SOCIETY

CONSTITUTION

ver:1.5

Contents:

1: Name 2: Aims and Objectives 3: Membership 4: Honorary Membership 5: The Committee 6: Finances 7: Meetings

8: Competitions 9: Equipment 10: Amendments 11: Data Protection 12: Society Website 13: Social Media 14: Dissolution

1.0: NAME:
1.1: The name of the society shall be Kilkenny Photographic Society [herein referred to as ‘The Society’]

2.0: Aims and Objectives:

2.1: To promote and provide a platform to encourage an interest in all forms of photography at all skill levels and to foster social relationships between photographers.

2.2: To embrace traditional, new and advancing photographic technologies and genres.

2.3: To organise lectures, workshops, demonstrations, group outings and other events for the benefit of all society members.

2.4: To hold at least one annual exhibition of member’s photographic work.

2.5: To promote and foster relationships with other camera clubs and societies at both national and international level.

2.6: To maintain membership of and pay subscriptions to the Irish Photographic Federation (IPF), Southern Association of Camera Clubs (SACC) and any organisation both national and international which is in the nature of a confederation of photographic clubs and societies.

2.7: To enter in photographic competitions at society, national and international level and to pursue accreditations in photography from the Irish Photographic Federation and other international bodies.

2.8: To share our talents with individuals and organisations in our community.

2.9: The society shall annually submit to the National Secretary of the Irish Photographic Federation the names, addresses and contact details of the society’s executive officers following the AGM.

2.10: The society will annually submit to the National Secretary of the Irish Photographic Federation a copy of its public liability insurance certificate following its annual AGM.

2.11: After any amendments to the society’s constitution, it shall then be lodged with the National Secretary of the Irish Photographic Federation as the society’s most up to date copy.

2.12: Kilkenny Photographic Society is an affiliate member of the Irish Photographic Federation and agrees to abide by the provisions of the constitution of the Irish Photographic Federation.

3.0: Membership:
3.1:Kilkenny Photographic Society reserves the right to refuse admission to membership

3.2: Society membership shall be open to any person 18 years of age or over, who pays a membership fee and agrees to abide by the constitution and the rules of the society.

3.3: A person is not deemed to be a member until such time as he or she has paid his or her subscription fee and may not take part in any competitions, outings or exhibitions in the name of the society, nor can they vote on any issues until such time as the membership fee has been paid in full.

3.4: Each applicant for membership shall complete an application form, which shall be in the form as determined by the committee.

3.5: The society will maintain a register of members and any person whose name is properly entered onto that register shall be a member of the society whilst his or her name remains on the register.

3.6: In each society year the committee shall determine the amount of the membership fee to be paid by each member in respect of the following society year. The determination of that figure shall be an item of business for the Annual General Meeting [AGM].

3.7: The committee shall make one or more proposals to the AGM and the amount of the membership fee shall be whichever figure is passed by an ordinary resolution. The committee shall not propose any figure which shall be insufficient to meet the anticipated financial requirements of the society for the coming year.

3.8: Membership fees shall become due immediately following the AGM[or at the committees discretion]and shall be paid in one sum no later than September 30th of the year it becomes due.

3.9: Membership shall be for each year from the 1st September or from the date of joining until the 31st of August in the following year.

3.10: For new members joining after the 31st of Dec the membership fee shall be calculated on a pro rata basis. However, under exceptional circumstances, the committee shall be able to levy a lower rate of membership.

3.11: A committee member who wishes to retire from the society shall give explicit written notice to the Secretary of the society. A member who retires from the society during the society year shall not be entitled to a refund of any part of his or her membership fee.

3.12: If a member shall fail to pay his or her membership fee by the 31st December of the year in which it becomes due, after notification by email of the outstanding membership fee due, shall be deemed to have retired from the society. The members name will be removed from the register of members. In the case of a member deemed retired but wishes to re-join they will be required to submit a fresh application for membership.

3.13: The society name, websites, social media sites, its facilities and equipment shall not be used by any of its members for commercial purposes other than to the benefit of the society.

