Club Roles & Responsibilities  

Chairman / Chairperson (1)

  • The administration of the Club shall be entrusted to a Chairperson who shall be assisted by a Council of six (6) 

  • Chairperson shall be ex-officio Member of all Committees of the Club and all Sub‐Committees and shall preside at their meetings and all other meetings. 

  • In the absence of the Chairperson from any meeting or function of the Club, the Vice‐Chairperson shall preside and in the absence of both the Chairperson and Vice‐Chairperson, any Member nominated by the Chairperson will preside. 

  • The Chairperson may be elected for 3 years consecutively. No Person shall serve on the committee for longer than 3 years consecutively in the same role. 

  • The Chairperson shall be elected at the Annual General Meeting. 

  • In the event of the resignation, removal from Office or death of the Chairperson, the Vice-Chairperson shall assume the role of Chairperson, if he or she be so willing. Otherwise, the vacancy shall be filled by election to be held, after not less than one week’s notice, at an Ordinary Meeting of the Club. 

 

Vice‐Chairman / Vice-Chairperson (1)  

  • A Vice‐Chairperson shall be elected at the Annual General Meeting. 

  • A Vice‐Chairperson may be elected for 3 years consecutively. No Person shall serve on the committee for longer than 3 years consecutively in the same role.  

  • A past Chairperson shall not be eligible for the Vice‐Chairperson within 1 year of holding the Office of Chairperson. 

  • The Vice‐Chairperson shall deputise for the Chairperson at all functions of the Club in the absence of the Chairperson. Whilst so deputising he or she shall enjoy all the privileges and rights of the Chairperson. 

  • In the event of the resignation, removal from Office or death of the Vice‐Chairperson, or his or her appointment to the Office of Chairperson, the vacancy shall be filled by election to be held, after not less than one week’s notice, at an Ordinary Meeting of the Club. 

 

Club Treasurer (1)  

  • A Treasurer shall be elected at the Annual General Meeting. 

  • The Club Treasurer shall keep the financial records of the Club. 

  • The Club Treasurer shall receive subscriptions and other monies due to the Club, except monies due to special funds or appeals for which the Council may have appointed a special treasurer. 

  • The Club Treasurer shall issue a dated receipt for all monies received by him/her on behalf of the Club. 

  • The Club Treasurer shall at the Annual General Meeting of the Club in each session, present to the Club a report of the financial position of the Club, setting forward particulars of all monies received and expended by him or her. 

  • Should the Club Treasurer be absent from any meeting of the Club, the Chairperson shall appoint a Council Member to receive monies. Receipts for such monies shall be signed by the said Council member. 

  • The Club Treasurer may, at any ordinary Meeting of the Club, be required to answer questions relative to the performance and duties of his/her office. 

  • All monies received shall be deposited by the Club Treasurer or other elected signatory in a Bank under the name of the “Greystones Camera Club”, and can be withdrawn only on the signature of designated signatories of the committee.

  • The Club Treasurer may hold such sums of money not exceeding € 100 for Petty Cash purposes and shall keep a record of the expenditure of such sums. 

  • The Club Treasurer shall have the accounts of the Club audited and submitted to the Council before the Annual General Meeting.  Such annual audited accounts shall be kept and made available to the Revenue Commissioners upon request. 

  • The Club Treasurer shall report on the financial position of the Club to the Council, monthly. 

  • The Club Treasurer, or a Council member nominated for the purpose, shall maintain a record of all Club trophies showing the current location. 

