The Rules Governing the Bury St Edmunds Photographic Society
1 Title 1.2 The Society shall be known as the BURY ST EDMUNDS PHOTOGRAPHIC SOCIETY (hereinafter referred to as “The Society”).
2 Objective of The Society 2.1 To encourage the development of photographic skills and an appreciation of photography.
3 Governance of The Society 3.1 An Executive Committee selected in accordance with these rules will be responsible for conducting the business of The Society. They may appoint subcommittees to act on their behalf for the organisation of specific events; these shall report to the Executive Committee. 3.2 For the purpose of administrating The Society its Financial Year shall run from 1st May to the 30th April the following year.
4 Membership 4.1 All persons are eligible to apply for membership of The Society. Persons under the age of 16 years on 1st September will be classed as Junior Members for that year and must have the consent of a parent or guardian before their application will be accepted. Junior Members will be granted free membership however; they must be accompanied by an adult who is responsible for their behaviour. Membership will be granted on the completion of an Application Form and the payment of the relevant subscription to the Honorary Treasurer. Membership must be renewed annually on payment of the subscription due for that year 4.2 The Executive Committee of The Society shall have the right to refuse to accept an application for membership, or to terminate a membership where, in the opinion of a majority of them, such membership is considered to be against the interests of The Society. The Chairperson and Honorary Secretary, acting in agreement, may suspend a member until such time as the Executive Committee next meeting to decide whether or not to take action under this section. 4.3 The Executive Committee will be responsible for recommending to the members the rate of subscription to be paid annually, and the fee to be charged for casual visitors. This will be presented as a motion at the Annual General Meeting for their approval. The subscription shall be payable in advance of the period to which it relates. 4.4 The Executive Committee may, from time to time, recognise exceptional service to the Society by recommending an individual for Honorary Membership. This to be confirmed by a vote of members at the following AGM.
5 General Meetings 5.1 An Annual General Meeting shall be held in May of each year. Notification of the date of the Annual General Meeting will be included in the program of events circulated to all members. 5.2 A Special General Meeting will be held at the request of at least three members. Such a request must be made in writing to the Honorary Secretary, and must state the motion or motions to be discussed at such Special Meeting. No other business will be discussed at such Special Meeting. The Hon Secretary must arrange for a Special Meeting to be held within 31 days of receiving the request, and must send written notice of the date, time and place of the meeting, together with the motion or motions for discussion, to all members at least 14 days prior to the date of the Special Meeting. If the Society should cease to have an Honorary Secretary requests for a Special Meeting must be made to the Chairperson. 5.3 At Annual General Meetings and Special General Meetings nine members shall constitute a quorum 5.4 All motions for discussion must be proposed and seconded by members present at the Meeting. A motion shall become a resolution to be acted upon if more than one half of the votes cast are in favour of it. In the event of an equal number of votes being cast in favour of and against the motion, the Chairperson of the Meeting shall have a Casting Vote. 5.5 No alterations, or additions to these rules shall be made except at a General Meeting.
6 The Executive Committee 6.1 The Society may appoint a President for such a
term of office as it decides. The President may 6.2 At the Annual General Meeting the members will elect an Executive Committee to administer The Society. The Executive Committee shall consist of a Chairperson, Honorary Secretary, Honorary Treasurer and Competition Secretary, together with at least two and no more than five other members, who shall undertake such other duties as may arise from time to time. 6.3 Motions nominating a member for a place on the Executive Committee should be made in writing to the Honorary Secretary before the commencement of the Annual General Meeting. The nominee must indicate a willingness to stand for election. Should a ballot be necessary the Honorary Secretary will issue a voting slip to all members present at the Meeting. The members will appoint two Scrutinisers from those present. The Scrutinisers will collect the completed voting slips and inform the meeting of the result of the ballot. 6.4 If there have been no written nominations for a post the Chairperson may accept verbal nominations from the floor. 6.5 The Executive Committee will be responsible for selecting a Vice Chairperson from amongst their number. 6.6 Should there be a vacancy on the Executive Committee following an Annual General Meeting the Executive Committee may, if the decision is unanimous, co-opt a member of The Society to fill that vacancy. They may not do this more than twice in each year. They shall notify their decision to the members attending the next meeting on The Society's programme of events, and also at the next Annual General Meeting. 6.7 At meetings of the Executive Committee five shall constitute a quorum. Two of those present must be the Chairperson, Vice Chairperson, Honorary Secretary, or Honorary Treasurer. 6.8 The newly elected Committee will take Office at the conclusion of the Annual General Meeting.
7 Honorary Treasurer 7.1 The Honorary Treasurer will be responsible for accounting for all monies paid to the Society, and for the payment of all expenses incurred on behalf of The Society. The Honorary Treasurer shall present an account of the income and expenditure for the previous Financial Year to the Annual General Meeting. Each year the Executive Committee shall nominate a member to verify the accounts. That member must verify the account at least two weeks prior to the Annual General Meeting.
8 Honorary Secretaries 8.1 The Honorary Secretary will be responsible for handling correspondence relating to The Society, and will also be responsible for preparing a programme of events to achieve the objective of The Society, as set out in Rule 2, and to conform to Rule 9. 1.
9 Competitions 9.1 The Society will conduct a series of competitions amongst members, and where the Executive Committee feel it is suitable, will enter into competitions with other photographic clubs and societies. 9.2 The Competition Secretary will be responsible for the administration of The Society's competitions, and will represent The Society at external competitions. 9.3 A list of the trophies to be awarded is attached as Appendix One. 9.4 The rules of The Society's internal competitions are attached as Appendix Two. If, in the opinion of a majority of the committee, it appears necessary or desirable to amend the Competition Rules at a time other than at a General Meeting they may seek the approval of the members to such a change at one of the advertised meetings during the months of January or February; members to be given at least two weeks notice that the change will be discussed. Any change made shall only apply until the next General Meeting, when it should be formally put to the members as a proposal to change the competition rules as set out in Appendix Two.
10 Cessation of The Society 10. 1 Should the membership of The Society fall to such a point that the Executive Committee considers that it is impractical to maintain the activities of The Society a Special General Meeting will be called to discuss a motion to wind up The Society. Those members attending shall form a quorum. 10.2 If the motion is carried then its assets shall be vested in the Officers of The Society as Trustees. They shall be responsible for attempting to re-establish a photographic Society or Club in Bury St Edmunds and if successful, shall pass the assets to the new Society or Club. If they are unsuccessful within twelve months of the date of the Special General Meeting when they were appointed, the Trustees shall sell any assets and donate any cash gained, together with any cash they hold in Trust, to a photographic charity or photographic charities of their choice; or The East Anglian Federation of Photographic Societies, or any successor body representing the interests of amateur photographers in the area.
11 Temporary Transfer of Duties 11. 1 The duties placed by these Rules on the holder of any office may be transferred to a delegated person with the consent of the Chairperson or the Honorary Secretary in order to cover a temporary absence. |
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