Club Rules

1.    PREAMBLE

1.1. The name of the Club is MALLOW CAMERA Club – hereinafter referred to as MCC. The objective of MCC is to promote and encourage interest in the art and practice of photography by such means deemed to be appropriate by the Members and the Committee.

1.2. MCC shall pay an Annual Membership fee both to the Southern Association of Camera Clubs (SACC) and to the Irish Photographic Federation (IPF).

1.3. MCC shall operate under the rules of the Irish Photographic Federation and adhere to the general policies as laid down under IPF rules.

2.    MEMBERSHIP

2.1. Membership of MCC shall be open to all those aged eighteen years of age and over who are interested in photography and who pay the appropriate annual Membership fee, and who agree to abide by the Rules of the Club. Consequently, membership is closed to new applicants who are aged under the age of 18 years.  

2.2. New Members will be required to complete an application form, have a proposer and seconder from within the Club and their application will then require approval by a two thirds majority of the Committee – refer to the MCC Application Form.

2.3. Membership of the Club implies the undertaking to comply with and abide by the MCC Rules and supporting policies and procedures – refer to MCC Membership.

2.4. The Annual Membership fee of the Club shall be proposed by the Treasurer on the advice of the Committee and adopted by a majority at a General Meeting. Refer to MCC Membership Rates for the current subscription rates. The Committee, at its discretion, may confidentially waive or reduce this fee to allow for an individual’s economic circumstances.

2.5. The Photographic Season will run from 1st October to the following 30th September.

2.6. All Members shall pay their Membership fees before the new season commences – refer to MCC Membership

2.7. Consequently, the annual Membership fee shall be payable by each Member at the first meeting he or she attends between the 1st September and the 30th September each year. New Members joining after Christmas shall pay a half-yearly fee – refer to MCC Membership Rates.

2.8. Only Paid Up Full Members will be listed on the register of Full Members. 

2.9. Paid Up Camera Skills Members will be included on a separate register of Guest Members. 

2.10. Honorary Members and Paid Up Full Members of the Club can participate in Club competitions, photographic outings or external competitions etc. – refer to Members’ Insurance Cover

2.11. From an insurance perspective, Paid Up Guest Members, Paid Up Temporary Members and Applicant Members are restricted in the range of events they can participate in. For specific details of such events, refer to the clarifications provided in Members’ Insurance Cover

2.12. By entering an image in a Club competition, a Member agrees that his/her Club competition entries shall be available for selection by the Selection Sub-Committee – refer to Section 7 – for use in any competition, external or internal, for which the Club may require images.

2.13. Members shall not engage in bringing the Club or any of its Members into disrepute. In the event of this happening, the matter will be addressed in accordance with MCC’s Disciplinary Procedure. The outcome of any such disciplinary proceedings may include suspension of Membership or expulsion from the Club.

2.14. A Member of Mallow Camera Club can be a Member of another Camera Club or Photographic Society. 

However, he or she shall declare in writing to the Club Secretary in advance of a new season which Club or Society he or she will represent during the new season.

3.    HONORARY LIFE MEMBERSHIP

3.1. Honorary Life Membership may be granted by the Committee to past and present Members of MCC for exceptional service to the Club as proposed by the Committee and ratified at the Annual General Meeting – hereinafter referred to as the AGM. Honorary Life Members shall be subject to the same rules and have the same rights and privileges as other Members albeit their Annual Membership fees shall be waived. 

4.    GENERAL MEETINGS

4.1. Only Paid Up Full Members may attend, speak or vote at an AGM or Extraordinary General Meeting – hereinafter referred to as an EGM.

4.2. One-third of the Paid Up Full Membership shall constitute a quorum at both AGM’s and EGM’s. 

4.3. The AGM shall take place between 1st May and 31st May of each year.

4.4. The AGM shall receive reports from the Chairperson, the Secretary, the Competitions Secretary and the Treasurer. 

4.5. Paid Up Full Members shall elect both Club Officers – refer to Section 5.13 – and Committee Members for the following year, and conduct such other business of which due notice has been given to the Secretary as per 4.6.

4.6. Notice of the AGM shall be given in writing by email or text message to all Paid Up Full Members at least 14 days before the meeting. Any such Members wishing to submit items for consideration at the AGM shall give notice of these to the Secretary, in writing, at least ten days before the date of the meeting.

4.7. EGM’s may be called at the discretion of the Committee, or at the written request of at least 50 per cent of the Paid Up Full Members of the Club, stating the reason for which the EGM is being sought. 

4.8. At least seven days’ notice shall be given in writing by email or text message to all Paid Up Full Members for an EGM and such notice shall be accompanied by an agenda. No other matter, except that for which the meeting was convened, may be discussed at the EGM.

4.9. Decisions taken at a General Meeting shall be binding on all Club Members, the MCC Committee and its Officers. Such decisions may only be over-ruled by a notice of motion, properly proposed, and duly carried by a majority vote at a subsequent General Meeting.

5.    OFFICERS AND COMMITTEE

5.1. Fifty percent attendance shall constitute a quorum at both Committee and Sub-Committee meetings

5.2. Decisions of and discussions within the Committee (whether formal or informal) shall, at all times, be confidential and privileged except where such decisions have to be communicated to an individual Member or Members by a Committee Member who is authorised to do so.

