The MDI Photo Club was formed in 2013 as a Maine nonprofit corporation IRC 501(c)(7) social club. This form is tax-exempt, but dues and donations paid to the club are not tax deductible for the giver.
The bylaws appear below. They are followed by Steering Committee Decisions which affect club operation.
Adopted May 22, 2013
Revised March 17, 2015
ARTICLE I: NAME
This organization shall be known as the MDI Photo Club.
ARTICLE II: AIMS
The object of the MDI Photo Club shall be the enjoyment, mastery, and furtherance of the art of photography through cooperation, effort, and good fellowship.
ARTICLE III: MEMBERSHIP
Any person seriously interested in photography may apply for membership. Application blanks shall be provided by the Membership Committee. If a member does not exhibit good fellowship, and sufficient reasons exist which dishonor the aims of the club (Article II), the membership of that person may be suspended by action of the Steering Committee. The suspended member shall have the right to appeal the suspension, in which case the action of the Steering Committee shall be upheld or rescinded by a simple majority vote of the Membership.
ARTICLE IV: OFFICERS
The following officers shall be elected by the membership: (1) President, (2) Vice President, (3) Secretary, and (4) Treasurer.
ARTICLE V: MEETINGS
Regular meetings of the club shall have place, date, and time stipulated by the Steering Committee.
ARTICLE VI: COMMITTEES
The following standing committees shall be established to conduct club activities: (1) Programs, (2) Membership, (3) Outings, and (4) Curator. Chairpersons of standing committees shall be appointed by the President with the approval of the club membership. Special committees may be appointed by the President as required and discharged by the President when they have completed their assignments.
ARTICLE VII: STEERING COMMITTEE
The management of the club shall be directed by a Steering Committee composed of the elected Officers (Article IV), the Chairs of the standing committees, and the Past President ex-officio. The Steering Committee shall meet as often as necessary to transact the business of the club. Five members of the Steering Committee will constitute a quorum.
ARTICLE VIII: PARLIAMENTARY AUTHORITY
The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the Club in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the Club may adopt.
ARTICLE IX: FINANCE
The annual dues shall be set by the Steering Committee. The fiscal year for the club shall be set by the Steering Committee. Annual reports will be rendered to the members.
ARTICLE X: DUTIES OF OFFICERS
Duties of the President shall be: To preside at all club meetings and Steering Committee meetings; to appoint chairpersons of all committees; to act as club spokesperson; to generally supervise and keep in touch with all club activities.
Duties of the Vice President shall be: To assume the duties of the President in his/her absence; to assist the President as needed; to act as a member of the Steering Committee.
Duties of the Secretary shall be: to keep records of the minutes of all meetings; to notify members of special meetings and events; to conduct correspondence of club; to prepare ballots for elections; to act as a member of the Steering Committee.
Duties of the Treasurer shall be to maintain financial records of the club, keeping custody thereof; disperse funds and report back to the Steering Committee; to act as a member of the Steering Committee.
ARTICLE XI: DUTIES OF COMMITTEES
The activities of club committees shall be determined by the Steering Committee. The activities decided upon shall thereafter be carried out by the committee chairs and the members appointed by the President to the respective committees. Standing committee chairs shall periodically prepare reports of activities and progress for presentation to the Steering Committee or to the membership at club meetings, and shall act as club directors on the Steering Committee.
ARTICLE XII: AMENDMENT OF BYLAWS
These bylaws may be amended at any regular meeting of the Club by a two-thirds vote, provided that the amendment has been submitted in writing at the previous regular meeting.
ARTICLE XIII: QUORUM
One-third of the membership shall constitute a quorum for the purpose of conducting club business.
ARTICLE XIV: ELECTIONS
Election of club officers shall be held annually. Any officer may be re-elected to any post. The President shall appoint a Nominating Committee composed of three members not on the Steering Committee. The committee will prepare a single slate of officers and obtain the agreement from the nominees to serve if elected. The President shall present the slate at the annual meeting. Additional nominations can be made from the floor.
Vacancies in the club offices shall be filled by the President, subject to approval by the Steering Committee. Vacancy of the President’s office shall be filled by advancement of the Vice President.
Steering Committee Decisions
April 18, 2017 (by e-vote)
- Close the club savings account so that we only have a checking account (motion by George Soules, seconded by John Whetsone). We will keep a virtual accounting of savings and thereby avoid additional fees and extra bookkeeping involved with having two bank accounts.
- Increase our annual donation to the NEH Library from $100 to $200 (motion by John Whetstone, seconded by George Soules).
September 13, 2016
- For bookkeeping purposes, the club’s fiscal year shall run from July 1 to June 30.
- The club shall not pay for any expense incurred without prior approval of the Steering Committee with the following exceptions:
- Budgeted expenses for Web Site, State & Legal Fees, Supplies/Postage, and Misc.
- Presenter fees of $50 or less up to the amount budgeted to Programs for the year.
- Discretionary spending approved by the club president not to exceed a total of $100 for the year.
- An emergency expense approved by the president and at least one other Steering Committee member, but only if the Steering Committee cannot approve via email, phone, or in person in a timely fashion.
- The Steering Committee interprets bylaw Article VII to mean that the committee can “meet” via email to transact the business of the club. Agreement via email by five members of the Steering Committee shall constitute a quorum. The club Secretary shall record the email threads as meeting minutes. Decisions made via email shall be considered official and need not be discussed and voted on again when the committee next meets in person.
August 9, 2016
- Change meeting day to the 2nd Tuesday of the month (was 3rd Tuesday)
- Change meeting time to 6:30-8:30 (was 6:30-9:00)
- New officer terms begin on July 1 following their election