Irwell Vale Photography Club (Est 2006)
Constitution 2023/4
Name
The name of the group shall be “Irwell Vale Photography Club”
Aims
The aim of the club is to promote the enjoyment and learning of photography in all its aspects and to learn from each other.
Membership
Individual membership is open to anyone aged 16 or over. Younger people who are aged 14 or over and have chosen photography as a study option or a hobby may be admitted to club meetings and trips free of charge provided they are accompanied by a Parent or Guardian who is an existing member.
Officers of the Club
Officers of the club shall be elected annually at the AGM and shall consist of ;~
Chairman.
The Chairman shall chair and run all meetings and events including the Annual General Meeting (AGM) and any Extra General Meetings (EGM).
Note;~ Any of the club officers can deputise if he/she is not available for any meeting or event.
Secretary.
The secretary shall be responsible for maintaining the club’s contact and membership of the L&CPU and PAGB.
The secretary will also ensure that the club, its members and agreed equipment are kept fully insured for all the club’s activities.
He/she will arrange for any relevant invoices to be directed to the Treasurer to arrange who will then make the necessary payments on behalf of the club.
Treasurer.
The Treasurer shall be responsible for the management of the club’s accounts and the production of an annual report, which should be audited by a fellow officer before being presented at the AGM. He/she is responsible for overseeing the collection of all monies paid at club meetings and for raising any cheques required to meet the club’s financial obligations.
Programme Secretary.
The Programme Secretary shall be responsible for organising the annual programme from topics/subjects which will be drawn from members’ suggestions and for the booking and introducing any external speakers.
He/she will pass copies of the finalised programme to the Chairman and the Web Administrator for publication to members and inclusion on the club’s website.
Subjects can be adjusted by the Programme Secretary if circumstances dictate; e.g. due to illness or cancellation of a speaker or venue.
The Chairman must be advised accordingly and he/she will inform members of the changes by email if time allows.
Club Equipment
(updated 13.10.2023 as result of AGM )
A named club member will maintain a log of all equipment belonging to the club and report the need for
any maintenance or replacement as required. He/she will present an audited up to date the log at the AGM.
The incumbent, or a nominated deputy, shall aid the pPogramme Secretarty for the set-up and operation of the club’s
PC, projector and PA system when required.
All electrical equipment, whether existing club equipment or that provided by an external speaker must include an RCD safety devise and appropriate non-trip covering son cables
Note;~ All members’ files copied to the club or church computer for projection etc must be deleted by the Chairman or nominated deputy at the end of the event.
Website Administrator.
The Web Administrator shall be responsible for managing and maintaining the club’s web site, and for the regular updating of photos, information and notices.
Honorary Members.
Honorary Members may occasionally be elected in recognition of their service to the club.
Committee.
The above named officers shall be collectively known as the Committee of the club.
Ordinary Members.
All other paid up members will hold an ordinary club membership and will be able to contribute to decisions made for the club.
They are also eligible to vote at the AGM.
5. Meetings
~ The AGM meeting.
The Annual General Meeting shall normally be held in the month of September but not less than 9 months, or more than 15 months apart.
Reports by the officers shall be presented at the AGM and considered for approval by the members.
Notice of the AGM shall be given out to members at least 21 days before the AGM.
Anyone wanting an item to be discussed at the AGM shall give the Chairman14 days notice prior to the meeting for inclusion in the agenda.
~ Extraordinary General Meeting
These can be called at any time if there are at least 3 members who wish something out of the ordinary to be discussed.
They will inform the Chairman, who will organise an EGM giving all members at least 14 days notice.
An EGM can also be called at any time by the Chairman who will give the same notice to members.
~ Ordinary Club Meetings.
These will be held every two weeks , normally positioned to suit church activities, particularly avoiding Good Friday.
Dates and subject matter will be as per current club Programme,
Subjects can be adjusted by the Programme Secretary if circumstances dictate; e.g. due to illness or cancellation of a speaker or venue.
The Chairman must be advised accordingly and he/she will inform members of the changes by email if time allows.
6. The Annual Programme of Events
All members are encouraged to submit ideas or subjects for the Programme on a continual basis.
These ideas will be compiled into a 6 or 12 month Programme (dependant on the number of suggestions)
and will be circulated to all members and published on the club web site.
Note~ The Annual Programme of Events will normally run from January 1st until December 31st each year thereby allowing
a continuity of approximately three months should the respective officer change at the September AGM.
7. Finances
The club Bank Account shall be arranged and managed by the Treasurer.
There shall be three authorised signatories on the account consisting of ;~
Chairman, the Secretary and the Treasurer.
Any cheque drawn on the club’s account must be signed by 2 of the 3 authorised named officers.
Note;~ Signatories who are personally drawing on the bank account, ot who have a personal interest in it, cannot be a signatory to that particular cheque.
Financial Accounts, audited by a fellow officer, shall be presented by the Treasurer at the AGM.
The Chairman or Treasurer can give updates at any club meeting if deemed necessary.
The “ Irwell Vale Photography Club ” financial year is from September1st to August 31st.
Membership Fees shall be reviewed, agreed and set at the AGM and must be paid within one month (or two meetings) of the AGM.
A paid up member will have paid the agreed annual fee in full.
All monies raised by the “IVPC “shall be spent solely on the club, but donations can be given to other bodies if sanctioned by the committee and approved by the majority of the club members.
Should it become necessary to dissolve “IVPC”, the chairman will call an EGM.
The decision to proceed must be agreed by the majority of members present.
The officers and paid up members will then decide what happens to any remaining funds and the club’s equipment .
Visitors to the club shall pay the agreed annual entrance fee set by the committee and members at the AGM.
This fee will be reviewed annually.
Updated and approved by members at AGM on 13th October 2023
Signed by Elected Chairman;~
Countersigned by Elected officer:~