5.3. Nominations for election to an Officership or Committee position shall be submitted in writing to the Club Secretary, or another Officer as nominated by the Committee, at least six days prior to an AGM.

5.4. The nomination must be signed by the nominee, proposer and seconder.

5.5. Only Paid Up Full Members of the Club may be Officers or Committee Members.

5.6. Membership of the Committee shall be a minimum of ten people and a maximum of fifteen people.

5.7. Committee Members and officers are elected for a term of one year. 

5.8. If necessary, Paid Up Full Members may be co-opted onto the Committee by the new Chairperson e.g. an additional Committee Member will be required if there are only nine nominees to the Committee – refer to Section 5.6.

5.9. Following the AGM, the Officers, in consultation with the Committee, may designate specific posts of responsibility to the Members of the Committee.

5.10. No Member shall hold a specific Officership for more than three consecutive years. After having relinquished the Officership for a period of not less than twelve months, a person will then become eligible for a further term in the Officership which he/she had previously held.

5.11. A Member of Mallow Camera Club can be a Member of another Photographic Club or Society as per 2.15 above.  However, no Officer or Committee Member shall serve as an Officer or Committee Member of another Camera Club or Photography Society. 

5.12. Any current serving Officer or Committee Member who becomes an Officer or Committee Member of another Camera Club or Photographic Society shall automatically be deemed to have resigned from the position he/ she held in MCC’s Committee.

5.13. Officerships of MCC shall be as follows:

  • Chairperson
  • Vice-Chairperson
  • Secretary
  • Competition Secretary
  • Treasurer

5.14. Committee Posts of Responsibility shall include the following:

  • Assistant Competition Secretary 
  • Assistant Secretary
  • Assistant Treasurer
  • Distinctions and Training Co-ordinator
  • Public Relations Officer 
  • Webmaster 
  • Outings Organiser
  • Exhibition Organiser 

5.15. These positions shall be filled by the Officers and Committee at their first meeting after the AGM. The Chairperson shall be responsible for convening meetings of the Club, including meetings of the Committee and the General Meetings. The Chairperson, in consultation with the Secretary, shall devise the agendas for all meetings. The Chairperson shall chair all meetings of the Club and in his/her absence, the responsibility of the chair shall automatically pass to the Vice-Chairperson. The Chairperson shall act as spokesperson for the Club. The Chairperson shall conduct meetings in accordance with the MCC Club Rules, and Policies and Procedures approved by the Committee. The decision of the Chairperson shall be final on all matters of Order. In the event of a tied vote at a meeting, Chairperson shall have a casting vote. The Chairperson shall give a report at the AGM.

5.16. The Vice-Chairperson shall deputise for the chairperson in his or her absence. He/she shall be responsible for the development and co-ordination of the Annual Programme.

5.17. The Secretary shall be responsible for the general correspondence of the Club and for the recording of minutes at both Committee and General Meetings. The Secretary, in consultation with the Chairperson, shall notify Members of meetings. The Secretary shall give a report on the progress of the Club at the AGM. The Secretary shall keep an up-todate register of Full Members, Honorary Life Members, Guest Members (at the Camera Skills Course) and Temporary Members. The Secretary shall act as organiser of Club meetings.

5.18. The Assistant Secretary shall perform such functions delegated to him/her by the Secretary or such other functions as are agreed by the Committee.

5.19. The Treasurer shall be responsible for the management of MCC’s finances, as set out in Section 8. The Treasurer shall give a full account of MCC’s financial status at the AGM. This report will be a full account of Income and Expenditure for the Financial Year which runs from the 1st May to the following 30th April. The Treasurer shall also give a financial update to the Committee at its meetings.

5.20. The Assistant Treasurer shall perform such functions delegated to him/her by the Treasurer or such other functions as are agreed by the Committee. 

5.21. The Competition Secretary shall be responsible for organising all Club competitions and entering the Club in inter-Club competitions. The Competition Secretary shall also be responsible for convening meetings of the Selection Sub-Committee when appropriate, and for reporting Competition Results to the Committee and the Members. The Competition Secretary shall give a report at the AGM.

5.22. The Assistant Competition Secretary shall assist in all the duties of the Competition Secretary and deputise for the Competition Secretary when required.

5.23. The Publication Relations Officer (or PRO) shall be responsible for publicising all Club activities and the photographic successes of individual Members who represent Mallow Camera Club via all forms of media including MCC’s Facebook, newspapers, radio, public posters and wherever else as appropriate.

5.24. The Assistant PRO shall perform such functions delegated to him/her by the PRO or such other functions as are agreed by the Committee

5.25. The Webmaster shall be responsible for maintaining MCC’s Website, ensure its security, and in consultation with the Officers ensure that documentation is current and up-to-date. 

5.26. The Assistant Webmaster shall perform such functions delegated to him/her by the Webmaster or such other functions as are agreed by the Committee

5.27. The Training and Distinctions Officer shall be responsible for encouraging and providing support to any Member wishing to undertake an IPF, RPS, FIAP or similar Distinction. He/she shall also be responsible for providing support and training to Members, regardless of their level of skill within the Club.

