Rules & Regulations

CONSTITUTION

1. Name
The name of the organisation shall be the Ashington Co-op Camera Club (hereafter called The Club).

2. Objects
The objects of the Club are to improve the knowledge, skills and interest of photography to people living in, and the surrounding area of, Ashington in Northumberland.

The group will take part in inter-club competitions liaising with the Northern Counties Photographic Federation.

The Club will not discriminate against any person wishing to become a member on the grounds of race, gender, disability, religion or sexual orientation. The Club will work to ensure that membership fees are kept to a minimum so as not to deter anyone from accessing activities due to a low income.

3. Powers
The Club has the following powers, which may be exercised only in promoting the objects.
a) To acquire or hire property of any kind
b) To let or dispose of property of any kind
c) To co-operate with other bodies
d) To employ and remunerate staff or advisors as necessary to carry out the objects
e) To raise funds (but not by means of taxable trading)
f) To deposit or invest funds in a lawful manner
g) To set aside funds for special purposes or as reserves against future expenditure
h) To borrow money with or without providing security
i) To enter into contracts to provide services to or on behalf of other bodies
j) To accepts gifts either for general or specific uses of the …
k) To do anything else within the law which promotes or helps to promote the objects

4. Committee
The Club will be run by a management Committee (the Committee) consisting of a Chair, a Treasurer, a Secretary and at least two other members of the organisation. The members of the Committee shall be elected annually by vote of the membership at an Annual General Meeting. The Committee shall meet at least four times a year to conduct the business of the Club and at lease three Committee members and three club members with power to vote must be present to form a quorum. The Chairperson holds a casting vote. Any member of the Club may apply for election of the Committee.

5. Annual General Meeting
A general meeting of the membership of the Club (the Annual General Meeting) shall be held at least once a year on a date to be arranged by the Committee. Nor more than 18 months should elapse between one Annual General Meeting and the next. The Secretary shall give notification of the date, time and venue of the meeting to the members, at least 21 days before the proposed date of the meeting.

6. Extraordinary General Meeting
An Extraordinary General Meeting of the Club can be called at any time by the Committee and must be called within 14 clear days after a written request to the Committee from at least 10 members (or one quarter of the membership, whichever is the less).

7. Procedure at General Meetings
A full record of proceedings at every General Meeting of the Club shall be kept by the Secretary or by such other person appointed by the Committee. There shall be a quorum when at least three members of the Club are present. If, after 15 minutes of the start of the meeting, there are not sufficient members to present a quorum, the meeting shall be adjourned to a date 14 days later, when a quorum should be present. Notice of any General Meeting shall be deemed to have been given when sent by first class post (giving a minimum of 14 days’ clear notice) to the address last given to the Secretary by each member. Voting on the election of the Committee members and officer and any other matters arising at any General Meeting shall be by a simple majority on a show of hands, except where the business of the meeting concerns amendments to the constitution or dissolution of the Club, in which case a two-thirds majority shall be required.

8. Membership
Membership of the Club shall be open to any interested person upon completion of the Club’s Application of Membership Form. Minimum age for membership shall be 18 years of age. A child can attend activities if accompanied by a parent or guardian. The Committee may, at its discretion, charge an annual fee for membership.

Each member of the Club will be entitled to have one vote on the election of officers and Committee members and on other matters considered at the Annual General Meeting or at any Extraordinary General Meeting.

A member may resign his or her membership at any time. The Committee may, by resolution, terminate the membership of any member on the grounds that, in their reasonable opinion, the member’s continued membership would be harmful to the organisation. The Committee may only pass such a resolution after notifying the member in writing and considering the matter in the light of any written representations which the member puts forward within 14 clear days after receiving notice.

9. Bank Accounts and Annual Accounts
The financial assets of the Club shall be held in a bank, building society of credit union account operated by and in the name of the Ashington Camera Club. There shall be at all times at least three Committee members empowered to act as signatories to the bank account, one of whom shall be the Treasurer. The Treasurer at each committee meeting shall make a statement of the financial position of the Club. The Treasurer shall ensure that annual accounts are prepared at the end of the financial year in accordance with section 43 of the Charities Act 1993, and SORP 2000 regulations. The annual accounts shall be presented at the Annual General Meeting and shall thereafter be available for inspection by any interested person.

10. Payment of benefits
Any out-of-pocket expenses reasonably incurred by Committee members whilst engaged in the business of the Club shall be reimbursed. Committee members shall not be entitled to any other personal financial benefit arising from their involvement in the running of the Club.

11. Amendments to the Constitution
Amendments to the Constitution may only be made following consideration by the membership of the Club at the Annual General Meeting. Members must be given 21 days’ notice of the proposed amendments. Voting on the adoption of amendments to the Constitution shall be by two-thirds majority of those present and entitled to vote, on a show of hands.

12. Dissolution
If at any time Committee at a General Meeting decide to dissolve the organisation, the Committee will remain in office and will responsible for the orderly winding up of the organisation’s affairs.

In the event of the group dissolving, all assets must be donated to another voluntary group with similar charitable aims, as agreed by the members.