Club Rules
1. The Club shall be called "The Shillington and District Camera Club" and membership shall be open to all interested in photography.
2. The Annual Subscription shall be fixed for the following year at the Annual General Meeting. There shall be four rates of subscription:-
(i) Individual membership.
(ii) Junior membership (under 18 years of age).
(iii) New members joining after the 31st January at 50% of the appropriate rate.
(iv) Country membership (resident over 50 miles from Shillington). Country membership shall be capped at a £5 differential below the Individual membership.
(iv) Associate membership (available for spouses and partners of members who wish to come on club events but who do not actively participate as photographers. Associate membership also entitles attendance at up to three club nights per season, on payment of guest attendance fee).
Subscriptions become due on 1st September to cover the following 12 months. The Club reserves the right to terminate membership if the subscription is not paid by the 30th November and any member so terminated will not be allowed to rejoin at the reduced rate during the same year.
3. On a visitor's fourth attendance they will be asked to become a member of the Club and pay the required subscription.
4. The Club shall meet on Monday evenings generally between September and April excluding Bank (public) Holidays and on other occasions as decided by the Executive Committee.
5a. The affairs of the Club shall be managed by an Executive Committee comprising the Officers and five ordinary members.
5b. The Officers shall comprise a Chairman, Honorary General Secretary, Honorary Programme Secretary, Honorary Treasurer and Honorary Competition Secretary, each to be elected annually at a general meeting.
5c. Five ordinary committee members will be elected annually at a general meeting.
5d. No candidate for office will be nominated in his/her absence unless the prior written consent of the nominee has been obtained.
5e. All Officers and committee members are eligible for re-election each year except that the Chairman shall be eligible to stand for only two consecutive years.
6. The Executive Committee shall have the power to co-opt the assistance of Club members as necessary.
7a. An Annual General Meeting shall be convened in April each year by fixing a date in the published programme. The Honorary General Secretary shall issue to all members at least 14 days before the date of the meeting an agenda including the proposed officer and committee nominations and a Form of Proxy for members who may be unable to attend.
7b. An Extraordinary General Meeting may be convened on a requisition signed by any five members, stating the object, and sent to the Honorary General Secretary at least twenty-eight days before the date proposed.
7c. On receipt of a requisition valid under rule 7b the Honorary General Secretary shall call an Extraordinary General Meeting and shall issue to all members at least 14 days before the date of the meeting an agenda and a Form of Proxy for members who may be unable to attend.
7d. Where a resolution is put to an AGM or EGM voting shall be by show of hands or paper ballot as appropriate and shall include any proxy votes cast. Each member shall be entitled to one vote. In the event of a tied vote the Chairman shall have a casting vote. All voting shall be overseen by two ordinary members appointed tellers at each meeting.
8. At Executive Committee meetings five shall form a quorum and at the Annual General or Extraordinary General meetings ten.
9a. The Honorary General Secretary shall keep minutes of Annual General, Extraordinary General and Executive Committee meetings and conduct the general correspondence of the Club.
9b. The Honorary Programme Secretary shall keep a record of ordinary meetings and conduct correspondence relating to the programme.
9c. The Honorary Treasurer shall be responsible for all aspects of the club finances keeping records, and managing the club’s bank accounts, as authorised by the Executive Committee. The Executive Committee shall nominate and authorise the signatories to the Club Bank account(s), which shall include the Chairman, Honorary General Secretary and Honorary Treasurer. Each financial year shall close on the 31st March at which time a Balance Sheet shall be drawn up by the Honorary Treasurer for audit by two ordinary members appointed for the purpose.
10a. No alteration of or addition to any Rules governing the conduct and affairs of the Club shall be made except (a) at an Annual General Meeting or Extraordinary General Meeting or (b) as provided for in the Competition Rules.
10b. Proposals for the alteration of or addition to any Rule(s) governing the conduct and affairs of the Club must be sent in writing to the Honorary General Secretary at least twenty-eight days before the date of the General Meeting, signed by a Proposer and Seconder.In the event that the Proposer and Seconder fail to speak on behalf of the Proposal at the subsequent General Meeting, the Chairman shall declare the Proposal invalid and it shall be deemed to have been defeated.
