Assabet Valley Camera Club

The officers of the Club shall be a President and/or Co-President, a Vice President and/or Co-Vice President, a Secretary and/or Co-Secretary, and a Treasurer and/or Co-Treasurer.

3.1.1 Any officer position within the Club may be a shared position. Prior to the June election of officers, candidates may choose to have a co-officer share the position by submitting their names as a team to the Nomination Committee. Members who submit only their name will run for the single position. Note: Wherever the words President, Vice President, Treasurer and Secretary appear in the bylaws, the language also applies to the shared positions of co-officers.

3.1.2 To be elected to the positions of President/Co-President, Vice President/Co-Vice President, or Treasurer/Co-Treasurer, candidates must have been a member of the club for not less than two (2) camera club years. The position of Secretary/Co-Secretary may be filled by a candidate who has been a club member for a period of not less than one (1) club year. The official camera club year begins September 1st and ends August 31st.

3.2 Executive Board

The Executive Board shall consist of the elected officers of President, Vice President, Secretary, and Treasurer.

3.3 Committee Chair

Chairperson of a committee who is appointed by the President, or volunteers to be chair of a committee, and confirmed by the President.

3.4 Executive Committee

The Executive Committee shall consist of members of the Executive Board, and the Committee Chairs, and shall be responsible for the general operation of the Club, and will be chaired by the President.

3.5 Members in Good Standing

Members in Good Standing are individuals who have met all their obligations to the club as listed under Articles 4 and 5.

3.6 Life Members

Life Members are individuals that have been long standing members of the club, have made substantial contributions to the club through their service and have been nominated and approved by a 2/3’s vote of the Executive Committee for this honor.

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Article 4 - Membership

4.1 Application

Any individual interested in photography may make application for membership in the Club without discrimination as to race, color, national origin, religion, sex, age or disability. Application for membership may be made to any officer of the Club, who will forward it to the Treasurer. The annual dues are payable to the club at the time of application for membership.

4.2 Membership privileges

Receive Club newsletters and bulletins.

Compete in Club sponsored competitions.

Run for and hold Club offices.

Chair and/or serve on Club committees.

Participate in Club sponsored activities such as field trips and workshops.

Have a voice in making Club decisions.

4.3 Member Dues Payments

Any member whose dues have not been paid on or before the first meeting in October shall lose all membership privileges until such dues are paid in full.

It will be the duty of the Treasurer to maintain a current membership list and inform the Executive Committee of any members in arrears on their dues.

Article 5 - Dues

The annual dues for the Club will be determined by a majority vote, provided there is a quorum of at least 2/3 members of the Executive Committee. The dues will cover membership from September 1 until August 31. A separate rate for dues will be set for individuals and families, a family being defined as a group of members residing in the same household. The Executive Committee may also set dues for members who join the Club after January 1st at a pro rated discount. The President and Co-President during their term of office and Life Members are exempt from paying dues.

Article 6 - Meetings

Regular meetings will be held on the first and third Wednesday of the month, from September through May. The Executive Committee may change the meeting date for any particular month if it conflicts with a holiday or for some other significant reason. An end- of-the-year meeting held on the first Wednesday in June will be the annual meeting for the election of officers for the next Club year. Special meetings may be called by the President, the Executive Committee or by request by any member of the Club for any purposes in the Club's interest.

Article 7 - Officers

7.1 Officer Terms

Officer terms shall run July 1 through June 30^th, with the exception of the out-going Treasurer, whose term will overlap with the new Treasurer until the financial account is reconciled and presented to the in-coming Treasurer following the Annual Meeting.

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7.2 Duties of the President

The President shall:

7.2.1 Preside at all meetings of the Club and of the Executive Committee.

7.2.2 Appoint members of the Club to chair any special committees or specific assignments.

7.2.3 Assume active leadership in the Club with help from the other Officers to direct and create Club policies and procedures.

7.2.4 Sign any official document pertinent to the Club's business and affairs.

7.3 Duties of the Vice-President

The Vice-President shall:

7.3.1 Assume the responsibilities of the President in his/her absence.

7.3.2 Become familiar with the duties of the President.

7.4 Duties of the Treasurer

The Treasurer shall:

7.4.1 Have custody of all the funds belonging to the Club, disperse funds in accordance with budgeted authorization, and deposit funds in the name of the Assabet Valley Camera Club, in any appropriate financial institution legally authorized to do banking and/or investment business in Massachusetts, and approved by the Executive Board.

