COMPETITION RULES & CONSTITUTION - Keyworth Camera Club

COMPETITION RULES Keyworth Camera Club Competition Rules:


1. Competition entries may only be submitted by fully paid-up members of Keyworth Camera Club.

2. There shall be three competition rounds with two sections, INTERMEDIATE and ADVANCED. Each round will include prints and projected images.

3. The INTERMEDIATE section shall be comprised of 2 categories; prints and projected images. 4. The ADVANCED section shall be comprised of 6 categories; colour prints, monochrome prints, colour projected images, monochrome projected images, nature prints and nature projected images.

5. Entrants in the INTERMEDIATE section shall not hold any photographic distinction or award or have won a first place in the club's annual awards. Any member who has had acceptances in any National or International exhibition or competition is not an Intermediate worker. The Committee may exclude from the Intermediate section any member who, in its opinion, should not be properly placed in this section. Any member joining from another club who has won similar awards at a previous club is not deemed to be an Intermediate worker at Keyworth Camera Club.

6. Any member may enter the ADVANCED section but members qualifying for the Intermediate section are encouraged to enter the INTERMEDIATE section.

7. Definitions of monochrome and nature are as specified by the Photographic Alliance of Great Britain. (see PAGB web site). Titles of nature entries should be factually recognised descriptions of the subject which can include common, Latin or both common and Latin names. Fancy titles should not be used.

8. A member may submit up to three images in each category. Each entry must be marked with a sequence number, 01,02,03. If more than 80 entries are received in any round the Competition Secretary shall reduce each member's entry starting at 03 and with the category with the highest number of entries.

9. Print entries must bear a title, the entrant's name, either Intermediate or Advanced, and the category of the competition being entered, on the back of the print mount. All print entries must be mounted on mounts at a maximum size of 40 x 50cm. Mounts may be smaller than this but members should bear in mind that entries to N&EMPF and other exhibitions require mounts of 4o x 50cm. Prints may be either window mounted or face mounted.

10. Print entries may be brought to the club on the competition night but titles and categories to be entered MUST be given to the Competition Secretary no later than the club evening prior to the competition.

11. Trade processed prints are allowed.

12. All digital projected entries shall be placed in a folder named 'Author's Name'. The images in the folder in a particular category should be numbered in order of importance with 01 as the most important, in the following naming convention:


01_Image Title_Author's Name_C_2.jpg.

Note that the use of '_' underscore is important to separate the different parts of the filename. 'C' denotes Colour, but could be 'M' for monochrome, 'N' for Nature, 'I' for Intermediate. 2 after 'C' denotes round two so should be 1,2 or 3 relative to the round being entered.


DPI images may be submitted on DVD, CD, Flash-drive or the preferred method is by Dropbox. DVD, CD and Flash-drives will be returned to the entrant after the competition.


DPI images must be sized in landscape to a maximum of 1400 pixels wide x 1050 pixels high, and in portrait format to a maximum of 1050 high. They must be JPEG files, RGB, saved at high quality, and using sRGB colour space.


13. Digital Projected Images MUST be with the Competition Secretary no later than the club evening prior to the competition. No late entries shall be accepted by the Competition Secretary. It is the responsibility of members to ensure they comply with these time limits.

14. The original image of any entry shall be the sole work of the entrant and have been made within five years prior to the competition date. – but images over five years old having been produced (received major updates in a creative way) within five years of the competition are allowed.

15. Any image gaining a first, second or third place or commended in any category shall not be eligible for entry into a subsequent club competition. This also applies to any image that is broadly similar to an image that has gained a first second or third place or commended in any category.

16. Judges at their discretion may award a first, second and third place together with up to three commendations in each category of each round.

17. Points shall be allocated to each section and category as: first 6 points; second 4 points; third 2 points; commended 1 point. The points from each round shall be totalled to decide the winners of the annual awards.

18. At each round the winners of the categories shall be presented with a certificate indicating their top place.

19. At the Annual General Meeting trophies will be presented together with certificates for the first three places.

20. The Annual trophies are: The Ken Reffin trophy awarded to the highest aggregate points total The Mary Hurley trophy awarded to the PDI monochrome competition The Ken Lewin trophy awarded to the colour print competition The Bill Lawrenson trophy awarded to the PDI colour competition The Howard and Jackie Fisher trophy awarded to the monochrome print competition A trophy awarded to the highest aggregate points total in the Intermediate section The Martin Withers Memorial trophy awarded to the highest aggregate points total in the Nature competition

23. The responsibility for the organisation, collection of entries and keeping the competition records rests with the Competition Secretary or such person temporarily standing in for the Competition Secretary.

24. Any dispute arising from these rules shall be considered by the Club Committee whose decision shall be binding and all entrants to the Clubs competitions are deemed as accepting these rules.


CONSTITUTION Keyworth Camera Club Constitution:


1. TITLE The Club shall be called Keyworth Camera Club, herafter to be referred to as 'the Club', and shall be a Members club.

2. OBJECTIVES

2a. To foster a sociable environment in which to promote the enjoyment of photography at all levels.

2b. To help and encourage Members to advance their knowledge and skills in the art and science of photography.

3. MEMBERSHIP

3a. Membership shall be open to any person aged 16 years or over upon completing a Membership form and paying the relevant subscription, as determined by the Annual General Meeting. The Management Committee reserves the right, when considered necessary, to impose a limit on the overall number to be admitted and to open a waiting list.

3b. Honorary Membership may be awarded on the recommendation of the Management Committee, subject to confirmation by an Annual General Meeting.

