SMCCC Constitution

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of the
St. Mary's County Camera Club
Ratified 1999, Amended 2002

Article I Name of the Organization
The organization shall be known as the St. Mary's County Camera Club, and will be referred to 
hereinafter as "the Club".

Article II Purpose of the Club
The purpose of the Club shall be to promote the art of photography as a hobby, providing a forum 
for exchanging knowledge of the subject and inspiring photographers toward improving their art. 
Toward this end, activities such as photo competitions, workshops, lectures, demonstrations and 
field trips shall be held as described in the Committee Rules (described in Article IV, paragraph 3).

Article III Membership
All persons interested in photography and the purposes of the Club shall be eligible for 
membership in the Club. There shall be no discrimination by age, gender, race, position, ability, 
handicap or social or other creed. Membership dues shall be established in the Committee Rules, 
but shall always be limited to an affordable rate. A "member in good standing" shall be defined 
as one whose membership dues for the current season (defined in the Committee Rules) have been paid.

Article IV Government

1. The Constitution
The Constitution shall be the final authority for all aspects of the Club's operations and 
activities. Each member shall be provided a copy of the Constitution when he or she joins the 
Club, and at the beginning of each season.

2. Amendments to the Constitution
Amendments to the Constitution may be proposed at any time by the members of the governing 
board (established in paragraph 4). Members not on the board may suggest amendments to the 
Constitution at any time, and the board shall consider such proposals at the next scheduled board 
meeting. If the board agrees by simple majority vote of the full board to pursue the adoption of 
an amendment, it must present the proposal to all members in good standing, in writing, by mail 
or hand delivery. Members may respond within one calendar month by return mail or hand delivery 
ballot indicating a "yes" or "no" vote. If at least 2/3 of the votes received within one month 
are "yes", then the amendment shall be incorporated into the Constitution, effective with the 
start of the next season.

3. Committee Rules
The governing board shall establish the Committee Rules before the first general membership 
meeting of each season. The Committee Rules shall not be changed thereafter, unless agreed 
upon by the membership in the same manner as described in paragraph 2. Each member shall be 
provided a copy of the Committee Rules when he or she joins the Club, and at the beginning 
of each season.

4. The Governing Board
The governing board shall consist of a President and other officers defined by the Committee 
Rules. Other officers may include treasurer, membership director, meetings director, competition 
director, publicity director, secretary or others agreed upon by the incumbent governing board. 
All members in good standing and at least 16 years of age shall be eligible to hold office. The 
term of each office shall be one season. An officer may succeed him/herself. Each officer shall 
be permitted to appoint committee members to assist in carrying out the duties of the office, but 
the committee members shall not be considered as voting members of the governing board.

5. Elections
All officers for the following season shall be selected by the membership in a general election 
to be completed during the last meeting of the current season.

The timetable of events for the election shall be as follows:
Third-to-last Meeting	Call for candidates.
Next-to-last Meeting	8PM deadline for candidates to apply,
elections open, deliver or mail ballots
within one week.
During Last Meeting	Last call for ballots, elections close at 8pm,
announce results.Write-ins and last-minute applications shall be permitted up until the 8PM deadline 
at the last meeting. The candidate must be present or have indicated his or her desire to run to a board 
member. The call for candidates and ballots must be delivered to all members in good standing via 
hand-delivery or mail. Candidates may inform the board verbally of their wish to run for an office. 
Completed ballots may be mailed to the governing board or brought to the last meeting. It is a member's 
responsibility to ensure that his/her ballot is available before elections close. An individual member 
may not be a candidate for more than one office at a time.
For each office, a simple majority of the votes received before the election closes will determine the 
winning candidate. In the event of a tie, the incumbent president shall select the winner. If the tie 
is for the office of president and includes the incumbent president, the incumbent president shall forfeit 
and select his successor from the other candidates.

6. Unfulfilled Terms / Open Positions
Should an officer be unable or unwilling to complete his term for any reason, the governing board shall 
appoint a successor, or may agree to delegate the tasks of that office to other officers for the remainder 
of the term. Should no candidates be found for an office, the governing board shall be authorized to 
appoint a successor, or may agree to delegate the tasks of that office to other officers for the full term.

