Club Constitution

Executive Committee:
Chair : Gary Botten (chair@reflexphoto.co.uk)
Secretary : David Ellis (secretary@reflexphoto.co.uk)
Treasurer : Graham Niblock (treasurer@reflexphoto.co.uk)
Programme Coordinator: Janet Neal (progorg@reflexphoto.co.uk)

Non-Exec Committee:
Deputy Chair: Currently Vacant
Deputy Secretary: Ignatius Maurceri (deptsec@reflexphoto.co.uk)
Deputy Treasurer: Ravi Ponnappah (depttreasurer@reflexphoto.co.uk)
Archivist: Ignatius Mauceri (archivist@reflexphoto.co.uk)
External Competition Secretary: Lorraine Grey (externalcompsec@reflexphoto.co.uk)
Web Administrator and Communications: Ron Cox (:webadmin@reflexphoto.co.uk)

Selection Committee
Lead Selector: Lorraine Grey
Colin Pillen
Janis Spice

CONSTITUTION OF REFLEX PHOTOGRAPHIC CLUB

1 The club is to be known as: Reflex Photographic Club.
2 The object of the club shall be to encourage the study and the practice of photography by means of meetings, lectures, competitions, and any other means that the Committee may deem desirable.
3 The club is to be managed by a committee consisting of: Chair, Honorary Treasurer, Honorary Secretary and Web Administrator & Communications as the Executive, and up to 5 other members. A committee meeting quorum will comprise of 4 committee members of which one must be an Executive member. Any sub committees must include one full committee member.
4 The committee members will retire annually, but shall be eligible for re-election, at the Annual General Meeting. The Executive will serve on the committee for 4 years, but one will be retired each year and be eligible for re-election at the AGM in rotation. The order of rotation is Chair, Hon. Treasurer, Co-ordinator,
and Hon. Secretary.
5 Should an officer or member resign before their appointment expires, the committee shall have the power to co-opt a member to fill the vacancy until the next AGM.
6 The accounts of the Club are to be audited by the examiner at least once a year by a member of the Club who is not on the committee.
7 Annual General Meeting (AGM)
7.1 The AGM will be the last meeting before the summer recess.
7.2 The quorum for the AGM will be 20% of the membership. Voting will be by a simple majority. In the event of a tie, the Chair will have the casting vote. He has no other Vote.
7.3 Motions for consideration at the AGM shall be displayed on the club notice board for at least 2 meetings prior to the AGM. Agenda items must be proposed and seconded and then handed to the Secretary in writing prior to the aforementioned meetings.
7.4 The agenda for the AGM will include:-
i The reports of the officers of the club
ii The election of officers and committee
iii The election of the examiner for the following year
iv The setting of the annual subscription for the following year
v Discussion and voting on motions displayed in accordance with para 7.3 above
vi Any other business not requiring a vote
7.5 Nominations for the committee and retiring executive must be handed to the Committee one month before the AGM.
8 Extraordinary General Meeting (EGM)
8.1 An EGM may be called by the committee or at the signed request of any nine members
8.2 The EGM will be held within 6 weeks of receipt of the request and at least 4 weeks’ notice given to all members stating the purpose of the meeting.
8.3 The rules of quorum and voting shall be the same as the AGM given in para 7.2 above.
8.4 No other business may be conducted at this meeting.
9 Annual Subscriptions shall be due not more than 30 days following the beginning of a season. Any delay beyond that will result in the now ex-member not being allowed into the club room during meetings.
10 Membership
a) Membership shall be open to any person over the age of eighteen interested in membership of the club and its activities. Applicants for membership under the age of eighteen may join providing they are accompanied to club meetings or other activities by a parent or guardian who is a member or associate or honorary member of the club.
b) (i) The Committee may refuse an application for membership if, acting reasonably and properly, they consider it to be in the best interests of the club to do so.
(ii) The applicant must be informed of the reasons for refusal in writing within 21 days.
(iii) The Committee must consider any written representation the applicant may make about
the decision. The Committee must notify the applicant in writing of their decision, but their
decision will be final.
c) (i) The Committee may expel a member from the club should they consider that their ongoing membership is not in the best interest of the club and its members. The expelled member will be given a pro rata refund of the membership fee depending on when in the season the expulsion is made. The member must be given the reasons for the expulsion in writing within 21 days.
(ii) The member may submit a written request for a review of the decision which will be considered by two members of the Executive Committee (the Chair and the Secretary). Their decision will be notified to the member in writing and will be final.
d) Membership is not transferable.
e) The Committee must keep a register of the names and addresses of all members.
11 Dissolution
a) If the membership of the club falls below 10 and the majority of the remaining members consider that the club is no longer viable, it may be wound up. The Executive Committee members will be responsible for doing so.
b) The Executive Committee must collect in all the assets of the club and must pay or make provision for all proper liabilities of the club.
c) The Executive Committee must dispose of all equipment acquired through lottery funding to a local charity or photographic club. Any money remaining after the payment of all liabilities should be disposed of by agreement with the members, at a quorate EGM. The decision should be minuted and must be produced to the club’s bankers if the account is to be closed or transferred.
12 Agenda items must be proposed and seconded and then handed to the Secretary in writing one month before the AGM.
13 Any item to be purchased over £100 must go before the full committee for approval. The Treasurer will advise asto affordability.

