Rules and Policies
- Club Rules
- Child & Vunerable Adults Protection Policy
- General Data Protection Regulation Policy
- Grievance and Complaints Policy (Internal)
- The Name of the club shall be Stalybridge Photographic Club (SPC).
- Although SPC remains politically neutral, it is necessary for members to adhere in full to the requirements of any venue facilitating meetings. This includes all allocated venue subscriptions.
- The objects of the Club shall be:
- To promote and encourage all aspects of photography for the benefit of the Club and its members. and the local community.
- To give prizes at. to support. and give exhibitions of photography.
- To promote and advance in every legitimate way the interests of the Club and members of the Club.
- The Club shall consist of honorary members. officers (chairman. secretary. treasurer). a committee and an unlimited number of members.
- The management of the Club shall be in the hands of the committee. consisting of officers (chairman. secretary. treasurer) and at least two. but not more than four other members.
- Candidates for the positions of officer or committee member must be Club members for a minimum of six months prior to election.
- The offices of Chairman. Secretary or Treasurer may not be held by the same person. Officers of the committee can only hold one current post of office.
- For committee meetings. a quorum shall consist of four members of the committee including at least two officers and two non-office holding committee members.
- The officers and members of the committee shall be elected annually but shall be eligible for re-election by nomination.
- Nominations for new officers to be submitted by e-mail to the Secretary at least seven days prior to the Annual General Meeting. Nominee. proposer and seconder to be members of the Club. Permission of the nominee to be obtained prior to submitting.
- Nominations for general committee members may be submitted in writing to the secretary at least seven days prior to the Annual General Meeting.
- A casual vacancy caused by an officer retiring during their term of office may be filled by the committee. The person elected to serve until the next Annual General Meeting.
- The Secretary or Treasurer shall have the power to accept any new members. Any prospective new member who attends four club meetings shall be required to join the Club.
- No person shall be allowed to take part in any meetings. or proceedings of the Club. or to compete for club trophies. or prizes (except in the "open" section of any exhibition or competition if so allowed by the committee( until their subscription. or any sum of money they may owe to the Club has been paid. or at the discretion of three officers of the committee.
- Only persons who are paid up members 30 days prior to a General Meeting may vote at that General Meeting.
- The management of. and the property of the Club shall be vested in the committee. The committee shall also have the power to make or rescind bye-laws and decide upon all matters in dispute not provided for by the rules. and appoint sub-committees for any special purpose.
- The committee meetings shall be called as often as the Chairman and Secretary may deem advisable. seven days notice is to be given of all committee meetings. The Chairman to have the casting vote where necessary. There shall be a minimum of four committee meetings during the club year.
- An account shall be maintained with a Bank in the name of Stalybridge Photographic Club. The committee will decide how many related bank accounts shall be maintained in order to handle the Club's affairs. and all the Club's money will be lodged to one of the accounts. All payments up to £150.00 made by cheque will be signed by the Treasurer and countersigned by either the Chairman or the Secretary; cheques over the sum of £150.00 will be signed by the Chairman. the Secretary and the Treasurer. All payments up to £150.00 made using the Club's debit card will be pre-authorised by the Treasurer and either the Chairman or the Secretary; payments in excess of £150.00 will be pre-authorised by the Chairman. the Secretary and the Treasurer. The Treasurer will send a copy of the bank statement to the Secretary on a monthly basis as a check on all payments made. The Secretary will sign off the copy bank statement and report on this control at the committee meetings. The committee shall have the power to invest monies which they consider surplus to the running of the Club.
- The annual subscription shall be set at an Annual General Meeting.
- Any person who loses or fails to return a cup or trophy belonging to the Club. shall be barred from receiving further cups or trophies for such a period as the committee may decide.
- In the event of the Club ceasing to exist. a General Meeting shall be called to decide on the disposal of the assets. Cups and trophies to be returned to the donor or their heirs or assigns. or to another photographic club for their safe keeping.
- If any conduct of any member shall. in the opinion of the committee of the Club. be injurious or likely to be injurious to the character or interest of the Club. the committee of the Club may. at a meeting. the notice convening which includes as an object the consideration of the conduct of the members. determine that a Special General Meeting of the Club shall be called for the purpose of passing a resolution to expel him or her. Notice of the Special General Meeting shall be sent to the accused member giving particulars of the complaint. and advising him or her of the place. date and hour of the meeting that he or she may attend and offer an explanation. If at that meeting a resolution to expel is passed by a two-thirds majority present and voting. his or her name shall forthwith be erased from the list of members. and he or she may. within two calendar months from the date of such a meeting. appeal to the Club. upon and subject to such conditions as the Club may impose.