3.14: No member or group of members may enter into any transaction of any kind wherein he, she or they represent themselves as representing or acting on behalf of Kilkenny Photographic Society without first having been given permission by the executive committee to do so. If and when granted, such permission applies only to the particular instance and does not carry with it implied permission to enter into future transactions.

3.15: If the conduct of any member is such as shall, in the reasonable opinion of the committee deemed to be injurious to the character, welfare of the society or constitutes a serious breach of any rule of the society, then the committee shall give written notice to the member in question, giving full particulars of the reasons why the committee is of

such opinion. The notice shall require the member within 28 days to respond to the particulars stated in the notice. The committee will consider any response made by the member. Following such considerations the committee shall decide whether or not to suspend or revoke the membership of the offending person.

4.0 Honorary Membership:

4.1: Honorary life membership may be granted to past and present members for exceptional services to the society as proposed by the committee and ratified at the AGM. Honorary life members shall be subject to the same rules and have the same rights and privileges as society members. They shall be without liability to subscription.

5.0: The Committee:

5.1: The business affairs of the society shall be controlled and managed by an executive committee consisting of the following: Chairperson
Vice-Chairperson
Secretary
Treasurer
Competition Secretary
Programme Secretary
Webmaster
PRO
And not more than two executive members of the committee. In certain circumstances some positions may be created and shared for the duration of the committee.

5.2: The executive committee as in 5.1 above, shall be elected by a single majority vote at the AGM. Each member present will cast one vote for their choice of candidate in each election.

5.3[a]: In the event of any of the posts of the executive committee remaining unfilled at the AGM, the already elected members of the executive committee shall be obliged to fill the remaining vacant posts from among themselves.

5.3[b]: Should the elected executive committee fail to fill such remaining posts, it shall return to the general membership at the

following ordinary meeting of the society to seek nominations for these remaining posts.

5.3[c]: The outgoing Chairperson shall conduct the business of the AGM until such time as the new Chairperson is appointed or elected.

5.4: No one member can hold any one office for more than three consecutive years. After having relinquished the office for a period of not less than twelve months, a person will then become eligible for a further term in the office which he or she had previously held.

5.4[A] No one member shall serve on the executive committee for longer than six years consecutively. Any member having served six consecutive years on the committee will not be eligible for re-election for a minimum of two years.

5.5: Any member may nominate another member to stand for election to the committee. Subject to the consent of the nominee, all nominations for election to the committee shall be proposed by a club member, seconded by another club member in written form on the society nomination form. The form shall be delivered to the secretary not less than fourteen days before the date of the AGM.

5.6: The Chairperson may, if he or she deems necessary, permit nominations for committee posts/positions to be made during the meeting [AGM].

5.7: The committee shall meet as often as the business of the society shall require.

5.8: When a member of the committee fails to attend three committee meetings within the committee’s elected term of office and has not communicated his or her apologies in advance then
such a member shall be considered to have resigned his or her position on the committee in accordance with article 5.9.

5.9: The committee shall co-opt members to fill any vacancies that may occur on the committee or amongst officers of the society during the society year.

5.10: The committee may appoint sub committees from its members to oversee specific duties and/or events.

5.10.1 The rules of procedure for any sub-committee shall be as prescribed by the executive committee. Each sub-committee shall appoint a Secretary who shall record minutes of all sub- committee meetings. Each sub-committees shall report their findings/ recommendations to the executive committee.

5.10.2 All sub-committees shall retire annually on the date of the AGM. Or when the function for which they were appointed has been completed.

5.11: For continuance of activities in the society, a committee can organise a programme of events into the term of the next committee. The new committee will have the right to change the programme when deemed necessary in the best interests of the Society.

5.12: The Minutes of all committee meetings shall be kept by the Secretary. The minutes of previous meeting shall be circulated at an appropriate time in advance of the next meeting and if deemed to be in order, they shall be proposed and seconded and be signed by the chairperson at the subsequent meeting.

5.13: All decisions at committee meetings will be reached by a simple majority. The Chairperson will hold the deciding vote in the event of equality of voting.