3c. Membership details including names, addresses, telephone numbers, e-mail addresses and other relevant information will be kept on computerised files. This information will only be used for Club purposes.

3d. The annual subscription is due on 1 October each year and any Member who has not paid by 1 December of that year will be deemed to have resigned.

3e. Any Member who, in the opinion of the Management Committee, after hearing all the relevant evidence and after having been given an opportunity to state their case at the relevant meeting of the Management Committee, is deemed to have brought the Club into disrepute, shall have their Membership withdrawn immediately.

4. OFFICERS The officers of the Club shall be as follows, Chairperson, Vice Chairperson, Secretary, Treasurer, Programme Secretary and Competition Secretary.

5. ELECTION OF OFFICERS

5a. All officers shall be elected at the Annual General Meeting of the Club, from, and by, the Members of the Club.

5b. All Officers are elected for a period of one year, but may be re-elected to the same office or another office the following year, except the office of Chairperson, which shall not be held for more than two consecutive years,

5c. A Member who is an undischarged bankrupt, has a County Court Judgement registered against them, or has been convicted of any offence involving dishonesty shall not be eligible for membership of the Management Committee.

6. MANAGEMENT COMMITTEE

6a. The affairs of the Club shall be controlled by a Management Committee comprising of the Officers of the Club and three other Members elected from, and by, the Members of the Club at the Annual General Meeting. The Management Committee shall meet not less than three times a year.

6b. To keep accurate accounts of the finances of the Club, through the Treasurer. These should be available for reasonable inspection by Members and should be examined by a Member elected for that purpose before presentation to the Annual General Meeting for approval. The Club shall maintain appropriate bank accounts and the Treasurer shall be authorised to sign individual cheques for amounts not exceeding £75.00. The following Officers shall be authorised to sign Club cheques: two from the Chairperson, Vice Chairperson, Treasurer and Secretary. Two signatures being required for any cheque in excess of £75.00.

6c. Five Members of the Management Committee shall form a quorum.

6d. Meetings of the Management Committee shall be minuted by the Secretary, the minutes to be presented for approval at the following Committee Meeting.

6e. The Management Committee shall have full power to deal with any contingency which may arise that is not covered by this Constitution.

6f. The Management Committee may co-opt additional Members to a sub-committee as and when they feel this is necessary. Co-opted Members shall not be entitled to a vote on that Committee.

6g. The Management Committee shall make decisions on a simple majority vote, the Chairperson to be entitled to an additional casting vote.

6h. The Management Committee shall have the power to fill any vacancy arising between Annual General Meetings.

7. GENERAL MEETINGS

7a. The Annual General Meeting of the Club shall be held not later than the end of April each year. Notice of the Annual General Meeting will be deemed to have been given by the inclusion of the date in the annual programme which is provided to every Member and by posting the notice on the Club web site. Members must advise the Secretary in writing of any business to be moved at the Annual General Meeting at least 28 days before that meeting. The Secretary shall circulate or give notice of the agenda for the meeting to Members not less than 14 days before the meeting. Nomination of candidates for election of Officers shall be made in writing to the Secretary at least 14 days in advance of the Annual General Meeting date. Nominations can only be made by Members and must be seconded by another Member and signed by the nominee. At the meeting the Secretary shall present the minutes of the previous AGM for approval by those who were there present.

7b. At all General Meetings, the chair will be taken by the Chairperson or, in their absence, by the Vice Chairperson or by a deputy appointed by the Members attending the meeting.

7c. Decisions made at a General Meeting shall be by a simple majority of votes from those Members attending the meeting. In the event of equal votes, the Chairperson shall be entitled to an additional casting vote.

7d. A quorum for a General Meeting shall be 15 Members and 3 Officers of the Club including 2 from the Chairperson, Secretary and Treasurer.

8. SPECIAL GENERAL MEETINGS Special General Meetings may be convened by the Management Committee or on receipt by the Secretary of a request in writing from not less than 10 Members of the Club. At least 21 days notice of the meeting shall be given, in writing, to all Members.

9. FINANCE The funds of the Club shall be applied solely to the objects stated in Rule 2, Members of the Club shall not receive payment either directly or indirectly for their services other than for legitimate expenses incurred on the Club's behalf.

10. ALTERATIONS TO THE CONSTITUTION Alterations to the Club Constitution may only be made by consent of a General Meeting of the Club and must be confirmed at the Annual General Meeting. Such alteration or amendment must be proposed, and seconded, by Club Members. Proposals to alter or amend the Constitution shall be made in writing to the Secretary giving at least 28 days notice. Such alterations shall be passed if supported by not less than two-thirds of those Members present at the meeting, assuming that a quorum has been achieved.

11. COMPETITION RULES These shall be decided by the Management Committee and confirmed by an Annual General Meeting.

12. DISSOLUTION

12a. If at any General Meeting of the Club a resolution calling for the dissolution of the Club is carried by at least two-thirds of the Members present at the meeting, the Management Committee shall thereupon, or at such date as shall have been specified in the resolution, proceed to realise the assets of the Club and discharge all debts and liabilities of the Club.

12b. After discharging all debts and liabilities of the Club, the remaining assets shall be given or transferred to some other voluntary organisation having objectives similar to those of the Club and receipts obtained.

12c. On completion of all financial and administrative requirements the financial records appertaining to the dissolution and relevant account documentation shall be deposited in the manner required by Government legislation at that time.


(10 April 2008)


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