Birr Photography Group Constitution
The club shall be called Birr Photography Group (hereinafter called the club).
The club may be affiliated or unaffiliated with other Photography Groups if so agreed upon through the general consensus of Committee and Club membership.
- Aims and Objectives
The club shall aim to positively promote photography to its members by means of meetings, workshops, demonstrations, exhibitions, outings, lectures and other such means as deemed appropriate. It will seek to involve all members in the exchange and sharing of Photography related Information, advice and knowledge.
- Equality Statement
The club is fully committed to the principles of the equality of opportunity.
No participant or volunteer of the club will receive less favourable treatment on the grounds of gender, age, colour, disability, ethnic origin, parental or marital status, religious belief, social class or sexual preference than any other.
The club will ensure that there is open access for all those who wish to participate in the activities of the club, in whatever capacity and that they are treated fairly.
The club recognises its legal obligations not to discriminate and will regard discrimination by any participant or volunteer as grounds for disciplinary action under the relevant club rules.
5.1 The club shall consist of the Committee and the members.
- In accepting membership, a person agrees to abide by the Constitution
of the Club and the decisions of the BPG Committee. All members shall
conduct themselves in a professional and non personalised manner.
5.3 Membership of the Club shall be open to all those over the age of
Eighteen years. Members partaking in Club activities and outings do so at their own risk and expense.
5.4 The Committee shall be responsible for considering whether applications
for membership should be accepted. This decision shall be made in
accordance with the Equality statement in paragraph 4
5.5 It shall be the responsibility of the member to inform and update
Committee members of his/her contact details.
- Membership Fees
6.1 Annual Membership fees and weekly meeting fees shall be set at the Annual General Meeting.
6.2 Annual membership fees shall be collected in January of each year and
are payable to the club Treasurer.
- No existing member will be eligible to participate in club activities if he/she has not paid the agreed membership by the start of February each year nor shall said member be registered in the Register of Club Members.
- The Committee
7.1 The Management Committee will act for the members of the club and shall be comprised of the following nominated Officers: Chairperson, Secretary, Treasurer, and two other Officers.
7.2 These Officers shall be appointed at the Annual General Meeting and hold their posts for a calendar year, but may seek re-election at the following year’s AGM.
7.3 Prospective Committee members should have completed at least twelve months of membership. They shall be proposed by a club member and seconded by another club member. In the case of two or more members being proposed for the same position, a vote will be taken by secret ballot from all members present at the A.G.M. A simple majority from this vote will deem any member as to be elected.
7.4 If any Committee vacancy shall occur during the year, the Committee may in its absolute discretion, appoint any member to fill the vacant position who shall remain in office until the next A.G.M.
7.5 The Committee may at its discretion co-opt additional members to Sub-
Committees as volunteer coordinators. The General Committee shall
determine the tenure and terms of reference and procedures of any such
7.6 The Management Committee shall aim to meet weekly.
7.7 The quorum necessary for Committee meetings shall be 3.
7.8 The Committee shall be responsible for interpreting the Club Constitution in relation to the operation of the club’s affairs.
- Proposed amendments to the Constitution can only be agreed at the
A.G.M. Any contingency not covered by the Constitution will be dealt
with at the discretion of the Committee until the next A.G.M.
8.1 All monies raised by, or on behalf of the club shall be applied to further the aims and objectives of the club and for no other purpose.
8.2 The club Treasurer is responsible for collecting membership subscriptions and monies as authorised by the Committee and for maintaining the financial accounts of the club detailing all income received and expenditure made.
8.3 The financial year of the club starts on 1st Jan and ends 31st Dec.
8.4 The funds of the club shall be lodged at a bank or building society in an account in the name of the club. All cheques, drafts, etc. drawn on this account shall be signed by two of the following officers, Chairperson, Secretary or Treasurer.
- Duties of The Officers
9.1 The Chairperson shall aim to chair all weekly meetings. Allow equal time for debate and discussions. Oversee all Committee meetings and ensure that the Club as a whole performs in the best interest for its members. Have casting vote in the event of a tie. Perform any other duties as deemed necessary or appropriate by the Committee.
9.2 The Secretary shall conduct all correspondence of the Club. The Secretary shall be expected to attend within reason all group meetings. The Secretary shall be expected to attend all Committee and A.G.M meetings, to inform members of all meetings and to keep minutes of all of above meetings. The Secretary shall be entitled to act as Chairperson in the absence of the Chairperson.
9.3 The Treasurer shall collect all subscriptions and monies as authorised by the Committee. The Treasurer shall keep proper accounts of all financial transactions and seven days prior to the close of the financial year, shall present to the Committee for audit, an Income & Expenditure account. The audited yearly Income & Expenditure accounts shall be there after presented at the A.G.M. The Treasurer shall keep a record of the club member’s names and email addresses.