6.0: Finances:

6.1: The Treasurer shall receive all monies due to the society and shall pay sums as ordered by the committee. The Treasurer shall keep an account of all such receipts and payments and render such statements to the committee and auditors as they may require.

6.2 : The Treasurer shall on his or her retirement from office or under the direction of the committee shall hand over to the Chairman of the society, all account documentation, pin numbers, login details for on- line banking, bank cards, passwords etc, appertaining to his or her office.

6.3 : The financial year shall coincide with the Annual General Meeting.

6.4 : The society bankers and/or credit unions shall be determined by the committee. The signatures on all such accounts shall be any two of three members of the committee provided that the Treasurer shall sign all cheques and notices of withdrawal. Where the office of Treasurer is vacant at the time of withdrawal or signing of cheque[s], the signatories shall be the Chairperson or the Secretary.

6.5: Any committee member or member of the society shall be entitled to be reimbursed the full amount of all out of pocket expenses incurred wholly and exclusively in the course of undertaking duties on behalf of the society.

6.6: No such expense shall be reimbursed unless the member who has incurred it submits evidence to the reasonable satisfaction of the Treasurer that the expense has been incurred by the member. Such evidence shall comprise a receipt or invoice or such other evidence as is sufficient to enable the auditor to be satisfied that the expense was incurred by the member claiming the reimbursement.

7.0: Meetings:

7.1: The Chairperson shall preside at all meetings of the committee and at the AGM or EGM of the society. In the event of his or her absence his or her place may be taken by the vice-chairperson or a member elected as Chairperson by the meeting.

7.2: No meeting of the committee shall be quorate at any time unless there are at least four committee members present but to include either the Chairperson, or the Secretary, or the Treasurer.

7.3: No general meeting[AGM/EGM] shall be quorate unless 25% of the registered members are present at the stated start time of the meeting. Any general meeting that is not quorate after thirty minutes of the start time of the meeting will be deferred.

7.4: There shall be an AGM of the society annually but no later than fifteen months after the last AGM for the purpose of receiving the reports of the officers, for the election of the officers and committee for the ensuing year, and for any other business of which due notice has been given.

7.5: The Annual General Meeting will hear and vote on the adoption of the reports of the outgoing committee to include but not limited to:

1. Minutes of previous general meetings[AGM/EGM] 2. The Chairman’s report.
3. The Secretary’s report.
4. The Treasurer’s report.

7.6: At least 21 days notice shall be given to each member of the date, time and venue of the AGM. Email will be considered the normal method of providing notification. The agenda and running order of the meeting will be included in this notification. Notifications may be posted to the society’s website.

7.7: Motions at the AGM shall require a simple majority and motions at a EGM shall be decided by two-thirds majority. The Chairperson shall hold the deciding vote in the event of equality of voting.
7.8: Submissions of motions, with the details of the proposer and seconder, shall be submitted to the Secretary at least fourteen days in advance of the AGM.

7.9: Notice of motions shall be given to members at least twelve days advance of the AGM.

7.10: Submissions of amendments to motions, with the details of the proposer and the seconder, shall be submitted with the secretary at least seven days in advance of the AGM.

7.11: Notice of amendments to motions shall be given to members at least five days in advance the AGM.

8.0: Competitions:
8.1: The committee will organise internal competitions throughout the

society’s year for members participation.

8.2: The rules and regulations will be set by the committee for internal competitions. They shall be published in the society handbook.

8.3: Internal competitions are divided into three categories:

Novice

Intermediate

Advanced

8.4: The society may enter external competitions both nationally and internationally.

9.0: Equipment:

9.1 Kilkenny Photographic Society equipment includes but not limited to a laptop, screen, projector, lighting, modifiers, light stands, reflectors, backdrops, backdrop stands, light boxes, DVD player, books, software, calibration software, display boards, etc.

9.2 Use of society equipment shall be managed by the committee or a committee member. Members requesting the use of society equipment shall contact the committee or committee member in the first instance.

