Society Constitution

CONSTITUTION

BAGLAN BAY PHOTOGRAPHIC SOCIETY

Affiliated to the WPF and PAGB

1. NAME

1.1 The name of the Society shall be: Baglan Bay Photographic Society also referred to as Baglan Bay PS.

2. NATIONAL AFFILIATION

2.1 The Baglan Bay PS shall be affiliated to the Welsh Photographic Federation known as WPF “The rules and regulations of the National Constitution shall be followed when not inconsistent with the rules and regulations of Baglan Bay PS.”

3. OBJECTIVES

The purpose of this Society shall be:

3.1 To welcome anyone who has an interest in photography.

3.2 Promote photography in the area.

3.3. Help beginners achieve a higher level of photography.

3.4 Meet and exchange ideas and skills.

3.5 Arrange photographic days out.

3.6 Enter into competitions nationally and with other Clubs/Societies.

3.7 To further these objectives, the Society shall promote and hold internal and inter-Club/Society and special competitions, sponsor exhibitions, and/or support any such activity which the Societies Officers sanction. (See rule 9).

4. MEMBERSHIP

4.1 All members of the Society are bound by this constitution, a copy of which is available on the Society website.

4.2 The Society membership year shall be the twelve (12) months ending 31st August..

4.3 The Officers reserve the right to refuse membership; subject to the applicants right of appeal to a special general meeting that shall be called for that purpose.

4.4 The Officers can request a member to appear before them, to answer any accusation or charge made. The member will be provided with a written statement of an accusation or charge at least fourteen (14) days before the attendance at the meeting. The member has the right, and will be given full opportunity, to state his/her case before the officers. If the member considers it in his/her interest, he/she may bring witnesses to the meeting.

4.5 A member may be asked to resign, or be expelled, by a decision of the Officers. The member will be informed of the reason for the decision and also that he/she shall have the right of appeal to a special general meeting which shall be called solely for that purpose.

4.6 All details of the Officers proceedings, and any special general meeting called under rule 4.5 shall be treated as confidential.

4.7 Any member may resign from the Society, at any time, by notifying the general secretary in writing or by email.

4.8 In order to facilitate the running of the Society, members are asked to allow their contact details, grades in competitions, photographic qualifications and other such details, to be entered into any Baglan Bay Photographic Society computer programme.

5. SUBSCRIPTIONS

5.1 Both Annual and Weekly Subscription rates shall be fixed by the AGM and will be circulated to all Members by the Treasurer.

5.2 Annual subscriptions fall due on 1st September, collection will commence at the first meeting of each year, following summer evening trips, usually mid-August.

5.3 Subscriptions are not refundable. A member whose subscription is more than two months overdue without good reason, will be considered as having resigned from the Society.

5.4 Only fully paid-up members will be eligible to enter competitions.

6. OFFICERS

6.1 The officers shall be a Chairman; Vice-Chairman; Secretary; Treasurer; Programme Secretary; Internal Competition Secretary; External Competition Secretary, Web Master and Membership Secretary

6.2 A member can hold more than one post other than Chairman; Vice-Chairman; Secretary; Treasurer

6.3 The chairman, having completed two (2) consecutive years in office, shall be eligible for re-election to that post for the following year.

6.4 To ensure continuity in the business of the Society, the retiring chairman may be re-elected to the management group for the year following his/her term of office.

7. SOCIETY MANAGEMENT.

7.1 Society affairs shall be managed by a Management Group consisting of: the Chairman; Vice-Chairman; Secretary and Treasurer.

7.2 Minutes of Officer meetings will be made available to members on request

7.3 There will not be a Committee, all decisions will be made by the membership of the Society.

7.4 Members must have four (4) months membership of the Society, and must not be minors, before being eligible to stand for, or be elected to office.

7.5 All officers, retire annually except as provided under Rule 6.3, but are eligible for re-election.

7.6 At officer meetings three (3) shall form a quorum.

7.7 The Treasurer, when authorised by the Society, shall pay by all bills payable by the Society. No blank cheques shall be issued or signed.

7.8 The Treasurer, shall keep a record of all payments, and shall report thereon to the officers and membership as required.

7.9 The Treasurer shall prepare an annual statement of accounts, consisting of an income and expenditure account and a balance sheet, which shall be audited and then reproduced for presentation to the Society membership.

7.10 The Society financial year shall be twelve (12) months ending 31st March. Cheques and other negotiable instruments shall be signed by the Treasurer and countersigned by either the Chairman; Vice Chairman or Secretary.

