Ashburton Photographic Society

THE ASHBURTON PHOTOGRAPHIC

SOCIETY (Incorporated)

RULES

NAME

1. THE name of the Society shall be "The Ashburton Photographic Society Incorporated."

OBJECTS

2. THE Objects of the Society shall be:-

(a) To manage the property, assets, rights and obligations of the existing Ashburton Photographic Society Incorporated.

(b) To promote the enjoyment, mastery and advancement of the photographic science and art in all its applications and in particular by organising lectures, demonstrations and tuition.

(c) To encourage and facilitate friendship, co-operation and the exchange of information and ideas on photography amongst the members of the Society and elsewhere.

(d) To hold and/or promote competitions, exhibitions and salons of images in colour and monochrome whether within the Society or otherwise.

(e) To be a member of The Photographic Society of New Zealand (Incorporated) or any other National Guild or Society (whether incorporated or not) whose objects are

altogether or in part similar to those of the Society and to procure from and communicate to such Society all such information as may be likely to promote common objects and interests.

(f) To purchase, hold, administer, take or lease, improve, hire or otherwise acquire and dispose of, let or lease real personal property in any manner whatsoever as the Society may deem necessary or expedient for the purpose of attaining the objects of the Society or any of them and promoting the interest of the Society or its members.

(g) To borrow and raise money and to secure the repayment thereof by debentures or bonds payable to bearer or otherwise and either secured or unsecured by mortgage or charge on all or part of the property of the Society or by Bills of Exchange or Promissory Notes or other obligations or Securities or in such manner as the Society may determine.

(h) To engage in any or all such lawful activities which may be conducive or incidental to the attainment of the objects of the Society.

(i) To make such Rules and By-Laws as may be necessary for the regulation of the Society for its competitions and for the good conduct of the Society.

MEMBERS

3. THE member of the Society shall be such persons as the Committee by the requisite majority of votes shall admit to membership and are of the following classes:-

(i) Ordinary Members

(ii) Junior Members

(iii) Honorary Life Members

(iv) Honorary Members.

The classes of membership are defined as follows:-

(a) ORDINARY MEMBERS: Any person of good standing who is interested in photography and who shall have met the requirements of the rules and by-laws and paid the required entrance fees and subscriptions may become an ordinary member. Ordinary members shall have the use and enjoyment in common with other entitled members of the property facilities, amenities, rights and privileges of the Society.

(b) JUNIOR MEMBERS, Any person of good standing under the age of eighteen years who is interested in photography and who shall have met the requirements of the rules and by-laws and paid the necessary entrance fees and subscriptions may become a Junior member, Such members shall have all the rights and privileges of Ordinary members except (i) nominating officers (ii) voting (iii) any right or claim upon property of the club. They shall have the right to become Ordinary members on reaching the age of eighteen years and paying the subscription of an Ordinary members.

(c) HONORARY LIFE MEMBERS: Any person whether resident in New Zealand or overseas who has rendered distinguish service to the Society or to Photography may be granted Honorary Life Membership by the Society in General Meeting. Such members shall not be required to pay an entrance fee or subscription and shall enjoy all the rights and privileges of Ordinary members and may hold office on the Council of the Society.

(d) HONORARY MEMBERS: Any person from overseas or elsewhere to whom the Committee may wish to extend the privilege of membership for a period not exceeding six months may be elected an Honorary Member. Such members shall not be required to pay an entrance fee or subscription and shall possess all the privileges of Ordinary Members except those of nominating Officers, holding office and voting. They may become Ordinary Members when they have met the requirements of the Rules and by-laws and paid their entrance fees and subscriptions.

APPLICATION FOR MEMBERSHIP

4. (a) Candidates for membership shall make application in writing on the prescribed form and such application shall be deemed to be agreement to accept and abide by the Rules and By-laws of the Society made or to be made. Applications for membership shall be notified to the Committee in writing by the Secretary, candidates shall be deemed to be admitted only if supported by a majority of the Committee.

(b) The Committee shall have power to refuse applications and may not be called upon to give any reason for such refusal.

