Carmarthen Photographic Society

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Welsh Photographic Federation) Rules and Constitution

1 Carmarthen Photographic Society (Affiliated to the Photographic Alliance of Great Britain through the Welsh Photographic Federation) Rules and Constitution Including Rules for monthly competitions and annual awards

2 Rules & Constitution 1. Title The society shall be called the CARMARTHEN PHOTOGRAPHIC SOCIETY 2. Aims 1. To promote and encourage an active and fraternal interest in all aspects of photography. 2. To become affiliated to the PHOTOGRAPHIC ALLIANCE of GREAT BRITAIN through membership of the Welsh Photographic Federation. 3. To organize and to advise upon exhibitions of photography. 4. To undertake and participate in any activities which will further the interest of photography in general. 5. The society shall be conducted as a non-profit making concern. 6. The society shall meet on a weekly basis. 3. Membership 1. Membership of the society shall be open to all members of the public. 2. The society will ensure that all members, actual or potential, are treated equally and as individuals regardless of age, disability, ethnic or national origin, gender, marital or parental status, nationality, political belief, religion or sexual orientation, will have full access to photographic activities and events held under the auspices of the society. 4. Subscriptions 1. Members shall pay such a subscription as a general meeting of members shall decide. 2. Annual subscription shall be payable on 1st September each year. 3. New members shall pay a subscription pro rata to the unexpired part of the year if joining after 3 months from the commencement of the year. 5. Officers 1. The society shall have a chairman, vice-chairman, secretary, treasurer, competitions secretary and any other officers as may from time to time be appointed, all in an honorary capacity. 2. The society shall appoint delegates to the general meetings of the Welsh Photographic federation or to any other suitable organization in accordance with the rules of the said organization. 3. The society may elect a president and vice-presidents. 6. Term of Office All officer, committee members, president and vice-presidents shall retire annually at the annual general meeting and shall be eligible for re-election. 7. Life Vice Presidents The society may elect at its annual general meeting, Honorary life vice presidents in recognition of services rendered to the society. These shall be limited to three at any one time.

3 8. Honorary Members The society may elect at its annual general meeting honorary members, where members who have given the society valuable service and who are no longer in a position to attend meetings on a regular basis due to personal circumstances. These shall be limited to one member at any one time. 9. Annual general meeting The affairs of the society shall be governed by an ANNUAL GENERAL MEETING of members to be held in MAY of each year. A quorum shall consist of at least 25% of the paid up members and honorary members. The business of the annual general meeting shall be To elect honorary officers 2. To elect honorary auditors 3. To receive a report from the chairman. 4. To receive a financial report which will have been audited. 5. To elect two members for the committee 6. To deal with any other relevant business. 10. Committee A committee comprising of the officers, the immediate past chairman and two members will conduct the general affairs of the society and shall meet as necessary. A quorum shall consist of FOUR members being present. 11. Special general meetings Special general meetings may be called at any time by the committee, officers, or at the request of any FIVE members. The honorary secretary will notify each member at least TEN DAYS before the due date of the special meeting. The notice of the meeting will include details of the business to be discussed. A quorum shall be as noted in paragraph 9, above. 12. Passing of propositions All members of the society are entitled to vote at general meetings and proposals shall be decided by a simple majority with the exception of an amendment to the rules & constitution which shall be carried out in accordance with rule number 16 (sixteen) below. 13. Bank account A bank account shall be opened in the name of the society. Withdrawals from and payments out of such an account shall be made upon any two signatures from the chairman, honorary treasurer and honorary secretary. All access to the bank accounts will be on a manual basis, that is no internet / electronic procedures should be used and no banking cards to be obtained from the bank. Such petty cash accounts may be kept as may be directed by the officers of the society. 14. Resignation A member shall have been considered to have resigned from the society on the receipt of notice in writing from the said member or if the annual subscriptions have fallen into six weeks arrears.

4 15. Unspecified In the event of an unspecified items arising they will be disposed of in accordance with the majority decision of the committee. 16. Amendment of rules These rules may be amended only at the annual general meeting or at a special general meeting of members called for that purpose. Any amendment shall require a majority of at least two-thirds of the members present at such a meeting. See paragraph 11(eleven) regarding notice of meetings. 17. President The President shall take the chair at the annual general meeting and carry out other duties as required. 18. Chairman The chairman shall preside at all meetings of the society and will act in the absence of the president. 19. Vice-Chairman The vice-chairman shall preside at meetings in the absence of the chairman. 20. Honorary secretary The secretary will record minutes of all the Society s meetings which shall be read and confirmed at the next meeting. Will liaise with the WPF. 21. Honorary Treasurer. The treasurer will keep the accounts of the society, pay the relevant bills, arrange for the accounts to be audited annually and will present the financial report to the annual general meeting. The treasurer will ensure that subscriptions are collected within six weeks of the due date. The treasurer will provide an up to date list of members to any member requesting such details. 22. Honorary auditor The auditor will audit the accounts as presented by the treasurer. The auditor will present a report, if necessary, to the committee. 23a. Competition secretary Will conduct monthly competitions, maintain a cumulative record of points separately for each member in print competitions and in PDI competitions and will announce the winner of each competition. The competition secretary will arrange for the collection and judging of all entries for the annual awards, inter club battles and any other competitions or exhibitions. 23b. Assistant Competition secretary Will assist the competition secretary as needed.

