By Laws

Article I Name

This organization shall be known as the Intermediate Photography Club (“IPC”) and hereafter referred to as the “Club.”

Article II Purpose/ Mission

The purpose of this organization shall be to:
Create a members-governed environment for the sharing and enjoyment of photography.
Help members advance in their photographic skills.
Facilitate learning how to capture strong images within the camera.
Facilitate learning how to photograph a varied number of subjects.
Facilitate learning how to post process images.

Article III Membership

The membership shall be limited to 125 members. Members must be Villages Residents.
The club is geared to photographers who understand the basics of camera use and exposure control. Members applying for membership are expected to have learned these prior to admission into the club.

Article IV Dues

Dues shall be assessed annually in each year.
Dues are due the first meeting of the year. Members who have not paid their dues by the end of February will be taken off the membership list
Annual dues are $25 per member and may be changed by the club members via a simple majority vote.
New applicants shall be given two meetings from the date of application in which to pay the dues or lose their membership. Dues paid will apply until the end of that fiscal year.
New members who join January 1 - June 30 shall be charged dues of $25 dollars.
New members who join July 1 - December 31 shall be charged dues of $12.50.
Dues shall be non-refundable if either the member or the Club terminates membership for any reason.

Article V Meetings

The club shall meet year-round.
The club shall meet twice a month on a date, time and place negotiated with The Villages.
Regular bi-weekly meetings and other events shall not be scheduled in conflict with the Sunset Pointe Photography Club or The Villages Photography Club.
Other programs, workshops, and field trips may be scheduled throughout the year.
Members may be charged a fee for attending some workshops, field trips and other events to help cover operating costs. Non-members may be charged a fee to attend events that are open to non-members.

Article VI Meeting Format

The format of meetings shall not be fixed but should be made up of a combination of presentations, hands on training, photo workshops, field trips and information sharing as overseen by a Program Planning Committee.

Article VII Board Members

The Board consists of the following officers of the club (hereinafter referred to as “The Board”):
President (elected for 2-year term, alternate years from Vice President) – even years.
Vice President (elected for 2-year term, alternate year from President) – odd years.
Secretary (elected for 2-year term, alternate year from Treasurer) – even years.
Treasurer (elected for 2-year term, alternate year from Secretary) – odd years.
Program Chair (elected for 2-year term) – even years.
Past President or Member-at-Large if Past President is unable to serve.

There are no term limits for any office

Officers of the Board shall each have equal voting rights on all issues.

Article VIII Elections of Officers

A. Elections of officers shall take place by club members in a simple majority vote. Nominations shall occur at the second meeting in October of each year.

B. Following the nomination meeting the Secretary shall compile the list of names (by position) and email the ballot to members with instructions on how to submit their vote and the deadline for submission.

C. The Secretary shall compile the results of the voting and present to the club at the first meeting in November

D. The Secretary shall maintain each ballot for 1 year. Only in the case of questions about the validity of the vote shall anyone besides the Secretary see the actual ballots. In that case, the existing Officers will validate the results.

E. In the case of an uncontested slate of officers, the secretary will cast one ballot for the nominated slate thus electing said nominees.

F. Officers may be removed via a simple majority vote of the entire membership.

G. Club Members shall elect a replacement officer via a simple majority vote.

Article IX Board Meetings

Board meetings will be held at least quarterly, at a date and time agreeable to the majority of Board members.
Club members are welcome to attend board meetings, however, only officers shall have voting rights.
Board actions shall be communicated to members no later than five (5) days before the next Club meeting.

Article X Special Board Meetings

Special meetings may be called by the President or the Vice President and shall be called upon the request of at least three members of the board. At least 24 hours’ notice (personal, written, email or telephoned) shall be given. The business transacted at any special meeting shall be limited to that noticed in the call.
The Board maintains the right to limit attendance at special meetings to just the board.

Article XI Quorum

A quorum of the board shall exist when 4 of the 6 officers are present.
Actions of the Board must be by a simple majority of the quorum.

