Constitution and Bylaws

Constitution and Bylaws of the K-W Highland Glen Camera Club

Name

The organization shall be known as the K-W Highland Glen Camera Club, operating in the Regional Municipality of Waterloo, hereinafter referred to as “the Club”.

Note: The change of name to K-W Highland Glen Camera Club, from simply the Highland Glen Camera Club, was enacted in April 2004.

Objectives

  1. To enjoy, master and further photography through co-operation, effort and good fellowship.
  2. To encourage membership and develop and carry out programs of mutual photographic interest to its members.
  3. To associate with the Colour Photographic Association of Canada, Inc., which will provide the club’s members with a source of educational material and exhibition facilities.

Membership

  1. Any person interested in the art of photography is eligible to become a member, subject to the approval of the Board of Directors, (not to be reasonably withheld), and upon payment of the prescribed dues.
  2. Membership of any person may be suspended by vote of the Board of Directors when sufficient reason exists. The said member shall have the right to appeal the suspension to a panel of three club members made up of the President plus one member selected by the Board of Directors and one member selected by the appealing member. The decision of the panel shall be final.
  3. Membership entitles a member to all rights and privileges of the Club.

Board of Directors

  1. The elective Board of Directors of the Club shall be as follows:
    1. President
    2. Vice-President
    3. Treasurer
    4. Secretary
    5. Directors: Minimum of four (4) and Maximum of six (6)
  2. The term of office shall be: President and Vice-President, two years; Treasurer, Secretary, and Directors, one year.
  3. No person may hold more than one elective office at any one time.
  4. The elective Board of Directors shall be the legislative and administrative body of the Club.
  5. Meetings of the Board of Directors shall be held as often as is necessary to conduct the business of the Club, as determined by the President, but not less than four (4) times each year. The meetings shall be held at dates, times and places to be decided by the Board.
  6. A quorum vote of the Board of Directors for transacting club business, as determined by the President, shall consist of a simple majority of the total number on the current Board of Directors.
  7. All meetings of the Board of Directors shall be conducted according to Roberts “Rules of Order”, current edition.

Meetings – General

  1. Two types of meetings will be held, which may be attended by all members:
    1. Regular club meetings for the purpose of presenting programs and information of photographic interest to club members.
    2. Business meetings for the purpose of conducting the business of the club as follows:
      1. Election of officers and directors
      2. Approval of annual financial reports
      3. Appointment of the auditor
      4. Such other business as may be determined by the President from time to time, to require the vote of the Club membership as a whole.
  2. Regular meetings of the Club shall be held, beginning in September each year and ending in the following May. Meetings will be held in a place, and at dates and times stipulated by the Board of Directors.
  3. At least one business meeting of the whole Club shall be held each year.
  4. A quorum vote of the whole Club shall consist of a simple majority of those members attending the meeting. Written proxies may be provided by any member unable to attend the business meeting.
  5. All meetings for the conduct of the business of the Club shall be conducted according to Roberts “Rules of Order”, current edition.

By-laws

Elections

  1. The election of officers and directors of the next fiscal year shall be held at a business meeting of the Club as a whole held in conjunction with the last regular club meeting in May. A written ballot may be taken, if necessary.
  2. A nominating committee, consisting of one director plus one other member who is not on the Board of Directors, shall prepare a slate of nominees for the Board and obtain the agreement of such nominees to serve if elected. The said slate of nominees shall be submitted in writing to all club members not later than [the] last regular club meeting prior to the May meeting at which the election is held.
  3. The nominating committee shall be dissolved after the May meeting.
  4. Vacancies on the Board of Directors, other than that of President, occurring during the year, may be filled by a recommendation of the President subject to the approval of the Board of Directors. A vacancy in the office of President shall be filled by the Vice-President.

Finance

  1. The fiscal year of the Club shall be from September 1 to August 31 of the following year.
  2. The annual membership dues shall be determined by the Board of Directors.
  3. Annual membership dues shall be due on the first regular club meeting in September, each year.
  4. All bank cheques, drafts, etc. shall be signed by any two of the President, Vice-President or Treasurer.
  5. An annual financial report for the last fiscal year shall be rendered to the members at the first regular meeting of the Club in September.
  6. An auditor shall be appointed at the last regular meeting of the Club in May, to examine and report on financial records and the annual financial report of the Club for the following fiscal year beginning in September.

Duties of the Board of Directors

President

The duties of the President shall include, but not be limited to:

  1. Preside at all meetings of the Club and the Board of Directors.
  2. Be a member ex-officio of all committees, except the nominating committee.
  3. Supervise and/or keep in touch with all club activities.
  4. Act as spokesman for the Club.
  5. Sign all official documents.
  6. Present an annual report to the members.

Vice-President

The duties of the Vice-President shall include, but not be limited to:

  1. Exercise all functions of the President in his/her absence.
  2. Preside [over] at least one general meeting of the Club and at least one meeting of the Board of Directors during the year.
  3. Perform such other club duties as the President or Board of Directors may require.

Secretary

The duties of the Secretary shall include, but not be limited to:

  1. Keep minutes of all business meetings of the Club and of the Board of Directors.
  2. Conduct and maintain the correspondence of the Club.
  3. Prepare the ballots for the election of the Board of Directors, if required.
  4. Turn over to his/her successor, all records, books, or other properties relating to the office of secretary, by the end of the term.

Treasurer

The duties of the Treasurer shall include, but not be limited to:

  1. Keep custody of club funds by deposits in a banking account, as directed by the Board of Directors.
  2. Issue payment for all club purchases and expenses; payments in excess of $50.00 shall only be made on approval by the Board of Directors.
  3. Maintain financial records of all club funds, receipts and expenditures, etc.
  4. Submit a budget to the Board of Directors outlining projected receipts and expenditures for the fiscal year, by October 31st of each year.
  5. Present a report of the club’s financial position at each meeting of the Board of Directors or upon request of the President.
  6. Prepare and present an annual financial statement of the Club at [the] first regular meeting in September.
  7. Transfer to his/her successor at the end of the term, all monies and records relating to the office of the Treasurer.

Directors

The duties of the Directors shall include, but not be limited to:

  1. Attend all meetings of the Board of Directors.
  2. Be responsible for specific functions as assigned by the Board of Directors, and report to the Board on such activities. These functions may be performed by the directors individually or through committees.