7.4.1.2 A minimum of two Executive Board Members’ names shall be on the account: the President and Treasurer. Both shall have equal access to write checks, view the account information and transactions.

7.4.2 Prepare an annual proposed budget, and present it to the Executive Committee for approval or amendments prior to the start of the Club’s September meeting.

7.4.3 Collect, receive, record and have charge of the Club's dues and other income.

7.4.4 Maintain the Club's membership list

7.4.5 Draw checks of the Club's funds to pay bills authorized by the Executive Committee. Accounts and records must be maintained accurate and up-to-date at all times, and be made immediately available for review. Be able to provide copies of canceled checks as soon as they are cashed for grant validation or other purposes.

7.4.6 The Treasurer shall maintain hard copy records of payments made to or from the checking account in the form of a check register or equal documentation.

7.4.7 The Treasurer shall make all payments via hard copy checks only, that shall provide visible evidence of those checks having been cashed (e-checks are not to be issued).

7.4.7.1 Deviation from this language can only be done by a majority vote of the Executive Committee.

7.4.8 Inform the Executive Committee of any members in arrears on their dues, of new members, or members who have resigned from the Club.

7.4.9 Provide written financial reports at least one week prior to Executive Committee meetings.

7.4.10 Prepare an annual report for the Executive Committee at least one week prior to the summer Executive Committee meeting, to be included by the Secretary in the permanent records of the Club.

7.4.11 The President may appoint a member in good standing to act as Assistant Treasurer, subject to the approval of the Executive Board. At the request of the Treasurer, or in the case of the Treasurer’s absence or inability to act, the Assistant Treasurer shall perform the duties of the Treasurer and, when so acting, shall have all the powers of, and be subject to all the restrictions upon, the Treasurer.

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7.5 Duties of the Secretary

The Secretary shall:

7.5.1 Keep minutes of all regular Club, special or Executive Committee meetings at which business is conducted.

7.5.2 Keep a record of the annual Club competition winners, awards, etc.

7.5.3 Send out notices and conduct correspondence of the Club as required by the President.

7.5.4 Prepare ballots for the annual elections and be responsible for communicating the results to the members.

7.6 Duties of the Committee Chairs

The Committee Chairs shall:

7.6.1 Serve as Chairperson of the major committees or be in charge of specified functions.

7.6.2 Keep the Executive Board informed on committee matters.

Article 8 - Committees

The various club activities shall be coordinated by committees. Each committee shall have a Committee Chair appointed by the President or as a volunteer and confirmed by the president. The Committee Chair is responsible to appoint or solicit volunteers to assist on a particular committee.

Since the club operates on a volunteer-member basis where committee positions are fluid, in order to address the ongoing needs of the club, it is suggested that the club adopt an addendum to the bylaws that would reflect the various club committees and responsibilities.

Should there be a need to update and/or revise the Committee Addendum, such changes to the document will go before an Executive Committee meeting to be approved by a 2/3's vote of the members in attendance.

Committee Chairs will become familiar with any procedures, rules and regulations pertaining to said committees. These procedures, rules and regulations will be made available by the Club Officers and the Committee Chairs.

8.1 Executive Committee

8.1.1 The Executive Committee shall consist of the Club Officers and the standing Committee Chairs, and shall be responsible for the general operation of the Club, and will be chaired by the President.

8.1.2 The Executive Committee shall meet at least:

· In January to review finances and determine Club policies. Etc.

· In May to determine competition subjects for the following Club year, solicit program ideas, etc.

· During the summer months to review previous year’s finances and set budget for upcoming year, etc.

8.1.3 Any new policies or changes in old policies must be approved by a 2/3 vote of the Executive Committee members in attendance.

Article 9 – Vacancies

If the Presidency should become vacant for any reason then the Vice-President shall resume responsibility for the remaining Club calendar year. If any other office shall become vacant for any reason, the position shall be filled by appointment by the President or the Executive Committee for the remaining Club calendar year.

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Article 10 - Amendments

The Club Bylaws may be amended by a ¾ affirmative vote with a quorum of at least 51% of the members in good standing and present at the meeting when the vote is held. Due notice shall be given to all members, at least 14 days in advance to said meeting, stating the proposed amendment(s).

