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Club Rules

Wigan  Photographic Society 
  
Rules of the Society 

 
Contents 
 
 
Table of Contents 
1. Name and Objective...................................... 3 
2. Membership....................................................3 
Conduct.........................................................4 
3. Administration ................................................4 
4. Competitions...................................................6 
Externally Judged Competitions..........................6 
Internally Judged Competitions...........................7 
Conditions appropriate to all competitions..........7 
5. Exhibitions........................................................ 
 
1. Name and Objective 
 
1.1 The name of the Society shall be “Wigan Photographic Society” hereinafter referred to as the Society. 
 
1.2 The objective of the Society shall be to encourage the pursuit and to promote the advancement of the Science and Art of Photography. 
2. Membership 
 
2.1 The Society membership shall be open to any individual regardless of age, gender, race, religion, ethnicity or physical disability who have an interest in photography. The members shall be classified as Full Members (which includes Honorary Life members), Young person/student members and Associate members. 
 
2.2 All Members with the exception of Associate members shall be eligible to enter the Society’s competitions and exhibitions and shall be entitled to all the privileges which the Society may afford from time to time. 
 
2.3 Young person/Student members shall be those members between the ages of 18 -25 years of age on the 1ST April in any year. They shall be eligible to enter the Society’s competitions and exhibitions and shall be entitled to all the privileges of the Society. Associate members shall be entitled to attend all the meetings of the society but shall not enter competitions or vote in any meetings of the society. 
 
2.4 Membership shall be confirmed upon payment of the appropriate subscription.  
 
2.5 The society’s Financial Year (FY) runs from 1st January – 31st December. The amount of the subscription shall be fixed at the Annual General Meeting (AGM). The membership shall pay an annual subscription that will be due in full immediately after the AGM. 
 
2.6 Any new members joining part way through the year shall be admitted on a payment of a proportion of the appropriate annual subscription based on the month of joining as follows: 
 
 

April to June 
Full annual subscription 

July to September 
Three quarters of the annual subscription
 
October to December 
Half the annual subscription 

January to March 
One quarter of the annual subscription 
 
 
2.7 If any member’s annual subscription falls 12 months in arrears he/she shall be deemed to have left the Society. 
 
2.8 The Committee shall be empowered to appoint at their discretion as Honorary Life Members such members as may be deemed to have merited this mark of appreciation by of their contribution to the society.  
 
2.9 Visitors may attend up to four meetings of the society after which they may be requested to become members or to cease attending meetings. 
 
2.10 Members and visitors under 18 years of age must be accompanied at all meetings and other events by a parent (or responsible adult with specific agreement of the parent) or guardian who will be responsible for their safety at all times. 
 
Conduct 
 
2.11 All members are expected to conduct themselves in a manner appropriate to the wellbeing of the society. All members shall abide by the rules of the society. 
 
2.12 The committee is empowered to suspend or withdraw membership of any individual whose conduct in the opinion of the committee brings the society into disrepute in accordance with the society’s grievance procedure at annex A. 
 
2.13 The negative, slide or digital image from which an entry to a competition is made must be the original work of the author. Entrants to competitions must own the copyright of all images used. Wigan Photographic Society accepts no liability for any breach of copyright by a competition entrant. Except for any final printing, images entered must be entirely the work of the stated author. The stated author must have taken the original images submitted and have the full copyright of all elements of the image at their disposal. All techniques employed in the making of an image must have been carried out by the stated author. Composite images are welcome in open categories, (i.e. not Nature) provided all components meet this requirement. Images constructed from so-called royalty free and copyright free images to which nobody owns the copyright are not acceptable. 
  
3. Administration 
 
3.1 The society shall be managed by a committee comprised of the offices of the society together with three ordinary members. 
 
President
President Elect
Past President
Secretary
Treasurer
Syllabus Secretary
Internal Competition Secretary
External Competition Secretary
Minutes Secr5etary
Ordinary Member 1
Ordinary Member 2
Ordinary Member 3

 3.2 The committee shall meet as and when required. A quorum at any committee meeting shall be four members. 
 
3.3 The committee shall have the power to co-opt any members and to form subcommittees as it feels necessary. Co-opted members shall have full voting rights. 
 
