CRESCENT BEACH PHOTOGRAPHY CLUB

Meetings

General Membership Meetings shall be held at 7:15 pm on the first (1^st), and third (3^rd) Wednesday of each month commencing in September and continuing until May. Exception dates will be made known in writing, by email or on the website upon confirmation by Alexandra Neighbourhood House.

All meetings shall be held in Alexandra Hall at Alexandra Neighbourhood House, 2916 McBride Avenue, Crescent Beach, South Surrey, BC.

Meetings shall start at 7:15 sharp and Members are expected to arrive in sufficient time to assist in setting up the room or to be seated prior to commencement.

Executive Committee meetings shall be held at a time and place designated by the Executive Committee.

Annual Membership Dues and other Fees

Annual membership dues are determined by the Directors and approved by the Members at the Annual General Meeting.

Family membership is defined as any two (2) adults living at the same address, together with their children under the age of eighteen (18) years.

Full annual membership dues are payable in September.

Members joining the Club after January 1 of any year may pay reduced annual membership dues for their first year of membership based upon the date joining and upon approval by the Board of Directors.

Visitors are always welcome. After two (2) visits they are expected to join the Club and pay the applicable annual membership dues.

If a Member’s image is sold during a presentation opportunity organized by the Club, the Club shall be entitled to ten percent (10%) of the selling price.

Standing Committees

Committees include Program, Membership, Website, Prints, Digital Images, Exhibitions, and Outings. Chairpersons are officers of the Club and are elected at the Annual General Meeting.

The Club will also have a CAPA representative who will be an Officer of the Club. He or she will be elected at the Annual General Meeting.

At any other time, the Executive Committee may appoint a Member to fill a vacancy of a committee chairperson.

If expedient, one person may be responsible for two committees.

Additional volunteer Members to committees are always welcome.

Responsibilities of Committees

Program Committee – The program should be arranged around speakers/ theme cut off dates/ CAPA competition cut off dates. outside competition dates and members nights.

a) To arrange and organize all programs in advance (speakers/judges/theme nights/members nights), consult with executive for input and submit program to President and Executive. (Theme dates and subject for the upcoming year are provided to the program committee by the theme coordinator in the summer so that the committee can work on dates.)

b) Choose guest speakers: Speakers can be chosen at the program committee’s discretion—with a view to keeping meeting nights interesting and educational—choosing speakers in differing genres of photography. (Interspace speakers with Theme nights, CAPA Competitions, Outside Competitions and member’s nights.)

c) Choose and book judges for competitions.

d) Confirm dates with guest speakers and judges either by phone or email a few days ahead of planned meeting.

e) arrange any special requirements for meetings with the assistance of volunteers.

Membership Committee – to welcome new Members and visitors or advise the President that these people are in attendance. Maintain a current register of Members containing addresses, phone numbers and email addresses. Provide the Directors and Officers with the register.

Website Committee – to ensure that all information is up-to-date and accurate. Work with other committee members in this regard.

Prints Committee – advise Members of various print competitions, seek submissions from Members and ensure that they are received in time for selection and entry to meet competition deadlines, keep records of results, arrange for print competitions and critiques and cooperate with the program committee to arrange showings of prints and results.

Digital Images Committee for Themes and Outside Competitions – advise Members of various digital image competitions, seek submissions from Members and ensure that they are received in time for selection and entry to meet competition deadlines. Keep records of results, arrange for digital image competitions and critiques and cooperate with the program committee to arrange showings of digital images and results. Coordinate with outside clubs as required for outside competitions.

Exhibitions Committee – to organize and manage image taking events and non-competition image presentation opportunities for Members. For image taking events: to source the event, coordinate with event organizers, determine expectations, communicate to Members regarding the event, collect images from Members and provide event organizers with copies of images. For non-competition image presentation opportunities: to source locations, determine display method, obtain materials, setup display, verify Club is identified and Club information is available, select and obtain Member images for display/sale, if applicable develop manpower schedule and facilitate Member attendance, dismantle display after opportunity and return images to Member.

Outings Committee – organize and head regular monthly outings to various sites primarily within the Lower Mainland. These outings, weather permitting, shall be designed to assist Members in advancing their photographic skills. Assistance, or suggested outing sites, from any other Club Members is most welcome.

CAPA Committee – provide liaison between the CBPC executive and CAPA Pacific Zone.

Annual written reports from each committee chairperson must be prepared for, and presented at, each Annual General Meeting.

CONSTITUTION AND BY-LAWS

Name

The name of the club shall be Crescent Beach Photography Club (the “Club”).

Objectives

To provide an opportunity for Club
Members to achieve personal growth in the art of photography and photographic
communication.

To organize
meetings,
lectures, workshops, competitions and field trips relating to photography.

To enable Club Members to share their experience and
skills for the benefit of all Club Members.

