Warsop and District Camera Club Rules and Constitution

1. TITLE:
The Club shall be called The Warsop and District Camera Club and shall be referred to
as “the Club” from here on.

2. OBJECTIVES:
The development of and furthering interest, enthusiasm and expertise in photography in
all its forms to people of all ages in the Warsop Area.

3. MANAGEMENT COMMITTEE:
A Management Committee consisting of a Chairman, Vice- Chairman, Secretary,
Treasurer, Programme/ Competition Secretary plus 2 elected members, The Officers of
the club shall be elected at the Annual General Meeting.
The Committee shall have the power to fill any vacancies arising during the season by
co-option.
There shall be a quorum of four members.
No member shall be elected to office or the Committee during his/her absence without
his/her prior permission.
The committee reserve the right to refuse membership without explanation.

4. ANNUAL SUBSCRIPTION:
The annual subscription shall be agreed at the AGM, and shall be payable on the first
club meeting attended in the new season.
An entrance fee will be charged for each event/meeting. This will be set each year at the
AGM and may vary for special events. Any variation will be announced in advance of the
event.
Members joining after January 1 st shall be liable to pay half the annual subscription.
The financial year shall commence on September 1st annually.

5. SPECIAL GENERAL MEETINGS:
Special General Meetings may be convened by the Secretary at the request of the
Chairman, or any five members of the Club; such requests to be in writing stating the
object of the meeting, and giving notice to the general membership of at least seven
days.

6. CHAIRMAN AND TREASURER'S REPORTS:
These shall be submitted at each AGM. Annual accounts will be available to members
upon request.

7. ALTERATIONS TO THE RULES:
Rules may be only altered by consent of a general meeting of the Society and must be
confirmed at the AGM. Such proposals to alter rules must be made in writing to the
Secretary giving notice of one calendar month.

8. DISSOLUTION:
If the Management Committee decides that it is necessary or advisable to dissolve the
Club it shall call a meeting of all members. Notice for such a meeting shall not be less
than one calendar month. The notice should state the terms of the proposed resolution. If
the proposal is accepted by at least a two-thirds majority of all members then the
Management Committee shall have the power to realise any assets on behalf of the
society. Any assets shall offered for sale at market value to members any funds
remaining after the satisfaction of outstanding debts and liabilities will be donated to the
Lincolnshire Air Ambulance and the John Eastwood Hospice in equal shares.

9. VISITORS:
Visitors to meetings shall be at the discretion of the Committee.

10. NON DISCRIMINATION POLICY:
The Club will not discriminate against members, guests or suppliers of services or goods
to the Club on the grounds of disability, age, gender, race or sexual orientation and will
not permit any member to do so at meetings, events or in any business or
communication involving the Club.

11. CHILD PROTECTION POLICY:
The Club will not permit any member to take or display inappropriate photographs of
children at meetings, in competitions or at exhibitions. Members should seek
authorisation from the parent or guardian of any child they wish to photograph and all
photographs taken should be available for scrutiny by the child’s parents or guardian.
Members who regularly photograph children or events which include a significant
proportion of children are encouraged to apply for an Enhanced Criminal Record
Certificate within the meaning of sections 115 and 116 of the Police Act 1997 from the
Criminal Records Bureau.

12. REPORTING
Any member who is in breach of paragraph 10. & 11. above may be excluded from
membership of the Club if the Management Committee so decides. Further the Club has
a duty to report any breach of the law to the authorities.

13. COMPETITONS:
During the annual season various competitions shall be organised and run by the
Committee as follows: -
Internal Club Competition.
Inter-Club Competitions.