5 24. Programme Secretary Will be responsible for organising the club programme including arranging lecturers, judges and club visits. Will arrange for the printing and distribution of the annual programme. 25. Publicity Officer Will promote the club on social media, the website, blog and liaise with the press. 26. Monthly competitions and annual awards The rules for entry for monthly competitions and for the annual awards are given as appendix 1 (one) to the constitution and may only be amended in accordance with rules 11 (eleven) and 16 (sixteen), above. 27. Dissolution of the society Assets shall be disposed of as decided by the final meeting of the society. All proceeds and monetary reserves will be donated to local charities as designated by the members at that meeting.

6 Appendix 1 Rules for Monthly Competitions and Annual Awards Definitions Prints Images from film or from digital files and printed by wet, analogue process or by a printer via a digital file. Projected Digital Images Images presented in digital form via a CD or other means of digital recording. Monthly Competitions 1. Competitions are to be held on a monthly basis 2. Not more than 3 (three) images per member may be entered for each PDI competition and entries should be numbered from 1 to 3. Not more than 4 (four) prints per member may be entered for each print competition and entries should be numbered from1 to 4. If the number of entries is considered too large for judging in one evening, the competition secretaries may, at his/her discretion, decide to restrict the number of entries per member. The entry numbered 3 for PDI competitions, or the entry numbered 4 for print competitions, will be removed from each individual s entries. 3. Both print and PDI entries must be submitted 2 weeks prior to the competition, the date being published in the annual programme. 4. Potential new members may only enter and judge one competition before paying their subscription. 5. Two or more prints / projected images entered by at least two members shall constitute a competition. 6. Prints may be the entire work of the members or may have been commercially printed. 7. Prints may be of any size and mounted on a 40cms x 50cms mounting board. Style and method of mounting is at the discretion of the member. Each print shall bear on the reverse side, ranking number, entrant s initials and title. 8. Digital files must be of JPEG format (.jpg) and files must be flattened. The file name must include the image number from 1 to 3, the entrant s initials and titled. For example : 1_JGT_sunrise.jpg. The maximum pixel dimension should be no larger than 1400px wide x 1050px high. The colour space should be SRGB and the resolution should be 72ppi. The file should be saved at maximum quality, ie Digital images for projection may be presented on a CD, on a flash drive or sent via to the competitions secretary at least 2 weeks prior to the competition. 10. The presented image entered for any competition should have been produced within 2 years of the start of the current programme.

7 11. Any print / PDI attaining 1 st, 2 nd, 3 rd or 4 th placing in a competition may not be entered into a future monthly competition. A didigtal image having been placed in a PDI competition may not be entered into a subsequent print competition or vice versa. Unplace prints / PDIs may still be entered into future monthly competitions. 12. Any print / PDI attaining 20/20 in a competition may not be entered into any future monthly competition. A digital image having been placed in a PDI competition may not be entered into a subsequent print competition or vice versa. Prints/PDIs scoring less than 20/20 may still be entered into future monthly competitions. 13. Monthly open competitions will be scored out of 20 marks by an external and independent judge. The monthly open competitions will consist of 4 Print competitions and 4 PDI competitions. In addition to these competitions, there will be an additional 2 open competitions (1 print and 1 PDI). These will be scored internally out of 20 by all the members present with an average score being awarded. These additional internally judged competitions will not count towards any club award. 14. At the end of the season, the overall accumulated scores will be adjusted for each member. Each member will have their lowest scoring 4 print scores deducted from their overall print total and their lowest scoring 3 PDI scores deducted from their PDI total. After deductions, the member with the highest number of points at the end of the season for the print and PDI competitions will receive an award for the best worker of the year. Separate awards will be given to the best print worker and the best PDI worker as well as to the best scoring new member. COPYRIGHT The entrant must hold the copyright of the whole image presented in all society competitions both legally and morally.

8 ANNUAL AWARDS 1. All awards will be presented to the winners after the last competition in May of each year when the winning entries will be placed on display. 2. The society will present certificates to all winners. Replicas will be awarded to first time winners in any of the categories listed in paragraph 3 below. 3. The awards are as follows ALAN BENNELL CUP PHIL HANCOCK CUP MAYFAIR CUP DON MASON CUP PRESIDENT S AWARD (AND D.GERALD CUP) CHAIRMAN S CUP BEST PRINT WORKER BEST PROJECTED IMAGE WORKER BEST NEW MEMBER PRINTS BEST NEW MEMBER PROJECTED IMAGE BEST PRINT OF THE YEAR BEST PROJECTED IMAGE OF THE YEAR 4. All prints and projected images entered for the PRESIDENT S AWARDand the CHAIRMAN S CUP must have been entered in monthly competititons during the current season. Entries are limited to 4 prints and 4 projected digital images per member.

CONSTITUTION AND RULES [10 th Revision November 2005] 1.1 The Club shall be called "The Junior Mountaineering Club of Scotland [Edinburgh Section]".

Junior Mountaineering Club of Scotland Edinburgh Section CONSTITUTION AND RULES [10 th Revision November 2005] 1 Name. 1.1 The Club shall be called "The Junior Mountaineering Club of Scotland [Edinburgh