Constitution of the Wymondham Photographic Society
1.1 The association shall be called “The Wymondham Photographic Society”, hereafter called ‘The Society’.
1.2 The official meeting place shall be ‘Wymondham Dell Bowls Club’, Norwich Road, Wymondham, NR18 0NT, or as The Committee or AGM shall from time to time determine.
1.3 The objectives of The Society shall be:
1.3.1 To promote interest and education in all aspects of photography.
1.3.2 To encourage an atmosphere of mutual assistance and goodwill.
1.3.3 To encourage keen competition.
1.3.4 To raise and maintain funds whereby the above objectives can be achieved.
2.1 Activities of The Society shall be administered by a committee which shall be composed of not more than ten members comprising:
2.1.1 Officers – Chairman, Vice-Chairman, Secretary, Treasurer, Competition Secretary, Membership Secretary.
2.1.2 Up to 4 ex officio members as may be elected.
2.2 The committee is also empowered to co-opt members for special assistance as required or to fill a committee vacancy occurring during the year.
2.3 The committee shall meet for the dispatch of business as it considers necessary. Questions arising at any meeting shall be decided by a majority of votes of members present. In the case of equality of votes, the chairman shall have a second or casting vote.
A committee quorum shall be five, but this must include at least one of the Officers.
2.4 The committee may delegate any of its powers to a sub-committee consisting of three or more of its members as it considers necessary, but any subcommittee so formed shall, in the exercise of the powers so delegated, conform to any regulations that may be imposed on it by the committee.
2.5 Meetings shall be chaired by the Chairman or, in his/her absence, by the Vice-Chairman or as required by any other Committee member chosen for that meeting.
2.6 Minutes shall be kept of proceedings of committee meetings.
2.7 Members may attend Committee meetings, but only as observers.
3.1 Individual Membership. Individuals, upon payment of the annual subscription, become full family members and are entitled to vote at General Meetings.
3.2 Family Membership. Family Membership comprises a member, partner and any dependent children between and including the ages of 14 and 17 years. Family Membership carries one vote only at General Meetings.
3.3 Family members under the full age of 18 years must be accompanied by a responsible adult member whilst attending The Society meetings.
3.4 Honorary Members
3.4.1 The President and Vice Presidents are honorary members of The Society and shall comprise such persons as The Society in general meeting or the committee may elect. On acceptance of office, honorary members are expected, when requested, to assist the promotion of The Society objectives of which they approve and of which they can be of particular assistance. They will pay no membership subscriptions.
3.4.2 The committee may only elect one president.
3.4.3 The committee has the power to appoint honorary life members.
3.5 Upon acceptance of persons for membership of The Society, their names will be entered onto the register of members and they will be issued with a Society competition number. Family membership entitles one global entry to competitions. Any additional Family members who wish to take part in competitions will be issued with an individual competition number on request, but only on payment of half the full individual membership fee for that individual member.
3.6 There is no ‘right to membership’. Membership is entirely at the discretion of the Committee. The committee may give notice in writing to a member of termination of membership for:
3.6.1 Non-payment of fees.
3.6.2 Behaviour, in their opinion, detrimental to The Society.
3.6.3 Any other reason considered valid by the Committee.
3.6.4 At the discretion of the Treasurer, a pro rata refund of the membership fee paid for the year may be repaid to a member whose membership has been terminated.
3.7 Membership fees will be determined by the Committee. The financial year shall be from the 1st January to the 31st December. For existing members, membership fees fall due on the 1st September and should be paid before the 1st October in any year. New members joining during the year shall have their membership fee reduced by 10% for every fully expired calendar month within the programme season prior to the date of their application to join.
3.8 At the discretion of the Committee, members taking photographs at a club studio evening may be invited to make a contribution towards the cost of the model(s).
4.1 Annual General Meeting
4.1.1 The Annual General Meeting of The Society (AGM) shall normally be held on the 4th Tuesday of January. The officers and Committee members shall be elected for the ensuing season at the AGM. Nominations for officers and committee members may be made to the secretary, proposed and seconded and with the consent of the member concerned, or may be received verbally from the floor of the meeting. Retiring officers and committee members are eligible for re-election. The newly elected Committee will be responsible for preparing the following season’s programme of events.
4.1.2 The AGM shall be chaired by the President or, in his/her absence, another nominated person
4.2 Extraordinary General Meeting
4.2.1 The committee may, whenever it considers necessary, convene an Extraordinary General Meeting and it shall also convene an Extraordinary General Meeting (EGM) upon a request made in writing by at least six members having the right to vote at that time. This request must state the reason for calling the meeting.
4.2.2 An Extraordinary General Meeting may be convened by the members making the request above if one calendar month elapses from the date of the request and the committee has not called such a meeting.
4.3 Notice for General Meetings
4.3.1 Notice for every General Meeting shall not be less than fourteen days, except in exceptional circumstances and in convening an Extraordinary General Meeting should specify time, date and place of meeting and in the case of special business, the general nature of that business. Notice shall be given in writing to every member entitled to attend and vote at such a meeting. This may be done by verified E-Mail.
4.4 Quorum at General Meetings.
4.4.1 No business shall be transacted at any general meeting unless a quorum is present. A quorum shall be one quarter of the total membership of The Society at that time entitled to vote.
4.5 Resolutions to be submitted to the AGM in any year shall be lodged in writing with the secretary of The Society before the last day of December preceding the date of the AGM.
4.6 Voting at General Meetings shall normally be by a show of hands unless a ballot is demanded and a simple majority shall carry, except changes in constitution (see para 11).
4.7 Proxy votes will not be accepted.
4.8 In the case of equality of votes (by show of hands or ballot) the Chairman of the meeting shall be entitled to a second or casting vote.
4.9 Minutes shall be taken of all General Meeting proceedings.
5.1 True accounts shall be kept of:
5.1.1 Money received and expended by The Society.
5.1.2 Assets and liabilities of The Society.
5.2 A balance sheet shall be prepared annually by the treasurer and audited by a person appointed by the committee and it shall be presented for adoption by members at the Annual General Meeting.
5.3 The Treasurer shall be responsible for the safe-keeping of the funds of The Society and together with the Chairman or secretary be responsible for payment of all legitimate Society expenses. Cheques issued on the bank account must be signed by at least two of three approved signatories. The signatories shall be the Treasurer plus two members approved by the Committee.
5.4 Reasonable expenses incurred by the officers or committee members when carrying out Society business shall be paid for out of Society funds – where possible. Agreement for payment shall be obtained from the Treasurer before expenses are incurred.
6.1 A condition of Society membership is that The Society cannot be held responsible for injury to members or damage to their property.
- Every member of The Society undertakes to contribute to the assets of The Society in the event of its being wound up while he is a member, for payment of debts and liabilities of The Society contracted during his/her term of membership and for the costs, charges and expenses of winding up, and for the adjustment of the rights of the contributories among themselves.
If, upon winding up or dissolution of The Society, there remains after all its debts and liabilities have been met, any property whatsoever, this property to be lodged with three named trustees for a period not exceeding 10 years and so be available if The Society is reconvened. At the end of the trustee period the property to be given to a club with similar aims and interests, as decided by the trustees, or to a valid Charity.
- This constitution may not be added to, rescinded or amended except at an AGM or an Extraordinary General Meeting convened for the purpose. A resolution to add, rescind or amend this constitution must be supported by not less than two thirds of the votes cast to be adopted.
This version proposed for and accepted by members at the AGM 22nd January 2019.
The Society bankers are HSBC, Market Place, Wymondham.