Affiliations

The Club will maintain membership in the Canadian
Association for Photographic Art (CAPA) and such other clubs or associations as
the Executive Committee may decide.

The Club will make its best efforts to maintain a
relationship with Crescent Beach Community Services Association, which operates
the Alexandra Neighbourhood House and provides accommodation for the Club’s
meetings and workshops.

Non-Profit

The Club shall be carried on without purpose of gain for its Members and any profits or other assets shall be used solely to further the objectives of the Club.

Winding up or
dissolution

In the event of winding up or dissolution of the Club, any outstanding debts shall be paid or otherwise settled, and any remaining monies and/or assets shall be donated or transferred to one or more charities registered pursuant to the Income Tax Act of Canada. The specific registered charity/ies shall be decided upon by a vote of the Executive Committee of the Club. In the event that the Executive Committee is unable to agree on a recipient charity, any Member may nominate a registered charity. A majority vote of the general membership at a General Membership Meeting shall be the deciding factor. The general membership shall be advised of this decision [rh1] immediately after a General Meeting specifically held for this reason.

Membership

Membership is open to any
person interested in the Objectives who agrees to [rh2] abide by the Bylaws of the Club and uphold the Club’s Constitution (each
a “Member”).

The amount of the annual
membership dues is determined by the Executive and approved by the Members at
the Annual General Meeting (AGM) of the Club.

Annual membership dues are for
the Club year that runs from September 1 through to May 31.

A person ceases to be a Member
of the Club upon:

delivering his or her
resignation in writing or by email to the Secretary of the Club;

having their membership
terminated due to any action deemed by the Executive Committee to be
detrimental to the Club’s interests and objectives; or

failing to be a Member in good
standing for six (6) consecutive months.

A Member may only have their
membership terminated pursuant to paragraph (6)(d)(ii) after an investigation
by the Executive Committee.

All Members are in good
standing except any Member who has failed to pay his or her current annual
membership fee when due.

The Club shall keep a register
showing the following particulars of each Member:

the full name and
residential address, including telephone number;

an email address;

the date on which the person became a Member; and

the date on which
the person ceases to be a Member.
Waiver

For the effective operation of the Club, and to enable
it to reach the Objectives, Members are required to sign a waiver acknowledging
that they participate in Club meetings, workshops, outings and other Club
activities at their own risk and that they agree to not hold the Club or any of
its directors, officers or chairpersons responsible for their personal safety
or the safety of their personal belongings or equipment. This waiver will form
part of the annual membership application.

Non-members participating in or attending any Club meetings,
workshops, outings and other Club activities will also be required to sign a waiver
prior to their participation or attendance.

Meetings of
Members

Notice of Annual General
Meetings and General Meetings shall specify the place, the date and the hour of
the meeting and, in case of special business, the general nature of that
business.

The Annual General Meeting shall be held during the
second quarter of each calendar year.

Notice of the Annual General Meeting shall be sent
in writing or by email to each Member’s address listed in the Club register at
least twenty-one (21) days in advance of the Annual General Meeting.

The place, date and time of the Annual General
Meeting must be announced at the two (2) regular meetings preceding the Annual
General Meeting.

A Nominating Committee (if required) shall be
appointed by the Executive Committee and shall produce a list of nominees for
the next Executive Committee prior to the Annual General Meeting.

In the event the Secretary is absent from a Club
meeting, the President must appoint another Member to act as Secretary at such
meeting.

Quorum for an Annual General
Meeting shall be the greater of:

fifteen (15) percent of the Members
in good standing; or

ten (10) Members.

(j) Voting shall be conducted by a show of hands.

(k) Voting for the election of directors shall be by secret ballot if there is more than one (1) nomination for any position.

Directors and Officers

The President, Past-President, Vice-President,
Secretary, and Treasurer shall be the Board of Directors (each a “Director”).

The Committee Chairpersons shall be officers of the
Club (“Officers”).

The Directors and the Officers shall constitute the
Executive Committee.

All Directors and Officers must be Members in good
standing at all times.

Directors, other than the Past-President, must be
elected at an Annual General Meeting (AGM) for a term of one (1) year and shall
serve until the Annual General Meeting following their election.

A Director’s term in office will commence with the
start of the Club’s calendar year. Incoming Directors are expected to work with
the current Directors between the time of election and the commencement of the
Club’s calendar year to ensure continuity in all positions.

The Board of Directors may, at any time, appoint a
Member as a Director in order to fill a vacancy on the Board of Directors for
any position other than Past-President. Any Director so appointed shall hold
office only until the conclusion of the next Annual General Meeting, but is
eligible for re-election.

Directors and Officers shall not be remunerated for
being or acting as a Director or Officer.

Directors and Officers shall be reimbursed for all documented
expenses necessarily and reasonably incurred while engaged in administering the
affairs of the Club.

The Members may, by special resolution, remove a
Director or Officer of the Club before the expiration of their term of office
and may elect a successor to complete the term.

