Operating Policies and Procedures of the Camera Club at Willow Valley
Updated May 22, 2024
1. Membership
Any resident or Team Member of the Willow Valley Communities is eligible to become a member of the Club. The membership year is from June 1 to May 31 of the following year as specified in the Constitution.
2. Members
Members in good standing are those persons who have paid the initiation fee and dues and have provided the Secretary and Treasurer all pertinent information necessary to maintain the Club networking database. Only members in good standing will be permitted to vote, hold office, and participate in Club activities such as workshop sessions, photo challenges, photo shoots, exhibitions, outings, and social events. Only members will be included on the mailing list used for regular communications.
3. Participation
An active membership is vital to the success of the Club. Participation in the activities of the Club is voluntary and is encouraged as a member’s health and circumstances allow.
4. Meetings
General meetings are held on the first Tuesday of each month, except in July and August when no meetings are scheduled. Meetings usually take place in the Cultural Center Education Room or the Cultural Center Ballroom. However, there are times when the meetings may need to be rescheduled because of proximity to holidays or unanticipated facility scheduling conflicts. In such instances the membership will be advised as far in advance as possible.
The main meeting is conducted from 2 p.m. until 3 p.m. and is open to all Willow Valley Residents, Team Members, and guests. Education or informational sessions, the Education Hour, which generally consist of specialized programs or topics are usually scheduled after the main session. The Education Hour is reserved for members with an exception made for their houseguests.
5. Visitors
All Willow Valley Residents, Willow Valley Team Members, visitors, and guests are welcome to attend the main meetings of the Club. However, at the Annual Meeting participation and voting is restricted to members in good standing.
While the education/information portions of our meetings are generally limited to members, Willow Valley Residents seriously considering membership are invited to attend several sessions to help with their decision regarding membership.
Houseguests of Club members are always welcome to attend any Club meetings.
6. Dues
There is a one-time initiation fee. (Current amount available upon request)
Membership dues are assessed annually based on the approved budget of the Club decided at the Annual Meeting. (Current amount available upon request.)
Dues are payable one month following the Annual Meeting.
7. Nominations
Nominations are determined as specified in the Constitution.
Additional nominations may be made from the floor at the Annual Meeting provided the person nominated has agreed to serve if elected.
8. Election of Officers
Election of the Club officers (President, Vice President, Secretary, and Treasurer) will be held at the Annual Meeting and will be decided by a simple majority of those members in good standing who are in attendance.
All officers will be elected for a period of one year and are eligible to stand for reelection two additional times (making a three-year duration possible). Officers may serve additional terms after one year of not holding office. The maximum of a three-year duration will apply.
The President shall fill any officer vacancies by appointment. Permanent vacancy of the President’s office shall be filled by the advancement of the Vice President until the following Annual Meeting and elections are held.
9. Responsibilities of Officers
….President
• Leads the Club in determining its objectives
• Sets the overall tone and vitality of all Club activities and functions
• Motivates others to participate and lend their individual expertise and assistance
• Presides over all general meetings and meetings of the Executive Council and the Leadership
….Council
• Determines what Support Activity Groups (SAGs) are needed to properly handle the day-to-
….day workings of the Club and designates the leaders of same
• Provides regular ongoing communications with all members in good standing (those who
have paid dues) on such items as meeting reminders, agendas, program topics, photo
…challenges, business matters, and any other items of general interest to our membership
• Appoints members of the Audit and Nominating Committees
• Appoints persons to fill any officer position that becomes open until the next annual meeting
….when elections will take place to fill the vacated positions
….Vice President
• Assumes the duties and responsibilities of the President when the President is temporarily absent
….Secretary
• Records the minutes of the Executive Council meetings, Leadership Council meetings, and the
….business portion of the annual meeting
….Treasurer
• Maintains custody of all Club funds
• Records and accounts for all Club-related receipts and disbursements
• Annually meets with the designated Audit Committee and provides them with the information and
….materials necessary to audit the Club finances
….Past Presidents
• Serve as a “bridging” resource for the officers by being available for advice, council, and for
….providing historical perspective upon request
10. Expenditures
Funds for the purchase of equipment or any other Club-related purpose may be expended by the officers of the Club in amounts not to exceed $500 per item.