  • The income and property of the Club how so ever derived shall be applied solely towards the promotion of the main objects of the Club as set forth in the Constitution and no portion of such income and property shall be paid or transferred directly or indirectly by way of dividend bonus or otherwise by way of profit to the members. Provided that the foregoing shall not prevent the payment in good faith of reasonable and proper remuneration to any Council Member or servant of the Club or to any member in return for any services actually rendered to the Club nor prevent the payment of interest at a rate not exceeding 5 per cent per annum on money lent or reasonable and proper rent for premises demised or let by any member to the Club; but so that no Council Member shall be appointed to any salaried office of the Club or any office of the Club paid by fees and that no remuneration or other benefit in money or monies worth shall be given by the Club to any Council Member except repayment of out of pocket expenses and interest at the rate aforesaid on money lent or reasonable and proper rent for premises demised or let to the Club; provided that the provision last set forth shall not apply to any payment to any company of which a Council member may be a member and in which such Council Member shall not hold more than a one ‐hundredth part of the capital and such Council shall not be bound to account for any share of profits he/she may receive in respect of any such payment. 

  • If upon the winding up or dissolution of the Club there remains after the satisfaction of all its debts and liabilities any property whatsoever the same shall not be paid to or distributed among the members but shall be given or transferred to some other charitable institution or institutions having main objects similar to the main objects of the Club and which shall also prohibit the distribution of its or their income and property among its or their members to an extent at least as great as is imposed upon the Club, such institution or institutions to be determined by the Members at or before the time of dissolution and if and so far as effect cannot be given to such provisions, then to some charitable object. 

  • In the event of the resignation, removal from Office or death of the Club Treasurer, the vacancy shall be filled by election to be held, after not less than one week’s notice at the Ordinary meeting of the Club. 

 

Club Secretary (1)  

  • A Club Secretary shall be elected at the Annual General Meeting. 

  • The Club Secretary shall keep the current records of the Club except the financial records.   

  • The Club Secretary, or a Council member nominated for the purpose shall take and read the Minutes of Meetings of the Club. 

  • The Club Secretary shall draw up the Agenda for meetings of the Club. 

  • The Club Secretary shall, at the Annual General Meeting, present to the Club, a Report of the work done by the Club during the past session. 

  • The Club Secretary may at any Ordinary Meeting of the Club be required to answer questions relative to the performance of the duties of his/her Office. 

  • In the event of the resignation, removal from Office or death of the Club Secretary, the vacancy shall be filled by election to be held by ballot, after not less than one week’s notice at the Ordinary meeting of the Club. 

 

Club Competition Secretary (1) 

  • A Club Competition Secretary shall be elected at the Annual General Meeting. 

  • The Club Competition Secretary shall be responsible for organising all Club and any Inter‐Club competitions and may also participate in them as a member. 

  • The Club Competition Secretary shall keep record of all points awarded as part of club competitions. 

  • The Club Competition Secretary shall ensure competitions are fair based on skill level; Beginner and Intermediate levels should be used for certain competitions. 

  • The Club Competition Secretary shall be responsible for working with each competition winner in choosing the next theme or challenge for competitions.  

  • The Club Competition Secretary may at any Ordinary Meeting of the Club be required to answer questions relative to the performance of the duties of his/her Office. 

 

IPF Competition Secretary (1)

  • Primary Liaison officer to the IPF (Irish Photographic Federation)

  • IPF Competition Secretary shall be elected at the Annual General Meeting. 

  • The IPF Competition Secretary shall be responsible for organising all Club competitions with the IPF. 

  • The IPF Competition Secretary shall assist members and offer guidance in their goal of obtaining accreditation with the IPF. 

  • The IPF Competition Secretary shall ensure club participation at regional level by working with members and the committee to produce panels and printed media for competition entry. 

  • The IPF Competition Secretary may at any Ordinary Meeting of the Club be required to answer questions relative to the performance of the duties of his/her Office. 

 

ICT Technical Officer (1)

  • The Technical Officer shall be responsible for the Design, Deployment and Maintenance of all Website and social media activities for the club.

  • The Technical Officer shall be responsible for all member and centralised Email accounts.

  • The Technical Officer shall be responsible for Yammer as the club’s primary communications tool, including design and maintenance.

  • The Technical Officer shall ensure Domain registry, Paypal, Club Equipment such as projector calibration, Dropbox file storage and backups are maintained and that any payments due for such services are made at the appropriate renewal times.

  • The Technical Officer shall provide storage services and support during the management of the annual Exhibition. This shall include the management and review of images before making them available for print with the clubs elected print house.

