Princes Risborough Photographic Society
Photography Club Based in the Chilterns, Buckinghamshire
Established 1964
Society Rules
PRPS Society Rules 2023
1 – NAME
The Society shall be called “Princes Risborough Photographic Society”.
2 – OBJECTIVES
i. The objectives of the Society shall be to promote the study and practice of photography to the mutual benefit of the Members and to exhibit their work
ii. Society meetings, lectures and exhibitions shall be held at the Society rooms and other places as decided by the elected Committee. Society sub-groups may determine their own venues.
3 – MEMBERSHIP
i. Members shall undertake to abide by these Rules, and such amendments and additions to these Rules as shall be approved by a properly constituted General Meeting.
ii. Each member shall treat all other members of the Society with respect and not discriminate against them at any time irrespective of their gender, race, religions sexual orientation.
iii. Members shall assist the Committee in the general running of the Society.
iv. The Society, through the Committee, reserve the right to reject without explanation any application for membership.
v. The Society, through the Committee, reserve the right to cancel the membership of any member who, in the opinion of the Committee, is creating an undesirable influence or has committed such acts or said such things that are contrary to the good name of the Society or any of its members. The Member shall have the right to appeal through the calling of a Special General Meeting and, if it is the wish of the majority, the Committee’s decision revoked.
4 – SUBSCRIPTIONS
The annual adult subscription shall be determined by the Committee and approved at the Annual General Meeting. An adult Member in full-time education shall pay 50% of the annual subscription. A Junior Member under the age of 18 in full time education may have free annual membership provided he/she is sponsored by or accompanied by a member or parent.
i. Subscriptions shall be due on the first meeting of the season and must be paid in full by end of the month.
ii. Potential new Members may attend two meetings without a charge.
iii. A new Member joining in the 1st 2 months of the season shall pay the full annual subscription rate relating to that persons’ status. Any new members joining later than two months from the beginning of the season, shall pay a pro-rata fee as confirmed by the treasurer.
iv. A fee is payable by all members attending each meeting. This fee is set by the committee and approved at the AGM.
The Society reserves the right to charge an entrance fee to all attendees at Society meetings open to the general public whether they be a Society Member or not.
5 – CONTROL OF THE SOCIETY
i. A Committee, composed of a minimum of four Society Members elected by the Annual General Meeting, shall control the Society.
ii. The Committee shall consist of Chairman, Vice Chairman, Secretary, and Treasurer with other members seconded to take the posts of External Competition Secretary, Judges Secretary and Speakers Secretary.
iii. The Committee may co-opt other members to serve the Society in any function as thought desirable by the Committee for the benefit of the Members.
iv. The Judges Secretary, Speakers Secretary and Treasurer shall be responsible for the following season’s programme which shall be compiled for the approval of the Committee.
v. The Committee will provide reasons for its proposals and motions will succeed if voted by two thirds of the members present at the Annual or Special General Meeting.
vi. Formal Notices to the Society membership may be given by post or electronically, to the last known postal address or electronic mail address of members, the notice period starting on the day of its postal or electronic mailing.
6 – THE COMMITTEE
i. The Committee shall be elected in the following way to give continuity:
Each year all the Committee Members shall be elected to serve for one year.
THE COMMITTEE CONT’D……..
ii. Any individual Chair may serve in that role if elected for a maximum of 3 years unless an extension is required due to exceptional circumstance and agreed by the Members at an Annual General meeting.
iii. Any retiring Committee Member may be nominated for re-election at the end of their term of office or earlier if nominated for a named position. Each member shall serve for the period specified in 6.i.
iv. The Committee shall meet as deemed necessary by the Chairman.
v. The Committee shall manage the business of the Society and shall act as guardians of the Society’s equipment and assets.
7 – NOMINATIONS FOR COMMITTEE
Nominations for the Committee shall be proposed at the Annual General Meeting. They shall have a proposer and a seconder and shall have the consent of the nominee confirmed at the Annual General Meeting.
8 – QUORUMS AND VOTING
i. One quarter of the Society’s members must be present at the Annual General Meeting (AGM) or Special General Meeting (SGM) for it to be quorate.
ii. 4 (four) Committee members must be present at a Committee meeting AGM or SGM for it to be considered quorate.
iii. Only paid-up Members shall be allowed to vote at the AGM or SGM.
iv. At Committee Meetings, AGM and SGM, unless otherwise stated in these rules, a vote will be passed by simple majority of the votes cast, with the Chairman having the casting vote.
9 – FINANCE
i. The Treasurer shall maintain a correct record of all incomes, expenditure and assets.
ii. The Treasurer is solely responsible to the Financial Institutions (Bank or Building Society) for the appropriate conduct of the Society Accounts held by them and is required to be approved and authorised by them.
iii. Expenditure must have the prior approval of the Committee. All cheques shall be signed by either the Chair or the Treasurer. A third person may be nominated by the committee if the situation warrants it.
iv. Society expenditure should normally be managed through the Annual Budget as agreed by the Committee and Members at the AGM. Any significant non-routine expenditure must have prior approval of the Committee
v. A Scrutineer, who is not a member of the Committee, shall be appointed by the Members to confirm the Annual Financial Accounts and shall have access to all books and accounts of the Society. The scrutineer shall sign the Accounts as being correct if so found.
vi. The Society funds are managed using a budget set for the coming year. All members of the Committee are responsible for ascertaining their expected expenditure/costs or income and providing it to the Treasurer so that he/she can formulate the budget. The proposed budget is to be agreed by the Committee and presented to the members, normally at an AGM for approval.
10 – SPECIAL MEETINGS
i. A Special General Meeting may be called by the Secretary at the request of the Committee, for which a minimum of 14 (fourteen) days’ notice must be given.
ii. A Special General Meeting shall be called by the Secretary on receipt of a request signed by not less than ten paid-up members stating the reason for such a meeting. Once such a meeting is agreed a minimum of 14 (fourteen) days’ notice of when that meeting is to held must be given to the membership.
11 – WINDING UP OF THE SOCIETY
In the event of the Society ceasing to function, and its affairs being wound up and all liabilities discharged, a Special General Meeting must be arranged to dispose of any surplus funds or equipment.
12 – LIABILITY
The Society does not hold itself liable for any property lost on its premises, or for any injury sustained by Members or Visitors during the course of meetings, other events or activities organized by the Society or its sub-groups.
13 – ALTERATIONS TO RULES
The Committee shall not institute any new rules, or otherwise amend or rescind, without the approval of the Society Members.
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