7.11 The officers are empowered to invest any surplus funds at interest.

7.12 The funds of the Society shall be applied solely to the stated objectives of the Society.

7.13 No member of the Society shall receive payment directly or indirectly for services to the Society other than for legitimate expenses.

7.14 Whenever possible, external independent qualified auditors should be appointed by the Officers. Otherwise the Society auditors shall be members who are not serving members of the management group, nominated and elected in the same manner as the nominations and election of officers. A temporary vacancy in the office shall be filled by election at an EGM called for that purpose.

7.15 The appointment of delegates to the Welsh Photographic Federation shall be made by the Management Group from amongst the Society membership.

8. GENERAL MEETINGS.

8.1 The annual general meeting of the Society members shall take place in May each year.

8.2 An extraordinary general meeting of the members may be convened by the officers, or by requisition signed by at least one quarter of the paid-up members, stating the objective and sent to the general secretary a minimum of twenty one (21) days prior to the proposed date of the meeting.

8.3 A special general meeting may be called in accordance with Rules 4.3 and 4.5.

8.4 All nominations for officers and auditors, together with notices of motion to be brought before the annual general meeting, shall be in the hands of the general secretary twenty-one (21) days before the proposed date of the meeting.

8.5 All notices of motion shall be set out and signed by the proposer and seconder. In the case of nominations, they shall be signed by the nominee indicating acceptance of the nomination. All nominees, proposers and seconders shall be paid-up members of the Society.

8.6 The publication of the date of the annual general meeting in the Society programme of events shall be deemed as notice of annual general meeting. Otherwise twenty-one (21) days’ notice shall be given appropriately beforehand during Society nights.

8.7 Notices of motion, nominations and audited accounts shall be circulated to paid-up Society members one week prior to the annual general meeting. The officers shall not be held responsible for non-circulation of these documents to members who are not in attendance at the Society at the material time.

8.8 One quarter of the paid-up membership shall form a quorum at a general or special meeting.

8.9 Motions accepted at an annual general meeting, shall become effective from the first meeting of the following membership year.

9. COMPETITIONS AND EXHIBITIONS

9.1 In order to promote improvement of the photographic standards within the Society through the spirit of friendly rivalry, the management group shall, each year, organise a series of competitions called monthly competitions, and such other competitions and exhibitions as it may think fit.

9.2 The officers shall draw up all rules for internal competitions and exhibitions, and may amend such rules or make new rules. No amended or new rule shall be effective until twenty-eight (28) days’ notice has been given at a meeting of the Society.

9.3 The officers shall decide on the Society's participation in competitions, exhibitions and other events for which entry is not confined to members of the Society, and make arrangements for such participation.

9.4 The officers shall arrange for the awarding of any cups and trophies owned by the Society and for any other cups and trophies which may in future come into the possession of the Society.

10. EQUAL OPPORTUNITIES - STATEMENT OF INTENT

10.1 For the Society’s statement of intent regarding equal opportunities refer to Appendix 2 of this document.

11. DISSOLUTION

11.1 Dissolution of the Society may be effected by a special resolution requiring a majority of at least two thirds of the paid-up membership.

11.2 Upon dissolution, the officers will apply, so far as is necessary, the assets of the Society to discharge liabilities due at the date of the dissolution, and also those incurred in the course thereof. All property of the Society shall be realised.

11.3 If, after all liabilities have been met, there remains a surplus of assets, these assets should be handed over to the Welsh Photographic Federation (WPF) to be used as they see fit..

12. ALTERATIONS TO THE CONSTITUTION

12.1 No alterations to this constitution may be made except as agreed at the annual general meeting or an emergency general meeting.

Appendix 1 – Society Officers and Duties.

Note: The roles below do not mean that a different person fulfils each role. One person may cover more than one role (see Rule 6.2).

The responsibilities of each role - unless otherwise agreed by the membership are:

Chairman:

The responsibilities of the Chairman are:

• To facilitate Society meetings. This involves opening and closing the meeting, ensuring that the meeting runs to schedule and relating information, as required, to the membership. When lecturers are present at a meeting, this also involves introducing the lecturer and thanking them at the end of the evening.

• To facilitate and chair all officer meetings. This involves setting the agenda for the meetings, ensuring that the meeting runs to schedule, that the officers stay on agenda and that all officers have a chance to air their views. When required, the chairman shall also act as final decision maker.

• To set the agenda for and chair the Society AGMs and EGMs when required.

• To support the other officers, as required, and to ensure that all actions are addressed in good time to ensure the smooth running of the Society.

• To ensure that the best interests of the Society and the membership are addressed at all times.

• To be a secondary signatory to the Society account (as long as the chairman is not related to the treasurer).

