16th May 2014 Section 1 RULES AND CONSTITUTION 1. NAME AND EXTENT The Federation shall be called the Federation of South London Photographic Societies and all photographic societies (however called) which have headquarters situated south of the Thames within the M25 shall be eligible for membership. Other societies may be admitted to membership subject to such conditions as may be laid down by the Federation in each case. 2. OBJECTS The objects of the Federation shall be to promote and encourage the study and practice of all branches of photography by appropriate means, including the organisation of exhibitions, lectures, competitions and other activities among the member societies and with other federations of photographic societies. 3. MEETINGS Meetings of delegates from member societies shall be held from time to time. The member societies shall be entitled to send up to three delegates to meetings of delegates and matters shall be determined at such meetings by vote, each society being allowed one vote only, regardless of the number of delegates attending. There shall be held before the end of May an Annual General Meeting of delegates; such other meetings of delegates shall be held as may be determined from time to time by the Management Committee of the Federation referred to in Rule 5 or upon a written request, signed with authority by the Secretaries of three or more member societies and delivered to the General Secretary of the Federation referred to in Rule 4 No less than fourteen days’ written notice shall be given by the General Secretary of any meeting of delegates from member societies and the agenda for such meetings shall be set out in the notice, which shall be addressed to all member societies. 4. OFFICERS The Federation shall at the Annual General Meeting of the delegates appoint persons to the following offices: Chairman, Vice Chairman, General Secretary, Treasurer, Competition Secretary, Audio- Visual Secretary, Honorary Auditor. Except for the Chairman, each person appointed shall hold office until the appointment of a successor. The Chairman shall be appointed for two years, but if there is no nomination for a successor at the end of that period, he or she shall be eligible for re-appointment on an annual basis. The Chairman, if present at the time appointed for any meeting of delegates from member societies, shall be the Chairman of the meeting. In his absence, either the Vice Chairman or another member of the Management Commit- tee shall be the Chairman of the meeting. 5. MANAGEMENT OF AFFAIRS The officers appointed under Rule 4, with the exception of the Honorary Auditor, shall be, and hereby are, constituted the Management Committee of the Federation with the power and duty of conducting all the affairs of the Federation subject to any instructions given and policy decided at meetings of delegates from member societies. The Management Committee shall have power to co-opt additional persons to their number for the period to the next Annual General Meeting, and shall also have power to create temporary offices and to appoint any person designated by them to such temporary office. Such co-option or such appointment shall be reported to the next meeting of the delegates from member societies and shall continue thereafter only if confirmed by a majority at that meeting. Any office created under this rule shall become vacant at the next Annual General Meeting of delegates and shall be filled, or not, at that meeting as may be there determined. 6. FINANCE The Treasurer shall be responsible for collecting all income and paying the outgoings of the Federation and shall keep annual accounts for the financial year ending on 31st December. The accounts shall be placed before the Annual General Meeting of the delegates with a report from the Honorary Auditor. Societies in membership on 1st January in any year shall be liable for the subscription for that year. The annual subscription shall be due on 1st January, and the latest date for the payment to be received by the Treasurer shall be 31st January. The subscription payable by each member society shall be as decided at the Annual General Meeting or a Special General Meeting, or such other sum as may be recommended by the Management Committee and approved at any meeting of delegates from member societies. 7. TERMINATION OF MEMBERSHIP A member society may withdraw from membership at any time by giving one month’s notice in writing addressed to the General Secretary of the Federation. The Federation may at any time terminate the membership of a member society, without giving reasons, by written notice signed by the General Secretary of the Federation addressed to the last known secretary of the society concerned. Such member society may at any time within two months of the issue of such notice, appeal against such termination of membership to a meeting of delegates called and held under the provision of these rules. 8. AMENDMENT OF RULES AND CONSTITUTION These rules and constitution may be amended at any Annual General Meeting of delegates from the member societies, notice of such proposed alteration having been included in the notice of the meeting. Such an amendment shall be valid only if two thirds of the votes cast at the meeting shall be in favour of the proposed amendment. The procedure for business shall be that a motion shall be proposed, then any amendments shall be proposed, in the order decided upon by the Committee. Each amendment shall be voted upon (or withdrawn) before the next amendment is proposed. Finally the original motion, as amended by any amendments which have been carried by two thirds of the votes cast (the substantive motion) shall be voted upon, withdrawn or remitted to the Committee. The proposer of each motion or amendment shall have the right of reply before the vote is taken on their motion or amendment respectively. 9. AMENDMENT OF COMPETITION RULES Rules that relate solely to competitions may be amended by the Committee without reference to member societies. However, any such change of competition rules will be advised to member societies not less than three months before they come into effect. 10. INTERPRETATION OF FEDERATION RULES In the event of any question of the interpretation of these rules and constitution, the decision of the Committee shall be final. 11. WINDING-UP The Federation may be wound-up by a motion to that effect passed at either an Annual General Meeting or at a Special General Meeting which has been called for that purpose. The process for raising the motion and the procedure for business at the meeting shall be as defined in Rule 8 “Amendment of rules and constitution”. In the event of a decision to wind-up the Federation, the process will be executed by the management committee or by such persons as are appointed for this task by the delegates at the General Meeting. They are required to realise the maximum value from the Federation’s assets after discharge of all liabilities and to distribute the total money equally between the current member clubs of the Federation. If the total amount of money realised is insufficient to pay all amounts due to any creditors, each member club at the time of dissolution of the Federation agrees to contribute its equal share of the amount needed to meet the requirements of such creditors. ******************************************* Note: The committee have agreed to the following interpretations and practice with regard to the rules above. Rule 1. The name of the Federation in informal communications may be abbreviated to The South London Federation. The initials SLF shall be acceptable in general use as an alternative to FSLPS. Rules … various. The term “in writing” shall include communication by the use of e- mail.