Newark & District Photographic Society

Rules of Procedure

1. The Committee shall typically meet every five to six weeks with additional meetings as required, including an AGM preparation meeting one to three weeks prior to the AGM.
2. The Committee shall allocate offices, roles, and responsibilities (including membership of any standing Sub-Committees) at the first reasonable opportunity following the AGM.
3. The account signatories on the bank mandate shall be administrators (aka account leaders) and payment controllers of any associated online banking facility. Additional members of the Committee may be granted read-only access (aka account viewer) if the duties of their office require them to be aware of payments and/or receipts.
4. Wherever possible expenses shall be reimbursed with the approval of two members of the Committee other than the individual being reimbursed.
5. A draft of The Society's Statement of Accounts must be presented to the Committee in advance of independent examination, with the examiner's report being presented to the Committee in advance of being presented to the members.
6. The terms 'written' and 'in writing' in The Society's Constitution, Rules, or Standing Rules and Rules of Procedure shall be taken to include electronic communication unless otherwise indicated.
7. Notice periods in The Society's Constitution, Rules, or Standing Rules and Rules of Procedure shall be exclusive of the day notice is considered served and the day of the activity or event in question, e.g. seven days' notice of any motions for consideration at an AGM on April 21st would require notice to be considered served by the end of April 13th.
8. For the purposes of notice periods all postal and electronic communications shall be considered to have been received (i.e. served) 48 hours after being sent.
9. The Committee should endeavour to schedule The Society's AGM towards the end of The Society's main programme of events.
10. For the sake of continuity the Committee should attempt to present nominees for President, Secretary, and Treasurer that have served on Committee during the season in which they are nominated.
11. If at the time set for commencement of a meeting a quorum has not been reached, the meeting shall be adjourned for up to 20 minutes. If during this time a quorum is reached the meeting shall resume but if after this time a quorum has still not been reached the meeting shall be adjourned until a date that is, if possible, no more than one month hence and within the same season.
12. If a meeting that has outstanding business needing to be put to a vote becomes inquorate it shall be adjourned for up to 15 minutes. If after this time a quorum has not been reestablished the meeting shall be adjourned until a date that is, if possible, no more than one month hence and within the same season.
13. The Society's Standing Rules and Rules of Procedure shall be reviewed by the Secretary after any change in the designation of offices or distribution of responsibilities and with any incompatibilities or inconsistences being reported to the Committee as soon as possible.