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Constitution

CONSTITUTION

REVISED September 7, 2016

I. Name

The name of this organization shall be ” The Darkroomers Photographic Club”.

II. Purpose

The purpose of this organization shall be: The promotion of “Pictorial Photography” through the association of its members for the study of and assistance in matters relating to the art of photographic printmaking.

III. Membership

Membership in this organization shall be limited to those persons whose interest and purpose in photography are compatible with the purpose of the organization set forth in this Constitution and ByLaws. Any person desiring membership in this organization shall submit his/her intent as provided by these bylaws.

IV. Officers

The officers of this organization shall fulfill the duties of President, Vice President, Treasurer, Secretary, Program Chair, Newsletter Editor, Webmaster, Recruitment Chair, Meeting Room Display Chair and Interclub Competition Chair. At the discretion of the membership any elected officer may fulfill more than one duty.

V. Meetings

The organization shall meet at times and places as determined by the membership. The President may call a special meeting at any time.

VI. Committees

The President shall appoint all committees.

VII. Suspension or Expulsion

Upon receipt of a petition, signed by at least five (5) members in good standing, requesting the suspension or expulsion of any member, the President must act upon such a petition. An affirmative vote of three fourth (3/4) of the total membership shall suspend or expel a member. The methods of discussion and voting will be at the discretion of the President.

VIII. Amendments

This Constitution may be amended at any time by the affirmative vote of three fourths
(3/4) of the total membership. Proposed changes shall be read during any business meeting and a copy mailed to all members. A vote may be taken no earlier than the following month’s business meeting. The bylaws, upon due notice to the total membership, may be amended by the affirmative vote of a majority of the members present at any regular meeting.

BYLAWS

A. Duties of the Officers

PRESIDENT The President shall preside at all meetings of the organization, shall appoint all committees, shall oversee the activities and obligations of the organization, and shall have such powers as are generally vested in the executive officer. In case of a vacancy of any office, except that of the President, the President with the approval of the membership, shall fill the vacancy by appointment.

VICE PRESIDENT The Vice President shall assume the duties of the President in case of vacancy of the office, shall be responsible for obtaining suitable persons to act as Judge/Critic as necessary and assist the Program Chairman in arranging programs.

TREASURER The Treasurer shall maintain the financial records of this organization, keep an itemized record of all receipts and disbursements, and shall pay all bills promptly on or before the due dates. The Treasurer shall provide a report of the financial condition of the organization upon request by the President.

SECRETARY The Secretary shall maintain an accurate record of all correspondence, record the minutes of all meetings and be the general custodian of all records.

PROGRAM CHAIR The Program Chairman shall work closely with the President, Vice
President and members in the organizing of all programs.

NEWSLETTER EDITOR The Newsletter Editor shall collect newsworthy information that is pertinent to the aims of this organization, prepare, print and distribute a monthly newsletter, or as directed by the President and the Members. Newsletters will be distributed to arrive at destination prior to the first meeting of the month.

WEBMASTER The Webmaster shall maintain our club website, its domain and content.

RECRUITMENT CHAIR The recruitment chairman shall work with the President to design and carry out a program capable of introducing our club to potential new members.

MEETING ROOM DISPLAY CHAIR The Meeting Room Display Chairman is responsible for posting the judged/accepted work of our members in our meeting room in a timely and artistically pleasing manner.

INTERCLUB COMPETITION CHAIR The Interclub Competition Chairman is responsible for collecting the images from our members for submission to the SCACC Interclub Competition. Entries and all required documentation will be submitted to designated SCACC officers in a timely manner, in accordance with competition guidelines set by the SCACC Board.

B. Elections

At the last regular meeting in November of each year, nominations for officers shall be made from the floor. A secret ballot shall be prepared and a vote will be taken at the next regular meeting in December. Additional nominations may be made on the day of the election. Officers will take office on the first day of January and their term in office will end on the last day of the year if not re-elected. Nominees must pay their membership dues in advance of the election or withdraw the nomination prior to the start of the first meeting in December.

C. Fiscal Year

The organization shall operate on a calendar year beginning the first day of January and ending on the last day of December.

D. Membership

Persons whose interest and purpose in photography are compatible with the purpose of the organization may become members by:

  1. Reading the rules for submission of prints by members in competition, and indicating by signature that they have understood and accepted these rules.
  2. Notifying the Treasurer of their desire to join the club.
  3. Paying the appropriate dues.

