Frome Wessex Photographic Constitution (24th May 2024)
FWP Group
The Group is known as Frome Wessex Photographic. Hereinafter referred to as FWP Group.
The Aims of Frome Wessex Photographic
The FWP Group aims to provide the opportunity for all members, be they novices or experienced photographers in a positive and friendly atmosphere. To encourage and organise competitive and non-competitive events for the participation and enjoyment of all members with a programme of meetings, events, exhibitions, workshops and lectures. To organise other types of interaction that may be considered beneficial both socially and photographically with visits by individuals and groups to and from other clubs and associations with similar interests.
Membership
Membership shall be open to the whole community regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs and all ages. A parent or guardian must accompany people under the age of 18.
The Committee may refuse or revoke membership, but only for good cause, such as conduct or character likely to bring the FWP Group into disrepute. Appeal against the refusal or removal of membership may be made to the members at an Extraordinary General Meeting.
An annual subscription is payable by all members at the start of each Season.
FWP Group Code of Conduct
We are committed at all meetings and events to creating a harmonious and safe environment in which members can enjoy photography. All members are entitled to be treated with dignity, respect and common courtesy in their contact with others and they must always act with integrity towards all members and guests to the FWP Group and respect their property.
Any behaviour that interferes with a member’s participation and enjoyment of the FWP Group will, including but not limited to, the following:
Any threatening or obscene behaviour including racist, sexist or inflammatory remarks, harassment, intimidation, bullying (physical, emotional, or cyber) and any other conduct that interferes with other members’ participation and enjoyment of the FWP Group.
There shall be no promotion of a member's business interest during FWP meetings or postings on FWP social media accounts (such as Facebook), including scraping of membership account names and email addresses for business promotion by direct contact without members' consent.
If any member’s behaviour causes concern, a senior Committee member present (in the order of Chairperson, Secretary, Treasurer and any other Committee Member) has the power to enforce the following procedure:
1. A verbal warning will be given to the member(s) first.
2. If the member's behaviour does not alter, they will respectfully be asked to leave the meeting.
3. If required, a follow-up private interview with the member(s) concerned will be actioned by the Chairperson and Secretary. Two Committee officers (as mentioned above) will be present at any follow-up interview and discussion notes will be taken. The Committee can suspend any member(s) until such time as they agree to again act in a reasonable manner.
4. The Committee will consider withdrawing membership status completely if the behaviour is considered detrimental to the overall welfare of the FWP Group.
The Committee shall have full discretion as to what constitutes “good and sufficient reason”. The Committee's decision is final.
During Meetings
We ask that all mobile phones are switched off or changed to silent mode during meetings.
The FWP Group’s equipment must not be taken from the premises by any non-Committee member.
Data Protection Policy
Frome Wessex Photographic is established to serve the interests of its members through the objectives set out in its Constitution.
The personal information referred to in this Policy may include name, distinctions, contact details, records of entries to events, and such other information as may be necessary for the effective management of the legitimate interests of the FWP Group. Any member wishing to verify the information held by the FWP Group, or who can correct or update that information, may apply to the Secretary. Please note that we do not share this information with any third parties outside the FWP Group.
The FWP Group collects and uses personal information for several purposes:
The FWP Group may hold personal information for anyone contacting the FWP Group, or whom the FWP Group contacts for the purpose of conducting its general business. This information is used to satisfy a requested service or a contractual requirement.
Data Retention:
The FWP Group may retain historical data and management archives until the FWP Group decide to delete the data. General business records will normally be held for a minimum of seven years. Any member may request to verify the accuracy of their personal contact data or to request
its deletion by request to the Secretary. The contact data is reviewed and updated annually and is only distributed to club Committee members.
No Committee member may divulge any contact information to any person outside the FWP Group.
The Committee
The management of the FWP Group shall be vested in the Committee, which will consist of a minimum of seven and maximum of fifteen members (including co-opted members). In order to make the FWP Group more inclusive and offer an opportunity for more members to be involved in the running of the FWP Group, the Committee can increase the maximum number to eighteen.