Applicants shall be notified by the Secretary of their acceptance or rejection and in the case of rejection applicants may appeal in writing to the Committee. Every member shall be supplied with a copy of the Rules and By-Laws and every member shall be bound by the Rules and By-Laws.

RESIGNATION

5. A MEMBER desiring to retire from the Society shall give notice in writing to the Secretary and shall satisfy all arrears of subscriptions and any other amounts due to the Society and shall pay the subscription for the current year as the case may be unless the Committee dispense with such payment or part thereof. No refund of subscription may be made on the resignation of a member. On resignation or expulsion a member shall return all Society property in his possession. Termination of membership whether by resignation or expulsion shall operate to relieve all right, interest or title of any member to property, assets and privileges of the Society.

EXPULSION

6. THE Committee shall have power if at any time it shall be of the opinion that the interests of the Society so require to invite in writing any member to withdraw from the Society within such time as may be specified in the letter. The members whose expulsion is so desired may appeal in writing to the Committee offering any such explanation as he/she may wish. In the event of two thirds of the Committee voting for his/her expulsion such member shall there upon cease to be a member of the Society and the Committee cannot be called upon to give any reason for its decision which shall be final.

SUBSCRIPTIONS AND LEVIES

7. (a) ANNUAL subscriptions and entrance fees shall be determined at the Annual General Meeting and shall become payable on the first day of the Financial year.

(a) THE Society at the Annual General Meeting or any Extraordinary General Meeting shall have power to impose upon the ordinary members of the Society a levy not exceeding the sum of $1 for each member in each financial year and subject to the provisions of the next paragraph such levy shall be payable in such manner as the Society may determine.

Fourteen days notice of any meeting of the Society for the purpose of imposing any such levy shall be given to all members of the Society liable for payment thereof and if the general meeting approves such levy or approves it at a reduced amount then the levy shall be due and payable at the expiry of ten days from the holding of such meeting.

OFFICERS

8. (a) THE OFFICERS of the Society shall consist of:-

(i) A President whose position shall be honorary.

(ii) An immediate past President

(iii) A Vice President whose position shall be honorary.

(iv) A Secretary who may be paid an honorarium.

(v) A Treasurer (whose office may be combined with that of Secretary) who may be paid an honorarium.

(vi) Up to Eight Committee members whose position shall be honorary.

(b) THE PRESIDENT shall carry out all normal duties appertaining to that office. He/she shall preside at all meetings of the Committee and at Ordinary, Extraordinary General and Annual General Meetings of the Society and regulate the proceedings. He/she shall when properly authorised by the Committee or the Society sign all written contracts of obligations of the Society.

(c) IMMEDIATE PAST PRESIDENT. On his retirement from office the President shall ex officio succeed to the office of Immediate Past President and shall hold office until the next President retires. He/she shall have all the power and responsibilities of the other Committee members but may not hold any other position of the Committee. On the succession of a new Immediate Past Present he/she shall be eligible for election to any office on the Committee.

(d) VICE PRESIDENT. The Vice President shall preside at meetings of the Committee and at Annual General, Extraordinary General, and Ordinary Meetings

of the Society at which the President is not present.

(e) SECRETARY. Shall be responsible to the Committee for the Minutes of all meetings of the Committee and the Society and for conducting the business and correspondence of the society and for the carrying out such other duties as the Council may from time to time direct. The Secretary shall keep a register of members as required by statute. In the event of the death, resignation, removal from office or inability through illness, or any other causes of the Secretary to carry out his/her duties the Committee may appoint a DEPUTY SECRETARY to act as Secretary.

(f) TREASURER. The Treasurer shall be responsible for all moneys received by the Society and the payment of such sums as may be ordered by the Committee. He/she shall keep property books of account of all such receipts and payments and render such statements to the Committee as they may require. All moneys received on behalf of the Society shall be paid into the Society's Bank account. In the event of the death, resignation, removal from office or inability through illness or any other causes of the Treasurer to carry out his/her duties the Committee may appoint a DEPUTY TREASURER to act as Treasurer. The Treasurer shall prepare theAnnual Accounts and Balance Sheet before the Annual General Meeting and distribute a copy to each member entitled to receive one at the Annual General Meeting. He/she shall render the Registrar of Incorporated Societies such returns as are required by Statute.

