Hayling Island Camera Club

TABLE OF CONTENTS

• HICC RULES
• NAME
• OBJECT
• ATTAINMENT OF OBJECT
• ANNUAL SUBSCRIPTION
• MANAGEMENT
• ANNUAL GENERAL MEETING
• SPECIAL GENERAL MEETINGS
• EXTERNAL AUDITOR
• TERMINATION OF MEMBERSHIP
• USE OF CLUB PROPERTY
• THE RULES

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HICC Rules

NAME

The Club shall be called "Hayling Island Camera Club". (HICC)

OBJECT

The object of the Club shall be the advancement of its Members in the Science and Art of Photography.

ATTAINMENT OF OBJECT

1. The Club shall meet each Monday evening (unless otherwise determined by the Committee) during the months September to June, when the proceedings shall be in accordance with a Programme circulated to all members prior to the commencement of the season.
2. The President shall conduct the proceedings or such other person as may be required to deputise in the absence of the President.
3. The start time shall be 7.00 p.m. for 7.30 p.m.
4. Guests of members will be welcome, subject to any conditions which the Committee may feel appropriate and of which members are made aware.

ANNUAL SUBSCRIPTION

1. The members at each Annual General Meeting shall determine the annual subscription for the ensuing year.
2. Subscriptions so determined shall be due and payable on the first Monday in the September next following the Annual General Meeting.
3. Any member whose subscription, or any part thereof, (except as may be authorised by the Committee) is unpaid at 31st December shall be deemed to have terminated membership of the club.
4. The onus for the payment of subscriptions on the due date shall be on the member concerned.
5. Any member whose subscription is unpaid in whole or in part or whose membership is terminated, for any reason, shall cease to have any interest in the assets of the Club. Subscriptions paid shall be deemed to be non-returnable in whole or in part.

MANAGEMENT

1. The Club shall be managed by a Committee comprising:
1. The Officers — President, Secretary, Treasurer.
2. Up to 10 Elected Members — 1 Vice-President, 3 Competition Secretaries, 1 Programme Secretary, 1 Skills Secretary, a Publicity Officer, Website Administrator, Social Secretary and Ordinary Member.
2. The Officers and Elected Members shall be elected at the Annual General Meeting for a period of one year, at the end of which they will resign but be eligible for re-election.
3. The Vice‐President is to be elected at the AGM and to hold office for one year. In the event of the President retiring before the end of his/her one-year term of office, the Vice‐President shall assume the position of President for the remainder of the season, a Committee Member shall be appointed by the Committee to the position of Vice‐President for the remainder of the season.
4. The Committee elected at an AGM shall assume office on 1st June next following such AGM.
5. The Committee shall have the power to co-opt for any reason. Any person so co-opted shall have the right to vote in accordance with the terms of their co-option.
6. Five members of the Committee shall form a quorum.
7. The President shall preside at all Committee meetings but in his/her absence the committee shall appoint one of their number to take the chair.
8. The President (or anyone acting in their absence) shall not vote in committee except in those cases where an equal number of votes have been cast for and against a motion when the person so presiding shall have the casting vote.
9. A member of the Club may attend a Committee meeting at the invitation of the committee but shall not be entitled to vote.

THE ANNUAL GENERAL MEETING

The Annual General Meeting (AGM) will be held in April or May unless any extenuating circumstances prevent it taking place, at which point the AGM will be held as determined by the Committee, and shall commence at the normal starting time of the club.

Proposals for inclusion on the Agenda must be in writing, signed by both the proposer and seconder and submitted to the Secretary not later than 4 meetings before the advertised date of the AGM. The Secretary, at the next meeting, will advise the members of such proposals. Amendments thereto must be in writing, signed by the proposer and seconder and submitted to the Secretary not later than 2 meetings before the AGM. The Secretary will issue the Agenda and Minutes of the previous AGM to members at the meeting immediately prior to the Annual General Meeting.

The business to be transacted at the Annual General Meeting shall be:

• To approve the Minutes of the previous AGM and deal with any matters arising therefrom.
• To receive a Report from the President.
• To receive, approve and adopt the audited (examined) accounts for the year ended 31st March immediately prior to the AGM.
• To fix the subscriptions for the ensuing year.
• To receive the Reports of relevant committee Members.
• To consider, and if approved, adopt resolutions properly submitted for debate.
• To elect officers and elected members.
• To appoint an Honorary Examiner.

The President (or anyone acting in their absence) shall not vote on any issue except in those cases where an equal number of votes have been cast for and against a motion when the person so presiding shall have the casting vote. A bona fide member unable to attend because of business or club commitments, or through illness, shall be entitled to record a vote on any proposal or amendment provided notice thereof is tendered in writing to the Secretary not later than 7 days prior to the meeting. The member concerned must sign any such vote.

SPECIAL GENERAL MEETINGS

A Special General Meeting may be held at any time on the written request of not less than 8 members.

The document requesting the Meeting must state the reasons therefore and be addressed to the Secretary who, being satisfied that the necessary procedure has been followed, will call a Special General meeting giving 21 days' notice thereof to all members. The Notice of the meeting must indicate the nature of the business and the names of the sponsors.

The President (or anyone acting in their absence) shall not vote except in the event of an equal number of votes having been cast for and against a motion when the person presiding shall have the casting vote.

EXTERNAL AUDITOR

An external auditor shall be appointed at each Annual General Meeting. The person so appointed shall not be a member of the Committee.

TERMINATION OF MEMBERSHIP

In addition to termination of membership, the Committee shall have power to require the resignation of any member deemed to have committed a wilful breach of the Rules or whose conduct is, in the opinion of the Committee, injurious to the character or interest of the Club.

USE OF CLUB PROPERTY

Club property may be used by members only with the consent of the Committee.

THE RULES

The Committee shall be empowered to deal with any matter for which no provision has been made in the Rules. Alterations or additions to these Rules shall only be made at an AGM or Special General Meeting duly convened for this purpose. Each member shall be given a copy of these Rules.