Constitution and Rules of Peterborough Photographic Society
The Parkway Sports & Social Club, Maskew Avenue, Bourges Boulevard Retail Park, Peterborough, PE1 2AS.
The name of the Society shall be "Peterborough Photographic Society".
The Society's aim is to help members improve their photography.
The Society will fulfil this aim by:
- holding meetings
- hosting photographic talks
- organising practical demonstrations
- publicising and promoting the society
- holding practical events eg exhibitions
- raising funds and receiving contributions to finance these objectives
- liaising with other organisations and societies
- organising social events
- participating in external competitions
- hosting an annual exhibition of members' work
- organising and carrying out internal competitions
(The last two items are subjected to PPS rules, and are reviewed and published each year. They may be downloaded from the website)
- Membership of the Society shall be open to anyone interested in photography and willing to abide by the rules of the Society.
- Visitors will be welcome at all meetings, but will not have a vote at the Annual General Meeting.
- The Committee shall have the power to refuse membership of an applicant where it is considered such membership would be detrimental to the aims and purposes or activities of the Society.
- The Annual Subscription shall be:
- Joint members.
- Full members.
- Senior citizens
- Joint Senior Citizens.
- The annual subscription shall be determined at an Annual General Meeting and will be reviewed as necessary.
- Annual subscriptions must be paid by members within four (4) weeks of the season starting. Failure to comply with this rule will result in visitors' fees applying for the remainder of the season and will preclude entry to all competitions and member access to the website.
- Attendance fees for members and guests shall be determined at the AGM and reviewed as necessary.
- Peterborough Photographic Society shall be administered by a committee comprising of:-
- President Elect
- Past President
- Minute Secretary
- Publicity Officer
- Competition Captain
- Programme Secretary
- Exhibition Secretary
- Website Administrator
- together with up to five (5) other members who may be required to undertake specific duties such as:
- Bill Dunn Competition Secretary
- Brotherhoods Competition Secretary
- Membership Secretary
- The officers of the Society (with the exception of the President, President Elect and Past President who normally hold post for two years) and ordinary members of the committee shall retire annually, but be eligible for re-election.
- The President may not hold office for more than two (2) consecutive years.
- The President Elect shall become President upon completion of the President's period of office.
- A future President should only be elected if they have been a member of the society for the preceding two years and have served on the committee. This requirement may be waived at the discretion of the committee, in exceptional circumstances.
- In the event that, at the end of the President's term, the Society has no President Elect in post to replace the President, the committee will nominate a suitable candidate from the committee to serve as an interim measure.
- Committee members must be at least 18 years old.
- Should there be a Committee vacancy between elections, a PPS member may be informally co-opted. Ideally this person would have been a PPS member for at least one year but, in exceptional circumstances the Committee may waive this requirement. The nominated person must be proposed, seconded and voted on at the next Committee Meeting. Any such addition of personnel must be ratified at the next AGM/EGM. This person would have full voting rights and responsibilities as befits their Committee status.
- At times, the Committee may identify the need for expertise they do not possess and need to co-opt someone. Suitable person/s may be discussed informally and then suggested for Committee approval by the current President. Such a person would join the Committee as a co-opted member, for a specific length of time or to complete a specific task. This person would not have voting rights. He/she need not be a PPS member.
- Voting for the election of Committee Members will normally take place at the AGM which is held at the end of the photographic year.
- At the discretion of the committee, the Society may elect a limited number of Honorary Life Members.
- The Committee have the power to set up sub-groups and working parties as deemed necessary who shall be accountable to the committee.
- In the event that a committee member should wish to resign from their post, they should, as soon as possible, but no longer than one month, return any items or documents belonging to the Society and assist, where possible, with a handover to the incoming member.
- In order to ensure that, at all times, the core objectives of the Society are met, and the Society efficiently managed, agreement from the committee must be sought prior to implementation of any procedural changes or improvements. This will include changes to new software systems, new technology, accounting procedures and social networking.
6. Committee Meetings
- The committee shall meet as appropriate, approximately 6 times per annum.
- Six (6) shall form a quorum
- The committee shall be accountable to the members at all times.
- All meetings must be minuted and made available to any member, within 21 days.
- All committee members should be given an agenda at least seven (7) days in advance of a meeting, unless it is deemed an emergency meeting.
- Voting at committee shall be by show of hands on a majority basis. If there is a tied vote the President shall have a casting vote.
7. Annual General Meeting (AGM)
- Peterborough Photographic Society shall hold an AGM at the end of the season each year to enable retiring officers and committee to finish the programme, and the new committee to be established for the 1st September.
- The Society's year to run from 1st September to 31st August.
- Members shall be notified of the AGM date in the Programme Booklet which is issued at the start of the season. A reminder will be sent out by the Hon Sec six weeks prior to the AGM taking place.
- The business of the AGM shall include, but is not limited to:
- Receiving a report and presentation from the committee members providing an account of the Society’s activities over the year.
- Electing a new committee
- Providing and approving the financial accounts of the society
- Considering suggestions put forward by members regarding future policies and activities (to advise the secretary at least 4 weeks prior to the AGM in writing)
- Members must submit any proposed alterations/additions in writing to the Hon Sec 4 weeks prior to the AGM in writing. Any proposals will be considered at the discretion of the Committee. Notice stating the proposed alterations shall be given to all voting members 14 days prior to the AGM or EGM. The proposer, or his/her representative, must be present to formally make the proposition.
8. Extraordinary General Meeting (EGM)
- The committee may at any time call an Extraordinary General Meeting (EGM) if, in their opinion, the interests of the club so demand. The secretary shall call an EGM within 28 days of being requested to do so by 8 or more members. The request for an EGM shall be accompanied by a resolution or resolutions setting out the nature of the business to be carried out at the meeting.
- Members shall be notified of the EGM and the written proposals at least 14 days prior to it taking place.
- At the AGM and EGM, a quorum shall consist of twenty percent (20%) of the Society's membership.
- Any alterations or additions to the Constitution and rules must be approved by two thirds of the members present at the meeting.
- Any money obtained by the Society shall be used only for the Society.
- Any bank accounts opened for the Society shall be in the name of the Society.
- Any cheques issued shall be signed by the nominated signatories.
- The Committee shall work with the Treasurer to ensure that the Society stays within the budget.
This society may be wound up at any time if agreed by two-thirds of those members present at an AGM or Extraordinary Meeting. In the event of winding up, any assets remaining, after all debts have been paid, shall be given to another society with similar aims.
A copy of these rules will be posted on the Society's notice board and copies will be available on request to all members.
Additionally they may be downloaded from this website:- www.peterboroughps.org.uk