1. THE GROUP AND MEMBERSHIP
(1) The Group shall be known as ‘Cotswold Monochrome’
(2) The purpose of the Group shall be to promote and enhance all aspects of monochrome photography in all forms, Digital or Darkroom.
(3) Membership of the Group shall be open to any person interested in monochrome photography.
2. BUSINESS AND MANAGEMENT OF THE GROUP
(1) The business of the Group shall be managed by its members. The AGM will elect a management committee, which shall consist of a Secretary, Treasurer, and a minimum of two other members to carry out the administration of the Group.
(2) Complete records shall be kept of the Group’s legal and financial affairs.
(3) The records of the Group shall be open to inspection by any member of the Group, providing reasonable notice shall be given.
(4) A record shall be maintained of the current members and of their addresses having due regard to any Data Protection legislation in force at that time.
3. MANAGEMENT MEETINGS
(1) The committee must hold at least 3 meetings each year. At their first meeting after the AGM, they will elect a treasurer and secretary. The committee may act by majority decision.
(2) At least 3 committee members must be present at the meeting to be able to take decisions. Minutes shall be kept for every meeting.
(3) If any committee member has a conflict of interest, they must declare it and leave the meeting while this matter is being discussed or decided.
(4) During the year, the committee may appoint up to 2 additional members. They will stand down at the next AGM.
(5) The committee may make reasonable additional rules to help run the Group. These rules must not conflict with this constitution or the law.
4. ANNUAL GENERAL MEETING – AGM
(1) The AGM must be held every year, with 14 days’ notice given to all members telling them what is on the agenda. Minutes must be kept of the AGM.
(2) There must be at least six members present at the AGM.
(3) Every member has one vote.
(4) The committee shall present the annual report and accounts.
(5) Any member may stand for election.
(6) Members shall elect between 4 and 10 members to serve for the next year. They will retire at the next AGM but may stand for re-election.
(7) The AGM shall also appoint an Independent Examiner for the Group’s finances.
5. SUBSCRIPTIONS AND FEES
(1) The amount of the subscription shall be decided at the Annual General Meeting. The subscription shall be used to provide for the efficient organisation and the running expenses of the group. This must be consistent with the aims of the group.
(2) Visitors will be welcome to Group meetings, subject to the payment of a sum that has been determined by the Committee. Should the visitor become a member of the Group, that payment shall be credited towards the subscription fee.
6. MEETINGS
(1) The frequency of Group meetings shall be in accordance with the members’ wishes.
(2) The Committee may, at its discretion, arrange events that are additional to the normal monthly meeting.
(3) The Committee shall have the right to make arrangements and commitments, including the making of payments and expenses on behalf of the Group, providing that they are directly related to Group activities.
7. EXTRA-ORDINARY GENERAL MEETINGS
(1) If the committee consider it is necessary to change the constitution, or wind up the group, they must call a General Meeting so that the membership can make the decision. The committee must also call a General Meeting if they receive a written request from the majority of members. All members must be given 14 days’ notice and told the reason for the meeting. All decisions require a two thirds majority. Minutes must be kept.
(2) Winding up – any money or property remaining after payment of debts must be given to an organisation with similar aims to this one.
(3) Changes to the Constitution – can be made at AGMs or General Meetings.
(4) General Meeting – called on written request from a majority of members.
(5) The committee may also call a General Meeting to consult the membership.
Revised: 28th March 2022