Canyon Lake Photography Club
By Laws
Adopted: August 7, 2008
Article No. Article Title Article Content
Article
I: Membership There shall be one class of Membership of the Club
as provided in the Constitution. They shall consist of:
Full
Members: Full Members shall have all rights and privileges as set forth
in the Constitution, including participation in all Club activities.
Article II: Annual Year The annual year of the Club shall be October 1 through September 30, inclusive.
Article
III: Dues The Executive Board shall set the initiation fee (if
any) and yearly dues for all members. Dues for renewing members shall
be payable on or before October 10 for the full annual year of the
Club. Dues for new members joining after October 1 shall be
appropriately pro-rated based on the month in which they join. Dues
shall be announced at least two (2) months prior to October 1 of the
year to which they apply.
Article IV: Election of
Officers Election of Club officers, as provided in the Constitution,
shall be held at the Annual Meeting. At least thirty (30) days prior
to the Annual Meeting, the President shall appoint a Nominating
Committee composed of three Full Members not on the Executive Board,
one of who shall be designated as Chairperson. The Nominating
Committee shall prepare a single proposed slate of officers and obtain
agreement from the nominees to serve, if elected. The Chairperson
shall present the slate at the Annual Meeting. Additional nominations
can be made from the floor. This will be followed by a vote of the Full
Members present at the meeting. A written ballot shall be taken for
the vote on a given office if requested by any candidate for that
office.
Officers serve for one-year terms commencing October 1
each year. An officer may be elected to the same post repeatedly,
except for the President, who is limited to two consecutive terms,
unless unanimously reelected by written ballot by the entire membership
to serve one or more additional terms.
The Vice President shall
assume the office of President should that office fall vacant during
any given term. Otherwise, the Executive Board shall fill any vacancies
among Club officers that may occur during a given year.
Article
V: Officers Duties The duties of the President shall be to:
preside at all Club meetings and Executive Board meetings; appoint
chairperson of all committees; act as Club spokesperson; generally
supervise and keep in touch with all Club activities and the Club
membership.
The duties of the Vice-President shall be to: assume
duties of the President in his/her absence; act as Chairperson of the
Program Committee as defined in Article XI; and secure judges for
competitions
The duties of the Secretary shall be to: notify
members of special meetings and events; conduct correspondence of the
Club; to keep records of the minutes of all meetings; prepare ballots
for elections and certify election results.
The duties of the
Treasurer shall be to: prepare an annual budget for approval by the
Executive Board; maintain records and custody of Club funds; collect
dues; assign a membership number to all new Club members; maintain a
current official membership list; discharge Club expenses within the
constraints of the annual budget or any modifications thereof approved
by the Executive Board; maintain records of expenditures and income;
prepare periodic reports of Club finances; and prepare a membership
card and name badge along with a packet containing the Club’s
Constitution, By-Laws and Competition Guidelines for each new Full
Member.
Article VI: Standing & Other Committees There shall be Standing Committees as follows:
·1 Program Committee
·2 Events Committee
·3 Membership/Reception Committee
·4 Publicity Committee
·5 Newsletter Committee
·6 Competition Committee
·7 Website Committee
·8 Special Interest Group Committees as defined in Article XI.
Deletions,
additions, or modifications to this list of Standing Committees require
a modification to these Bylaws. Except for Special Interest Committees,
however, the responsibilities of Standing Committees shall be
established or modified by the Executive Board. A current list of such
responsibilities shall be maintained at all times as an Appendix to
these Bylaws.
Standing Committee Chairpersons shall be appointed
annually by the President to serve one-year terms and must be Full
Members of the Club. The President shall fill any vacancies that may
occur during the year. Standing Committee Chairpersons shall
periodically prepare reports of activities and progress.
The Chairperson of that Standing Committee shall appoint members of a Standing Committee.
The
Standing Committee Chairperson, and the members of the Committee, shall
have the authority to fulfill the responsibilities defined in the
Appendix to these Bylaws as maintained by the Executive Board, and
additionally carry out any specific activities decided upon by the
Executive Board.
The President or the Executive Board may also
from time to time appoint ad hoc committees for specific purposes
intended to last for limited times. The President or the Executive
Board, respectively, shall define the responsibilities of these ad hoc
committees. No ad hoc committee should last for more than a year
without explicit renewal of its charter by the Executive Board.
Article
VII: Signature Authorization The President or Treasurer may each
sign individually checks drawn on accounts of the Club, except that
both signatures shall be required for any check or checks in the
aggregate amount of over one hundred ($100) dollars.
Article
VIII: Regular Meetings The Regular Meetings of the Club shall
normally be conducted monthly. The President may adjust this schedule,
as s/he deems necessary. The Executive Board shall determine the
overall structure of Regular Meetings to ensure a fair balance between
the need to conduct competitions and the need to ensure an adequate
range of educational and other programs.
Article IX:
Quorum For the purpose of conducting Club business at a Regular
Meeting, a quorum of the membership shall consist of no less than
one-third of the entire Full Membership.
Article X:
Reimbursement of Expenses Expenses incurred in meeting the duties
and responsibilities of Officers and Committee Chairpersons shall be
reimbursed from the general funds of the Club. Reasonable and normal
expenses shall be summarized each month and submitted to the Treasurer
for reimbursement.
Article XI: Special Interest Groups
The Executive Board on its own initiative or upon request from at least
five (5) members may establish one or more provisional Special Interest
Groups (SIGs) to further interest in and learning about any particular
aspect of photography. A provisional SIG shall be self-supporting. Any
time after six (6) months of operation, the provisional SIG can request
the Executive Board to poll the membership consistent with the
provisions of Article X of the Constitution to establish the SIG as a
Standing Committee of the Club and to modify Article XII of these
Bylaws accordingly. A SIG established as a Standing Committee shall be
allowed to incur expenses to be reimbursed by the Club within budgets
approved by the Executive Board.
The following Special Interest Groups have been approved per the previous paragraph as Standing Committees:
·1 Digital Photography Special Interest Group (DIPSIG)
Appendix Responsibilities of Standing Committees See attachment.