Tenbury Photographic Club
Constitution - Version 03 – adopted 14th August 2019
1. Name of Club
The Club will be called Tenbury Photographic Club (herinafter will be referred to as ‘The Club’)
2. Aims and Objectives
The aim of the Club will be the promotion and enjoyment of photography. The objectives of the Club are the furtherance of photographic art and technique by exchanging friendly ideas and by mutual assistance among members as well as organising and holding lectures, demonstrations, exhibitions, etc. To ensure a duty of care to all members. To provide all it’s services in a way that is fair to everyone.
3.1 Membership of the Club is open to anyone interested in photography regardless of sex, age, nationality, sexual orientation, religion or other beliefs.
3.2 There will be one class of member.
3.3 All members will be subject to the regulations of the Constitution and by joining the Club will be deemed to accept the regulation and codes of practice that the Club has adopted.
3.4 Members will pay the membership fees as determined at the Annual General Meeting.
3.5 Individuals shall not be eligible to take part in the business of the Club or vote at general meetings unless the annual subscription has been paid and/or membership has been agreed by the Club committee.
3.6 A visitor may attend up to two meetings without payment.
3.7 Junior Membership
3.7.1 All members must be aged 16 or over. Members aged 16 and 17 must have the permission of a parent or guardian to join the Club. Anyone under the age of 18 will have a nominated volunteer member to act as a ‘supporting person’ while they are on ‘Club premises’ or engaged in any Club activity. In the case of a female member under the age of 18 this person should preferably be a female. There will be two additional nominees as first and second reserves.
3.7.2 A parent or guardian should attend for the first visit of a prospective member aged between 16 and 18 years and sign a consent form. They will not be required to accompany the new member once the consent form has been signed.
Note : It is not a requirement that the nominee spends time exclusively with the young member but that they are on hand to provide support and assistance should this be required. Volunteering as a nominated person does not carry with it any legal obligation in regard to the safety of the young person but it seen as a safeguarding policy for the Club and to prevent any unfounded allegations against Tenbury Photographic Club.
3.7.3 Fees for members aged 16 to 18 will be 50% of the full adult annual subscription as agreed at the Annual General Meeting.
3.7.4 Vulnerable adults will not be encourage to join the Club unless they are accompanied at all times by a carer. The Club does not offer any chaperoning or carer service.
4.1 The affairs of the Club shall be conducted by a Committee which shall consist of the Chair, Treasurer and Secretary who shall be elected at the Annual General Meeting. The Committee may co-opt such other members as deemed necessary.
4.2 All committee members must be members of the Club.
4.3 If deemed necessary the committee shall elect a Vice Chair from among it’s members.
4.4 The term of office shall be for one year and members shall be eligible for re-election.
4.5 If the post of any officer or ordinary member should fall vacant after such an election the committee shall have the power to fill the vacancy until the succeeding annual general meeting.
4.6 The committee will be responsible for adopting new policy, codes of practice and rules that affect the organisation of the Club.
4.7 The committee will have powers to appoint any advisors to the committee as necessary to fulfil it’s business.
4.8 The committee will be responsible for disciplinary hearings of members who infringe the Club rules, regulations and constitution and will have responsibility for any action of suspension or discipline following such hearings.
4.9 Committee meetings will be convened by the Secretary and will be held no less than three times per year.
4.10 Only the posts listed above will have the right to vote at committee meetings.
5.1 The Club treasurer will be responsible for the finances of the Club
5.2 The financial year of the Club will run from 1st September and end on 31st August.
5.3 All Club monies will be banked in an account held in the name of the Club.
5.4 A statement as to the annual accounts will be presented by the Treasurer at the annual general meeting.
5.5 All cheques drawn against Club funds shall hold the signatures of two of the officers.
5.6 All members of the Club will be jointly and severally responsible for the financial liabilities of the Club
6. Annual General Meetings and Extraordinary General Meetings
6.1 General meetings are the means by which members of the Club exercise their democratic rights in conducting the Club’s affairs.
