Constitution and Rules

 

CONSTITUTION

Title

1. The name of the club shall be “the Exmouth Photo Group”, hereinafter referred to as “the Group”.

Objective

2. The object of the Group shall be to develop the skills, knowledge and appreciation of all aspects of photography which may be promoted by demonstrations, discussions, talks by members and visiting photographers and by means of competitions, both amongst the members and with others.  

3. In accordance with the ethos of the Group all members are expected to be active as photographers. They should be prepared to support the Group by participating in competitions, projects, portfolios, practical sessions, exhibitions etc. and are encouraged to undertake the production of their own images

Group Representation

4. The Committee may appoint any member to represent the Group in whatever capacity in any organisation which has as one of its principal objects the promotion of photography.

Membership
 
5. The group shall consist of Honorary Members, Full Members, Associate Members, and Junior Members as defined below:
 
5.1 Honorary Member: A person who has either given long or special service to the Group or has achieved distinction in the field of photography and has been nominated for this category of membership by the Committee.
 
5.2 Full Member: A person who has attained the age of 18.  A Full Member shall have the right of access to the Group’s assets, facilities and activities and shall have voting rights.

5.3 Associate Member: A person who is and intends to remain a Full Member of another photography club but wishes to attend Group meetings from time to time.  An Associate Member shall have no voting rights, may not participate in General Meetings or competitions, and shall have no right of access to the Group’s assets.  An individual's entry to and continuance of this class of membership shall be at the discretion of the Committee.
 
5.4 Junior Member: A member under the age of 18 having the same rights as a Full Member.

5.5 Full Members 24 years of age or younger who are students or not in full time employment may be eligible to pay the equivalent of the Junior Member subscription rate at the Committee's discretion.

6. Where members of the same family join the Group, up to two spouses or partners in a permanent relationship and dependent children may be covered by a Family subscription at the Committee’s discretion.  Each family member has the same entitlements as a Full Member.
 
7. If the Committee considers that there are reasonable and practical grounds for doing so it may impose a limit on the number of members of the Group during any particular period.  This may apply for example, but not be confined to, restrictions on the use of premises.

8. Names, addresses and telephone numbers of all members are held on computer files, together with details of competition results, etc. No such information will be passed to third parties unless agreed by the member concerned.

Management

9a. Management of the Group shall be in the hands of a Committee consisting of a Chairman, Immediate Past-chairman, Vice-chairman, Hon. Secretary, Hon. Treasurer, Competition Secretary, Programme Secretary and one Additional Member.

9b. The Immediate Past-Chairman shall be the most recent past Chairman of the Group who is available to fill the position. If no such person is available then the position shall remain vacant.

9c. The Additional Member shall ideally be a member who has joined the Group within the previous 4 years and qualifying members of the Group shall be encouraged to stand for the position.

10. If any Committee member fails to attend three consecutive committee meetings without reasons acceptable to the Committee, he or she may be deemed to have resigned.

11. The Committee shall normally meet at such times as business demands.  A quorum shall consist of four of the above committee members, which shall include either the Chairman or Vice-chairman [who shall act as chairman in the absence of the Chairman].

12. The chairman at any committee or club meeting shall be entitled to vote. The Committee shall have the power to appoint sub-committees or working groups to deal with specific matters and shall, at its discretion, authorise co-option to such bodies.

13. The property of the Group shall be vested in the Committee and shall only be loaned or hired to third parties at the discretion of the Committee.

14. The Chairman, the Hon. Secretary and the Hon. Treasurer shall act as Trustees where appropriate.

Applications for Membership

15.  Membership of the Group is open to all persons within the community without discrimination and any person who pursues or wishes to pursue an active interest in photography may apply for the appropriate category of membership other than that of Honorary Member. The application shall be made on an Application Form [in the form appended hereto] countersigned by a Committee member. 

16. The successful applicant shall be admitted to membership of the Group within the appropriate category immediately upon payment of the subscription [or the relevant pro rata proportion thereof] applicable in accordance with clauses 19 to 23.

17.  An application for membership may be refused if there are reasonable grounds to believe that the conduct or the character of the applicant would be likely to bring the Group into disrepute if he or she were to become a member.  The Committee shall be empowered to terminate the membership of an existing member on similar grounds and any member whose membership is so terminated shall be entitled to a pro rata refund of any subscription paid by him or her.   Membership may also be refused in accordance with Clause 7, in which event details of the applicant may, if they so wish be placed on a waiting list until a vacancy occurs or the Committee has removed or raised the imposed limit.

18. Any person whose application for membership is refused or whose membership is terminated may appeal in writing against that decision to the Committee for which purpose a quorum of the Committee shall consist of the Chairman or Vice-chairman [who shall act as chairman in the absence of the Chairman] and four other members of the Committee. The appeal shall be considered by the Committee within one month of its receipt and the applicant shall be informed of the Committee’s decision as soon as practicable.

 

 

 

Subscriptions

19. The annual subscription rate for Full Members shall be determined by the Committee and put to the vote at the Annual General Meeting held prior to commencement of the subscription year.

20. The subscription rate for Associate and Junior Members shall be approximately 40% of the rate for Full Members, closely rounded, as advised by the Committee.

21. The subscription rate for Family membership shall be approximately 150% of the rate for Full Members, closely rounded, as advised by the Committee.

22. All subscriptions shall be due at the commencement of the annual indoor programme (normally September to April – ‘the subscription year’) but any person admitted to membership during the subscription year shall be liable to pay only a pro rata amount of the relevant subscription determined in accordance with the number of months remaining in that year.

