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PHOTOGRAPHY SUBSECTION CONSTITUTION

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Table of Contents
1. Title
2. The Photography Section Objectives
3. The Obligations of the Committee
4. Officers of the Photography Section
5. Quorum for Committee Meetings
6. Election & Cessation of Photography Section Committee Members
7. Cessation
8. Membership and Membership Fees
9. Members Entitled to Vote
10. Committee Meetings
11. Annual General Meeting (AGM) and Extraordinary General Meeting (EGM)
Annual General Meeting (AGM)
Extraordinary General Meetings (EGM)
12. Amendments to the Constitution
13. Complaints or suggestions


APPENDIX 1
INDIVIDUAL RESPONSIBILITIES WITHIN THE PHOTOGRAPHY SECTION COMMITTEE
CHAIRPERSON
VICE- CHAIRPERSON
SECRETARY
TREASURER
EVENTS CO-ORDINATOR.
APPENDIX 2
FORMAT FOR COMMITTEE MEETINGS
APPENDIX 3
Sponsorship and Social Funding
Gala & Dinner
Annual Exhibition and Auction
Section Fund & General Conditions
APPENDIX 4
EVENTS, FUN DAYS, PROJECTS AND COMPETITIONS
1. Rules, regulations and dress code
2. Workshops, Events, Fun Days and Projects
3. Annual The Club Photography Competition:
4. Internal Photography Section Competitions:


Constitution
1. Title

The section shall be known as The Club Photography Section.

2. The Photography Section Objectives

2.1. To promote the development of the Photography Section at the Club.

2.2. To develop the skills of the Photography Section Members (all levels, beginner, intermediate and professional) through training, workshops, critique and interaction.

3. The Obligations of the Committee

3.1. To raise any situations and issues that are outside the purview of the Photography Section Committee to The Club Main Committee or Management, through the Photography Section’s Chairperson or Vice-Chairperson.

4. Officers of the Photography Section

4.1. The Photography Section Committee is comprised of five elected Officers as follows:
Chairperson
Vice Chairperson
Secretary
Treasurer
Events Co-ordinator

4.2. Responsibilities of Committee Members shall be as in Appendix 1 to this Constitution.

4.3. Additional positions may be added, when needed, with the approval of a majority vote by the Section Membership (present by a quorum of 5% of the Photography Section Members) and approved by the Main Committee, at an AGM or EGM.

5. Quorum for Committee Meetings

5.1. A Regular Meeting of the Photography Section Committee requires the presence of three (3) Committee Members, one of whom must be the Chairperson or the Vice-Chairperson.

5.2. All Committee Members (including the presiding Chairperson) are entitled to a vote and decisions in Committee Meetings will be based on a majority vote.

6. Election & Cessation of Photography Section Committee Members

6.1. Eligibility: Only Full Members of the Photography Section are eligible to stand for election to the Committee. Persons standing for election must be proposed and seconded by existing members of the Photography Section in writing and elected at the AGM/EGM standing for election are not permitted to vote for themselves.

6.2. Voting: Only Full Members of the Photography Section are eligible for voting. Voting will take place at the Annual General Meeting (AGM) or Extraordinary General Meeting (EGM) and will be decided by a majority of the Members there present. Voting by proxy is not permitted.

6.3. Co-Opted Members: Should a vacancy arise during the year, following the resignation, prolonged illness, death or removal from the Office of a Committee Member or cancellation of his Club Membership, such vacancy can be filled by a person proposed and seconded by remaining Committee Members and approved by a majority of Committee Members.

6.4. First Term of Committee Members: After initial appointment, Committee Members shall serve until the next following Annual General Meeting, at which they would be eligible to stand for re-election.

6.5. Normal Term of Office: Committee Members standing for re-election to the Committee, if elected, will serve a term of one (1) year and until the AGM at which time they may stand again for re-election for a further one (1) year and so on.