E. Dues

The annual dues shall be established by a vote of the membership, and will include the annual dues to SCACC. Dues will be due in the first month of each year. Dues will be payable at the first meeting of December.  A member whose dues have not been paid by the last day of December will be removed from the membership roster. Dues are currently set at forty-five dollars. ($45.00). Dues are non-refundable and are not prorated.

F. Meetings

Meetings will be twice a month, on the first and third Wednesday in the Photographic Arts Building, Balboa Park, San Diego, California, unless otherwise announced. Meetings will start at 7:30 PM.

G. Associations

This organization shall maintain membership in the Southern California Association of Camera Clubs (SCACC).

H. Competitions and Exhibits

This organization shall conduct or participate in the following competition and exhibition activities:

  1. Monthly exhibition.
  2. Quarterly assigned subject competition.
  3. Annual year-end competition and judging.
  4. SCACC Interclub Competitions which are held bi-monthly.
  5. SCACC end of year Competition.

I. General Rules

The Darkroomers Photographic Club will only accept images that were originally captured with photographic equipment; this includes analog camera images, digital camera images, and photograms.

J. Monthly Exhibitions

At the third Wednesday meeting of each month an exhibition shall be held of the work of the members. A Judge/Critic shall be obtained to evaluate prints submitted to the exhibit in two divisions: monochrome and color. The critic shall, following his or her critique of each image, designate an image as either “Accept” or “Reject” to identify whether or not an image is accepted into the exhibit.

RULES
  1. Members may submit a maximum of three (3) prints total per monthly exhibition.
  2. Image capture and digital processing/manipulation must be done by the maker. Images not captured by the maker (including downloaded images) cannot be included.
  3. All prints shall be mounted on boards and/or sturdy enough to be displayed by current club standards.
  4. Mats, if used, shall be black or white only. A single inset mat may be used of any color, not to exceed ½ inch on any side.
  5. Prints, as presented with mounting, must not exceed 18 x 20 inches.
  6. All prints will have the maker’s name and the title of the picture on the reverse side of the mounting board in the upper left corner. Front of board identification will not be allowed until after judging is complete.
  7. All prints accepted into the monthly exhibit will hang in the gallery at the discretion of the Meeting Room Display Chair.
  8. Prints accepted into a monthly exhibit are not eligible to be entered in future Darkroomers monthly exhibitions.
  9. Images not accepted into the exhibit may be resubmitted twice more without modification.

K. Quarterly Competitions

The Quarterly Assigned Subject Competition (“Quarterly Competition”) shall be conducted in two divisions: Monochrome (B&W), and Color.

SCHEDULING AND SUBJECT MATTER

Four (4) regular, non-exhibition, meeting dates will be set-aside at the start of the year by the program chair to be used for a quarterly competition.

The quarterly time periods are determined from the fiscal calendar defined in section C of these bylaws.

The competition dates should fall near the start or end of each quarter but must be held within the calendar year. (e.g. April 1st, July 1st, October 1st, December 31st). In other words–the Q4 competition cannot be held in January of the following year.
At the beginning of each quarter, the club, by any means deemed appropriate, will select the subject for the next quarter.

RULES
  1. Image capture and digital processing/manipulation must be done by the maker. Images not captured by the maker (including downloaded images) cannot be included.
  2. All prints shall be mounted on boards and/or sturdy enough to be displayed by current club standards.
  3. Mats, if used, shall be black or white only. A single inset mat may be used of any color, not to exceed ½ inch on any side.
  4. Prints, as presented with mounting, must not exceed 18 x 20 inches.
  5. All prints will have the maker’s name and the title of the picture on the reverse side of the mounting board in the upper left corner. Front of board identification will not be allowed until after judging is complete.
  6. Members may submit up to two (2) prints in each division. (i.e. no more than 2 color prints and no more than 2 monochrome prints.)
  7. Image capture must occur in the quarter in which it will be submitted.
SCORING

Members shall earn one (1) point for each print entered into the competition. Additional points shall be awarded to each division winning image as follows:
Three (3) points for each First Place winning image.
Two (2) points for each Second Place winning image.
One (1) point for each Third Place winning image.

VOTING

The members and guests in attendance shall each vote for three (3) images in each division by secret ballot. The President, or his/her designee, shall tally the ballots and, by a count of all ballots, decide the First, Second and Third place winners for each division.