23. An Honorary Member shall not be liable to pay any annual subscription.

Financial Year

24. The Financial Year of the Group shall run from January 1st to December 31st in each year.

Group Accounts

25. A Bank or Building Society account shall be maintained in the name of the Group into which all revenue of the Club shall be paid and from which withdrawals shall only be made on the signatures of the Hon. Treasurer and either the Chairman, Vice Chairman or Hon. Secretary.   A deposit account or accounts may also be maintained at the discretion of the Committee.

26. The books of account shall be kept by the Hon. Treasurer and shall be audited by such person as may be appointed as Auditor for the purpose by the members at an Annual General Meeting. At the next Annual General Meeting following the financial year to which the accounts relate the Auditor shall make a report to the members on the accounts as examined by him certifying whether they are correct and stating whether in his opinion they give a true and fair view of the financial position of the Club.

General Meetings

27. Twelve members eligible to vote shall form a quorum at any General Meeting.

28a. Proposals for consideration at a General Meeting must be received by the Hon. Secretary at least twenty eight days prior to a General Meeting and circulated along with the notice of the Meeting.

28b. The Hon. Secretary shall give notice to all members at least fourteen days before any General Meeting. During the winter season notice of a General Meeting may be by oral notification at two consecutive weekly meetings. Proposals may be circulated using electronic means or distributed by hand or post.

29. The Annual General Meeting shall be held in April of each year.

30. The agenda for the Annual General Meeting shall include reports from the Chairman and Secretary and the presentation of the annual accounts for approval by the members.

31. Nominations for Officers and Committee and items for the Agenda must reach the Hon. Secretary at least fourteen days before the Annual General Meeting. The retiring Officers and Committee Members may offer themselves for re-election except that the Chairman shall not hold office for more than three consecutive years.

32. The election of Officers and Committee shall be by ballot at the meeting if the nominations exceed the number of vacancies.

33. Notwithstanding the fact that the post of Hon. Secretary may change at the Annual General Meeting the outgoing Hon. Secretary shall, nevertheless, take the minutes of the whole of that meeting.

34. An Extraordinary General Meeting shall be summoned by the Hon. Secretary if twelve members present a signed requisition stating the motion to be discussed.   No business other than the matters on the Agenda may be discussed at an Extraordinary General Meeting.

Members Suggestions and Complaints

35. Suggestions for improving the running of the Group will be welcomed by the Committee.

36. Complaints about the running of the Group must be made in writing and signed and dated and addressed to the Hon. Secretary who will place them before the Committee for consideration.  The decision of the Committee must be accepted as final.

Winding-up of the Group

37. In the event of a decision being taken to wind up the Group, the Committee shall be empowered to realise all assets of the Group and donate the proceeds to the Western Counties Photographic Federation and/or a registered charity or charities of the Committee’s choice.

Alteration of Constitution

38. This constitution shall not be altered except at a General Meeting by majority vote of those members present voting for the proposed change. 


RULES

Competitions

1. During the indoor season (normally September to April) there shall be five regular competitions one of which will be a set subject and one panel competition.

2. Regular competitions shall comprise three sections:
Projected Images, Colour prints and Mono prints
An image may not be entered more than once in any one section.

3. Trophies will be awarded as follows

Regular monthly competitions:
Annual Trophies for each Section (Colour Prints, Mono Prints and Digital Images) shall be decided by the accumulation of points given as follows. Where a tie results, the number of 1st places, then 2nd places, then 3rd places shall be used to decide the winner. If a tie remains after this, the award shall be made to all those tied and the trophy held by each for an equal period over the year.
1st place: 6 points
2nd place: 5 points
3rd place: 4 points
Highly Commended: 3 points
Unrewarded entry in section: 2 points

Panel competition:
Print Frame for Monochrome Worker of the Year
Colour Print Trophy for Colour Print Worker of the Year
Projected Image Cup for Projected Image Worker of the Year

4. At the end of the year, the committee will consider the position of non-active members.  All members are reminded that the Group was formed primarily to encourage active participation by members.  All new members are accepted on this understanding, whatever their level of ability.

Competition Entries

5. For the Regular Monthly meetings each Club member can enter 4 images in to the competition.

  All entries are submitted to the Competition Secretary at least two weeks before the date set for the competition.  A collection of photographs within the same mount will count as one entry.

6. For the panel competition an entry shall consist of a panel of between four and six photographs.

7. Each print / projected image may be entered for only one regular competition but may also be used in a panel competition.

8. Each entry for the regular monthly competitions the judge will award first, second and third places in each section plus a maximum of 3 highly commended images.  Alternatively, members may submit work marked “For Comment Only”.

9. The entrant must have taken the original photographs and personally controlled all modifications.

10. The major part of each entry submitted must have originated within 18 months from the start of the current competition year.

11. To ensure impartiality, all entries must be marked with the member’s competition number, but must not bear the member’s name.

12. All entries must bear a title, or the words “No Title” and a description (to aid the Competition Secretary).

13. Prints must be mounted. The maximum print mount size is 20” x 16”. [Note: Outside competitions may require the maximum mount size to be 50cm x 40cm].

14. Digital images for projection shall be sized and presented as stipulated by the co-ordinator for the entries which at present is 1400 pixels maximum heigh x 1050 pixels maximum width in jpg format.

15. Latest entry dates for each competition are usually printed in the programme.   Members must place their entries in the box provided and note their entries in the appropriate section of the entry list.

16. Entries which do not accord with the above rules or which are submitted late may be rejected.

17. Please refer to our Competition Guide and Competition News for more information on competitions. (These are available as printed copies or can be found on our website)

Projects

18. Each Full, Junior or Honorary Member is encouraged to present a project to a members’ meeting from time to time as deemed practicable.

19. Joint projects are acceptable, provided each member produces a significant part of the project.

20. A project may consist of a presentation of images produced by the member either as prints or projected images, including audio visual work.  Alternatively an illustrated presentation or demonstration of a particular aspect of photography is acceptable as a project.