9.3: An equipment register shall be maintained by the committee or a committee member. Equipment shall be returned in the same condition as loaned to the member. Equipment shall be returned to the society within an agreed time period with the member concerned. Any expenses incurred due to recovery, breakages or damage to society equipment shall be that members responsibility.

9.4: The society will not accept responsibility for loss of or damage to equipment owned by any members or third parties while attending society meetings, workshops, demonstrations, lectures or group outings organised by the society.

9.5: No member shall use society equipment for commercial gain without first consulting with the committee. Any member found to be doing so will be subject to the provisions of 3.15.

10.0: Amendments:
10.1: This constitution may only be altered by way of a special

resolution at an AGM or EGM.

10.2: No amendment shall be valid unless sixty-six percent of society members present vote in favour of it at the AGM/EGM.

10.3: Where matters arise that require interpretation not covered by this constitution then the committee shall have the power to act in the

best interests of the society until such time that the committee can convene an Extraordinary General Meeting [EGM] of the society.

11.0: Data Protection:
11.1 Kilkenny Photographic Society shall adhere to all current data

protection legislation in all of its activities.

12.0: Society Website:

12.1: The society will maintain its own Website at www.kilkennyphoto.net containing the society’s programme, picture gallery of member’s work, event calendar, and other useful information about the society. The Website will be built on the principle of sharing images and social integration and for purposes as decided by the committee. The society will actively encourage its members to engage over the internet.

12.2: The Website shall be hosted by persons or companies as deemed fit to do so by the committee. The committee shall procure that whatever arrangements are made for hosting the site are such that:

• The society reputation is not damaged in anyway.
• The society does not lose control of the Website.
• That the content of the site is not lost or compromised.
• Login details remain the property of the society at all times.

12.3: The Webmaster, under the direction of the committee, shall be responsible for designing, implementing and managing all aspects of the society’s website and social media sites. He or she shall arrange the content, layout and design requirements of the society’s Website.

12.4: He or she shall ensure the Website’s content is kept up-to-date, and communicate these updates to the members.
He or she shall monitor the Website’s technical performance, effectiveness and security, and report statistics back to the committee and members as appropriate. He or she shall carry out any other duties relevant to his or her office and deemed necessary by the committee.

12.5: On his or her retirement from office or under the direction of the committee he or she shall hand over to the Chairman of the society, all data files, login details, etc., appertaining to his or her office.

12.6: The webmaster may at any time and for any reason, under the direction of the committee correct without liability any typographical, clerical or other error or omission in the information contained on the Website. Kilkenny Photographic Society aims to update the Website regularly, and may change the content at anytime. If the need arises, Kilkenny Photographic Society may suspend access to the Website, or close it indefinitely.

13.0: SOCIAL MEDIA SITES:

13.1: The society currently has social media sites on the following platforms: Facebook and Twitter. It should be noted that these sites are open to the public to view and comment on. It is recommended that members should make sure that they familiarise themselves with the terms and conditions of the various social media platforms that we use before using them. For example, Facebook’s terms on images and video’s:

•”For content that is covered by intellectual property rights, like photos and videos (IP content), you specifically give us the following permission, subject to your privacy and application settings: you grant us a non-exclusive, transferable, sub-licensable, royalty-free, worldwide license to use any IP content that you post on or in connection with Facebook (IP License). This IP License ends when you delete your IP content or your account unless your content has been shared with others, and they have not deleted it.”•

13.2: Society members must take responsibility for the accuracy and appropriateness of any public media communications in which reference is made directly or indirectly to the society’s activities.

13.3: Members must have approval from the executive committee before making any public media statement that purports to represent the views of the society or that could affect the interests of the society.

13.4: Members are advised of the following when posting information or content to our social media sites, that the content or information:

is factually accurate and complies with the society’s policies and procedures,

• is not obscene, defamatory, threatening, harassing,

• is not discriminatory or hateful to another member or person affiliated to the society such as, but not limited to, a committee member, member, judge or sponsor,

• is respectful of all individuals and communities and the opinions of others,

• does not bring into disrepute the reputation of the society,

• is not confidential to the society, individual members of the society or a person affiliated to the society such as, but not limited to a member, a judge or sponsor,

• does not include personal information relating to another member of the society or a person affiliated to the society such as, but not limited to, a judge or sponsor, without their express written consent,

• does not include any photographs copyrighted to another member unless express permission has been sought and given by the individual member to whom the photograph belongs.

