Club Constitution

The name of the Club shall be Solas Photography Club.

Club Objectives

  • Hold regular meetings where the club will present lectures, presentations, etc., which will stimulate and encourage the members to improve their skill levels.
  • Hold internal competitions and workshops.
  • From time to time organise exhibitions of photographic work produced by club members and organise outings or other such events which will provide the membership with opportunities to improve their skill.
  • To encourage, assist and facilitate members to apply for and achieve internationally recognised distinctions and / or merit awards.
  • Compete nationally both as a club and as individual members

Affiliation
The club shall be affiliated to the national accreditation body; The Irish Photographic Federation and any other bodies which the committee feel would be of benefit to the club and its members.

Club Season
The club season runs from September to June of the following year.

Membership
The Membership of the Club shall consist of its founding members and such other persons as the General Committee may in its absolute discretion admit to membership. Full membership shall be open to persons over 18 years of age. New members are required to fill out a membership application form.  Providing correct full names, addresses, phone numbers, email addresses (where applicable) and emergency contact information to cover unforeseen situations.

Each application shall be considered by the General Committee and the applicant will be informed of the decision of the General Committee by the Secretary.

  • Total membership shall be limited to 50 members, as agreed by resolution passed at the Annual General Meeting held on 15 May 2024

The determination of the General Committee shall be final and conclusive and the committee shall not be required to give any reason for rejecting any such application. Membership of the club implies an undertaking to comply with and abide by the rules of the club. It shall be a requirement of continued membership that all members conduct themselves in a manner that will not bring the club into disrepute. Members partaking in outings do so at their own risk and expense.

Subscriptions
Meeting fees shall be set by the committee in line with the cost of venue, etc. The Annual membership fee shall be proposed by the committee to ensure that the club will be in a position to meet its operational expenditure and this proposal shall be submitted for approval at the AGM. Membership fees shall fall due annually in September. Members who have not paid their membership by the end of October shall be deemed to have resigned their membership of the club.

  • The annual membership subscription shall be set at €80, as agreed by resolution at the Annual General Meeting held on 14 May 2025

The General Committee
The management of the Club affairs and Club funds shall be vested in the Committee consisting of not less than eight members. Members of the committee shall include:

The Chair will preside over meetings, delegate tasks, serve as the club liaison, and perform other duties essential to the club. The Chair shall have a deliberative as well as a casting vote, provided he has cast his deliberative vote. This is applicable only to general committee meetings.

The Vice Chair will assist the Chair and will take over the Chair’s duties whenever the Chair is temporarily absent. 

Subject to any directions which may from time to time be given by the Committee, it shall be the duty of the Secretary or Assistant Secretary; To conduct all correspondence of the Club. To attend all Committee and Annual General Meetings and to keep minutes of such meetings in a book or books to be kept for that purpose. To give fourteen clear days’ notice of the Annual General Meeting or EGM and seven clear days’ notice of all Committee meetings. In the case of emergency, a meeting of the General Committee may be called by the Secretary on three clear days’ notice to all members of the General Committee.

The Treasurer shall receive and pay all monies due on account of the Club and his/her account thereof, shall be made available to the Annual General Meeting of the members of the Club. The Treasurer shall keep an up to date record of the names and addresses of all members of the Club and records of all the Club’s monies and transactions. The financial year of the Club shall be from the AGM to following AGM. An auditor may be appointed at the Annual General Meeting.

The Social Media and Website Officers manage the club’s online presence, promoting events and sharing members’ work through digital platforms.

The Competition Secretary organises internal competitions, liaises with judges, and maintains records of competition results.

They shall be responsible for collecting entries for all Club and inter-club competitions, arranging for these to undergo selection by the Selection Committee, presenting the entries to the judge or competition organiser, reporting the competition result to the Committee and/or the Club and retrieving the entries.

All nominations of external judges to preside over club competitions shall be approved by the General Committee

The Outings Officer / Facilitator coordinates outdoor shoots and outings, ensuring members have opportunities to practice photography in the field.

Ordinary (working) committee members support the committee with general duties and contribute to decision-making and event planning.

The Committee shall be elected at the Annual General Meeting. In the event of a contest for an office, the election of the office shall be by secret ballot. To be elected a member must receive more than 50% of the valid votes cast by those attending the meeting. Proxy voting is not allowed. Officers so elected shall hold office until the next Annual General Meeting. If any vacancy shall occur during the year, the Committee may in its absolute discretion, appoint any member to fill the vacant position who shall then remain in office until the next Annual General Meeting. For the avoidance of doubt, the Committee shall have full power to act, notwithstanding that any such vacancy shall be not have been filled.

The General Committee shall have the power to enforce the General Club Rules included in this document. No member shall be absolved from such general rules by reason of his or her not having read same, or any alteration made therein or having otherwise no notice of them.

A meeting of the General Committee shall be called by the Secretary at the discretion of the Chair or at the request of not less than five members of the Committee. All issues arising at any committee meeting shall be decided by a majority of those present and voting at such a meeting. In the event of a tie, the Chair shall have a casting vote.

All proceedings of the Committee shall be entered by the Secretary or his/her deputy in the Minute Book. At all meetings of the General Committee, four members shall form a quorum.