  • The Technical Officer shall ensure the maintenance and upkeep of membership files and all access to GCC resources for the committee and its members.

 

 

THE COUNCIL:

The Council shall consist of the Chairman, Vice‐Chairman, Club Secretary, Club Treasurer & Competition Secretary, IPF Competition Secretary and Technical Officer.

A constitutionally summoned Council which adjourns by reason of no quorum being present shall count as a lapse for any Member who has failed to attend. 

The Chairman of the Council shall not vote except in the event of a tie. 

Four Members of the Council shall constitute a quorum. 

The Council shall be the Governing Body of the Club. 

The Council shall meet at least once every 2 months. 

The Club Secretary shall, on the instructions of the Chairman or of any four Members of the Council convene a Council meeting.  

Three days’ notice is to be given to all Members of the Council, stating business. 

The Council shall have power to make such expenditure as shall be deemed necessary for the benefit of the Club.  

The Council shall be empowered to make such bye‐laws and regulations as may be deemed necessary, provided always that any such bye ‐laws or regulations do not conflict with any Article of the Club Constitution and any such decisions of the Council may be overruled on a motion properly proposed and seconded at an Extraordinary General Meeting of the Club. 

The Council shall have power to expel or to take such other disciplinary action as the Council shall, in its absolute discretion consider necessary in respect of any Member who infringes the rules or byelaws of the Club or who for any other conduct deemed contrary to the interests of the Club. 

 

MEMBERS:

Full membership of the Club shall, at the discretion of the council, be open to all persons over the age of

18 interested in photography and who agree to abide by the rules and regulations of the Club. 

For insurance reasons members under the legal age of 18 years old are not permitted to join the camera club.

Each Candidate for admission to the Club shall complete the application form supplied and return it to the Club Secretary accompanied by the prescribed Entrance Fee. 

The Candidate’s name shall be brought before the next Council Meeting.  

The Council shall then accept or reject the Membership. This decision of the Council shall be final.  

Junior Membership shall, at the discretion of the Council, be open to those between the ages of 16 and

18. Junior Members shall not be eligible for election to any office and shall not be empowered to vote. 

Any Member whose conduct is considered by the Council to be detrimental to the interests of the Club may be expelled by a resolution of the Council supported by at least 4 Members of the Council. 

A simple majority at an Annual General Meeting; 

A decision by an Extraordinary General Meeting called for this purpose; provided always that any such Member be afforded an opportunity to make their own submission. 

On termination of Membership for any cause whatsoever, the Member shall forfeit all rights and claims upon the Club, its property and its funds. 

Any Member who has rendered special services to the Club may be elected an Honorary Life Member at any Annual General Meeting of the Club and his/her name shall then be inscribed in an amendment to the Constitution of the Club as an ‘Honorary Life Member’. 

SUBSCRIPTIONS:

An Entrance Fee which shall be determined by the Council shall be charged to all Members, this fee will be paid at each weekly meeting.

The weekly door fee for members is €3 

The Annual Subscription shall be determined by the Council.

The annual subscription for members is €50

THE ANNUAL GENERAL MEETING:

The Annual General Meeting shall take place in January of each year on the nearest convenient Thursday night. 

Only Members whose current subscription has been paid shall speak or vote at the Annual General

Meeting. 

All Members must receive 21 days’ notice of the time and place of the Annual General Meeting.

Such notice (in writing) must also set out the Agenda. 

 

The order of business at the Annual General Meeting shall be as follows; 

  • Confirmation of Minutes of last Annual General Meeting; 

  • Reading of the Club Treasurer’s Report. 

  • Reading of the Club Secretary’s Report. 

 

Elections:

New or Re‐elected Chairman takes Chair; 

Such other business as may properly arise. 

Notices of motion and nomination of election must be lodged with the Club Secretary at least 14 days before the Annual General Meeting except in cases of adjournment, votes of thanks and Suspension of Standing Orders. 