(g) COMMITTEE. The Committee Members should attend all meetings of Committee and carry out such duties as are required of them by the Rules and By-Laws. They shall undertake the organisation of some section of the Society's functions and activities.

(h) Any officer may be removed from office by the Committee for failure to carry out such duties as are set out in these Rules and the By-Laws or are required of him/her by the Committee from time to time.

(i) The Committee shall have power to appoint such additional officers as it deems necessary to ensure the efficient functioning of the Society. Such additional officers shall not necessarily be members of the Committee and may be paid an honorarium.

ELECTION OF OFFICERS

9. (a) ELECTION OF OFFICERS. The election of officers shall be by ballot at the Annual General Meeting. Such officers shall retire annually but may except as provided otherwise in the Rules offer themselves for re-election. No member may be elected to the Committee who is unfinancial and any officer who becomes unfinancial during his/her term of office shall cease to hold office on the expiry of fourteen days of his/her becoming unfinancial.

(b) NOMINATIONS. Each member who is entitled to vote at the Annual General Meeting may nominate one member for each office and up to eight Committee members. All nominations shall be in writing and must be signed.

(i) By the nominee agreeing to accept office and to carry out the duties of the office for which he/she is nominated and

(ii) By two financial members entitled to vote.

MANAGEMENT

10. (a) COMMITTEE. The governing body of the Society for the general guidance of its operations and the transaction of its official business shall be the Committee which shall be comprised of the officers set out in Rule 8.

(b) THE Committee shall direct, conduct and control the affairs and exercise the powers of the Society as set out in Rule 2 and shall exercise a general supervision over the property of the Society where applicable. It shall keep insured against burglary loss, or damage by fire the whole of the insurable assets of the Society and insure against any other risks as may be prudent. It shall make all purchases and order such repair to the Society's property and assets as are deemed necessary.

(i) The carrying out and enforcing of these Rules so long as they are not repugnant in the Act or the Rules and from time to time alter, repeal or make such new By-Laws as it deems necessary.

(ii) The general management of the Society.

(iii) The general conduct of the Society's affairs functions and activities.

All such By-Laws shall be binding on every officer and member of the Society until set aside or amended by the Society.

PROPERTY

11. THE property and effects of the Society shall be vested in the Society and the funds of the Society shall be controlled by the Committee and shall be utilised in accordance with the objects of the Society and for payment such charges as may be incurred in its administration. All moneys shall be received by the Honorary Treasurer and paid into a Bank as directed by the Committee in the name of the Society. All cheques shall be signed by the Treasurer and either the President or Secretary authorised by the Committee to do so, two to sign jointly. The funds and property of the Society from whatever source derived shall be applied solely towards the promotion of the objects of the society set out in these rules and no portion of the funds shall be paid or transferred directly or indirectly by way of dividend bonus or otherwise to members of the Society. No member shall derive pecuniary gain from any of the property or operations of the Society, "Pecuniary Gain" does not include the winning of trophies and/or prizes. Members can retain prize money awarded by the Society. Notwithstanding any of the foregoing provisions the Committee of the Society shall have power to vote an honorarium to the Honorary Secretary, the Honorary Treasurer or other Officers of the Society in appreciation of their services for the past year or to reimburse them for any expenses incurred in carrying out the business of the Society provided such business was carried out with the prior sanction of the Committee.

REGISTERED OFFICE

12. THE registered office of the Society shall be at the address of the Secretary or at any such place as may from time to time be determined. Due notice of the location of the registered office or any change thereof shall be given to the Registrar of Incorporated Societies, all members, affiliated Clubs, Societies and Guilds upon the incorporation of the Society and within 14 days of any change thereof.