14. INTERNAL CLUB COMPETITION RULES:
1. Digital manipulation is permitted but the original image(s) must have been produced
using the photographic process (digital or film camera).
2. All entries are accepted as being the entrants own work, and the entrant owns the
copyright to the image.
3. There will be 9 individual rounds held during the season.
4. There will be 3 open and 6 set subjects during the season. These subjects will be
decided by the Competition Secretary after consulting with the membership, and will be
notified to the membership not later than the preceding AGM.
5. Each round of the competition will include up to three categories: -
Slides (Transparencies) colour or monochrome.
Colour prints.
Monochrome prints.
Projected Digital Images, colour or monochrome.
6. An image can only be entered in one category per round.
7. No image previously entered into any category that has been placed 1st, 2nd or 3rd can
be entered into any category again.
8. No image that is fundamentally the same as a placed entry can be entered into any
category again. This will include slightly different angles of the same subject or motor
driven sequence.
9. All images should have be taken in the 2 years immediately prior to the competition.
The criteria above will obviously rely on the individual member's integrity, as the
Competition Secretary will not be in a position to check individual compliance.
Where a dispute exists, the Competition Secretary plus two other club officials will
arbitrate. Their decision will be final.
Images that have been placed in Club competitions can be used in interclub competitions
with reference to the rules for that particular competition.
10. All entries will be titled appropriately. “Colourprint 1” etc is not acceptable.
11. All entries must carry only the author's membership number and no other means of
identification
12. A maximum of 4 entries may be submitted in each category, of which only the 3 highest
scoring will count.
13. All entries must be handed to the Competition Secretary or nominated official by 19.45
on the evening of the competition.
14. Titles of all images to be entered in any competition must be submitted to the competition secretary no later than 7days before the competition.
15. Image files for any digital competition must be received 14 days before the competition

15. AWARDING OF MARKS:
Each round shall be judged as if it were an individual competition.
Marks (up to a maximum of 20 per entry) will be awarded at the discretion of the
appointed judge.
The appointed judge will be instructed that it is not necessary to have an overall winner in
any category and a draw for each place is permissible.
Marks awarded by the appointed judge in each round of the competition will be
accumulated and the appropriate trophy be awarded to the highest scoring entrant in
each section.
In the event of a draw for first place the result shall be declared a draw and the trophy
shared between the winning entrants.

16. INTER-CLUB COMPETITIONS:
Digital manipulation is permitted but the original image(s) must have been produced
using the photographic process (digital or film camera).
The entrant must have sole copyright to the image(s) used.
Rules governing inter-club competitions will vary according to the mutual agreement
between the participating clubs.
Work accepted for inter-club competitions may be used once only against that particular
competition. Work accepted for the two-way battle between Worksop and Warsop may
be used in the three-way battle (Worksop v Warsop v Retford).
Selection of work to represent the club is to be chosen by a panel, the members of which
shall be appointed by the Committee.
All members attending away competitions are expected to show good manners to the
host club, its members and other guests.

17. PRESENTATION (IMAGES SUBMITTED TO ANY OF THE ABOVE):
1. Slides (Colour or Monochrome)
Slides shall be in 2" by 2" mounts and be spotted lower left face.
They may be mounted in glass if desired.
Slides must carry the author's membership number.
Entries should have a title.
2. Prints (Colour or Monochrome)
Prints (minimum print area 35sq inch) and must be mounted (maximum mount
size 20" by 16") and may be trade or home processed.
3. Projected Digital Images (Colour or Monochrome)
Files may be submitted on CD or by e-mail no later than 3 days prior to the
competition. i.e no later than Sunday night for competions held on Wednesday.
Format should be JPEG and file size should not exceed 1Mb.
Size should be a maximum1024x768 pixels.
Landscape format width maximum 1024 pixels,
Portrait format height maximum 768 pixels.
Entries should have a title.
Title and membership number should form part of the file name separated by an
under bar. e.g 21_ by_the_sea.jpeg
4 All entries are accepted at the entrant's own risk. No liability for loss or damage to
an image can be accepted by the club. Every effort will be made to ensure correct
projection of an image, but no liability can be accepted by the club for images that
fail or miss the submission deadline.

18. TROPHIES:
Trophies will be provided by the club, and may be added to from time to time. Old
trophies may be retired
Trophies are presented at the first meeting of the new season and must be returned by
the winners one month before the start of the following season for engraving. Trophy
winners are expected to take all reasonable care of their trophy whilst in their
possession. The member may be asked to contribute towards the repair or replacement
cost of any trophy not returned or that has been damaged.

19. JUDGES:
Judges will be selected and appointed by the Programme Secretary and will not be
members of the Society.
All judges and other guests will be treated with respect.
Any member(/s) disrupting the judging process will be asked to leave the club room and
disqualified from the competition. Repeated offences may result in total exclusion from
the Club

20. DISCIPLINE:
Any member that, by their actions or comments, brings the club into disrepute will be
suspended from the club pending a formal meeting of the Management Committee to
arbitrate the matter.

21. DISPUTES:
The club Committee, whose decision shall be final, shall arbitrate any disputes arising
from these rules. The committee may use the NEMPF or PAGB rules to clarify any
dispute.