 

EXTRAORDINARY GENERAL MEETINGS:

The Chairman or the Council shall have power to call an Extraordinary General Meeting providing that notice thereof be given to the Club Secretary at least 21 days previously, stating the business to be dealt with at such meeting. 

Any 10 Members of the Club shall have power to call an Extraordinary General Meeting by a simple requisition signed by said Members providing that notice thereof be given to the Club Secretary at least

21 days previous to the holding of the meeting, stating the business to be dealt with at such meeting. 

All Members eligible to attend and vote at an Extraordinary General Meeting must receive at least 14 days’ notice stating time, place and the purpose for which the Meeting has been called. 

No other business except the business for which the meeting was called shall be discussed at any Extraordinary General Meeting. 

No motion shall be deemed to be carried at an Extraordinary General Meeting unless two thirds of the Members present and voting vote in favour. 

The minutes of an Extraordinary General Meeting shall be read and confirmed at the next Ordinary Meeting of the Club. 

AMENDMENT OF CONSTITUTION:

No alteration shall be made in the Constitution save at an Extraordinary General Meeting of the Club convened or at an Annual General Meeting, in either case a two thirds majority is necessary. Notice of such Meetings must state which article or articles of the Club’s Constitution it is proposed to amend and the amendment or amendments proposed thereto. 

ANNUAL ELECTIONS:

At each Annual General Meeting, a Chairman and Vice ‐Chairman shall be elected for the coming year, together with the Club Treasurer, Club Secretary and Competitions Secretary.

All these shall take office immediately on election. 

A Member qualified to vote at any Meeting of the Club must have been a Member of the Club during the current year and his or her subscription must be paid. (Minimum tenure of 6 months’ membership) 

All candidates for election must be qualified under all the relevant Articles of the Constitution and, in addition, must have notified the Club Secretary prior to the election of their willingness to go forward for election. A candidate for the post of Chairman or Vice‐Chairman must in addition have been a member of the Club for at least one year previous to election. 

 

ORDINARY MEETINGS OF THE CLUB:

The order of business at every Ordinary Meeting of the Club shall be; 

  • Reading of minutes of last meeting; 

  • Business of the meeting; 

  • Questions; 

  • Announcements; 

  • Any other business (Motions, Elections, etc.); 

 

Amendments following – January 2012 AGM

  • GCC Committee roles reduce to 5 members.

  • Chairman, Vice‐Chairman, Secretary, Treasurer, Competitions Secretary.

  • Committee members may serve a total of 3 consecutive years in any 1 role on the committee.

 

(Each year it is hoped that at least 3 of the existing committee will agree to stay in place and 2 new members join the committee. This avoids too much upheaval in the running of the club.

 

 

‘Honorary Life Members’

  • Dan King – Awarded for services rendered to the club since July 2011

  • Celine Pollard – Awarded for services rendered to the club since July 2011

  • John McGowan ‐ Awarded for services rendered to the club since July 2011

  • Ray O’Toole ‐ Awarded for services rendered to the club since July 2011

  • James Griffin ‐ Awarded for services rendered to the club since July 2011

  • Tina Kavanagh ‐ Awarded for services rendered to the club – Committee 2yrs

  • Sean O’Moore ‐ Awarded for services rendered to the club – Committee 1yr

  • Frank Holohan ‐ Awarded for services rendered to the club – Committee 1yr

  • David Stanway ‐ Awarded for services rendered to the club – Committee 1yr

  • Jane Friel ‐ Awarded for services rendered to the club – Committee 1yr

 

Amendments following – January 2015 AGM (25-01-2015)

  • Addition - 2 x non-council member roles.

  • Change to consecutive years’ service on the council from 3yrs to 5yrs

Amendments following – January 2016 AGM (22-01-2016)

  • Addition - 1 x Technical Officer role

Amendments following – January 2019 AGM (17-01-2019)

  • Roles and responsibilities for IPF Competitions Secretary and ICT Technical Officer roles added.

  • Chairman amended to be listed as Chairperson.

  • Vice-Chairman amended to be listed as Vice-Chairperson.

 

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