PROPOSED BYLAWS

I.         Name
              This organization shall be known as “The Woodlands Photography Club”.  The Woodlands Photography Club (“WPC”) is a not-for-profit association of photographers and members interested in photography.  All funds raised from dues and fund-raising activities of the WPC will be used solely for the benefit of the club and its members as identified in the WPC mission statement.  The WPC will not engage in any profit-making or commercial activity nor in any political or lobbying activity which would contradict this not-for-profit status.  The WPC is not tax-exempt, and dues and donations are not tax deductible. 

II.          Mission Statement
                          Members share their interests in photography through learning and social environment through:
                             Instructional Programs
                             Critiques of Photos
                             Competitions
                             Photo Field Trips

III.          Membership
          Any person interested in photography may apply for membership.  Membership status and voting privilege is attained upon payment of dues.

          If membership is terminated, dues paid by the member will not be refunded.  All ownership interest in equipment and supplies purchased with club funds remains with the club.

IV.          Officers/Terms of Office/ Election/Duties

1. Elected Offices (board members)

President
Vice President
Treasurer
       

1. Appointed Officers

Hospitality
Advisor
Publicity
Public relations
Webmaster
Field Trip Coordinator
Program Chairman
Historian
       

1. Terms of Office

The President and Vice President will serve for a period of one year.  A Committee will be appointed by the President/Vice President to nominate officers for appointment.
Terms will be from the business meeting in January until December of the same year.
Installation of new officers will be the first order of business at the December meeting.  All records and club property will be relinquished to incoming officers at the December meeting.
                     

1. Elections

       Elections will be held at the November meeting. Nominations for the Board will be from the floor. Those members present and in good standing (paid-up dues) constitute a quorum (simple majority wins).  The voting will be by secret ballot or by show of hands. If only one person is nominated or volunteers for an office, he/she may assume the position.
       

1. Duties of the Officers

1. President:  Presides over meetings and is responsible for generally keeping the momentum going in a positive direction. The President will be empowered to sign checks in the absence of the Treasurer.  President will also keep up with past meeting notes.
2. Vice President:  Presides over meetings when the President is not in attendance; assist as needed when board members are not present for meetings and special events. Provide input on newsletter.
3. Treasurer: He/She is also responsible for all financial recordkeeping, banking and/or cash funds and, signing of all checks. He/She will present quarterly, a brief financial statement of income source, itemized list of all expenditures, and balance. He/She will provide any member with a written financial statement upon request. Also responsible for enrolling new members, taking club meeting notes, and providing input for newsletter.
4. Hospitality:  Responsible for greeting and introducing visitors, promoting membership; organize monthly food and beverages for meetings. As well as serving as a new member liaison and assisting with new member orientation. Responsible for sending out the email reminder regarding sign up for refreshments and input for newsletter
5. Publicity Coordinator:  Responsible for submitting club announcements to local newspapers and for promoting club activities in the community, online and in print.
6. Advisor:  Typically this is the president from the previous year. If president is not available, this could include another previous board member. Also with input with newsletter
7. Webmaster:   Responsible for keeping the website up to date with the most current information, events and speakers.
8. Public Relations:  Responsible for the many incoming inquiries from the public and membership in general. Also responsible for sending out and handling general information sent to and from info@woodlandsphoto.org and to the general WPC list last minute meeting reminders and general announcements.
9. Field Trip/Workshop Coordinator:  Responsible for gathering the necessary information for each field trip and workshops such as hours, fees, maps, restrictions etc. Also responsible for newsletter input, sending out emails for general field trip reminders, and sign-up sheets.
10. Program Chairman:  Responsible for setting up the speakers and judges and assisting with special events. Also responsible for reserving the meeting room for our monthly meetings, workshops, contests etc…also, newsletter input
11. Historian:  Responsible for maintaining a database with speakers, judges, suppliers and newsletter input

V.            Executive Board

          The management of the club shall be directed by the Executive Board.  The past president may choose to remain on the Executive Board for one more year.  The Executive Board shall meet as often as necessary to transact the business of the club.  The Executive Board is also responsible for determining Contest Rules.  A simple majority of those members in attendance will ratify the rules.  Three members of the Executive Board will constitute a quorum.

VI.          Dues/Fees/Donations

Annual dues will be determined by the Executive Board and voted upon by the attending members that are in good standing.
No person will be allowed to use club property or to enter club contests unless dues are paid up to date.
Donations may be accepted, but only with “no strings attached”.
Contests may require an entry fee.

VII.         Disbursements of Funds/ Financial Reporting

1. The Treasurer is responsible for recording all expenditures.  See section    IV.E.3.

 

1. Charge transactions and other kinds of debt contracts are not permitted under any circumstances.

Lab meetings, workshops, field trips, social gatherings, may be scheduled as necessary at the discretion of the board members.

 

IX.          Resignation of Officers

Upon resignation of any officers, replacements will be designated by the President/Vice President as soon as possible.

X.            Amending the Bylaws

To amend the bylaws, a simple majority vote of the dues-paid members in attendance must concur by secret ballot or by a show of hands.
Amendments must be brought before the membership at a regularly scheduled monthly meeting for discussion.

XI.          Termination of the Club

1. If for any reason the club officers and members decide that the club should be disbanded, two-thirds of the total membership in good standing must concur with by secret ballot.
2. Notification, in writing must be given to all members at least two weeks in advance of the vote.
3. An accurate inventory of all equipment and supplies, at club cost, along with a complete statement must be disclosed before a vote is taken.
4. Officers will arrange for the disposition of assets: all property owned by the club will be donated to some worthy cause, taking suggestions from the members. Perhaps photography books could be purchased with the remaining funds and be donated to the public library.