Constitution

1. Objectives

The objective of the organisation shall be:

To bring together persons actively interested in all aspects of Photography and generally to promote any activity for the mutual assistance of members and improvements of the standard of Photography, both artistically, technically and including presentation skills. It will always act in the best interests of our members, remaining nonpolitical, and will resolve issues among our members through democratic processes.

2. Membership

  1. Membership is restricted to 60 members, any other persons wishing to join after that limit has been reached will be put on a waiting list until a place becomes available
  2. Membership shall be open to those mentioned above, anyone over the age of 16* years and of any sex, race, religion, physical or mental impairment or any other social category.
  3. Membership year is April 1st to March 31st of the following year.
  4. Any new member joining after October 1st shall pay 50% of the annual subscription fee as agreed at the AGM
  5. Any current serving committee member shall pay 50% of the annual subscription fee as agreed at the AGM
  6. All members shall actively work in the best interest of the Club
  7. Membership is not transferable to anyone else.

There are two types of membership available:

  1. Full membership
  2. Under 18 memberships *


* Members over the age of 16 and under the age of 18, should be always accompanied by a responsible adult over the age of 18 and shall be subject to the clubs Safeguarding Policy included in this document. (Appendix 1)

3. Recruitment of members

  1. The committee will from time to time undertake appropriate advertising campaigns to boost membership as and when they see fit.
  2. All potential members must complete an application form providing contact details, name address, email, telephone number and pay the appropriate membership fee. This data will be held on a secure data base and available only to committee members in order that they can complete their roles. (See GDRP statement)
  3. All successful applicants will be listed in the membership register.
  4. The Committee may unanimously, for good reason and in the best interests of the organisation, deny, terminate, or suspend the membership of any individual in writing. The Committee must inform the individual in writing of the reasons for the refusal/suspension/dismissal within 21 days maximum of the decision.
    1. The individual concerned shall have the right to appeal the decision of the committee within 21 days of suspension/ expulsion/ dismissal and be heard in person by an appeals subcommittee drawn from the general membership of the club. The subcommittee will consist of three general members drawn at random at the next available club meeting. They will hear the appeal and report back to the committee on their findings.
    2. The committee will advise the subcommittee in detail the exact reason(s) why the member has been suspended/ expelled/ dismissed from the club. This maybe in the form of committee meeting minutes, or a verbal report.
    3. The individual concerned maybe accompanied by a person of their choosing to the appeal and may also submit written representations to the appeal subcommittee.
    4. Following the appeal hearing the subcommittee will advise the committee in writing, within 7 days of their findings and recommendation.

4. Visitors/ Prospective Members

  1. Any member may introduce a visitor as a prospective member for two meetings without obligation to join. The visitor must then join the Club on the third visit, or they will not be allowed to attend more meetings.
  2. If, for any reason, a visitor presents a valid reason for not becoming a full-time member, then that member shall be charged a fee of £5.00 per attendance evening and visits will be limited to a maximum number to be agreed by the committee. Casual visitors will not be eligible to vote on any club matters

5. Management Committee

  1. The organisation shall be managed by a Committee of a minimum of six and a maximum of ten elected at each Annual General Meeting, including Chair, Secretary and Treasurer. Other roles that may be required are Events Secretary, Competition Secretary, Membership Secretary, plus one other such as a webmaster.
  2. The Committee shall meet as often as necessary to ensure the smooth running of the club. These can be held either face to face or via zoom type conferencing. This shall be a minimum of three times a year.
  3. A quorum for committee meetings shall constitute 3 Committee Members.
  4. All meetings must have a proper agenda, which includes the date, place, and time of the meeting and the business discussed. This will be distributed to all committee members at least 7 days in advance of the scheduled date.
  5. A proper record of all meetings will be kept. In addition to records of expenditure and income which shall be available to all Members following approval of the committee, that they are a true record.

