Constitution & Rules (revised March 2011)
The name of the Federation shall be the "Northern Counties Photographic Federation" in membership with the Photographic Alliance of Great Britain (hereinafter called the "Federation").
The object of the Federation is the advancement of Photography.
3. CONSTITUTION & GEOGRAPHICAL BOUNDARY
The Federation shall consist of any bone fide Photographic Societies, Clubs, Groups or Associations (hereinafter referred to as Societies) located within the boundaries of the traditional counties of Cleveland, Cumbria, Durham, Northumberland and Tyne and Wear, provided that they have been accepted into the Federation and are not disqualified from membership by virtue of Rule 9. A society may be accepted into membership of the Federation on the approval of the Executive, which must be confirmed by the next following Annual General Meeting.
Not withstanding the above, a society, for reasons such as tradition or convenience may be a member of an adjoining Federation or Union subject to mutual consent of the Federations or Unions concerned and approval of the Photographic Alliance of Great Britain. Each federated society is permitted to use the sub-title "Affiliated to the Photographic Alliance of Great Britain through the Northern Counties Photographic Federation" where applicable.
4 GENERAL MEETINGS
(A) Society Delegates
Each Federated society may appoint from its members up to three delegates to represent that society at General Meetings of the Federation. Upon request and before any General Meeting the names of the delegates and the particulars of any subsequent change shall be notified in writing to the Secretary of the Federation and no person appointed under this rule shall be entitled to act prior to such notification.
(B) Membership of Meetings and Size of Quorum
The general policy of the Federation shall be controlled by a joint meeting of the Delegates, members of the Executive Committee and Past Presidents who shall be the only persons entitled to vote thereat. The President (or in his absence, the person chairing the meeting) shall have a second or casting vote. Such meetings shall be known as "Annual General Meetings" or "Special General Meetings". At General Meetings delegates representing at least 10 societies shall form a quorum.
(C) Annual General Meetings
The Annual General Meeting shall be held in March or April, at which a report of the proceedings during the past year shall be presented, together with the Audited Accounts for the preceding financial year ending 31st December. It shall elect the Executive Committee, Honorary Auditor and appoint representatives to other bodies as may be necessary, determine the Annual Subscription Rate and transact any business as may be necessary in the furtherance of the object of the Federation.
(D) Special General Meetings
A Special General Meeting
i) may be convened at any time by the Executive Committee.
ii) shall be convened on written requisition signed by not less than four delegates representing four societies, stating the purpose for which the meeting is desired and delivered to the Secretary. The meeting shall be convened within 28 days of the receipt of such request.
The business to be transacted at a Special General Meeting shall be specified in the notice convening the meeting and no other business shall be transacted.
(E) Notice for Calling General Meetings
All General Meetings shall be convened by at least 14 days notice in writing to the Honorary Secretary of each Federated Society, Past-Presidents of the Federation and members of the Executive. Any such meeting shall be held at such time and place within the Federation's area as the Executive may direct, or failing such direction, as the President (or in his absence the person acting in his capacity) may direct.
A Resolution put to the members in a General Meeting shall be deemed passed if more than half the votes cast are in favour.
5. THE EXECUTIVE COMMITTEE
The executive Committee of the Federation shall consist of the President, Immediate Past President, Vice-President, Secretary, Treasurer, Competitions Organiser, Competitions Officers as necessary, International Exhibition Chair, Portfolio Secretary, Editor of "Northern Focus", Events Officer, Photographic Alliance of Great Britain Executive Representative, Judge's Chairman, Publications Officer, Webmaster and Three Ordinary Members, all of whom shall be elected annually at the Annual General Meeting, together with Representatives of each Area.
All members of the Executive shall be members of a Federated Society and Area Representatives and their deputies shall be members of a Federated Society from their respective areas. It shall also include any Honorary Life Vice-Presidents appointed under Rule 6.
The President and Vice-President shall not serve more than two consecutive years in the office to which he or she has been elected.
All members of the Executive Committee shall act in a honorary capacity. 10 shall form a quorum at a meeting of the Executive Committee and the President (or in his absence, the person chairing the meeting) shall have a second or casting vote.
6. POWERS OF THE EXECUTIVE COMMITTEE
The Executive Committee shall fix the date of the Annual General Meeting and shall transact any business such as organising Courses, Social Events, Competitions and International Exhibitions. It shall have the power to fill any vacancy that may occur. It shall also have the power to co-opt for specific purposes not more than three members, such co-opted members having the rights and privileges of elected members. It shall have the powers to appoint a panel of Judges and to appoint sub-committees for any special purpose to act within the powers of the Executive Committee and subject to its approval. The Executive Committee may appoint members to the honorary post of Life Vice-President in recognition of exceptional service to the Federation. The number of Life Vice-Presidents shall not exceed three at any one time.
7. NOMINATION OF EXECUTIVE COMMITTEE OFFICERS & ORDINARY MEMBERS
Recommendation for the offices of President and Vice-President shall be made by the retiring Executive and submitted to the AGM. Nominations for these two posts shall also be invited from member societies, but not individuals, in writing to the Secretary of the Federation 7 days before the proposal is submitted to the Meeting. Such a nomination must be seconded by a second member society.
Nominations for :- i) the remaining Offices and,
ii) for Ordinary Members of the Committee who, unless standing for re-election, must be present at the AGM) or be members as described in Rule 4(B),
shall be handed in writing to the Secretary of the AGM prior to the election of officers.
8. AREAS AND REPRESENTATIVES
The Federation shall be divided into geographical Areas for which the Executive will set general rules. The societies in each Area may elect, a representative to the Executive Committee prior to the AGM for ratification at the AGM. Each Area may elect a Deputy to their representative and a member so elected shall not serve as Area Representative and Deputy for more than four consecutive years except at the discretion of the Executive Committee.
9. ANNUAL SUBSCRIPTION AND LENGTH OF TERM OF ARREARS
The rate of Annual Subscription, which includes a subscription to the Photographic Alliance of Great Britain, shall be determined at each Annual General Meeting and falls due on 1st January following. No federated society whose subscription is more than three months in arrears shall be entitled to any benefits of membership. A federated society whose subscription continues to be in arrears 30 days after due notice in writing, shall cease to be a member of the Federation.
10. RULE CHANGES
No alteration of any rule may be made except at an Annual General Meeting, or at a Special General Meeting convened for that purpose, such proposed alterations to be embodied in the Agenda.
Trustees may be appointed by the Executive to hold specific properties and/or funds of the Federation. Any such Trustees shall be members of Federated Societies and their appointment must be confirmed by the following Annual General Meeting.
12. DISSOLUTION OF THE FEDERATION
In the event of the Federation being dissolved or otherwise ceasing to exist, its property shall be transferred to the Photographic Alliance of Great Britain, to be held in trust until such time as a new Federation may be created for the area covered by the previous Federation.