The CONSTITUTION OF THE BRIGHTON AND HOVE CAMERA CLUB
Revised September 2019
- NAME: the name of the association is “Brighton and Hove Camera Club” hereinafter called the “Club”. The Club was founded in 1891.
- AFFILIATIONS: the Club is affiliated to the Photographic Alliance of Great Britain (PAGB) through the Surrey Photographic Association (SPA), to the Sussex Photographic Federation, and the Brighton and Hove Arts Council.
- AIMS: the aims of the Club are to promote and develop appreciation, skills and understanding of still photography to anyone with an interest in the subject living in Brighton, Hove or the surrounding area. These aims will be achieved by means of lectures, demonstrations, workshops, image evaluations, competitions and public exhibitions.
- Membership of the Club shall be open to all without discrimination on grounds of gender, ethnicity, nationality, special needs, disability, sexual orientation, religion, beliefs or photographic ability.
- Application for membership must be made through the Membership Secretary on the appropriate electronic form on the Brighton and Hove Camera Club website together with the current subscription. Prospective new members may attend regular Club meetings over a trial period of two weeks for a small fee prior to paying their membership subscription to join the Club. Should a prospective new member attend a meeting for which there is an additional cost to existing members then that additional cost shall also be borne by the prospective new member. If membership is subsequently purchased within six weeks of completing the trial period then the fee paid for the trial period will be refunded.
- Members who are under 18 years of age must be accompanied by an appropriate adult and remain under their direct supervision during all Club meetings and activities until they attain the age of 18 years. It is expected that the parent, guardian or other appropriate person will ensure that the content of any meeting is suitable for the young person for whom they are responsible. The parent, guardian or responsible adult will be expected to pay their own attendance fee whenever there is a charge.
- It is a condition of membership that members agree to abide by the Club’s Constitution.
- If the conduct of any member either in or out of the Club meeting place shall in the opinion of the Club Committee be detrimental to the interests or the good name of the Club, the Club Committee is empowered to immediately suspend or expel such member, subject to appeal at the next full Committee meeting. Any membership fee paid by the member will not be refunded. The decision to expel a member may be reviewed at a future date by the Club Committee, who will then recommend to a General Meeting whether the ex-member should be reinstated.
- Any member whose membership subscription has not been paid by one week following the due date shall be deemed to have left the Club and shall not be allowed to attend Club events unless they renew their membership subscription. Reminder emails will be sent by the Club two weeks prior to the membership expiry date and again on the expiry date.
- SUBSCRIPTIONS: the annual subscription per member will be decided by a majority vote at the preceding Annual General Meeting, with proportional adjustment to any concessionary rates.
- HONORARY MEMBERS AND HONORARY VICE PRESIDENTS:
- The President and the Committee shall have the power to elect honorary members without subscription subject to ratification by Annual General Meeting or Extraordinary General Meeting. Those honorary members shall have the full rights and privileges of membership.
- The Committee shall have the power to appoint as Honorary Vice Presidents, any past President who is deemed to have made an outstanding contribution to the Club. This will be subject to ratification by Annual General Meeting or Extraordinary General Meeting.
- The Club shall be governed by a Committee consisting of the following Officers: President, up to three Vice Presidents, Membership Secretary, Club Secretary, Treasurer and a minimum of three and a maximum of four Committee Officers. All Committee Officers shall be elected at the Annual General Meeting or at an Extraordinary General Meeting by a majority vote. The President will normally serve a two year term.
- Immediately following the Annual General Meeting the Committee will appoint, or reappoint, Club Officials for specific roles such as Programme Secretary, Exhibitions team, Front of House team and such other roles as required. Three of these Officials will be co-opted to attend all Committee meetings with full voting rights as the representatives for all the Club Officials. The Committee may replace Club Officials during the Club year by a majority vote. The Committee may invite Club Officials who are not Committee members to Committee meetings when required.
- The quorum for the conduct of business shall be at least six Officers to include at least two of the following: the President, a Secretary, Treasurer and a Vice President.
- A meeting of the Committee will normally be chaired by the President or Vice President. In the absence of these a quorate meeting will elect a chair.
Each Committee member shall have one vote. In the event of a tied vote the meeting Chair shall have the casting vote.
- In the event of a Committee vacancy arising, the Committee shall be empowered to appoint a temporary successor until an election by the membership can be arranged. The membership will be informed of such a decision by announcement at an ordinary meeting and also by notice on the Club website.