6. Management Committee Duties

  1. To run the club in a professional manner and in accordance with the agreed club rules and constitution.
  2. To ensure club accounts will be maintained by the treasurer and an annual audit of the accounts will take place.
  3. Arrange a program of such lectures, competitions and social functions and make regulations there to, as it may be deemed necessary. There will be meetings held at a venue to suit the club.
  4. The Committee have the power to:
    1. Deal with matters arising on a day-to-day basis,
    2. Fill vacancies on the committee arising during the year
    3. The committee may appoint such sub-committees as may be required to carry out the activities of the organisation, who shall be directly accountable to the Committee

7. Annual General Meeting

  1. There shall be an Annual General Meeting held each April, at which the Committee shall report on its work and present a statement of accounts.
  2. The existing Committee shall retire but remain available until all transfers to the new committee have been completed.
  3. At the AGM only existing paid-up members are eligible for election or vote.
  4. Existing Committee Members may stand for re-election.
  5. A minimum of 28 days’ notice shall be given of AGMs and members will be notified by the secretary, via email of the date and time.
  6. Nomination forms for committee posts (Appendix 3) should be sent out at least 21 days before the AGM. Nominations must be returned to the Club Secretary or other nominated person at least 7 days before the AGM having been signed by the nominee and seconder. As the constitution allows existing committee to stand again, they do not need complete a nomination form, but still be subject to a vote by the AGM membership.
  7. All paid up members shall have one vote per agenda item. Members who cannot attend the AGM shall be allowed a Remote Vote via email by requesting a vote from the club secretary 7 days before the planned AGM. The remote vote should be returned to the club secretary by midday on the day of the AGM for it to be included.
  8. All decisions will be based on a majority acceptance. If the vote is tied the Chairperson will have the casting vote

8. Extraordinary General meetings

  1. The secretary may call an EGM at any time acting upon the authorisation of a quorum of the committee.
  2. The Secretary shall also call an EGM at the request of a majority of the Members upon receipt of a written petition signed by no less than one third of Members, giving reasons for their request.
  3. Not less than 21 days’ notice of an EGM shall be given by the secretary.

9. Finances

  1. The Executive Committee shall have the power to open a bank account.
  2. All proposed expenditure from the account shall be agreed by the committee prior to it taking place. Exceptional or urgent spending to be agreed by email by 3 members of the committee (quorum) and reported at the next meeting and recorded in the minutes of that next meeting.
  3. All withdrawals from the account shall be agreed by any two of the following signatories, Chair, Secretary, Treasurer.
  4. In the case of electronic online banking, the Treasurer will be the main point of contact and one other committee member from those above will also be appointed if the bank allows. This is done to protect the club in the event of illness or non-availability of the Treasurer.
  5. There shall be a £75.00 placed on the amount of petty cash held by the Treasurer. Though club insurance requirements must be followed.
  6. The Club’s financial status shall be reviewed at each Committee meeting and at the AGM the balance sheet having been verified by a responsible club member before the AGM who is not a committee member.
  7. Annual subscription is to be agreed by the AGM or EGM by a majority of the membership
  8. The club accounts are open to any club member who requests to see them and will be available to that member at a mutually agreed time between them and the Treasurer (usually within 21 days)
  9. In the clubs interest no two committee members from the same household may hold the positions of Chairperson, Treasurer or Secretary at the same time. This will mean no two committee members from the same household will have access to the clubs bank account. 

10. Dissolution

  1. In the event of the Club ceasing to meet and by a simple majority the Committee decide at any time that on the grounds of expense or otherwise it is necessary or advisable to dissolve the organisation, it shall call an Extra Ordinary General Meeting stating the terms of the resolution to be proposed at the meeting.
  2. The Committee will have the power to dispose of any assets at current market value held by or in the name of the organisation, these will first be offered to members before the general market.
  3. All current funders must be notified of the decision and given the opportunity to reclaim their unspent funds, ie: a portion of the current membership subscription.
  4. Any assets remaining after the satisfaction of any proper debts and liabilities shall be donated to a charitable organisation in the locality as decided by the membership.
  5. If the Members resolve to dissolve the organisation the Committee will remain in office and be responsible for winding up the affairs of the organisation.