Expenditures over $500 must be reviewed and approved by the Executive Council.
11. Support Activity Groups
The day-to-day activities of the Club are carried out by various Support Activity Groups (SAGs) designated by the Club President. A SAG may consist of several members or only a single member. Each SAG will have a designated leader appointed by the President. The SAGs narrowly focus on their assigned activity and are encouraged to freely fulfill the needs of the activity consistent with plans and budgets previously approved during the annual planning process and under the direction of the President and Club officers.
From time to time Club officers may find it desirable to add, delete or otherwise rearrange SAGs to better suit the current needs of the cub. A detailed description of each active SAG’s working responsibilities will be crafted in collaboration with Club officers and the SAG leaders.
Some SAGs currently in operation:
Education Photo Challenges Social Coordinator
Five Fine Photos Photo Services Speakers
Member Photo Exhibits Photo Shoots Studio Manager
Membership Coordinator Web Site
12. Special Interest Groups
From time to time a small group of members may wish to come together to learn about or to further their expertise in a particular topic by forming a Special Interest Group (SIG).
The SIGs are intended to be freely formed, have no direct Club related responsibilities and may be formed with the intention of being either of limited duration or of a more open-ended duration. To be properly affiliated with the Club, members wishing to form a SIG shall select a leader who is responsible to present a proposal for the SIG formation to the Club President for determination that the SIG is consistent with the purposes of the Club.
13. Council
Executive Council
– Leads a coordinated effort to plan, organize, facilitate, and promote Club programming aimed at both
….sustaining and growing the Club
– Designated members are President, Vice President, Secretary, Treasurer, and past Presidents
– Meets monthly to review progress against current plans and budgets and to address relevant issues
Leadership Council
– Meets at least 3 times per year to present progress reports by each sag and in the process evaluate progress against plans and also facilitate communications and coordination both among and across all SAGs
– Designated members are Members of the Executive Council and all sag leaders.
From time to time working councils may be formed under the direction of Club officers for a specific purpose or project.
14. Audits
The fiscal year for the Club is from June 1 through May 31 of the following year.
An Audit Committee will be appointed by the President for the purpose of auditing the Club finances annually. The Audit Committee will meet with the Treasurer to obtain the information and materials necessary to do a full audit of the Club finances. The auditors will conduct an independent audit but will consult with the Treasurer as necessary.
At the Annual Meeting the Treasurer will present to the Club membership a financial report, which has not been audited, for the year just concluded. This is necessary because final bank statements for the fiscal year will not be in hand at that time. During the month following the Annual Meeting the Treasurer will finalize the report, and the auditors will commence their independent audit. The Audit Committee will report its findings in writing to the Executive Council within one month or, if circumstances require, not later than two months following the Annual Meeting. The results of the audit will be announced to the membership when the audit is complete and the written Audit Report will be filed with the minutes.
15. Photo Use
Providing opportunities to share photographs is central to the mission of the Club. Members are regularly encouraged to participate in Club sponsored activities that require the submittal of the member’s photographs such as photo challenges, special exhibits, and workshop examples.
Members should only submit those photographs for which they are willing to grant unrestricted use to the Club. The unrestricted use is needed because in advancing the Club purposes it is desirable to have all submitted photos digitized, archived, and readily available for use from time to time in various ways with appropriate attribution, to satisfy Club programming needs. Personally prized photos should not be submitted!
Framed or mounted photos submitted by members for exhibitions are considered to be personal property on temporary loan to the Club only for the duration of the exhibition. These photos are to be reclaimed by the owner.
16. Inappropriate Photo Use
Only photos captured personally by the Club member shall be permissible for any Club-related matters. Any misrepresentation in this regard will be reason for loss of Club membership.