Article XII Roles and Responsibilities

A. President

Duties of the President shall include:

To serve as a voting member of the board.
To be the Club spokesperson.
Lead and set the agenda for each Board Meeting.
Share in the responsibility for leading club meetings and setting the club meeting agendas with the Vice President.
Sign and execute non-financial contracts on behalf of the club.
Act as Liaison with The Villages and its residents.
Provide timely communications to club members and the Board.
Serve as one of two Club contacts on file with The Villages Recreation Dept. and assign another board member to be the second contact.

B. Vice President

Duties of the Vice President shall include:

To assume the duties of the President in his/her absence.
To serve as a voting member of the Board.
Share responsibility for leading club meetings and setting the club meeting agenda with the President.
Co-sign all club bank and investment accounts and sign all contracts requiring an expenditure of funds.

C. Secretary

Duties of the Secretary shall include:

To serve as a voting member of the Board.
Maintain records of the minutes of all Board meetings.
Notify members of Club activities.
Conduct correspondence of the Club.
Prepare ballots for elections and report voting results to the Club.
Serve as the custodian of current and historical official documents of the Club.
Maintain voting records for 1 year.

D. Treasurer

Duties of the Treasurer shall include:

To serve as a voting member of the Board.
Maintain the Club’s financial records and funds.
Pay out funds as authorized by the Board.
Prepare a financial report for all regularly scheduled Board meetings detailing income and expenditures to date.
Co-sign on all Club bank and investment accounts.
Maintain the current membership roster
Submit the annual statement to the IRS to maintain non-profit status.

E. Program Chair

Duties of the Program Chair shall include:

To serve as a voting member of the Board.
Schedule and chair the planning committee meetings.
Prepare the schedule and coordinate the execution of programs, field trips, workshops and photo walks prepared by the planning committee and approved by the Board.

Article XIII Planning Committee

The planning committee is a standing committee of the Club and shall meet at the discretion of the Program Chair to plan future meeting programs, field trips, workshops, and photo walks. The Program Chair shall submit the results to the Board for final approval. The planning committee meetings are open to all members of the Club.

Article XIV Amendments

A. Proposed additions, amendments, or revocations to the Bylaws may be initiated either by the Board or by a petition signed by twenty five percent (25%) of the eligible Club members. Such amendments must be approved by a (2/3) two-thirds majority vote of the membership present at the meeting in which the vote is taken. Upon such approval, the addition(s), amendment(s), or revocation(s) shall be incorporated into the Bylaws.

Article XV Disclaimer

A. For the effective operation of the Club, in the conducting of all activities:

Each person participating in any Club-sponsored event does so of his/her own accord and at his/her own risk. The Club and its elected officers and appointed chairs assume no responsibility for the personal safety of the participants or the safety of any equipment or photographs of those who do participate.
Participants assume all risks involved and will not hold the Club, its elected officers, or appointed chairs responsible.

Article XVI Fiscal Year

A. The fiscal year shall begin on January 1st of each year and end on December 31.

Article XVII Expenditures

Any service or vender requiring payment over $300 must submit an invoice that includes a detailed description of services rendered. Approval by majority of the IPC board is required before payment can be issued.
Treasurer has the authority to pay Intermediate Photo Club members for expenses incurred on behalf of the club up to $299 as long as supporting receipts or invoices are provided.
All check reimbursements to either the Treasurer, Vice President or other designated signee on the Intermediate Photo Club checking account requires a different designated signee to issue and sign the check.

Original: September 6, 2015
Revision 1: January 26, 2017
Revision 2: October 26, 2017
Revision 3: April 12, 2018
Revision 4: Approved September 13, 2018, Effective January 1, 2019
      (Added Program Chair and specified term lengths of officers)
Revision 5: Approved November 8, 2018, Effective January 1, 2019
       (Changed board quorum to 4 members)
Revision 6: Approved November 29, 2018, Effective January 1, 2019
      (Changed membership to 100 members)
Revision 7: Approved April 25, 2019.
       (Changed program committee responsibilities and expenditures)
Revision 8: Approved November 14, 2019
       (Changed dues due wording, added “or Member-at-Large” to Past President, and changed
       membership roster maintenance from Secretary to Treasurer)

Revision 9: Approved October 9, 2021

Revision 10: Increased the limit of the club to 125. Approved by membership vote on December 14, 2023

Article VII Board Members