7. Cessation

A Committee Member will cease to be a Committee Member upon:

7.1. Cancellation of membership of The Club.

7.2. Submission of his/her resignation in writing to the Chairperson, to become effective on the date of the next following Committee Meeting, unless otherwise agreed.

7.3. Notification of prolonged illness, which would prevent a Committee Member from fulfilling his/her duties, or death.

7.4. Being removed by a Resolution of the Committee, carried by not less than two thirds of those voting, and excluding the Committee Member concerned.

8. Membership and Membership Fees

8.1. All members of the Photography Section must be Full or Junior Members of The Club.

8.2. There shall be two classes of Photography Section Membership as follows:

•   Full member (aged 18 or over at the commencement of the calendar year);

•   Junior Member (aged between 8 and 17 years at the commencement of the calendar year)

8.3. The Photography Committee, prior to the start of the calendar year, shall propose fees for each calendar year.

8.4. Fees for each calendar year are to be paid up no later than 31 January and are to be paid via The Main Club. If payment is not received by this date, the member will be deemed to no longer be a member of the Photography Section and will not be entitled to access training, equipment or events at reduced rates.

8.5. If a member resigns during the year they will be entitled to a refund of fees for the remainder of the year on a pro-rata basis, commencing from the next full month.

9. Members Entitled to Vote

9.1. Voting at an Annual General Meeting (AGM) or Extraordinary General Meeting (EGM) shall be restricted to Full Members.

9.2. Junior Members of the Photography Section shall not be entitled to vote.

9.3. No proxy voting is allowed.

10. Committee Meetings

Will be held as and when required and the format for committee meetings shall follow the format listed in Appendix 2 to this Constitution.

11. Annual General Meeting (AGM) and Extraordinary General Meeting (EGM)
Annual General Meeting (AGM)

11.1. An AGM will be held once a year, latest by the end of May.

11.2. All Members of the Photography Section and other interested parties may attend but only Full Members of the Photography Section may vote.

11.3. Notice calling the AGM will be mailed through The Club ‘Members Mailing’ not less than fifteen (15) days before the date of the Meeting.

11.4. Members wishing to include an item in the AGM Agenda must inform the Chairperson in writing no less than seven (7) days before the meeting.

11.5. The Agenda of an AGM shall be:

1) Approval of the previous AGM/EGM Minutes
2) Report of the Chairperson
3) Treasurer report
4) Calendar for the next season period
5) Election of the New Committee – Open Voting
6) Any other Business (might include proposed amendments to this Constitution and any issues tabled by a Full Member for decision, providing the substance has been communicated to the Secretary in writing at least seven (7) days before the AGM)
7) Closure of the meeting.

11.6. The quorum at any AGM or EGM shall be five (5) percent of the membership body of the Photography Section Full Members, who shall be present in person, including a minimum of three (3) Full Members and two (2) Committee Members one of whom must be either the Chairperson or Vice Chairperson.

11.7. In the event that a quorum is not possible, a second AGM will be called 2 weeks later with no quorum requirements beyond that of a quorum for a committee meeting (appendix 2)

Extraordinary General Meetings (EGM)

An EGM meeting can be requested by:

11.8. a) Ten (10) full Section Members, the request to organize an EGM must be submitted in writing to the Secretary and must be signed by each of the petitioners, it should state clearly the purpose(s) of the Meeting.

b) The Photography Section Committee.

11.9. The EGM can be attended by: Photography Section members, Non- members who are full members of the club, members of the club management, and others at the discretion of the Chairperson, permission obtained prior to the meeting.

11.10. Written notice of the EGM must be made to all Photography Section members and the meeting must take place as close to fourteen (14) days after the notification has been sent.

11.11. An agenda, in so far as it is possible, should be provided for the meeting in advance, on request.

11.12. Additional discussion points or motions for the EGM may be accepted from the floor during the meeting by the Chairperson, but this is at the discretion of the Chairperson, who is not obliged to accept any points or motions except the stated reason for the EGM.

11.13. In the event that an additional motion is accepted, voting may be carried out at the meeting or the motion may be deferred for consideration followed by an EGM to vote on the motion.

