Committee Structure

Chairman: Stephen Ward
Vice Chairman : Richard Ludlow
Secretary : Susan Hancock
Programme Co-ordinator : Pam Kewin
Competition & external Judges : Stephen Ward
Treasurer : Allan Coleman
External Events : Susan Hancock
Club meetings : Susan Hancock & Pam Kewin
Membership : Lyn Ibbittson-Elks
Website Co-ordinator : Troy Doherty
News letter & PR : Paul Lynsley

Competition Rules

  • Image size 2Mb or smaller;
  • 1900 x 1200 pixels;
  • all your own work (unless you mention it beforehand such as the use of templates);
  • no older than 1 year but the emphasis is on the last 3 months (the idea is not for members to keep churning out their back catalogue);
  • Jpeg format
  • Posted to the Competition Co-ordinator via email or via drop box by Sunday before the competition evening

Club Constitution

1.1 The club shall be called Swaffham Camera Club, hereafter to be referred to as “the Club” and shall be affiliated to such other organisations as deemed appropriate by the Club committee.
2.1 To foster and promote the pastime of photography at all levels, providing opportunities for recreation, outside visits and competitions.
3.1 Membership of the Club shall be open to any person, who is over the age of 18 years old, completing a membership application form and paying the relevant subscription/joining fee as determined by the Annual General Meeting of the Club members.
3.2 The following classes of membership are available:
3.2.1 Full Member – Pays full annual fee
3.2.2 Temporary Visitor Member – Pays reduced fee for individual meetings
4.1 The officers of the Club shall be as follows:
4.1.1 Chairperson
4.1.2 Treasurer
4.1.3 Competition Secretary & Training Co-ordinator
4.1.4 Communications & Publicity
4.1.5 Events Co-ordinator
4.1.6 Secretary
4.2 The officers of the Club shall have the power to appoint an honorary non-executive president should they wish to do so.
5.1 All officers shall be elected at the Annual General Meeting of the Club, from and by, the full members of the Club.
5.2 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.
6.1 The affairs of the Club shall be controlled by the general committee comprising the officers of the Club and a number of other members elected from, and by, the full members of the Club. Such number, if any, to be decided by the officers of the Club. The general committee shall meet at agreed intervals and not less than three times per year. It may appoint sub-committees.
6.2 The duties of the General Committee shall be:
6.2.1 To control the affairs of the Club on behalf of the members
6.2.2 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 audited before every Annual General Meeting.
6.2.3 The Club shall maintain a bank current account and the following officers shall be authorised to sign Club cheques; any two of the following officers from The Chairperson, Treasurer and Committee Member. Where two officers are related then one of those officers is excluded from signing the Club’s cheques.
6.2.4 To co-opt additional members to the committee as the committee feels necessary. Co-opted members shall not be entitled to a vote on the committee, unless they have been co-opted to replace a member who has deceased or resigned. They shall hold office until the next Annual General Meeting.
6.2.5 To make decisions on the basis of a simple majority vote. In the case of a tied vote the chairperson shall be entitled to an additional casting vote.
7.1 The annual general meeting of the Club shall be held not later than the end of March each year. Twenty eight clear days notice shall be given to members of the annual general meeting either by announcement at the previous monthly meeting or by e-mail where appropriate or by post to their home address. Members must advise the secretary in writing of any business to be moved at the annual general meeting at least 14 days before a meeting. The Secretary shall circulate or give notice of the agenda for the meeting to members not less than 7 days before the meeting.
7.2 The business of the annual general meeting shall be to:
7.2.1 Confirm the minutes of the previous Annual General Meeting and any other general meetings.
7.2.2 Receive the audited accounts.
7.2.3 Receive the annual report of the Treasurer.
7.2.4 Elect an auditor.
7.2.5 Elect the officers of the Club (i.e. Chairperson, Secretary, Treasurer and other general committee members).
7.2.6 Fix Club subscription rates. Any member who has not paid their subscription by the default date as the committee prescribes may at the discretion of the committee be deemed to have resigned.
7.2.7 Transact such other business received in writing by the Secretary from members no later than 14 days prior to the meeting and included on the agenda.
7.2.8 Such other business except business for which a special general meeting is required (e.g. expulsion, dissolution, or changes to the constitution) as by common consent of the meeting the Chairperson in his/her discretion admits.
7.3 Special general meeting may be convened by the general committee or on receipt by the Secretary of a request in writing from 5 or more full members of the Club. At least 21 days notice of the meeting shall be given. The business to be considered at the meeting shall be specified in the notice convening the business.
7.4 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 full members and must be seconded by another full member. In the absence of nominations prior to the meeting nominations may be taken from the floor. All nominations shall have the consent of the nominee.
7.5 At all general meetings the chair will be taken by the Chairperson, or in their absence, by a deputy appointed by the Club or by a full member attending the meeting.
7.6 Decisions made at a general meeting shall be by a simple majority of votes cast from those full members attending the meeting. In the event of equal votes, the Chairperson shall be entitled to an additional casting vote or alternatively in his/her discretion he/she may direct a written poll.
Abstentions shall be recorded but shall not count as a vote.
7.7 A quorum for a general meeting shall be 30% of the total membership but must include two officers of the Club being any two from the Chairperson, Secretary, Treasurer, Competition Secretary & Training Co-ordinator, Communications & Publicity, or Events Co-ordinator.
7.8 Each full member of the Club shall be entitled to one vote on any separate issue at the general meeting.
8.1 A member who is found by a vote carried at a special general meeting called in accordance with clause 7.3 to have behaved in a manner likely to bring the Club into dispute or cause substantial prejudice to it, may be expelled from the club provided that:
a) The resolution is approved by 80% of the attending voters. b)  This is the only business at the meeting. c)   Before putting the motion to the vote the member shall have a full opportunity to address the meeting.
8.2 The committee may issue a written warning laying down the specific behaviour or problem that must be corrected if resignation of the member is not to be insisted upon. Any further unacceptable behaviour within a 12 month period will be considered sufficient to warrant resignation or a reason to hold a special meeting to expel the member.
8.3 There will be no independent appeal
9.1 Any proposed alteration to the Club’s constitution may only be considered at an annual or special general meeting convened with the required written notice of the proposal. Any alteration or amendment must be proposed by a full member of the Club and seconded by another full member. Such alterations shall be passed if supported by not less than 60% of the full members present at the meeting and voting, and it will be deemed that such members present represent a quorum.
An abstention shall be recorded but shall not count as a vote.
10.1 If at any general meeting of the Club, a resolution be passed calling for the dissolution of the Club, the Secretary shall immediately convene a special general meeting of the Club to be held not less than one month thereafter to discuss and vote on the resolution.
10.2 If at that special general meeting, the resolution is carried by at least 60% of the full members present at the meeting and voting the general 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. Abstentions shall be recorded but shall not count as a vote.
10.3 After discharging all debts and liabilities of the Club, the remaining assets shall be offered by auction amongst the full members of the Club, with the income less any expenses divided equally between the fully paid up members at the time of the Club is dissolved.