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Newbury Camera Club Constitution June 2003 1. Name The Club shall be called “The Newbury Camera Club”. 2. Aims and Objectives To form a meeting place where members can be stimulated and encouraged in the art of photography to produce images to portray the world around us, which can give pleasure to themselves and others. 3. How to achieve this By holding formal weekly meetings between September and June, where the Club will present lectures and presentations by professional and highly experienced amateur photographers, to hold competitions and workshops. In addition, opportunities will be provided for members to exhibit their work within the local community and other photographic clubs. Also to hold informal meetings during the summer months for members to exchange information and knowledge. 4. Membership a) Membership shall be open to all. b) Classes of membership shall be: Full Member (includes individual and joint members) Junior Member (up to 18th birthday) Honorary Life Member. c) Honorary Life Membership may be granted to any person, who in the opinion of the Committee has rendered outstanding service to the Club, and duly voted for, by at least 75% of the membership at an A.G.M. d) All paid-up full members and honorary members shall have one vote at general meetings. e) Potential members may visit the club up to three times where upon they can join the Club at the designated subscription. 5. Committee a) A committee consisting of not less than eight members shall manage club affairs. b) Members of the committee to include a : President. Chairman. Secretary. Treasurer. Programme Secretary. Competition Secretary. Two ordinary committee members. c) The quorum for the Committee shall be four. d) Committee meetings shall be convened by the Chairman or, exceptionally, by three members of the Committee. e) At least 4 Committee meetings shall be held each year. f) The Chairman will vote to keep the status quo. g) During the year the Committee may co-opt members to the committee. h) Sub Committees may be formed by resolution of the Committee to run specific club functions. 6. Annual General Meeting (AGM) a) The AGM shall be held at the end of the season, or not more than 15 months after the last AGM. b) The quorum for the AGM (and EGM) shall be 20% of the membership. c) All motions to be seconded. d) A member who is unable to attend will be allowed a proxy vote. This intention must be conveyed in writing to the secretary prior to the start of the meeting. e) The committee shall submit reports for the previous year. f) The Treasurer shall provide an audited statement of accounts. g) Members of the Committee shall be elected at the AGM, and each member shall not serve in the same capacity for more than three consecutive years. However, if there is no challenger for a particular post then the outgoing member can serve up to a further three years if duly elected. 7. Subscriptions and funds a) The Annual Subscription shall be recommended by the committee and agreed at the Annual General Meeting. b) A financial Reserve should be held to maintain the Club’s continuity for a minimum period of two years in the event of fluctuations in membership numbers and subscription income. 8. Extraordinary General Meeting (EGM) An EGM may be called by the Committee or by not less than 5 members of the Club. The Committee shall fix a date, which is not later than three months from the date of receiving a valid request. All members are to be informed in writing within 28 days of any such request and must at the same time be provided with a copy of the motion(s) to be proposed. No other business may be transacted in the EGM. 9. Amendments to the Constitution. The Constitution may be amended at an AGM or EGM and the motion(s) there presented will require a 2/3rds majority of those present to be carried. 10. Dissolution of the Club. a) The decision to wind up the club may only be taken when the funds of the Club are insufficient for the Club to run properly, and this decision can only be taken at an EGM or AGM. In the absence of a quorum at such a meeting, a motion signed by 10 members or 10% of the membership, whichever is the greater, shall constitute the same decision. b) After discharging all debts and liabilities of the Newbury Camera Club, the remaining assets are to be given or transferred to a voluntary organisation having similar objectives to those of the Club.
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