Bylaws of the Charlottesville Camera Club

Approved Sept. 8, 2016

 

 

 

PREAMBLE

The Charlottesville Camera Club is a non-profit organization that fosters photography as an art, a hobby, and a vocation through the sharing of knowledge and experience, mutual support and encouragement, and good companionship.

 

ARTICLE I MEMBERSHIP

Any person aged 12 and above interested in participating in the activities of the club will be admitted to membership upon payment of dues. 

 

ARTICLE II DUES

Dues are set by the executive committee and voted on at the November member meeting. For partial-year new memberships, dues are prorated monthly. 

 

ARTICLE III EXECUTIVE COMMITTEE 

The members of the executive committee will consist of the president, vice president, secretary, treasurer, immediate past president, and the committee chairs. All members of the executive committee will have equal voting rights.

 

The meetings of the executive committee will be held monthly, except for emergencies. A quorum will consist of five members. The committee may transact business by joint e-mail or conference calls as needed. The executive committee will provide leadership and operational support to the activities of the club. It will have the final authority to construe these bylaws, including the rules of competition. It will establish the competition classification of all members and approve the annual program calendar. Executive committee meetings are open to all club members. (Members should notify the president before attending a meeting.)

 

All persons in positions of responsibility for the functioning of the club are expected to provide substitutes when necessary.

 

Section 1   PRESIDENT

Presides at all meetings of the club and executive committee

Makes all committee appointments, subject to the approval of the executive committee

Appoints officers as required to fill vacancies until the next regular election

Assigns responsibilities to executive committee members as needed  

 

Section 2   VICE-PRESIDENT

Performs all the duties of the president in his or her absence

Takes over as president if the president is unable to continue in office

Fulfills the duties of the judges’ and speakers’ committee chair (see Article IV)

 

Section 3   SECRETARY

Takes and distributes minutes of club meetings and executive committee meetings

Maintains other club records

 

Section 4  TREASURER

Prepares and maintains the official membership list of the club

Notifies members when dues are payable

Receives dues payment from Membership Chair and deposits dues

Pays all bills

Keeps an account of all receipts and disbursements

Reports club finances to the members at each monthly meeting and submits an annual fiscal

Submits for membership approval any non-budgeted expenditure greater than $500.00 where the payment is either a single amount or the sum of partial payments totals more than $500.00. Any such non-budgeted expenditure must be approved by the Executive Committee before presentation to the Membership.

Prepares an annual budget each October and reviews the proposed budget with the Audit Committee and the Executive Committee before presenting it to the Membership for ratification.

 

Section 5  IMMEDIATE PAST PRESIDENT

Advises the president and the executive committee

Serves on the Audit Committee

 

Section 6  MEMBERSHIP CHAIR

Greets visitors and has them sign the guest book

Gives prospective new members the club overview and an application and questionnaire

Provides new members with a welcome letter and directions for finding key club information (such as rules of competition) on the club’s website

Reviews personal information provided by all new members and recommends placement in competitive class A or B 

Provides an orientation session for new members

Receives dues from membership (new and renewal) and keeps a record of dues paid, and forwards payments to Treasurer

Coordinates with the treasurer to keep an up-to-date membership list and notifies the executive committee of new members

 

Section 7   NEWSLETTER (FOCUS) EDITOR

Collects information and contributions from members for each issue

Produces web newsletter 

 

Section 8  WEBMASTER 

Maintains CCC website and creates additional features as needed

 

Section 9  EDUCATION CHAIR

Coordinates all workshops and field trips

 

ARTICLE IV  ADDITIONAL COMMITTEES & FUNCTIONS (UNELECTED)

 

Section 1  COMPETITION TOPICS

Consists of a chair and minimum of three members

Solicits membership for ideas for monthly assigned topics for upcoming calendar year

Compiles final list of assigned topics and submits to general membership for approval

 

Section 2  JUDGES AND SPEAKERS (Responsibility held jointly by the vice president and a committee of his or her choice)

Recruits all speakers and judges (guests), surveys the members’ opinions of all guests, and keeps a list of approved guests for future meetings

Provides guests with information necessary to the performance of their duties, makes arrangements for their meals and lodging, sends information about guests to the FOCUS editor, provides equipment needed by guests, introduces guests to the club members, and follows up with thank-you notes

 

Section 3  PUBLICITY AND PHOTOGRAPHY

Sends out information to media and community at large

Coordinates with webmaster

Takes photographs for meetings, member directory, workshops, field trips, exhibits, parties, etc. 

