Alton Camera Club
Established 1957: celebrating 60 years
Alton Camera Club
Club Constitution
The Club shall be called the Alton Camera Club and membership shall be open to everyone interested in photography.
Membership shall be by annual subscription payable at the first meeting in September each year. New members joining later than December 31st will pay a reduced proportion of the appropriate subscription. Students in full-time education are permitted membership at a lower rate as determined annually by the committee. The current membership rates can be found on the Club website.
The Club may have a Life President. The officers of the Club shall consist of Chairman, Vice Chairman, Secretary, Treasurer, Programme Secretary, Competition Secretary. All but the Life President shall be elected annually at the Annual General Meeting.
The affairs of the Club shall be managed by a Committee consisting of the Officers and at least four members elected at the Annual General Meeting. The Committee shall have the power to co-opt members if this should be considered necessary. Five members of this Committee shall constitute a quorum.
The electoral procedure shall be as follows:
  • At the Committee meeting prior to the AGM, members of the existing Committee willing to serve in the coming year should submit their names and the post they are willing to hold.
  • At the AGM, when the procedures reach the election of officers, the Chairperson stands down, and a member not willing to stand for that position is appointed temporary Chairperson until the new Chair is elected.
  • The election of officers is performed in the following order: Chair; Vice Chair; Hon Secretary; Treasurer; Programme Secretary; Competition Secretary; four members willing to serve on the committee; two examiners.
  • Volunteers and nominated persons willing to stand will be proposed and seconded. If more than one person is standing for a given office, a vote of all members present will be carried out before the next post is considered. The Chairperson will not vote unless a tied vote is declared, in which case he/she has the casting vote.
  • All officers and committee members are eligible for re-election each year.
The Club shall meet at 7:30pm on Wednesdays from September to May and other evenings as decided upon.

A member may be expelled from or asked to resign from the Club at the decision of the committee. The committee can request a member to appear before it without stating the reason, provided that where any charge or accusation is made, the member shall be given full and reasonable opportunity to put forward a defence and bring witnesses at a later meeting.

A member expelled or asked to resign shall have the right to appear at a special general meeting of the Club called for that purpose. All committee proceedings and any special general meeting called at the request of a member under this rule shall be treated as confidential and privileged.

Any member may resign from the Club at any time by notifying the Secretary in writing of his/her desire to do so.

Children under 15 may only attend Club meetings if accompanied by a parent or guardian.

The Committee may bestow Honorary Membership when appropriate.

No alteration of or addition to these rules can be made except at an Annual General Meeting or a special meeting called for that purpose. Any motion made at the AGM which is likely to make a change or modification in either Club Rules or Constitution, MUST be submitted in writing with names of the proposer and seconder to the Secretary not less than SEVEN DAYS before the AGM for inclusion in the published agenda and a copy is to be posted on the Club website at the same time.

Any motion proposed and passed at any AGM shall stand for at least 3 years, unless specifically stated that it was for a 12 month experimental period only.

Any member has a right of appeal to the Club Committee, whose decision will be final.

At the AGM the Club's Officers will report to members on key events, activities or changes of which the members should be aware.

Because the Club's financial year ends after the AGM, it is necessary to hold an EGM at the start of each new season for presentation to members by the Treasurer of the balance sheet for the previous year. The Examiners will be then asked to state whether they recommend acceptance of the balance sheet and whether they have any observations or recommendations to make, before a vote is taken to approve the accounts.

Exceptionally it may be necessary to hold EGMs at other times, e.g. in the event that a Club Officer has to stand down and an election is required for his or her replacement. In this event, the same principles shall apply as for AGMs as regards giving notice to members, notice of proposals, publication of the agenda and voting procedures.

Public Liability Insurance

The Club is advised by the PAGB to have Public Liability Insurance. This can be facilitated by the Southern Counties Photographic Federation but an alternative insurer may be appropriate depending on the cost and level of cover required.

The policy provides cover against liability in law for damages and claimants costs and expenses in respect of accidental injury to any person and accidental damage to property.

