CONSTITUTION OF REFLEX PHOTOGRAPHIC CLUB
1 The club is to be known as: Reflex PhotographicClub.
2 The object of the club shall be to encourage the study and the practice of photography by means of
meetings, lectures, competitions, and any other means that the Committee may deem desirable.
3 The club is to be managed by a committee consisting of: Chair, Honorary Treasurer, Honorary Secretary and Co-ordinator as the Executive, and up to 5 other members. A committee meeting quorum will comprise of 4 committee members of which one must be an Executive member. Any sub committees must include one full committee member.
4 The committee members will retire annually, but shall be eligible for re-election, at the Annual General
Meeting. The Executive will serve on the committee for 4 years, but one will be retired each year and be
eligible for re-election at the AGM in rotation. The order of rotation is Chair, HonTreasurer, Co-ordinator,
and Hon. Secretary.
5 Should an officer or member resign before their appointment expires, the committee shall have the
power to co-opt a member to fill the vacancy until the next AGM.
6 The accounts of the Club are to be audited by the examiner at least once a year by a member of the Club who is not on the committee.
7 Annual General Meeting (AGM)
7.1 The AGM will be the last meeting before the summer recess.
7.2 The quorum for the AGM will be 20% of the membership. Voting will be by a simple majority. In the
event of a tie, the Chair will have the casting vote. He has no other Vote.
7.3 Motions for consideration at the AGM shall be displayed on the club notice board for at least 2
meetings prior to the AGM. Agenda items must be proposed and seconded and then handed to the
Secretary in writing prior to the aforementioned meetings.
7.4 The agenda for the AGM will include:-
i The reports of the officers of the club
ii The election of officers and committee
iii The election of the examiner for the following year
iv The setting of the annual subscription for the following year
v Discussion and voting on motions displayed in accordance with para 7.3 above
vi Any other business not requiring a vote
7.5 Nominations for the committee and retiring executive must be handed to the Committee one
month before the AGM.
8 Extraordinary General Meeting (EGM)
8.1 An EGM may be called by the committee or at the signed request of any nine members
8.2 The EGM will be held within 6 weeks of receipt of the request and at least 4 weeks’ notice given to
all members stating the purpose of the meeting.
8.3 The rules of quorum and voting shall be the same as the AGM given in para7.2 above.
8.4 No other business may be conducted at this meeting.
9 Annual subscriptions shall be due not more than 30 days following the beginning of a season. Any delay beyond that will result in the now ex-member not being allowed into the club room during meetings.
a) Membership shall be open to any person over the age of eighteen interested in membership of
the club and its activities. Applicants for membership under the age of eighteen may join providing
they are accompanied to club meetings or other activities by a parent or guardian who is a member or
associate or honorary member of the club.
b) (i) The Committee may refuse an application for membership if, acting reasonably and
properly, they consider it to be in the best interests of the club to do so.
(ii) The applicant must be informed of the reasons for refusal in writing within 21days.
(iii) The Committee must consider any written representation the applicant may make about
the decision. The Committee must notify the applicant in writing of their decision, but their
decision will be final.
c) (i) The Committee may expel a member from the club should they consider that their ongoing
membership is not in the best interest of the club and its members. The expelled member will be given a
pro rata refund of the membership fee depending on when in the season the expulsion is made. The
member must be given the reasons for the expulsion in writing within 21days.
(ii) The member may submit a written request for a review of the decision which will be
considered by two members of the Executive Committee (the Chair and the Secretary). Their decision will
be notified to the member in writing and will be final.
d) Membership is not transferable.
e) The Committee must keep a register of the names and addresses of all members.
a) If the membership of the club falls below 10 and the majority of the remaining members consider that
the club is no longer viable, it may be wound up. The Executive Committee members will be responsible
for doing so.
b) The Executive Committee must collect in all the assets of the club and must pay or make provision
for all proper liabilities of the club.
c) The Executive Committee must dispose of all equipment acquired through lottery funding to a local
charity or photographic club. Any money remaining after the payment of all liabilities should be disposed
of by agreement with the members, at a quorate EGM. The decision should be minuted and must be
produced to the club’s bankers if the account is to be closed or transferred.
12 Agenda items must be proposed and seconded and then handed to the Secretary in writing one
month before the AGM.
- Any item to be purchased over £100 must go before the full committee for approval. The Treasurer
will advise asto affordability.
Reviewed October 2021