Constitution

The organisation shall be known as Corley and Fillongley Photographic Club

The Objects of the organisation shall be:

  • We shall be an independent organisation, open to all likeminded people who wish to bring together persons actively interested in all aspects of Photography and generally to promote any activity for the mutual assistance of members and improvements of the standard of Photography, both artistically, technically and including presentation skills.
  • Where necessary and appropriate we will represent the views, concerns and interests of our members.
  • We will act at all times in the best interests of our members, remaining non-political, and will resolve issues among our members through democratic processes.

    Membership:

  • Membership shall be open to those mentioned above, anyone over the age of 18 years, any sex, race, religion, physical or mental impairment or any other social category.
  • All members shall actively work in the best interest of the Club.
  • Membership is not transferable to anyone else.
  • Recruitment of members:
    • All potential members must complete an application form.
    • All successful applicants will be listed in the membership register.
  • The Committee may unanimously, for good reason and in the best interests of the organisation, deny, terminate or suspend the membership of any individual. The process for which will be as follows:
  • The action must be made in writing to the individual
  • The individual concerned shall have the right to be heard in person
  • accompanied by a friend, by the Committee within 21 days of the decision.
  • The Committee must also consider any written representations the applicant may make about the decision
  • All decisions shall be final and once made the Committee must inform the individual in writing of the reasons for the refusal/suspension/dismissal within 21 days of the decision.
  • Membership is restricted to 50 members, any other persons wishing to join after that limit has been reached will be put on a waiting list until a place becomes available.

Powers:

  • The organisation shall have the power to do all things necessary and expedient for the fulfilment of its objectives conducive to democratic agreement within a legal and ethical framework and may exercise the following powers:
  • Power to raise funds and to invite and receive contributions provided that in raising funds the Committee shall not undertake any substantial permanent trading activities and shall conform to any relevant legal requirements of the law.
  • Power to buy, take on lease or exchange any property necessary for the achievement of the objects and to maintain and equip it for use.
  • Power to subject to any consents required by law to sell, lease or dispose of all or any part of the property of the organisation.
  • Power to co-operate with other charities, voluntary bodies and statutory authorities operating in furtherance of the objects or of similar charitable purposes and to exchange information and advice with them (data protection allowing).

Finances:

  • Any subscription shall be set at the Annual General Meeting of the organisation and shall be kept as low as possible.
  • The funds and property of the organisation shall be used solely to further its objectives, and shall be paid into an account operated by the Committee.
  • A proper record of all income and expenditure will be kept at all times.
  • All cheques drawn on the account must be signed by at least two of the agreed signatories (who shall not be related).
  • The Treasurer should have the accounts checked by a responsible club member and not a committee member
  • Only authorised, reasonable out of pocket expenses may be claimed by the Committee and Members.
  • The club accounts are open to any club member who requests to see them.

Management:

  • The organisation shall be managed by a Committee of a minimum of 3 and a maximum of 7 elected at each Annual General Meeting, including Chairperson, Secretary and Treasurer.
  • The Committee shall meet not less than 4 times a year.
  • A quorum for committee meetings shall constitute 3 Committee Members.
  • All meetings must have a proper agenda, which includes the date, place, and time of the meeting, attendees and the business discussed.
  • A proper record of all meetings will be kept in a minute’s book in addition to records of expenditure and income which shall be available to all Members.
  • The Committee have the power to:
    Deal with matters arising on a day to day basis,
    Fill vacancies arising during the year
    And may appoint such sub-committees as may be required to carry out the activities of the organisation, which shall be directly accountable to the Committee.

Annual General Meeting:

  • There shall be an Annual General Meeting at which the Committee shall report on its work and present a statement of accounts.
  • The existing Committee shall retire and a new Committee shall be elected. Only existing Members are eligible for election. Existing Committee Members may stand for re-election.
  • A minimum of 28 days’ notice shall be given of AGMs.
  • Nomination forms should be sent out at least 21 days before the AGM. Nominations must be returned to the Secretary at least 7 days before the AGM.
  • All Members have one vote; only Members present at the meeting may vote.
  • All decisions will be based on a majority acceptance. If the vote is tied the Chairperson will have the casting vote.

Other Meetings:

  • The Secretary shall call a Special General Meeting at the request of a majority of the Members upon receipt of a written petition signed by no less than one third of Members, giving reasons for their request.
  • Not less than 21 days’ notice of a SGM shall be given.

Alterations to the Constitution:

  • Any proposed alterations to the Constitution and Rules shall be submitted to the Secretary not less than 14 days before the next AGM or a Special Meeting shall be called to discuss the proposed changes.
  • The approval of two-thirds of those present at the AGM will be required to effect any proposed change.Dissolution:
  • If the Committee, by a simple majority, decide at any time that on the grounds of expense or otherwise it is necessary or advisable to dissolve the organisation, it shall call a Special General Meeting, stating the terms of the resolution to be proposed at the meeting.
  • The Committee have the power to dispose of any assets held by or in the name of the organisation.
    • In no circumstances shall the assets of the organisation be paid to or distributed among the Members of the organisation.
    • All current funders must be notified of the decision and given the opportunity to reclaim their unspent funds.
    • Any assets remaining after the satisfaction of any proper debts and liabilities shall be donated to a charitable organisation in the locality as decided by the membership.
    • If the Members resolve to dissolve the organisation the Committee will remain in office, and be responsible for winding up the affairs of the organisation.