6.2 The Club shall hold an Annual General Meeting in the month of August to :-
Approve the minutes of the previous year’s AGM
Receive reports from the Chair and Secretary
Receive a report from the Treasurer and approve the Annual Accounts
Elect the officers of the Committee
Agree the membership fees for the following year
Consider any changes to the constitution
Deal with any other relevant business
6.3 Notice of the AGM will be given by the Club Secretary with at least 21 days notice to be given to members.
6.4 Nominations for officers of the Committee shall be sent to the Secretary prior to the AGM listing proposer and seconder.
6.5 Proposed changes to the constitution, listing proposer and seconder, shall be sent to the Secretary prior to the AGM who shall circulate them at least seven days before the AGM.
6.6 All members have the right to vote at the AGM.
6.7 The quorum for AGMs will be 25 % of the membership.
6.8 The Chair of the Club shall hold a deliberative as well as a casting vote at general and committee meetings.
6.9 An Extraordinary General Meeting shall be called by an application in writing to the Secretary supported by at least 10% of the Club members. The committee shal also have the power to call an EGM by decision of a simple majority of the committee members.
6.10 All procedures shall follow those outlined above for AGMs.
6.11. If, for any reason beyond their control, the Club is unable to convene in person for an AGM or EGM a ‘Virtual’ or ‘Hybrid’ meeting will be held via an Internet based portal. The Notice of Meeting will be issued in the required manner and will specify the portal, date and time.
7. Amendments to the Constitution
7.1 The constitution will only be changed through agreement by majority vote at an AGM or EGM.
8. Discipline and Appeals
8.1 All concerns, allegations or reports of poor practice or abuse relating to the welfare of children and young people will be recorded and responded to swiftly and appropriately by the committee. An outside consultant may be appointed if deemed necessary.
8.2 All complaints regarding the behaviour of members should be presented and submitted in writing to the Secretary.
8.3 The committee will meet to hear complaints within seven days of a complaint being lodged. The committee has the power to take appropriate disciplinary action including termination of membership.
8.4 The outcome of a disciplinary hearing will be notified in writing to the person who lodged the complaint and the member against whom the complaint was made within seven days of the hearing.
8.5 There will be the right of appeal to the committee following disciplinary action being announced. The committee will consider the appeal within seven days of the Secretary receiving the appeal.
9.0 Data Protection Policy
9.1 The Tenbury Photographic Club is established with the objectives set out in this Constitution and is a data controller within the UK as defined in the legislation.
9.2 The personal information referred to in this policy may include name and contact details and such other information as may be necessary for the effective management of the legitimate interests of the Club.
9.3 Any person wishing to verify the information held by the Club may apply to the Secretary.
9.4 The Club collects and hold personal data about :-
1. The Committee, other appointees and it’s members.
This information is stored in hard copy and on removable electronic media by the Secretary.
2. Others necessary for the conduct of the Club.
3. Photographers as the creators of images used in the activities of the Club.
This information may be used in the publication of catalogues, results, awards or other publicity related to the Club.
9.5 The Club may retain historical archives for example but not limited to records of meetings, handbooks, catalogues, awards and other event results.
10.1 A resolution to dissolve the Club can only be passed at an AGM or EGM through a majority vote of the membership.
10.2 In the event of dissolution all debts should be cleared with any Club funds. Any assets of the Club that remain following this will become the property of another Club with similar objectives.
11.1 Tenbury Photographic Club hereby adopts and accepts this Constitution as a current operating guide regulating the actions of members.
Signed : Name : Simon Lusty
Position : Chair
Signature : signed copy on file
Date : 14th August 2019
Signed : Name : David Downward
Position : Secretary
Signature : signed copy on file
Date : 14th August 2019
William Henry Fox Talbot (11 February 1800 – 17 September 1877) was a British scientist, inventor and photography pioneer who invented the salted paper and calotype processes, precursors to photographic processes of the later 19th and 20th centuries. His work in the 1840s on photomechanical reproduction led to the creation of the photoglyphic engraving process, the precursor to photogravure. He was the holder of a controversial patent which affected the early development of commercial photography in Britain. He was also a noted photographer who contributed to the development of photography as an artistic medium. He published The Pencil of Nature (1844–46), which was illustrated with original salted paper prints from his calotype negatives, and made some important early photographs of Oxford, Paris, Reading, and York. music; Stoa - DaarWatch on Youtube