Club Funds and Banking
As agreed by resolution at AGM 31 May 2021: In addition to a PayPal account for day-to-day transactions, the Club shall maintain a dedicated bank account in its name for the purpose of managing other financial transactions. Monies received on behalf of the Club may be lodged to this account. Signatories to this account will be Treasurer + 1 other committee member.

Authorisation and Payment of Club Expenditure
The Treasurer is authorised to make routine payments necessary for the operation of the Club (e.g. venue hire, insurance, affiliation fees, speaker and judge expenses, printing, etc.) without requiring individual prior approval, provided such expenses are within the approved annual budget or established financial practices. Any expenditure outside of the agreed annual budget, must be approved in advance by the General Committee.

Behaviour
All members are entitled to be treated with dignity, respect and common courtesy in their contacts with others and they need to act with integrity towards others at all times. Furthermore, all members are expected to adhere to this when participating in club activities.

Breach of Rules by Club Member
Any breach of rules reported to any member of the Committee shall be investigated by the General Committee and if upheld may lead to a suspension or expulsion from the club of the member committing such breach. Any sanction shall be at the absolute discretion of the Committee and shall require a majority of two thirds of the members of the General Committee present and voting at the meeting. Where a member has received two suspensions from the Club any further breach of the rules triggering a further suspension may incur immediate expulsion from the Club. All complaints must be in writing and signed by complainant.

The General Committee shall have power to remove a member of the Committee for “conduct unbecoming of a member “. Such removal / dismissal shall require a two thirds majority. The General Committee shall have the power to appoint sub-committees from any club members as may from time to time be deemed necessary. The General Committee shall determine the tenure and terms of reference and procedures of any such committees. Bye-laws -The committee shall have power to make byelaws, as they may consider necessary for the well-being of the club. Such byelaws shall have effect till otherwise determined by the committee or a General Meeting.

Social Media
Solas Photography Club members are advised to always be polite, respectful and constructive in their postings on the club’s social media sites. Common sense on the part of the member will in most instances ensure that only appropriate posts are uploaded to social media sites.

Members should avoid being critical of anyone – particularly competition judges, Cub officials and members of Solas Photography Club or other clubs. Instead, members should consider offering constructive suggestions for improvement directly, yet politely and respectfully, to the individual(s) involved

Improper or inappropriate use of social media by a Member could make them liable to disciplinary action including dismissal from the Club

Social Media applies to any website or application that enables sharing of content or information, or supports social interactions. This includes, but isn’t limited to Facebook, Instagram, YouTube, Flickr and this includes any other online technologies that allow individual users to upload and share content.

Image Rights
All prints and digital images remain the property of the photographer, and the Club claims no rights other than the ability to display the prints and images at Club meetings including Solas Photography Club exhibitions and functions including Inter-Club events, and on the Solas Photography Club website/Social Media sites or publications.

AGM
An Annual General Meeting of the Club shall be convened by the General Committee in the Last quarter of the year on not less than fourteen clear days’ notice to all paid-up members of the Club. The quorum for the AGM / EGM shall be 20% of the membership The business of the Annual General Meeting shall include The Chair’s Address, the Treasurers Address, Presentation of Accounts and the election of Officers for the coming year. All motions submitted for AGM / EGM must be submitted in writing to the club secretary not later than 7 days prior to the date of the AGM / EGM. All nominations for positions on the committee must be proposed and seconded from the members in attendance at the AGM. No member shall be elected to office or the Committee during his/her absence, unless notified to the club secretary not later than 7 days prior to the date of the AGM / EGM.

Extraordinary General Meeting
An EGM may be called by the committee or by not less than 15 members of the membership of the Club (which ever number is the greater). The committee shall fix a date for the EGM not later than 21 days from the receipt of a valid request. All members are to be notified at least 14 days prior to the date of the EGM. A copy of the agenda and motion(s) proposed must be enclosed with the EGM notice. No business other than that which is contained on the EGM agenda can be transacted.

Amendments To Club Constitution
Alterations or additions to these rules shall be subject to approval at an AGM or EGM of a resolution carried by not less than seventy five percent of the members attending and voting and any such meeting. Members shall be given not less than fourteen clear days’ notice of the meeting and the resolution(s) to be considered at the meeting.

Dissolution
A decision to dissolve the club may only be taken when the funds of the club are insufficient for the club to run properly or when membership numbers drop to such a level that the club is no longer viable. This decision can only be taken at an AGM or EGM.

Interpretation
If any matters arise from this constitution which require interpretation, then the committee shall have the power to decide on what course of action should be taken until the matter can be put before the membership at an AGM or EGM.

Privacy Policy
All personally identifiable data collected by the club will be kept securely by the elected club committee members, and available only to these members for the duration of their term in office, for the express sole purpose of running the club safely. No personally identifiable data will be shared with any other individual or organisation except where:

  • The club needs to share this data to provide a service requested by the member(s).
  • The club may be required to disclose limited personal data, for example, a member’s name, for eligibility to enter competitions, or in the event of an emergency.
  • The club needs to respond to subpoenas, court orders, legal process, or to any legitimate request by authorities with which we must legally comply.

Constitution of Solas Photography Club
Adopted on 1 November 2017, Updated 31 May 2021, Updated 15 May 2024, Updated 14 May 2025

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