Reviewed January 2024

Safeguarding Policy for Children and Vulnerable Adults

For the purposes of this policy a minor is taken to mean someone under the age of 18; and a vulnerable adult is one over the age of 18 that does, or may, need community care services because of a disability (mental or other), age or illness and is someone who could be unable to look after themselves, or protect themselves from harm or exploitation.

Some people are always vulnerable, but any person may be vulnerable at times. This policy could therefore be relevant to the treatment of any club member.

1. AIMS

Reflex Photographic Club (RPC) recognises that in its activities it has a responsibility towards others, especially any minor or vulnerable adult, to prevent any form of abuse.

The aim of the Policy is:

• to assist members by setting out their responsibilities to safeguard minors and vulnerable adults.
• to provide guidance to members on adopting behaviours to protect minors, vulnerable adults and themselves under different circumstances that might arise in the Club.
• to have a process in place for reporting allegations or suspicions of abuse.

1.2 THE CLUB

RPC exists to encourage members to practice, discuss, and enjoy photography, and to improve their skills. The Club aims to be as inclusive as possible to all members of the community, including members who are under the age of 18, or who are vulnerable adults.

RPC values all members, but recognises its particular responsibility to individual members who are minors or vulnerable adults. All members, especially minors and vulnerable adults, must be treated with respect and dignity, recognising any unique personal needs.

Adherence to the Policy is a condition of membership of the Club. The Policy is available to read on the Club website and will be reviewed once a year by the Club committee and endorsed at the AGM.

2. CLUB ACTIVITIES with SAFEGUARDING GUIDELINES for each.

2.1 Presentations, competitions and other meetings in general open to members held in a large meeting room.

These meetings are the main club activities. Those showing images, whether prints or projected images, must ensure that these images are not indecent nor likely to cause offence to vulnerable adults or minors. If there is a likelihood of this, prior advice must be given before the meeting.

Meetings are low risk environments for minors or vulnerable adults. Committee members take responsibility for welcoming members and taking account of any special personal needs of members (for example, the siting of wheelchairs).

2.2 Occasional external meetings for which members arrange their own transport.

These involve small numbers meeting, usually in public places. Members must not offer lifts to minors unless accompanied or authorised by a parent or guardian. Members should not work on their own with a minor or vulnerable adult. They should make sure they can be observed by others, and preferably that the parent, guardian or carer is present.

2.3 Members of the Club are sometimes invited by organisers of community events to take photographs.

The Club encourages individual members to respond to such invitations as it supports the community and gives members wider photographic experiences. Community events may include ones in which minors or vulnerable adults are taking part.

If members are photographing these events by invitation, then it is the responsibility of the inviting organisation to get permission for the photography from parents, guardians or carers if required. Asking permission from all parents, guardians or carers may not be possible and it is sufficient to have notices at the event that photography has been arranged. These could give a contact point for people who do not want photographs taken at the event.

The member dealing with the initial request should ask the organisers to ensure that such arrangements are in place. This should be done such that the request and reply are on record, for example by e-mail.

2.4 Mentoring requested by members who need help with aspects of their photography.

Responding to this might involve visits to private homes. Informal mentoring is important to the club so that more experienced members can pass on expertise to others if requested. Mentoring of minors or vulnerable adults is only allowed with the explicit agreement of their parent, guardian or carer, and must take place only if the parent, guardian or carer, is present.

2.5 Internet discussion groups and photo-sharing.

The Club has a Facebook site, which members can elect to join. On the Facebook site members can post their images and also make comments or discuss with others. The Facebook site has at least two managers who control access and can remove material, should anything that was unacceptable be posted.

Members are required to treat others with respect and politeness in their comments, even if their opinions differ.

2.6 The Club holds meetings occasionally via the Zoom platform.

This can involve the display of digital images from members of the Club, other clubs or external presenters. Prior to such meetings, those taking part should be advised of their responsibilities under this policy.

3. DISCLOSURE

If a minor or vulnerable adult were to disclose an infringement of this policy to a club member in the course of Club events or activities, then the Club member should take such a disclosure seriously and communicate this to the Safeguarding Officer or a member of the committee. Prompt appropriate steps must be taken to support the minor or appropriate adult in accordance with Appendix A and B.

2023 -2024 season. Safeguarding Officers David Ellis and Janet Neal