Club Rules

Old Coulsdon Camera Club Rules
Effective from 1st September 2011

1 NAME
The Club shall be known as
OLD COULSDON CAMERA CLUB

2 MEMBERSHIP
a) Membership is open to all interested persons.
b) The membership of any member may be withdrawn on the unanimous vote of the General Committee. If the member
concerned is also a member of the General Committee, he or she shall not be entitled to vote.

3 SUBSCRIPTION
a) The annual subscription will be determined at the Annual General Meeting when it will become due except for:-
New members joining part way through a year will pay an interim subscription in proportion to the part of the year remaining.

4 OFFICERS AND COMMITTEE
a) The General Committee will comprise of four officers;- Chairman, Vice Chairman, Honorary Treasurer, and Honorary
Secretary, plus at least five other members. The final number to be at the discretion of the committee.
b) The Officers and the other Members of the General Committee must retire annually but shall be eligible for re-election.
c) A President and up to three Vice Presidents may be nominated by the General Committee for approval at the Annual General
Meeting. They will be ex-officio members of the General Committee and additional to the seven elected members. They shall
remain in office for as long as they remain members of the club or until they resign.
d) Committee proceedings are privileged and confidential.

5 CO-OPTION
a) The general Committee may co-opt such members as may be deemed necessary.

6 FINANCE
a) The Club?s financial year will run from 1st September to 31st August. b) The persons authorised to sign cheques on behalf of
the club shall be any two of the Chairman, Hon Treasurer and a member of the Committee nominated by the Committee.

7 THE ANNUAL GENERAL MEETING
a) The Annual General Meeting will be held in September each year. Members shall be given not less than 28 days notice in
writing of the Annual General Meeting.
b) Nominations for Officers and Members of the General Committee must be handed to the Hon. Secretary or his/her nominee
not later than 21 days before the Annual General Meeting.
c) Proposals to alter the Club or Competition Rules must be submitted to the Hon. Secretary or his/her nominee at least 21 days
before the AGM.
d) Members shall be given not less than 7 days notice of the Agenda.
e) Audited accounts must be presented at the Annual General Meeting.

8 DISSOLUTION
a) The Club can only be dissolved by consent of not less than two-thirds of those members present at a Special General
Meeting, the Agenda for which refers to the proposed dissolution. Members shall be given not less than 21 days notice in
writing of the Special General Meeting,
b) In the event of dissolution, any funds in hand after sale at the best price of all the Club?s assets, and after payment of all
outstanding claims, shall be donated to an organisation agreed at the meeting. Failing agreement, the funds shall be donated to
a charity nominated by the Chairman of the meeting.

9 AMENDMENT OF CLUB RULES
a) Proposals to alter the Club or Competition Rules, other than at the Annual General Meeting, must be handed to the Hon.
Secretary in writing and the General Committee may then decide to hold a Special General Meeting of which at least 28 days
written notice of the meeting shall be given.
b) Any amendment will only be effective if carried by a majority vote of at least two-thirds of the members present.
c) If any member wishes to amend a proposal to alter the rules then that amendment must be carried by a majority of at least
two-thirds of the members present to be effective.
d) Should the proposed amendment under clause c) above fail to reach the required majority then the original proposal shall be
voted upon.

10 GENERAL
Any matters not covered by the Rules must be referred to the General Committee which will determine whether they should be
referred to the Annual General Meeting or to a Special General Meeting of members, of which not less than 28 days notice must
be given.

GENERAL RULES FOR ALL COMPETITIONS

1 General
a) Competitions shall be open to all members of the club.

b) All approved Rule changes shall be effective immediately except that any changes for Three Round Competitions shall only
start to apply from the first round of the next series.

c) In Competitions where points are awarded, no trophy shall be awarded in any class or competition unless a minimum of 60%
of the possible total marks has been attained.

d) Winners will hold the respective trophies for one year or until the next competition for the same trophy, whichever is the
earlier.

e) The Chairman shall act as arbiter and his or her decision shall be final.

f) In the event of a tie in the Three Round Competitions, the total marks awarded to each competitor in all three qualifying
rounds shall be aggregated, the winner to be the competitor with the highest marks. If the totals are still equal, the trophy will
be shared equally by the entrants involved.

g) Slide entries must be handed in to the Competition Secretary by the Tuesday prior to the competition. Print titles should be
notified to the Competition Secretary at least one week prior to the competition night. Prints must be submitted not later than
7.45 p.m. on the night of the competition unless otherwise stated in the Club programme or in "In Focus". Digital images must
be handed to the Competition Secretary by the Tuesday two weeks prior to the competition.

h) Prints may be home or trade processed and must be:-
i) From negatives, slides or digital capture which must be the original work of, and copyright of, the entrant.
Where any part of the image has been captured, manipulated or reproduced by electronic means, all original elements must
have been produced by the entrant who should also hold the copyright with the exception of the use of fonts which can be
either entrant copyright or copyright free.
ii) Be mounted on stiff board.
iii) Bear on the back:-
1) Name of entrant
2) A title
iv) Prints may be of any size provided that the print, including mount shall be a minimum of 25 cms x 20 cms.
However entrants must bear in mind:-
a) The current print display unit can only effectively display prints up to a maximum width of 65 cms and height of 60 cms. Prints
with larger dimension may be difficult to display effectively.
b) Prints, including mount, for SLF Competitions must be no larger than 50 cms x 40 cms.
v) A monochrome print is a black and white print or a black and white print which has been uniformly toned with one tone. The
addition of partial toning or the addition of one colour to any part of the image makes it a colour image.