- The Committee will meet at least four times per year to discuss actions, monitor progress to date and consider future developments.
All Committee meetings will be minuted and the agreed minutes will be made available on the Club website.
- Elections shall be held for all Committee positions at the Annual General Meeting or Extraordinary General Meeting.
- Candidates must be nominated and seconded by at least two Club members. Completed nomination forms must be sent to the Club Secretary at least twenty eight days before the date of the Annual General Meeting. The candidates must sign the nomination forms indicating their willingness to serve. A candidate for the Presidency must have been a Club member for at least three years including the year of the election and have undertaken a responsible organisational role within the Club for at least a period of one year.
- The Club is non-profit-making and any surplus income or gains shall be reinvested in the Club. Surpluses or assets cannot be given to members or third parties.
- The Club financial year shall run from 1st June to 31st May the following year. An interim Statement of Accounts shall be provided at the Annual General Meeting with the Final Audited Accounts presented at a designated Club evening during the following September.
- The Treasurer is responsible for the safe custody of the Club funds. All Club funds shall be banked at a recognised bank or building society. The Treasurer may hold a fund of petty cash up to an amount determined by the Committee. All expenditure must be approved by the Committee.
- The following Officers shall be designated as authorised signatories for bank and building society accounts: President, Vice President, Club Secretary, Membership Secretary and Treasurer. Cheques must be signed by any two of the authorised signatories. Sign-off limits will be set by the Committee.
- The Committee through the Club Secretary and Treasurer is responsible for ensuring that the Club is adequately insured to cover Public Liability and property belonging to the Club.
- ANNUAL GENERAL MEETING:
- The Annual General Meeting shall be held at the end of the winter season each year. A notice convening the meeting with Agenda shall be sent to all members at least fourteen days before the proposed date of the meeting.
- The purpose of the Annual General Meeting is to inform members of the state of the Club’s finances and its condition (through presentation of the statement of accounts, annual reports and minutes of the previous Annual General Meeting), to elect Officers to carry out the duties of the Club and to discuss and/or vote on any business which is the concern of the Club.
- Should any member not be able to attend the Annual General Meeting they may elect a proxy vote in advance to be added at the Annual General Meeting.
- The quorum for the conduct of the Annual General Meeting shall be one third of the total Club membership.
- Each member shall have one vote.
- EXTRAORDINARY GENERAL MEETING:
- An Extraordinary General Meeting may be convened when the Committee deem it necessary. Notice of the meeting and the reasons for summoning it shall be sent to all members at least fourteen days before the proposed date of the meeting.
- Ten members may in writing requisition the Committee to convene an Extraordinary General Meeting for any purpose. The notice must be signed by the members concerned making the request and the Committee shall be required to summon such a meeting within two months of the receipt of such notice.
- ALTERATION OF RULES: no alteration of rules shall be made except at the Annual General Meeting or an Extraordinary General Meeting specially convened for that purpose. Details of any proposed alteration must be circulated to all members. Any proposed alteration for consideration at the Annual General Meeting or an Extraordinary General Meeting must be forwarded to the Club Secretary in writing at least fourteen days before the meeting. No alteration of these rules shall be effective unless approved by a majority of those members at such meeting.
- LIMITATION OF LIABILITY: all Club members and visitors are expected to act so as to minimise the risk of injury to themselves or any other person, or any items belonging to, or used by, the Club. The Club is not responsible for any items belonging to, or used by, a member or visitor. All Club activities are undertaken at the member’s or visitor’s own risk.
- DISSOLUTION OF THE CLUB: if at any General Meeting a resolution for the dissolution of the Club is passed by a majority of the members present, a further Extraordinary General Meeting shall be convened not less than six weeks later, giving every member not less than four weeks written notice. At the Extraordinary General Meeting not less than half of the members must attend and not less than two thirds of such members must vote to confirm the resolution to dissolve the Club. If both meetings resolve to dissolve the Club, the Committee must proceed to realise the assets of the Club and, after discharging all liabilities, donate all the remaining funds to other photographic clubs or suitable charities chosen by the members.
- OTHER MATTERS: any matter not covered by this Constitution will first be resolved by the Committee and then, where necessary, be put to the Club members for their decision.
BHCC Constitution as agreed at EGM on 24th September 2019
This Constitution now supersedes all previous BHCC Rules and Constitutions
Date of adoption: 24th September 2019
Signed – Russ Williams, President
Signed – Brian Stewart, Club Secretary