COMMITTEE RULES for the 2010-2011 Season
There were no changes for the 2005-2006 season, except for the competition rules.
Rules of the Governing Board
These rules will define the offices and duties of the members of the governing board, and establish the 
starting date of the season.
The season shall start at the close of the last general membership meeting of the previous season.
The governing board shall consist of the president, vice-president, program director, membership director, 
competition director, publicity director, treasurer and secretary. Each board member shall establish, with 
the approval of the entire board, committee rules for his/her office.

Duties of the President: The President shall call officer meetings as required throughout the year. The 
President shall preside over board and general meetings. The President shall conduct communications with 
officers, members, and other organizations. The President shall be liaison with general meeting site 

Duties of the Vice-President: The Vice-President shall preside over meetings in the President's absence. 
The Vice-President shall assist the President throughout the year as needed. The Vice-President shall 
form an elections committee to coordinate and conduct the elections.

Duties of the Program Director: The Program Director shall arrange all general membership meetings, 
including obtaining special speakers and entertainment and arranging for refreshments, in accordance 
with the rules of the Program Committee. The Program Director shall be responsible for coordinating 
field trips.

Duties of the Competition Director: The Competition Director shall carry out competitions, including 
arranging for judging, ensuring that projection equipment is available, and maintaining a database of 
competition results, in accordance with the rules of the Competition Committee. The director shall 
provide a summary of competition results to the publicity director immediately after each competition.

Duties of the Treasurer: The treasurer shall maintain the club's financial accounts including depositing 
dues, writing checks to pay all club expenses and balancing the club's accounts. To support this task, 
the treasurer shall create an annual budget to be approved by the officers. The treasurer shall assist 
the membership committee in collecting dues. The treasurer shall submit financial status reports to the 
membership at meetings, to include a final end of year balance sheet.

Duties of the Membership Director: The Membership Director shall collect membership dues and maintain a 
database of membership information, in accordance with the rules of the Membership Committee. The 
director shall also maintain the members' nametags, and have available an updated membership list at 
each competition. The Membership Director is responsible for electronic communications with the membership.

Duties of the Publicity Director: The Publicity Director shall provide publicity for the Club in local 
newspapers, radio stations and other media prior to each meeting. In addition, the Director shall report 
competition results to the media. The Publicity Director shall have responsibility for maintaining a Club 
website that presents club activities, events and significant information. The Publicity director shall 
publish an annual brochure to be mailed to all members two weeks before the first meeting of the season.

Duties of the Secretary: The secretary shall take minutes at general membership meetings and provide them 
to the board before the next meeting. The secretary shall take minutes at the board meetings and report 
them at the next board meeting. The Secretary has responsibility for general correspondence and supporting 
the President in communications with the officers, general membership and other organizations. The 
Secretary shall maintain club records to include: past years' meeting minutes, annual Treasury reports 
and maintain an archive of significant events and publications for historical purposes.

Rules of the Meetings Committee
General membership meetings shall be held on the first Wednesday of each month from September through 
June, starting at 7:00 PM. Meetings shall be held in the Southern Maryland Higher Education Center in 
Lexington Park, Maryland. If, for any reason, the meeting place should be unavailable for one or more 
meetings, the meetings director shall be responsible for finding a new temporary or permanent meeting place.
At each meeting, some event advancing the purpose of the Club shall be held. A schedule of events for 
general membership meetings shall be published and provided to all members before the first meeting of 
the season.
At each meeting, refreshments in the form of light snacks and non-alcoholic beverages shall be provided. 
Members will be asked to volunteer to bring snacks and beverages. A schedule of refreshment providers 
shall be maintained.

Rules of the Membership Committee
Annual membership dues shall be $20.00. All members of an immediate family including husband, wife and 
children under 18 years of age shall be included in a family membership. Dues for joining the Club after 
the first competition shall be reduced by $5. Dues for individuals or families joining the Club after the 
second competition shall be reduced by $10.
Club membership shall be required for participation in all photographic competitions, to vote in Club 
elections, to hold an office in the Club, and to receive mailings of any Club literature. In addition, 
members must be at least age 16 to vote or hold office in the Club. Club membership shall not be 
required for attendance at general membership meetings or field trips.

Rules of the Competition Committee
Competitions shall be held and officiated as described in the Competition Rules, which can be found here. The 
Competition Entry Rules can be found here.