- The financial year of the Club shall be for the twelve months commencing on 1st April and ending on the 31st March of the following year and the accounts audited by a person appointed by the members, such an honorary auditor must not be a member of the committee of the Club.
- The subscription year shall be from 1st April to 31st March of the following year. The subscriptions to be paid in full within fourteen days of the commencement of the subscription year. (See rule 2).
- The Annual General Meeting shall be held on the last recognised club meeting in September each year. The Annual General Meeting to be called for the following purposes:
- To receive the reports of the Chairman and Treasurer and attendance of the officers and committee for the proceeding year. The Treasurer is to have available at the meeting the original signed and audited accounts and formal evidence of the Club's assets.
- To elect officers and committee. To discuss any resolution placed on the agenda. for which twenty-one days prior notice has been given to the secretary. No other business will be discussed at the AGM.
- The election of officers and committee at the Annual General Meeting shall be by ballot of those members present at the meeting and require each nominee to receive a majority of eligible voters present in order to be elected. The committee may. at any time (and they shall upon a requisition signed by any six members of the club and specifying the business for which such meeting is required) summon a special General Meeting of the club. If within twenty-one days after the receipt of any such requisition the committee do not summon a General Meeting. the requisitioners or any other six members of the club may do so.
- The rules of the Club shall not be altered except at a General or Special Meeting.
- The club rules. including all approved amendments. shall be published on the Club′s website.
- For wholly new members annual subscriptions to SPC are to be applied on a sliding scale basis reduced according to the next financial quarter to the date where full membership is required.
Amended at Special General Meeting, 3rd February 2020
Child & Vunerable Adults Protection PolicyPrint
Stalybridge Photographic Society (SPC) meets at Stalybridge St. Peter's Cricket Club, Gorse Hall Road, Dukinfield, Cheshire, SK16 5HN. The venue has wheelchair access and there are no stairs.
SPC welcomes anyone with an interest in photography, but stipulates:
- Any person under the age of 18, whether a member or a visito, must be accompanied at all times by a parent or legal guardian when involved in club activities (including outside events under the control of the club). The parent or guardian does not need to be a club member.
- Images of children that are displayed during club events or entered into competitions must have prior permission from the Child's parent or legal guardian. It is the responsibility of the author of the image to adhere to this requirement.
- Images of children may only be shown on the club website if written permission is provided by the parent or guardian.
- No person under the age of 18 or considered to be vulnerable is permitted to be a model during club controlled events.
- When the club is involved in public events where children may be photographed, it is the responsibility of the individual to ensure that they comply with any national and local laws, by-laws or policies that prevail at that time and place.
- Vulnerable adults who normally have the services of a carer must be accompanied by an approved carer at all times during club events. The needs of vulnerable adults will be assessed on a case by case basis by a named club official
Stalybridge Photographic Club General Data Protection Regulation PolicyPrint
- Policy prepared by: Kev Gamwell (Club Secretary)
- Approved by committee on: 25th April 2018
- Policy to become operational on: 25th May 2018
- Next review date: 24th April 2019
Stalybridge Photographic Club (SPC) needs to gather and use certain information about individuals.
The individuals may be members of SPC. visitors to the club such as Judges. Speakers and including potential new members along with other people that SPC has a relationship with or necessity to contact.
This policy describes how personal data will be collected. handled and stored to meet data protection standards and comply with the law.
Why this policy exists
This data protection policy ensures that SPC:
- Complies with the law and follows good practice
- Protects the rights of members and club users
- Be open about how it stores. uses and processes personal data of individuals
- Protects itself from a data breach
1. Data protection principles
SPC is committed to processing data in accordance with its responsibilities under the General Data Protection Regulation (GDPR) (EU) 2016/679.
Article 5 of the GDPR requires that personal data shall be:
- processed lawfully, fairly and in a transparent manner in relation to individuals;
- collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;
- adequate. relevant and limited to what is necessary in relation to the purposes for which they are processed;
- accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that is inaccurate, having regard to the purposes for which it is processed, is erased or rectified without delay;
- kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data is processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and
- processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.
2. General provisions
- This policy applies to all personal data processed by SPC.
- The Responsible Persons shall take responsibility for SPC's ongoing compliance with this policy.
- This policy shall be reviewed at least annually.
- SPC is understood to be exempt from registering with the Information Commissioner's Office as a non-profit organisation that processes personal data. (Organisations or individuals who only process personal data for judicial functions, to maintain a public register or for domestic or recreational reasons are exempt.)