10. Duties of Directors

The
President shall:

be the Chief Executive Officer of the Club;

preside at all general and special meetings of the
Club and the Executive Committee; and

supervise the other Directors in the execution of
their duties.

The Vice-President shall carry out the duties of the
President during the President’s absence.

The Past-President shall:

assist and support the President in the operation of
the Club;

be responsible for the continuity of the Club; and

be available to offer his knowledge and experience,
when requested, to any other Officers or Directors.

The Secretary shall:

conduct the
correspondence of the Club;

issue notices of Annual General Meetings of the
Club;

keep written minutes of all Annual General and
Special Meetings of the Club; and

have custody of all records and documents of the
Club except those required to be kept by the Treasurer.

The
Treasurer shall:

keep such financial records,
including books of account, as are necessary to provide the Executive and
general membership with complete and accurate disclosure of the financial
affairs of the Club;

render financial statements to
the Directors and Members at the Annual General Meeting and to the Directors at
any other Executive Committee meeting;

formulate a projected budget,
if deemed necessary by the Board of Directors, for presentation to the
Directors at least one (1) month prior to the Annual General Meeting and to the
Members at the Annual General Meeting;

receive, record and disburse
all monies pertaining to the operation of the Club;

be responsible for maintaining
at least one account at a Canadian Chartered Bank or Credit Union for the
deposit of Club funds;

ensure that the current Club
signing officers’ information and signatures are on file at the Club’s Bank or
Credit Union. Any two of the President, the Vice-President or the Treasurer may
be the signing officers required for any disbursement of funds by cheque; and

produce any and all Club accounting
records for inspection and examination by a Director or Member upon reasonable
written notice.

Amendment

The Constitution and Bylaws of the Club may only be amended
by a special resolution at:

an Annual General
Meeting following presentation to the membership; or

a General Meeting
no less than twenty-one (21) days after presentation to the membership.

A special resolution requires support by a majority
of not less than three quarters (3/4) of such Members in good standing as are
present in person at a General Meeting.

12. Rules of Order

The business and meetings of the Club shall be governed and transacted according to Robert’s Rules of Order.

CRESCENT BEACH PHOTOGRAPHY CLUB

STANDING RULES

Meetings

General Membership Meetings shall be held at 7:30 pm on the first (1^st) and third (3^rd) Wednesday of each month commencing in September and continuing until May. Exception dates will be made known in writing, by email or on the website upon confirmation by Alexandra Neighbourhood House.

All meetings shall be held in Alexandra Hall at Alexandra Neighbourhood House, 2916 McBride Avenue, Crescent Beach, South Surrey, BC.

Meetings shall start at 7:30 sharp and Members are expected to arrive in sufficient time to assist in setting up the room or to be seated prior to commencement.

Executive Committee meetings shall be held at a time and place designated by the Executive Committee.

Annual Membership Dues and other Fees

Annual membership dues are determined by the Directors and approved by the Members at the Annual General Meeting.

Family membership is defined as any two (2) adults living at the same address, together with their children under the age of eighteen (18) years.

Full annual membership dues are payable in September.

Members joining the Club after January 1 of any year may pay a reduced annual membership dues for their first year of membership based upon the date joining and upon approval by the Board of Directors.

Visitors are always welcome. After two (2) visits they are expected to join the Club and pay the applicable annual membership dues.

If a Member’s image is sold during a presentation opportunity organized by the Club, the Club shall be entitled to ten percent (10%) of the selling price.

Standing Committees

Committees include Program, Membership, Website, Prints, Digital Images, Exhibitions, and Outings. Chairpersons are officers of the Club and are elected at the Annual General Meeting.

The Club will also have a CAPA representative who will be an Officer of the Club. He or she will be elected at the Annual General Meeting.

At any other time the Executive Committee may appoint a Member to fill a vacancy of a committee chairperson.

If expedient, one person may be responsible for two committees.

Additional volunteer Members to committees are always welcome.

Responsibilities of Committees

Program Committee – to arrange and organize all programs in advance, consult with other committees for input, confirm dates of guest speakers either by phone or email, and arrange set up for meetings with the assistance of volunteers.

Website Committee – to ensure that all information is up-to-date and accurate. Work with other committee members in this regard.

Digital Images Committee – advise Members of various digital image competitions, seek submissions from Members and ensure that they are received in time for selection and entry to meet competition deadlines, keep records of results, arrange for digital image competitions and critiques and cooperate with the program committee to arrange showings of digital images and results.

CAPA Committee – provide liaison between the CBPC executive and CAPA Pacific Zone.

Annual written reports from each committee chairperson must be prepared for, and presented at, each Annual General Meeting.

[rh1]Which decision? The specific charity or the winding down?

[rh2]Paying of dues should be in the Bylaws.

Crescent Beach Photo Club

A view through the camera lens

Bylaws and Constitution