The policy is endorsed to note the following two extensions:

1. Member to member liability.

2. Members engaged in group or individual club activity.

The policy gives cover from the 1st February of one year to 31st January of the next.

Dissolution Clause

In the event of the Club being dissolved, or otherwise ceasing to exist, any assets held following settlement of all liabilities incurred shall be transferred to the Southern Counties Photographic Federation to be held in trust by them until such time that any new Club be created for the area (or part thereof) covered by the previous Club.

If the Club is dissolved by calling a Special General Meeting then any Quorum requirements will not apply.

Duties of Officers
The Chairman shall:
  • ensure the good conduct of club meetings by opening and closing the meeting, welcoming, introducing and thanking the speakers/judges for the evening, ensure meetings start and finish promptly and present pertinent information to attendees. Should the Chairman be unable to attend a meeting, or choose to delegate, the meeting management tasks may be deputised to the vice-chairman or another nominated committee member, who will assume such responsibilities for the evening;
  • chair all committee, AGM, EGM and SGM meetings ensuring that they follow the defined agenda, run to schedule and ensure that all attendees are able to share their views. They will also act as final decision maker as appropriate;
  • ensure that all committee officers fulfil their roles and are fully enabled to do so;
  • be a signatory to the club bank account(s) unless they are related to the Treasurer;
  • ensure adherence to the club constitution, rules and policies;
  • ensure that, at all times, the best interests of the club and its members are addressed and that the reputation of the club is held in the highest regard.
The vice-chairman shall represent and undertake the duties of the Chairman, as set out above, where the Chairman is unable to be present or otherwise fulfil those duties.
The Secretary shall:
  • give notice of, prepare agendas for and record the minutes of Annual General Meetings, Extraordinary General Meetings, Special General Meetings and Committee meetings;
  • maintain a list of up-to-date contact details for Club members;
  • maintain attendance lists of those who have attended Club meetings. (Note that these details may be required in support of any grant applications);
  • safeguard the Club's documentary archives, except for the financial archives;
  • handle routine communications and membership enquiries on behalf of the Club, whether by telephone, email or post;
  • distribute any circulars received from the PAGB, SCPF or other clubs to the appropriate Committee members or to Club members, via email or for inclusion on the Club website;
  • remind the Chairman of any announcements to members at Club meetings;
  • be a bank account signatory and hold a spare chequebook to be taken to Club meetings, to make any Club payments in the unavoidable absence of the Treasurer.
The Treasurer shall:
  • operate the Club's bank account, including handling all cheque payments, paying-in, bank statements and preparation of signatory mandates;
  • make all payments and handle all cash receipts on behalf of the Club;
  • keep an up-to-date and accurate record of the Club's financial transactions through a cashbook and supporting receipts, vouchers, chequebooks, paying-in books and other documents;
  • ensure that recurring payments such as room rental and insurance policies are paid on time;
  • ensure that insurance cover is appropriate to the needs of the Club and best value;
  • handle all membership subscriptions and regularly inform the secretary of paid-up members;
  • issue membership cards to those members who have paid their subscriptions;
  • provide a petty cash float where required for competition fees and refreshments;
  • provide the Committee with a proposed annual budget for the Club;
  • report on the current and forecast financial situation and on membership levels at each Committee meeting;
  • at year-end prepare the financial records and balance sheet for review by the Examiners and approval at the EGM;
  • advise the Secretary beforehand in the event that the Treasurer is unable to attend a Club meeting or event, so that the Secretary can handle any payment or receipts on the Treasurer's behalf.
Programme Secretary
The Programme Secretary is responsible for:
  • the annual preparation of the Programme using and following the guidelines as laid down by the PAGB;
  • contacting suitable judges and speakers, confirming the booking and costs involved in writing and reminding the judge or speaker two weeks before the visit, including details of the Club's location, the parking facilities and advising them of the presence of junior members;
  • ensuring that the venue is booked and paid for;
  • ensuring that all visits are followed up with a written or emailed 'thank you'.
Internal Competition Secretary
The Internal Competition Secretary shall be responsible for:
  • ensuring that equipment is available to ensure competitions are conducted in accordance with Club, Federation and PAGB guidelines;
  • the collection, checking and listing of entries into the Club's Internal Competitions;
  • ensuring that Print and PDI entries meet the requirements as set out in the Club Competition Rules;
  • ensuring that competitions are conducted fairly in accordance with the Club Competition Rules;
  • ensuring that scores from all competitions are recorded and distributed to the webmaster and other interested parties;
  • retaining entered competition work for external competitions, the His 'n' Hers match and as a record;
  • ensuring that all trophies and certificates are prepared for and distributed at the annual Presentation Evening;
  • ensuring that the print light-box is kept in good working order;
  • ensuring that the projector is calibrated regularly.
External Competition Secretary
The External Competition Secretary shall:
  • be responsible for the prints and PDIs selected for Inter-club and other external competitions or exhibitions and taken or sent to the Club and away venues for the appropriate judging;
  • be responsible for the listing of the selected prints and PDIs and forwarding these lists to the appropriate Competition Secretaries;
  • ensure that league match scores are recorded and the results forwarded to the Federation's Competition Secretary or Scorer;
  • Ensure that the selection of panels for all external competitions is decided by 3 or more club members (preferably an odd number for a majority) including the external competition secretary and the selectors advised to the chairman beforehand;
  • Ensure that the selection of quality work for external competitions will be spread between club members; i.e. work from the same members should not be chosen for championships and league where other members' high quality work has not been represented;
  • Ensure that for friendly competitions previously unused work must be chosen for at least half the entries.
They may call on other members to assist with the selection of prints and PDIs for inter-club competitions and exhibitions.
The Club Committee will oversee other duties which contribute to the smooth running of the Club. These include, but are not limited to:
  • ensuring the website is maintained;
  • preparing the venue for meetings including setting up suitable equipment, such as projector and screen or print stand and arranging suitable refreshments;
  • providing a monthly club newsletter;
  • publicity for the club via press reports and other appropriate media;
  • organisation of the annual Presentation Evening;
  • organisation of any social events;
  • organisation of any Exhibitions the club may hold.
These tasks will usually be organised through the setting up of working groups with defined responsibilities and budgets.
Club Awards
'Member of the Year' Award