i) Slides may be trade processed and must be the original work of, and copyright of, the entrant. They must also :-
i) Be mounted, preferably between glass or similar material, to form slides of standard size 2" x 2".
ii) Be spotted according to the British Standards Specification (i.e. one contrasting spot on the bottom left hand corner when
held for direct viewing).
iii) Bear the name of the entrant.
iv) Bear a title.

j) Digital Images must be:
i) from digital capture, negatives or slides which must be the original work of, and copyright of, the entrant. Where any part of
the image has been captured, manipulated or reproduced by electronic means, all original elements must have been produced
by the entrant who should also hold the copyright with the exception of the use of fonts which can be either entrant copyright or
copyright free.
ii) in JPEG format in the sRGB working space.
iii) Either
1024 pixels horizontally and a maximum of 768 pixels vertically
Or
768 pixels vertically and a maximum of 1024 pixels horizontally.
iv) submitted on USB flash drive, CD or DVD as specified for the competition.
Digital Images will be kept by the Competition Secretary for up to 24 months unless the photographer wishes otherwise. The
copyright remains with the photographer at all times.

k) In the event of a visiting competition judge?s failure to attend, every effort will be made to obtain a suitable substitute judge
on the evening. If this is not possible, all entries shall be recorded by the Competition Secretary (or his/her representative) and
be held by him/her until such time as the competition takes place. Substitution of the recorded entry and any new entries shall
not be allowed subsequent to the original closing date for entries.

l) Acceptance of an entry into a competition is at the discretion of the Competition Secretary. In the event of a challenge on the
admissibility of an accepted entry, the Competition Secretary shall, if he or she considers it necessary, form an Ad Hoc
Committee comprising three General Committee members (but excluding the entrant) to adjudicate, and their decision shall be
final. Any challenge must be made on the day of the competition and the adjudication committee will advise the entrant and
challenger of its findings within 2 weeks of the competition. A general announcement will also be made at a subsequent club
meeting.

ANNUAL THREE ROUND COMPETITIONS FOR PRINTS AND DIGITAL IMAGES
2.1 Colour Prints
i) There shall be two classes for colour prints known as the "A? Class and the "B? Class.

ii) New members shall be entered into the "B? Class unless they hold a photographic distinction or submit a panel of nine colour
prints and gain approval to enter the "A? Class from a sub-committee of three members, including at least one committee
member, to be appointed by the Chairman.

iii) Former members will return to the class that they were in at the time membership ceased after Competition Rule 2.1 vi) was
invoked for that competition series.

iv) Each competition shall comprise of 3 rounds. The judge will assess each entry and award marks up to 10. The winner of each
class of the competition shall be determined by aggregating the highest marks awarded to 5 of their prints during all of the 3
rounds. Each entrant may enter up to a maximum of 4 prints in each round of each competition. However, if an entrant enters 4
prints in any round of a competition, one of these prints must be marked optional. All optional prints will be withdrawn for that
round of the competition if the total number of prints for the evening exceeds 50. Any withdrawn prints may be entered in
subsequent competitions.

v) No colour print or near duplicate may be entered into another round in the same or any following Three Round Colour Print
Competition, unless it receives 7 � marks or less. In that case, it may be entered into one further round in the same or any
following Three Round Colour Print Competition.

vi) The winner of the "B? Class will be promoted to the "A? Class at the end of each competition series.

vii) The Trophies for Colour Prints are:-

"A? Class - The St. Aubyn Challenge Cup
"B? Class - The Old Coulsdon Colour Shield

2.2 Monochrome Prints
i) There shall be one competition for Monochrome Prints.

ii) Each competition shall comprise of 3 rounds. The judge will assess each entry and award marks up to 10. The winner of each
competition shall be determined by aggregating the highest marks awarded to 5 of their prints during all of the 3 rounds. Each
entrant may enter up to a maximum of 4 prints in each round of each competition. However, if an entrant enters 4 prints in any
round of a competition, one of these prints must be marked optional. All optional prints will be withdrawn for that round of the
competition if the total number of prints for the evening exceeds 50. Any withdrawn prints may be entered in subsequent
competitions.

iii) No monochrome print or near duplicate may be entered into another round in the same or any following Three Round
Monochrome Print Competition, unless it receives 7 � marks or less. In that case, it may be entered into one further round in
the same or any following Three Round Monochrome Print Competition.

iv) The Trophy for Monochrome Prints is:-
The Don Stanley Trophy for Monochrome Prints