3.4 One of the ordinary committee members shall retire annually in rotation. The maximum term of service of an ordinary member shall be three consecutive years. 
 
3.5 The annual general meeting of the society shall be held in April of each year for the following purposes; 
 
to receive and approve audited accounts. 
to receive and approve the secretaries report for the year to 31st of December. 
to agree the level of subscription for the next 12 months. 
to confirm the appointment of President and past president for the forthcoming year. 
to elect the other offices for the forthcoming year. 
to elect the ordinary committee members as necessary. 
to appoint auditors. 
to transact any other business previously notified to the secretary in writing not less than 14 days prior to the meeting. 
 
3.6 A Special General Meeting shall be called at any time by the secretary on receipt of a written request signed by at least five full members of the society. Such a request must specify the business to be transacted at the meeting. The Secretary must notify all members of the date of the meeting and the business to be transacted within twenty-one days of receiving the written request. Such meeting must be not less than 14 days and not more than 28 days after service of the notice by the Secretary. A minimum of 10 members shall constitute a quorum. 
 
3.7 The secretary shall notify all members of the date, time and venue of all general meetings at least 14 days but not more than 28 days before the date of the meeting. 
Only fully paid up Full, Student/Young Persons and Honorary members may vote. Associate members may take part in the debate but may not vote at any General Meeting.  
 
3.8 All meetings shall be chaired by the president, or in their absence the president elect. In the absence of both of these offices the past president shall act as the chairman. 
 
3.9 The voting at all meetings shall be by show of hands but the chairman of the meeting may direct that a secret ballot be taken and shall so direct if requested to do so by one third of the full members present at the meeting. In the event of a tied vote, the chairman shall exercise a casting vote. Voting by proxy will not be permitted. 
 
3.10 No member shall remove from the society any apparatus or other property belonging to the society or use the same for the purpose of monetary gain without the prior consent of the committee. Any apparatus removed shall be at the borrower’s risk and any damage or loss shall be made good by the said member to the satisfaction of the committee.  
 
 3.11 No alterations or addition to the rules may be made except at the annual general meeting or at a special general meeting convened for the purpose. Such amendment to the rules must be approved by two thirds of those eligible to vote at the meeting. Abstentions will not be counted as votes. 
 
 3.12 The committee shall rule on any matter not otherwise covered in these rules. 
 
4. Competitions  
 
Externally Judged Competitions 
 
4.1 The committee shall arrange for two types of competition in each competition year which shall run from the 1st January to 31st December each year. Each of these competitions shall be judged by an independent judge from outside of the club 
 
4.2 The first type will be a “league type” competition with categories for each of the sections that may from time to time exist e.g. A section prints, B section prints, DPI’s 
 
4.3 The second type will be an Annual Competition. This is a “cup type” competition that again reflects the sections that may from time to time exist. 
 
4.4 Trophies, Medals and certificates of merit will be awarded as the Committee may from time to time consider appropriate. 
 
4.5 The rules of such competitions must be outlined to the members of the society before the beginning of each competition year. 
 
Internally Judged Competitions 
 
4.6 The committee shall arrange such other ad hoc competitions is deemed appropriate during the course of a competition year. These stand distinct and separate from externally judged competitions. These shall be described as informal competitions. These shall be judged by members of the society in such a way as the committee may from time to time to decide.  
 
Conditions appropriate to all competitions. 
 
4.7 All Competitions are open to all full members, Honorary Life members and Young person/student members. 
 
4.8 All entries to every competition must, with the exception of the final printing of any image, be entirely the work of the Author, who should hold the original copyright of the image. Wigan Photographic Society accept no responsibility for any breach of copyright by any individual member. 
 
4.9 An image, or an image that is substantial the same as another image by the same author cannot be used more than once in a league type competition whether it has appeared as a print or a DPI. Similarly, an image cannot be used in more than one Annual competition. The only exception to this provision is that an image used previously in an external judged competition may be used in an informal competition. 
 
 
5. Exhibitions 
 
5.1 The Societies main exhibition shall follow the Annual Competition and the images for the exhibition will be drawn from this. The committee shall arrange other exhibitions as deemed appropriate from time to time and shall fairly represent all member’s images at such exhibitions.