Constitution of Penilee Camera Club (PCC)
A. The objectives of this organisation are to:
Promote an interest and appreciation of Photography within the local community.
Provide members with the skills and knowledge to produce a range of photographic products.
Participate in the wider photographic Community.
Offer a friendly and welcoming invitation to all members, visitors, other clubs, lecturers and appropriate external bodies.
Provide the opportunity for people who share a mutual interest in photography to meet together.
In order to meet these objectives the association (PCC) can:
Organise weekly meetings on a Monday evening from September to May (excluding public holidays) in Penilee Community Centre.
Raise funds and invite and receive contributions by way of subscriptions and donations.
Take out membership of organisations whose activities and interests are compatible with the aims of PCC.
Purchase, take on lease or exchange, hire or otherwise acquire any equipment or resources necessary for the promotion of PCC.
Maintain appropriate financial records and present a verified statement of these records to the membership at the AGM.
Where possible make appropriate arrangements for persons with disabilities to participate in the club.
Membership of PCC is open to all persons having an interest in photography – irrespective of gender, age, race, creed, disability or sexual orientation.
Membership fees (as decided at the AGM) will be a condition of membership.
Current fees per session are as agreed by previous AGM.
New members must pay annual fee by their third attendance
(At the discretion of treasurer, new members joining halfway through session will require to pay only half the annual fee).
Members will also pay a nightly fee - as decided by the committee (to cover cost of rental of the room used by the club).
All members will be eligible to enter internal club competitions (as per PCC Competition rules – see separate document).
Members will be deemed to be “Advanced Members” after having been allocated that status by the committee at the start of a session. The club membership will be advised of the outcome of this process at the next meeting of the club. All other members will be deemed to be “non-advanced” for purposes of PCC internal competitions.
Junior Members will be deemed to be persons age 16 years and under.
Junior Members may only use the darkroom when accompanied by a parent/carer.
The Committee shall be nominated, proposed, seconded and elected by the members of PCC at the AGM each year (with exception of the President and Vice President – see E. Term of Management Committee membership 1.).
A Quorum for a committee meeting will be 5 Management Committee members.
In the event of a committee vacancy occurring during a session, the committee may co-opt a replacement member onto the committee for the remainder of the session. The Co-option should be decided by a majority of the Management Committee (voting members). Should this “temporary” member wish to remain on the committee they shall have to stand for election at the next AGM as per the constitution? Time spent as a “temporary” member will not count towards the 3 session/year period on the committee cycle (see E. Term of Management Committee membership 3.)
In such instances, the co-option should be homologated by full membership at the next AGM should the member wish to remain on the committee.
The Committee shall meet no less than 4 times per session.
The Committee meetings will be convened by the President and committee members should be advised of the meeting at least 10-14 days in advance
Committee members will be invited to submit items by email to Secretary for agenda not less than 5 days before the committee meeting.
The secretary in consultation with the president will prepare an agenda for meeting which should be emailed to all committee members no later than 24 hrs prior to the meeting.
All committee members must submit an apology to the president, or other committee members, if they are unable to attend the club Monday night meetings, or any other meeting where their presence is called for.
Minutes of a committee meeting will be emailed to all committee members within 2 weeks of the meeting and should be emailed/posted to all PCC members within 4 weeks of the meeting and be posted on Club Notice Board in Centre.
The President and (Secretary or Treasure) may execute legal documents on behalf of PCC. Any two (2) of the PCC Management Committee members shall sign such documents.
The committee will have the power to Investigate and make applications to grant giving bodies.
The Management Committee will have the power to agree to purchase goods and services for the functioning of the club within the finances currently available to the PCC. Any purchases over the value of £50 must be approved by a majority of the Management Committee.
The PCC committee will consist of the following positions
Internal Competition Secretary
External Competition Secretary
The above positions will constitute the PCC Management Committee with full voting rights.
In event of a “hung” vote at Committee, the President will have the casting vote
The President, Vice President and other members of the Management Committee may hold only one other Management Committee Post.
The following positions will also be invited to be in attendance at Committee meetings
Assistant Darkroom Convenor
2 GDPU delegates
2 SPF delegates
1 RICC delegate
1 Delegate to Community Centre Users Committee
A member may hold as many non-voting post as meets the needs of PCC.