11. Alterations to the Constitution

  1. No alteration in, or addition to the Constitution of the Club shall be made without the sanction of an Annual General Meeting or EGM
  2. Any proposed alterations to the Constitution and Rules shall be submitted to the Secretary not less than 14 days before the next AGM or a Extra Ordinary Meeting (EGM)
  3. The approval of a majority of those present at the AGM/EGM will be required to effect any proposed change
  4. Any matter not governed by this constitution, or question as to the interpretation thereof shall be dealt with by the Committee by simple majority.

12.Equipment

The club and or committee shall not be held responsible for the loss or damage to any personal equipment brought along to the meetings or taken on club outings by members or anyone accompanying a member.

Appendix 1: Safeguarding Policy

VULNERABLE ADULT AND YOUNG PEOPLES POLICY

Corley & Fillongley Photographic Club (hereafter referred to as CFPC) exists to encourage an interest in photography, both within the general membership and in the wider community. In this context the club is committed to ensuring that vulnerable adults and young people will be welcome to join CFPC and take part in its activities. 

The club will carry out its duty of care to protect, disabled people, vulnerable adults and young people from harm when visiting the club or attending a club event. The club recognises the United Kingdom legislation covering the protection of both vulnerable adults and young people, including club members. The legislation aims to protect all personnel against sexual abuse, violence, exploitation, emotional abuse including bullying.   In creating this document, the club acknowledges and recognises the advice given by The

Photographic Alliance of Great Britain and this will need to be reviewed every year following the clubs AGM or notification of change either from PAGB or MCPF.

CLUB GUIDANCE

When visiting the club, all visitors, and members under 18 years of age must first contact a committee member with the accompanying person.

Whilst the club accepts it has a duty of care to all members and will do everything in its powers to ensure there is no inappropriate behaviour or event that will contravene the guidance, it will be the responsible adult or parent that will always be responsible for the person in their charge. This will apply to all club outings, visits to other clubs and ad hoc meetings at other locations. When joining the club, the membership application form for young or vulnerable person must be signed by their parent/guardian/ carer or in the case of a vulnerable adult by a responsible adult to signify acceptance of this policy.   In the case of young members as defined in this policy, if the member is not to be accompanied at meetings by their parent/guardian/ carer, they must advise the committee in writing prior to the meeting the name of the designated responsible adult(s) taking their place. In the case of a vulnerable adult, they should always be accompanied by a legally responsible person. If the club holds an event that is deemed to fall under the guidelines listed here, the young person will be excluded from that event (i.e., implied nude or nude photography)

USE OF YOUNG PEOPLE OR VULNERABLE PEOPLE AS MODELS

From time to time, the club may employ the services of young people or vulnerable people to act as photographic models. A club model consent form (below) must be signed by a parent, guardian, carer, or responsible adult prior to any photographs being taken.

The parent, guardian or responsible adult must always be in attendance with the young person or vulnerable person whilst photography is taking place.

No images are to be published on social media of any kind without written permission of the parent/ guardian or responsible adult, see the consent form

Under no circumstances should the name of the model who falls into this category ever accompany an image posted on social media.

At all times club members should not touch the model but ask the model, parent or guardian or responsible adult to reposition them, adjust clothing, hair etc as needed.

At all times total respect should be given to the vulnerable or young person and bad or abusive language should be always avoided. Prior to any photographs being taken, the club membership will be notified at the start of the evening that a person that falls under these Safeguarding guidelines is present, and these rules apply on that night.

