committee Officials & Ordinary Members
These shall be as follows:
  • President (Non Committee Post)
    • The president is entitled to attend any club or committee meeting.
    • He/she should pursue The Clubs interest whenever possible.
    • The president will give an address to the AGM and conduct business up until the election of the chairman when the chair will be handed over to the newly elected chairman.

  • Chairman
    • After election he/she shall conduct the AGM, committee meetings and co-ordinate all matters arising.
    • The chairman shall give an annual address to the AGM.
    • The chairman is responsible for hosting club evenings and attending to the guest speakers wellbeing.
    • The chairman should liaise with other officers and members of the committee to ensure meetings run smoothly.
    • The chairman is to promote the clubs interest at every opportunity.
    • He/she can be a signatory in addition to the Treasurer.

  • Vice Chairman
    • The vice chairman is to assist the chairman and carry out the chairman`s duties in his/her absence.

  • Treasurer
    • The treasurer shall collect all monies and subscriptions due to The Club, pay all accounts and at the close of the financial year produce a balance sheet which shall be audited.
    • He/she shall advise the committee on all financial matters presenting the annual accounts to the AGM.
    • He/she shall sign all cheques together with either the Chairman or one other agreed signatory.
    • The treasurer is also responsible for keeping a record of all member`s names and addresses.

  • General Secretary
    • The general secretary shall prepare agendas, take minutes of committee meetings, conduct correspondence of The Club, and ensure the committee and members are informed as necessary.
    • Arrange printing and distribution of programmes to current and prospective members, copies also to be sent to local libraries and other promotional resources where applicable.
    • He/she shall undertake to arrange club social activities, dinners and outings etc.

  • Programme Secretary
    • The programme secretary shall contact speakers and judges to arrange a balanced programme covering a wide range of photographic interests.
    • A completed programme is to be presented to the AGM ready for printing (printing and distribution of programme to be carried out by secretary).
    • Notify and thank speakers and judges, giving directions etc., also provide competition secretary with details of judges.
    • Arrange alternatives, should a speaker/judge be unable to attend.

  • Competition Secretary - prints
    • The print competition secretary shall collect and collate all print entries and arrange delivery of entry to the judge.
    • Keep records of the competition results to enable the awards to be made in accordance with the agreed competition rules.
    • Together with the digital images competition secretary arrange for club trophies to be engraved at the end of each season.
    • He/she would also collect and collate inter club competition entries and arrange delivery of entry to the judge.

  • Competition Secretary - digital images
    • The digital images competition secretary shall collect and collate all digital entries and arrange delivery of entry to the judge.
    • Keep records of the competition results to enable the awards to be made in accordance with the agreed competition rules.
    • Together with the prints competition secretary arrange for club trophies to be engraved at the end of each season.
    • He/she would also collect and collate inter club competition entries and arrange delivery of entry to the judge.

  • Exhibition Secretary
    • The exhibition secretary shall collect and collate entries for any exhibitions The Club agrees to promote.
    • Arrange mounting of the exhibition, enlisting whatever help is required.
    • Encourage members to enter external photographic exhibitions, obtain entrance forms, collect and send joint entries to exhibitions.

  • Projectionist
    • The projectionist is responsible for ensuring the projector and screen is in good working order, setting up the equipment and projecting the slides when required.
    • He/she is also responsible to ensure someone is available to deputise in his absence.

  • Web master
    • The web master is responsible for running and maintenance of The club`s website.
    • He/she is tasked with keeping the information on The Club`s website correct and up to date.
    • He/she should be allowed access to any images provided by members of The Club to upload to the website to promote the work of The Club`s members.

  • Social media
    • The social media post is responsible for any promotion and communication regarding The Club through any social media websites, including such sites such as Facebook and Twitter.
    • This is a non-committee post.

  • Auditor
    • The auditor is an independent, competent person who shall be appointed to check and accept the annual accounts as being accurate.
    • This is a non-committee post.

  • Publicity Secretary.
    • The publicity secretary shall compile a report of The Club`s activities and take every opportunity to publish these reports.
    • As well as promoting The Club`s interest at every opportunity.

  • Ordinary Committee Members / Stewards
    • An ordinary committee member/steward shall be any person who is willing to pursue The Club`s interests, help to welcome new members, attend to any arrangements for the proceedings e.g., chairs, tables, draws etc.
    • Attend committee meetings and generally assist with the running of The Club.
    • Three committee members shall be elected annually.
    • Should any committee member resign, the post should be filled at the next committee meeting following the display of a notice requesting nominations for the post.
5. Membership
Membership to The Club is gained by paying the agreed subscription.

Members are expected to abide by the constitution and rules of The Club.

Only paid up members are eligible to enter into the club competitions.

Honorary Life Membership can be granted to anyone who has given outstanding long service to The Club. They would enjoy the same privileges as a full member without paying a membership fee.

Honorary Life Membership can only be proposed and granted at an A.G.M. following prior considered discussion by the committee.

A member failing to conduct him / her self in The Club's interest can be directed to leave the meeting by the chairman. Should this conduct continue the committee is empowered, after due deliberation, to cancel membership.

6. Subscriptions
A membership subscription shall be proposed and approved annually at the general meeting by a majority vote of the members.
7. Conduct During Committee Meetings
Only one person to speak at a time.

All matters should be addressed to the meeting through the chair.

An officer, committee member or ordinary member failing to conduct themselves in a manner conducive to The Club's interest can be directed to leave the meeting by the chairman. Should this conduct continue, the committee is empowered to remove that person from office after due deliberation.

8. Annual General Meeting (A.G.M.)
This meeting shall be held annually as the last evening of the club programme.
The following business is to be transacted - addresses/reports from President, Chairman and Treasurer:
  • To receive and accept audited accounts for the previous year.
  • The proposal and acceptance of subscription for forthcoming year.
  • To appoint and elect officers and committee members for the forthcoming year.
  • To transact any special business put forward by notice to Secretary and posted on The Club's notice board not less than 14 days prior to the meeting.
  • An open forum to receive suggestions, questions & other matters of The Club's interest. Any of these matters requiring further attention will be dealt with by the committee at the next meeting.
9. Ordinary Committee Meetings
These are to be held as necessary, to conduct relevant business. They shall be attended by the elected officers & committee.
10. Extraordinary General Meetings (E.G.M.)
These meetings shall only be called as follows:
  • To conduct special urgent business relating only to notice given.
  • Can only be held at the request of five or more members.
  • Notice of meetings shall be clearly posted on the club notice board for twenty one days, giving the date and time of meeting, venue, and nature of the business to be discussed.
  • Minutes to be kept and annexed to the next A.G.M.
  • Following a period of 3 years during which there is no club activity the remaining committee members are empowered to dispose of the clubs assets as seen fit.
11. Voting Procedure
At A.G.M.`s and E.G.M.`s only members and honorary life members are eligible to vote.

At Committee meetings only current committee members are eligible to vote.

Decisions are to be made by a simple majority vote.

The Chairman shall be entitled to vote in the first instance and have a casting vote.

The Chairman`s ruling on matters of procedure is final.

12. Quorum
No decisions of major financial or other important matters shall be made at any meeting unless a quorum of five is present.
13. Sub Committees
Any person can be enlisted by the committee to take part on a sub committee to provide information to assist the elected committee members.