This version is as adopted by the AGM of 2003 amended at the AGM of 2006 with minor updates to accommodate the move from slides to projected digital images agreed at the AGM of 2009
Name
1. The Club shall be known as Hamilton Camera Club (hereinafter referred to as the "Club")
Objects of the Club
2.1 To promote the advancement of all aspects of photography
2.2 To encourage members to participate in competitions organised by the Club and other photographic bodies
2.3 To affiliate with other organisations and associations in pursuance of clauses 2.1 and 2.2
2.4 To do such things as will contribute directly or indirectly to achievement of the objects set out above.
Membership
3.1 Membership of the Club shall be open to anyone interested in photography
3.2 Honorary Members shall be individuals who have given exceptional service to the Club.
Management of the Club
4.1 The Management of the Club shall be vested in the Club Committee, which shall consist of the President, Vice President, Secretary, Treasurer, Syllabus Secretary, Exhibition Secretary, Publicity Officer Assistant Secretary and three General Members.
The President shall preside at all General and Committee Meetings. He/She shall have a deliberative and, when necessary, a casting vote at all meetings. In the event of the absence of the President,the Vice President shall assume the duties of the President.
The Secretary shall issue notice of all General and Committee Meetings and keep the minutes thereof. The minutes of the previous meeting having been approved, shall be signed by the President and be deemed to be the only true record of the business of the meeting. He/She shall keep the members informed of all activities connected with the various photographic associations.
The Committee shall direct the Treasurer in the administration of the funds of the Club, which shall be lodged in a bank account, except for such sums as the Committee may deem to be necessary for the Treasurer to hold in cash. Withdrawals may only be made on the express authority of the Committee and all cheques shall be signed by the Treasurer and countersigned by the Secretary or other nominated Office Bearer. The Treasurer shall prepare Accounts of the transactions of the Club to the close of the financial year on 31st March each year.
The Syllabus Secretary shall prepare a programme of lectures and demonstrations including provision for internal Club competitions. Such programme shall be subject to approval by the Club Committee. The Syllabus Secretary shall be responsible for all necessary arrangements in respect of the lectures and demonstrations.
The Exhibition Secretary shall be responsible for arranging judges for all competitions organised by the Club. He/She shall be responsible for the delivery to the judges of all prints and digital files entered for the competitions together with any particular requirements or regulations relating to a competition. He/She in collaboration with the image panel shall select the entries to represent the Club in Inter-club, GDPU, SPF and any other external competitions.
The Publicity Officer shall publicise the existence of the Club and ensure that the widest possible publicity is given to all projects undertaken by the Club.
The Assistant Secretary shall cover the duties of the Treasurer or Exhibition Secretary in the event of one or other being absent from the weekly meetings.
4.2 Five members shall form a quorum
4.3 Members of the Club Committee shall be elected at the Annual General Meeting and shall take office at the conclusion of that meeting and hold office until the conclusion of the next Annual General Meeting.
4.4 Vacancies occurring during the course of the year may be filled by co-opting to the Club Committee in which case the period in office shall be from the date of co-opting until the conclusion of the next Annual General Meeting.
4.5 All Office Bearers and General Members shall be eligible for re-election.
4.6 Nominations of candidates for positions on the Club Committee must be proposed and seconded by members and signed by the nominee.
4.7 A nominee for the post of President, Vice President, Secretary or Treasurer should normally have had previous experience as a member of the Club Committee.
4.8 Nominations must be delivered to the Secretary 21 days before the date of the Annual general Meeting.
4.9 The Committee may appoint sub-committees for such purposes and with such limits of authority as may seem fit, subject to all such sub committees being convened by a member of the Club Committee.
4.10 The Committee shall not bind the Club to make any payment on its behalf in excess of £100 without the approval of the AGM or a General Meeting called for that purpose.