The Committee shall be made up of four Officers as a minimum: Chairperson, Vice Chairperson, Secretary and Treasurer or acting committee members if no-one was to stand to fulfil a position. The acting member will stand down once a member takes up said position. The Committee may co-opt additional members for specific tasks. Co-opted members have no voting rights. In the event of a vacancy occurring on the Committee between AGMs, the Committee shall have the power to appoint a successor until the next AGM. The quorum for the FWP Committee meetings is five (excluding co-opted members) and must include two officers ( A deputy may be appointed in the event of absence of the Chairperson). Committee decisions will be decided by majority vote, with the Chairperson having a casting vote. The Committee shall meet monthly wherever possible.
Nomination and Election of Officers and Committee
All Committee members shall retire each year and be eligible for re-election at the AGM. The exception to this is the Chairperson who shall serve no more than three consecutive years in that position and then shall not be reappointed until after a further period of one year.
All nominees and those proposing and seconding, must be current members of the FWP Group and have no outstanding subscriptions due.
Nominations must be submitted in writing to the Secretary not less than fourteen days before the AGM. Submission must include name and membership number of nominee and their agreement to proposal, name and membership number of those proposing and seconding the nomination. Should nominations received exceed the number required; the result will be determined by ballot at the AGM. Should insufficient nominations be received before the AGM, then nominations may be received at the AGM, subject to the nominee being willing to serve.
Annual General Meeting
An AGM will be held annually at the end of the season, normally in May each year. It will deal with the following:
Reports from the Chairperson and other Officers as appropriate;
Treasurer’s report and examined accounts. Proposed subscription rates will be determined at the AGM and payable at the start of each season.
Election of Officers and other Committee members. Amendments to FWP Group rules or constitution. Any other business, appropriate for the AGM.
Agenda items, motions and Committee nominations must be submitted to the Secretary no less than fourteen days before the AGM.
The quorum for an AGM will be at least two Officers plus 15% of the entire membership.
Extraordinary General Meeting
The Committee may call an EGM at any time to deal with unexpected or special circumstances.
The Committee is bound to call an EGM if requested to do so in writing (and signed) by at least 51% of the current membership. The request must be delivered to the Secretary and include explicit details of the items to be raised.
The committee must hold the EGM within twenty one days of receipt of the request whether from the Committee itself or from the membership.
No other business may be conducted at an EGM than that which caused the request to be made.
The quorum for an EGM will be at least two Officers plus 15% of the entire membership.
Amendments to FWP Group Rules or Constitution
No amendments to the existing FWP Group rules or FWP Group constitution shall be made except at an AGM or EGM.
The Committee can recommend amendments to the club rules.
Notice of intention to propose such a change must be given to the Secretary no less than fourteen days before an AGM and twenty-one days before an EGM.
Competition rules are at the discretion of the Committee.
Where any dispute arises in relation to competition rules, FWP rules or the constitution, the committee's decision shall be final.
Finance
All expenditure shall be overseen by the Committee. All FWP Group funds must be banked with recognised banks, building societies or on-line money management systems.
The Treasurer shall keep and maintain such records and accounts, as the Committee shall agree. The Treasurer will render an examined statement of accounts to the members at the AGM.
The Committee may appoint an Honorary Auditor.
Expenditure shall be controlled by the Committee in accordance with the procedure at the FWP ‘Finance Controls’ Appendix attached to this Constitution. This procedure will be kept under review by the Committee and updated from time to time, as necessary, without requiring formal amendment of the Constitution.
Note: Photo|Frome is an independently funded organisation and is separate from FWP finances. As such Photo|Frome expenses are subject to separate financial controls. FWP may, at the Committee’s discretion, provide funding support to Photo|Frome in the form of Loans or Grants.
Insurance
The FWP Group, will maintain Insurance cover in accordance within the recommendations of the PAGB.
Winding Up
The decision to wind up the FWP Group can only be taken at an AGM or an EGM. In the absence of a quorum at such a meeting, a motion signed by Ten members or 10% of the membership, whichever is the greater, shall constitute the same decision.
Following the decision to disband, after discharging all debts and liabilities, the whole of the assets of FWP Group shall be given or transferred to a charitable or voluntary organisation at the discretion of the Committee.
Liability on each member shall not exceed 25p.
Frome Wessex Camera Club changed its name to Frome Wessex Photographic in January 2022
FWP Group
The Group is known as Frome Wessex Photographic. Hereinafter referred to as FWP Group.