ACCEPTABILITY OF IMAGES AND CONDUCT OF MEMBERS’

During the Club’s Annual Programme, portfolios of work covering a wide range of photographic styles and content are frequently shown at meetings. The range of content of these images is expected to be like those shown to the public in exhibition galleries. Whether or not images are inappropriate should be judged within this context. It is illegal to take, distribute indecent images of any kind. Club members should be made aware of the provisions in the protection policy and be reminded of their responsibilities in this respect with some emphasis placed on acceptable language and general behaviour when vulnerable individuals and young people are present. 

HEALTH AND SAFETY

CORLEY & FILLONGLEY PHOTOGRAPHIC CLUB

Health & Safety Policy


Corley & Fillongley Photographic Club (CFPC) is committed to ensuring that all its activities and events are safe and provide effective health, safety and welfare controls for all members and visitors by evaluating risks and providing controls to minimise risks as far as is reasonably practicable.

This policy covers Health and Safety for the Club’s meetings at the Corley & Fillongley Village Hall and field trips organised by CFPC.

It should be brought to the attention of Members through announcement, email and referenced from the job descriptions of Committee Members where appropriate.

Club and Committee Responsibilities

It is the responsibility of the club and committee members to provide a safe environment for the activities undertaken including;

– Reviewing the events organized and undertaken to ensure risks are identified, evaluated and necessary controls are implemented.
– Risk assessments are typically created visually and are not recorded. Should there be a requirement within the club to make a written record of a risk assessment this will be completed by the responsible persons.
– Ensuring that members and other attendees are briefed on any circumstances relating to an event.
– Providing a responsible person to lead the event and be the point of contact for any health and safety issues that may arise.
– The club cannot accept liability for any member or guest participating in ‘field trips’..
– Where appropriate, consult with all members on health and safety matters, including, seeking input where required.
– In the event of an accident a member of the Committee must be informed.
– CFPC is covered for Public Liabiilty Insurance under the PAGB scheme and is renewed every year.
– This policy DOES NOT cover events/meeting organised outside of normal club activities by sub groups. These groups are run by enthusiastic individual members in their own time by mutual consent and therefore are undertaken at participants own risk

Emergency Procedures

• Members must sign the attendance sheet when attending meetings at the Village Hall.
• In the event of an alarm the attendance register will be used to check that all members present have safely left the building and congregated by the bowling club.
• First aid equipment is provided by the Village Hall. CFPC do not have a designated first aider, therefore if you need to use the equipment it is ‘self help’.
• Emergency exits must not be blocked by chairs or equipment.

Members Responsibilities

Members have a personal responsibility to:

– Cooperate with all matters in respect to health and safety.
– Only attend meetings and events if they are well enough to do so.
– Act responsibly and not intentionally put themselves and others in harm’s way at club events and ‘field trips’.
– Ensure they sign the ‘attendance register’ when attending the club venue.
– Report any concerns to a committee member who will raise the matter with the committee or take immediate action if necessary.
– Members should not intentionally interfere with equipment. If defects or hazards are identified on club equipment, members are expected to report these to a committee member.
– Inform committee members or event organisers, in confidence, of any medical condition they have which may impinge upon a meeting or event. Members with conditions are expected to carry with them any necessary medication and to be aware of how to use it.
– Follow emergency procedures set in place by the venue(s) used for club event and ‘field trips’

Equipment

• All equipment provided by the club will be provided in a safe manner. Portable Appliance Testing (PAT) is not required but electrical equipment belonging to the Club or a visiting speaker should be visually inspected before use.
• Cables and other trip hazards should not be placed in walkways but if this is unavoidable they should be protected with mats or tape before the audience arrives.
• Should equipment be identified with a defect it will be assessed and raised with the committee for repair or replacement.

Venue

• CFPC will comply with the Corley & Fillongley Village Hall Health & Safety policy.
• When helping to set out and put away chairs and tables care should be taken to avoid lifting more that one item of furniture.

