1. Name of the Club

The Club will be called “Bracknell Camera Club”. Hereinafter referred to as the Club
 

2. Affiliations

Affiliated to the Photographic Alliance of Great Britain (PAGB) through the Southern

Counties Photographic Federation (SCPF).
 

3. Aims and purposes of the Club

To provide regular meetings which promote excellence in photographic imaging where

members of all ages and abilities can be stimulated and encouraged to learn and develop their

photographic skills.
 

The aims will be met by holding regular meetings at which lectures and talks covering a wide

range of interests will be presented. As decided by the Club committee, there may be

workshops and competitions with opportunities for members to exhibit their work within and

for the benefit of the local community.
 

4. Membership

Membership is open to anyone interested in photography and digital imaging. Membership is

granted upon completion of a signed application form and payment of the appropriate

subscription. Under-18s must have their form signed by a Parent or Guardian.
 

It is a condition of membership that members agree to abide by the Constitution and rules of

the Club.
 

The Committee has the right to refuse an application for membership at its discretion. In

exceptional circumstances a member can be asked to resign from the Club. He or she can

appeal against the decision; the appeal will be heard at a Special General Meeting (SGM) and

decided by majority vote.
 

The Club will maintain a list of members’ names, addresses, telephone numbers and other

details in a computer database. The database will only be available to the Committee and will

be used solely for the purpose of contacting members concerning Club matters and recording

payments of subscriptions. It will not be sold or passed to any other organisation or Club

member. Any member may inspect the information held about him/her and have any errors

corrected in accordance with the Data Protection Act and detailed in the Club Privacy Policy.

Membership gives entitlement to enter club competitions and voting rights at meetings.
 

The Committee shall have the power to award Honorary Membership to any member for

exceptional service to the Club.
 

5. Subscriptions

The annual subscriptions will be fixed for the following season at the Annual General

Meeting (AGM) and will be payable prior to the payment date announced at the AGM. New

members will be expected to pay their subscriptions at the time of joining the Club.
 

Subscriptions cover all of the Club’s programmed activities with the exception of certain

special events, special interest groups and workshops which may be subject to additional

charges.
 

Any current member whose subscription is not paid by the agreed renewal date will be

deemed to have resigned from the Club after being given reasonable notice to pay.
 

6. General management of the Club

The Club will be managed by a Committee made up from members of the Club (The

Committee).
 

In order to carry out the management of the Club the Committee has the power to:

• Raise funds, receive grants and donations on behalf of the Club

• Apply funds to carry out the work of the Club

• Do anything which is lawful and necessary to achieve the aims and purposes of the

Club
 

The Committee will consist of a President, Chairman, Club Secretary, Treasurer, plus a

minimum of 3 other Club members who will be expected to take on one or more roles from

the list of roles maintained by the Committee. At the discretion of the Committee, members

may be invited to temporarily fill vacant Committee posts. Some tasks may be carried out by

non-Committee members who may be invited to join Committee meetings as necessary. Such

co-opted members will only eligible to vote on matters relating to that task.
 

Committee members will be elected by majority vote at the AGM, with the exception of the

President who will be appointed by the Committee. The new Committee will take up their

posts immediately after the AGM has closed.
 

If one of the main Committee posts, which are Chairman, Club Secretary and Treasurer,

becomes vacant between AGMs then a Special General Meeting can be called to elect a

replacement. A temporary replacement may be appointed by the Committee if there are less

than 6 weeks before the next AGM.
 

The Committee will meet at least four times a year with a quorum of a minimum of five or

over half the members present. Committee decisions will be decided by majority vote with

the Chairman having the deciding vote.
 

Committee Meetings and General Meetings will be minuted and the Minutes made available

to Club members on request.
 

Representation of the Club for any reason must be authorised by the Committee.
 

7. Financial Management of the Club

The Treasurer is responsible for the safe custody of Club funds which will be banked at

recognised banks or building societies.
 

The Committee shall ensure that the money and property held by the Club is only used for the

Club’s aims and purposes.
 

All expenditure will be authorised by a Committee member. Major expenditure, defined as

expenditure over 5% of subscription income, must be agreed by the Committee in advance.

However, in the case of Speaker costs, it will only be necessary to get advance agreement by

the Committee if the total expenditure is likely to exceed the budgeted amount.
 

The Committee cannot receive any money or property from the Club, except to refund

reasonable out of pocket expenses.
 

The Treasurer will provide a financial statement for each AGM and at any other time

required by the Committee or appropriate statutory body.
 

An external auditor or two Club members (only one of whom may be a member of the

committee) appointed for the purpose will examine the records supporting the financial

statement in advance of the AGM.
 

The Committee, through the Treasurer and Club Secretary, is responsible for ensuring that

the Club is adequately insured to cover public liability, property and membership.
 

A financial reserve should be held to maintain the Club’s continuity for a minimum of one

year to cover fluctuations in membership numbers and subscription income.
 

The committee shall have the authority to create other reserves as it deems appropriate from

time to time.
 

8. Annual General Meetings (AGM) and Special General Meetings (SGM)

The AGM of the Club will be held near the end of each season for the purpose of electing the

Committee. The Chairman and the Club Secretary will present a report and the Treasurer a

Financial Statement showing Income, Expenditure and Funds and a schedule of assets owned

by the Club. All fully paid-up members can attend and vote at General Meetings of the Club.

The agenda for the AGM/SGM will be made available to members no later than 14 days prior

to the meeting.
 

Members unable to attend an AGM or SGM may provide written proxy votes either

specifying the votes to be made or nominating another Club member to vote on their behalf.

The Chairman shall have the casting vote.
 

Nominations for Committee should be with the Club Secretary at least 14 days before the

AGM. If there are insufficient nominations prior to the AGM, they can be accepted from the

floor at the AGM.
 

All Committee members are eligible for re-election each season. At every fifth anniversary of

their election to the same post, a Committee member must have their membership of the

Committee validated at the AGM either by being opposed in the election or by a vote of

confidence taken in their absence.
 

An SGM may be called by the Committee or following a written request stating the reasons

for the meeting and signed by at least five Club members. The written request should be sent

to the Club Secretary at least 14 days before the date proposed.
 

All decisions to be voted on at a General Meeting must be proposed and seconded by Club

members.
 

9. Changes to this Club Constitution

No alteration of, addition to, or removal of the rules in this Constitution can be made except

at an AGM or SGM. All alterations, additions and removals must achieve a two thirds

majority vote in favour. Any member suggesting a rule change must give notice to the Club

Secretary at least 21 days prior to an AGM or SGM, and the said rule changes must be

brought to the notice of the Club membership at least 14 days prior to the meeting.
 

10. Dissolution of the Club

The decision to dissolve the Club may be taken if it is deemed to be no longer viable for the

Club to continue due to financial reasons or otherwise. The decision can only be taken at an

AGM or SGM and must achieve a two thirds majority in favour of dissolution.
 

After discharging all debts and liabilities of Bracknell Camera Club, the remaining assets will

be given or transferred to a voluntary organisation, charity or charities established for similar

aims and purposes to those of the Club.
 

Version dated 8th June 2021