14.0: Dissolution:
14.1: A resolution to dissolve the society may only be taken at an

Annual General or Extraordinary General meeting.

14.2: If upon winding up or dissolution of Kilkenny Photographic Society, there remains, after the satisfaction of all its debts and liabilities, any residual property or moneys whatsoever, the same shall be distributed in equal part amongst the registered members at that time.

The foregoing Constitution and Rules were amended at an Annual General Meeting of Kilkenny Photographic Society on this the 17th Day of October 2019.

Signed:

Chairperson: Ned Mahon

Vice-Chairperson: John Hughes

Treasurer: Fiona Long

Secretary: Denis O’Reilly

Competition Secretary: Derville Conroy

Program Secretary: Patrick Quinn

Webmaster: Mark Desmond

PRO: Ber Marnell

Committee Member: Bernie Kelly

Committee Member: Larry Wymms

Kilkenny Photographic Society Constitution Document History

DATE

VERSION

COMMENT

ORIGIN

1983

1.0

Constitution adopted at the first AGM of Kilkenny Photographic Society

KPS Executive Committee

Sept 2016

1.1

Proposed Final Draft for consideration by members of Kilkenny Photographic Society. Made available on the KPS website.

Mark Desmond /John Cuddihy KPS Executive Committee Members

Sept 2016

1.2

Amendment

Original:

3.10: For new members joining after the 31st of December, the amount payable shall normally be half the annual membership fee. However, under exceptional circumstances, the committee shall be able, at their discretion, to levy a lower rate of membership fee.

Proposal:

3.10: For new members joining after the 31st of Dec the membership fee shall be calculated on a pro rata basis. However, under exceptional circumstances, the committee shall be able to levy a lower rate of membership.

Proposed by: Richie Dwyer Seconded by: Mary Hickey Amended at AGM

Sept 2016

1.2

Amendment

Original:

3.11: A member who wishes to retire from the society shall give written notice to that effect to the Secretary of the society. A member who retires from the society during the society year shall not be entitled to a refund of any part of his or her membership fee.

Proposal:

3.11: A committee member who wishes to retire from the society shall give explicit written notice to the Secretary of the society. A member who retires from the society during the society year shall not be entitled to a refund of any part of his or her membership fee.

Proposed by: Richie Dwyer Seconded by: John Hughes Amended at AGM

Sept 2016

1.2

Amendment

Original:

5.5: Any member may nominate another member to stand for election to the committee. Subject to the consent of the nominee, all nominations for election to the committee shall be proposed by a club member, seconded by another club member and delivered to the secretary not less than fourteen days before the date of the AGM.

Proposal:

5.5: Any member may nominate another member to stand for election to the committee. Subject to the consent of the nominee, all nominations for election to the committee shall be proposed by a club member, seconded by another club member in written form on the society nomination form. The form shall be delivered to the secretary not less than fourteen days before the date of the AGM.

Proposed by: Richie Dwyer Seconded by: Eugene Canning
Amended at AGM

Sept 2016

1.2

Amendment

Original:

5.9: The committee will fill any vacancies which may occur on the committee or amongst officers of the society during the society year.

Proposal:

5.9: The committee shall co-opt members to fill any vacancies that may occur on the committee or amongst officers of the society during the society year.

Proposed by: Richie Dwyer Seconded by: Denis O’Reilly Amended at AGM

Sept 2016

1.2

Amendment

Original:

6.4 : The society bankers and/or credit union shall be determined by the committee. The signatures on all such accounts shall be any two members of the committee provided that the Treasurer shall sign all cheques and notices of withdrawal. Where the office of the Treasurer is vacant at the time of withdrawal or signing of cheque[s], the signatories shall be the Chairperson or the Secretary.