11.14. The validity of the meeting will be guaranteed by quorum. A quorum will be considered to be present when a quorate from the committee are present. (Appendix 2)

11.15. In the event that a quorum is not possible, a decision on the matter, if required will be deferred to the following committee meeting and the decision will be recorded in the minutes of the committee meeting.

11.16. A motion put before the EGM will be carried or denied by the majority voting system.

 

12. Amendments to the Constitution

12.1. This Photography Section Constitution may only be changed as a result of a majority vote in favour of such a change, at an Annual General Meeting or Extraordinary General Meeting, by the Photography Members (above quorum rules apply) and approved by the Main Committee.

12.2. A draft constitution or draft clause therein shall be first approved by the Photography Section Committee and then presented to the members for initial approval at an Annual General Meeting (AGM) or Extraordinary General Meeting (EGM).

12.3. Then the draft constitution or draft clause, as approved at the AGM or EGM, shall be set before the Club Secretary for presentation to The Club Main Committee for approval.

12.3.1. Should The Club Main Committee approve and accept, without requesting changes, the presented constitution or clause, the document will be considered as the prevailing constitution of the Photography Section, superseding all previously dated documents. The membership of the Photography Section shall be notified of The Club Main Committee’s decision.

12.3.2. Should The Club Main Committee require substantive changes, in the document presented, then these changes to the document will be set before the Photography Section Committee. If the Photography Section Committee approve, then the amended document is to be set before the members of Photography Section at an EGM or AGM for ratification.

13. Complaints or suggestions


13.1. All complaints and suggestions regarding the activities of the Photography Section should be made in writing to the Secretary.

13.2. Complaints and suggestions will be considered and discussed at the next appropriate committee meeting and the committee will determine how to respond.

13.3. A record of the complaint or suggestion and the committee response will be maintained and only included in the minutes maintaining the anonymity of the originator.


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Next section – Appendices

APPENDIX 1
INDIVIDUAL RESPONSIBILITIES WITHIN THE PHOTOGRAPHY SECTION COMMITTEE
CHAIRPERSON
• The Chairperson acts as official liaison with The Club’s Management (the production of TMC articles, etc.) and The Club’s Main Committee.

• The Chairperson presides over Committee Meetings and the Annual General Meeting (AGM)/Extraordinary General Meetings (EGM) of the Photography Section.

• All dealings with The Club Management and/or the Sports Member of the Main Committee shall be through the Chairperson and vice versa.

• The Chairperson agrees Committee Meeting Agenda’s with the Secretary.

• All other responsibilities not otherwise specifically mentioned, with the right to delegate as appropriate.


VICE- CHAIRPERSON
• The Vice-Chairperson assumes the duties of the Chairperson whenever the Chairperson is unavailable.

• Handles all correspondence regarding sponsorship and other fund raising activities. Also handles all communication with other Photography Clubs and organisations.

• Handles all sponsorship agreements ensuring they are specific, in terms of what the money is to be used for and must be sanctioned in advance by the Sports Member on the Main Committee and / or General Manager.

• Assumes responsibility for events co-ordinator tasks should this position be vacant, with the right to delegate as appropriate.

• All other responsibilities not otherwise specifically mentioned when needed, with the right to delegate as appropriate.


SECRETARY
• The Secretary is responsible for membership, communicating with The Club regarding current membership numbers and outstanding membership payments.

• Arranges Committee Meetings and issues Agenda’s to the Committee.

• Handles minutes of all meetings, keeps the records of all correspondence and distributes it to the Committee Members, Recreation/Sports Manager of The Club and Photography Section members, as appropriate.

• Prepares and posts Notices in respect of AGM’s and EGM’s.

• Assist Vice-Chairman or Events Co-ordinator with the arrangements of projects, competitions and events, as needed.

• Maintains Section equipment list and member usage register for such equipment


TREASURER
• The Treasurer is the initial contact with The Club Accounts Department. He/she is responsible for obtaining and checking the financial records of the Photography Section from the Club Management.