Article 11 - Loss of Rights and Privileges

If a member has an issue, that member shall approach the President or Vice-President to express their concern. The Executive Committee will meet within 14 days, if feasible, but no later than 30 days, to resolve the issue.

11.1 Threatening Behavior and/or Hardships for the Club

11.1.1 Anyone who exhibits threatening behavior, either verbal or physical, during any club function will be promptly asked by the President or Vice President to leave the function.

11.1.2 If any Executive Officer, Committee Chair, or Member creates hardship for the Club by acting in an unruly, distractive, disruptive or abusive manner at any Meeting, club event or function, or fails to comply with all bylaws of the Club, then that individual may forfeit their Rights and Privileges as defined in Article 4, Section 4.2 of these Bylaws. This forfeiture of Rights and Privileges may be in the form of expulsion from the Club.

11.2 Forfeiture of Rights and Privileges

Forfeiture of these Rights and Privileges will be determined at a Special Meeting. The President will call this Special Meeting within 30 days of the alleged offense(s). A quorum of at least 2/3 of the Executive Committee, and Club Members shall be present along with the Member in Question and, if necessary, any other Members who can supply additional facts. The event(s) will be discussed in an open forum by all parties where it will be determined if the Member in Question violated any bylaw(s). Upon deliberation by the Executive Committee, and Club Members a decision will be determined by a majority vote, consisting of at least 3/4 of the Executive Committee, and Club Members at attendance to whether to expel or not to expel the Member in Question.

11.3 Expulsion

If a member is expelled from the Club, he/she may not reapply for admittance into the Club at any time. The expelled member may not seek the full or pro-rated refund of their membership fees.

Article 12 – In-Club and Interclub Competitions

12.1 In Club Competitions - Nude Images

Nude images shall be allowed into club competition, with the stipulation that before the image is viewed, either the projectionist or announcer will state that the next image is of a nude nature, or that the club will have an image right before the nude slide stating that the next image is of a nude nature. Other stipulations include that the image must be tasteful (i.e.: no crotch shots).

12.2 Interclub Competitions

Assabet Valley Camera Club participates in interclub competitions that are open to all members of the Club. Any expenses related to an interclub competition must be approved by the Executive Board prior to participation. A chairperson will be responsible for following the regulations set forth by the interclub competition and will report back to the Executive Board and the General Membership regarding the timelines and rules of the competition as well as being responsible for the selection of entries, collection of submittals, and safe return of any printed images.

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Article 13 – Club Finances

13.1 Budget Approval

In accordance with Section 7.4, the Treasurer shall submit a budget to the Executive Committee for approval prior to the first Club meeting in September. The Executive Committee shall review the budget and amend as necessary. This approved budget shall define the basic authorized spending for the upcoming club year.

13.2 Budget Expenditures Not Previously Approved or Listed in Budget

For all expenditures not previously approved by the Executive Committee and listed in the budget:

13.2.1 Expenditures under $250.00 dollars not to exceed $750.00 in a club year shall be approved by the Executive Board prior to expenditures being made.

13.2.2 Expenditures over $250.00 dollars or in excess of $750.00 in a club year shall be approved by the Executive Committee and vote of the membership present at a regular meeting prior to the expenditures being made.

13.3 Payment of Bills

In accordance Section 7.4, the Treasurer shall withdraw checks or other instruments of the Club's funds to pay bills authorized by the Executive Committee.

13.4 In-Memoriam Donations

Any in-memoriam funds donated to the Club shall be approved by the Executive Committee and allocated for special purposes. These funds shall not be used to supplement and/or supplant regular club expenditures and/or operations.

13.5 Financial Accounts Review

Whenever the person occupying the position of Treasure changes, or if a question regarding finances arises that required investigation, the financial accounts and records shall be reviewed by three members of the Club appointed by the President.

Article 14 - Dissolution of the Club

The club may be dissolved at any regular or special meeting provided written notice has been e-mailed to each member at least ten days in advance of the meeting at which the dissolution is to be considered. A two-thirds affirmative vote of all members in good standing shall be required for dissolution. A quorum for the purpose of dissolution shall consist of two-thirds of the members in good standing of the club. In the event dissolution is voted, all equipment and properties owned by the club shall be converted to cash and, with all other assets of the club, after payment of all debts, shall be transferred to the Hudson Senior Center earmarked for arts and educational programs.

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