11. Membership of the Club is conditional upon the undertaking to comply with and abide by these Rules.
12a If for any reason the Executive Committee considers there is no point in the Club continuing its activities, the Honorary General Secretary shall convene a Winding-up Meeting giving at least fourteen days notice thereof to all current members. Those members attending shall be deemed a quorum.
If the Winding-up Meeting resolves that activities shall cease then the Club's affairs shall be wound-up and the assets shall be disposed of in accordance with Rule 12b by members of the Executive Committee who for these purposes shall be deemed Trustees in whom the assets of the Club are vested.
12b. To allow attempts to be made to reform the Club, the Trustees shall after settlement of all debts and liabilities retain the remaining assets for six months. After this period, if the Club has not been re-formed all equipment etc. shall be sold by the Trustees at a reasonable market value whereupon a Final Balance Sheet shall be drawn up and be made available to members. Irrespective of whether or not the Club is affiliated to the Photographic Alliance of Great Britain, the outstanding balance shall be donated to the East Anglian Federation of Photographic Societies for the purposes of (a) establishing a commemorative Shillington and District Camera Club Trophy to be awarded at the Federation's discretion and (b) applying the remainder to the promotion of amateur photography in the region.
Club Rules - revisions
Revision 18 (December 2004 - originally published on errata sheet)
Rule 2 - delete “(ii) Husband and wife joint membership” and re-number (iii) to (v). Four rates of subscription.
Agreed at 2003 AGM.
Revision 19 (December 2005)
Rule 2 iv - add the note about the £5 differential.
Agreed at 2004 AGM
Revision 20 (April 2009)
Rule 4 (previously rule 7) – revision to club season
Rule 5 (previously rule 4) – renumbered
Rule 6 (previously rule 5) – renumbered
Rule 7 (previously rule 6) – clarification of procedures for calling AGM and EGM
Rule 8 – quorum for Executive Committee meetings reduced from six to five.
Rule 9 – restructured, clarification of Honorary Treasurer’s duties
Agreed at 2009 AGM
Revision 21 (March 2010)
Rule 5 – revision to composition of Executive Committee
Agreed at 2010 (March) EGM
Revision 22 (April 2010)
Rule 2 – revision to create Associate Membership
Agreed at 2010 (April) AGM
2. The Annual Subscription shall be fixed for the following year at the Annual General Meeting. There shall be four rates of subscription:-
(i) Individual membership.
(ii) Junior membership (under 18 years of age).
(iii) New members joining after the 31st January at 50% of the appropriate rate.
(iv) Country membership (resident over 50 miles from Shillington). Country membership shall be capped at a £5 differential below the Individual membership.
(iv) Associate membership (available for spouses and partners of members who wish to come on club events but who do not actively participate as photographers. Associate membership also entitles attendance at up to three club nights per season, on payment of guest attendance fee).
Subscriptions become due on 1st September to cover the following 12 months. The Club reserves the right to terminate membership if the subscription is not paid by the 30th November and any member so terminated will not be allowed to rejoin at the reduced rate during the same year.
3. On a visitor's fourth attendance they will be asked to become a member of the Club and pay the required subscription.
4. The Club shall meet on Monday evenings generally between September and April excluding Bank (public) Holidays and on other occasions as decided by the Executive Committee.
5a. The affairs of the Club shall be managed by an Executive Committee comprising the Officers and five ordinary members.
5b. The Officers shall comprise a Chairman, Honorary General Secretary, Honorary Programme Secretary, Honorary Treasurer and Honorary Competition Secretary, each to be elected annually at a general meeting.
5c. Five ordinary committee members will be elected annually at a general meeting.
5d. No candidate for office will be nominated in his/her absence unless the prior written consent of the nominee has been obtained.
5e. All Officers and committee members are eligible for re-election each year except that the Chairman shall be eligible to stand for only two consecutive years.
6. The Executive Committee shall have the power to co-opt the assistance of Club members as necessary.
7a. An Annual General Meeting shall be convened in April each year by fixing a date in the published programme. The Honorary General Secretary shall issue to all members at least 14 days before the date of the meeting an agenda including the proposed officer and committee nominations and a Form of Proxy for members who may be unable to attend.
7b. An Extraordinary General Meeting may be convened on a requisition signed by any five members, stating the object, and sent to the Honorary General Secretary at least twenty-eight days before the date proposed.
