Club Library

BYLAWS 

Churchville Photography Club

ARTICLE I: NAME

This organization shall be known as the Churchville Photography Club.

ARTICLE II: GOALS/PURPOSE

The purpose of the Churchville Photography Club shall be the enjoyment of the general art of photography, and the education of its members in techniques and theory to enhance that enjoyment.

ARTICLE III: MEETINGS

Meetings will be held virtually on the first and third Monday of each month, with some meetings taking place at the Churchville Nature Center. No formal meetings will be scheduled during July or August unless agreed upon by the Executive Board.

ARTICLE IV: MEMBERSHIP

Membership is open to anyone over the age of 14 interested in photography. Membership is open to both amateurs and professionals.

Visitors are welcomed to Club meetings, and will be requested to become dues-paying members after their second visit.

ARTICLE V: DUES

Annual dues are assessed for each fiscal year. Dues of renewing members must be paid by the third Monday in October. Dues paid by new members joining in or after April shall be effective for the remainder of the fiscal year and for the next fiscal year.

Dues shall be set by the Executive Board and changes shall be approved by a 2/3 vote of the membership.

ARTICLE VI: OFFICERS

The following officers shall be elected by the membership: 1) President; 2) Vice-President; 3) Treasurer; 4) Secretary; 5) General Board Member. The term of office shall be one fiscal year. The office of President shall not be held by the same person for more than three consecutive terms except by the approval of the membership.

The President shall preside at all regular and special meetings of the Club and shall administer the affairs of the Club. The President shall make all special committee appointments and shall appoint the chairperson of any committee.

The Vice-President shall assist the President in the execution of his or her duties and shall assume the responsibilities in his or her absence.

The Treasurer is responsible for all funds collected. The Treasurer and Secretary shall jointly maintain membership records.  The Treasurer shall make available a detailed report to the Executive Board during the months of November, February and provide final report in July.  Such reports will be made available to members upon request. The Secretary shall take minutes at each meeting, perform Club correspondence, and maintain Club archives.

ARTICLE VII: EXECUTIVE BOARD  

Executive Board. The Executive Board shall consist of the President, Vice President, Treasurer, and Secretary.  A General Board Member may be nominated at the discretion of the Board.

The management of the Club shall be directed by the Executive Board composed of the elected officers and the immediate Past-President. The Executive Board shall meet to transact the business of the Club as often as necessary, but no less than four (4) times per fiscal year. Any four members of the Executive Board shall constitute a quorum. A simple majority of the quorum shall constitute passage. In the event of a tie vote, the President, or in his/her absence the Vice President, shall cast the deciding vote.

Should the President be unable to perform his/her duties the club will operate with a Steering Committee of the existing elected officers and others as recruited until an election can be held.

Technical Advisors to the Board

The Executive Board may appoint one or more Technical Advisors to provide specialized knowledge, expertise, and guidance in areas relevant to the Club’s activities and operations.

Technical Advisors shall serve in an advisory capacity and shall not be voting members of the Executive Board. They may attend Board meetings at the invitation of the Board and participate in discussions relevant to their areas of expertise. Technical Advisors shall have no independent authority to act on behalf of the Club or bind the Club to any obligation unless expressly authorized by the Executive Board.

The Board may establish the term, responsibilities, and scope of service for each Technical Advisor and may terminate an appointment at any time.

ARTICLE VIII: COMMITTEES

The President may appoint such special committees as are necessary with the advice and consent of the Executive Board.

ARTICLE IX: FINANCES

Finances shall consist of all Club monies.

All disbursements on behalf of the Club should be by check, club debit card or automated payment method (e.g. Zelle, Venmo, etc.). The checks shall be signed by the Treasurer or other officer with signatory authority. Receipts for all expenses will be given to the Treasurer. Petty cash can be used for expenses up to $50 per receipt.

During the summer, the Executive Board will invite members to assist in planning the next year’s programming. The Executive Board will vote to approve the expenditures for such programming.

Expenses over $150 must be authorized by the Executive Board.   The Executive Board will inform the membership of any expenditures over $500.

The fiscal year is defined as running from August 1st to July 31st.

ARTICLE X: NOMINATIONS AND ELECTIONS

A call for nominations shall be made by the last meeting in April. Elections of Officers shall be held at the last May meeting. New Officers shall assume their responsibilities at the annual picnic or August 1st, whichever comes first

Election shall be by majority vote of those present at the meeting. Votes submitted to the Secretary prior to the meeting shall be included in the election results. Special elections may be held at any time to fill vacancies left by resignation or impeachment.

ARTICLE XI: REMOVAL FROM OFFICE

All grievances concerning the removal of an Officer due to reasons of dereliction of duty or failure to perform the duties of the position in the best interest of the Club must be in writing and presented to the Executive Board. The Executive Board must investigate the grievance before presenting it to the Club. The Officer in question must be given the opportunity to defend themselves.  The Executive Board should make a proposed decision, and present it to the Club. The Officer must have the opportunity to attend the meeting, if they wish, to defend themselves before the Club. A vote on the motion to remove the Officer shall be taken at the next meeting following the discussion, and passed by a majority vote of the attending membership and submitted votes. All members must be notified of the motion under discussion. Results will be emailed to members with the minutes.

Article XII: Member Responsibility and Activities

Participation in Club activities is voluntary. Members and guests are responsible for their own safety, personal property, transportation, and personal conduct while participating in Club activities, whether in person or online, including meetings, photography outings, field trips, social gatherings, virtual meetings, presentations, and other Club events.

Unless expressly arranged and communicated by the Club, transportation to and from Club activities is the responsibility of each member or guest. The Club does not assume responsibility for transportation provided or arranged by individual members.

For online activities, members and guests are responsible for the security and appropriate use of their own devices, internet connections, accounts, and personal information. Members are expected to use reasonable care and follow any guidelines established by the Club for participation in online meetings and activities.

The Club will make reasonable efforts to communicate known risks and provide appropriate information regarding Club-sponsored activities. Members and guests are expected to exercise reasonable care, follow applicable laws and venue rules, and use their own judgment regarding whether an activity is appropriate for them.

The Club does not assume responsibility for injuries, losses, or damage to personal property arising from participation in Club activities, except to the extent that such responsibility cannot lawfully be excluded or limited.

ARTICLE XIII: AMENDMENTS

Amendments to these Bylaws may be proposed by any member of the Club to the Executive Board. If approved by the Board, amendments will be discussed at a general meeting of the Club and brought to a vote at the following general meeting. If the Executive Board does not approve the changes proposed, then the club member proposing the changes must obtain the signatures of twenty percent (20%) of the current membership. The changes will then be open to discussion at a general meeting. The changes will be brought to a vote at the following meeting. The changes shall be incorporated into the Bylaws if approved by a majority vote of the members present or who have submitted votes to the Secretary prior to the vote.

ARTICLE XIV: PARLIAMENTARY AUTHORITY

The rules contained in the current edition of “Robert’s Rules of Order Newly Revised” shall be used as the framework to govern the Club in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rule of order the Club may adopt.

Written 2/1/88

Revised 12/5/88; 5/1/89; 1/4/93; 4/17/95; 12/4/95; 1/19/98, 12/3/01, 11/5/07, 02/26/2015, 5/18/2015, 4/3/2017, 11/2/2026