Newark & District Photographic Society

Standing Rules

1. The Committee may appoint a member of the Committee, or a co-opted member, as Acting President, Acting Secretary, or Acting Treasurer where the holder of that post is unable to complete their term.
2. The President (or Acting President) and Secretary (or Acting Secretary) shall be responsible for ensuring the smooth and legal running of The Society, its meetings, General Meetings, and Committee meetings through their actions and the delegation of responsibilities to Committee members, Sub-Committees, and Working Parties.
3. The Secretary, Acting Secretary, or their assistant, shall be responsible for conducting official correspondence on behalf of The Society, recording minutes of General and Committee meetings, preparing reports for General Meetings, and maintaining the definitive copy of The Society's constitution and rules.
4. The Treasurer, Acting Treasurer, or their assistant, shall be responsible for controlling and maintaining a record of The Society's income, expenditure, and insurances, along with presenting budgets and subscription reviews, and preparing The Society's Statement of Accounts.
5. An account (or accounts) shall be maintained on behalf of The Society at a bank agreed by the Committee. The mandate for any account shall include at least three account signatories, including the Treasurer, who shall be members of the Committee appointed for this purpose by the Committee. The signatories must not be related nor members of the same household.
6. Reasonable expenses necessarily incurred in the running of The Society shall be reimbursed.
7. Members co-opted to a Sub-Committee based on the skills or abilities they offer may be allowed to continue in this role for as long as the presiding Committee agrees.
8. A member of the Committee occupying the office of Membership Secretary, or otherwise appointed for the purpose by the Committee, shall be responsible for controlling and maintaining a record of The Society's membership. This responsibility shall include the processing of membership applications; the secure maintenance of member details, subscriptions, and attendance; the reporting of members' contact details to designated members of the Committee; and the reporting of membership and attendance statistics to the Committee and AGM.
9. Applications for membership shall be communicated to the Committee, as soon as possible, for Committee members to indicate any grounds for refusal. Where grounds for refusal have been indicated the success of the application shall be subject to the outcome of a motion for refusal of membership.
10. Joint, Unwaged, and Joint Unwaged membership types, and the associated subscription rates, are only available for existing members who were accepted for them in the previous season.
11. The Committee shall be responsible for ensuring compliance with applicable Data Protection legislation by maintaining and enforcing The Society's Data Protection Policy.
12. A member's email address shall only be used to send them details of photographic events, external competitions, offers, and photographic events, external competitions, offers, and opportunities available from the North & East Midlands Photographic Federation (N&EMPF), the Photographic Alliance of Great Britain (PAGB), and the Fédération Internationale de l'Art Photographique (FIAP) if they consent to it being used for such a purpose. Said consent to be obtained as part of their membership application and reconfirmed at least every three years.
13. A member's email address shall only be used to send them details of photographic events, external competitions, offers, and opportunities available from third parties, where the Committee deems that such information is in accordance with The Society's objective and in line with a member's stated interests, if they consent to it being used for such a purpose. Said consent to be obtained as part of their membership application and re-confirmed at least every three years.
14. The Society's Constitution and Rules shall be reviewed by a Constitution and Rules Review Sub-Committee at least every five years.
15. The principles governing the operation of The Society's competitions shall be reviewed before the start of each season by a Competition Review Sub-Committee that shall report back to the Committee. This shall not require or constitute a full review of The Society's competition rules, although one may be called for by the Committee in response to the Competition Review Sub-Committee's report.