REPORTING INCIDENTS OR ALLEGATIONS

It is the responsibility of ALL members of the club to be alert to incidents which may involve issues listed above. If you think a vulnerable adult or young person is in immediate danger, call the police on 999 and then notify a member of the clubs committee. If it is less urgent and you are worried about the welfare of a member who is a young person or vulnerable adult contact the club committee whose details are listed on the club website.

The troubled member will share the information with the welfare officer or committee who will deal with the issue professionally. Where incidents are referred to the police or external agencies, the accused member will have their membership suspended immediately until the agencies have determined if an offence was committed. Local incidents where claims have made but not serious enough to involve the agencies can be held at club level. The individual will be called to appear with a friend (if they require) along with the person making the allegations to come in front of a full committee explaining what had happed so the committee can decide what the appropriate action can be taken to avoid the incident happening again

WELFARE OFFICERS DUTY

The officer or committee member will fill in an incident form before contacting the official agencies The officer will share the information about the members concerns with agencies who need to know such as police or social services and involving parents, guardian, carer, and appropriate person. A copy of all written records, reports, notes, and correspondence relating to any incident, will be kept securely by the Secretary. It will be the Welfare Officer’s duty to give a full report back to the committee as soon as possible

CONFIDENTIALITIES OF PERSONAL INFORMATION

A database of members’ contact details is maintained by the club Membership Secretary. Care is taken to protect this information, which is not published or circulated to the club membership and is only supplied to a member if the secretary agrees that this is justified. The contact details, including email address, of any vulnerable member will be integrated into this database, unless a request for its omission is received from the vulnerable member’s carer or the young person’s parent or guardian, through the completion of the relevant section of the Membership Form.

POLICY REVIEW

This policy will be reviewed annually or immediately after any reported incident or if there is an update of advice from PAGB or MCPF.

Appendix 2: GDPR Privacy statement

Corley and Fillongley Photographic Club (CFPC) is dedicated to protecting members’ privacy and understands that you may be concerned about what happens to the information which you provide when joining. This Privacy Statement is intended to explain how the personal data, which you provide through membership, is used and to demonstrate our commitment to privacy and protecting your information. 

By accepting membership of CFPC, you consent to the use of your data as outlined in this privacy statement. 

What information do we collect from you?

We collect the information that you provide to us when you join the CFPC. 

This information may be supplemented by information which you provide when taking part in special club events or when submitting work for competitions or exhibitions. We will update the information we hold on you when you provide us with changes to your personal data and we urge you to ensure that your data is up to date. 

How is your personal data used?

CFPC uses your personal data:

  • To administer memberships
  • To communicate with you about CFPC activities; and
  • To promote events, opportunities, and other activities, which we feel may be relevant to you.
To whom will we provide your data?

CFPC may be required to provide your name and contact details to hosting venues for club meetings, exclusively to comply with their obligations under health and safety regulations. 

CFPC will further provide your contact details to those within the organization that need it: 

To process membership records.

To manage competitions and or exhibitions; or

To send out correspondence supporting club activities

We may provide elements of your data, as required to carry out tasks, to third parties, who may from time to time be contracted to manage the above processes. 

We will not pass your contact details to any third party for their direct marketing purposes.

How can I find out what information CFPC holds about me?

If at any time you wish to know what information we hold about you, please speak to a member of the committee. If necessary, you can ask us to rectify or complete any inaccurate or incomplete personal information which we hold about you.

What happens to my data when I leave the CFPC?

The club will remove personal data of ex members from the database. If you would like to be assured that your data are removed immediately when you leave, please contact a member of the committee.

What if there are changes to these Terms and Conditions?

Occasionally, we may need to update our Terms and Conditions and Privacy Statement. We reserve the right to amend, update or replace this Statement at any time. Any changes will be published, so please make sure you check this page from time to time on the website. Your continued membership and use of membership services will constitute your acceptance of any such changes we may make.

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