- Annual General Meeting and other meetings
10.1 The Annual General Meeting (AGM) of the club shall be held in January of each year or within three months of the end of the club’s financial year. Quorum to proceed shall be one third membership in attendance.
10.2 The Secretary shall give no less than 21 days notice of the date of the
AGM to all its members.
10.3 The Annual report of the management Committee and the Committee
Audited statement of accounts up to the end of the financial year shall be presented.
10.4 Elections of Committee Officers shall take place in accordance with
Section 7 The Committee. Membership Fees in accordance with
Section 6 shall be set.
10.5 The dates of the AGM and Committee meetings shall be determined at the previous meeting. In addition, the Chairperson may call a meeting when he or she considers it necessary or desirable, or upon the written request of at least two members of the Committee.
10.6 Extraordinary General Meetings may be called at the discretion of the
Committee if deemed necessary. At least two week’s notice shall be
given by the Secretary for an E.G.M.
- Voting Procedures for all meetings
11.1 All members entitled to vote at AGMs shall have equal voting rights.
11.2 A motion shall be carried by a simple majority of those present and voting.
11.3 In the event of equal votes being cast, the Chair shall have a casting vote in addition to a deliberate vote.
- Discipline and Appeals
12.1 The Management Committee shall have the authority to take appropriate disciplinary action against any member of the club and the discretion to terminate membership if any person is found guilty of conduct deemed detrimental to the club.
12.2 All individuals have the right of Appeal to any disciplinary decision made by the Committee.
12.3 Any request made for an Appeal Hearing should be made to either the Secretary or Chairperson within 14 days of the Disciplinary decision.
12.4 An Appeal Hearing should be convened within 14 days of the request for an Appeal being submitted.
- Dissolution procedures
13.1 In the event of the club ceasing to exist and following the discharge of all debts and liabilities, any assets at the time of dissolution shall either be sold and the subsequent profits to go to a Committee agreed charity organisation OR to a listed official affiliate. No member shall obtain any asset from the club without purchasing.
13.2 The club may be wound up upon a motion proposed and seconded by club members and passed by a two-thirds majority at a special meeting convened for that purpose following a written request signed by all members of the club.
- Review of the Constitution
14.1 This Constitution should be reviewed a minimum of once every two
years by the Committee.
14.2 Any amendments to the Constitution can only be agreed at the Club’s
A.G.M or E.G.M.
14.3 Proposed additions to, or alterations of the Constitution shall be
submitted in writing to the Secretary not less than 21 days before the
date of the AGM. All suggested amendments should be signed and
seconded. No motion involving an amendment to the Constitution may
be proposed from the floor of a meeting.
14.4 In the event of a proposal for amending the Constitution being submitted,
the Secretary shall inform the membership of the proposed motion not
less than 14 days prior to the AGM.
14.5 Any amendments to the proposed motion duly proposed and seconded
shall be submitted not later than seven days before the meeting.
14.6 Any proposed alteration to the Constitution shall require a two-thirds
majority of members voting and present.
14.7 All matters arising that are not provided for by the Constitution will be
dealt with by the Committee, whose decision shall be final.
15.1 All Members are equally encouraged to partake in Club Exhibitions.
15.2 Two Voluntary Organizers from Club shall take full charge and
responsibility for the organization and display of an Exhibition.
15.3 All exhibitions will have a submission deadline date decided by the exhibition organisers. Any submissions entered for consideration after the submission deadline date will not be considered for the exhibition.
15.4 The standard of exhibition submissions will be set by the exhibition organisers. Any submission not to this standard will not be considered for the exhibition.
15.5 Disqualification from submission entry to Exhibitions is at the discretion of the Committee, whose decision is final.
15.6 It is the Exhibitors responsibility to communicate with the Exhibition Organizers within the confines of the Club Venue. It is the Exhibitors responsibility to meet all deadlines and standards as set out by organizers. It is the Exhibitors responsibility to collect and return items relating to Exhibitions, within the confines of Club Venue, on dates specified by Organizers.
16 Use of Club Email and Contact info
The Club members email addresses and contact numbers are for notification of Club events, newsletter and meetings only. Any members wishing to notify the group via email should go through the Secretary only. The Secretary will use his/her discretion to share any information gained from such an event with the group. The use of Club email by members for the purpose of personal or Club arguments, non agreement of committee decisions, disagreements or any abusive or insulting behaviour towards other members shall not be tolerated. The Committee shall have the authority to take appropriate discretionary action. (Section 12. Discipline & Appeals)
- Use of Club Equipment
Members wishing to use club equipment are responsible for the return
of said equipment in good working order, any breakages or misuse will
be member’s responsibility. Equipment is not for use in a Business/
Birr Photography Group hereby adopts and accepts this constitution as a current operating guide regulating the actions of members.