Proposal:

6.4: The society bankers and/or credit unions shall be determined by the committee. The signatures on all such accounts shall be any two of three members of the committee provided that the Treasurer shall sign all cheques and notices of withdrawal. Where the office of Treasurer is vacant at the time of withdrawal or signing of cheque[s], the signatories shall be the Chairperson or the Secretary.

Proposed by: Richie Dwyer Seconded by: Ber Marnell Amended at AGM

Sept 2016

1.2

Amendment

Original:

5.2: The executive committee shall be elected at the AGM. They shall retire annually but will be eligible for re- election at the AGM.

Proposal:

5.2: The executive officers and committee as in 5.1 above, shall be elected by a single majority vote at the AGM. Each member present will cast one vote for their choice of candidate in each election.

Proposed by: Ned Mahon Seconded by: Niall Hirsch Amended at AGM

Sept 2016

1.2

Amendment

Original:

5.3: Committee roles will be decided upon at the first committee meeting. The outgoing Chairman shall chair the first committee meeting after the election of the new committee until such point within the meeting that a new Chairperson has been elected.

Proposal:

5.3[a]: In the event of any of the posts of the executive officers or other posts remaining unfilled at the AGM, the already elected members of the executive committee shall be obliged to fill the remaining vacant posts from among themselves.

5.3[b]: Should the elected executive committee fail to fill such remaining posts, it shall return to the general membership at the following ordinary meeting of the society to seek nominations for these remaining posts.

5.3[c]: The outgoing Chairperson shall conduct the business of the AGM until such time as the new Chairperson is appointed or elected.

Proposed by: Ned Mahon Seconded by: Niall Hirsch Amended at AGM

Sept 2017

1.3

Amendment

Proposal:

The Kilkenny Photographic Society committee propose to abolish Article 10.2 of the constitution. This contravenes the provisions of Section 7 in the current constitution .

Original:

10.2: Proposed amendments to this constitution shall be notified to all members at least 21 days in advance of an AGM or an EGM.”

KPS Executive Committee Amended at AGM

Sept 2018

1.4

Amendment

Original:

5.11: The committee shall prepare a programme of events for the year and will have the right to change the programme when deemed necessary in the best interest of the society.

Proposal:

5.11: For continuance of activities in the society, a committee can organise a programme of events into the term of the next committee. The new committee will have the right to change the programme when deemed necessary in the best interests of the Society.”

Proposed by: Larry Wymms Seconded by: Eamon Wall Amended at AGM

Oct 2019

1.5

Addition

Proposal:

5.4[A] No one member shall serve on the executive committee for longer than six years consecutively. Any member having served six consecutive years on the committee will not be eligible for re- election for a minimum of two years.

KPS Executive Committee Amended at AGM

Oct 2019

1.5

Addition

Proposal:

5.10.1 The rules of procedure for any sub- committee shall be as prescribed by the executive committee. Each sub- committee shall appoint a Secretary who shall record minutes of all sub- committee meetings. Each sub- committees shall report their findings/ recommendations to the executive committee.

KPS Executive Committee Amended at AGM

Oct 2019

1.5

Addition

Proposal:

5.10.2 All sub-committees shall retire annually on the date of the AGM. Or when the function for which they were appointed has been completed.

KPS Executive Committee Amended at AGM

Oct 2019

1.5

Amendment

Original:

5.2:The executive officers and committee as in 5.1 above, shall be elected by a single majority vote at the AGM. Each member present will cast one vote for their choice of candidate in each election.

Proposal:

5.2: The executive committee as in 5.1 above, shall be elected by a single majority vote at the AGM. Each member present will cast one vote for their choice of candidate in each election.

KPS Executive Committee Amended at AGM

Oct 2019

1.5

Amendment:

Existing:

5.3[a]: In the event of any of the posts of the executive officers or other posts remaining unfilled at the AGM, the already elected members of the executive committee shall be obliged to fill the remaining vacant posts from among themselves.

5.3[a]: In the event of any of the posts of the executive committee remaining unfilled at the AGM, the already elected members of the executive committee shall be obliged to fill the remaining vacant posts from among themselves.

KPS Executive Committee Amended at AGM

Share This