7c. On receipt of a requisition valid under rule 7b the Honorary General Secretary shall call an Extraordinary General Meeting and shall issue to all members at least 14 days before the date of the meeting an agenda and a Form of Proxy for members who may be unable to attend.
7d. Where a resolution is put to an AGM or EGM voting shall be by show of hands or paper ballot as appropriate and shall include any proxy votes cast. Each member shall be entitled to one vote. In the event of a tied vote the Chairman shall have a casting vote. All voting shall be overseen by two ordinary members appointed tellers at each meeting.
8. At Executive Committee meetings five shall form a quorum and at the Annual General or Extraordinary General meetings ten.
9a. The Honorary General Secretary shall keep minutes of Annual General, Extraordinary General and Executive Committee meetings and conduct the general correspondence of the Club.
9b. The Honorary Programme Secretary shall keep a record of ordinary meetings and conduct correspondence relating to the programme.
9c. The Honorary Treasurer shall be responsible for all aspects of the club finances keeping records, and managing the club’s bank accounts, as authorised by the Executive Committee. The Executive Committee shall nominate and authorise the signatories to the Club Bank account(s), which shall include the Chairman, Honorary General Secretary and Honorary Treasurer. Each financial year shall close on the 31st March at which time a Balance Sheet shall be drawn up by the Honorary Treasurer for audit by two ordinary members appointed for the purpose.
10a. No alteration of or addition to any Rules governing the conduct and affairs of the Club shall be made except (a) at an Annual General Meeting or Extraordinary General Meeting or (b) as provided for in the Competition Rules.
10b. Proposals for the alteration of or addition to any Rule(s) governing the conduct and affairs of the Club must be sent in writing to the Honorary General Secretary at least twenty-eight days before the date of the General Meeting, signed by a Proposer and Seconder.In the event that the Proposer and Seconder fail to speak on behalf of the Proposal at the subsequent General Meeting, the Chairman shall declare the Proposal invalid and it shall be deemed to have been defeated.
11. Membership of the Club is conditional upon the undertaking to comply with and abide by these Rules.
12a If for any reason the Executive Committee considers there is no point in the Club continuing its activities, the Honorary General Secretary shall convene a Winding-up Meeting giving at least fourteen days notice thereof to all current members. Those members attending shall be deemed a quorum.
If the Winding-up Meeting resolves that activities shall cease then the Club's affairs shall be wound-up and the assets shall be disposed of in accordance with Rule 12b by members of the Executive Committee who for these purposes shall be deemed Trustees in whom the assets of the Club are vested.
12b. To allow attempts to be made to reform the Club, the Trustees shall after settlement of all debts and liabilities retain the remaining assets for six months. After this period, if the Club has not been re-formed all equipment etc. shall be sold by the Trustees at a reasonable market value whereupon a Final Balance Sheet shall be drawn up and be made available to members. Irrespective of whether or not the Club is affiliated to the Photographic Alliance of Great Britain, the outstanding balance shall be donated to the East Anglian Federation of Photographic Societies for the purposes of (a) establishing a commemorative Shillington and District Camera Club Trophy to be awarded at the Federation's discretion and (b) applying the remainder to the promotion of amateur photography in the region.
Club Rules - revisions
Revision 18 (December 2004 - originally published on errata sheet)
Rule 2 - delete “(ii) Husband and wife joint membership” and re-number (iii) to (v). Four rates of subscription.
Agreed at 2003 AGM.
Revision 19 (December 2005)
Rule 2 iv - add the note about the £5 differential.
Agreed at 2004 AGM
Revision 20 (April 2009)
Rule 4 (previously rule 7) – revision to club season
Rule 5 (previously rule 4) – renumbered
Rule 6 (previously rule 5) – renumbered
Rule 7 (previously rule 6) – clarification of procedures for calling AGM and EGM
Rule 8 – quorum for Executive Committee meetings reduced from six to five.
Rule 9 – restructured, clarification of Honorary Treasurer’s duties
Agreed at 2009 AGM
Revision 21 (March 2010)
Rule 5 – revision to composition of Executive Committee
Agreed at 2010 (March) EGM
Revision 22 (April 2010)
Rule 2 – revision to create Associate Membership
Agreed at 2010 (April) AGM