Vice-Chairman:

The responsibilities of the vice-chairman are:

• To stand in and assist the Chairman.

• To carry out the Chairman’s duties in his absence.

• To be a secondary signatory to the Society account (as long as the vice chairman is not related to the treasurer).

Secretary:

The responsibilities of the secretary are:

• To be the main point of contact for the Society for information and enquiries and to respond to these enquiries in good time in order to maintain the good reputation of the Society. When there are enquiries from possible new members, to pass their contact details to the membership secretary in good time for the membership secretary to respond appropriately in order to promote a good image of the Society.

• To co-ordinate the distribution of information to all Society members (via email and post where appropriate).

• To act as a main point of contact for officers and members, to send out information to the Society members.

• To liaise with the chairman on any Society matters that arise, to undertake to write and maintain a full record of all formal officer activities and forward notices and agendas as required.

• To be a secondary signatory to the Society account (as long as the secretary is not related to the treasurer).

Programme Secretary:

The responsibilities of the programme secretary are:

• To undertake to plan a varied and balanced programme to meet the needs of the membership (in conjunction with the officers).

• To liaise with the competition secretary to ensure that all Society competitions, including judges and closing dates where appropriate, have been captured within the programme.

• To ensure that the appropriate speakers/presenters are booked in good time to ensure a successful programme.

• To establish the requirements of the speakers/presenters in good time prior to the meeting so that their needs can be addressed and to confirm attendance.

• To ensure that contingency plans for the programme are in place

• To liaise with the treasurer to ensure that the presenters fees are agreed and noted prior to attendance.

• To brief the chairman, as appropriate, prior to the start of a Society meeting when a speaker/presenter is in attendance.

• To appraise the membership of changes in the programme, as necessary, and to provide programme details, as and when requested.

• To liaise with the website and social media manager to ensure that the master programme is held on the web site and is current and complete.

Internal Competition Secretary:

The responsibilities of the internal competition secretary are:

• To ensure that all submissions to the internal competitions are properly identified and recorded prior to the internal competition and to undertake delivery of entries to the competition judge (where necessary).

• To brief the chairman, as appropriate, prior to the start of a Society meeting when a judge is in attendance.

• To organise and run the monthly competition evenings and accurately record all image scores and league table data.

• To liaise with the website and social media manager to ensure that all internal competition details and results are available online.

• To maintain the image bank and liaise with the external competition secretary to provide images for selection as required.

• To maintain a permanent record of monthly competition results.

External Competition Secretary:

The responsibilities of the external competition secretary are:

• To liaise with the programme secretary to ensure that external competitions are identified in the programme.

• To maintain a record of all prints and/or digital images submitted for External competitions.

Note: Pictures and digital images submitted by individuals in national and international competitions where they have not been submitted on behalf of, or by, the Society shall be exempt from this activity.

• To ensure that all submitted prints and/or digital images to the external competitions are properly identified and recorded prior to delivery to the sponsoring Society or judge and to undertake that delivery where necessary.

• To maintain a list of all external competitions requiring Society entry to during the year, the entry dates and the criteria, and to apprise the management group in good time for picture and digital image selection and submittal.

Note: Or any other procedure used for selection which is followed by the Society.

• To liaise with the website and social media manager to provide all details of Society and individual successes in external competitions in order to recognise individuals and promote the Society.

Webmaster:

The responsibilities of the webmaster are:

• To create a website on which Society information can be organised in an easy to navigate structure.

• Maintain updatable sections of the website with the following information:

 Important dates, Calendar of events and programme information.

 Current programme with updates.

 Information on Society events, joining fees and forms.

 Updates on both internal and external competition results.

 Archived records of previous Society activities.

• Receive from past Society webmasters information regarding website passwords, FTP passwords, and any other pertinent information regarding the website and its administration.

• Work on large working components of the website such as new designs or new functional sections of the website as required.

Membership Secretary:

The responsibilities of the membership secretary are:

• To liaise with the treasurer to maintain a full and accurate list of Society members and their details.

• To respond to possible members, either through direct contact or via the Society secretary in an appropriate manner and in good time, in order to promote a good view of the Society.

• To maintain a ‘welcome pack’ for new members or those who have shown an interest in the Society.

• To make welcome all new members to the Society.

• To ensure that all members are aware of the Society constitution and the rules and guidelines of the Society competitions and to ensure that these are updated appropriately.

• To liaise with the treasurer regarding attendance details and to maintain a link to those people who have not been to the Society for a number of meetings.

To liaise with the webmaster to ensure that the constitution, the rules and guidelines of the Society competitions and other information as required are current and available on the website.

