JPS Constitution

The JPS Camera Club
 
Constitution and related rules and regulations
 
NAME
The name of the club shall be the JPS Camera Club (“the Club”)
 
OBJECTS
To promote and stimulate interests in all aspects of photographic and digital imaging
 
CORPORATE BODY
The club shall be a body corporate and shall be capable of owning property movable and immovable, and of suing and being sued in its own name
 
COMPOSITION
The club shall consist of three sections, namely print, slide and digital, and any further sections that the Council may wish to add from time to time
 
MANAGEMENT
The management of the Club shall be vested in the Council
 
APPOINTMENT OF THE COUNCIL
Club members shall nominate prospective Council members prior to or during the annual general meeting (“AGM”). Council members shall be elected from those nominated and willing Club members. The election process is by show of hands of those members present at the AGM. In the case of a contested Council portfolio, election is by simple majority
The following Council portfolios shall be nominated and elected at the AGM:
  • Club President
  • Section Chairpersons
  • Treasurer
  • Secretary
The appointment of members to fill other Club portfolios is completely at the discretion of the Council
The outgoing Council shall remain in office until the new Council members have been appointed.
 
DUTIES OF THE PRESIDENT
  • To chair all Council meetings in accordance with an agenda drafted and distributed to Council members prior to each Council meeting (in his absence his role shall be filled by one of the Section Chairpersons)
  • To chair the annual general meeting and to provide an operational review of the club’s activities to all members
  • To ensure the activities of the club are in keeping with the objectives of the Club
DUTIES OF THE SECTION CHAIRPERSONS
  • To ensure all section related activities, including but not limited to those arising during Club meetings, operate effectively and are in keeping with the objectives of the Club
DUTIES OF THE TREASURER
  • To open banking accounts in the name of the Club
  • To draw, accept, endorse, make and execute bills of exchange, promissory notes, cheques and other negotiable instruments connected with the business of the Club
  • To initiate electronic financial settlements in respect of amounts due by the Club
  • To manage the cash and cash equivalent resources of the Club in an effective manner ensuring sufficient liquidity to meet short term demands while generating acceptable returns on surplus funds
  • To ensure all Club members settle subs due in a timely and appropriate manner
  • To create and maintain adequate accounting books and records that accurately reflect the financial activities of the Club
  • To prepare quarterly financial reports that accurately reflect the financial results and position of the Club for dissemination to all Council members
  • To prepare annual financial statements that accurately reflects the financial results and position of the Club for dissemination and discussion at each annual general meeting
DUTIES OF THE SECRETARY
  • To keep and distribute accurate minutes of all meetings of the Council
  • To maintain an accurate database of all members’ details
  • To manage the membership enrolment process
  • To manage the financial activities arising at each club meeting
POWERS OF THE COUNCIL
The Council shall have the power to do all acts necessary to conduct the affairs of the Club. Without detracting from the generality of the forgoing, the Council shall have the following special powers:
 
  • To amend the Club constitution following, where deemed necessary, adequate consultation with Club members;
  • To frame or draw up such rules and regulations as may be deemed necessary for the control and governance of the sections, meetings of the Club or sections thereof, and for any function of the Club or sections thereof;
  • To acquire any movable or immovable property on behalf of the Club;
  • To hire such premises as may be necessary to carry on the Club’s activities;
  • To oversee and to make all decisions regarding the financial activities and position of the Club;
  • To elect such Patrons, Honorary Presidents and / or Honorary Vice Presidents of the Club for such periods as it may deem fit;
COUNCIL MEETINGS
  • Council meetings shall be held at least four (4) times per annum
  • The Council meeting quorum shall be four (4) members
  • Decisions shall be made on the basis of a 75% majority
MEMBERSHIP
Ordinary membership of the Club shall be open to any person, male or female, at the discretion of the Council. The Council may confer Honorary Life Membership upon any person who has distinguished himself or herself in any form or branch of photography, or in service of the Club
 
ANNUAL GENERAL MEETINGS AND SPECIAL GENERAL MEETINGS
The Annual General Meeting of the Club shall be held during January of each year. Special General Meetings may be called from time to time at the discretion of the Council to deal with matters that the Council deems of sufficient importance to put before the members