TIE-BREAKING

There shall be no tie-breaking rounds. All prints which tie for an award will receive the same number of points. For example, if two images tie for First Place, both will receive Three (3) points. Without any tie-breaking rounds, we cannot limit the number of placed winners. Therefore any given quarterly competition can result in 2-First Place, 3-Second Place and, 4-Third Place images.

AWARDS

At the end of each year, the member(s) with the highest number of points in the Monochrome (B&W) division shall be awarded the Harris Wallace Perpetual Trophy. The member(s) with the highest number of points in the Color division shall be awarded the Pitt Warner Perpetual Trophy.

L. Year End Competition

The Vice-President or a designee appointed by the President will arrange for a year-end competition to be held on the second Saturday in January. All prints accepted into a monthly exhibition during the competition year are eligible for entry into the competition.
Entry categories and submission rules will be determined by a year end rules committee which will be formed in June of the competition year. The rules for competition along with general information about the event (date, time, location, etc…) shall be sent to each of the judges in advance of the competition.

The competition will award a 1st, 2nd and 3rd place for each category which is determined by the combined points score awarded to each of the images in that category by the panel of judges after breaking any ties.
The competition will also award a Best in Show which is chosen from the 1st place winning images of each of the categories by the panel of judges in a closed-door deliberation.
Images scoring at the next point score below 3rd place in each category will receive an honorable mention.

For example, if the 1st Place image in a category received a score of 26.25, the 2nd Place image received a score of 26.24 and the 3rd place image received a score of 25 then all images scoring a 24 will receive an honorable mention. If there were no images that received a 24 then the honorable mentions go to the images that received a 23. That may mean only 1 image receives an honorable mention or it could mean 20 images receive an honorable mention.

RULES
  1. Members may submit up to 10 images.
  2. There are no limits to the number of images a member may submit to any one category or the number of categories in which members may submit images.
  3. An Image can only be submitted to one category.
  4. Print submissions must bear an official Darkroomers accept sticker from the competition year in order to be entered into the competition.
  5. Print submissions that were accepted but not bearing an official Darkroomers accept sticker must be approved by both the Vice-President and the President. This includes but is not limited to prints that were lost, stolen, sold, auctioned, damaged or destroyed.
  6. Print submissions may be reworked and/or re-matted to consider the judge’s critique from a Darkroomers monthly exhibition. Changes are at the sole discretion of each member and must be approved by both the Vice-President and the President. Furthermore, each reworked submission must be accompanied along with the original work and the original work must bear an official Darkroomers accept sticker. Any rework must clearly be minor improvements–such improvements cannot add elements to the composition but may remove certain elements which are not orthogonal to the main subject of the image. The intent is to consider the input from the judges and produce works which will vastly improve the overall score of the final image, removing distractions and enhancing the quality, contrast, lighting and sharpness.
  7. Prints not accepted into a monthly exhibit during the current competition year are not eligible for entry.
  8. Any entry which does not meet eligibility requirements will be disqualified.
  9. A panel of three (3) judges shall be employed to score each image in each of the categories set up for competition.
  10. Each judge will independently score each print on a points scale from 6-9 points so the highest total score for any print is 27 points and the lowest score is 18 points.
  11. Scoring will be performed electronically and recorded digitally. A backup shall be recorded on paper by two (2) scorers during the competition and employed in the event of a system failure.
  12. Scores will be read aloud during the competition to signal the end of judging for an image, to allow scorekeepers to record the score and help competition officials sort the images.
  13. Each category will be judged completely before judging the next category (e.g. Every image in “Architecture” is judged then every image in “Nature”, etc…)
  14. Discussion amongst the judges during the initial rounds of judging is prohibited to allow each judge to score images on their own merits but collaboration is allowed during tie breaking rounds and when choosing the “Best in Show”.
  15. Titles will not be announced during the judging.
  16. Judges are not limited to the number of high-scores to award for any given category.
  17. Judges should be advised that images judged in each category must be scored using the theme of the category (e.g. Images in judged in the “Architecture” category should be architectural.)
  18. In case of a tie, scoring will be repeated on tying prints using the original parameters. It is unlikely that every judge will give each print exactly the same score the second time, so this will probably break the tie. If there is still a tie, the thumbs up/down method can be used.
  19. Once all categories have been scored and winning images have been identified in each category, a “Best-in-Show” will be selected from those 1st place images.
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