2.3 Digital Images
i) There shall be one competition for Digital Images.
ii) The competition shall comprise of 3 rounds. The judge will assess each entry and award marks up to 10. The winner of each
competition shall be determined by aggregating the highest marks awarded to 5 of their digital images during all of the 3
rounds. Each entrant may enter up to a maximum of 4 digital images in each round of each competition. However, if an entrant
enters 4 digital images in any round of a competition, one of these must be marked optional. All optional digital images will be
withdrawn for that round of the competition if the total number entered exceeds 50. Any withdrawn digital images may be
entered in subsequent competitions.
iii) No digital image or near duplicate may be entered into another round in the same or any following Three Round Digital Image
Competition, unless it receives 7 � marks or less. In that case, it may be entered into one further round in the same or any
following Three Round Digital Image Competition.
iv) The Trophy for Digital Images is:-
The Old Coulsdon Camera Club
Colour Trophy

3 OPEN COMPETITIONS TO BE HELD ANNUALLY

3.1 General
i) Entries may only be entered once into each competition
ii) Entries in all competitions may be entered in other appropriate competitions.
iii) Certificates of Merit and Honourable Mentions may be awarded at the Judges discretion in any of the "Open Competitions to
be Held Annually".
iv) In the Portrait, Set Subject, Natural History, Outings and Themed Print Competitions, the entries must be numbered in order
of preference. At the discretion of the Competition Secretary (or his/her representative), the number of entries per person may
be reduced to ensure that the total number of entries for the evening does not exceed 50.

3.2 Portraiture Competitions
i) Competition for Prints
The trophy is the W.A.J. Paul Portraiture Cup.
ii) Competition for Digital Images
The trophy is the E.W.V. Butcher Trophy.
iii) Entries must be of one or more human subjects who must be the main focus of the picture. This may be a formal or informal
image and colour or monochrome.
iv) Maximum of 5 entries per member, prints, digital images or a mixture of the two.

3.3 Set Subject Competitions
i) Competition for Prints.
The Trophy is The Chipstead Cup.
ii) Competition for Slides.
The Trophy is The Purley Cup.
iii) There will be a competition for Digital Images.
iv) Subject to be announced annually.
v) Maximum of 5 entries per member, prints, slides, digital images or a mixture of the three.

3.4 Natural History Competitions
i) Competition for Prints
The Trophy is The Shirley Edwards Natural History Trophy.
ii) Competition for Slides
The Trophy is The Mike Simpson Natural History Trophy.
iii) There will be a competition for Digital Images.
iv) Entries may be of any aspect of the natural world, e.g. flora, fauna or geological subjects. Photographs of domestic animals
and cultivated plants are not acceptable.
v) Maximum of 5 entries per member, prints, slides, digital images or a mixture of the three.

3.5 Outings Competitions
to be held at the Committee's discretion.

i) Competition for Prints
The trophy is The Kenley Cup.
ii) Competition for Slides
The trophy is The Woodmansterne Cup.
iii) There will be a competition for Digital Images.
iv) The entries must have been taken on any of the recognised Old Coulsdon Camera Club outings in the 24 months prior to the
competition. When the competition is not held annually the eligible period will be adjusted accordingly.
v) An official list of eligible outings will be published one month prior to the competition.
vi) Maximum of 5 entries per member, prints, slides, digital images or a mixture of the three.

3.6 5 to 8 Sequence Competition
i) Competition for Slides

The trophy is The Coulsdon Cup.
ii) There will be a competition for Digital Images.

iii) Each entrant may enter up to a maximum of 3 sequences. However, if an entrant enters 3 sequences, one of these must be
marked optional. All "optional? sequences will be withdrawn if the total entry for the competitions exceeds 24. Any withdrawn
sequences may be entered in subsequent competitions.
iv) An entry shall consist of a minimum of 5 and a maximum of 8 slides or digital images on any theme or subject.

3.7 Print of the Year Competitions
i) Competition for Monochrome Prints
The trophy is:- The George Nicholls Cup.
ii) Competition for Colour Prints
The trophy is - The Nicholls Cup.
iii) Maximum of four entries in each competition, of prints which have been entered into any internal club competition since the
previous Print of the Year competition.
iv) If an entrant enters four prints in a competition, one of these prints must be marked "optional?. All optional prints will be
withdrawn if the total entry in the monochrome competition exceeds 24 or the colour competition exceeds 50.

3.8 Slide of the Year Competition

i) The trophy is- The Frost Cup
ii) A maximum of 6 slides per member may be entered and must be numbered in order of preference. At the discretion of the
Competition Secretary (or his/her representative), the number of entries per person may be reduced to ensure that the total
number of slides for the competition does not exceed 50.

3.9 Annual Exhibition
i) Prints -
A maximum of 6 Prints may be entered - Colour, Monochrome or a selection of both.
The Monochrome Trophy is
The Tony Clark Award
The Colour Print Trophy is
The Millennium Cup.
ii) Digital Images -
A maximum of 6 Digital Images may be entered
The winner is awarded The Chairman's Cup.
iii) Entries are permitted into only one Annual Exhibition. Entries from any past competitions are eligible.

3.10 Themed Print Competition
i) The trophy is The Bradmore Cup.
ii) Each entrant may enter up to a maximum of 5 multi - image print entries.
iii) Each entry must include at least 3 images on a theme and on one mount in line with General Rules for all Competitions, h), iv).
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