The Aims of Frome Wessex Photographic
The FWP Group aims to provide the opportunity for all members, be they novices or experienced photographers in a positive and friendly atmosphere. To encourage and organise competitive and non-competitive events for the participation and enjoyment of all members with a programme of meetings, events, exhibitions, workshops and lectures. To organise other types of interaction that may be considered beneficial both socially and photographically with visits by individuals and groups to and from other clubs and associations with similar interests.
Membership
Membership shall be open to the whole community regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs and all ages. A parent or guardian must accompany people under the age of 18.
The Committee may refuse or revoke membership, but only for good cause, such as conduct or character likely to bring the FWP Group into disrepute. Appeal against the refusal or removal of membership may be made to the members at an Extraordinary General Meeting.
An annual subscription is payable by all members at the start of each Season.
FWP Group Code of Conduct
We are committed at all meetings and events to creating a harmonious and safe environment in which members can enjoy photography. All members are entitled to be treated with dignity, respect and common courtesy in their contact with others and they must always act with integrity towards all members and guests to the FWP Group and respect their property.
Any behaviour that interferes with a member’s participation and enjoyment of the FWP Group will, including but not limited to, the following:
Any threatening or obscene behaviour including racist, sexist or inflammatory remarks, harassment, intimidation, bullying (physical, emotional, or cyber) and any other conduct that interferes with other members’ participation and enjoyment of the FWP Group.
There shall be no promotion of a member's business interest during FWP meetings or postings on FWP social media accounts (such as Facebook), including scraping of membership account names and email addresses for business promotion by direct contact without members' consent.
If any member’s behaviour causes concern, a senior Committee member present (in the order of Chairperson, Secretary, Treasurer and any other Committee Member) has the power to enforce the following procedure:
1. A verbal warning will be given to the member(s) first.
2. If the member's behaviour does not alter, they will respectfully be asked to leave the meeting.
3. If required, a follow-up private interview with the member(s) concerned will be actioned by the Chairperson and Secretary. Two Committee officers (as mentioned above) will be present at any follow-up interview and discussion notes will be taken. The Committee can suspend any member(s) until such time as they agree to again act in a reasonable manner.
4. The Committee will consider withdrawing membership status completely if the behaviour is considered detrimental to the overall welfare of the FWP Group.
The Committee shall have full discretion as to what constitutes “good and sufficient reason”. The Committee's decision is final.
During Meetings
We ask that all mobile phones are switched off or changed to silent mode during meetings.
The FWP Group’s equipment must not be taken from the premises by any non-Committee member.
Data Protection Policy
Frome Wessex Photographic is established to serve the interests of its members through the objectives set out in its Constitution.
The personal information referred to in this Policy may include name, distinctions, contact details, records of entries to events, and such other information as may be necessary for the effective management of the legitimate interests of the FWP Group. Any member wishing to verify the information held by the FWP Group, or who can correct or update that information, may apply to the Secretary. Please note that we do not share this information with any third parties outside the FWP Group.
The FWP Group collects and uses personal information for several purposes:
- Membership details held by the FWP Secretary
- To contact members about FWP activities
- Membership details required for the records of the DI, Print, and Battle secretaries to facilitate the operation of FWP competitions
- For the purposes of entering Federation and PAGB events
- For the purposes of entering other National and International exhibitions or other competitions as felt suitable by the FWP
The FWP Group may hold personal information for anyone contacting the FWP Group, or whom the FWP Group contacts for the purpose of conducting its general business. This information is used to satisfy a requested service or a contractual requirement.
Data Retention:
The FWP Group may retain historical data and management archives until the FWP Group decide to delete the data. General business records will normally be held for a minimum of seven years. Any member may request to verify the accuracy of their personal contact data or to request
its deletion by request to the Secretary. The contact data is reviewed and updated annually and is only distributed to club Committee members.
No Committee member may divulge any contact information to any person outside the FWP Group.
The Committee
The management of the FWP Group shall be vested in the Committee, which will consist of a minimum of seven and maximum of fifteen members (including co-opted members). In order to make the FWP Group more inclusive and offer an opportunity for more members to be involved in the running of the FWP Group, the Committee can increase the maximum number to eighteen.
