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Club By-Laws
The name of this organization shall be the Camera Club of Richmond, hereinafter referred to
as the Club.
Article I – Purposes
Section 1. This Club is a non-profit organization, established for educational purposes, as
set forth below:
(a) To promote the art of photography as a hobby in a congenial atmosphere;
(b) To provide educational experiences in the pursuit of excellence in photography;
(c) To promote public interest in and respect for fine photography.
(Accordingly, it is the policy of the Club not to display photographs that may be pornographic,
inflammatory, or offensive to the membership or to community sensitivity.)
Article II – Membership
Section 1. Any person 16 or older with an interest in photography may apply for membership.
Section 2. Regular Membership – Members shall be dues paying persons interested in
photography.
Section 3. Honorary Membership – This is a complimentary membership, carrying with it the
right to attend regular meetings and other Club-sponsored events, and to discuss, but not to
make motions, vote, or hold office, or enter into Club competitions. Honorary memberships
must be proposed by the Board and approved by two-thirds (2/3) vote of the members
present at a regular meeting of the Club. Such membership shall require no fees or dues and
shall be reviewed annually by the Board.
Section 4. Life Membership – Life membership is a meritorious position which can be
bestowed on active or previously active Club members. Life membership, as the title implies,
shall be for the lifetime of the member and can be terminated only by resignation or by
majority vote of the Board. Life members shall have all the privileges of regular members and
pay no dues. Life membership must be proposed by the Board and approved by two-thirds
(2/3) vote of the members present at a regular meeting of the Club.
Article III – Admission of Members
Section 1. Applicants for membership must submit an application to the Membership
Director. Go to the link below for a application. You will need Adobe reader to read it. That
can be found on the Newsletter page. Print and fill out a copy to bring to a meeting.
Section 2. Applications shall be approved by a majority vote of the Board of Directors.
Section 3. Membership will become effective on notification to the new member and upon
payment of dues.
Article lV – Dues
Section 1. Annual dues shall be recommended by a majority vote of the Board of Directors,
and approved by the membership at a regular meeting, and shall be payable to the Treasurer
by February 1.
Section 2. Any member being more than two months in arrears in payment of annual dues
shall be dropped from membership after notification.
Section 3. Dues shall be prorated for new members based on a semi annual basis.
Members joining after Nov 1 and paying full dues will have full membership for the entire
following year.
Articles V – The Board of Directors
Section 1. The elected Board of Directors shall be made up of the following officers:
President
Vice President
Treasurer
Secretary
Directors shall include:
Membership Director
Print Director
Slide Director
Digital Director
Activities Director
Publications Director
Webmaster
Immediate Past President
Section 2. All officers and directors shall enter upon their duties on the first day of January
each year.
Section 3. Responsibilities and Powers – The Board of Directors shall have general control
of all interests of the Club, with limitations specified in Article VI, Section 4., and shall
establish Club policies and approve all unbudgeted expenditures over $50.
Section 4. Major actions taken by the Board of Directors must be ratified by a majority vote
of members present at a regular Club meeting, having been notified by publication in the
Southern Exposure. Major actions are those involving changes to the Bylaws, dues, and
major projects requiring Club expenditures.
Section 5. The Board of Directors shall meet at the call of the President or upon request of
four members of the Board, provided one is an officer.
Article VI - Duties of the Officers and Directors
Section 1. The duties of the officers shall be as follows:
(a) The President shall be the executive officer of the Club and shall preside over all
meetings of the Club and of the Board of Directors. The President shall be an ex-officio
member of all committees, except the Nominating Committee, appoint the chairmen of
committees as may be necessary, and shall perform such other duties as usually pertain to
the office of President.
(b) The Vice President, in the absence of the President, shall preside at all meetings of
the Club and of the Board of Directors, and shall perform such other duties as usually pertain
to the office of the Vice President or as may be assigned by the President. The Vice
President shall also be responsible for planning programs.
(c) The Treasurer shall keep a record of the member’s dues, collect all funds due the
Club, and shall deposit same in the official depositories. The Treasurer shall issue all checks
for the club. Accounts and books shall at all times be open to the inspection of the President,
the Board of Directors, and any authorized auditors. A financial report shall be made as the
President or Board of Directors may require. The treasurer shall submit a report at the board
meetings to be approved. The proposed annual budget shall be submitted by the Treasurer
for the calendar year and approved by the Board at the January board meeting. All
unbudgeted expenditures are to be submitted to the Treasurer and approved by the Board.
The Treasurer will notify the Membership Director and the Publications Director of payment of
membership dues.
(d) The Secretary shall record the minutes of the meetings of the Board of Directors and
submit copies for approval at subsequent Board meetings. The Secretary shall also retain
custody of the minutes of past meetings until they are placed in the archives for a period of
five years. The Secretary shall also take brief notes at regular Club meetings and record all
votes and other events of importance, including special business transacted by the
membership or general club correspondence, e.g., sympathy, sickness, thank you notes.