Management committee members may also hold up to 2 of the above in addition to their substantive post.
The Management Committee shall have the right for good and sufficient reason to terminate the membership of any individual. The individual member concerned shall have the right to be heard by the Management Committee before a final decision is taken.
Where the Management Committee is divided 50/50 on a matter the President will have the casting vote.
E. Term of Management Committee membership
The President shall preside for 2 years, and thereafter be replaced by the Vice-president who will be nominated and selected by the AGM two (2) years prior to taking up the post of President.
Management Committee posts (excluding President and Vice-President) can be held for a 1 year after which all committee members, with the exception of the president and vice president shall step down from office at the a.g.m.
AGM will seek nominations for all committee posts will be taken from the club members, and voted on. those with the most votes will be elected to the committee until the next a.g.m. or until an e.g.m. is called by the majority of the committee.
All past committee members who are willing to stand for re-election, can be nominated, along with any other member, for these posts, and voted on by the members of the club. Committee members listed at D16 (above) are excluded from rotation.
AGM will seek nominations for replacements from club members for non-voting committee members. The forthcoming vacancies will be notified to all club members in adequate time for members to consider accepting nominations well in advance of the AGM.
F. Financial Matters
A bank account shall be opened in the name of the Penilee Camera Club.
The Committee shall authorise three of the Management Committee, one of whom shall be the Treasurer, to sign cheques on behalf of PCC.
All monies raised by or on behalf of PCC shall be applied to further the aims and objectives of PCC and for no other purpose. No payment shall be made to members of the committee other than reasonable out of pocket expenses.
The accounts should be prepared for auditors by 15th March each year shall be verified by the auditors, appointed at the previous Annual General Meeting.
A verified statement of the accounts for the last financial year shall be submitted by the Management Committee to the Annual General Meeting. (It should be circulated digitally to members at least one week prior to AGM)
G. Annual General Meeting (and other General meetings)
Committee shall hold an Annual General Meeting in April of each year giving the membership 21 days written notice. A verified statement of the accounts, the election of the Committee, and the appointment of auditors to verify the accounts for the following year will be carried out at this meeting.
Any amendment to this constitution shall require the agreement of not less than two-thirds of PCC members present and voting at a general meeting.
Notice of any such amendment must have been received by the membership, by email/post not less than 21 clear days before the meeting at which the amendment has to be proposed.
All appropriate committee members shall provide their reports, electronically e.g. email, USB, Disk, etc, for the AGM to the Secretary not less than 21 days before the AGM.
The Secretary shall circulate all the Committee members’ reports to the membership, by email or any other alternative, not less than 7 days before the AGM.
If they wish members may bring their own paper copies of the reports to the AGM as paper copies will not be available at the AGM.
At the AGM members will be asked for comments on each of the separate committee reports previously distributed to them.
Dissolution - If the Management Committee, by a simple majority, decides that at any time it is necessary or advisable to dissolve the PCC, it shall call a special general meeting, giving the membership not less than 21 days notice (stating the terms of the resolution to be proposed thereat).
If the decision is confirmed by a two-thirds majority of those present and entitled to vote, the Committee shall have power to dispose of any assets held by or on behalf of the PCC. Any assets remaining after the satisfaction of any proper debts and liabilities shall be given or transferred to other charitable organisations having similar aims and objectives.
Other Extraordinary General Meetings may be convened, if deemed necessary by a majority vote of the Management Committee, where changes to the constitution between AGM’s and any other matters are considered to be required.
The membership should be given no less than 21 days’ written notice, electronic or otherwise, of Extraordinary General Meetings.
1. Members may only borrow /hire, or purchase, equipment from the darkroom on camera club meeting nights, and any relevent equipment should be returned to the club by the following meeting night, to be available to other members. the darkroom convener will log all borrowing, and returns in the darkroom book.
2. The printer may be accessed at any time when the community centre is opened, but the darkroom convener must be informed before entry, and members must log their usage in the darkroom book.
3. During holidays, equipment may be borrowed by informing the darkroom convener, or his assistant beforehand, and returning the said equipment promptly.
4. All monies due for the hire of equipment, or printing must be paid to the treasurer by the next club meeting.
Adoption The Constitution is signed and dated by two members of the Committee on behalf of the members.