• Informs the Committee Members and prepares up-to-date detailed reports of the income and expenditure of the Photography Section before each Committee Meeting, to include, where applicable, a financial summary of a Section event or activity which has taken place since the last report.

• Before the end of November each year, the Treasurer shall prepare and circulate (can be by email) the Section accounts for the year in line with The Club accounting procedures. Any annual surplus shall be carried forward in the Photography Section accounts to the next financial accounting year.

• All invoices, bills and expenses should be approved and signed by the Treasurer or the Chairperson prior to expenditure. The Treasurer shall present all receipts for payment to The CLUB Account’s Department.


• Prepares an annual financial summary of the Section, to be presented at the AGM, for all Section Members to view.

EVENTS CO-ORDINATOR.
• Is responsible for overall planning of all regular photographic and social events, workshops, competitions and photography projects, with the right to delegate as appropriate.

• Handles all correspondence regarding projects, events and workshops.

• Handles all communication with the Banqueting division of The Club for the purpose of photographic and social events, competitions and projects. With assistance from the Chairperson, as needed.

• Is responsible for posting a calendar of photographic and social events, competitions, projects and workshops on the Photography Notice Board and/or Section Website, Facebook page and The Club Website.
• Responsible for maintaining and posting communication to the membership body through the chosen online communication channels (e.g. gmail/facebook/yahoo groups etc.)

• Liaise with other sections of The Club regarding Photography opportunities.

 



APPENDIX 2
FORMAT FOR COMMITTEE MEETINGS
The Photography Section Committee will hold no less than four meeting (including the AGM) per year; which will be held as and when required. The Chairperson and the Secretary will arrange additional meetings by exception and will follow the format laid down for regular meetings.

• In addition to the Photography Section Committee Members these meetings may include: Representatives of The Club Management and/or Main committee; representatives of the other Club Sports Sections; Members of the Photography Section; Invited guests, sponsors, sales representatives, etc.. The selection of invitees will be governed by the purpose of the meeting.

• There must be a minimum of three (3) Committee Members in attendance, one of which must be the Chairperson or Vice Chairperson. If this is not possible the Meeting must be re scheduled.

• Committee Members wishing to include an item on the Agenda must inform the Chairperson or the Secretary in writing not less than three (3) days before the Meeting.

• Meeting(s) may be held at the Club Meeting Room or in any other suitable place, in agreement with The Club Management.

• All meetings will have an Agenda and be minuted by the Secretary who will distribute the minutes to the Committee Members, Recreation Manager and the Photography Section Members via the Photography Notice Board and/or Section Website.

• The Meeting Agenda must be prepared and distributed (can be by email) by the Secretary at least six (6) days before the Meeting.

The meeting agenda shall normally include the following:
 Apologies for absence
 Minutes of the Last Meeting for approval
 Treasurer’s report
 Other reports
 Next events, workshops and project days
 Any other business
 Next Meeting

• The Committee Members can request additional meetings through the Secretary who will decide if a meeting is necessary or the item for discussion can wait until the next scheduled Committee Meeting.


APPENDIX 3
Sponsorship and Social Funding
Gala & Dinner
It is the responsibility and sole discretion of the Photography Section Committee to decide if an annual Gala or Dinner shall take place.

Annual Exhibition and Auction
It is the responsibility and sole discretion of the Photography Section Committee to decide if an annual Exhibition and/or Auction of Photography Section Members photographs shall take place.

Section Fund & General Conditions
The Section is expected to raise funds through Annual Subscriptions (it is recommended subscription fees be maintained at nominal levels), applying charges to guest and non- members on a ‘Pay & Play’ principle for workshops, events, etc. and through Sponsorship.

Annual Subscription Fees are to be used for the benefit of all Photography Section Members in the promotion of the Section’s events, activities, projects, workshops and the purchase of equipment.

The Section endeavours to organize projects, fun days, workshops and competitions. Success will be subject to member’s participation and ability.

