1. Name
The Club shall be called the Ockbrook Photographic Club.
2. Aim of the Club
The aim of the Club is to promote, encourage and facilitate interest and participation in all aspects of photography with an emphasis on the image as well as the technical aspects of photography. The club is a non competitive club.
3. Values of the Club
The club is a not for profit social club to generate interest, discussion and education in all aspects of photography. The club has formal meetings on a monthly basis eleven times a year.
Photographic walks, training sessions and residential photographic breaks will also be organised. Members are encouraged to participate in these activities, support other club members and provide constructive criticism, this must be polite and delivered respectfully to the other club members.
4. Membership
Membership of the club is limited to 35 full members. Guests may attend meetings that are deemed as open meetings. Membership is conditional on payment of the agreed membership fee. Guests may be required to pay a fee on the night.
5. Annual General Meeting
An annual general meeting will be held by the end of the club season each year.
6. Committee
The committee shall consist of a minimum of 7 full members who will undertake the following roles –
- Chairperson
- Vice Chairperson
- Secretary
- Treasurer
- Safeguarding
The committee will meet on a monthly basis and produce minutes of the meetings which will be available to all club members. Any meeting must have a minimum of 4 committee members to be deemed quorate.
7. Assets
A record of all club assets will be maintained and listed on the club website. A club asset is any equipment purchased by the club using club funds or any equipment gifted to the club and accepted by the committee.
8. Finance
All club members will be required to pay an annual membership fee which is to be paid by the end of September each year. The Treasurer will produce an annual financial statement that will be presented at the AGM. The annual membership fee shall be recommended by the committee and agreed at the AGM. Club members will not receive payment for any activity associated with the club but reasonable expenses will be paid subject to prior agreement from the Treasurer and one other Committee Member.
9. Data Protection
As a condition of membership, all members will agree to the club retaining their name and contact information. This will consist of email address and/or contact telephone number. This information will be stored securely and only be available to committee members for the purpose of communication with the membership on club related business. It will not be given, sold or made available to any other party. If a club member leaves, the information will be deleted within a calendar month. Access to the members own information will be available following a written request to the Chair or Secretary.
10. Safeguarding
Young Members
OPC will accept members under the age of 16 subject to committee approval, but when attending any club events, the young member must be accompanied by a parent of guardian. If the parent or guardian is not a paid member of the club, they will not participate in any activities.
Vulnerable Adults
OPC will accept vulnerable adults subject to committee approval, but when attending any club events, they must be accompanied by an adult carer. If the carer is not a paid member of the club, they will not participate in any activities.
Disabled Members
OPC use premises that are accessible for individuals with mobility issues and we use speaker systems for those with impaired hearing. Although the club does have some general photographic equipment for use by the membership, such as lighting equipment, all members are expected to provide their own personal photographic equipment appropriate to their needs. OPC will not provide any specialist photographic equipment.
It should be noted that some activities organised by the club and outside the normal club premises, such as walks in the Peak District, may have limited access for those with mobility issues.
Accidents
OPC have several club members who have received basic first aid training and the club provdes a basic first aid kit. This can be used for minor injuries only. Any accident will be recorded in an accident register retained with the first aid kit.
11. Insurance and Risk Management
OPC maintain annual public liability insurance providing cover to club members on club sponsored events. This does not provide cover at events not organised by the club.
The club undertakes a regular a risk assessment.
A copy of the current insurance document and risk assessment document is available to members on request to the committee.
12. Dissolution
The club may be dissolved following a recommendation by the committee and a two thirds majority vote by the current membership. Any assets remaining will be donated to charities as agreed by the committee.
Document Change Management
| Version Number | Change | Date |
| V1.0 | Initial Issue | 26th July 2018 |
| V1.1 | AGM date changed from June to ‘by end July’. | 16th May 2019 |
| V1.2 | Safeguarding, Insurance and Risk Assessment added | 12th October 2026 |
