DDCC Rules

      Deal & District Camera Club

Affiliated to the Kent County Photographic Association and the Photographic Alliance of Great Britain

Club Rules – Revised June 2018

  1. Aims and Objectives
  • The club will be known as Deal & District Camera Club.
  • The objective of the Club is the promotion and advancement of photography in all its forms among Club members by holding Club meetings and other activities such as competitions, lectures, exhibitions and events.
  1. Meetings
  • Club meetings can be held at any venue. If there needs to be a change of venue, the committee will notify the membership as quickly as possible through as many media as possible.
  • Club meetings year run from September each year to the following July. Other activities and outings take place during the summer months on an informal basis and details are shared through social media.
  1. Membership
  • Membership is open to all by application at a meeting, or by email to the Secretary. It can only be terminated if a member’s subscription falls three months in arrears, or by gross misconduct deemed by the Committee to be detrimental to the Club, or its Members.
  • Junior Members
    • Membership for under 18s is as per current legal and insurance conditions.
    • Under 18s need to be accompanied by a responsible adult, either their parent or guardian or someone approved by the parent of guardian. That person needs to accompany the child for the whole meeting and can come to meetings at half the usual membership rate.
    • Minimum age for Junior members is 12 years.
  1. Subscriptions:
  • Annual and weekly subscriptions are decided at the AGM. Annual subscriptions fall due on the first meeting date of each Meeting Year.
  • New members have three free visits after which they must join.
  • The subscription for Members under 18 years of age will be fixed each year by the Committee.  Fees in 2018/19 for under 18’s and students is two thirds of the normal adult fee.
  1. Officers and Committee
  • Officers are; President, Chairman, Vice-Chairman, Treasurer and 7 other Committee positions.
  • The Committee is elected at the AGM and serves for a term of on eyar.
  • Club President is a role for life or until the holder is no longer a Club Memebr. If the role becomes vacant the Committee will appoint another President. The President is automatically part of the Committee.
  • Committee Roles are allocated at the first Committee meeting after the AGM.
  • At the end of the year the Committee stands down, but individuals are all eligible for re-election.
  • Should an Officer retire during their Term of Office, their place shall be taken by another member of the Committee until the next Annual, or Extraordinary Meeting.
  • Additional Committee members may be considered as necessary and The Committee has the power to fill any casual vacancy that may arise.
  • The Committee quorum is five.
  • Nominations for Officers and Committee Members must reach the Secretary by the last Club Meeting before the Annual General Meeting.
  1. Club Business
  • Formal Club business is conducted at an Annual or Extraordinary General Meetings. The quorum for these meetings is one-third of the fully paid-up membership plus one.
  • Annual General Meetings are held at the end of every season.
  • Extraordinary General Meetings may be held at any time, except during August.
  • Extraordinary General Meetings can be called
    • following a decision by the Committee, or
    • following receipt by the Secretary of a request in writing signed by at least 20% of the paid-up Members stating the reason for the request.
  • The Secretary will set a date for the AGMs and EGMs and will give 28 days’ notice to all fully paid-up Members.
  • The Financial Year of the Club runs from June 1st in any year until May 31st in the subsequent year.
  • Dissolution of the Club. A decision to wind up the club can only be taken when funds of the Club are insufficient for the Club to run properly or membership falls below a level viable for the club to function. This decision can only be taken at an EGM or AGM. In the absence of a quorum, a motion signed by 10 members or 10% of the membership, whichever is the greater will constitute the same decision. After discharging all debts and liabilities of the Club, the remaining assets are to be transferred to the Kent County Photographic Association (KCPA).
  1. Rules
  • Competitions Rules are decided by the Committee, taking into account the wishes of members. Any changes in the Rules are introduced only at the start of the Meetings Year and stay in effect for the remainder of the year. Rules relating to the number of entries allowed per Member are decided by the Competition Secretary. Competition Rules are displayed on the Club Notice Board at every Club Meeting.
  • Club Rules can only be altered at an Annual General Meeting, or Extraordinary Meeting. Only fully paid-up Members are eligible to vote and a majority of those votes are required to change a rule. In the event of a tie in the votes cast, a Rule will not be changed.
  1. Personal Awards Scheme
  • The club runs a Personal Awards Scheme for members to measure their own performance in competitions. There are three levels, Bronze Silver and Gold for each type of Annual and Aggregate competition. Everyone must start at Bronze and can then progress through each level as follows:-

Bronze – Achieving six scores of 16 or over.
Silver –    Eight scores of 18 or over
Gold – Ten scores of 20.

  • Only the highest scoring picture in each competition will count.
  1. Sundry
  • There is no smoking within the Club meeting room, or anywhere within the Club premises as required by law.

   10. Data Protection

  • The club will only keep personal details for current year members. These details will be kept on the membership list, which is held by the secretary. The list may be shared with other Committee members for contact purposes. Details will be deleted should a member not re-join the following year.
  • The Club will not share third party advertising with members.
  • The Treasurer keeps a list of current members’ names.
  • Competition winners and runner’s up names will appear on the Club website as part of the Club’s competition history.
  • If an image is required for an external competition or battle, those Images, together with photographer’s name and qualifications, will be shared with other Clubs or the KCPA. A list of entries will be published before each competition. If any member does not want their pictures included they should let the secretary know.

Mary Venables
Club Secretary