All Section arranged projects, and fun days are to be self-funded on a pay-as-you-play principal.

All Section Members are to purchase and insure their own basic camera equipment (including but not limited to cameras, lenses, bags, flashes, cleaning equipment, filters, memory cards, etc). When the Section is able to, it will purchase various items of specialised equipment, which the member may use from time to time to improve and develop their skills. The use of this equipment will be on a sign in - sign out basis and controlled by the Secretary. Annual Subscription fees will not be used to purchase basic camera gear.

Annual subscription fees cannot be used towards the purchase of any food or beverages for any event.

The Section Funds cannot be used for organizing an Open Annual Party or Dinner or Gala.

The Section funds cannot be used for entrance fees to competitions or external events.

All sponsorship agreements must be specific, in terms of what the money is to be used for and must be sanctioned in advance by the Sports Member on the Main Committee and / or the General Manager.

Sponsorship revenue must be used for the purpose for which it was secured. At the conclusion of the event or project, any excess funds are to be treated in the same way as Annual Subscription fees.

Additional funds can be raised through activities such as prize raffles, exhibitions and auctions.

Miscellaneous income from activities such as prize raffles can be used to offset the costs of activities and treated in the same way as Annual Subscription fees.

The Treasurer is required to maintain a current balance sheet detailing all income and expenditures.

The Section is not permitted to operate ‘in the red’.

The funds and assets of the Section shall remain at all times part of the funds and assets of The Club.

The Section shall account as required to The Club for its funds and assets, and shall produce an annual statement of account as of 31st December of each year.

 


APPENDIX 4
EVENTS, FUN DAYS, PROJECTS AND COMPETITIONS

1. Rules, regulations and dress code

Participants will be expected to have obtained the permission (preferably written), of people appearing in their photographs, especially those entered into a competition. It is the responsibility of the Member, not the Photography Section, to obtain this permission.

Competition rules are to be followed at all times, or entries may be disqualified, for all external, The Club and the Photography Section competitions.

All members are expected to respect and follow the laws of the UAE with regards to Photography prohibited areas. The Club, Section Committee Members or other Members will not be held liable for members who disregard this.

Appropriate, UAE sensitive, dress code should be followed at all events, projects and workshop.

2. Workshops, Events, Fun Days and Projects

The section committee will endeavour to organize workshops, events, fun days and projects. If necessary, fees may be charged for these.

All Photography Section Members have priority and preferential (cost) fees. Full entry fees for Non Photography Section Members will be charged, subject to numbers of participants.

Rules, participation form, food, prizes, raffles, number of participants, etc for each workshop, event, fun day or project are the responsibility of the section committee, in collaboration with the Main Club Committee.


3. Annual The Club Photography Competition:

The Photography Section endeavours to organize the Annual The Club Photography Competition. The Photography Section Committee, in collaboration, will undertake the management of the competition with The Main Club Committee and The Club Management.

All The Club Members, Club Management, Staff & Coaches can participate in the Annual The Club Photography Competition.

Entry Fees may be applied for all participants.

Disciplines/Criteria may be changed each year and will be confirmed by the Section Committee.

Rules together with an up-to-date schedule of events, projects and workshops will be posted on the Photography Notice Board and/or Section Website.

Where possible the Section Committee will seek sponsorship for the Competition, subject to the approval of the Club Management.

4. Internal Photography Section Competitions:

The Photography Section endeavours to organize the internal Photography Competitions for section members only. The Photography Section Committee, in collaboration, will undertake the management of the competitions with The Main Club Committee and The Club Management.

The competitions are not open to any member, Club Management or other unless the person is a paid up member of the Photography Section.

Entry Fees do not apply.

Disciplines /Criteria may be changed for each competition and will be confirmed by the Section Committee.

Rules and competition briefs will be posted on the Photography Notice Board and/or Section Website.

Where possible the Section Committee will seek sponsorship for these competitions (though not all), subject to the approval of the Club Management.

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End of constitution and appendices.

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