Forwards photographs to FOCUS editor, webmaster, the media, and other outlets as needed

 

Section 4  COMPETITION LOGISTICS

After the monthly meeting, send the results of the competition to the committee members keeping tally of the scores throughout the year and posting the results on the CCC website. Notifies webmaster of ‘top ten’ annual points each month.

Delete the past set of competitions from the PhotoContest Pro server and create the upcoming competitions in a timely fashion.

As the next monthly meeting approaches, regularly review the photos being uploaded for appropriateness to the competition categories. If a problem arises, e-mail the photographer and try to clarify and resolve any issues. If a potential issue remains, consult with the other members of the ad hoc screening committee, agree on the best action to take and inform the photographer.

Register photographers with the PCP server so they can upload images; provide information needed for preparing and uploading images; handle any problems that may arise.

The day after the deadline and before the competition, send entries to the judge for his/her review.

On the night of the meeting, set up projector and calibrate if necessary. Project all images and record the scores. 

Identifies Photographer of the Year winners and distributes record of yearly points

Coordinates December meeting and end-of-year awards ceremony

Orders certificates for end-of-year award winners

 

Section 5  NOMINATIONS

Ad hoc committee appointed annually by the President

Develops a slate of candidates for executive committee members

Presents slate of candidates to sitting executive committee for approval

 

Section 6  AUDIT

Ad hoc committee, appointed annually by the President, comprised of the immediate past president, one additional executive committee member other than the treasurer and one member from the general membership. At least one member should have experience with auditing.

At least once per year, audit the accounts and records of the CCC treasurer, provide a written report to the executive committee, and announce the results to the general membership

Ensure that CCC funds and assets (computer, projectors, and any other assets of value) are properly controlled and safeguarded against loss

Ensure that bank signature records are up-to-date

Each November, review the annual budget prepared by the Treasurer for the coming year and provide recommendation to the Executive Committee to accept or reject. Upon acceptance by the Executive Committee, the annual budget will be presented to the membership for ratification. 

Report directly to the executive committee and the general membership any illegal, unethical, or incompetent financial issues of consequence

 

ARTICLE V   ELECTION OF EXECUTIVE COMMITTEE MEMBERS 

Each September, the president will appoint a nominating committee that develops a slate of candidates for the executive committee positions. These candidates will then be presented to the executive committee for approval at the October meeting and sent to the general membership via e-mail by November 1. Election of executive committee members will take place at the November general meeting. Following the report of the nominating committee, additional nominations will be invited from the floor. If more than one candidate has been nominated and seconded, the candidate who receives a plurality of votes is elected. If the sitting president so decides, a written ballot may be used in lieu of the voice vote. Newly elected executive committee members will assume office on January 1. 

 

ARTICLE VI   MEETINGS

Section 1

Regular meetings of the club will be held in accordance with Article VI of the club’s constitution. The meeting each month will usually feature a club competition and, when appropriate, a presentation or a workshop. All regular meetings will consist of the agenda items and an invitation to introduce new business from the floor. The business meetings will be no longer than 30 minutes. 

 

Section 2

An end-of-year party will be held on the last meeting of the calendar year, during which new officers will be introduced. 

 

ARTICLE VII    BYLAWS REVISION

Recommendations for revision may be introduced at any time. Members who are not on the executive committee may submit a written petition for changes signed by at least five members. Such a revision proposal will be distributed at the next regular meeting or by e-mail at least ten days prior to such meeting to allow advance study and individual discussion. Such revisions will be voted upon at the regular meeting following distribution. Acceptance will be by a two-thirds majority vote of those present.

 

ARTICLE VIII   DISTRIBUTION

 

A complete copy of the bylaws, constitution, and rules of competition will be distributed to each club member following adoption of any approved revisions and to each new member upon payment of dues.