This trophy is awarded to the member who has contributed most in service to the Club. Members are invited to nominate a recipient, and to state their reason for the nomination, but the final decision is made by the Committee. This is because many valuable services to the Club are made faithfully and quietly behind the scenes and not in an aura of publicity.

If it is felt that no achievement is sufficiently outstanding, then no award will be made for that year.

This trophy can be awarded jointly.

Progress Trophy

This trophy, awarded by Geoffrey Jefferson FRPS in 1986/87, is for the member who has shown the greatest progress in photography over the period of the last year. The winning member is selected by the Committee. Consideration is given to both progress in basic photography and exhibition successes in deciding the winner.

If it is felt that no achievement is sufficiently outstanding, then no award will be made for that year.

This trophy can be awarded jointly.

PAGB and SCPF Affiliations
Photographic Alliance of Great Britain (PAGB)

Alton Camera Club is affiliated to the PAGB through the Southern Counties Photographic Federation (SCPF).

The Club is entitled to send two delegates to the quarterly meetings of the Federation and each member is entitled to vote, except on matters requiring club ratification in which case each club shall be entitled to one vote only.

As a member of this Federation the Club is eligible to take part in its inter-club competitions. The Federation publishes a directory of member clubs and lists of judges and lecturers. These provide a useful source of information when planning the Club programme.

Members can also apply for awards showing photographic achievements, signified by the letters CPAGB (Certificate), DPAGB (Distinction) and MPAGB (Master).

SCPF Competitions

The Southern Counties Photographic Federation (SCPF) competitions are organised on a League basis. One league for Prints and another for PDIs.

Each participating club selects panels of prints and PDIs and these are used throughout the competition.

The panels of prints and PDIs are marked out of ten by a judge who will not be a member of any club within the clubs' division within the league. At the end of the season the top two clubs in each league will gain promotion to a higher league and the bottom two will be relegated, moving down to the league below.

The full rules are on the Federation website.

