For anyone with a common interest in taking and making images.

Constitution

Constitution of the Clwb Camera Aberystwyth Camera Club as of 27th January 2025

  1. The club shall be called Clwb Camera Aberystwyth Camera Club.
  2. The club will operate as a non-profit organisation.
  3. The aim of the club shall be to encourage still photography by providing a forum and facilities for the interchange of ideas and mutual help.
  4. Membership shall be open to all adult persons interested in photography.
  5. A prospective new member may attend a maximum of 3 meetings before having to pay the Annual club membership fee.
  6. Competition rules are to be drawn up by the Committee and agreed at a general meeting.
  7. Subscription: The amount of the Annual subscription for membership will be decided at the Annual General Meeting.
  8. The Annual General Meeting (AGM) shall be held under the Chairmanship of the full time President, Chairperson, Vice-Chairperson or a Committee member and will be open to fully paid-up members of the club. The AGM shall be held in the second last Monday in January each year. Its business will be:
    1. To receive from the retiring Committee a report on the past season’s activities, Prepared by the Club Secretary.
    2. To receive a balance sheet and accounts for the past season which will have been audited by an appointed auditor, presented by the Club Treasurer.
    3. To consider proposals made by the current Committee.
    4. To accept the resignations of the current Committee.
    5. To elect new officers (see clause 10).
    6. Auditing shall be conducted by the Committee and any full adult member can ask to view the accounts at any time.
    7. To consider any proposals put forward by Club Members.
    8. To establish the Subscription rate for the following season.
    All proposals for the AGM must be received in writing by the Club Secretary 21 days before the meeting, signed by the proposer and seconder.
  9. Notice of Meeting: shall be given at least 28 days before the date of the meeting to all members entitled to attend and shall state the business which is to be transacted.
  10. Special General Meeting: Shall be held if deemed necessary, at such time as the Committee shall decide and shall be called at any time upon receipt of a request, addressed in writing to the Club Secretary, and supported by no fewer than three fully paid-up adult members, such a request to state the business which is to be transacted.
  11. Voting at General meetings: Each person entitled to attend a General Meeting shall have one vote, the Chair having an additional casting vote. Propositions involving finance or alteration of the Constitution shall require to be passed by 60% of the votes cast. The Quorum at a General Meeting shall be 60% of the fully paid-up membership.
  12. Proxies at General Meetings: Any member entitled to vote at a General Meeting may appoint another member as his/her proxy, provided that the Club Secretary shall have received signed, written notice prior to the meeting. Such proxy may vote on any proposition or in any election of Officers for the absent member as he considers desirable.
  13. Constitution of the Committee: The club shall be governed in accordance with the Constitution and rules by the Committee consisting of:
    1. Club Chairperson
    2. Club Vice Chairperson
    3. Club Secretary
    4. Club Treasurer
    5. Club External Competition Secretary
    6. Club Internal Competitions Secretary
    7. Club Program Secretary
  14. Election of the Committee: The Committee shall be elected at the AGM. All nominees shall be fully paid-up adult members of the club. Nominations shall have the consent of the proposed member and the names of the proposer and seconder (all of whom must be fully paid-up adult members of the club). In the event of no prior nominations being submitted, nominations will be accepted at the meeting. All nominations shall be submitted for election by the AGM. All officers and members of the Committee shall resign and be eligible for re-election. In the event of the Office of Chairman becoming vacant between AGM’s such vacancy shall be filled by the Vice Chairman.
  15. The Powers of the Committee: The Committee shall:
    1. Have full control of the finances of the Club!
    2. Have the power to co-opt to fill vacancies on the Committee.
    3. Have the power to co-opt for specific purposes.
    4. Have the power to appoint Sub-Committees with such terms of reference as may from time to time be determined.
  16. Meetings of the Committee shall be held at such times and places as the Committee decides. Two fixed dated Committee meetings are necessary one prior to the AGM to endorse the Club Secretary’s report of the year’s activity and Club Treasurers Report and Statement. One in early February for the new Committee to liaise and set the agenda and direction for the year.
  17. Alterations to the Constitution: This may be altered at the AGM or Special General Meeting subject to the notice required above.
  18. The Club Treasurer must use the Templates and Rules agreed by the Committee listed in the Appendix at the end of the Constitution rules.
  19. Club Assets: A list of club assets to be drawn up and maintained by the Club Treasurer.
  20. In the event of dissolution of the organisation any Club Trophies will be offered to the Ceredigion Museum. Any remaining trophies and any other property of the organisation will be realised and used to satisfy the Club debts and liabilities. If, following this process, there is any money, or any trophies, remaining it will be given or transferred to some other institution having objects similar to the objects of the organisation (it will not be paid to nor distributed among members of the organisation). The constitution provides for any remaining funds are donated to a charity(ies) chosen by the outgoing committee.ong>
  21. The funds of the organisation shall be applied solely to the stated objects of the organisation.
  22. Complaints made against the club, its officers or individual members shall in the first instance be made in writing to the Secretary who along with the President, will make an initial investigation and report to place before the committee. The committee will consider the report and decide upon an appropriate course of action. The outcome of the committee’s decision will be reported to the complainant and complainee. Any decision of the committee will be final. The filing of the complaint and subsequent decision will be reported to members while respecting the privacy of the complainant and complainee where appropriate. The complaint and subsequent action will be not referred to in any documents issue by the club which are publicly available.
  23. All material used in any image shown in any Aberystwyth camera club competition or exhibition, must be the sole work/copyright of the author presenting the work. The same ruling applies to any image entered in any external exhibition or competition where the author is representing the Clwb Camera Aberystwyth Camera Club.
  24. Submission of work in any Aberystwyth camera club competition or exhibition means the author of the work agrees to it being displayed on the club website or for other club purposes but if any revenue is made from the work it must revert to the author.
  25. Any matter not covered by the above rules shall be dealt with by the Committee.

Appendix

The Treasurer’s Accontabilities.

  1. To use all the Templates (four of agreed by the Committee) in full in the production of the Club’s annual accounts.
  2. To ensure the accounts balance. To make good any shorts of cash when it is identified as the treasurer’s fault and banking any overs.
  3. To store records for each year of the following in a single folder, and to back up all files from the computer used.
    1.   Treasurers Report
    2.   Account Sheets
    3.   Attendance records for whole financial year
    4.   List of Members details
    5.   Data Sheets for each member
    6.   The Constitution for that year
    7.   The Competition rules for that year
    8.   Receipts for ALL CLUB Transactions Numbered and referenced
    9.   The Liability Insurance agreement for the year
    10.   The WPF Registration form for that year
    11.   The WPF Data sheet for that year
    12.   The HSBC Bank account monthly statements for that year showing 31st December closing value for previous year and December 31st for Current year
    13.   The AGM minutes for that year
    14.   The Club assets sheet for that year