• To liaise with the treasurer to ensure that all membership fees are paid by members within agreed timescales.

Treasurer:

The responsibilities of the treasurer are:

• To liaise with the membership secretary to maintain a full and accurate list of Society members and their details.

• To provide the members list to the secretary, membership secretary and the competition secretary as necessary.

• To collect all membership fees (including door money), and pay all expenses, within agreed timescales.

• To maintain an accurate and auditable record of all Society income and expenditure (petty cash and bank account) and to liaise with the appointed independent auditor (See Rule 7.13) to ensure that all records are fully audited prior to an AGM (or EGM as required).

• To be the main point of contact with regards to matters associated with Society finances.

• To be the prime signatory to the Society account.

Appendix 2 – Equal Opportunities – Statement of Intent

It is a basic and fundamental policy of the Society that it shall be open to all persons over the age of 18 years who should wish to become members and that no potential or existing member of the Society should face discrimination, either directly or indirectly, through inadequate or discriminatory advertising, through lack of facilities for people with disabilities, or through discriminatory enrolment procedures.

A young person under the age of 18 years may only be allowed to attend Society meetings with:

• The approval of the management group as a whole.

• The express written permission of a parent or guardian who will undertake to both bring to, and collect from, the Society that young person.

• The appointment of a responsible adult, approved by the parent or guardian, to supervise the young person while at the Society.

Appendix 3 – Data Protection Policy

1 Baglan Bay Photographic Society Data Protection Policy

1.1. This policy explains when and why Baglan Bay PS collects personal information about its members, how it uses it and how it is kept secure and your rights in relation to it.

1.2. Baglan Bay PS will collect, use and store your personal data as described in this Data Processing Policy and as described when data is collected from you.

1.3. Baglan Bay PS reserves the right to amend this Data Protection Policy from time to time without prior notice. You are advised to check the Society website at:

https://www.baglanbayphotographicsociety.co.uk (Currently not available on the web site waiting for Members Section.) regularly for any amendments. Amendments will never be made retrospectively.

1.4. Baglan Bay PS will always comply fully with the General Data Protection Regulation (GDPR) when dealing with your personal data.

Further details of the GDPR can be found here: https://ico.org.uk

For the purposes of the GDPR Baglan Bay Photographic Society will be the “controller” of all personal data held on you.

1.5. Baglan Bay PS will not hold any data termed as “Special Category Data” (previously known as “sensitive data”) under the terms of the Regulations.

2 Protection of Personal Data

1.1 Baglan Bay PS will not transfer your personal data to any third party without your consent.

1.2 Baglan Bay PS has implemented generally accepted standards of technology and operational security in order to protect your personal data from loss, misuse, or unauthorised alteration or destruction. Members will be notified promptly in the event of any breach of your personal data which might expose you to serious risk.

1.3 Members should note that any information transmitted to Baglan Bay PS over the internet can never be guaranteed to be 100% secure.

3 Retention of Information

3.1 Baglan Bay PS will retain your personal data on its systems for as long as you are a member of the Society and for as long afterwards as is necessary to comply with our legal obligations.

3.2 Your data will be reviewed annually to establish whether Baglan Bay Photographic Society is still entitled to process it. If it is established that such entitlement no longer exists, your data will no longer be processed except that your personal data will be retained in an archive form in order to be able to comply with any future legal obligations.

4. Information held and why it is held

5. Your rights

5.1 You have rights under the terms of the GDPR:

a. To access your personal data.

b. To be provided with information about how your data is processed.

c. To have your personal data corrected.

d. To have your personal data erased in certain circumstances

e. To object or restrict how your personal data is processed.

f. To have your personal data transferred to yourself or to another business or organisation in certain circumstances.

5.2 You have the right to take any complaints about how your data is processed to the Information Commissioner:

https://ico.org.uk/concerns/

Tel: 0303 123 1113

Information Commissioners Office

Wycliffe House

Water Lane

Wilmslow

Cheshire SK9 5AF

5.3 For more details, address any questions, comments and requests regarding Baglan Bay PS’s data processing practices to the Data Protection Officer.

Type of Information

Members name, address, telephone

and mobile number, email address(es)

Photos and videos of members

Purposes

Managing the Member's membership of the Society

Putting on the society’s website and social media pages and using in press releases.

Legal basis for processing

Performing the Society’s contact with the member for the purpose of Baglan Bay PS’s legitimate interests in operating the society.

Consent

Baglan Bay PS will seek member’s consent on their membership application form and on every subsequent membership renewal form.

Members may withdraw their consent at any time by contacting the Data Protection Officer by email or letter.