5.28. Administration of postings on the Website, Facebook and any other social media sites that MCC sets up in the future shall be carried out by the following Officers only:

  • The PRO
  • The Webmaster
  • The assistant PRO
  • The Assistant Webmaster

6.    SUB-COMMITTEES

6.1. The Committee shall select the Selection Sub-Committee at its first meeting after the AGM.

6.2. The Committee shall appoint a Disciplinary Sub-Committee should the need ever arise – refer to Disciplinary Procedures.

6.3. The Committee may form other Sub-Committees to perform specific tasks or undertake specific projects. The maximum size of Membership of any Sub-Committee shall be seven people

6.4. The Chairperson and Secretary shall be ex-officio Members of all Sub-Committees in addition to the seven Members in 6.3. 

6.5. Decisions of and discussions within a Sub-Committee (whether formal or informal) shall, at all times, be confidential and privileged.

6.6. Decisions and recommendations of Sub-Committees shall be subject to the approval of the Committee, which may over-rule any decision or recommendation of any of its SubCommittees.

6.7. The Committee may, at any time, disband any Sub-Committee of the Club.

7.    SELECTION SUB-COMMITTEE

7.1. The selection of images to represent MCC in external events and any selection that may be required in connection with competitions shall be conducted by the Selection SubCommittee, chaired by the Competition Secretary.

7.2. The Members of the Selection Sub-Committee shall be appointed by the Committee of the Club at its first meeting after the AGM.

7.3. The Selection Sub-Committee shall consist of not more than seven Members – in addition to the Chairperson and Secretary of the Club as ex officio Members. 

7.4. The Members of the Selection Sub-Committee will be the Competition Secretary as Chairperson and the Assistant Competition Secretary, plus up to 5 suitably qualified Members who may be chosen from any of the Paid Up Full Members of the Club – in addition to the Chairperson and Secretary of the Club as ex officio Members. 

7.5. In the event of the Selection Sub-Committee not meeting, the Members of the Committee may act in this capacity.

7.6. The Selection Committee shall act in an unbiased manner at all times and shall use its best judgement in selecting the best images on behalf of the Club to enter external competitions. 

7.7. Images can be chosen from Members’ portfolios, Members’ images entered in both Club and external competitions and other images that Members may submit when requested by the Selection Sub-Committee.

7.8. The Competition Secretary, in consultation with the Chairperson or Vice-Chairperson or the Secretary, may at his or her discretion, change images selected for external competitions. Such changes shall only be made as a matter of urgency or in the event of an image having been selected was subsequently found to be unsuitable as an entry.

8.    FINANCES

8.1. The Treasurer shall ensure that he or she collects all subscriptions and monies as authorised by the Committee. 

8.2. The Treasurer shall keep proper accounts of all financial transactions – both income and expenditure. 

8.3. The Treasurer shall update the Committee at each Committee meeting as to the financial status of the Club

8.4. At the close of the financial year, the Treasurer shall prepare a statement of income and expenditure for submission to and approval by the Committee and subsequently for submission to and approval by the AGM.

8.5. The Treasurer shall also have authority to make payments on behalf of the Club, and to determine, in consultation with the Chairperson and Secretary and/or the Committee, where necessary, which payments are, or are not, to be made.

8.6. Cheques and all withdrawals thereon shall be signed by the Treasurer and countersigned by one other of three signatories appointed by the Committee at its first meeting after the AGM.

 8.7. Funds of the Club shall not be held in a personal account.

8.8. As soon as is reasonably practicable, hard cash and cheques etc. shall be lodged in MCC’s bank or credit union account. All Club accounts shall be in the name of Mallow Camera Club. 

 8.9. Sub-Committees shall not have separate accounts from that of the Club.

8.10. The financial year of the Club shall run from the 1st May to the following 30th April.

8.11. A register of MCC’s assets shall be kept by the Treasurer. 

8.12. Club assets may be loaned to a Paid Up Full Member of the Club, or other groups or persons, subject to guidelines to be agreed by the Committee. The Treasurer shall be responsible for the administration of the lending of assets and ensuring the assets are returned in the same state in which they were given.

8.13. The Treasurer shall ensure that the Club keeps its Insurance Policy up to date

8.14. The Treasurer shall ensure that Membership fees to the SACC and IPF are paid on time.

9.    AMENDMENTS TO THE RULES

9.1. Amendments to these rules shall require a two-thirds majority vote of Paid Up Full Members present and voting at a General Meeting – taking account of the quorum requirements in Section 4.2.

9.2. With the exception of By-Laws as permitted under Rules 9.3 – 9.5, no alterations of, or additions to these Rules shall be made except at an Annual General Meeting or at an Extraordinary General Meeting. The proposed wording of any such alterations or additions shall be included in the circulated agenda and shall be dealt with as a notice of motion.

10.  OWN RISK

10.1. All Members participating in Mallow Camera Club events, exhibitions, activities and outings etc. – whether they are indoor or outdoor – do so at their own personal risk – refer to Members’ Insurance Cover