The Committee shall be made up of four Officers as a minimum: Chairperson, Vice Chairperson, Secretary and Treasurer or acting committee members if no-one was to stand to fulfil a position. The acting member will stand down once a member takes up said position. The Committee may co-opt additional members for specific tasks. Co-opted members have no voting rights. In the event of a vacancy occurring on the Committee between AGMs, the Committee shall have the power to appoint a successor until the next AGM. The quorum for the FWP Committee meetings is five (excluding co-opted members) and must include two officers ( A deputy may be appointed in the event of absence of the Chairperson). Committee decisions will be decided by majority vote, with the Chairperson having a casting vote. The Committee shall meet monthly wherever possible.
Nomination and Election of Officers and Committee
All Committee members shall retire each year and be eligible for re-election at the AGM. The exception to this is the Chairperson who shall serve no more than three consecutive years in that position and then shall not be reappointed until after a further period of one year.
All nominees and those proposing and seconding, must be current members of the FWP Group and have no outstanding subscriptions due.
Nominations must be submitted in writing to the Secretary not less than fourteen days before the AGM. Submission must include name and membership number of nominee and their agreement to proposal, name and membership number of those proposing and seconding the nomination. Should nominations received exceed the number required; the result will be determined by ballot at the AGM. Should insufficient nominations be received before the AGM, then nominations may be received at the AGM, subject to the nominee being willing to serve.
Annual General Meeting
An AGM will be held annually at the end of the season, normally in May each year. It will deal with the following:
Reports from the Chairperson and other Officers as appropriate;
Treasurer’s report and examined accounts. Proposed subscription rates will be determined at the AGM and payable at the start of each season.
Election of Officers and other Committee members. Amendments to FWP Group rules or constitution. Any other business, appropriate for the AGM.
Agenda items, motions and Committee nominations must be submitted to the Secretary no less than fourteen days before the AGM.
The quorum for an AGM will be at least two Officers plus 15% of the entire membership.
Extraordinary General Meeting
The Committee may call an EGM at any time to deal with unexpected or special circumstances.
The Committee is bound to call an EGM if requested to do so in writing (and signed) by at least 51% of the current membership. The request must be delivered to the Secretary and include explicit details of the items to be raised.
The committee must hold the EGM within twenty one days of receipt of the request whether from the Committee itself or from the membership.
No other business may be conducted at an EGM than that which caused the request to be made.
The quorum for an EGM will be at least two Officers plus 15% of the entire membership.
Amendments to FWP Group Rules or Constitution
No amendments to the existing FWP Group rules or FWP Group constitution shall be made except at an AGM or EGM.
The Committee can recommend amendments to the club rules.
Notice of intention to propose such a change must be given to the Secretary no less than fourteen days before an AGM and twenty-one days before an EGM.
Competition rules are at the discretion of the Committee.
Where any dispute arises in relation to competition rules, FWP rules or the constitution, the committee's decision shall be final.
Finance
All expenditure shall be overseen by the Committee. All FWP Group funds must be banked with recognised banks, building societies or on-line money management systems.
The Treasurer shall keep and maintain such records and accounts, as the Committee shall agree. The Treasurer will render an examined statement of accounts to the members at the AGM.
The Committee may appoint an Honorary Auditor.
Expenditure shall be controlled by the Committee in accordance with the procedure at the FWP ‘Finance Controls’ Appendix attached to this Constitution. This procedure will be kept under review by the Committee and updated from time to time, as necessary, without requiring formal amendment of the Constitution.
Note: Photo|Frome is an independently funded organisation and is separate from FWP finances. As such Photo|Frome expenses are subject to separate financial controls. FWP may, at the Committee’s discretion, provide funding support to Photo|Frome in the form of Loans or Grants.
Insurance
The FWP Group, will maintain Insurance cover in accordance within the recommendations of the PAGB.
Winding Up
The decision to wind up the FWP Group can only be taken at an AGM or an EGM. In the absence of a quorum at such a meeting, a motion signed by Ten members or 10% of the membership, whichever is the greater, shall constitute the same decision.
Following the decision to disband, after discharging all debts and liabilities, the whole of the assets of FWP Group shall be given or transferred to a charitable or voluntary organisation at the discretion of the Committee.
Liability on each member shall not exceed 25p.
Frome Wessex Camera Club changed its name to Frome Wessex Photographic in January 2022