The Image Panel (Selection sub-committee)
5.1 The Image Panel is responsible for deciding which images go forward to represent the Club. The panel is to be composed of five members all of whom are advanced workers.
5.2 The Image Panel shall select the entries to represent the Club in all inter-club and external competitions.
5.3 The Image Panel shall submit for approval by the Club Committee, recommendations for the upgrading of members.
Annual General Meeting
6.1 An Annual general Meeting of the Club shall be held during the month of May in each year. The notice calling the Annual General Meeting shall be posted by the Secretary and exhibited to the members on a notice board at a meeting place of the Club not less than 14 days prior to the date of the meeting.
6.2 The notice of the meeting shall state the Agenda which shall be:
6.2.1 Apologies for absence
6.2.2 Minutes of the previous Annual General Meeting
6.2.3 Matters arising from the minutes
6.2.4 President’s Report
6.2.5 Secretary’s Report
6.2.6 Treasurer’s Report
6.2.7 Adoption of Accounts
6.2.8 Setting Annual and Weekly subscriptions
6.2.9 Election of Office Bearers, Committee and Image Panel
6.2.10 Election of Auditor
6.2.11 Motions to alter the Constitution
6.2.12 Motions to alter the rules of competition
6.2.13 Any other business competent for the Annual Meeting
6.3 One third of the paid-up membership shall form a quorum at General Meetings. Should a quorum not be obtained, a postal ballot may be held, the motion being decided by a majority vote.
Extraordinary General Meetings
7.1 An Extraordinary General Meeting may be called by the Club Committee or by written application endorsed by one fifth of the paid-up membership.
7.2 On receipt of such an application the Secretary shall call an Extraordinary General Meeting within 28 days.
7.3 The notice calling the Extraordinary Meeting shall be displayed on a notice board at a meeting place of the Club not less than 14 days prior to the date of the meeting.
7.4 The notice shall state the Agenda and only the business detailed on the Agenda shall be competent.
Expulsion and Suspension
8.1 Any member who acts in a manner deemed to be injurious to the interests of the Club, or any Office Bearer who refuses to carry out his or her duties, may be expelled or suspended from the Club by the Club Committee.
8.2 Any member expelled or suspended shall have the right of appeal to a General Meeting of the Club which shall be called by the Secretary or, in the event of the Secretary being expelled or suspended, the Vice President within 28 days of the appeal being lodged.
Grievances
8.3 Any member with a grievance must submit it, in writing, to the Secretary following which it will be discussed by the Committee who will then take the appropriate action. Grievances must not be raised with individual Committee members or addressed to the membership at an open meeting.
Alteration of The
Constitution
9.1 The Constitution of the Club shall only be altered or amended by a majority vote of at least two thirds of the members present at an Annual General Meeting or an Extraordinary Meeting.
9.2 The motion to alter the constitution shall be signed by two members as proposer and seconder
9.3 The motion shall be delivered to the Secretary not less than 21 days prior to the date of the Annual General Meeting or 28 days as required in clause 7.4 for an Extraordinary General Meeting.
9.4 The Secretary shall include the details of the motion in the notice calling the General Meeting.
Dissolution
10.1 No motion regarding the dissolution of Hamilton Camera Club shall be proposed except at an Extraordinary General Meeting called for that purpose.
10.2 Notice of such meeting shall be posted or delivered to all paid-up members of the Club at their last known address at least 14 Dys before the meeting, stating the date time and place of the meeting and the motion to be put to the meeting.
10.3 The dissolution of the Club shall proceed only if two thirds of the members presnet and voting shall \signify their agreement.
10.4 Where the dissolution of the Club is agreed the Office Bearers of the Club for the time being shall make every effort to obtain payment of all monies due and owed to the Club at the time of dissolution, whereupon the entire funds and assets of the Club, including trophies, shall be passed to Hamilton District Museum or such other institution, as the members may decide, to be held under such terms and conditions as may be agreed at the time.
Adopted at the Annual General Meeting of