SEAL

THECommon Seal of the society shall be kept in the custody of the Secretary who shall affix it to such documents as the Committee may from time to time direct. The affixing of the Seal shall be attested by any two members of the Committee and the Secretary.

MEETINGS

14. MEETINGS shall be held as follows:

(a) COMMITTEE MEETINGS: Meetings of the Committee shall be held at least once every two months.

(b) ANNUAL GENERAL MEETING: The Annual General Meeting of the Society at which only financial members entitled to vote shall be present shall be held within three months of the end of the financial year. At this meeting the President shall present a Report of the Society's activities and proceedings for the year, the accounts of the Treasurer and such other reports as may be required by the by-laws. There shall also be held the ballot for the election of Officers.

(c) EXTRAORDINARY GENERAL MEETINGS: Extraordinary General Meetings of the Society may be convened by the Committee from time to time as it deems necessary. In addition the Committee shall convene within twenty-eight days an Extraordinary General Meeting upon a requisition by members to that effect being lodged with the Secretary. Such requisition must be signed by not less than ten financial members entitled to vote and state the purpose for which the meeting is to be convened.

(d) ORDINARY MEETINGS: Ordinary meetings for reading communications and for other business connected with the objects of the Society shall be held at such time and places as the Committee may decide.

(e) NOTICES OF MEETINGS: Notices of Annual General and Extraordinary General Meetings of the Society shall be by letter to the last recorded address of members twenty-eight days prior to the date for which the meeting is called. It shall be the responsibility of members to advise the Secretary of any changes of address and all notices to members shall be deemed to be duly served on the day but two following the day of posting.

(f) QUORUM: Five members of the Committee shall constitute a quorum for any meeting of the Committee and ten members at any meeting of the Society.

(g) ALL resolutions before meetings of the Society shall be decided on voices and the ruling of the Chairman shall be final unless three members call for a ballot in which case it shall be decided by that method. A bare majority shall suffice for each resolution except where provided otherwise in these Rules. In the case of equal voting the Chairman shall exercise a casting vote in addition to his deliberative vote.

(h) RULES OF DEBATE: In all proceedings of the Society the Parliamentary Rules of Debate shall apply except where such rules are inconsistent with the Rules and by-laws of the Society.

FINANCE

15. (a) LEVIES AND SUBSCRIPTIONS. All levies, entrance fees and membership subscriptions shall be determined at the Annual General Meeting and notified to all members.

(b) PAYMENT OF LEVIES AND SUBSCRIPTIONS. The yearly payment of membership subscriptions shall fall due on the first day of each financial year. Any member whose subscription is not paid by the 31st of March shall be deemed unfinancial and having been advised of this but still remaining unfinancial at the end of a further month shall cease to be a member but shall nevertheless still remain liable for fees up to the date of ceasing to be a member. On payment of arrears of fees he/she may be re-elected a member. The subscription excluding entrance fees on a new member elected after the expiration of half of the subscription for the full year. Any member who resigns from or is expelled from the Society shall not be entitled to any refund of any levy or fees or subscription or any part thereof.

ALTERATION TO RULES

16. ALTERATIONS to rules. These rules or any of them may be altered, added to or rescinded by resolution of the members present at any Annual General or Extraordinary General Meeting of the Society provided that any member desirous of moving such resolution shall notify the Secretary in writing of his intention to move such a motion at least two months before the date on which the meeting is to be held and the Secretary shall have given all members entitled to vote one months notice of such proposed alterations and provided such resolution shall be deemed passed only if carried by at least a two thirds majority of those present and entitled to vote.

DISPOSAL OF ASSETS

17. DISPOSAL OF ASSETS. If any property remains after the winding up or dissolution of the organisation and the settlement of all the organisation's debts and liabilities, that property must be given or transferred to another organisation that is Charitable under New Zealand law and has purposes similar to those of the organisation being wound up.

DATE OF OPERATION

18. DATE OF OPERATION. These Rules shall operate and be in force from the date of Registration with the Incorporated Society.

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INCORPORATED at Christchurch, on 5th March 1963