The Constitution of Doncaster Camera Club

  1. Objectives
  2. Doncaster Camera Club’s objectives are the study and advancement of photography, the production of photographs, and the fostering of an active community of local photographers, embracing both traditional and digital processes.
  3. Membership
  4. Membership of the Club implies a commitment to comply with and abide by its rules.
  5. Management
  6. The business of the Club shall be managed by a Council consisting of Officers and two Council Members, who shall be elected annually at the Annual General Meeting.
  7. Officers
  8. The Officers of the Club shall comprise:
    • The President
    • The Vice-President
    • The Immediate Past President (ex officio)
    • The Honorary Secretary
    • The Honorary Treasurer
    • The Programme Secretary
    • The Competition Secretary
  9. Notes:
  10. a. Except for the President and Vice-President, these Officers shall be elected annually at the Annual General Meeting, along with the two Council Members.
  11. b. All Officers and Council Members are eligible for re-election each year. However, the President’s term shall not exceed two consecutive years, after which the Vice-President shall automatically be nominated to succeed to the position.
  12. c. The retiring President shall serve as an ex-officio member of the Council for the succeeding year in the role of the Immediate Past President and shall chair meetings in the absence of both the President and Vice-President.
  13. Meetings and Quorum
  14. The affairs of the Club shall be conducted at properly convened meetings of the Council, with five members forming a quorum.
  15. At the Annual General Meeting or a Special General Meeting, nine members shall constitute a quorum.
  16. The Annual General Meeting may elect as an Honorary Life Member any person who has rendered exceptional service to the Club through practical contribution, benefaction, or by bringing distinction to the Club. (Council Minute 4.1.2, 2nd Dec 1996).
  17. This office does not carry a seat on the Council. In the event of a Council member resigning or otherwise ceasing to serve, the Council may elect a successor.
  18. The Council may co-opt other members to assist with Club affairs; however, such members shall not be entitled to vote on Council matters.
  19. Dissolution
  20. Doncaster Camera Club may be dissolved at any time if agreed by two-thirds of the members present and voting at a General Meeting.
  21. Upon dissolution, any remaining assets after the payment of all debts shall be given to another photography-based group with similar aims within the Doncaster Metropolitan Borough area.
  22. Financial Year
  23. The financial year of the Club shall end on 31st December each year.
  24. Annual General Meeting
  25. The Annual General Meeting shall be held between 1st April and 31st May each year.
  26. Duties of Officers
  27. The Secretary shall attend and keep minutes of all meetings and conduct the Club’s correspondence.
  28. The Treasurer shall collect all subscriptions and monies due, issue official receipts, defray the expenses of visiting judges and lecturers, and promptly discharge all liabilities as authorised by the Council.
  29. Subscriptions
  30. The annual subscription shall be due on 1st May and no later than the first meeting of the winter season.
  31. Only fully paid-up members may enter monthly competitions. Prints and DPIs will be accepted only if they bear the current year’s membership number.
  32. Applicants must submit the full subscription along with a properly completed application form.
  33. Members joining after 1st January shall pay half the annual subscription rate.
  34. Subscription Review
  35. The annual subscription shall be reviewed each year at the Annual General Meeting. (1974 AGM resolution)
  36. Cessation of Membership
  37. Membership shall cease upon written resignation to the Secretary or failure to pay the annual subscription by 31st December.
  38. Defaulting members may be re-admitted upon payment of one year’s arrears.
  39. Special General Meetings
  40. Any ten paid-up members may submit a written request to the Secretary for a Special General Meeting. The request must state the business to be discussed, and the meeting shall be convened within 28 days of the notice.
  41. Amendments to the Constitution
  42. No additions or alterations may be made to the Constitution except at an Annual or Special General Meeting.
  43. Proposals must be submitted to the Secretary at least 28 days prior to the meeting.
  44. Members shall be given 14 days’ notice of any such meeting, including details of proposed changes.
  45. The Council may make emergency rules, effective immediately, which must be ratified at a Special General Meeting within 28 days.
  46. Visitors
  47. Members may introduce visitors to Club meetings; however, no visitor may attend more than three times in a financial year (1st January to 31st December).
  48. Rules for Competitions and Equipment
  49. The Council shall, from time to time, make necessary rules concerning competitions and the use of Club equipment.
  50. Equality and Inclusion
  51. Doncaster Camera Club welcomes anyone with an interest in photography, regardless of ethnic origin, religious beliefs, gender, disability, age, or sexual orientation.

The Club will:

a. Encourage and cultivate attitudes that promote parity of esteem among members.

b. Inform all new members of this policy.

c. Endeavour to make all members feel comfortable, safe, and free from harassment or unwanted attention.

d. Provide a programme of events to meet the interests of all members.

e. Encourage participation from members with physical impairments to the best of its ability.

f. Use its subscription structure to positively encourage membership across all ages and genders. (AGM 1997)

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