Constitution

HEMEL HEMPSTEAD PHOTOGRAPHIC SOCIETY

CONSTITUTION

OBJECTIVES:

The Society exists to promote the enjoyment and furtherance of all aspects of photography and for the social communication of its Members. It seeks to actively support all photographers within the local community regardless of skill and experience.

NAME: The name shall be “The Hemel Hempstead Photographic Society”.

SOCIETY OFFICIALS:

PRESIDENT

The office of President shall be vested in an Honorary Life Member of the Society, elected, for an indefinite term, at an Annual General Meeting. He/she will preside at the Annual General Meeting and at the Annual Awards presentation and at similar occasions and will represent the Society on all appropriate occasions.

OFFICERS

The Society shall have the following Officers:-

a Chairman

a Vice-Chairman

a Treasurer

a General Secretary

a Programme Secretary and

a Publicity Secretary.

ASSOCIATES:

The Society shall have the following Associates:-

an External Competition Secretary

an Internal Competition Secretary – alternatively there can be up three Internal Competition Secretaries to manage the Projected Image, Colour and Monochrome Print League Competitions. In the event of there being more than one Internal Competition Secretary one will be appointed as a Co-ordinator for these posts.

up to three Member Representatives

a Studio Group Representative

a Viewfinder Editor

a Webmaster

a Website Galleries Manager

a Projectionist for Digital Images

a Projectionist for Analogue Images

a Deputy Programme Secretary.

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ELECTION OF OFFICERS AND ASSOCIATES:

The Officers and Associates are to be Proposed and Seconded then Elected by a show of hands at the Annual General Meeting. They shall hold Office from the start of the season after the AGM at which they were elected until the end of that season when they shall resign. They will be eligible for re-election. The Chairman shall not hold Office for more than two consecutive seasons but will be eligible for re-election after one season.

It is generally anticipated that the post of Chairman will be filled by the Vice-Chairman though one of the other Management Committee Members or any Member of the Society could stand for election.

If any Officer or Associate Post is not filled at the AGM the Management Committee may, for operational expediency, co-opt any Management Committee Member or Society Member to serve in an “acting” post until the post can be filled.

MANAGEMENT COMMITTEE:

The Society will be managed by the Management Committee which will consist of Officers and Associates. The responsibility for the overall running of the Society rests with the Officers and Associates.

The Management Committee shall meet at least six times per season; five Members shall form a quorum for such Meetings, of the five at least 3 must be Officers.

The Management Committee may fill vacancies or co-opt further Members.

Management Committee Meeting Attendance:

The Officers are required to attend all Committee Meetings and all of the Associates are encouraged to attend (as are the general Membership).

Although Associates are not required to attend Committee Meetings the attendance of at least some can be vital in respect of meeting the quorum requirements. If Associates are not able to attend a specific Meeting they are requested to tender apologies. When an Associate knows at the start of the season that they will be unable to attend Committee Meetings a running formal apology shall be lodged with the General Secretary.

Management Committee Members who are absent from three consecutive Management Committee Meetings without acceptable reason are automatically disqualified from Membership of the Management Committee. When this is invoked the details shall be announced at the next ordinary Meeting of the Society following the disqualification. The Management Committee shall have the power to co-opt a Member of the Society to fill the vacancy for the remainder of the season.

In the event of a situation where the attendance of specific Management Committee Member or Members would be necessary in providing input toward resolving an issue the Member/s will be advised of the fact and if a scheduled Committee Meeting falls on an evening they are unable to attend a suitable alternative Meeting date and time will be arranged.

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The Management Committee, in addition to any specific powers conferred herein, shall control the finances and all administrative functions for properly carrying out the Objectives of the Society.

The Society’s Officers may expel any Member of the Society whose conduct is considered to be detrimental to the best interests of the Society. Such an expulsion shall take place only at a Committee Meeting called for the purpose and of which the Management Committee and the Member concerned have been given not less than fifteen day notice in writing. The Member concerned shall have the right to attend and be heard at this Meeting.

ACCOUNTS:

The Treasurer shall keep the accounts of the Society and shall make up the Annual Statement of Accounts to the last day of February in each year. The Accounts shall be presented at the Annual General Meeting. The Treasurer shall maintain a Bank Account or Accounts in the name of the Society.

Cheques shall be signed by the Treasurer and by one of two designated members of the Society. The Management Committee shall organize that the Accounts are independently examined prior to each Annual General Meeting.

AUDITOR

An Auditor shall be appointed to conduct an annual Audit of the finances of the Society. If the Auditor is a Society Member he/she shall have no dealings with the day-to-day financial running of the Society nor incur significant expenditure without the approval of the Management Committee.

GENERAL MEETINGS:

The Annual General Meeting shall be held not later than 30th June, after at least 15 days notice has been given by promulgation at Society meetings.

Special General Meetings may be held at the discretion of the Management Committee, fifteen days notice having been duly given.

The General Secretary shall call a Special General Meeting within twenty days of receipt of a written request for such a Meeting, the request having been signed by at least ten Members of the Society. Fifteen days notice of the Meeting shall be given to Members.

PROPERTY AND SERVICES:

All property of the Society is vested in the Management Committee acting as Trustees on behalf of the Society.

The Treasurer shall keep an inventory of non-consumable items and disposals may be made only with the express authority of the Management Committee.

The property of the Society and any public Liability shall be covered by insurance. The Management Committee shall be liable for the debts of the Society.

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Active groups and services may be provided for the Members as the Management Committee shall determine.

Those responsible shall maintain inventories for the information of the Treasurer in maintaining suitable insurance.

MEMBERSHIP and SUBSCRIPTIONS:

The Annual Subscription and Attendance Levy shall be agreed at the Annual General Meeting. Subscriptions shall be due at the start of the season each September.

There are three separate rates for the following categories of Member:

Standard Membership;

Concessions; i.e. Members over 65 years of age, Members with mobility problems preventing regular attendance at meetings, and Members no longer living in the locality.

Young Members; i.e. Under 18 and in full time education.

There is an Attendance Levy for each Meeting.

New Members who joins in the January or February of any season will be charged half the appropriate rate. A further reduction will be applicable for anyone joining after February, the reduction to be determined based on time remaining for the season.

Only fully paid up members can take part in the Society’s Competitions and/or Activity Groups.

The Management Committee shall determine additional subscriptions/levies for Activity Groups and set charges for services made available to Members.

Prospective members can attend up to three Monday meetings as guests; if they decide to join then Subscriptions will become due.

AMENDMENTS TO THE CONSTITUTION:

This Constitution may be amended by a simple majority of those present during voting at a General Meeting, all such amendments having been posted for a period of at least fifteen days.

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May 2019