3. Lawful, fair and transparent processing
- To ensure its processing of data is lawful, fair and transparent, SPC shall maintain a Register of Systems.
- The Register of Systems shall be reviewed at least annually.
- Individuals have the right to access their personal data and any such requests made to SPC shall be dealt with in a timely manner.
4. Lawful purposes
- All data processed by SPC must be done on one of the following lawful bases: consent, contract, legal obligation, vital interests, public task or legitimate interests.
- SPC shall note the appropriate lawful basis in the Register of Systems.
- Where consent is relied upon as a lawful basis for processing data, evidence of opt-in explicit consent shall be kept with the personal data.
- Where communications are sent to individuals based on their consent, the option for the individual to revoke their consent should be clearly available and systems should be in place to ensure such revocation is reflected accurately in SPC's systems.
5. Data minimisation
- SPC will ensure that all personal data is adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.
- SPC will issue weekly email newsletters and other group emails to members or individuals in order to assist in the running and management of the club and club events. Members have the right to unsubscribe from these emails at any time.
- SPC will never sell or exchange members personal data to any third party for the purpose of any marketing or profiteering.
- SPC will only collect names and addresses (physical and email) for club management purposes including an historical record for club archives.
- SPC members who submit images to club competitions and affiliated competitions e.g. battles or federation competitions will be responsible for the metadata held within those images.
- SPC utilises a website (static) to serve the club membership and any other community interest. The website does not collect any personal data. The hosting company (34sp) is GDPR compliant.
- SPC also uses the social media platform Facebook (The Official Stalybridge Photographic Club). The Facebook group is a closed group accessible only to fully paid up members of the club. Facebook is fully compliant with GDPR. No other social media platforms are used by SPC. SPC disassociates itself with any similar named groups on any other platforms.
- All data held by SPC will be kept on two password protected portable hard drives which will be held by two Officers of the Club. All data will be regularly backed up to ensure the content is up to date. Each of the hard drives will be kept at separate locations in order to maintain a level of security.
- SPC shall take reasonable steps to ensure personal data is accurate.
- Where necessary for the lawful basis on which data is processed. steps shall be put in place to ensure that personal data is kept up to date.
- To ensure that personal data is kept for no longer than necessary, SPC shall put in place an archiving policy for each area in which personal data is processed and review this process annually.
- The archiving policy shall consider what data should/must be retained, for how long, and why.
- SPC shall ensure that personal data is stored securely using modern software that is kept up-to-date.
- Access to personal data shall be limited to personnel who need access and appropriate security should be in place to avoid unauthorised sharing of information.
- When personal data is deleted this should be done safely and such that the data is irrecoverable.
- Appropriate back-up and disaster recovery solutions shall be in place.
In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data, SPC shall promptly assess the risk to people's rights and freedoms and if appropriate report this breach to the ICO.
Stalybridge Photographic Club
Grievance and Complaints Policy (Internal)Print
Stalybridge Photographic Club (hereafter referred to as SPC) will identify a complaint as an expression of dissatisfaction with either the conduct of SPC, the Committee or its members.
Whenever possible SPC will seek to resolve complaints informally at the time.
It is intended that grievance/complaints procedure should be easily accessible, that all complaints are fully and fairly investigated, and that the complaints process should provide an effective response and appropriate redress. Any punitive measures must be proportionate to the grievance/complaint.
A grievance/complaint may be made by any member of SPC. That member must be the aggrieved. Third party submissions will not be accepted.
The grievance must be made as soon as practicable after the incident in question and in any case within seven days of the event and must be submitted in writing (paper or email) addressed to the SPC secretary or any other elected committee member. The written complaint must give a full account of the event which is subject of the complaint.
The grievance/complaint will be classed as minor/major. This decision will be made by the committee.
Minor grievances/complaints will be dealt with informally by committee agreement and the complainant will be informed of the resolution at the earliest opportunity. There is no appeal with regard to minor grievances/complaints. The committee's decision is final.
Major grievances/complaints will be dealt with by initial informal procedure, being followed up by a special committee meeting called to fully discuss the issue in full, having regard to any impact on the complainant or SPC. The complainant will be informed at the earliest opportunity of the committee's decision. Should the complainant wish to appeal the committee's decision, a notice of appeal must be made in writing (or email). The appeal will be held with the committee and the complainant where reasoning from both sides will be heard. An ordinary SPC member (accepted by both sides) will be requested to observe only to ensure fairness is maintained. The committee will then issue the resolution which will be full and final.