Section 2. The duties of the Directors shall be as follows.
(a) The Membership Director shall be responsible for recruiting new members through
personal contacts and publicity. The director shall accept applications for membership and
present these to the Board of Directors for approval. The director shall notify applicants of the
actions taken by the Board of Directors on applications for membership. The director shall
keep an up-to-date record of the members who have joined throughout the year and furnish
this information to the Publications Director. The Membership Director shall act as official
host for the Club, introduce guests, and keep the guest book used at each meeting.
(b) The Slide, Print and Digital Directors shall be responsible for:
Establishing rules for Club evaluations and the end-of-year competition.
Accepting and logging in entries to evaluations and ensure that all entries conform to the
Evaluation Guidelines and be responsible for determining if an entry may be pornographic,
inflammatory, or offensive to the membership or to community sensitivity. There will be a vote
by all three directors and the Club president.
Maintaining records of entries by members at evaluations and furnish them to the Publication
Director.
Accepting entries, maintaining records at the end-of-year competition and providing the
Publication Director with the results to produce end-of-year awards and certificates.
Presenting end-of-year awards and certificates at annual banquet.
Obtaining evaluators for Evaluation Night at regular club meetings and end-of-year
competition.
(c) The Activities Director shall be responsible for all group activities of the Club outside
of the regular meetings, including but not limited to field trips, the annual picnic, the Annual
Banquet and any other outside activities like exhibiting, judging by club membership.
(d) The Publications Director shall be responsible for the Southern Exposure newsletter
to be published monthly in printed and email versions and provided to the webmaster for
posting on the CCR website, and for the issuance of such other Club publications as directed
by the Board.
(e) The Webmaster shall maintain the Club’s website, and post all pertinent Club
information in a timely manner. The Webmaster shall post a gallery of images from Club
members.
Article VII – Meetings, Quorum, and Conduct of Business
Section 1. - Meetings
(a) Regular meetings of the Club shall be held monthly at such time and place as directed
by the Board. Members shall be notified in advance of the dates, time and subject of all
regular meetings through the Southern Exposure and Club website.
(b) Board of Directors meetings, committee meetings, and any special meetings shall be
announced in advance at the regular Club meetings and in the Southern Exposure.
(c) The annual meeting of the Club shall be held in conjunction with the Annual Banquet
during the month of December at a time and place to be decided by the Board of Directors.
Adequate notice shall be given by announcements at prior regular Club meetings and in the
Southern Exposure. Newly elected officers shall be installed at this meeting.
Section 2. At regular Club meetings, a quorum for conducting business at a regular meeting
shall be 40% of the regular membership.
Section 3. At Board meetings a quorum shall be a majority of the Directors.
Section 4. Conduct of business at Club meetings shall be carried out in accordance with
Robert’s Rules of Order Newly Revised.
Article VIII – Nominations, Elections, and Terms of Office
Section 1. During the first regular meeting in September, the members shall elect a
committee of three (3) to function as the Nominating Committee. The duties of this
committee shall be to solicit nominations and prepare a slate of officers and directors for the
coming year. The chairman shall furnish this slate to the Publications Director in time for
publication in the October issue of the Southern Exposure and Club website, shall announce it
to the Club at the regular meeting in October.
Section 2. The election of Officers and Directors shall be held at the November meeting, the
date of which shall be announced in advance during a prior Club meeting and in the Southern
Exposure..
Section 3. During the meeting at which the election takes place, the Chairman of the
Nominating Committee shall present the slate nominated by the Committee. Additional
nominations may be made from the floor with the stipulation that all nominees have agreed to
serve.
Section 4. Officers and directors of the Club shall be elected for a term of one year or until
their successors are elected at the Club’s Annual Banquet assuming their duties on the first
day of January.
Section 5. In case of a vacancy in the office of the President, the Vice President shall
succeed to the Office. In the case of a vacancy in any other office or a directorship, the Board
of Directors shall select a successor.
Article IX – Finance
Section 1. The fiscal year of the Club shall begin on the first day of January.
Section 2. An auditor appointed by the Board of Directors shall audit the Club’s books and
accounts at least once each year.
Section 3. The Board of Directors shall approve the official depositories.
Section 4. The Annual Treasurer’s Report shall be approved by the Board of Directors.
Article X – ByLaws Amendments
The Bylaws may be amended by a two-thirds (2/3) vote of the members at any meeting of the
Club, provided notice of the proposed amendments and the date of the voting shall have
been published in the Southern Exposure at least two weeks prior to the meeting during
which the voting will take place, and provided also that an announcement of the date and
issue shall have been made at a prior Club meeting.
Article XI – Dissolution
In the event of dissolution of the Club, the assets remaining after payment of all obligations
shall be properly sold and any money remaining in the treasury shall be deposited in the
Virginia Commonwealth University Department of Photography and Film, to be used for
scholarships at the discretion of the Chairman of the Department.
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Revised Bylaws adopted by a vote of the membership on Sept. 14, 2005.
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