Away fixtures are printed on the back of the Club programme, Members are encouraged to support these matches.

At Finals Day, normally held at the beginning of May, the print or PDI from each club panel which has gained the highest aggregate marks is entered in a separate competition to find an individual winner

The SCPF also holds an annual Exhibition in January for which member Clubs submit panels of prints and/or PDIs. The Exhibition is of a competitive nature and the rules which apply to the competitions also apply.

Photographic Federations and Societies throughout the country hold their own Exhibitions and many of them invite entries from members of other Federations.

Additional Championships are organised by the SCPF. Clubs are invited to submit panels of prints or digital images for various annual competitions which are usually held at a central venue.

Winners and runners up of these competitions are then invited to represent the Federation at the National Championships, competing against all the Federations in the PAGB.

The SCPF organises occasional full or half-day lectures and seminars at which leading photographers give instruction on the use of photographic software and techniques. There is usually a charge for these events but those who attend find them worthwhile.

Data Protection Policy

The Club complies with the Data Protection Act 1998. Under the Act, the Club is a data controller exempt from notification.

The Club collects and holds personal information about members. This includes name, address, telephone, e-mail, membership duration, scores obtained in competitions, records of work shown at external competitions, and permission to use images on the web site. Any member wishing to verify the personal information held by the Club should apply to the Secretary.

Personal contact details are used only for the administration of the Club, and are distributed only to Committee members, and to others approved by the Committee for specific purposes.

Contact details may be held about prospective members while they decide whether to join.

Contact details are held about previous members for 1 year.

Child Protection Policy

The term 'minor' in this policy will be used to refer to any member of the Club or visitor under 18 years old. Also, 'designated adult' is used for any adult acting for the minor's parent or guardian.

The Club has a responsibility for any minor to prevent abuse in any form, such as sexual, physical or emotional and to protect them from bullying.

Members' attention is drawn to this policy on the enrolment form along with other Club rules and policies and adherence is a condition of membership. A parent or guardian must countersign the form as acceptance of the policy.

The Club will take any complaint from a minor seriously and in confidence. It will be recorded and the appropriate authorities notified.

If there are club activities where minors are present a Code of Behaviour is available to guide members - see notes below.

Photographs of Club members, in a group or individually, can be taken for publicity or record purposes. Parents or guardians of minors accept this by countersigning the enrolment form.

It is in the nature of Photography as art that some images may be presented at Club meetings that may not be to everyone's taste or may offend. Parents or guardians of minors accept this by countersigning the enrolment form.

A nominated Child Protection Officer is appointed by the club and in his/her absence any other committee member.

This policy shall be reviewed annually by the Club committee.

Further up to date information on Child Protection Legislation is available on the websites of the NSPCC and the Charity Commission .

Policy Notes

Members should avoid spending time alone with a minor on his or her own. If members find themselves in this situation, they should make sure that they are clearly observed by others.

Members should avoid doing anything for minors of a personal nature that they can do for themselves or that their parent, guardian or designated adult can do for them.

Members should avoid taking a minor to the toilet unless another adult is present or has been made aware. This should include the parent, guardian or designated adult, if present.

Members, other than a minor's parent, guardian or designated adult should avoid having a minor in their own vehicle, unless accompanied by that minor's parent, guardian or designated adult.

Members should avoid making sexually suggestive comments to, or within earshot of, a minor.

Members should avoid reducing a minor to tears as a form of control.

Members should avoid any unnecessary physical contact.

Members must not allow or engage in inappropriate touching of any kind or engage in rough physical horseplay.

Members must not physically restrain a minor unless the restraint is to prevent physical injury to the minor, another individual or the member themselves. In all circumstances the physical restraint must be appropriate and reasonable otherwise the action can be defined as assault.

Mentoring of minors under 16 is only allowed with the explicit permission of their parent or guardian and only if more than one adult is present which may include the parent, guardian or designated adult.

When demonstrating equipment or techniques the mentor may be required to be in close proximity to the minor. This should be for as short a duration as possible and only with the express permission of the minor and prior permission of the parent, guardian or designated adult.